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- Persa-g.i Services Contract& IGA Check lL ist`Form <br />This pink she . ould be at the front of. each contract to status of contract <br />- - 2dd�r <br />CONTRACT OR AMENDMENT # S (Use a new checklist form for each contract & amendment) <br />Circle One: <br />Contract Type . tergovernment Agreements, rofessionaVPersonal Services, Trade Service <br />Contract Manager/ Project Manager's Name Jt�y4) C7,�Q` <br />Determines funding' availability ❑GJ #? or ❑Operating $ <br />Operating-Acct. Codes: <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 />Record date below or put check mark on line... <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 using conrax program(Minimum 3 originals- Lane <br />County, 5 copies) or sets up contract using vendor's proposal <br />�q 6cord contract or amendment # (AI,A2,,etc.) on contract list by year spread sheet <br />0Routes or a -mails completed. contract to Project Manager for review <br />S <br />C aS 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 />`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 />- <br />_/ /Attach "sign here" stickers to contract and place in colored numbered/signature files and route to <br />roject Manager, R(Division Manager for' initials /signature, Record routing location ofrouting _ . <br />�� 'folder on the routing folder tracking. spread sheet in excel. <br />'0 W en file received. back,; forward to Oublic Works Director - <br />f >$100,000 or an IGA forward.to PW Director for initials. <br />Send IGA or contracts >$100,000.00 to Otity Managers Office for signature. Record routing <br />:- location of routing folder on the routing folder tracking spread sheet in excel: <br />/ contract involves capital $, see page two of flowchart for routing instructions. <br />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 />/V�A Record- insurance expiration dates on insurance tracking sheet <br />When contract is signed by both parties/Distribute accordingly: <br />Record date completed on line below.. <br />Contract Administrator: File original contract, transmittal, routing sheet. <br />' Include in front of file this flow chart/checklist along with a.financial spreadsheet o <br />Purchasin CRO Write "Purchasing /CRO" on top right hand corner of routing sheet. <br />YELLOW for operating, GREEN for capital. Send in the pony.to purchasing. Purchasing will make <br />a record and then it in the -pony to the CRO - Af the contract has capital funding, PWA will <br />process this portion of the.routing. <br />Contractor: Mail one original contract with letter of transmittal (Lane,County 3) <br />Contract Manauer 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 />*SEE PAGE TWO FOR CAPITAL PROJECT PROCESS INSTRUCTIONS (GJN) <br />*PWA handles both capital $ and.some grant $. *PVR"OS Financial Analyst handles some grant processes. <br />