Contract & IGA Check List
<br />This pink sheet show at the, front of each contract/amendment to so, status of contr' t/amendment 1-4
<br />Contract or Amendment # se a new check
<br />(U
<br />list form for each] contract & amendment) . ;
<br />Contract I eIGA ❑ Prof/Personal Services Trade Service STA/STB/STC O Revenue aother,YP
<br />Contract Manager/ProleO Manager's Name...
<br />1. Contract-Manager works with :Finance; or'❑'RFB, ❑.'RFP; 0 RFQ (contracts >$5,000);
<br />2. Determines funding D, Capital Project GJN' Acct Code:
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<br />0 Revenue ❑ Operatiiig,Funds:. Acct Code
<br />Contecf Administrator's Name -Kris Aanderud
<br />3. - 1 Issue contract` number w/ name`& description: 0 Set up contract.file with Iabe1.Q",8Set up:electronic file.
<br />4. Record.contract%amendrnent #-(A1, A2) On spreadsheet'(IFinanceB~AdmrnICONTRACTSCo1rracislCon'tracts byYearals)
<br />5.' t Add; 'contract to contract tracking system & record routing for the following transactions (ceonttneeJcontractrrackingl
<br />6: ork;with project manag'er,to create ,contract using CONRAX program'(C:IDoctiments and SettingsW ll UserslStart
<br />enulProgramsiCorporate,4plicattoiulCONRff i'),(2 originals .Lane County, 3 -copies) or, set up,contract using
<br />vendor's„proposal.
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<br />7. Review,draft contraci;for insurance re uire
<br />q ments, funding source, dates, etc
<br />8 Etbail'-c6mpleted-contract to ProjectManager-for review, noting specifics or unusual issues fi
<br />After rev,,iew by`Project Manager, prepareattachtransrnittal tter`(LOT) w/ m"sarancerequirement`s, add
<br />`vG I "sign here"'stickers to contract & forward all copies tb Contractor for,signaWre: (ICdocslContractsTormsl)
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<br />10. D~ Up n return, of originals from contractor prepares contract routing, form ~(1CdocsiContractsTormsl), .
<br />r L, LOW for operating, ❑`GREEN for,capital, Make2.copies _1 w/ contract to CRO 1. PQS/PWM file
<br />1 Cove: memo.REQUIRED for all POS contracts.:&.ali"cont_racts for ~Kurt.or Dennis'.ssignatur
<br />routin s i e.
<br />e ow /a
<br />' slip) withnotationas to who needs to iri '
<br />roied Manger (Initials), "peiivision ihal/sign t
<br />Manager (~rtials or Signature)
<br />12, i 'L .Place in;red, plastic numbered/signature fil" "i" cord. on spreadsheet. _ (IFinance&AdmtnICONTRACTSIRed
<br />Ni~mbered`Folders xls) .
<br />13. When file received back, forward as required (without red folder) = first to Karen1oy, PW Admin.
<br />O if contract'involves capital $ with.WN, see"back page for -routing instructions....
<br />L i ontract ii>$25,000 or, an IGA, forward`to Public Works Director for signature, or.
<br />r .
<br />CYf contract is >$100,000 or an IGA;'forward'to PWDirector forEinitials & PWA forwards,to-
<br />City:,Manager's Of ice for,signature. Record date;of transmittI;m Contract Tracking System. ,
<br />14. "Print" "a copy of contract ❑ signed contract ❑ amendment., f RIF El LOT in pd -format & place in contract
<br />folder 6CdocslContracii;12007
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<br />INSURANCE
<br />15. Review insurance requirements w/Contract Manager; Modifaications require HRRSgre-approval
<br />16. s . ; Request insurance infot naiiorifrom~Contractor. "
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<br />17: Scan insurance certificate(s) & eil'certifcate(s) and contract to Cathy Joseph, HRRS for approval;
<br />18. Record insurance expiration dates in Contract TraclCing sySteTll (ceonlinelconiracttrackin~ t
<br />19. Other follow up:
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<br />DIS RI ON (When contract is!signed by both parties)
<br />20 Contract Administrator; 3caii signed contract with.routing'sheet (pdf). File originals and noteyelectronic
<br />folder Location Include on top_ of contract this flow chafthecklist,~ along with a financial'spreadsheet
<br />21. ; Contract Manager Email note the contract has been,fully executed. andtlocatiori of f les, including contract pdf
<br />22. Contract r Mail one original contractwith,letter of transmittal'(Lane.Courity gets: two copies)
<br />23. Sr; O ice-Supervisor: Review.and authorization (prepare envelop for PurchasirigLCRO or;PW Admin/CFb
<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 h
<br />❑ For capital,projects (green); mark & 'send to PWA.'; (Seeseparate checklist for project processing details.)
<br />*See separate form.f6r CAPITAL PROJECT processing mstraciions (G74's)
<br />*PWA handles both capital $ and some"grant $ <*PWM/POS Financial An alystrhandlel operating some cap tal`$ & some grants - .
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<br />ContractProcessChecklist.doc
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