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PQ&al Services Contract & IGA Ch List,. <br />This pink sheet , ould be at the front of each contract to show status of contract <br />Contract F, y . or Amendment # (Use a new checklist form for each contract & amendment) <br />Contract Type: ❑Intergovernmental Agreement ❑Professional/Personal Services ❑Trade ServiceA Other <br />Contract A tanager/Project Manager's Name E-( f G <br />Determines funding availability❑GJ#? or ❑Operating money <br />Operating "Acct. Codes: V� <br />NOTE: Ifreceiving revenue write "revenue " in the Operating Acct. Codes space. <br />Works with Contract Administrator to develop contract using CONRAX, vendois scope of work and <br />Public Works routing sheet Request Contract Manager to write cover memo at this time <br />Work with Contract Administrator to review insurance requirements <br />E -mail or gives draft contract to Contract Administrator for review <br />Contract Administrator cbtains written or e-mail HRRS approval on any insurance modifications <br />Contract Administrator's Name: Kris Aanderud <br />Reviews draft contract for insurance requirements, funding source, dates, etc <br />Issues contract number and name and sets up Contract fileevith label <br />Works with project manager to create contract usingCONRAX program (Minimum 3 originals- Lane . <br />County, 5 copies) or sets up contract using vendols proposal. <br />O Record contract or amendment # (A I,A2, etc.) on the Contract-list-by-year spreadsheet. <br />Adds contract to the contract tracking system Record routing for each transaction that follows. <br />R outes or a -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 />Xfter reee ing all originals and insurance requirements fromcontractor prepares contract routing form: <br />YELLOW fir operating; GREEN for capital. Cover memo REQUIRED for all POS contracts <br />sign here" st!c lkers to contract and place in colored numbered /signature files and route to <br />Project Manager, EDivision Manager for initials/signature. Record locution routingfolder on the <br />� f L Red Number spreadsheet. 1 3 (� <br />Z P <br />I When file received back 10-7 � V ` <br />f contract involves capital IN with G s k page for routing instruction s �I <br />13 if contract is >$25,000 or an IGA, 6rward to Public Works Director forsignature, or <br />11 if contract is >$100,000 or an IGA, forward to irec r _ _i onward to <br />❑City Managers Office for signature. Record location of routingfolder on the Red Number spreadsheet. <br />Prepare insurance requirements checklst= make copy of certificates and contract pagesfor backup and <br />forward on to HRRS (Cathy Joseph) <br />v Record insurance expiration dates on insurance'tracking sheet <br />When co tr et is signed by both parties, distribute accordingly: <br />Contract Administrator File original contract, transmittal letter, routing sheet <br />Include in fr o e this flow chart /checklist along with a financial spreadsheet <br />Purchasin CRO: M ke a copy of the routing sheet:YELLOW for operating GREEN for capital. For <br />Yellow sh fPurchasing /CRO on top right hand corner of routing sheet and tnd in the pony to <br />Purchasing. Purchasing will make a record and then forwardthe contractto the CRO. For Green sheets' <br />PWA will process— see back of this checklist fordetails. <br />Contractor Mail one original contract.with letter of transmittal (Lane CountAets three copies), <br />Contract Manage r . copy of each.. contract, routing sheet, andtransmittal letter <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 handles both capital $ and some grant $ *PWM/POS Financial Analyst handles some grant processes. <br />saved: P:\ Finance &Admin\ CONTRACTS\ FORMS\ Information& Proces4contract .process.cltecklist <br />