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i Contract & IGA Check List <br />This pink sheet should. at the front of each contractiame'ndment to show Mus of contract/amendment <br />Contract ~3 or Amendment # (Use a new checklist form -for each contract & amendment) <br />Contract Type: ❑ IGA ❑ Prof/Personal Services J Trade Service ❑ STA/STB/STC ❑ Revenue ❑ Other <br />Contr c Manager/Project Manager's Name: <br />1. Contract Manager works with Finance or B, P, XRFQ (contracts >$5,000) <br />2. Determines funding: ❑ Capital Project GJN Acct Code: <br />❑ Revenue N/Operating Funds: Acct Code: ' Tom <br />Conti t Administrator's Name: Kris Aanderud <br />3. Issue contract number w/ name & description. ❑ Setup contract file with label. ❑ Set up electronic file. <br />4. Record contract/amendment # (A1, A2) on spreadsheet (IFnnance&AdminICONTRAC7SContractslContracts by Year.xls) <br />5, Add contract to contract tracking system & record routing for the following transactions (ceonlinelcontracttracking) <br />6, . Work with project manager to create contract using CONRAX program (C:1Documents and SettingsW 11 UsersOart <br />Menu WrogramslCorporate ApplicationslCONRAA) (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 />8. Email completed contract to Project'Manager for review,rnoting 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. 6CdocsloontractsTormsl) <br />10. U on return of originals from contractor prepares contract routing form 6CdocslContractslFormsl) <br />YELLOW for operating; ❑ GREEN for capital. Make 2 copies: .l w/ contract to CRO; 1 POS/PWM file <br />❑ Cover memo REQUIRED for all POS contracts & all contracts for Kurt or Dennis's signature. <br />11. Add routing slip (yellow '/4 slXvision ith notation as to who needs to initial/sign. <br />Viroject Manager (Initials), Manager ( Initials or Signature) <br />12. Place in red plastic, numbered/signature file & record on spreadsheet. (IFinance&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 />❑ City Manager's Office for signature, Record date of transmitta in Contract Tracking System.. <br />14. "Print" a .copy of ❑ contract &<gned contract ❑ amendment iMF 0 LOT in pdf format & place in contract <br />folder. 6Cdocsl ContracO120074 <br />INSURANCE: ' <br />15. Review insurance requirements w/ Contract Manager. Modifications require HRRS pre-approvdL <br />~a16. 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 />DISTRIBUTION: (When contract is sig by both parties) <br />20. ~111~ Contract Administrator: 19Scan signed contract with routing sheet (.pdf). File originals and note electronic <br />1 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. Cont ctor: Mail one original contract with letter of transmittal (Lane County gets two copies) <br />23. Sr ,,Office Supervisor: Review and authorization (prepare envelop for Purchasipg/CRO or PW Admin/CRO) <br />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. <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 />eU6~ <br />ContractProcessChecklist.doc 9 1 <br />