DAVID EVANS AND ASSOCIATES, INC.

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_5 toe, 6; 1- Agreement Processing Checklist Staff Responsibilities - Operational, On -Call, Aggregate, Vendor, and Construction Person ,w k Responsible Description 4NO PM For new vendors only, or if there is an update to the vendor Sends vendor packet to vendor/consultant upon Council approval of the contract award. Once received, forwards the vendor packet to SAA. SAA Forwards vendor packet to Accounts Payable (A/P). A/P A/P enters information in Lawson and provides SAA with the vendor number. Or, A/P updates vendor's info in Lawson. PM To Set Up a P025 for all executed agreement Provide to FS via PWAProgressPayments e-mail the following: 1. Executed Agreement (signed and with agreement #) 2. Approved COI 3. Agenda report or CM Memo SAA Fills out Vendor Agreement Information form, for reference only. Sends request to buyer to create P025. Buyer Does the data entry and set up of P025 in Lawson. Assigns PO number and e-mails SAA with the P025 number. [Note: Takes about a month.] BELOW ONLYAPPLIES TO ON -CALL AND AGGREGATE AGREEMENTS To process a Request to Release NTP (internal) PM PM does the following: 1. Complete Request to Release Notice to Proceed form, and attaches the following: a. Agenda report or CM Memo b. Status Sheet SOA 2. Obtains the signature of the following individuals on the Request to Release NTP in the following order: • Management Analyst/Sr. Management Analyst • City Engineer • Executive Director 3. Submits signed Request to Release NTP to the accountant Accountant 4. Reviews the Request to Release NTP and submits to Finance Director for signature. PM is provided with a copy of the signed Request to Release NTP. PM Issues NTP to contractor/consultant PM: Designated Project Manager A/P: Accounts Payable SAA: Senior Accounting Assistant SOA: Senior Office Assistant