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P ` ,_ al Services Contract & IGA G <br />This pink shee ould be at the front of each contract to of contract <br />Contract ,2o0 -60"1 0 or Amendment # (D (Use a new checklist form for each contract & amendment) <br />Contract Type: ❑Intergovernmental Agreement ❑ Profess ional /Personal Services - ❑Trade Service ❑ Other <br />Contract Manager/Project Manager's Name <br />Determines funding availabilityoGJ #? or ❑Operating money <br />Operating Acct. Codes: <br />NOTE: ff receiving revenue write "revenue " in the Operating Acct. Codes space. <br />Works with Contract Administrator to develop contract using CONRAX, vend0s 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 />E -mail or gives draft contract to Contract Administrator for review <br />Contract Administrator cbtains written or e-mail HRRS approval on any insurance modifications <br />Contract Administrator'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 />County; 5 copies) or sets'up contract using vendois proposal. <br />Record 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 />It 5 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 />er re ing all originals and insurance requirements frorreontractor prepares contract routing form. <br />YELLO r operating; GREEN for capital. Cover memo REQUIRED for all POS contracts <br />2 Att 15 "sign here" stic *ers to contract and place in colored numbered /signature files and route to <br />roj ect Manager,bdDivision Managerfor initials/signature. Record location ofroutingfolder on the <br />Red Number spreadsheet. <br />When file received bath <br />❑ if contract involves capital $with GJN, see back page for routing instructions. <br />❑ ontract is >$25,000 or an IGA, firward to Public Works Director forsignature, or <br />ze'iff ntract is >$100,000 or an IGA, forward to PW Director for initials& PWA forward to- <br />Xity Managers Office for signature. Record location of routing folder on the Red Number spreadsheet. <br />Prepare insurance requirements checklit - make copyof certificates and contract pagesfor backup and <br />forward onto HRRS (Cathy Joseph) <br />Record insurance expiration dates on insurance tracking sheet <br />When con r ct is signed by both parties, distribute accordingly: <br />P Contract Administrator File original contract, transmittal letter, routing sheet <br />Include in fr o e this,�low chart /checklist along with a financial spreadsheet . <br />CRO: ke a copy of the routing sheet:YELLOW for operating GREEN for capital. For <br />Yellow sh e "Purchasing /CRO" on top right hand corner of routing sheet and s nd in the pony to <br />Purchasing. Purchasing will make a record and then forwardthe contractto the CRO. For Green sheets, <br />PWA will process- see back of this checklist fordetails. <br />3 Contractor Mail one original contract with letter of transmittal (Lane CountZets three copies) <br />1 Contract Manage copy of each 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 (G.IN) <br />*PWA handles both capital $ and some grant $ *PWM /POS Financial Analyst handles some grant processes. <br />saved: P:\ Finance &Admin \CONTRACTS \FORMS\ In form ation &Proces�contract.process. checklist <br />