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i <br />Pe al Services Contract & IGA CA , <br />' This pink shee1 'j uld be at the front of each contract to show status "of contract <br />i <br />Contract 065 _n5�1 or Amendment # (Use a new checklist form for each contract & amendment) <br />i' <br />Contract Type: ❑Intergovernmental Agreement ❑Professional /Personal Services C] Trade Service ❑ Other <br />Contract N anager/Project Manages Nam (--� <br />Determines funding E vailabilityoGJ #? e or ❑Operating money <br />Operating Acct. Codes: <br />Works with Contract Administrator to develop' contract usin CONRAX s <br />P S P <br />I p g cope of work and <br />Public Works routing sheet RequestContractManagerto write cover meno.atthis time <br />E -mail or gives draft contract to Contract Administrator ranee requirements <br />Work with Contract Administrator to review ins <br />U :. <br />for revie <br />obtains w <br />Contract Administrator written or e-mail HRRS approval on any insurance modifications <br />ContractA ministratoes Name: Kris Aanderud <br />Reviews draft contract for insurance requirements, funding source, dates, etc <br />Issues contract o� <br />— Works with project r m to create contract s ngCONRAX program ( <br />Minimum 3 originals -Lane <br />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 />Adds_contract to the contract tracking system.Record routing for each transaction that follows 11 Rout ore.- b ils' mpleted contract to "Project,Manage'r for review <br />After { <br />y Project Manager, attaches insurance rquirements and.forwards a] l.copies toContractor, <br />for signature with _transmittalletter. Put copy of transmittal letter in file for! documentation' <br />After receiving all originals and insurance requirements froncontractor prepares contract routing form. <br />YELLOW for operating; .GREEN for capital. Cover memo REQUIRED for all POS contracts <br />Attach ",sign here" stickers to contract and place in colored numbered /sign files and route to <br />❑Project. Manager ❑Division Manager for initials/signature. Record location of routing folder on the <br />Red Number spreadsheet. s <br />When file received back <br />if contract involves (capital $with GJN, see back'page for routing instruc`tiom.' <br />❑ if contract is >$25,000 or an iGA, brward to Public Works Director forsignature, or <br />! o if contract is_ >$100,000 or an IGA, forward-to PW Director for initials&TWA forward to I. <br />❑ <br />n C Managers Office for signature. Record location of routing folder onthe Red Number�,spreadsheet. <br />Prepare insurance requirements check iit- -make copy ofcertificates.and cc'ntract.pagesforbackup and <br />forward, on to HRRS {Cathy Joseph) <br />Record insurance expiration dates on insurance tracking sheet .p <br />; ,'When co rac is "signed by both pa s ties, distribute accordingly: <br />Z J t ; ContractAdministrator . File original contract, transmittal letter, . routing sheet " <br />Include in fr o �this,�low chart /checklist along with a financial' spreadsheet <br />�t Purchasin / R <br />e 0: M e copy of the routing sheet:YELLOW for operating GREEN -for capital. For <br />Yellow A k "Purchasing /CRO" on top right hand corner of routing; sheet and rnd in the pony to <br />Purchasing: Purchasm�g will make a record and then forwardkhe contract to the CRO: For Green sheets <br />PWA will process= see back of this checklist fordetails. ; <br />(2 (, Contractor Mail one or contract with letter of transmittal (Lane Countagets three copies) 1 <br />Contract Manager copy of each- contract, routing sheet, andtransmittal letter <br />i <br />PW Director Assistant: If contract�was signedby Division Manager only, send cop '. of routing sheet and <br />copy of cover. memo if one was written. k <br />*SEE PAGE TWO FOR CAPITAL PROJECT PROCESS INSTRUCTIONS (GJN) <br />*PWA handles both ca' '$ and som grant $ *PWM /POS Financial Analyst handles ;`some gran t.processes:' . <br />" <br />, <br />saved: P: \Finance &Admin \CONTRACTS\ FORMS\ Information &Process,contract.process c <br />hecklist <br />