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Contract & IGA Check List <br />n This pink sheet should be at the front of each contraci/amendment to show status of, con tract /amendment w.. <br />Contract o� �j 6 T0�D or Amendment # (Use a new checklist form for each contract &'amendment) <br />Contract Type: F1 IGA ❑ Prof/Personal Services ❑Trade Service 0 STA /STB /STC ; ❑ Revenue p Other' <br />Contract Manager/Project Manager's, Name: �trll c <br />l .. Contract Manager- - works with Finance"for ❑ RFB, ❑ RFP, "❑ RFQ (contracts. >$5,000): : <br />2 Determines funding: ❑ Capital Project GJN Acct Coder <br />0. Revenue" " 0 Operating Funds: Acct Code: <br />Contract Administrator's Name: Kris Aanderud <br />3.. Issue contract number w/ name &description. ❑ Set up contract file with Zabel. ❑ *Set up, electronic, `file. <br />4. <br />'Record eontr`act/amendment # (A 1, A2) on spreadsheet 6 Finance& AdmWCONTRACTSContractslC6 ntracts by YearxlsJ <br />5. ° ', Add contract to contract tracking system & record routing" for the following transactions �ceonii ieicohtracraockinxJ <br />_. . <br />6. <br />Work with project manager to create contract using CONRAX program (C (Documents and SetringslAll UserslStarr <br />Menu lProgran;4Corporate ApplicationslCONRAA� (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 />9 After reie <br />Emai � w by Protect Managere prepare & for review, noting specifics or unusual issues. <br />attach transmittal letter ( LOT) w / requirements,'add <br />e.. <br />1 "sign here "'stickers to..contract & forward.all copies to Contractor for signature. (1CdocslContractslFormsl)' ` <br />10. Upon return of originals from c�oo actor prepares contract routing form (ICdocslContracrslFormsl) <br />YELLOW for operating Ca'GREEN for capital. Make 2':copies: l w/ contract to. CRO; .T POS/1'WM file <br />Cover memo, REQUIRED for all POS contracts & -all contracts for Xurt or Dennis's signature. . <br />11 Add routing slip (yellow '' /a slip) with notation:as to who needs to initial/sign. <br />OProject:Manager (Initials), ❑Division; Manager.(: Initials or Signature) 4 - <br />12. Place iii red plastic numbered /signature file & record on spreadsheet (1Finance &AdWniCONTRACTSIRed. <br />Numbered Foldersxls) <br />13. When .file - received back, forward as required (withoutxed`folder) -first to Karen1b PW- Admin: . <br />'if contract involves capital $ with GJN, see back page for routing instructions. <br />p <br />' 0, if 6ontract'is- >$25,000 or an IGA, forward.to Public. Works ;Director for signature, or <br />❑; if contract is >$1.00,000 or`an IGA, forward to.PW °Director for initials & PWA forwards °to . <br />❑ City Manager's Office for.,signature. Record d e of transmi in Contract Tracking System. <br />r <br />14: "Print" a copy of 6contract Q . signed contract amendmentt6 RF ❑ LOT in'.pdf format& place, in contract <br />folder. (ICdocslCo tr cts12007 # ...)'" <br />INSURANCE. <br />15., Review insurance, requirements w/, Contract Manager° Modifications require HRRS pre- approval: <br />16- ' Request insurance information from Contractor. <br />17.:' _ Scan insurance certificate(s) & -email certificate(s) contract to:Cathy Joseph, HRRS for`approval' <br />18: Record insurance expiration dates in Contract Tracking system. (ceonlinelcontracttrackino <br />19 Other follow =u <br />p <br />DISTRIBUTION :; (When contract is signed by both parties) <br />20: Contract Administrator: p Scan signed contract with.routing sheet (.pdf). File originals and note electronic , <br />folder" location.. Include on top of contract this flowchart/ checklist °along.with a financial spreadsheet <br />Contract Manager: Email note. the' contract has been fully executed and location of files, inciuding contractpdf <br />22 Contractor: Mail one original contract with letter of•transmittai (Lane Count P ) co ies . `. <br />23 Sr. Office Supervisor: Review and a uthorintion,(prepare envelop for Purchasirig%CRO or PW Admin/CRO) <br />0 For operating,.contracts (yellow sheets), mark "Purchasing"'.' <br />nd "CRO" on bottom of routing sheet &send ° <br />w /original contract in the pony. Purchasing will process PO's'& forward the contractto'the CRO. <br />❑ 'For capital projects (green), mark & send to PWA. (See separate checklist for projecgrocessing details.) <br />*See separate form for CAPITAL PROJECT processing instructions (GJN's) <br />*PWA handles.both capital $ andsome grant,$. ` *PWM/POS Financial Analyst handles,operatingj$, some capital $ some grants.. <br />ContractProcessChecklist.doc ' <br />9/19/2006 <br />