New Search
j' ~ Personal Servi~ , C'~ Tact & .IGA .Flow Chartr ,.1ec. st..:orm <br /> CONTRACT OR AMENDMENT # . b ~ _(Use a new checklist form for contract & amendment) <br /> <br /> . • ~ntract Types: Intergovernmental Agreements, Profes"sional/Personnal'Services Contracts <br /> Contract Mana er/ Project Manager ~G~ <br /> g J <br /> Determines funding availability GJ#? <br /> ~I~Develops contract using contract reque s eet5 <br /> Wit/""~ . <br /> Routes draft contract to Contract Administrator for review <br /> (aA Obtains HRRS ,approval on any insurance modifications <br /> Engineering Contract Administrator I~~`~J V <br /> Reviews `draft contract for insurance requirements; job number, dates, etc <br /> Issues contract number and name and sets up Administrative Contract'file <br /> Develops contract for review/signature using CONRAX (Minimum 3'originals- Lane <br /> County, S,copies) <br /> Adds contract to the contract tracking system <br /> Record on Excel spreadsheet (Q:Support/Perserv/Contlst/Contracts-byYear.xls) <br /> review: <br /> ana" er for <br /> 1 ed contract to Project M <br /> Routes'com et _ g ` <br /> p. J <br /> ~ After review by`Project Manager, attaches insurance requirements,and forwards all ~C;(-~ fj ' <br /> conies to`Contractor for. signature ,YI~E(, Ov1`i~~Q <br /> After receiving all originals and insurance requi ents from contractor, prepare yellow <br /> contract routing form <br /> Prepare insurance requirements checklist -'make copy for backup and forward on to <br /> IiRRS (Cathy Joseph) <br /> -Attach approved insurance certificates and waivers and "sign here" stickers to contract and place <br /> in purple, numbered/sgnature files and route to Project Manager, City Engineer for,:. initials. <br /> Make notation of purple file number and ' e.xls'~~,ld <br /> V When file received back, forward to ublic Works. Director or: ignature 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 >$100000:00 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 <br /> flow chart for routing instructions. <br /> W n contract is signed by both parties/Distribute accordingly: <br /> Contract Administrator: File original contract, transmittal, yellow routing sheet. <br /> Includeiin front of file this flow chart/checklist along. eadsheet <br /> ~ ~Purcfiasin /CRO (forwarded by Cindy for operating; or Peggy H. for capita <br /> original contract and original yellow routing sheet <br /> +t/Contractor-Mail one original contract with letter of transmittal (Lane County 3) <br /> ;0 ontract Manager: copy of each- contract, routing sheet, and transmittal sheet <br /> *SEE PAGE TWO FOR CAPITAL PROJECT PROCESS 1NS~RUCTIONS (GJI <br /> *PWA handles both capital $ and grant <br /> page 1 of 2 <br /> <br />