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Perso !I. Services Contract & IGA Check t Form . <br />This pink sheet uld be at.the front of each contract'to s , status'of contracC <br />Wir TRACT OR AMEND S' G .301 <br />MENT # !�'"" (Use a new checklist form for each contract &amendment) <br />e O ne: , R� <br />Contract` Typesi Intergovernmental Agreements, Professional/Personal' :Services, Trade'Service <br />Contract Manager/ ProjeefManager's Name 006 O GtrK / 1�1C 1�tW Z41 <br />Determines funding availability ❑GJ #. or)Qperating $ ' <br />Operating Acct. Codes: �l f - b4 l tot 7-39 f' n�'is� 5 35 '= `�� Z (o t '7 3 % �?I �o `) <br />If receiving revenue don't need to fill out. <br />: <br />Develops contract using conrax and vendor's scope of work and t <br />E- mail'or gives draft contractlo Contract Administrator for review <br />Obtains IMS approval' from Cathy Joseph on any insurance `modifications <br />Contract Administrator's Name <br />Record date below or .put•check mark on line... <br />1�/A1 Reviews draft contract for insurance requirements, funding source, dates; etc <br />Issues contract- number and name'and sets up Contract file with label m <br />tC (3 _ 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 />la 3 1 _.R Record contract or amendment'# (AI,A2,etc.) on contract list by year spread sheet <br />e' le outes.gLr_- a s- eompleted contract to Project Managerifor review <br />After review by Pro j ect Manager, v' requirements and forwards all copies to , " <br />. g er, attachesinsurance re <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 contra prepares <br />contract routing form.'(copy on bright green' for capital or mellow yellow for operating) <br />Attach "sign here" stickers to contract and place in colored numberedlsignature files and route to <br />❑Project Manager, '0Division Manager for initials /signature. Record routing. location of routing <br />folder on the routing folder tracking spread sheet in excel. <br />When file received back, forward to OPublic Works Director for. signature if contract is over <br />$25,000 or an IGA. If 5:$1 00,000 or an IGA, forward to PW Director for initials.` <br />Send IGA or contracts. >$10,0,000.00 to []City Managers Office for signature. Record routing <br />location of routing. folder on the routing'folder tracking spread sheet in' excel. <br />u <br />If contract involves capital $, see page two of-flow chart 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 />, Record insurance expiration dates on insurance tracking sheet <br />When contract, is signed by both parties/Disiribute accordingly: <br />Record date completed on line below.. <br />Y/ <br />Contract Administrator: File original contract, transmittal; routing sheet.. <br />Include, in front of file this flow chart/checklist along with a financial spreadsheet <br />Purchasin CRO Write "PurchasinglCRO" on -top right hand.d6mer of routing sheet. <br />YELLOW for operating, GREEN for capital. Send in the pony to purchasing. Purchasing will make P <br />a record and then forward it in the pony to the CRO. If the contract has'.capital funding, PWA will <br />process.this portion of the routing. <br />40C AContractor Mail one original contract with letter of transmittal" (Lane County 3) <br />ZA7/ofContract Manager 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 $arid some grant $;. *PWMIPOS Financial Analyst Handles some grant processes. <br />' <br />