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Contract & IGA Check List fy <br />:This pink sheet should LM at, the front of each contract/ani' ' dment-to show Mus of contract/amendment <br />Contract 22DOtp-W or Amendment # C •(Use a new checklist form for each contract & amendment) <br />Contract Type: D' IGA 11 Prof/Personal Services 0 Trade Service• 0 STA/STB/STC O Revenue 0 Other <br />Contract Manager/Project Manager's; Name; lC.IJ`r -~'yZ./ . <br />1. _ . Contract Manager works with Finance for p RFB,, 0 RFP, 0 RFQ (contracts ?$5,000) <br />2. Determines funding: ❑ Capital Project GJN' Acct Code: <br />❑ Revenue 0 Operating Funds: • Acct Code:.' <br />;2..000 <br />mi <br />nistrator's Name: Kris Aanderud <br />Contr4tl, <br />3. Issue contract `number w/ name & description:.❑ Set up contract file with label.`0Set up electronic file. <br />4, Reco <br />rd contract/amendment # (A 1, A2) on spreadsheet (tFinance&AdminICONTRf1C7s'ContractslConrrac s by Year. <br />" <br />*IS) <br />Add contract to' contract tracking system & record routing for the following transactions (ceonlinelcontracttracking) <br />6. Work with`projectmanager to create contract using CONRAX program (C; (Documents and SettingsWl Use'rslStart <br />Menu lProgramslCorporate ApplicationslCONRA,i9 (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 />8 Email com"pleted;contract to Project Manager for revie <br />iew, noting spe (fics or unusual" issues. <br />9. After review by Project'Manager, prepare & attach transmittal letter LOT .w/ insurance requirements," add <br />"sign here" stickers,to contract & forward all copies to~Contractor for signature; (ICdocslConrracislFormsl) <br />1A Upon return of originals from contractor prepares contract routing`form (ICdocslContractslFormsl) <br />j;4ELLOW for operating; 0 GREENfor capital., Make 2copies: 1 w/ contract to CRO; 1 POS/PWM file, <br />0 Cover memo REQUIRED for all POS contracts & all contracts forKur,'or Dennis's signature. <br />Add routing slip (yellow'/a slip) with notation,as to who needs•to initiallsign. i <br />❑ProjectManager (Initials), ❑Divsion Manager ( Initials or Signature)' <br />12. Place in red plastic numbered/signature file& record on spreadsheet: ((Finance`&AdminICONTRACTSIRed <br />Numbered Folders.xls) <br />13 When file xeceived back, forward as require, (without red folder) - first'to Karen Loy, PW-Admin*. <br />D' if,contract involves capital $ with GJN, see back page.for routing instructions. <br />0 if contract is >$25,000 or an IGA,a forward to Public Works Director for signature, or <br />❑ if contract is >$100'000 or an IGA,.forward to ?W Director for initials & PWA forward's to <br />E City Manager's Office for signature." Record date of transmittal in-Contract Tracking System. <br />14.- "Print" a=copy of D .contract 0 signed contract 0 amendment ❑ RF ❑ LOT in".pdf format & place in contract <br />folder. 6CdocslContracts12007-# <br />.v [ <br />INSURANCE: <br />Review insurance requirements.w/ Contract Manager: "Modifcations require HRRSgre-approval. <br />161equest 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 i Contract Tracking syst M..(ceonlinelcontracttracking) <br />19.. Other follow-up: <br />DISTR BUTION (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./ Contract Manager: Email note the contract-has been fully executed and location of"iles,: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), mark "Purchasing" and "CRO" on bottom ofrouting sheet & send.' <br />1,,,-',w/original contract in the pony. Purchasing will process PO's &_forward the-contract to the .CRO. " <br />[I For capital projects (green),"mark & send to PWAr (See separate checklist.for project processing details.) <br />*See separate form for CAPITAL PROJECT processing instructions (GJN's) <br />*PWA handles both capital $ and some grant P.WM/ <br />*POS.Financial:Analyst handles operating some capital,$ & some grants. <br />ContractProc'essCh6cklist.doc, - 9/19/2006 <br />