New Search
Contract & IGA Check List <br />This pink sheet show: at the front of each contract/amendmerit to s status of contract/amendment <br />Contract or Amendment # (Use a new. checklist form for each contract & amendment) <br />Contract`Type: O IGA 0 Prof/Personal Services O Trade Service, 0 STA/STB/STC ' ❑ Revenue O Other <br />Contract -Manager/Project Manager's Name: <br />Contract Manager works with Finance for 0 RFB,.❑ 'RFP, '0 RFQ •(contracts 45,000) ' <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.,'❑ Set up contract file wtth:Iabel. ❑ Set up, electronic file. <br />4. Record contract/amendment #,(AI,.A2) on spreadsheet ffihance&AdminICONTRACnContracis.IContracts by Year.ils) <br />5,. t Add contract to contract tracking system & record routing for. the following transactions (ceonlinelcontracttrackthkd . . <br />6.. Work4ith -project manager to create contract using CONRAX program (C. iDocuments.and SettingsW It UsersOart. <br />Menu lProgramslCorpoeate'ApplicationslCONRAJ) (2 originals, Lane County, 3 copies) or set up contract using <br />vendor's proposal: <br />7. Review drafCcontract ;for insurance requirements,, funding source, dates, etc. <br />8.- Email completed contract to Project Manager for review, noting specifics or unusual issues. <br />9: After:revieW by Project anager,-prepare& attach transmittal letter-(LOT,) w/ insurance requirements, add <br />! "sign here" stickers to contract &,forward all copies to,Contractor for signature. 6CdocslContractswormsll) <br />1 <br />10., ! "Upon return- originals from contractor prepares contract routing. form 6CdochConft <br />01 YELLOW for operating; ❑ GREEN for capital. Make,2 copies: 1 w/ contract to CRO; 1 POS%PWM file <br />0 Cover memo REQUIRED for all POS contracts & .all'contracts for Kurt or Dennis's signature. <br />. 11.: ::Add routing slip"(yellow''/a slip) with notation as to who needs to initial/sign. <br />❑Project Manager (Initials), ODivision Manager Initials or Signature) <br />12.' Place in red_plastic numbered/signature•file & record on spreadsheet. ffinance&AdminICONTRACTSIRed <br />Numbered Folders.xls). ; <br />13.1 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 />0 if contract, is >$25,000 or an IGA, forward to Public Works Director for signature, or <br />0 if contract ii >$100000 or an IGA, forward to PW Director for initials & PWA forwards to <br />0 City Manager's Office for signature. Record date of transmittal in Contract Tracking System. <br />14. "Print" a copy of 0 contract ❑.signed contract amendment'❑ RF' ❑ LOT in .pdf format & place in contract " <br />f0lder-6Cdoes l Contracts120074 <br />INSURANCE: <br />15. Review insurance requirements w! Con tract., Manager. Mod cations require HRRS pre-approval <br />16. Request insurance information from Contractor.. <br />i 7. ' 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 />DIS UTION: (When contract is signed by both parties) <br />20.1. Contract Administrator?, 0, Scan signed contract with routing sheet (.pdf) 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 Purchasng%CRQ or PW Admin/CR0)., <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 $ & §ome grants. <br />ContractPro.cess,Checklist.doc 9/19/2606 <br />