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k Peal Services Contract & 1GkIchelkl <br />;This pink sheet should be at the from! of each contract to show status of contract <br />3 53 <br />Contract ' �� -6 � or Amendment # U t <br />' � (Use a new checklist form for each contract &amendment) " '. <br />Contract Type: ❑Intergovernmental Agreement ❑;Professional /Personal Services ❑Trade Service ❑ Other <br />ContractManartP Manager's Name <br />D Sv` <br />nines funding availa ' ' J #? or bbperating money <br />- Operating Acct. Codes: <br />NOTE: If receiving revenue iaritr " revenue'u 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 />Work with Contract Administrator to review insurance requirements <br />E -mail or gives draft contract.to Contraclt Administrator for review <br />pp y i <br />Con Administrator cbtams written or e-mail HRRS approval on any modifications <br />r <br />Contract`Ad inistrator's Name: Kris Aanderud " <br />Reviews draft contract for insurance requirements, funding source, dates, etc . <br />Is ues-contract number and name and,sets up:Contract filewith label <br />Works with project manager to create contract usingCONRAX program (Minimum 3 originals Lane <br />:County, 5 copies) or sets up contract using vendols proposal. <br />Record contractor amendment # (AI,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' alI copies toContractor; <br />fo� signature with, transmittal letter. - Put copy of transmittal letter in file for documentation.. <br />- After receiving all origin s- and nce requirements frorreontractor prepares contract routing form. <br />YELLOW for operati ;GREEN for ca j �itat.'Cover memo,REQUIRED for all POS contracts <br />Attac `sign he sti ari place'in colored numbered /signature files and route to' <br />oject Manager, ivision Managerfor initials/signature. Record location of routingfolder on the <br />Red Number spreadsheet. <br />When file received back <br />o if contract involves capital $with GJN lsee °back page for routing instructiom. <br />❑ if contract is >$25,000 or an .IGA, firward to Public Works Director forsignature, or <br />if contract.is >$I00,000 or an IGA, forward.to PW Director for initials& PWA forward to <br />❑City Managers Office for signature. Record location of routing folder on the. Red Number spreadsheet. <br />C <br />Prepare insurance requirements checklit - make.copy of certificates and cont, act pagesfor backup and <br />forward on to HRRS (Cathy Joseph) <br />Record, insurance expiration dates on insurance tracking sheet <br />When con ract is �i by both parties, distribute ac ��ordingly: <br />ontract Administrator File original contract, transmittal letter, routing sheet--.., <br />Inc` i�ront of fale.this flow chart /checklist along with a financials i eadsheet <br />pf <br />CRO Make a copy of the routing sheet:YELLOW for open ng GREE for capital. For <br />g p g comer of routing "end in the `pony to <br />Yellow sheets, mark Purchasih /CRO' on to right hand c <br />Purchasing. Purchasing will make a record and then forwardthe contract,to the CRO. For Green sheets, <br />PWA will process— see back of this checklist fordetails. <br />Contractor Mail one original contract with letter . of transmittal (Lane Count�ets three copies)" <br />Contract Manage copy of each- contract routing- sheet, andtransmittal letter <br />PW Director If contract was siIgnedby Division Manager only; send copy of routingsheet and • ; <br />copy of cover memo if one was written. " <br />*SEE PAGE TWO FOR CAPITAL PROJECT P ROCESS INSTRUCTIONS ;(GJN) <br />*PWA handles both capital $ and some grant $ *PWM /EOS Financial Analyst handles some grant.processes:, <br />saved: P: \Finance &Admin\ CONTRACTS\ FORMS\ Information& Process ,contract.process: check Iist <br />