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� <br />Pers Services Contract & IGA Chec�i <br />This pink sheet should beat the front of each contract to show status of contract <br />7 <br />CONTRACT OR AMENDMENT # ZtaGS"- o( Use a new checklist form for each contract & amendment) <br />Underline one Contract Types; , <br />10 0 <br />Contract Manager/ Vroj ect Manager's Name <br />Record dates on line below or mark <br />Determines funding availability <br />Acct. Codes: ~ Ty p g Y <br />li ❑GJ #? or eratin mone <br />Works with Contract Administrator to develop contract using CONRAX, vendor's scope of work and <br />Public Works routing sheet. Contract Manager writes cover memo at this time. <br />Work with Contract Administrator to review insurance requirements <br />E - snail or gives draft contract to Contract Administrator for review.. <br />Works with Contract Administrator to obtain written or e -mail HRRS approval on any insurance <br />modifications <br />h <br />+ Contract Administrator's Name 44 SyS5,I8ft✓ <br />Reviews draft contract for insurance requirements, funding source, dates, etc <br />q g. <br />Issues contract number and name and sets up Contract file with label <br />Works with project manager to create contract using CONRAX program (Minimum 3 original's - <br />Lane County, 5 copies) or sets up contract using vendor's proposal. <br />Record contract or amendment # (Al, A2, etc.) on the Contract- list- by- yearnspreadsheet <br />Routes or a -mails completed contract to Project Manager for review <br />After review by Project Manager, attaches insurance requirements and forty <br />ards all copies to <br />Contractor for signature with transmittal letter. Put copy of transmittal letter in file for <br />doc' mentation. <br />After receiving ll originals and insurance requirements urements from contractor re <br />g q ' p pares contract routing <br />form: Cover memo REQUIRED for all POS contracts <br />J Attach "sign here" stickers to contract and place in colored numbered /signature files and route to <br />oProject Manager, oDivision Manager for initials /signature. Record location of routing folder on the <br />Red Number spreadsheet. r <br />s 2S When file received back, if contract involves capital $ (will have ood Job,, Number), see back page <br />of this checklist for routing instructions, otherwise forward to WPublic Works Director for signature <br />if contract or IGA is `over $25,000. If contract is >$100,000 or an IGA- forward to PW Director for <br />initia s and have PWA forward to aCity Managers Office for signature. n <br />Add § contract to the contract tracking system once signed by both parties. <br />Prepare insurance requirements checklist - make copy of certificates and contract pages for backup <br />and, forward on to HRRS (Cathy Joseph) <br />Record insurance expiration dates on insurance tracking sheet s <br />When contract is signed by both parties/Distribute accordingly: <br />I T&, Contract Administrator: File original contract, transmittal letter, yellow routing sheet. <br />1MV— Purciiasing/CRO: Make a copy of the routing sheet: YELLOW for operating; GREEN for capital. <br />For Yellow sheets, mark "Purchasing/CRO" on top right hand corner of routing sheet and send in the <br />pony to Purchasing. Purchasing will make a record and then forward the contract to the CRO. For <br />sheets, Greet <br />S Cont one on g h inal contract w letter of transmittal Lane County gets three copies) <br />-- Contact Manager: co of each- contract, routing sheet, and transmittal lett er <br />PW Director Assistant If contract was signed by Division Manager only, send copy of routing sheet <br />and copy of cover memo if one was written. a <br />*SEE PAGE TWO FOR CAPITAL PROJECT PROCESS INSTRUCTIONS (GJN) <br />*PWA handles both capital $ and some grant $. *PWMfPOS Financial Analyst handles some grant processes. <br />saved: P: Finance& Admin \CONTRACTS\FORMS\Infonnation& Process \contract.process.checklist <br />