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P &nal Services Contract & IGA CIA List <br />his pink sheet should be at the front of each contract to show status of contract <br />Contract Amendment # (Use anew checklist form for each contract & amendment) <br />Contract Type: ❑Intergovernmental Agreement ❑ Profess ional /Personal Services ❑Trade Service Other <br />Contract anagerlProject Manager's Name S <br />Determines funding availability❑GJ #. or ❑Operating money <br />Operating Acct. Codes: <br />._ NOTE It rP.CPuVina rPVPnI /P 141ritP "ravonvla" in tha 1-- d­�,,,,�„ <br />Works with Contract Administrator to develop contract using CONRAX, venddis 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 />�t <br />E -mail or gives draft contract to Contract for review <br />Contract Administrator cbtains 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 manager to create contract usingCONRAX program (Minimum 3 originals - Lane <br />f , County, 5 copies) or sets up contract using vendols proposal. <br />ecord contract or amendment # (A 1,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 transmittalletter. Put copy of transmittal letter in file for documentation. <br />After receiving all originals and insurance requirements fron prepares contract routing form. <br />YELLOW for operating; GREEN for capital. Cover memo REQUIRED for all POS contracts <br />Atta�ch "sign here" stickers to contract and place in colored numbered /signature files and route to <br />Project Manager, 2151vision Managerfor initials/signature. Record location of routingfolder on the <br />Red Number spreadsheet.. <br />When file received back <br />❑ if contract involves capital $with GJN, see back page for routing instructions. <br />❑ if contract is >$25,000 or an IGA, firward 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 />❑city 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 to HRRS (Cathy Joseph) <br />Record insurance expiration dates on insurance tracking sheet <br />When ontract is signed by both parties, distribute accordingly: <br />J 5; Contract Administrator File original contract, transmittalletter, routing sheet <br />Include in front of file thisflow chart /checklist along with a financial spr sheet <br />Purchasin /Cg/ RQ : Make a copy of the routing sheet:YELLOW for operati GREEN for ca ital. For <br />Yellow sheets, mark "Purchasing /CRO" on top right hand corner of routing in the pony to <br />Purchasing. Purchasing will make a record and then forwardthe contractto the CRO. or Green sheets, <br />I PWA will process— see back of this checklist fordetails. <br />Contractor. Mail one original contract with letter of transmittal (Lane Count�gets three copies) <br />Contract Manager copy of eaclr 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 />*SEE PAGE TWO FOR CAPITAL PROJECT PROCESS INSTRUCTIONS (GJN) <br />*PWA handles bot� capital $ and some grant $ *PWM /POS Financial Analyst handles some grant processes. <br />saved: P: \Finance &Admin\ CONTRACTS \FORMS\ Information& ProcesAcontract .process.checklisf <br />1. <br />