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Pers&l Services Contract & IGA Checdkist <br />This pink sheet shat the front of each contract to show status of contract <br />2.0011- 00-70-7 <br />CONTRACT OR AMENDMENT # (Use a new checklist form for each contract & amendment) <br />Underline one: Contract Types: Intergovernmental Agreements, Senoices, Trade, Service <br />' <br />Contract Manager/ Project Manager's Name, 0.44 <br />Record dates on. line below or mark "N/A": <br />_At/,/ Determines funding availability ❑GJ#? or aOperating money <br />Operating Acct. Codes: <br />NOTE: If receiving revenue write "revenue" In the Operatlna Acct. Codes space. <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 h/> .SlIA7141V <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 contractor amendment # (Al, 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 />G*roject Manager, Idbivision 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 ' <br />If contract is >$100.000 or an I A_ forward to PW Director for <br />initials and have PWA fo rd to ffClt Managers Office for i ature. <br />.5~ s contract to the contract trac mg system once signed by both parties. <br />_A~Prepare insurance requirements checklist - make copy of certificates and contract pages for backup <br />and forward on to HRRS (Cathy Joseph) <br />w_Record insurance expiration dates on insurance tracking sheet <br />When contract is signed by both parties/Distribute accordingly <br />,,WTContract Administrator: File original contract, transmittal s~ yellow routing sheet. <br />Include in front of file this flow chart/checklist along with a fnancial spreadsheet <br />. <br />- Purchasing/CRO: Make a copy of the routing sheet: YELLOW for operating; F_REE+4 fM-MPttai'" <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. Foij <br />for Lane County contracts). <br />S 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&Admire\CONTRACTS\FORMS\Infonnaton&Process\contract.process,checklist <br />