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Contract & IGA Check List 0iI <br />This pink sheet shou at the front of each contract/amendment to s status of contract/amendment . <br />2 ~ , I{ <br />Contract _ ~ -~~Z or Amendment # (Use a new checklist, form for each contract & amendment) <br />Contract Type: ❑ IGA ❑ Prof/Personal Services Trade Service ❑ STA/STB%STC ❑ Revenue ❑ Other <br />Contract Manager/Project Manager's Name: l j <br />-eA A, <br />l'. Contract Manager works with Finance for ❑ RFl3, ❑ RFP, ❑ RF ntracts >$5,000) <br />2. Determines funding: ❑ Capital Project 'GJN _ Acct Code: <br />Revenue ❑ Operating Funds: Acct Coder I` <br />if <br />`Contr ci Administrator's Name: Kris Aanderud . <br />3. -7 Issue contract number w/ name &,..description.. ❑ Set up contract file with label. ❑ Set up electronic file. <br />4. Record contract/amendment # (A1,:A2) on spreadsheet (IFinance&AdmintCONTRACiSContractslConiracts by Year:xls) <br />5. Add contract to contract, tracking,system & record routing for the following-transactions (ceo ilinelconiracitracking) <br />6. Work with project manager-to create, contract using'CONRAX-program (C.- Documents and SettingsWII.VserslStart.- <br />MenulProgramslCorporate Appiic4tionslCONRAA9 (2 originals -'Lane County,1I3 copies) or set up contract using <br />vendor's proposal. <br />7.. Review draft contract for insurance requirements, funding source, dates, letc. <br />Email. completed contract to Project Manager for.revew,:noting 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; 6CdocAContracts1Formsl) . <br />10.='~ll (o Upon return of originals.from contractor prepares contract routing form (1 CdocslContractslFormsl) <br />f YELLOW for operating; D GREEN for capital. Make 2.copies: 1 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 1/4 slip~)~ ~~wJJ'th notation as to who needs to initiaU,s1`gn. <br />[project 1Vlanager (Initials), C~ivision Manager ( Initials or ✓ Signature) <br />12.' ~D Place in red plastic numbered/signature file, & record on spreadsheet. _{Ifinance&AdminICONTRACTSIRed <br />Numbered Folders.xls) <br />13: n 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 />D if.contract is >$25,000 or: an.IGA, forward to Public.Works Director for signature, or <br />ifcontract is >$100,000 or an IGA, forwardto PW Director for initials'& PWA forwards to <br />E3. City Manager's Office for signature. Record date of transmittal in`Contract'Tracking `System. <br />14. "Print"' a copy of ❑ contract signed contract ❑ amendment `D RF 0 LOT in pdf format & place in contract ' <br />.,:folder. 6Cdocs1Contracts12007-# <br />INSURANC <br />15. Review insurance requirements W/ Contract Manager. Modifications require M <br />II RRS pre-approval <br />16. 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. (ceonlinelcontracttracktn~ <br />19. Other follow-up: <br />DIST IBUTION (When contract is'signed by both parties) j <br />15 ~ <br />20,` Contract Administrator: 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. 1 <br />Z :Contract Manager: Email note the contract has been fully executed;andaocation of files, including contract pdf' <br />22. % Contractor: Mail one, original contract with letter of transmittal (Lane'Courity gets two copies) <br />23.' SAuffo Supervisor: Review and authorization (prepare envelop for Purchasing/CRO or PWAdmin/CRO) . <br />❑ rating contract s (yellow sheets), mark "Purchasing" and "CRO" on"bottom of routing sheet & send wl.contractin the pony. -Purchasing will process PO's & forward thecontract to the <br />CRO. <br />❑ital, projects (green), mark & send to PWA:: (See separate checklist for project processing details.) <br />1. <br />e separate form for CAPITAL PROJECT processing instructions (GJN's) 1{ <br />A handles both capital $ and some grant._$. *PVRAMOS Financial Analyst handles operating some'capital $ & some grants: <br />I <br />ContractProcessChecklist.doc ~k 9/19/2006 <br />Vi <br />