Contract & IGA Check List <br />This pink sheet should' 66 at thetront of each contract/amendment to show status of-contract/amendment <br />Contract.( of Amendment # Use a new checklist form for each contract & amendment) <br />Contract Type: p. IGA . ❑ Prof/Personal Services. ❑ Trade Service ❑ STA/STB/STC ❑ Revenue ❑ Other " <br />Contract Manager/Project Manager's Name: r G O <br />1: ContractManager works with Finance. for 0 RFB, ❑ RFP, ❑ RFQ (contracts ?$5,000) <br />2.. Determines funding: 0 Capital Project GJN Acct-Code:. <br />0. Revenue ° . 0,,Operating Funds: :Acct Code: <br />Contra' tAd' nistrator's' Name: Kris Aanderud " <br />3: Z - Issue contract number w/ name & description: 0 Set up contract file with label. 0 :Set up'electronic file. - <br />Record contract/amendment # (AI A2) on spreadsheet 6,Finance&AdminICONTRACTSContracrslConrracrs by rear:xls) <br />5: Add contract to contract tracking system k record routing for the following transactions (ceonhnelconrracurackink) ; <br />6. Work with. project manager to create contract using CONRAX program (C, Documents and SertingslAll Userslstart <br />Menu lProgramsfCorporate ApplicationslCONW (2 originals -Lane County, 3 copies) or setup contract using <br />vendor's proposal. <br />7. - Review draft contract for insurance requirements, funding source, dates, etc. <br />a <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 VV/ insurance requirements, add <br />"sign here" stickers to contract & forward all copies to Contractor for signature'.-6i7docslContractslFormslj <br />10`r Upon return 'of originals from contractor prepares contract.routing form (ICdocslConrractslFormsl) <br />`YELLOW for "operating;" D (GREEN for capital. -Make .2 copies: `I .w/ contract to CROP I POS/PWM file <br />❑ Cover memo REQUIRED for all POS,contracts &-all contracts;for Kurt or Denns's signature.;,; " <br />Add routingslip (yellow./4 ship ith-notation as to,who needs to initi I/ n. <br />ject Manager (Initials),vision Manager( Initials orSignature) <br />12.; -Place in red plastic numbered/signature_file & record on spreadsheet. (IFrnance&AdmWCONTRACTYRed <br />Numbered Folders:xls) <br />13 When file received back; forward as required (without red,folder) = first to Karen Loy, PW-Admin <br />0.if contract involves capital $ with GJN, see back page for routing instructions: <br />0 if contract is >$25;000 'or an IGA, forward to Public Works Director for signature, or. ` <br />0 if contract is>$I00,000 or, an IGA, forward to PW Director for initials & PWA forwards to v. <br />0 City Manager's Office for signature., Record date of transmittal in Contract Tracking System:' <br />14.,'.^ "P int" ICdocslCnt0ractcontract 0 signed. contract .0 amendment 0 0 ❑ LOT in.pdf format & place in contract a copy of folder. INSURANC <br />15 Review insurance requirements, w/ Contract Manager. M_ o <br />. difications require HRRS pre-approval.' <br />16. Re quest 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 BUTION: (When contract is signed by both parties) <br />20. Contract Administrator:Scan signed contract with routing.sheet (,pdf). File originals and note `electronic <br />_ <br />folder location. Include on top ofcontract this flow chart/checklist along with a fnancial'spreadsheet" <br />(2 Contract Manager: Email note the contract has been fully executed and location of files, including contract pdf <br />Contractor: Mail,one original contract :with letter of transmittal (Lane. County gets two copies) <br />23 <br />Sr. O face Supervisor:. Review and authorization (prepare envelop forPurchasing/CRO. or PW <br />23 Admin/CRO) <br />or 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: <br />0 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 />a <br />essChecklist.doc <br />ContractProc ,9/19/2006 <br />