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Pen & Services Contract & IGA Chec 'st <br />This pink sheet should be at the front of each contract to show s atus of contract <br />CONTRACT OR AMENDMENT # 2W4-03P2y (Use a new checklist form for each contract & amendment) <br />Underline one: Contract Types: T ce a- 4aja! ___m MOMS, P%fessi I-. RE~V~ - G44 q nrGR <br />Contract Manager/ Project Manager's Name . lC6LSA* <br />Record dates on line below or mark "N/A": <br />Determines funding availability ❑GJ#? or Aperating money <br />Operating Acct. Codes: /2-1w3 - 6/2 <br />Works with Contract Administrator to develop contract using CONRAX, vendor's scope of work and <br />Public Works routing sheet, Contract Manager writes 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 />Works with Contract Administrator to obtain written or e-mail HRRS approval on any, insurance <br />modifications / <br />Contract Administrator's Name IV- S"I>„f S"Al-41-1 <br />Reviews draft contract for insurance requirements, funding source, dates, etc <br />Issues 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 <br />Lane County, 5 copies) or sets up contract using vendor's proposal. <br />Record contract or amendment# (A1, A2, etc.) on the 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 contract routing <br />form. Cover memo REQUIRED for all POS contracts <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 location of routing folder on the <br />Red Number spreadsheet. <br />When file received back, if contract involves capital $ (will have Good Job Number); see back page <br />of this checklist for routing instructions, otherwise forward to oPublic Works Director for signature <br />if contract or IGA is over $25,000. If contract is >$100,000 or an IGA, forward to PW Director for <br />initials and have PWA forward to []City Managers Office for signature. <br />Adds contract to the contract tracking system once signed by both parties. <br />Prepare insurance requirements checklist - make copy of certificates and contract pages for backup <br />and forward on to HRRS (Cathy Joseph) <br />Record insurance expiration dates on insurance tracking sheet <br />When contract is signed by both parties/Distribute accordingly: <br />Contract Administrator: File original contract, transmittal, yellow routing sheet. <br />Include in front of file this flow chart/checklist alone with a financial spreadsheet <br />Purchasing/CRO: Make a copy of the routing sheet: YELLOW for operating; GREEN for capital. <br />For Yellow sheets, mark "Purchasing/CRO" on top right hand corner of routing sheet and send in the <br />pony to Purchasing. Purchasing will make a record and then forward it in the pony to the CRO. For <br />Green sheets, PWA will process this portion of the routing and return two copies (will return 4 copies <br />for Lane County contracts). <br />Contractor: Mail one original contract with letter of transmittal (Lane County 3) <br />Contract Manager: copy of each- contract, routing sheet, and transmittal sheet <br />_ PW Director Assistant: If contract was signed by Division Manager only, send copy of routing sheet <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 processes. <br />saved: P:\Finance&Admin\CONTRACTS\FORMS\Information&Process\contract.process.checklist <br />