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P anal Services Contract & IGA CA List <br />This pink sheet should be tit the froni of `each c6ntract to show status of contract <br />Contract - I or Amendment # (Use a new checklist form for each contract & amendment) <br />Contract Type: ❑Intergovernmental Agreement ❑ Profess ional/Personal Services ❑Trade Service] Other <br />Contract anager/Project Manager's Name �N ��_ Sn (4 rJJ.1 <br />Determines funding availability❑GJ #? r ❑Ope g money <br />Operating Acct. Codes: QMukQ <br />NOTE. If receiving revenue write "revenue " in the Operating Acct. Codes space. <br />Works with Contract Administrator to develop contract using CONRAX, vendo's scope of work and <br />Public Works routing sheet Request Contract Manager to write cover memo at this time <br />Wlork with Contract Administrator to review insurance requirements <br />E - or gives draft contract to Contract Administrator for review <br />Contract Administrator obtains written or e-mail HRRS approval on any insurance modifications <br />Contract dministrator's Name: Kris Aanderud <br />Reviews draft contract for insurance requirements, funding source, dates, etc <br />Issues contract number and name and sets up Contract filewith label <br />Works with project rmnager to create contract usingCONRAX program (Minimum 3 originals- Lane <br />County, 5 copies) or sets up contract using vendois proposal. <br />Record contract or amendment # (Al,A2, etc.) on the Contract list -by -year spreadsheet <br />Adds contract to the contract tracking system Record routing for each transaction that follows. <br />Routes or a -mails completed contract to Project Manager for review <br />After review by Project Manager, attaches insurance rquirements and forwards all copies toContractor <br />for signature with transmittal letter. Put copy of transmittal letter in file for documentation. <br />After receiving all originals and insurance requirements frorrcontractorprepares contract routing form. . <br />YELLOW for operating; GREEN for capital. Cover memo REQUIRED for all POS contracts <br />Attach "sign here" stickers to contract and place in colored numbered /signature files and route to <br />❑Project Manager, oDivision Managerfor initials/signature. Record location of routing folder on the <br />Red Number spreadsheet. <br />When file received back <br />❑ f contract involves capital $with GJN, see back page for routing instructions. <br />❑ if contract is >$25,000 or an IGA, brward to Public Works Director forsignature, or <br />❑ if, contract is >$100,000 or an IGA, forward to PW Director for initials& PWA forward to <br />oCity Managers Office for signature. Record location of routing folder on the Red Number spreadsheet. <br />Prepare insurance requirements checklit make copy of certificates and contract pagesfor backup and <br />forward on HRRS (Cathy Joseph) <br />Record insurance expiration dates on insurance tracking sheet <br />When contract is signed by both parties distribute accordingly: <br />Contract Administrator File original contract, transmittal letter, routing sheet <br />Include in front of file this flow chart /checklist along with a financial sprea <br />Purchasin /g CRO Make a copy of the routing sheet:YELLOW for operati g GREEN for apital. For <br />Yellow sheets, mark Purchasing /CRO on -top right hand corner of routing s d in the pony to <br />Purc -ux ing will make a record and then forwardthe contract to the CRO. For Green sheets, <br />PWA will process— back.of this checklist fordetails. <br />�2 ail one original contract with letter of transmittal (Lane CountZets three copies) <br />Contract Manage copy of each - contract, routing sheet, andtransmittal letter <br />PW Director Assistant: If contract was signedby Division Manager only, send copy of routing sheet and <br />copy of cover memo if one was written. <br />*SDE PAGE TWO FOR CAPITAL PROJECT PROCESS INSTRUCTIONS (GJN) <br />*PWA handles both Lapital $ and some grant $ *PWM /POS Financial Analyst handles some grant processes. <br />saved: P:\Finance& Ildmin \CONTRACTS\FORMS\ Information& ProcesAcontract .process.checklist <br />