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Contract.& IGAChe,ckList w ' <br />This .puik sheet should ov at the front of each contract/amendment to show status of contract/amendment <br />° Contract or Amendment # (Use a new checklist form foi each contract &,amendment) <br />Contract tT e• El IGA ❑ Prof/Personal Services ❑ Trade Service ❑'STA /STB /STC . ❑ Revenue ❑ Other <br />Contract Manager/Project Managers Name - <br />1. Contract Manager works; with Finance for ❑ RFB, ❑ RFP, ❑ RFQ (contracts >$5,000) <br />2. Determines funding: 0: ( Capital Project GJN Acct Code: Ef <br />Revenue ❑Operating Funds. Acct Go <br />de: . <br />Contr ct Administrator's Name: Kris Aanderud <br />3 Issue contract number w% name.& description: ❑ Set > up contract.file with label +❑ Set up electronic file <br />4. Record contract/ amendment #'(A1, A2) on spreadsheet (( Finance &Admi,nICONTRACTSContracts (Contracts by Yearxls) <br />. 5. ,,. rt _ Add contract to contractitracking system &record routing for the following transactions (ceonlinelcontracttrackiny� <br />- 6. Work with project manager to create contract using CONRAX program (C.- Do �menrs and SettingslAll Userslsrarr <br />MenulProgramslCorporate ApplicationslCONRA.i� (2 originals -Lane County,, copies) or set up contract using <br />vendor's proposal. <br />7. Review draft contract for insurance re uirernents, ,funds source, dates, etc. <br />. . <br />Email completed contract to Project Manager for review, noting specifics or unusual issues: <br />9: After review by Project Manager, prepare & attacli; transmittal 'letter (LOT) w/insurance requirements;' add ° <br />"sign here,!', stickers to contract & forward all copies to Contractor for signature. 6CdocslContractslFormsl) ; <br />10: C:P 112 ' Up on , of on mals ctor prepares contract routing form 6CdocslContractsTormsl ) <br />P g I � from co p g ` <br />❑ LLOW for operating; .. p' p' ct to CRO; 1 POS/PWM=file <br />EN for ca rtal ' Make 2 :co tes: 1 w /contra <br />.. Cover memo REQUIRED for all,POS,contracts &..all contracts for Kurt or Dennis's signature. <br />'Add utmg slip (yellow'' /a slip)}'�ith notation as to h eeds to inihallsign . _ #, . <br />[7 oject Manager (Initials), [ivisiorrManager ( Initials or S' ature) <br />:.> <br />12., Place m red plastic numliered/signature file & record on spreadsheet. (IFinance&AdminICONTRA,CTSIRed. <br />'13 When file received back, forward as required (without red folder) —: first to Karen Loy, PW d 'A mi <br />n. <br />" " P page g instructions. <br />contract'is >$25,000 or an IGA,,forward to Public Work Director for si s n <br />� ontract involves c apit al $with GJN, see back a e for. routing ature, 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. folder" copy of 0 c o tract ❑ signed contracf ❑amendment ❑ RF ❑ LOT m :pdf format:& place m contract <br />a <br />pY <br />oo74 ...) <br />INSURANCE t <br />15. Review,insurance requirements w/ Contract Manager: Modifications require HRRS pre- approvafr <br />16 Request insurance information from Contractor. <br />17. , Scan insurance certificate(s) & email certificate(s) and contract to Cathy Joseph, HRRS for. approval <br />18.' Record insurance expiration dates in Contractfiracking system (ceonlinelconrracdrackinj),' <br />19: Other follow -up: <br />DIS UTION (When contract is signed by both parties) . <br />20.E Contract Administrator: �❑ Scan signed contract,with routing sheet (.pdf). file originals andmote electronic <br />folder location. Ie on top of contract this flow chart/checklist along with a financ <br />nclud ial spreadsheet <br />21: Contract Manager Email note the contract has' been fully executed and location of files, including contract pdf <br />22: Contractor: Mail one original contract with letter of transmittal (Lane County gets two copies) <br />'23: -Sr. Office Supervisor: Review and authorization (prepare envelop for Purchasing/CRO' or PW Admin/CRO) <br />For operating 'contracts (yellow sheets), "Purchasing" and "CRO" on bottom, <br />eet of routing sh & -send <br />(Y ) <br />if <br />W/ original contract'in the pony.. Purchasing will process PO's & forward the contract to the. CRO., . <br />or capital "projects (green), mark &send to PWA.. (See separate checklist far project processing details.) <br />*See separate form for CAPITAL PROJECT processing instructions (GJN's). ;E <br />*PWA handles both capital $ and some grant $. *PWM/POS Financial Analyst handles operatingl some capital $ & some`grants.^ <br />ContractProcessChecklist:doc 9/19/2006 <br />, <br />" <br />