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Contr act & IGA Check List 4
<br />This pink she. E should be at the.front of each contract to show st cus of contract
<br />Contrac - n S S 1 or Amendment # (Use a new checklist form for each contract &amendment) "
<br />Contract Type: ❑.IGA 11 Prof/Personal Services, O Trade Service f ' ST /STB TC ET Revenue ❑ "Other
<br />Contract
<br />ana Contract "Nana er w orks with Finance for` B P
<br />er/Pro' ect Mana er's Name_ : � � ,
<br />g , RF RFQ (contracts >$5,000)
<br />2.. ` Determines :funding; ❑ Capital Project GJN Acct Code. ;
<br />❑ Revenue` ❑ Funds:" Acct Code:
<br />3 '
<br />:� Works with rout ng heet Re act Admin. to develop' contract using CONRAX; yendo`r's'scope of work and Public Works
<br />quest Contract Manager to write cover memo. at this time:'
<br />'E-mail or.gives draft contract to Contract Administrator for review. Also see Insurance section below!
<br />Contr ct Administrator's Name Kris Aanderud
<br />5." Issues contract number and name and sets up "Contract file with label.:
<br />6 : ''n Record contract or amendment # (A 1, A2, etc '.) onthe "Contract = list -by -year spreadsheet.
<br />7.. Add}eontract to the'contracttracking systern record routing foreachtiansaction " 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:'. Revieuis:draft contract for insurance requirements, "finding source, dates, etc: a
<br />10: Routes "or e- mail's` 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 contrac & forwards all".copies to Contractor for signature. -"Print a copy,of transmittal
<br />letter in' .pdf and place in contract folder.,
<br />12, y Upon return; of originals from "contraci prepares contract routing form.. Cover memo REQUIRED for all
<br />POS1 contracts. & all contracts for,Kurt or Dennis's signature,
<br />YELLOW for operating, ❑ .G_REENrofor capital.
<br />P g. _.- .
<br />Place in red lastic numbered /si nature. file & record�on the
<br />RS oNumbe Si readshee
<br />p t
<br />UP.ro�ect.Manager (Initials), ❑Division Manager ( 'Initials! gnature) 11 1.4. When f le received"back, forward as'required (without red folder)— fi to,Karen Loy, PW =Admen:
<br />El 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, of
<br />U: if contract "is "5$100,000 or an IGA, forward.to PW Director "for,initials & PWA forward's to
<br />p City M anager's Office. for signature. "Record ,date of"transmittal in Contract Tracking System
<br />INSURAN,
<br />15 . Review. in requirements w/ Contract,Manager. Modifications require HRRS pre - approval^ Contract
<br />• Adm written or _e -mail HRRS' approval on any insurance modifications.
<br />16' _ Request:insurance information from Contractor:
<br />17: "Prepare insurance requ cements checklist make copy:of certificate3.an ntract pages for backup and t
<br />forwardto`HRRS:Attn: Cathy.`Josephforapproval.
<br />18. Record insurance expiration dates in Con Tracking system.
<br />19. "0'ther follow -up:. d)
<br />DISTRIBUTION: (When contract is signed by both parties)
<br />Contract A dmimstrator:`Scan contract, transmittalaetter '& routing.sheet (.pdf) : File originals.
<br />Incl
<br />21:' de in front of file, this flow chart/checklistalong "with a fnanciai spreadshe
<br />. tractor: Mail one original contract with letter transmittal "(Lane County gets two copies) .
<br />22.:' Sr; Office Supervisor Review (prepare,envelop'for'Purchasing or "PW, Admin) and confirming authorization
<br />23: Pure asing/CRO: Make Tcopies of the, routing sheet: YELLOW for operating;• GREEN for,capital.
<br />P4o operatingecontracts (yellow sheets), mark "Purchasing" and "CRO" on bottom of routing sheet & - send
<br />w/ original contract in the pony. °Purchasing will process &forward the contract to :t O.
<br />U For capital projects (green), mark& send to PWA.' They will process (see of checklis or details.)
<br />24: ) Contract Manager: Copy of contract; routing "sheet; & "transmittal letter:(or em H that E -files ar ' vailable)
<br />. r
<br />25. ; PW, Director Assistant (Attn Karen Loy) If contract was signed by Division Manager on y, email" a copy of
<br />routing sheet.
<br />*SEE PAGE"TWO FOR CAPITAL PROJECT PROCESS INSTRUCTIONS (GJN) 6/19/2006
<br />:. *PWA handles" both capital, $ and some grant $, *PWM/POS Financial Analyst handles some grant processes:
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