New Search
a - Ca>ntract & IGA Che )Las <br />This pink should be at the rout of-e <br />ach contract to w slat o <br />f us f contract <br />Contract Ci ( . or Amendment # Z ` <br />(Use anew checklist form for each contract &. amendment) <br />Contract Type: GA OProf/Personal Services ❑Trade Service O STAlSTBlSTC ❑Revenue' O Other ' <br />Contr t Mana er/Pro�ect Manager's Name <br />g <br />1: Contract Manager works with Finance for RFB, RFP, RFQ(contracts >$5,0.00) <br />=Determines funding: o Capital Project GJN - .Acct Codes :' <br />o - Revenue EXOperating Funds:. Acct Codes: <br />3. ; Works with Contract Admin: to develop,contract using CONRAX vendor's scope of work and Public <br />Works routing sheet Request Contract Manager to write cover memo at this time <br />z <br />4 Work with Contract Admin. to review insurance requirements Modifications requ HRRSpre- approval. <br />E -mail or g ivesAraft contract to Contract Administrator for 'review . <br />6 Contract Administrator cbtains,written or e-mai1.HRRS approval on any,insurarice modifications <br />Contr t-Administratoes Name: Kris Aanderud <br />7 ; ; Issues contractnumber and name and sets up file with label <br />8 Record contractor amendment # (A l; A2, etc:) on the Contractlist by- year'spreadsheet <br />9 . Add contract to the contract tracking system' Record routing for each. transaction that folbws <br />10 Works with projectmanager to create contractusing CONRAX program (Minimum 3 originalsLarie <br />County 4 copies) or, sets up contract usin vedots proposal. g- n <br />, .. P P ' <br />:Reviews draft'contract for insurance requirements, funding source, rites, etc <br />°12. Routes or a -mails completed contract to Project Manager for review <br />13.' After review by Project Manager,prepares and attaches transmittal letter wlrnsur'ance4requiremenfs, adds . <br />gn here ":stickers to contract & - forwards all : copies , to Contractor for signature Put copy of transmittal , <br />latter in file for documentation'_ <br />14.,. Upon return of on inals from contractor re ares contract routin fo YELLOW or eratin GREEN <br />g P p g`. f. P g� . <br />for capital. Cover memo REQUIRED for a11, POS contracts ll contracts or Dennis's signature <br />15.' Place in red plastic numbered /signature n4 <br />route file Aroute to roiectManager, ivisiori Ma <br />, nagerfor <br />initialstsi ature. Record location f o routin ,6f older on the Red Numbers p - re'adsheet. <br />gn , <br />16 When file received back ' . <br />❑ if ent act is >$25 000 o capit <br />an IGA firward to Public. Work s Di rector for signature or <br />❑ if, contract is >$100,000 _or an IGA forward,toPW Dir for initials& PWA forward to <br />oCity Manager's Office for signature., Record location of routing folder on the Red Number spreadsheet <br />INSURANCE: <br />• . 17 Prepare insurance" requirements checklist make copy of certificates and contract'nes for backup and <br />forward orrto HRRS, Attn: Cathy Joseph. , <br />Record insuranceexpiration dates on insurance tracking sheet <br />lg < ` follow -up <br />DI . <br />DSTRIBUTION: When contract is signed :by both. parties: .., . <br />Contract Administrato File original contract, transmittal letter, routing sheet . <br />to <br />Include in front of file. this flow chart/cheeklist along with'a f nancial spreadsheet <br />2i.',' <br />' . Contractor Mail one original contractwith letter of transmittal (Lane County' gets tvo copies)' N <br />22. Purchasin 7CRO:.Make 3 copies of the routing. sheet: YELLOW for operating•; GREENfor capital <br />oroperating contracts ` sheets), mark " Purchasing" and "GRO" on -bottom ofrouting sheet 8c <br />send wl the pony. Purchasing willprocess & forward the.contractt' _the CR0 <br />❑ For capital projects (green), mark & send to PWA,: Theywill process (see bac ec rs details) - <br />23. Contract Manager Copy of contract, routing, sheet, & transmittal letter (or emai that &files at a fable) <br />24. PWIDirectorAssistan (Attn: Karen. Loy) If contract was,signed by Division Ma on y, send copy of <br />routing sheet and copy.ofcover memo if one was written. <br />*SEE PAGE TWO FOR CAPITAL PROJECT PROCESS INSTRUCTIONS (GJN) <br />*PWA handles both capital,$ and, some grant $ *PWMlPOS. Finaildial Analyst handles;some grant processes. <br />P: \CONTRACTS\FORMS\ Information& Process\ contract.process,checklist.doc: <br />