CONTRACT CHECKLISTS

Project/Contract Checklist

• Create Project and Exhibit D
  
• Financial Presentation to District (has an estimated interest rate)
  
• Once District agrees to numbers, create Contract
• You will need District Lawyer info, District Contract Signer, and District Board Date
  
• Deliver contract to District

Contract Delivery Checklist

Deliver to District

• Contract - 3 copies
  
• Exhibit A - 3 copies
• Exhibit B - 3 copies
• Exhibit C - 3 copies
• Exhibit D - 3 copies
• Cover Letter Contracts - 1 copy
• Matrix Limited (Bill of Materials) - 1 copy
• Services Fee Description - 1 copy
  
• Insurance Certificate Request -1 copy 
  
• Board Motion - 1 copy
• District Board Resolution - 1 copy
  
• Tax Certificate - 1 Copy

BOCES BOARD AGENDA REQUEST

Send to Leslie Fortunato or Nancy Quackenbush as soon as you target a Board Date

MUST BE DONE SIMULTANEOUSLY

• Memo to Pam Christensen or Laverne Mitchel email Leslie/Nancy
• Memo from PC or LM to Dr. Dillon email Leslie/Nancy
• Exhibit D email to J. Gribbons 
  

 PURCHASING REQUISITION APPROVAL (Financed Req #9999######)

Send to M. Perina, L. Schwartz, J. Hoy

• Use Business Unit Finpo in Peoplesoft
• Create GPO ID in Peoplesoft and add to each requisition (this generates report for J. Gribbons)
  
• Send all Requisitions to Purchasing at least two weeks before targeted Board date

Leslie/Nancy to Send to Board

Approximately Two weeks before Board Date (unsigned if necessary and replace once signed)

(Note: can make a copy for yourself - Send Originals)  

• Contract - 3 copies
  
• Exhibit A - one for each building - 3 copies
• Exhibit B - 3 copies
• Exhibit C - 3 copies
• Exhibit D - 3 copies
• Matrix Limited (Bill of Materials) - 3 copies
• Tech Services Fees - 1 copy
  
• Insurance Certificate from District Insurance Company - 1 copy
  
• Board Motion - 1 copy
  
• Tax Certificate - 1 copy
  
• Essential Use -  1 copy
• Memo to J. Gribbons - 1 copy (from Peoplesoft)

After Contract is Fully Approved and POs are out

• Billing Processed by Billing Officer (create Budget Zs)
  
• Interest Rate given to Billing Officer by J. Gribbons
  
• Final Exhibit D with final interest Rate created
  
• Send Final D to District with corrected interest rate and actual payments
• After Install complete inventory

• Billing Officer will get this into Filebound and upload to IQ
  
• Final Contract and Final D