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Verses Services Contract & IGA Che~~ qt Form <br />This pink sheet should be at the front of each contract to show status of contract <br />CONTRACT OR AMENDMENT # D 0 o q 0( (Use a new checklist form for each contract & amendm <br />Circle One: <br />Contract Types, ntergovernmental Agreements Professional/Personal Services, Trade Service <br />Contract Manager/ Project Manager's Name JEFF l.4tiK-Y1,0 Determines funding availability ❑GJ#? or ❑Operating $ - <br />Operating Acct. Codes:. ' <br />VP If receiving revenue don't need to fill out <br />01 Develops contract using conrax and vendor's scope of work and Public Works routing sheet <br />\ 011 o' E-mail or gives draft contract to Contract Administrator for review <br />Obtains HRRS approval from Cathy Joseph on any insurance modifications <br />Contract Administrator's Name NA-9 JJE'(1-F PE121e-t NS <br />Record date below or put check mark on line... <br />0/4 Reviews draft contract for insurance requirements, funding source, dates, etc <br />1 o3 Issues contract number and name and sets up Contract file with label <br />C WrL *4-r Works with project manager to create contract using conrax program(Minimum.3 originals- <br />County, 5 copies) or sets up contract using vendor's proposal <br />-711 Record contractor amendment # (A1,A2,etc.) on contract list by year spreadsheet <br />4o.t41 y e~0 koutes or a-mails completed contract to Project Manager for review <br />~h~k~ by c oT -After review by Project Manager, attaches insurance requirements and forwards all copies t <br />? 23 l Contractor for signature with letter of transmittal. Put copy of transmittal in file for documer <br />4T5:V 1 3 o After receiving all originals and insurance requirements from contractor, prepares <br />contract routing form <br />?II 6Attach "sign h e" stickers to contract and place in colored numbered/signature files and ro <br />❑Project age r, Division Manager for initials/signature. Record routing location of ro <br />folder on the routing folder tracking spread sheet in excel. <br />When file received back, forward to Public Works Direc si ature if contract is ove: <br />$25,000 or an IGA. If >$100;000 or an IGA, forward t W Director for initials <br />Send IGA or contracts >$100,000.00 toXCity Managers Office for signature. Record routing <br />location of routing folder on the routing folder tracking spread sheet in excel. <br />If contract involves capital see page two of flow chart for routing instructions. <br />7 a'S Adds contract to the contract tracking system once signed by both parties. <br />Nr Prepare insurance requirements checklist - make copy for backup and forward on to HRRS <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, yellow routing sheet. <br />A nclude in front of file this flow chart/checklist along with a financial spreadsheet <br />Purchasin /CRO: Write "Purchasing/CRO" on top right hand corner of routing shee <br />b~ in the pony to purchasing. Purchasing will make a record and then forward it in the pony to <br />CRO. If the contract has capital funding, PWA will process this portion of the routing. C <br />Contractor: Mail one original contract with letter of transmittal (Lane County 3) <br />'opy r CROCK 7/23 Contract Manager: copy of each- contract, routing sheet, and transmittal sheet r-r, <br />Ot.t 4AA PW Director Assistant: If contract was signed by Division Manager only, send copy <br />routing sheet. <br />*SEE PAGE TWO FOR CAPITAL PROJECT PROCESS INSTRUCTIONS (GJN) <br />*PWA handles both capital $ and some grant *PWM/POS Financial Analyst handles <br />grant processes. <br />to <br />i <br />t <br />Send <br />Z' <br />},SgoRy : 11,-4 rey I ~5-00Yo7 <br />