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Per Services Contract & IGA Chec st <br />This pink. sheet should beat the front of each contract to show status of!contract <br />ZOOS O Sao (. <br />G?Pd01� AMENDMENT # (Use a new checklist form for each contract & amendment) <br />Underline one Contract Types: Inte <br />ate rgovernmental Agreements <br />- �.--- k , Trade Seryiee7 <br />g j g �k <br />Contract Manager/ Project Manager's s Name <br />Record dates °on line below or mark N/A - ` <br />6 Determines funding availability or ou <br />g Y dOperating money 'j <br />Operating Acct. Codes: Ol(• — 0,0 /Z3'N' S,�S- X6 92°• d l7.V 5 ` 07 5 1 fa9e, <br />NOTE: if recelvin -a revenue write "revenue" In the Operatina Acct codes space <br />Works with Contract Administrator to develop contract using CONRAX, vendor's scope of work and'. <br />Public Works routing sheet. Contract Manager writes cover memo at tl' is time. <br />Work- with-Contract Administrator to review insurance requirements <br />E -mail or ives draft contract to Contract Administrator ator .for review <br />on any insurance <br />Works with Contract Administrator to obtain written or -mail HRRS approval <br />modifications <br />Contract Administrator's Name <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 (1Vlinimum 3 originals <br />ik Lane County, 5 copies) or sets up contract using vendor's proposal.' <br />o_Record contract amendment # (Al, A2, etc,) on the Contract - list- by- year�spreadsheet <br />Routes or a -mails completed contract to Project Manager for review 1 <br />After review by Project Manager, attaches insurance requirements and forwards all copies to <br />Contractor for signature with transmittal letter. Put copy of transmittal letter in file for <br />documentation. <br />After receiving receiving all originals and insurance requirements from contractor prepares contract routing <br />form. Cover memo REQUIRED for all POS contracts—i <br />Attac ' "sign here" stickers to contract and place in colored numbered /signature files and route to <br />Protect Manager,pivision Manager for initials /signature. Record location of routing folder on the <br />Red Number spreadsheet. *-2 <br />When file received back, if contract involves capital $ (will have Good Job.Number), see back page <br />of this checklist for routing instructions, otherwise, forward to ❑Public Works Director for signature <br />if contract or IGA is over $25,000. If contract is >$I00,000 or an IGA, forward to PW Director for <br />initials and have PWA forward to oCity Managers Office for signature. j <br />qZ Adds contract to the contract tracking.system'once signed by both parties. . <br />Prepare insurance requirements checklist - make copy of certificates and co { ntract pages for backup <br />V <br />�" <br />and forward onto HRRS (Cathy Joseph) � <br />(�G ^ ^Record insurance expiration dates on insurance tracking sheet <br />C #� I, <br />Wben contract is signed by both parties/Distribute accordingly: " <br />Contract Administrator: File original contract, transmittal letter yellow routing sheet. <br />Include in front of file this flow chart/checklist along with a financials readshlbet <br />Purchasing /CRO: Make a copy of the routing sheet: YELLOW for operating; GREEN for capital. <br />or Yellow, sheets, mark "Purchasing /CRO" on top right hand corner of routing sheet and send in the <br />p y to�Purchasin g Purchasin will make a record and then forward the con tract.to the CRO For <br />on . <br />o� I reen sheets, PWA will process — see back of this checklist for details, <br />Contractor: Mail one original contract with letter of transmittal (Lane County gets three copies) <br />Contract Manager:• copy of each- contract, routing sheet, and transmittal letter <br />PW Director Assistant: If contract was signed by Division Manager only, send copy of routing sheet" <br />and copy of cover memo if one was written. N <br />*SEE PAGE TWO FOR CAPITAL PROJECT PROCESS INSTRUCTIO)S (GJN) <br />*PWA handles both capital $ and some grant $. *PWM/POS Financial Analyst handles some grant processes. <br />saved: P:\ Finance& Admin \CONTRACTS\FORMS\Information& Process \contract.process.checklist <br />a <br />