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Contract & IGAtheck List '
<br />This ink sheet should e at the front-of each.comendment to sh sof contract
<br />/amendment i i. Contract y-7;: or Amendment # a newchecklistforn for each contract & amie dfii
<br />ent)
<br />Co ntract.Type~'DIGA ❑ Prof/Personal'Services ❑ Trvice. 0 STA/STB/STC w .O Revenue •O Other `
<br />Contract ,Manager/Project Manager's Name: i G c
<br />1:.
<br />Contract Manager works:.with Finance for RFB;' 0 RFP, Q RFQ (contracts >$5,000)
<br />2. Determines funding: O' Capital Project. GJN = AcctCode:,l
<br />Revenue ❑ Operating•Funds , Acct.Code
<br />Contra
<br />Administrator's Name Kris Aanderud
<br />3. ~ Issue contract number-w/ name & description e❑ Set up contract file.-with label. ❑ Set up electronic file
<br />4. Record contract/amendment # (A1, A2) on spreadsheet (1Finance&AdminICONTRACTSContrac&Contmcts'by Year.xls)
<br />5. dd contract to contract tracking system & record routing for the followingtransactions ( I ceonhneicontracttrackin~
<br />6. Wo
<br />rk with P, . roJ'ect manager to create contract usm gCcoONi2AX_jprogra'(C.;IDpou jents and SettingslAll Userslstart `
<br />MeriulPro ramslCor orate A IicationslC01V
<br />g p pp RAX) (2 on als - Lane County co ies or set up contract;using.,
<br />~i vendor's proposal.: "
<br />7. t! eview draft contract for insurance`requirements, funding source, dates, etc.
<br />A'
<br />' mail completed:contractto Project Manager;for review, notiiig,spec fics or unusual issues _
<br />Ma
<br />2 tlfter review by Project nager,-prepare & attach transmittal letter (LOT)y y/ insurance requirements, -add
<br />"sign here'.." stickers. to-con tract& forward all copies to,Contractor.for signature. 6CdocslContracts,IFormsl) "
<br />10: b~ U poh return "of originals from contractor.prres contract routing form (1CdocslContracW,Formsl)
<br />YELLOW for -peratin 11 GREE
<br />N+.-for capital. Make 2 copies: l w/«~contract"to. CRO -1 POS/PWM file
<br />Cover memo REQUIRED for'all POS contracts,& a'11-contracts for~Kurt or Denni"s's signature.
<br />11. Iroject routing slip-(yellow 'Y4 slip) •th notation as to who needs to initial/sign.
<br />Manager`(Initials), nvision Man ager ( Initials or ✓ Signature) -
<br />12. Place nn red plastic numbered/signature., fle,& record on spreadsheet. (!Finance&AdimnCONTRA CTYI?ed
<br />Numbered Folders.xls)
<br />13. When .file received back; forward as, required`(without red folder) -mfirst to Karen Loy; PW-Admin:
<br />if contract irivolves'capiiat$ with-GJN, see back page for routing instructions.' .
<br />❑ if contract is-' $k5,000 or an IGA, forward. to'Public `Works.Director for signature, or
<br />C,, if contract is>$100,00~0 or an IGA, forward.to PW Dfrector,for initials•&PWA forwards to
<br />CityNanager's,Office:for signature. Record date of transmittal in Contract Tracking System d
<br />s 2007 , ned contract ❑ amendment RF q LOT in df format & lace in contract
<br />pY g P P
<br />14. folder"(ICdocslCont❑ractcontract
<br />_
<br />INSURANCE:,`
<br />15. _ Review insurance requirements w/Contract Manager :Modlf cations requdre HRRS pre approval'
<br />16. tl Request insurance information from.Contractor
<br />17. J;- Scan insurance, certificate(s) & email.cerhficate s an contractto Cath Joseph, S forapproyal
<br />Y
<br />18'~ cord insurance expiration dates rn. Contract Tracking system. ; (ceonlinelconlracttrackin~ r' SJ= ( C ; C1,
<br />Other follow up:°~_ r,
<br />DIST IBUTION -,(When` contract is signed by both parties)
<br />` 20. Contract Administrator ( Scan signed-dontract .with routing sheet (.pdf). ,File originals and.note.electronic;
<br />folder location. Include on top contract this, flow ch
<br />21. ~ I Contract Mana er; Email note the contract has,been fuart/checklist along with a financial spreadsheet
<br />g fly executed`and.locatio_ n of files, including contract`pdf
<br />22:` Cont -for Mail one original contract with letter of transmittal'(Lane County gets two copies)
<br />.
<br />23. ffice Supervisor: Reyiew 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/ original" contract in the pony. • Purchasing will process, PO's & forward the contract to the CRO:
<br />❑ For ca ital roJ •ects reen), mark & 'send to PWA (See separate checkhst.for project.processing details:)
<br />1? P (g
<br />See separate form for, CAPITAL PROJECT processing essing instructions (GJN's
<br />. )
<br />*PWA handies both capital and some grant *PWM/POS Financial Analyst handles operating some capital $ & some grants.
<br />. s
<br />Co I n6adf,rocess6ecklist.doc_ ' 9!19/2006
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