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: <br />a <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. <br />` <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) <br />e <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 <br />r_ <br />INSURANCE <br />15. Review insurance requirements w/Contract Manager; Modifaications require HRRSgre-approval <br />16. s . ; Request insurance infot naiiorifrom~Contractor. " <br /> <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: <br />e <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 - . <br />a <br />ContractProcessChecklist.doc <br />. <br />