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Contract "& IGA Check List :. <br />This pink sheet should be at the front of each contract/amendment to.show status of contract/amendment <br />Contract <br />;�'XS --JD� (r; _S or Amendment # (Use a new checklist form for each contract & amendment) <br />Contract Type: ❑ IGA; ❑ Prof/Personal Services ❑ Trade Service ❑ STA /STB /STC ❑ Revenue',' ❑ Other <br />Contract ^ ager/Project Manager's. Name: IsVlc>r�� <br />l . <br />Contract Manager works with Finance fo RFB, MRFP, ❑ RFQ (contracts 45,000) <br />Determines funding: ❑ Capital Project GJN Acct Code: <br />❑ Revenue 0 Operating Funds: Acct Code: <br />Co tr c dministrator's Name: Kris Aanderud <br />, 3.. <br />Issue contract number w/ name & description. 0 Set up contract file with label. 0 Set up electronic file. <br />'`4. <br />Record contract/amendment # (A 1, A2) on spreadsheet ( 1Finance& AdminICONTRACTSContracts by Year.x'Is) <br />5. <br />.IContracts <br />Add to contract tracking system & record routing for the following transactions (ceonpnelcontracttracking) <br />6. <br />Work with.project manager to create contract using CONRAX program (C: (Documents and Settingsoll UserslStart <br />MenuWrogramslCorporate ApplicationslCONRAA9 (2 originals -Lane County 3 copies), or set up contract using <br />vendor's proposal. <br />Review draft contract for insurance requirements, -funding source, dates, etc.. <br />8. <br />Email completed contract to Project Manager for review, noting specifics or unusual issues. <br />• 9. <br />After review <br />wby Project Manager, prepare & attach transmittal letter (LOT) w /insurance requirements, add <br />« <br />sign here " stickers -to contract & forward all copies to Contractor for signature 6CdocslContractslFormsl) <br />10. <br />Upon return of originals from contractor prepares contract routing form 6CdocslContract'AFor nsl) ' <br />❑ YELLOW.for operating;. 11 GREEN.for capital. Make 2.copies: l w/ contract to CRO; 1 POS/PWM file <br />0 Cover memo REQUIRED for all POS contracts & all contracts for Kurt or Dennis's.signature. <br />1IL' • <br />- <br />Add routing slip (yellow 1 /4 - slip) with notation as to who needs to initial/sign. <br />V 12. <br />. ❑Project Manager (Initials), ❑Division Manager( Initials or . Signature) <br />". ( <br />- Place in red plastic numbered /si nature file &record on s readsheet. <br />P g p (IFinance&AdminICONTRACTSIRed <br />Numbered Folders.xls) <br />13. <br />When file 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 date'of transmittal in Contract. Tracking System. <br />14. <br />" Print" a copy.of O contract ❑ signed contract ❑ amendment 0 RF (j LOT in .pdf format& place in contract <br />folder. 6Cdocsl Contractsl20074 ...) ' <br />INSURANCEc <br />15.. <br />Review insurance requirements w/ Contract.Manager. Modifications require HRRS pre - approval <br />16. <br />Request insurance information from Contractor.. <br />17. <br />Scan insurance certificate(s) & email :certificate(s) and contract to Cathy ; Joseph, HRRS for approval <br />18. <br />Record insurance expiration dates in Contract Tracking system (ceonlinelcontracttracking) <br />19.1 <br />: Other follow -up: , <br />DIS R UTION: (When contract is signed by both parties) <br />20., 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 />21, <br />Contract Manager: Email note the contract has been fully executed and location of files, including contract pdf " <br />.22. <br />Contractor: Mail one original contract with letter of transmittal (Lane County gets two copies) <br />23. ` <br />Sr.tce Supervisor: Review and authorization (prepare envelop for Purchasing/CRO or PW Admin/CRO) <br />V%For 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 contract to the CRO. <br />❑ For capital projects (green), mark & send to PWA, (See separate checklist for project processing details.) <br />" *See separate <br />form for;CAPITAL PROJECT processing instructions (GJN's) <br />` *PWA handles both capital $ and some grant $. *PWM/POS Financial Analyst handles operating $; `some capital $ & some grants.` <br />Contrac&rocessChecklist.doc 9/19/2006 " <br />