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Personal Services lwract,& IGA Flow Chart/Ch' . Lfi t Form <br />CONTRACT OR AMENDMENT # 0 0 (Use a new checklist form for, contract & amendment) <br />Contract Types; Intergovernmental Agreements, Professonal/Personnal Services Contracts <br />Contract Manager/ Proj ect Manager <br />. Y✓~ ` <br />Determines funding availabi ity GJ#? ~0,~ <br />Develops contract using contract request form/worksheets <br />Routes draft contract to Contract Administrator for review ~ . <br />Obtains HRRS approval o y insurance modifications ~ <br />, h w ~Yytl <br />Engineering Contract Administrator "l L)?Am~.-~✓ <br />V <br />Reviews draft contract for insurance requirements, job number, dates etc' <br />, issues contract number and name and sets up Administrative Contract file <br />Develops contract for review/ signature using CONRAX (Minimum 3 originals- Lane <br />unty, 5 copies) <br />b Adds contract to the contract tracking system <br />Record on Excel spreadsheet (Q:Support/Perserv/Contlst/Contracts-byYear.xls) <br />Routes completed contract to Project Manager for review <br />.After review by Project Manager, attaches insurance requirements and forwards all <br />VOV opies to Contractor for signature <br />After receiving all originals and insurance requirements from contractor, prepare yellow <br />contract routing form <br />U Prepare insurance requirements checklist - make copy for backup and forward on to <br />i HRRS (Cathy Joseph) <br />Attach approved insurance certificates and waivers and "sign here" stickers to contract and place <br />in purple, numbered/signature files and route to Project Manager, CityEngineer for initials. <br />/Make notation of purple file number and contents`purplefile.xls'.. <br />✓ When file received back, forward to Public Works Director for signature if contract is <br />$99,999.99 or less. If >$100,000or an IGA, forwardeo PW Directorfor~initials. <br />Send IGA or contracts >$100,006.00 to City Managers Office for signature. <br />Make notation of purple file number and contents in `purplefile.xls' If contract involves <br />capital see page two of flow chart for routing instructions. <br />When contract is signed by both parties/Distribute,accordingly: <br />Contract Administrator: File original contract, transmittal, yellow routing sheet. <br />O'o1 Include in front of file this flow chart/checklist along with a financial spreadsheet <br />urchasing/CIO (forwarded by Cindy for operating, or Peggy H. for: capital) <br />iginal contract and original yellow routing sheet <br />ractor: Mail one, original contract with letter of transmittal (Lane County 3). <br />nt <br />zo <br />V/ Contract Manager: copy of each- contract, routing sheet, and transmittal sheet <br />*SEE PAGE TWO FOR CAPITAL PROJECT PROCESS INSTRUCTIONS (GJN) <br />*PWA handles both capital $ and grant $ <br />page. I of 2 <br />