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Contract & IGA Check List <br />This pink sheet should *the front of each contract/amendment to shollius of contract/amendment <br />Contract or Amendment Use a new checklist form for each contr act & amendment) <br />Contract Type: ❑ IGA ❑ Prof/Personal Services ❑ Trade Service ❑ STA/STB/STC. ❑ Revenue z ther <br />Contract anager/Project Manager's Name: G/ <br />L. Contract Manager works with Finance for. RFB, p RFP, ❑ RFQ (contracts >$5,000) <br />2. Determines funding: ❑ Capital Project GJN Acct Code: <br />❑ Revenue ❑ Operating Funds: Acct Code: <br />Contract Administrator's Name: Kris Aanderud <br />3. Issue contract'number w/ name & description., .0 Setup contract file with label. ❑ Set up electronic file. <br />4. Record contract/amendment # (A1, A2) on spreadsheet 6Finance&AdminICONTR4CTSContracts.(Contracts by Year.xls) <br />Add contract to contract tracking system & record routing for the following transactions (ceonlinelconrracuracking) <br />6. Work with project manager to create contract using CONRAX program (C: (Documents and Set ingsWlt UserslStari <br />Menu lProgramslCorporate ApplicationslCONRAA) (2 originals -Lane County, 3 copies) or set up contract using <br />vendor's proposal. <br />7. ' Review draft contract for insurance requirements, funding source, dates, eta <br />8. Email completed contract to Project Manager for review, noting specifics or unusual issues. <br />9. After review by Project. Manager, prepare & attach transmittal letter (LOT) w/ insurance requirements, add <br />"sign here" stickers to contract & forward all copies to Contractor for signature. (ICdocslContractslFormsl) <br />10. Upon return of originals from contractor prepares contract routing form 6CdocslConrractsTormsl) <br />❑ YELLOW for operating; p GREEN for capital. Make 2 copies: l w/ contract to CRO; 1 POS/PW1VI file: <br />❑ Cover memo REQUIRED for all POS contracts & all contracts for Kurt or Dennis's signature. <br />11. Add routing slip (yellow 1/4 slip) with notation as to who needs to initial/sign. <br />❑Project Manager (Initials), ❑Division Manager Initials or Signature) <br />12. Place in red plastic numbered/signature file & record on spreadsheet. (1Finance&AdmWCONTRACTSIRed <br />Numbered Folders.xls) <br />13." When file received back, forward as required (without red folder) - first to Karen Loy, PW-Admin. <br />❑ if contract involves capital $ with GJN, see back page for routing instructions. <br />❑ if contract, is >$25,000 or an IGA, forward to Public Works Director for signature, or <br />❑ if contract is >$I00,000 or an IGA, forward to PW.Director for initials & PWA forwards to <br />El City Manager's Office for signature. Record date of transmittal in Contract. Tracking System. <br />14. "Print" a copy of ❑ contract ❑ 'signed contract ❑ amendment ❑ RF ❑ LOT in pdf format & place in contract <br />folder. 6CdocslContracts0007-#...) <br />INSURA CE <br />15. Review insurance requirements w/ Contract Manager. Modifications require HRRS pre-approval. <br />16. Request insurance information from Contractor. <br />17. Scan insurance certificate(s) & email certificate(s) and contract to Cathy Joseph, HRRS for approval <br />18. Record insurance expiration dates in Contract Tracking system. (ceonlinelcontracttracking) <br />19. Other-follow-up: <br />DISTR B TION: (When contract is signed by both parties) <br />-20. Contract-Administrator: ❑-Scan-signed-contractwith-routing sheet-(.pd-;. -File-originals-and-note electronic <br />folder location. Include on top of contract this flow chart/checklist along with a financial spreadsheet <br />..21. Contract. Manager: Email note the contract has.been fully executed and location of files, including contract pdf <br />" °•22. Contractor: Mail one original contract with letter of transmittal (Lane County gets two copies) <br />23. Sr. Office Supervisor: Review and authorization (prepare envelop for Purchasing)CRO or PW Admi n/WC <br />O For operating contracts (yellow sheets), mark "Purchasing" and "CRO" on -bottom of routing sheet & send <br />w/ original contract in the pony. Purchasing will process PO's & forward the contract to the CRO.C~ <br />❑ For capital projects (green), mark & send to PWA. (See separate checklist for project processing details.) <br />*See separate form for.CAPITAL PROJECT processing instructions (GJN's) <br />*PWA.handles both capital $ and,some grant *PWM/POS Financial Analyst handles operating some capital $ & some grants. <br />u : ContractProcessChecklist:doc 9/19/2006 <br />