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Contract-& IGA Check List <br />This:pink sheet should be Re front ofeach contract/amendment to show s s of coritract/amendment.: <br />Contract 2-0 Lb - b,o~P 5 or Amendment # (Use a new checklist form for each contract & amendment) <br />Contract Type: O IGA §I-Prof/Personal Services D Trade Service ❑ .STA/STB/STC Revenue 0 Other <br />Contract Manager&roject Manager's Name: 1 c <br />1. Contract Managenworks with Finance for 0 RFB, ❑ 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. ` 10 6+ Issue contract number w/ name &,description. ❑ Set up contract file with label. ❑ Set up electronic file. <br />4: 10/a4 Record contract/amendment # (A1, A2).on spreadsheet-(FFinance&AdminICONTRAC7SContractsle6ntracts by Year.xls) <br />5. I h3' Add contract to'contracttracking system &.record routing for-the following transactions'(ceonlinelcohtracttrackink) <br />6. 10h Work with projectmanager to create contract using CONRAX program (C: (Documents and SettingA411 UserslStart <br />MenuWrogramACorporate 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 Email, completed contract to Project.Manager for review,.noting.specifics or unusual issues. <br />9. tt 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. (1CdocslContracrslFormsl), <br />10. <br />(I I" I I ( Upon.retum' of originals from contractor prepares contract routing form 6CdocslContractslForms1) <br />YELLOW for operating; ❑ 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 fo'r Kurtor Dennis's signature. ` <br />11. l Add routing slip (yellow'/, slip) with notation as to who needs. to initial/sign: <br />❑Project.Mainager (Initials), ❑Division,Manager ( Initials or Signature) <br />12. 1 ~0 Place in red plastic numbered/signature file & record on spreadsheet. (IFinancedcAdminICONTRACTSIRed <br />Numbered Folders.xls) <br />1:3. - 'When file received back, forwardas'required (without red folder). first to Karen Loy, PW-Admin. <br />p if contract involves capital $ with GJN, see back page for routing instructions: <br />if contract is >$25,000 or an IGA, forward to Public Works Director. for signature, or <br />0 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. ~D "Print" a':copy of ❑ contract ❑ signed contract ❑ amendment, 0 _RF ❑ LOT in pdf format & place-in contract <br />folder: 6Cdocs1Contracts12007-# <br />INSURANCE: r` <br />15. Review insurance requirements w/ Contract Manager. Modifications require HRRS pre-approval <br />16. Request insurance information from Contractor. VI-1 x s ~ <br />17. Scan insurance certificate(s) & email- certificate(s)'and contract to Cathy Joseph, HRRS for approval <br />18. Record insurance expiration dates'iri Contract Tracking system. '(ceonlinelcontracrtracking) <br />19., Other-follow-up: <br />DISTR UTION: (When contract is signed by both parties) <br />20. 1 1 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 />2L. 1 Contract Manager: Email note the contract has, been fully executed and location ,of files, including contract pdf. <br />22: , I Contractor: Mail one original contract with: letter of transmittal (Lane County gets two copies) <br />23.., Sr. Office Supervisor: Review and, authorization (prepare envelop for Purchasing/CRO or PW Admin/CRO) <br />. ❑ For operating contracts (yellow sheets), mark "Purchasing" and "CRO" on bottom of routing sheet & send <br />w/.original contract in the pony. Purchasing wiil.process PO's & forward the contract to 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 *M M/POS Financial Analyst handles operating some capital $ & some grants. <br />• <br />CofttractProcessChecklist doc 9/19/2006 <br />