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P nal.Services Contract & IGA C List <br />This pink shee - should be at the front of each contract to show status of contract <br />J <br />Contract" i � \( Sa or Amendment # ' (Use a new checklist form for each contract &.amendment) . <br />Contract Type: 0Intergovernmental Agreement 0 Profess ional /Personal Services ❑Trade Service VrOther <br />Contract anager/ProjectManagees Name <br />Determines funding availabilityaGJ #? or []Operating money <br />Operating Acct. Codes: <br />NOTE: Ifreceivinie'revenue write "revenue" in the Operating Acct Codes space <br />Works with Contract Administrator to develop contract using CONRAX, ve,ndos 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 Contract Administrator for review <br />• . <br />Contract <br />Administrator cbtains written or &-mail HRRS approval on any in modifications: <br />Contract A ministratoi'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 manager to create contract usingCONRAX program (Minimum 3 originals- Lane <br />County, 5 copies) or sets up contract using vendois proposal. <br />4 <br />Record contract or amendment # (A 1,A2, etc.) on the Contract-] ist-.by-year spreadsheet <br />Adds contract to the contract - tracking - system Record routing for each transaction that follows:. <br />Routes or e- mails completed contract to Project Manager for review <br />dSAfter review by Project Manager, attaches insurance rquirements and forwards all copies toContractor ` <br />for signature with iransmittalletter Put copy of transmittal letter in file for documentation. <br />(�L G A ing all originals'and insurance requirements frorrcontractor prepares contract. routing form <br />ELLOW for perating; GREEN for capital. Cover memo REQUIRED for all POS contracts. <br />ere" stic�rs to contract and place in colored numbered /signature files and route to <br />roject Manager, VrOivision Managerfor' initials/signature. Record location of routingfolder'on the <br />Red Number spreadsheet. <br />When filereceived back' <br />q i contract involves capital $with GJN, see backpage for routing, instructions <br />if contract is >$25,000 or an iGA, brward to Public Works Director forsignature,, or <br />o if contract is >$I00,000 or an IGA forward to PW Director for initials& PWA forward to <br />achy Managers Office for signature. Record location of routing folder on the Red Number spreadsheet; <br />Prepare insurance requirements checkist - make copy of certificates and contract pagesfor backup and <br />forward on to HRRS, (Cathy Joseph) <br />Record insurance expiration dates on insurance tracking sheet <br />When c tract is signed by both parties, distribute accordingly: <br />Contract.Administrator File original contract, transmittal routing shee <br />// Iront of file this flow chart / checklist, along with a financial s eadsheet <br />P ; Make a copy of the routing sheet:YELLOW for oper tin GREEN fo apital. For <br />Yellow :sheets, mark "Purchasing /CRO" on top right hand corner of routi nd in the potty to <br />Purchasing. Purchasing will make a "record and then forwardthe contractto the.CRO. For Green sheet <br />PWA will process —see back of this checklist fordetails. <br />Contractor Mail one original contract with °letter of transmittal Lane Coun <br />g ( gets three copies) <br />Contract Manage copy of each - contract, routing.sheet,:andtransmittal letter <br />M! Director Assistant: If contract was signedby Division Manager only; send copy of routing sheet acid " .. <br />copy of cover memo if one was written. - <br />*SEE PAGE TWO FOR CAPITAL PROJECT PROCESS INSTRUCTIONS (G.IN) <br />*PWA handles both capital $ and some grant $ *PWM /POS Financial Analyst handles some grant processes. <br />saved: P: \Finance &Admin\ CONTRACTS \FORMS\ Information& Processcontract .process.cllecklist <br />