New Search
This pink <br />CONTRACT OR AMENDMENT #. <br />Circle One: <br />Contract Types: Intergovernmental <br />Contract Manager/ Project Manag <br />Determines funding <br />Operating Acct. Co <br />If receiving revenu <br />Develops contract u <br />E -mail or gives draf <br />Obtains HRRS anni <br />Contract Administrator's Name_ <br />Record date below or Out check __J_ Reviews draft contr <br />_Issues contract num <br />it I Works with project <br />County, 5 copies) or <br />1 0/d Record contract or e <br />Routes or a -mails cc <br />After review by Pro <br />q , Contractor for signal <br />13� After receiving all e <br />contract routing fon <br />_Attach "sign here" <br />❑Project Manager, <br />folder on the ,routin <br />d Z When file received 1 <br />$25,000 or an IGA. <br />Send IGA or contrac <br />location of routing f( <br />If contract involves <br />_Adds contract to the <br />Prepare insurance re <br />Joseph) <br />Record insurance ex <br />When contract is signed by both <br />Record date completed on line b <br />Iriclude in front of <br />YELLOW for op <br />a record and then <br />process this portil <br />Z Contracto <br />Contract 1 <br />routing <br />ices Contract & IGA Chec T_ ist Form <br />at the front of each contract to status of contract i <br />4 - (Use a new checklist form for each contract & amendment) <br />;ements, Professional/Personal Services Trade Service <br />Name J e&O-AJOW C � tiSg <br />or ❑Operating $ . <br />don't need to fill out <br />ng conrax and vendor's scope of work and Public Works routing sheet <br />;ontract to Contract Administrator for review <br />val from Cathy Joseph on any insurance modifications <br />(g <br />on line... <br />r-- <br />ict for insurance requirements, funding source, dates, etc <br />p ier and name and sets up Contract file with label <br />manager to create contract using conrax program(Minimum 3 originals- Lai <br />( sets up contract using vendor's proposal <br />mendment # (A1,A2,etc.) on contract list by year spread sheet <br />Mpleted contract to Project Manager for review <br />lect Manager, attaches insurance requirements and forwards all copies to <br />ure with letter of transmittal. Put copy of transmittal in file for documentati <br />riginals and insurance requirements from contractor, prepares <br />n.(copy on bright green for capital or mellow yellow' for operating) <br />stickers to contract and place in colored numbered/signature files and route <br />DDivision Manager for initials /signature. Record routing location of routin <br />g folder tracking s read sheet in excel. <br />)ack, forward to'ublic Works Director for signature if contract is over <br />[f >$100,000 or an IGA, forward to PW Director for initials. <br />is >$100,000.00 to ❑City Managers Office for signature. Record routing <br />elder on the routing folder tracking spreadsheet in excel. . <br />capital $, see page two of flow chart for routing instructions. <br />contract tracking system once signed by both parties. <br />quirements checklist - make copy for backup and forward on to HRRS (Ca <br />dates on insurance tracking sheet <br />accordingly: <br />inistrator: File original contract, transmittal, routing sheet. <br />e this flow chart/checklist along with a financial spreadsheet <br />W: Write "Purchasing/CRO" on top right hand corner of routing sheet. <br />ng, GREEN for capital. Send in the pony to purchasing. Purchasing will <br />vard it in the pony to the CRO. If the contract has capital funding, PWA <br />f the routing. <br />ail one original contract with letter of transmittal (Lane County 3) <br />wer: copy of each- contract, routing sheet, and transmittal sheet <br />lssistant: If contract was signed by Division Manager only, send copy of <br />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 $. *PWM/POS Financial Analyst handles some grant <br />