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3 <br />Perso ft ervices Contrad & IGA Chec & Forte <br />.This pink sheet' ould be at thhe front of each contract to sho status of contract <br />CONTRACT ORAMENDMENT ` ASeeemen ~4ecklls ormfor each contract & amondment <br />3'Pes Intergovntal gr ts, Pro snal/Personal Services, Trade Service. <br />Contract Ma ager/ Project Manaaees Name <br />Determines funding availabilitygoi#? or oOperating $ <br />u Operating Acct. Codes: <br />If receiving revenue doiit need to fill out <br />Develops contract usingCONRAX and vendoes scope of work and. Public, Works routing sheet, <br />E-mail or given draft contract to Contract Administrator for review <br />Obtains IIRRS approval from Cathy Joseph on any insurance modifications: <br />Contract-Administrator's Name 4 <br />Record date below, or put check mark on lfne. <br />Reviews draft contract far insurance,re ui' <br />q cements'funding source, dates, etc <br />Issues contract number and name and sets up Contract file with label <br />Works with projectmanager,to create contract,usin ONW'(Minihi 3 ongroila{ Lane nly~ <br />. , Cou <br />S copies) or sets up contract usinivendois proposal <br />ecord contract oramendment # (A1, A2, etc.) on:contractlist by year spreadsheet <br />` - Routes or a-mails completed contract to .Project-Managei 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 documentatio <br /> <br />a; 2~' After receiving all originals and'insurance requirements from contractor, prepares contract rout <br />in <br />2 <br />form (copy on bright green for capital or mellow yellow fanperating) <br />$'dSAttach "sign here" stickers to contract and'place i o8 ed numbered/signature files and route to <br />1'rojectManager•/aection Manager / tbivision onager for initials%signature. Record~routing <br />location of routing folder on-theroutin older tracking spread sheet in Excel <br />When file received :back, forward to ublic Works Director for signature if contract is •over <br />F t <br />$2$,000 or an, n IGA. If >$1 KM or any IGA, forward to'PW Director. for initials Send IGA or. <br />contracts >$100,000.00 to ~CtyManagers `Office for signature: Record routing location of routin <br />folder on the routing folder tracking spreadsheet inExcel <br />if contract involves capital ; see page two ofJlow chart for muting instruct uns. <br />P . Adds contract.to the contract tracking system once `signed by both parties <br />Prepare insurance requirements checklist make copy for backup and forward on to HRRS (Cathy ^ <br />4 Joseph) <br />Record insurance expiration dates on.'insurance tracking sheet <br />When contract.is slued bbotli <br />g ~ y parties/Distribute accordingly: ` . <br />Record date complefed'on, tips below;. <br />Contract Administrator: File^original'.contract, transmittal, routing sheet.Include iri front of <br />file this flow chart/checklist along-with a financialspreadsheet . <br />Purchasing/CR9: Write "Purchasin /CRO" on toPright hand corner of routing sheet. <br />g <br />"FELLOW far operating, GREEN for capital. Sendthe original contract or' <br />mendment and <br />routing sheet in the,pony to Purchasing,- Purchasing will make a record and then forward i in: r <br />the <br />pony to the CRO. If the contract has capital funding, PWA will process this portion `of t e <br />routing, <br />Contractor: Mail one original contract with:letter of transmittal (Lane, County 3) <br />Contract Manager,. copy of each-. contract, .routing sheet, and lette "of transmittal <br /><t PW Director Assistant: If contract was signed by Division Manager only,'send copy of <br />routing sheet and`copy ofeover, 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 />Updated 1/2¢12005 saved: P:\Office Worts CONTRA CTS\forms\pink checklist,wpd <br />