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Personae vices Contract & IGA Check ISP <br />This pink sheet should be a( the front of each contract to show status contract <br />i <br />CONTRACT OR AMENDMENT # ?-4P —05'13d (Use a new checklist form far each contract & amendment) <br />Circle One. contract Types: Intergovernmental Agreements, Professional/Personal Services, Trade Service <br />Contract Manager/ Project Managees Name ... - ,, Al,, A,06; <br />Determines funding availability❑GJ #? or ❑Operating $ <br />Operating Acct. Codes: <br />If'receiving revenue darn need to fill out <br />Develops contract usingCONR.AX and vendor's scope of work and Public Works routing sheet <br />E -mail or gives draft contract to Contract Administrator for review <br />Obtains FMS approval from Cathy Joseph on any insurance modifications <br />Contract Administrator's Name �✓.�/✓ <br />Record date, below ;or put check mark on line. 4' <br />Reviews draft contract for insurance requirements, funding source, dates, etc <br />Issues contract number and name and sets up Contract file with label <br />Works with project manager to create contract usingCONRAX (Minimum 3 originals Lana County, <br />5 copies) or sets up contract using'vendots proposal <br />Record contract oramendment # (Al, A2, etc.) on contract. list by year sprea&sheet <br />Routes or e•mails completed contract to Project Manager for review <br />,n After review by Project Manager, attaches insurance requirements and forwards all copies to <br />Contractor for signature with letter of transmittal. Put copy of transmittal in file for documentation. <br />5l After receiving all originals and insurance requirements from contractor, prepares contract routing <br />form (copy on bright green for capital or mellow yellow fonperating) <br />Attach "sign here" stickers to contract and place in colored numbered/signature files and route to <br />oProject Manager/ ❑Section Manager/ aDivision Manager for initials /signature. Record routing <br />location of routing folder on the ioutingfolder tracking spread sheet in Excel <br />When file received back, forward to ❑Public Works Director for signature contract is over <br />$25;000 or an IGA. If >$100,000 or an IGA, forward to' PW Director for initials Send IGA or. <br />contracts >$100,000.00 to ❑City Managers Office for signature. Record routing location of routing <br />folder on the routing folder tracking spread sheet inExcel <br />If contract involves capital $, seepage two ofJlow chart far routing instructions <br />D Adds contract to the contract tracking system once signed by both parties <br />Prepare insurance requirements checklist make copy for backup and forward on to'HRRS (Cathy <br />Joseph). <br />Record insurance expiration dates on insurance tracking sheet r <br />l <br />When, contract is signed by both parties/Distribute accordingly: A' <br />Record date completed on line below.. <br />ontract Administrator: File original contract, transmittal, routing sheet. in front of <br />file this flow chart/checklist along with a financial spreadsheet <br />y / WPurchasing /CRO: Write "Purchasing/CR(Y' on top right'hand corner of routing sheet. <br />YELLOW for operating, GREEN for capital. Sendthe original contract or amendment and <br />,routing sheet in the pony to Purchasing. Purchasing will make a record and .then forward 6 in <br />the pony to the CRO. If the contract has capital funding, PWA will process this portion 'of the <br />routing. <br />okontractor: Mail one original contract with letter of transmittal (Lane County 3) <br />Contract Manager, copy of each- contract, routing sheet, ' and letter of transin ittal <br />PW Director Assistant: If contract was signed by Division Manager only, send copy of <br />routing sheet and copy ofcover memo if one was written <br />*SEE PAGE TWO FOR CAPITAL PROJECT PROCESS INSTRUCTIONS (GJN) <br />*PWA handles both capital $ and some grant $ *PWM/POS Financial Analyst handles some grant processes. <br />Updated 1/26/2005 saved: P; \Office Work\ CONTRACTS \forms \pink checklist. 'd <br />