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This pink sheet'Vould he at the front of each contract to show status of contract <br />CONTRACTOR AMENDMENT # 2W2' 6310t(Use a new checklist form for each contract & amendment, <br />Circle One: Contract Types: Intergovernmental Agreements, ' <br />Contract Manager/ Project Managers Name <br />Determines funding availabilityQGJ#? or o0perating $ <br />Operating Acct. Codes: <br />If receiving revenue dodt need to fill out <br />Develops contract usingCONRAX and vendor's scope of work and Public Works routing sheet <br />E-mail or gives draft contract to Contract Administrator for review <br />Obtains HRRS approval from Cathy Joseph on any insurance tnodifications <br />Contract Administrator's Name •,7A& <br />Record date below or put check mark on line. <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 usingCONRAX (Minimum 3 originals; Lane Court <br />5 copies) or sets up contract using vendors proposal <br />Record contract or amendment # (A1,A2, etc.) on,contract list by year spread sheet <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 routiR <br />form (copy on bright green for capital or mellow yellow fouperating) <br />Attach "sign here" stickers to contract and place in colored numbered/signature files and route to' <br />oProject Manager / 13 Section Manager / oDivision Manager for initials/signature. Record routing <br />location of routing folder on theroutingfolder tracking spread sheet in Excel <br />When file received back, forward tooPublic Works Director for signature if contract is over <br />$25,000 or an IGA. If >$100,000 or an IGA, forward to PW Director for initials Send IGA or <br />contracts >$100,000.00 to aCity Managers Office for signature. Record routing location of routinj <br />folder on the routing folder tracking spread sheet inExcel <br />If contract Involves capital seepage two ofjlow chart for routing instructions. <br />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 />Joseph) <br />Record insurance expiration dates on insurance tracking sheet <br />When contract is signed by both parties/Distribute accordingly: <br />Record date completed on line below.. <br />Contract Administrator: File original contract, transmittal, routing sheet. Include in front of <br />file this flow chart/checklist along with a financial spreadsheet <br />Purchasing/CRO: Write "Purchasing/CRC" on top'right hand corner of routing sheet. <br />YELLOW for operating, GREEN for capital, Sendthe original contract or amendment and <br />routing sheet in the pony to Purchasing. Purchasing will make a record and then forward i in' <br />the pony to the CRO. If the contract has capital funding, PWA will process this portion of th <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 letter of transmittal <br />PW Director Assistant: If contract was signed by Division Manager only, send.copy of <br />routing sheet and copy ofcover memo if one was written <br />*SEE PAGE.TWO•FOR CAPITAL PROJECT PROCESS INSTRUCTIQNS (GJN) <br />*PWA handles both capital $ and some grant $ *PWM/POS Financial Analyst handles some grant processes. <br />Updated 1/26/2005 saved: P:\Office Work\ CONTRACTS\forms\pink checklist.wpd <br />