New Search
Perso Services Contract & IGA Check, rst Form <br />This ink sheet` _ uld, be `at the ront o each _contract to s <br />p f f status of contract <br />CONTRACT OR AMENDMENT # 21005 - - OS40C - (Use a new checklist form for each contract & amendment <br />Circ a ner <br />Contract Types: Intergovernmental Agreements, Professional/Personal Services, Trade Service <br />ContractM ages/ Project Manager's Name r t G w CA X g <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 Ad inistrator's Name <br />Record, date below or Out check mark on line:.. <br />Reviews- draft contract for insurance requirements, funding source; dates, etc <br />q g <br />ssues 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 />ounty, 5 copies) or sets up contract using vendor's proposal <br />ecord contractor amendment # (AI,A2,etc.) on contract list by year spreadsheet <br />Routes or a -mails completed contract to Project Manager for review <br />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 />Attach "sign here" stickers to contract and place in colored numbered/signature files and route to <br />' ❑Project Manager, ❑Division Manager for .initials /signature: Record routing. location of routing <br />folder on the routing folder tracking spread sheet,in excel. <br />�) /A When file received bck, forward to ❑Public Works Director for signature if contract is over <br />$25,000, or an IGA If >$100,000 or an -IGA, forward to PW Director for initials. <br />Send IGA or contracts >$1.00,000.00 to ❑City Managers Office for signature. Record routing <br />location of routing. folder on the routing folder tracking spread sheet inexcel.: <br />f contract involves. capital $, see page two of flow chart for routing instructions. <br />-� oS dds contract to the contract tracking system once signed by both parties. - <br />Prepare insurance requirements checklist - make copy for backup and forward on to HRRS (Cathy <br />Joseph) <br />Record insurance expiration dates on�insurance tracking sheet <br />When contract is signed' by both parties/Distribute 1 accordin <br />gy <br />Record date co P /�� ContractAdministrator: File original contract, on line below., <br />transmittal, routing sheet. <br />Include "in front of file this flow chart/checklist along with a financial spreadsheet <br />/ <br />Z pfPurch g CRO Write "Purchasing /CRO" on top right hand corner of routing sheet. <br />YELLOW for operating, GREEN for capital: Send in the pony to purchasing. Purchasing will make ' <br />a record and then forward' it in the pony to the CRO. If the contract, has capital funding, PWA will _ <br />process this portion of the routing. <br />Qontractor: Mail one original contract with letter of transmittal (Lane County 3) , <br />pY <br />SContract Mang er: co of each - contract, routin g sheet, and transmittal sheet . <br />n/A PW Director Assistant: If contract was signed by Division Manager only, send copy of <br />routing sheet and copy of cover memo if one was written. <br />*SEE PAGE TWO FOR CAPITAL PROJECT PROCESS INSTRUCTIONS (GJN) <br />*PWA handles both capital,$ and some grant $. *P- WM /POS Financial Analyst handles some grant processes. <br />p <br />