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Contract <br />ry <br />!I <br />Contract & IGA Check List <br />This pink sheet should beat the front of each contract to show status of contract <br />'S� or Amendment # (Use a new checklist form for each contract & amendment) <br />ri <br />Contract Type: ❑ IGA ❑ Prof/Personal Services ❑ Trade Service STA/ TB /STC , ❑ Revenue ❑ Other <br />Contra t Manager�roject Manager's Name: /� l <br />1. 1 Contract Manager works with Finance for RFB, RFP, RFP (contracts >$5,000) <br />2. Determines funding: ❑ Capital Project GJN Acct Code: <br />❑ Revenue ❑ Operating Funds: Acct Code: <br />3. - Works with Contract Admin. to develop contract using CONRAX, vendor's scope of work and Public Works . <br />routing sheet. Request Contract Manager to write cover memo at this time. <br />4. E -mail or gives draft contract to Contract Administrator for review. Also see Insurance section below! <br />I <br />E' <br />Cont act Ad inistrator's Name: Kris Aanderud <br />5. <br />I.- it contract number and name and sets upContract file. with label. <br />6. Record contractor amendment # (Al, A2, etc.) on the Contract- list -by -year spreadsheet. <br />7. Add contract to the contract tracking system. ' Record routing for each transaction that follows: <br />8. Works with project manager to create contract using CONRAX program (Minimum 3 originals - Lane County, <br />4 copies) or sets up contract using vendor's proposal. <br />-9. Reviews draft contract for insurance requirements, funding source, dates, etc. <br />10. Routes or a -mails completed contract to Project Manager for review. <br />11: After review by Project Manager,,prepares and attaches transmittal letter w/ insurance requirements, adds <br />"sign here" stickers to contract & forwards all copies to Contractor for signature. Put copy of transmittal letter <br />in file for documentation. <br />12o Upon iretum of originals from contractor prepares contract routing form. Cover memo REQUIRED for all <br />POS contracts & all contracts for Kurt or Dennis's signature. <br />❑ YELLOW for operating; ❑ GREEN for capital. <br />13. Pla�geln red plastic numbered/signature file &� record on the Red Number �spreadsheet. <br />Csi'Project Manager (Initials), !vision Manager( Initials or s ignature) <br />-14.- Whenifile 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 contract is >$25,000 or an IGA, forward to Public Works Director for signature, or <br />❑ 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 location of routing folder on the Red Number spreadsheet. <br />INSURANCE: j <br />15. Work with Contract Admin. to review insurance requirements. Modifications require HRRSpre- approval. <br />16 Contract Administrator obtains written or e -mail HRRS approval on any insurance modifications <br />v "V Pre are insurance re uirements checklist = make co of certificates and contract a es for backu and <br />P q ��, PY P g P forward to HRRS, Attn: Cathy Joseph for approval. ance expiration dates on insurance tracking sheet. <br />Record insur Other follow -up: <br />DIST BUT ON: ( contract is signed by both parties)) <br />20. Contract Administrator: File original contract; ;transmittal letter, routing sheet <br />Include in front of file this flow chart/checklist along with a financial spreadsheet <br />21. L Contractor: Mail one original contract with letter of transmittal (Lane County gets two copies) <br />R;l 22. Purchasing/CRO: Make 3 copies of the routing sheet: YELLOW for operating; GREEN for capital. <br />❑ For operating contracts (yellow sheets), mark "Purchasing" and "CRO" on bottom of routing sheet & send <br />; w/ gri�ginal contract in the pony. Purchasing will process & forward,the contract to the CRO. . <br />For capital projects (green), mark & send to'PWA. They will process (see back of checklist for details.) <br />23. Contract Manager: Copy of contract, routing sheet, & transmittal letter (or email that E -files are available) <br />24. PW Director Assistant: (Attn: Karen Loy) If contract was signed by Division Manager only, send copy of <br />routing sheet and copy of cover memo if one was written. <br />ii <br />*SEE PAGE TWO FOR CAPITAL PROJECT PROCESS INSTRUCTIONS (GJN) <br />*PWA handles both capital $ and some grant $. *PWM/POS Financial Analyst handles some grant processes. <br />