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This pink sheet should beat the front of each contract to show status of contract <br />CONTRACT OR AMENDMENT # 2 XS-- D- L321 (Use a new checklist form for each contract & amendment) <br />Circle One: Contract Types: Intergovernmental Agreements, Professio Services, Trade Service <br />Contract Manager/ Project Manager's Name <br />AIIM- Determines funding availabilityoGJ #? or ❑Operating $ <br />69 Operating Acct. Codes: <br />l/ If receiving revenue dodt need to fill out <br />Develops contract usingCONRAX and vendor's scope of work and Public Works routing sheet <br />P <br />E -mail or gives draft contract to Contract Administrator for review <br />Obtains HRRS approval from Cathy Joseph on any insurance modifications <br />Contract Administrator's Name <br />Record date below or put check mark on line. <br />A0 Reviews draft contract for insurance requirements, funding source, dates, etc <br />Issues contract number and name and sets up Contract file with label <br />Works with project manager to create contract usinpCONRAX (Minimum 3 originals, Lane County, <br />5 copies) or sets up contract using vendots proposal <br />Record contract or amendment # (A 1, A2, etc.) on contract list by year spread sheet <br />yA 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 />Contractor for signature with letter of trans ' 1. Put copy of transmittal in file for documentation. <br />After receiving all originals an uiremems from contractor, prepares contract routing <br />form {copy on bright green for capital or mellow yellow fonperating) <br />Attach "sign here" stickers to contract and place in colored numbered/signature files and route to <br />*roject Manager / rAection Manager / u6i,vision Manager for initials /signature. Record routing <br />location of routing folder on the routingfolder tracking spread sheet in Excel <br />When file received back, forward tooPublic Works Director for signature if contract is over <br />$25,000 or an IGA If >$100,000 or an IGA; forward to PW Director for initials Send IGA or <br />contracts >$100,000.00 to ❑City Managers Office for signature. Record routing location of routing <br />folder on the routing folder.tracking spread sheet inExcel <br />If contract involves capital $, seepage two of flow chart for routing instructions. <br />Adds contract to the contract tracking system once signed by both parties <br />Prepare insurance requirements checklist make copy for backup and forward on to' HRRS (Cathy <br />Joseph) <br />NA . Record insurance expiration dates on insurance tracking sheet <br />When contract is signed by both parties/Distribute accordingly: <br />Record date completed on line below.. <br />QSContract Administrator: File original contract, transmittal, routing sheet. Include in front of <br />file this flow chart/checklist along with a financial spreadsheet <br />3 43��urchasing /CRO: Write "Purchasing/CRO" on top right hand corner of routing sheet. <br />GR EEN for capital. Sendthe original contract or amendment and <br />routing sheet in the pony to Purc"aia ing. Purchasing will make a record and then forward 6 in <br />the pony to the CRO. If the contract has capital funding, PWA will process this portion of the <br />routing. <br />3A D Contractor: Mail one original contract with letter of transmittal (Lane County 3) <br />-7, a Contract Manager copy of each• contract, routing sheet, and letter of transmittal <br />n� PW Director Assistant: If: contract was signed by Division Manager only, send.copy of <br />routing sheet and copy ofcover memo if one was written <br />*SEE PAGE TWOFOR CAPITAL PROJECT PROCESS INSTRUCTIONS (GJN) <br />*PWA handles both capital $ and some grant $ *PVWPOS Financial Analyst handles some grant processes. <br />Updated 1/26/2005 saved: P. \Office Work\ CONTRACTS \forms \pink checklist.wpd <br />