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<br />Contract & IGA Check List I
<br />This `pink sheet should be at the front of each contractlamendment to show status.of contract/amendment
<br />Contract ��L.Q or Amendment # (Use a new checklist form for each contract & amendment)
<br />Contract Type: P IGA'. ❑ Prof/Personal Services ❑ Trade,Service . D STA/STB /STC .''Revenue 110ther
<br />'Co'ntract, J anager/Project Manager's Name:
<br />1 Contract Manager works with Finance f p `RF A , ❑ RFP, p RFQ (contracts >$Sb00)
<br />v 2 Determines funding 0 Capital Project GJN Acct Code:
<br />❑ Revenue. ❑Operating Funds AcctCode: `
<br />Contra t Administrator's 'Name: Kris Aanderud
<br />3 Issue contract number w /`name & - .- El Set up contract,file'with label.° 0 Set up electronic file
<br />;Record contract/ amendment #, (A1;'A2):on spreadsheet (IFin ante& AdminiCONTR A'CTSContracrs,IContracts by Year:zls)
<br />Add contract to contract tracking system &record routing for the following transactions (ceonlrnelcontractackinx) o. 6..; Work�with,ptoject manager to create contract using CONRAX program "(C;.Ipocuments and SettinksUll Use r'kk,!rt "
<br />MenuWrogramslCorporwe ApplicationslCONRAA) (2 originals -Lane County 3 copies) or set up contractusing
<br />... vendor's proposal.
<br />7 _ Review; draft contract insurance, requirements, funding sowrce, dates; etc.
<br />8 Email completed contract to Project 1vlanagerfor review,; noting'specifics or unusual issues.
<br />9 After review by Manager, prepare & att ach transmittal, dtter'(LOT) wf insurance requirements; add
<br />"Sl here 'stickers to contract & forward all.co ies to Contractor sig CdobslConiractslFormsl
<br />p g. _ )
<br />10 U pri return�of originals' from contractor: prepares contract routing form (1Cdocs.IConrractal 'orihsl)
<br />Cpl YELLOW for operating; 0 GREEN .:for capital. Make 2.' opies: `w/ contract to CRO; a POS/PWM file" .
<br />❑ Cover memo REQUIRED for' all POS contracts & all "contracts for Kurt or D ' is's signature.
<br />11. ;.r = =Add routing slip (yellow' /a slip) with notation. as to who needs to initiaUsign:- `
<br />❑Project Manager (Initials), ❑Division Manager ( Initials or Signature) .
<br />12.. • Place in red plastic'nuinbered/signature file & record on spreadsheet::, -. (Wiriance` &AdminICONTRACTSIRed
<br />1Vumbe`red Folders:zls) . }
<br />13.:
<br />When, file received back, forward as required (without red.folder), =.first to Karen Loy,.PW -Admen. .
<br />❑,ifcontract mvolves'capital $with GJN,. see :Gack page for-routing instructions..
<br />' ❑ if contract is >$25000 or an IGA, forward to Public Works Director for ,signature, or
<br />11 °if contract i§ >$ l OQ;000 or an IGA;" forward'to PW °Director for initials & PWA forwards to
<br />❑ :City Manager's_ :Office,for signature: Record date of transmittal it Contract.Tracking System
<br />14 "Print" a',copy, of ❑ contract D , signed contract O :amendment - ❑ RF, ❑ LOT in..pdf format &- place in contract
<br />folder. 6CdocslContractsV007 #':.)
<br />, ,
<br />° :INSURANCE.
<br />15 Review insurance requirements w/ Contract Manager `Modifications require HRRSgre- approval+
<br />16` %'Request insurance information from Contractor.
<br />17 Scan insurance certificate(s) &•email - certificates) and:'contract to Cathy`Joseph; IIRRS for approval .
<br />18 Record insurance expiration'dates m Contract Tracking`system (ceonlineleontracttracking)
<br />19 .. Other follow
<br />DISTRIBUTION: (When contract is signed by both parties)
<br />20: L4 Contract Administrator: ❑ Scan signed contract-with routing. sheet (pdf ). r File originals and note electronic
<br />,.
<br />folder.location. Include on top ofcontract this` #low chart/checklist along with a:financial spreadsheet :
<br />21 . f) Contract Manager: Email note the contract has fully executed and location offiiles, including:contract.pdf- '
<br />22'... Contractor -,Mail `one original contract with - letter of transmittal (Lane County, gets two copies),
<br />23. Sr: ffice 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/,origmal contract in,thepony. Purchasing will process PO's & forward the contract to the CRO.
<br />❑;for capital projects (green), mark &send to,PWA. (See separate -for protect proces °sing details.)
<br />* par`ate form for�CAPITAL PROJECT processing•instructions (GJN's),
<br />See! se 4
<br />*PWA handles both capital and some grant$. - *PWM/POS Analyst handles operating $, some capital $ & grants.
<br />Contract Process Checklist doc ::
<br />m, - ' � 9/19/2006
<br />2006
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