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Personal Service_ .;ontract &IGA Flow Chart/Che moist Form <br />This inks ould be at the front of each contract to show status of contract <br />CONTRACT O AME M NT (Use a new checklist form for each contract & amendment) <br />^i cle One: <br />~rC~n{ract Types: Intergovernmental Agreements, ProfessionaUPersonnal Services Contracts <br />Cdntract Manager/ F!roject Manager ~/~ <br />~ Determines funding availability ^GJ#? or ^Operating <br />^~-Develops contract using contract request form/worksheets or vendor's proposal <br />~ mail or gives draft contract to Contract Administrator for review <br />Obtains HRRS approval from Cathy Joseph on any insurance modifications <br />E ~gi~eering Contract Administrator ~~ X'l ~ f ~~~,~~ _ <br />Reviq'ws draft contract for insurance requirements, funding source, dates, etc <br />~~Issue3 contract number and name and sets up Contract file with label <br />_~Develops contract for review/ signature using CONRAX (Minimum 3 originals- Lane County, 5 <br />.copies) or sets up contract using vendor's proposal <br />' ' ~1Record.contract or amendment # (A1,A2,etc.) on contract list by year-Excel spreadsheet <br />~_ (Q:Support/Perserv/Contlst/Contracts-byYear.xls) <br />Routes or a-mails completed contract to Project Manager for review <br />~~~ After review by Project Manager, attaches insurance requirements and forwards all copies to <br />;~ <br />j _ Contractor for signature with letter of transmittal. Put copy of transmittal in file for documentation. <br />/~ After teceiving all originals and insurance requirements from contractor, prepare yellow <br />j j contract routing form <br />f ~ Attach "sign here" srickers to contract and place in purple, numbered/signature files and route to <br />' ~ ^Project Manager, ^City Engineer for initials. Record routing location of routing folder on the <br />' ~ routing folder tracking spread sheet in excel. <br />_~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 XGA or contracts >$100,000.00 to ^City Managers Office for signature. Record routing <br />location of routing folder on the routing folder tracking spread sheet in excel. <br />i ! If contract involves capital $, see page two ofllow chart for routing instructions. <br />/Adds contract to the contract tracking system once signed by both parties. <br />_~Prepate insurance requirements checklist -make copy for backup and forward on to HRRS (Cathy <br />Joseph) <br />_~Record insurance expiration dates on insurance tracking spreadsheet on excel. <br />en contract is signed by both parties/Distribute accordingly: <br />~olntract Administrator: File original contract, transmittal, yellow routing sheet. <br />Include in front of file this flow chart/checklist along with a financial spreadsheet <br />Pu}~chasin CRO (forwarded by Admin Aide III for operating or PWA for capital) <br />~ri~inal contract and original yellow routing sheet <br />~o' tractor: Mail one original contract with letter of transmittal (Lane County 3) <br />~optract Manager: copy of each- contract, routing sheet, and transmittal sheet <br />*SEE PAGE TWO FOR CAPITAL PROJECT PROCESS INSTRUCTIONS (GJN) <br />*PW1~1 handles both capital $ and grant $ <br />~ (J~ ~, (.~~G~1 ~~ ! page 1 of 2 <br />~-~~~1~ -~~15~ ~'~ ~ ~w~ <br />~~ ~ ~~ ~~~ <br />