New Search
f Penal Services. Contract & IGA CI List " <br />'This pink sheet should be at the front of each contract to show status contract <br />Contract I C;f-� �p - C�`JZ or Amendment # (Use a new checklist form for each contract & .amendmeizt) ' <br />contract Type,Xntergovernmentai Agreement ❑Professional /Personal Services OTrade Service .0 Otlier <br />Contract Ma <br />na er/Pro'ect Mana er s Name c d > <br />g J g <br />I. Determines funding avai labilityoGJ #? �— or ❑:Operating money <br />�! Operating Acct.. Codes: <br />/ <br />NOTE. IfreceivinQrevenue write "revenue'' in the O�eratinr? Acct Codes space <br />9. E Works with Contract Administrator to develop contract using CONRA•X, vendA scope of work <br />I� Public Works routing sheet Request Contract Manager to write cover,memo atahis time <br />i Work with Contract Administrator to review insurance requirements <br />E -mail or gives draft contract to Contract'Adm inistrator for review <br />Contract Administrator obtains written or e -mail HRRS "approval on any insurance modifications <br />Contract,Administratoies Name: Kris Aanderud <br />k Reviews` draft contract for insurance requirements, funding source, dates, etc, <br />Issues contract number and name and sets up Contract fileWith label <br />Works with project manager to create contract usingCONRAX program (Minimum 3 originals- Lane <br />it County, 5 copies) or sets up contract using vendols proposal. <br />Record contract or amendment# (A 1,A2, etc.) on the Contract list -by -year spreadsheet <br />R <br />Adds contract to the contract tracking system Record routing for.each transaction that follows. <br />outes or e -mails completed contract to Project Manager.for review <br />After review by Project Manager, attaches insurance rquirements and forwards all copies toContractor <br />_ for signature with transmittalletter. Put copy of transmittal letter in file for documentation. <br />l5 er.re all originals and insurance requirements frorrcontractor prepares contract routing "form. <br />YELLOW for erating ;.GREEN for capital. Cover - memo REQUIRED for all POS contracts <br />I . re ".sticks! to contract and place in.colored numbered /signature files and route to <br />r oject Manager, zivision Manager for initial'sisignature. Record location, of routingfolder on the <br />4 Red Number spreadsheet,. <br />l When file received, back <br />i; o f contract involves capital $with GJN, see back page for routing instruction.' <br />i 'o if, contract is >$25,000 or an iGA, firward to Public Works Director forsignature, or' <br />ntract "is >$100,000 or an IGA, forward to,PW Director for initials& PWA forwardto" <br />iva <br />City Managers. Office for signature. ecord location o routing folder on the Red Number spreadsheet. _ <br />Prepare insurance requirements checklst - make copy of certificates and contract pagesfor backup and <br />I; forward on to HRRS (Cathy Joseph) <br />„ <br />Record insurance expiration dates on insurance. tracking sheet <br />'When:contract is signed by both parties distribute accordingly: <br />l !I Contract Administrator File original contract, transmittal letter, routing sheet = <br />Include in front of file this flow chart /checklist along with a financial spreadsheet <br />02 Purchasin /g CRO Make a copy of the routing sheet:YELLOW for operating GREEN for capital. For <br />Perchas ge Purchasing ' right e Fo : Gr the pony to; <br />' g Green sheet <br />S, <br />s, will makea reecord and then , <br />forwardthe ont actto the CRO <br />PWA will process — see back of this checklist fordetails. <br />tv tom, Contractor Mail one original contract with letter `of transmittal (Lane Count�g&s three copies) <br />Contract Manage copy of each contract, rou andtransmittalletteC . <br />PW Director Assistant: If contract was signedby.Division Manager only, send copy of routing sheet and <br />copy of cover memo if one was written. <br />*SEE PAGE TWO FOR CAPITAL PROJECT PROCESS INSTRUCTIONS (GJN) <br />*PWA both capital $ and some grant $ *PWM /POS Financial Analyst handles some grant processes. <br />_ <br />saved: P: \Finan ice &Admin \CONTRACTS \FORMS\ Information& Process ,contract.process.cliecklist <br />