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This pink sheet should beat the front of each contract to sho .ttus of contract <br />CONTRACT OR AMENDMENT dffl27 (Use a new checklist form for each contract & amendment) <br />Circle One: Contract Types: Intergovernmental Agreements, Professional/Personal Services, Trade Service <br />Contract Manager /;Project Mauage0s Name — 1 <br />Determines funding availabilityaGJ #? or oOperating $ <br />Operating Acct. Codes: <br />If receiving revenue dolt need to fill out <br />Develops contract usingCONRAX and vendor's scope of work and Public Works routing sheet <br />E -mail or gives draft contract to Contract Administrator for review <br />Obtains BRRS approval from Cathy Joseph on any insurance modifications <br />Contract Administrator's Name <br />Record date below or put check mark online. <br />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 usingCONRAX (Minimum 3 originals Lane County, <br />5 copies) or sets up contract using vendois proposal <br />Record contract oramendment # (Al, A2, etc.) on.contract list by year spreadsheet <br />Routes or e•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 transmittal. Put copy of transmittal in file for documentation. <br />After receiving all originals and insurance requirements 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 />❑Project Manager / 13Section Manager / oDivision Manager for initials /signature. Record routing <br />location of routing folder on theroutingfolder 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 S, seepage two offlow 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 />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 />ontract Administrator: File original contract, transmittal, routing sheet. Include in front of <br />file this flow chart/checklist along with a financial spreadsheet <br />"Purchasing/CRO: Write "Purchasing /CRO" on top'right`hand corner of routing sheet. <br />YELLOW for operating, GREEN for capital. Sendthe original contract or amendment and <br />routing sheet in the pony to Purchasing. Purchasing will make a record and .then forward i in <br />the pony to the CRO. If the contract has capital funding, PWA will process this portion of the <br />routing. <br />Contractor: Mail one original contract with letter of transmittal (Lane County 3) <br />�� <br />ontract Manager. copy of each- contract, routing sheet, and letter of transmittal <br />W 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 TWO.FOR CAPITAL PROJECT PROCESS INSTRUCTION'S (GJN) <br />*PWA handles both capital $ and some grant $ *PWM/POS Financial Analyst handles some grant processes. <br />Updated 1/26/2005 saved: P: \Office Work\ CONTRACTS \forms \pink checklist.wpd <br />