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Contract &IGA Check List
<br />This puck sheet shou , t the' front of each contract/amendment.to s status:of.contract/dmendment
<br />Contract m~`6 l b
<br />or Amendment # (Use a new. checklist form for each contract amendment)
<br />?Contract Type: E IGA 0 Pro f/Personal.Services O Trade Service STA/STB/STC ' •ORevenue 0 Other
<br />Contract'Manager/Project Manager's Name. 1.,\ ~m(7. C c9 ^ - ,
<br />1 Contract Manager works with Finance' for ❑ RFB,- O'RFP,' RFQ (contracts .>$5,000)
<br />2. v Determines funding ❑-Capital Project `GJN Acct Code:
<br />. ~.;0 : Revenue, n Operating Funds: Acct Code:
<br />Contract Adminis"trator's Name :Kris Aanderud
<br />3 ; Issue contract number w/ name & description:"❑ Set"up contract file with label ,"O Set up,, electronic file.
<br />Record'contract/amendment#:(ALA2)on•spreadsheet(IFinance"dminlCO1VTRAC7S'ContractslConrractsbyYearxls).
<br />5 Add contract to contract tracking system &'record routing for the following transaction's".(ceonlenelcontracltrackin _
<br />6. ,VWork with project nianagerto create. contract using GONRAX"program (C:IDocumenls andSetttngxW11 UserslStart.
<br />MenulProgramslCorporaie ApplicationslCONRAA (2 originals, -Lane County; 3 'copies) or set up contract using
<br />vendor's'proposal. "
<br />7.;' Review draft coritract;for nsurance,requirements, fundingsource, dates; etc
<br />8Email completed contract to Project'Nlanager,for review, "notirg.specifics or unusual tssues
<br />After.review by Project Manager,,prepare'& attach transmittal•letter"(LOT) w/ insurance requirements,' add
<br />"sign here" stickers to:contract:& forward all'co ies:to,Contractor forsi nature: .CdocslContrdctslFormsl
<br />10., ( Up n return;of originals.froin.contractor prepares contract routing foim (1CdocslContracfslFormsl).
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<br />LLOW-for operating; ❑ GREEN, for capital.. Make-2. coPies:1 w/ contract.to CRO'~ I .POS/PWIv1 file
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<br />a Cover memo REQUIRED for all POS contracts & :all ,contracts `for Kurt or Dennis's signature.
<br />A l:" f t O Add'routing slip (yellow'/a slip)}}~``"ith"notation as to who Beds to initiaUsgn.
<br />HProject Manager (Initials), Wivision Manager.( nttials.or a Signature),
<br />1.2. Place iin;red plastic nutnbered/signature file &'record.on spreadsheet." ,
<br />(IFm
<br />anc
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<br />&AdmenlCONTRACTSIRed
<br />, umbered,Folders.xls)1
<br />` 13: t .When file`received back, forward as re uired w,tthout red folder - first to Karen "LoY,,PW-Admin.
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<br />6gtrdct involves capital with GJN, see back page for routing instructions.
<br />-if ntract is, >$23,000'or an IGA, forwardto Public Works Director for signature,, or,
<br />C;i ontract is >$I 00 0000,or: an IGA, forward to P.W Director for'initials Be P,VJA -forwards to
<br />City IViariager°s 0 ce for signature. Record-date of transmitt in Contract Trackmg.System, -
<br />14: "Prtnt".a copy of ®'contract ❑.:signed°contract ❑ arriendmentlRF' p -LOT in.:pdf format place m contract r
<br />folder, (1CdocslContracts12007-#°:..)
<br />v" INSURANCE:
<br />w) Con . .
<br />15. eview insurance r'equiremtints tract Manager.' Modifcdtdons require HRRS pre-tipproval
<br />Request insurance information; from Contractor„
<br />i7: an insurance: certificate(s) &.email certificate(s) and contract to Cathy Joseph; •I3RRS`for approval
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<br />1.8 • . Rec"ord insurance expiration dates.in-Contract :Tracking system. (ceo,ilinelcontrac"ttracking)"
<br />. ^ up
<br />19.• Other foflow-
<br />WS I UTION:-(When contract is signed by both parties),
<br />20. Contract Adtnmistrator ❑ Scan si ned contract with routing"sheet (.pd
<br />g .gi f) File originals-arid.noteelectronic
<br />" folderlocatton :Iricludeon top of contract"this. flow chart/checklist along with a fnancialspreadsheet
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<br />21;: Contract Manager Email note-thd contract has beenfWN executed:and location of files = ncluding contract' df
<br />-22., Contractor Mail one origtn61 contract ~wtth letter of transmittal (Lane County gets two copies)
<br />Sr.> Off ce'Supervisor: Review and" authorization (prepare envelop for. Purchasing7CR0'or PW Admm/CRO).
<br />'O For operating:coritracts (yellow sheets),,inark "Purchasing" and "CRO":on bottom,of routing sheet & send
<br />W/ original:contractin the pony: Purchasing will.process PO' forward the contract to .the'CRO.
<br />0 Fort apital 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 />Cor tractProcessCheckli doc ,
<br />9/19/2006
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