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Contract & IGA Check List <br />This pink sheet should Beat the front of each contract/amendment to shol 1status of contract/amendment <br />r <br />Cont ract 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: <br />1. Contract Manager works with Finance for RF13, ❑ RFP, ❑ RFQ (contracts >$5,000) <br />2. Determines funding: ❑ Capital Project GJN Acct Code: <br />❑ Revenue ❑ Operating Funds: Acct Code: <br />Contract Administrator's Name:. Kris Aanderud <br />3. (7 Issue contract number w/ name & description. ❑ Set up-contract file with label. ❑ Set up electronic file. <br />4. Record contract/amendment # (A 1, A2) on spreadsheet (Tinance&AdmihICOIVTRACTsControctslContracts by Year.ils) <br />5. Add contract to contract tracking system & record routing for the following transactions (ceonlinelcontracttracking) <br />6. Work with project manager to create contract.using CONRAX program (C: (Documents and SettingsW ll Users0art <br />MenulProgramslCorporate ApplicationslCONRAA9 (2 originals Lane County, 3 copies) or set up contract using <br />vendor's proposal. <br />7. Review draft contract for insurance requirements, funding source,, dates, etc. <br />8. <br />A 1,-j Email completed contract to Project Manager for review, 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. 6CdocAContractfformA) <br />10. (9 ~P Upo return of originals from contractor prepares contract routing form 6CdocslContractslFormA) <br />LLOW for operating; ❑ GREEN for capital. Make 2;copies: 1 w/ contract.to CRO; I POS/PWM file. <br />ul 'Cover memo REQUIRED for all POS contracts" & all contracts for Kurt or Dennis's signature. <br />.11. O " Add routing slip (yellow '/a slip) w• notation as to who. needs to initial/sign. <br />roject Manager (Initials), vision-Manager ( Initials or Signature) U/1 to 12.. Place in `red plastic numbered/signature file & record on spreadsheet. (IFinance&AdmWCONTRACTSIRed <br />Numbered Folders.xls) <br />13. 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 />❑ if <br />spntract is >$25,000 or an IGA, forward to Public Works Director for signature, or <br />P-if contract is >$100,000 or an IGA, forward to PW Director for initials &,PWA forwards to <br />❑ City Manager's Office for signature. Record date oftransmittal in Contract.Tracking System. <br />14.'' "Print" a copy of ❑ contracvQigned contract ❑ amendment ❑ RF ❑ LOT in pdf format & place in contract, <br />folder. 6CdocslContracts12007-# <br />INSURAN <br />15. Review insurance requirements w/ Contract Manager. Modifications require HRRSpre-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 ex~ira~tiondates in Contract Tracing system. Cceonli elco tracuracking) <br />19. Other follow-up: row _ <br />DISTRIBUTION: (When contract is signed by both,parties) <br />20. Wss 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. Contract-Manager: Email note the contract has been fully executed and location of files, including contract pdf- <br />22r Contractor: Mail one original contract with letter of transmittal (Lane County gets two copies), <br />23. lU Sr. Office Supervisor: Review and authorization (prepare envelop for Purchasing/CRO or PW Admin/CRO) <br />O'V~ 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 />0 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 *PW?"OS Financial Analyst handles operating some capital $ & some grants. <br />ContractProcessChecklist d. oc 9/19/2006 <br />