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+~ personal Ser _.es Contract &IGA Flow Chart/c ~ckList Form <br />This pink sheet should beat the front of each contract to show status ojcontract <br />CONTRACT OR AMENDMENT # U~- Ov3 ~ (Use a new checklist form for each contract & amendment) <br />Contract Types: Intergovernmental Agreements, Professional/Personnal Services Contracts (c;rcie one) <br />Contract Manager/ Project Manager <br />~_Determines funding availability ~J .3 8"~ or ^Operating <br />,i Develops contract using contrac requ st form/worksheets or vendor's proposal <br />~ E-mail or gives draft contract to Contract Administrator for review <br />~/ Obtains HRRS approval from Cathy Joseph on any insurance modifications <br />~'ransportation Contract Administrator <br />;~ <br />r" Review draft contract for insurance requirements, funding source, dates, etc <br />-- Issue contract number and name and set up Contract file with label <br />Develop contract for review/ signature using CONRAX (Minimum 3 originals- Lane County, 5 <br />copies) or set up contract using vendor's proposal <br />--- Record contract or amendment # (A1,AZ,etc.) on contract list by year-Excel spreadsheet <br />(T:Contract\Contracts-byYear.xls) <br />~" Route or a-mail completed contract to Project Manager for review <br />After review by Project Manager, attach insurance requirements and forward all copies to <br />Contractor for signature with letter of transmittal. Put copy of transmittal in file for documentation. <br />--' After receiving all originals and insurance requirements from contractor, prepare yellow <br />contract routing form <br />-- Attach "sign here" stickers to contract and place in lavender, numbered/signature files and route to <br />^Project Manager, ^Division Manager for initials. Record routing location of routing folder on the <br />routing folder tracking spread sheet in excel. <br />~--S-Q~When file received back, forward to ^Public Works Director for signature if contract is <br />$99,999.99 or less. If greater than $100,000 or an IGA, forward to ^PW Director for initials. <br />Send IGA or contracts greater than $100,000 to ^City Managers Office for signature. Record <br />routing location of routing folder on the routing folder tracking spread sheet in excel. <br />If contract involves capita[ $, see page two of flow chart for routing instructions. <br />3.1 ~-0 l Add contract to the contract tracking system once signed by all parties. <br />Prepare 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 />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 />Purchasin CRO (forwarded by Support Staff for operating, or Peggy H. for capital) <br />original contract and original yellow routing sheet <br />/ Contractor: Mail one original contract with letter of transmittal (Lane County 3) <br />~r Contract Manaser: copy of each- contract, routing sheet, and transmittal sheet <br />*SEE PAGE TWO FOR CAPITAL PROJECT PROCESS INSTRUCTIONS (GJN) <br />*PWA handles both capital $ and grant $ <br />page 1 of 2 <br />