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Contract & Check List
<br />This'pink sheet should begat the front; of each.contract to show status of contract .
<br />Contract --- )C'X� n or.Amendment # '_ (Use new•checklist form for each contract& amendment)
<br />Contract Type: 0 IGA `❑ Prof/Personal Services .❑ Trade Service 4STA STI3 TC' ,,'❑ Revenue ❑Other .
<br />° Contract Man Cont� t Mana works with Financee fo � �Q (�
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<br />g r ` , 13, RFP ;'RF contracts >$5,000) .
<br />2 Determines funding ❑ CapitaiProject'GJN Acct Code
<br />,Revenue ❑Operating Funds Add Code!
<br />3 Works with Contract Admin. to'develop contract.using CONRAX, vendor 's`scope of work and
<br />Public Works
<br />routing sheet. I Request Contract Manager to write cover.memo at this time.
<br />4 E -mail orgives d' ft.contract to Contract Administrator forreview., Also see Insurance - section below!
<br />Cont r c Administrator s'Name: Kris Aan d
<br />deru .
<br />66 Issues contract number and name and sets up Contract, file with label.;
<br />61 ZZ Add contract to the ont act tra kin (A
<br />s stem c7 cord routing for each tr �) °on the'Coritract list- by- year_spreadshe
<br />7.
<br />g y Re saction that follows:
<br />8. Works with ro'ect manager to create contract usm CONRAX program Minimum 3 originals -Lane Coun ty
<br />I?. J g g. , P g ( -'
<br />� K ies)'or sets up contract using vendor's proposal
<br />9 viws draft contract for insurance requirements, funding source, dates,4etc.
<br />.` Y Project g, prepares ' attachese , n
<br />10.. Routes or - e -mails com leted contract.to Project Mana
<br />1 L After review b Pro Mana er _re ares and . r forreview. 'transmittal.letter w/ insurance requirements, adds
<br />"sign here!' stickers to contract & forwards all �copids.to Contractor for signature. Put copy of transmittal letter
<br />in, file,for'documentation.'
<br />` 12. Upon return of originals from: contractor `prepar`es contract routing form. Coyer memo REQUIRED for alT
<br />POS contracts &; I- contracts for' Kurt or Denriis's signature.,:
<br />❑ YELLOW , for operating; 0 GREEN for capital...',
<br />13 Place in red plastic numbered/siginature file &record on the Red Number spreadsheet
<br />0ProJectManager (Initials);, ❑Division Manager( Initials or. Signature),"
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<br />Vii en;file received back, forward as required (without red folder) firstto Karen.Loy, PW- Admin.
<br />❑; if contract involves capital $ with" GJN, see back; page for routing instructions..
<br />❑' if contract is >$25,000`or an IGA, forward to Public: Works Director for signature, or
<br />01 if contracHs >$100,000 or an'.IGA, for initials & PWAJforwards, 'o
<br />❑ City Man
<br />dg Office.for signature. Recor6location of routing folder on -the Red Number's'
<br />umber spreadsheet:
<br />15 SURANCE Work with Contract Admin to review insurane requirements. Modafications requir
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<br />e HRRS p re- approval.
<br />16; Contract Administrator obtains written or a -mail HRRS approval on.any insurance modifications
<br />17. s Prepare insurance requirements checklist= make copy of certificates and contract ages =fo'r.,backup.and
<br />forward to.IIRRS; Cathy Joseph; for approval
<br />18, .Record insurance expiration dates on insurance tracking sheet.:
<br />19. -Other follow -up;
<br />20. " Contract Administrator: Fined b both parti .
<br />DIS; RIB TION: When contract is si
<br />File: original contract,_,trarismittal letter, routing sheet
<br />Include it! front of.file this flow chart/checklistjalong with a financial spreadsheet
<br />Contractor: Mail one originalcontractwith letter of transmittal,(Lane`County gets two °copies)
<br />-22: — Pur a`sing/CRO: Make 3 copies of the routing'sheet:..YELLO GREEN for capital.
<br />or operating' contracts (yellow sheets), mar d "CRO" on b om, of routing sheet & send r
<br />w/ original.contract in the pony. Purchasing will process & foi ct to the CRO
<br />❑.For capital projects (green), mark & send to;PWA..They will process (see;backof checklist for details.)
<br />23, Contract Managei:,Copy of contract routing sheet, &=transmittal letter (or email .thatE- files "are available)`
<br />24' PW "Director Assistant: (Attn:, Karen Loy) If'contract was "signedby Division Manager only, send copy of
<br />} routing sheet and copy of cover: memo if one was written
<br />*SEE PAGE TWO FOR CAPITAL PROJECT PROCESS INSTRUCTIONS
<br />- handles both,capital $ and` °some grant $. *PWM/POS Financial Analyst•handles.soine grant processes., .
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