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Contract & IGA Check List <br />This pink sheet should be ate front of each colitract/amendment to show status of contract/amendment <br />Contract o`y 1 0 - D6 0'-J ' or Amendment # (Use a new checklist form for each contract &.amendment) <br />Contract Type' 0 IGA. O Prof/Personal Services ❑ Trade Service , ❑ STA/STB/STC -venue ❑''Other <br />Contract Manager/Project Manager's' Name: <br />1.. Contract Manager works with Finance for 0 RFB, ❑ RFP, 0 RFQ (contracts >$5,000) " <br />2. Determines funding: ❑ Capital Project GJN' Acct Code: <br />.01"'$evenue ❑ Operating Funds:. Acct Code: <br />Contra t Administrator' & Name: Kris Aanderud <br />Issue contract number wtname & description. ❑ Set up contract file with label. 0 Setup electronic file. <br />4. Record contract/amendment# (A1, A2) on spreadsheet (IFinance&AdminICONTRACTSContracts.IContracts by Year.xls) <br />5. (t Add contract to contract tracking system & record routing for the following transactions (ceonlinelcontracitracking) <br />6. Work with project manager to create contract using CONRAX program (C: (Documents and SettingsW ll UserslStarr <br />MenuWrogramACorporate ApplicationslCONIMA (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. Email'completed contract to Project Manager for review, noting specifics or unusual issues. <br />9. t ♦ L 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. 6CdocAContractsTormsl) <br />10.. /S Upon return of originals from contractor prepares contract routing form 6CdocAContractsWbrmsl) <br />❑ YELLOW for operating; ❑ GREEN for capitaf. Make 1 copies:' 1 w/ contractto•CRO; 1 POS/PWM file <br />❑ Cover memo REQUIRED for all POS contracts all contracts for Kurt or' Dennis's signature. <br />11. .[//:5. Add routing slip (yellow 1/4 slip) with notation as to who needs to initial/sign. <br />J/ ❑Project Manager (Initials),'❑Division Manager Initials or Signature) <br />12..- Place in red plastic numbered/signature file & record on spreadsheet. - (1Finance&AdmWC0NTRACTS1Red <br />Numbered Folders.xls) <br />1.1 : i. l.~ . When file received back, forward' as required (without red folder) - first to Karen'Loy, PW-Admin. <br />0 if contract. involves capital $ withGJN, see back page for routing instructions. ' <br />forward 0 if contract is >$25,000 or-an IGA, ❑ if contract is >$100 000 or an GA forward to PW Direc or for initials &PWA forwards to <br />City Manager's Office for signature. Record date of transmittal in Contract Tracking System. <br />14. "Print" a,copyof 0, contract 0, signed contract 0 amendment 0 RF 0 LOT in .pdf format & place in contract ' <br />folder. 6CdocslContracts12007-# <br />INSURANCE: <br />15. Review insurance requirements w/ Contract Manager. Modifications require HRRS 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. (ceonlinelcontracuracking) <br />- <br />19. Other follow-up: <br />DISTR UTION: (When contract is signed by both parties) . <br />20. P ~ 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 afinancial spreadsheet <br />21. ContractManager:'Email note the contract has been fully executed and location of files, including contract pdf <br />22.-'~ Contractor: Mail one original contract with letter of transmittal (LaneCounty gets two. copies) <br />23. `S Sr. Office°Supervisor: Review and authorization (prepare envelop for Purchasing/CRO or PW Admin/CRO) <br />aFor 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 contractto,the CRO... . <br />❑ 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 *PVR"OS'Financial Analyst handles. operating some capital $ & some grants. <br />ContractProcessChecklist.doa.: 9/19/2006 <br />