New Search
P nal Services Contract & IGA CI& List <br />This pink sheet sliould be at the front of each contractto A6;i status of contract <br />i r, <br />Contract- (� -'� ? or Amendment # r <br />(Use a new checklist form for each contract & amendment) <br />-Contract Typ DIntergovernmOntal "Agreement ❑ Profess ional/Personal Services YT`rade Service ❑ Other <br />Contract Manage /ProjectManage6 Name �h Y <br />Determines funding availabilitylIGMT or ❑Operating money'. <br />O erating Acct. Codes : ar. <br />Ni TE: Lreceiving ! receiving revenue write "revenue" in the Qperaang Acct. Codes space. <br />" W rks with Contract Administrator to develop contract using CONRAX; venddis scope of work - and ' <br />' Public Works routing sheet•- Request Contract Manager to write cover m emo,at this time <br />1 W rkwith Contract Administrator . to review insurance requirements. <br />E= ail or gives draft contract to Contract review <br />C ntractAdministrator obtains written or e mail HRRS approval on any insurance modifications <br />i Contract A min <br />E <br />is rator's Name: Kris Aanderud <br />Reviews draft contract for insurance re uirements, funding source, dates; etc <br />p <br />t. Issues contract number and name and sets u Contract filewith .label <br />! <br />Works with project manager to create contract usingCONRAX program (Minimum 3 originaks -Lane <br />.C,' )unty, S copies) or sets up contract using vendois proposal. <br />!; <br />Record contract or amendment # (A1 etc.) on the Contract list -by -year spreadsheet <br />j. Ads contract to the contract tracking system Record routing for each transaction that follows. <br />Routes ore -mails completed contract to Project `Manager for review <br />Ir <br />A er'review by Project Manager, attaches insurance rquirements and forwards all copies toContractor, <br />fo signature with transmittalletter. Put copy oftransmittalletter in file for documentation. . <br />ing all originals and insurance requirements fromcontractorpiepares contract muting,form. <br />• "LO r operating; GREEN for capital. Cover memo REQUIRED for all POS contracts <br />f sign here" stif ers to contract and place in colored numbered /signature -files and route to <br />oject Manager,obivision Managerfor initials/signature. Record location of routing folder on the <br />e Number spreadsheet: <br />-W en file received back <br />i <br />° contract involves capital $ with GJN, see, back page for routing instructions. ` <br />o i contract is >$25,000 or an IGA brward to Public Works Director forsignature,, or <br />' ❑ <br />1 `i contract is >$I00,000 or an IGA, forward.to PW Director for initials& PWA forward to <br />❑C ty Managers' Office for signature. Record, location of routing folder on <br />the Red Number spreadsheet: <br />Pr pare insurance requirements check lit -make, copy of certificates and contract pagesfor, backup and <br />u _ <br />fo and on. to HRRS (Cathy Joseph)- <br />" <br />Record insurance °expiration dates on insurance tracking sheet <br />When c ntract is s ned b both artier, distribute 'accordingl <br />"accordin 1 <br />•" g. Y P Y: <br />` <br />� Co tract - Administrator. File original contract,, transmittal letter, routing sheet <br />Inc ude in front of f le this flow chart /checklist along with a financial s aasheet <br />} P ` ake a copy of the routing sheet:YELLOW for .op ati GREE or ,capital For <br />Yel ow sheets mark "Purchasing /CRO" on top right hand corner of rou id in the pony to <br />Purchasing. Purchasing will make a record and then forwardthe contractto; the CRO. For Green sheet <br />PW will process =see back of this checklist fordetails. <br />" - p <br />L. • , " . " Co tractor. Mail one original contract with letter of transmittal (Lane Cou�it�ets three copies) <br />t Co tract Manager copy of eaclr contract, routing sheet; andtransmittal letter <br />" <br />1 PW Director Assistant: if contract was signedby Division Manager only, send copy of routing sheet and <br />cop of cover memo - if one was written. <br />*SEE PAGE TWOTOR CAPITAL PROJECT PROCESS INSTRUCTIONS (GJN) <br />*PWA handles both capital $ and some grant $ *PWM /POS Financial Analyst handles1 processes. ' <br />saved. P: \Finance& dmin. \CONTRACTS\ FORMS\ Information& Process ,contract,process.checklist <br />