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Pers .- Al r Services Contract -& IGA Chec ►' Form <br />This pink sheswould be at the front pf each contract to status of contract <br />CONTRACT OR AMENDMENT # (Use a new checklist form for each 1contract &amendment) <br />Circle-One: <br />Contractlypes: Intergovernmental Agreements, Professional/Personal Services, Trade. Service . <br />,. Contract Manager /.Project Manager's. Name _rte <br />Determines funding availability, DGJ #? or DOperating <br />Operating Acct..Codes: <br />{ <br />If receiving revenue don't need to fill out ' <br />Develops contract using conrax 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 HRRS approval, from Cathy Joseph on any •insurance.modifications . <br />Contract Administrator's Name <br />kecor& date below or Out check mark on line... <br />j <br />Reviews draft contract for insurance requirements; funding,source, 'dates, etc <br />Issues contract number and'name_ and Sets. tip. Contract, file with label <br />Works with to create contract using conrax program(Minimum 3 originals -'Lane <br />County; 5 copies) or sets up contract using vendor's proposal <br />a Record, contract or amendment #. (A1,A2,etc.) on contract list by year spread sheet <br />Routes or a -mails completed contract to Project;Manager for review , <br />After review. by Project Manager, attaches insurance requirements and forwards all copies to <br />Contractor for signature with letter of transmittal. Put copy, of trarismittal in file, for documentation. . <br />After receiving all originals and insurance requirements from contractor, prepares <br />contract routing form.(copy on,bright green for capital or mellow yellow for operating) <br />Attach "sign here" stickers to contract andplace' in colored numbered/signature files and route to <br />OProject Manager, ODivision Manager for initials /signature. Record,routing location of routing <br />folder on the "routing folder tracking spread sheet, in excel. <br />When file received back, .forward to OPublic Works Director for signature if contract is over <br />$25,000 or an,IGA. , If >$ 100,000 or an IGA, ,forward to PW Director, for initials: <br />Send IGA or contracts >$100,000' 0 to ❑City Managers Office for signature:, Record routing <br />aocation of routing folder on the routing folder tracking spreadsheet in-excel' <br />If contract involves capital $, see . page two of flow chart for routing insiruction& <br />Adds contract to the contract,tracking system -once, signed' by -both parties: , <br />Prepare insurance requirements. checklist- make :copy for :backup and forward ori'to" HRRS (Cathy - <br />Joseph <br />Record insurance expiration dates on insurance tracking sheet <br />When out is signed -by both'-parties/Distribute accordingly. ' <br />Record date complet d- on line below.. _ <br />A/MC ohtrac Administrator: File original contract, transmittal; , routing sheet. <br />fricGcfe in front of file this flow chart/checklist along with a financial spreadsheet <br />i urchasi /CRO Write "Purchasink /CRO" on, top right hand corner; of routing. sheet. <br />:.. YE LOW for operating, :GREEN for capital. Send in the pony. to .purchasing. Purchasing -will make,,* <br />a "record and then - forward itin the:ponyto the CRO. If the contract has capital funding, PWA will <br />pro es this portion. of the routing: <br />Y % . i. ..SContractor: Mail one original contract With letter of transmittal (Lane County 3) <br />ontractManager: copy of each- contract, routing sheet, and transmittal sheet <br />PW Director Assistant: If contract was signed by Division Manager only, send copy of <br />routing sheet and copy of cover memo if one was written: <br />*SEEPAGE TWO FOR CAPITAL PROJECT PROCESS INSTRUCTIONS.(GJN) <br />*PWA handles both capital $ and some grant $. *PW ,/POS Financial Analyst handles some grant processes. <br />