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Personal SA nt ract -& IGA Flow Ctiart ist Form <br />This pink sheet should be at the front of each _contract, to show status of contract <br />CONTRACT OR :AMENDMENT, # ZLbq 0b2I &_ (Use a new`.cheeklist )orm for each contract & amendment).' <br />' 'Circle One <br />'Contract Types: lntergovernmental'Agreements, Professional/Personnal Services Contracts <br />Contract Manager /.Project Manager - -�� <br />Determines funding availability ❑GJ #? or ❑Operatmg <br />- �� Develop`s'eontract using contract request; form /worksheets'or - <br />E-mail or.gives draft contract to Contract Administrator for review <br />--- Obtains HRRS approval from Cathy Joseph .on any> insurance- modifications <br />p <br />Eng►neerftit Contract Administrator SJ sd, <br />V Reviews draft contract for-insurance requirements, funding source, - dates, F etc <br />Issues. contract number and name and sets up�Contract file with,label ` <br />Develops,6 ontract for review /signature using CQNRAX` (Minimum`3 originals- Lane County, 5. <br />_R pies) "or - sets up contract using' vendor's'proposal <br />ecord contract or amendment on contract list by year =Excel spreadsheet, <br />(Q Support/ Persery %ContlstlContracts- byYear.xls) <br />Routes or a =mails completed contract to. Project Manager :for review <br />After,revie-w by Project Manager, attaches insurance requirements and forwards all copies to <br />Contractor, for signature with letter .of transmittal. Put copy of transniittal in file for documentation. , <br />= After receiving all originals and_insurance requirements fxom contractor,.prepare yellow <br />contract routing form <br />_Attach• "sign here" stickers to`contract and place in °purple, numbered/signature.files and route'to <br />Engin <br />rC t Nlanager,%1?KiCity <br />eer for ` initials Recordxouting locarion,of routing on the <br />.. . <br />routing folder tracking 'spread sheet in , excel <br />P;_ When file received back, forward t4gf ub ic, Works Director, for signature if contract is <br />$99,999.99'o "r If >$100;000 or. an `IGA; forward to PW.Director for initials ' <br />Send IGA or, - contracts >$100;000 -.00 to,�Ttity 1Vlaiiagers.Office for Record routing <br />location of routing,folder on. the routing folder tracking,' spreadsheet in excel.';. <br />f contract'involves ca ital $, see"' a e two i ow chart for routing instructions. <br />' ' , � ku both, <br />and forward onto <br />u �3 'Adds contract to the.coiitract trackiti system once si ed b <br />� Prepare�msurance.requirements checklist,-' make�copyfor bac , p HRRS.(Cathy <br />Joseph). ;. <br />Record insurance expiration dates on insurance tracking, spreadsheet on excel <br />When contract is signed b both patties/Distribute accordin to 1 <br />♦ ' ` Y ., .. '. <br />.Contract Administrator : File ori contract, , ansmittal, Yellow routing sheet. <br />Include in front of file this flow chart /checklist along with financial'spreadsheet <br />�D� P.urchasirig/CRO (forwarded by Admin Aide III for operating or P,W for'capital) <br />original contract and original yellow routing sheet - <br />' 'Eont ractor: , Mail' one original contract with letter of transmittal (Lane County 3) <br />ontr ct Manager copy „ of each- contract, routing sheet,,and . transmittal sheet <br />¢— <br />VV WALIO <br />*SEE PAGE TWO FOR CAPITAL °PROJECT PROCESS INSTRUCTIONS (GJN) <br />*PWA-handles both capital:$ and grant.$ <br />, <br />paged of 2 <br />. , <br />r <br />- , „ <br />