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aw-wu4I OUI VMU3 %,,ullbIMA-M- "[-v utuw t iiurUl I1CcKLISia!urm <br />This pink sheet shbe,at the front ojeach contractto show us of contract <br />CONTRACT OR AMENDMENT k I Use°a new.checklist forni for each contract & me dm fit) <br />Circle.One: <br />Contract Types: Inter overnmental A eements Prof <br />essi `naUPerso <br />$ g nnal Services Contracts ' <br />Contract anager/Project 1Vianager <br />l <br />Determines funding availability ❑G oraoOperating <br />Develops contract using contract request form/ worksheets or vendor's,'pTOposal <br />Email or gives draft,contract to Contract Administrator for review <br />Obtains HRRS approval from.Cathy Joseph on-aany insurance'modifications <br />Engineerin Contract Administrator <br />Reviews draftcontract for insurance requirements, funding source; dates; etc <br />Issues contract number and name and sets, up Contract •file,with label <br />D <br />evelops contract'forreview/ signature using CONRAX (Minimum 3 ori ginals- Lane County' 5 <br />copies) or sets, up contract using vendor's proposal <br />R <br />ecord contract or amendment # (A1,A2,etc) on contract list by year=Excel spreadsheet <br />1, : . <br />(Q Support/Perserv/Qdntl9tIContracts byYear xls)` <br />Routes or a-mails cornpleted~contract to:Pro~ect Managet for review , ' <br />After.review by Project Manager,"attaches msurance requirements and'-forwards all , copies`to <br />Contractor for; ignature with"letter-of transmittal: Put copy,bi transmittal= in file for documentation. <br />After receiving all,orginals and insurance requirements from contractor; prepare yehow <br />contract;routing foriri <br />Attach sign here" stickers.to contract,and place;in purple, nurhbeied/signature files and route <t6 <br />gPioject Manager,' oCity Engineer'for initials-Record routing location of routing foldeup' n the; <br />routing folder-tracking. spread sheet in excel. <br />When ;file received:back, forward-to oPubliaWorks Director for signature if contract is', <br />$99,999.99 or. less. If >$100000 or an IGA, forward; to PW Director for initials ' <br />Send IGA or.contracts >$I00,000'00 to oCit Managers'Office'. br,signature Record routing <br />location of routing folder on,the .routing foldertlacking`spread theet in excel: <br />$ op f contract Involves capital see page.two of /1161 chart for routing instructions.; <br />Adds contract.to tti 'contracttracking system.once asigned byboth,parties. <br />EQX-Piepard insurance'requireni.nts checklist -•inake copy' for.bickup and forward on to HRRS (Cathy <br />° <br />Joseph) <br />Record insurance expiratiori_datesion insurance tracking' spreadsheet on excel. <br />i'V,hen contract is signed by both p+arties/Distribute accordingly: t <br />Coi trac Adniinistratoi: File original contract; transmittal, yellow -routing sheet. „ <br />1u riclude in; n file this flow chartlcheekliit along wtth:a fmancial-spreadsheet,` <br />chasm /CRO ( rwarded byAdmin'Aide'III for operating or PWA for capital) IJ L ~.U <br />original co : o d original yellow routing ,sheet <br />oniraetor:.Mail one original contract with letter of transmittal (Lane County 3) <br />a l <br />Gontiact Mang er; copy of each- contract, routing sheetand '.transmittal `sheet <br />*SEE -PAGE T`;WO FOR CAPITAI;PROJECT PROCESS INSTRUCTIONS G <br />( JN) <br />*PWA handles both capital $ and:grant $ <br />page.l 6 <br />, <br />e <br />n aS <br />