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' ers 1 nal ervices C tract & IGA Flow Chart /Chemist Form <br /> CONTRACT • R AMEND NT # O (A l O ., (Use a new checklist form for contract & amendment) <br /> ypes. ntergovernmental Agreeme s, Professional/Personnal Services Contracts G VdS,<Q <br /> Contract Manager/ Project Manager 1 if V <br /> (J A Determines funding availability GJ #? � nal <br /> Develops contract using contract request form/worksheets <br /> l Routes draft contract to Contract Administrator for review <br /> N /k Obtains HRRS approval on any insurance modifications <br /> Engineering Contract Administrator Dm) t ' ' - , fr p <br /> ✓ Reviews draft contract for insurance requirements, job number, dates, etc <br /> V Issues contract number and name and sets up Administrative Contract file <br /> s evit - [gyp+ i C . Develops contract for review/ signature using CONRAX (Minimum 3 originals- Lane <br /> �`� ounty, 5 copies) <br /> lb 0 Adds contract to the contract tracking system <br /> 1 <br /> Record on Excel spreadsheet (Q:Support/Perserv/Cont st/Co ntracts -b Year.xls <br /> y ) K Routes completed contract to Project Manager for review <br /> N l 4 After review by Project Manager, attaches insurance requirements and forwards all <br /> copies to Contractor for signature <br /> (k)k After receiving all originals and insurance requirements from contractor, prepare yellow <br /> contract routing form <br /> Nipc Prepare insurance requirements checklist - make copy for backup and forward on to <br /> HRRS (Cathy Joseph) <br /> WA Attach approved insurance certificates and waivers and "sign here" stickers to contract and place <br /> in purple, numbered/signature files and route to Project Manager, City Engineer for initials. <br /> ake notation of purple file number and contents`purplefile.xls'. <br /> Al When file received back, forward to Public Works Director for signature if contract is <br /> $99,999.99 or less. If >$100,000 or an IGA, forward to PW Director for initials. <br /> Send IGA or contracts >$100,000.00 to City Managers Office for signature. <br /> Make notation of purple file number and contents in `purplefile.xls' If contract involves <br /> capital $, see page two of flow chart for routing instructions. <br /> W hen contract is signed by both parties/Distribute accordingly: <br /> Contract Administrator: File original contract, transmittal, yellow routing sheet. <br /> �..,,,,��\\ Include in front of file this flow chart/checklist along with a financial spreadsheet <br /> \41Purchasing /CRO (forwarded by Cindy for operating, or Peggy H. for capital) <br /> original contract and original yellow routing sheet <br /> j !' Contractor: Mail one original contract with letter of transmittal (Lane County 3) <br /> Contract Manager: copy of each- contract, routing sheet, and transmittal sheet <br /> WS_ el— <br /> O (A-VC ;T `SEE PAGE TWO FOR CAPITAL PROJECT PROCESS INSTRUCTIONS (GJN) <br /> *PWA handles both capital $ and grant $ <br /> page 1 of 2 <br />