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Penal Services Contract & IGA C Lists <br />This pink sheet should be at the front of each contract to show stat <br />Contract 1Cbq-6Gy()5orAmendment# (Use a new checklistform for el <br />Contract Type: ❑Intergovernmental Agreement ❑Professional/Personal Services <br />Contract, anager/Project Manager's Name _-<M aj <br />Determines funding availability❑GJ#? or ❑Operating money <br />Operating Acct. Codes: } <br />of contract <br />i contract & amendment) <br />]Trade ServicOtier <br />1VU1 h: It receiving revenue write "revenue" in the Operating Acct Codes space <br />Works with Contract Administrator to develop contract using CONRAX, vend& scope of w <br />Public Works routing sheet Request Contract Manager to write cover memo at this time <br />Work with Contract Administrator to review insurance requirements <br />E-mail or gives draft contract to Contract Administrator for review <br />Contract Administrator obtains written or e-mail HRRS approval on any insurance modificati <br />and <br />Contra qt Administrator's Name: Kris Aanderud <br />Reviews draft'contract for insurance requirements, funding source, dates, etc <br />Issues contract number and name and sets up Contract filewith label <br />Works with project manager to create contract usingCONRAX program (Minimum 3 originals-Lane <br />County, 5 copies) or sets up contract using vendols proposal. ! <br />Record contract or amendment # (A1,A2, etc.) on the Contract-list-by-year spreadsheet <br />-1~-KAdds contract to the contract tracking system Record routing for each transaction that follows. <br />Routes or a-mails completed contract to Project Manager for review <br />After review by Project Manager, attaches insurance rquirements and forwards all copies toContractor <br />for signature with transmittal letter. Put copy of transmittal letter in file for documentation. <br />After receiving all originals and insurance requirements froircontractor prepares contract routing form. <br />YELLOW for operating; GREEN for capital. Cover memo REQUIRED for all POS contracts { <br />Attach "sign here" stickers to contract and place in colored numbered/signature files and route to <br />❑Project Manager,QDivision Managerfor initials/signature. Record location ofroutingfolder on the <br />Red Number spreadsheet. <br />When file received back <br />o if contract involves capital $ with GJN, see back page for routing instructions. <br />❑ if contract is >$25,000 or an IGA, forward to Public Works Director forsignature, or <br />❑ if contract is>$100,000 or an IGA, forward to PW Director for initials& PWA forward to <br />❑City Managers Office for signature. Record location of routing folder On the Red Number spr adsheet. <br />Prepare insurance requirements checklst - make copy of certificates and 'contract pagesfor back p,and <br />.forward on to HRRS (Cathy Joseph) I <br />Reco d insurance expiration dates on insurance trac(1kiing, Asheet <br />-0--,5 S a ern 'P l[~ ~w~ i CL tit 1` (A.l/ <br />7-1 hen contract is y gned,by both parties, distribute accordingly: <br />Contract Administrator. File original contract, transmittal letter, routing sheet <br />Include in front of file this flow chart/checklist along with a financial spr, eadsheet <br />4(- I Purchasin /g CRO: Make a copy of the routing sheet:YELLOW for operating GREEN for capita. For <br />Yellow sheets, mark "Purchasing/CRO" on top right hand corner of routing sheet and send. in the pony to <br />Purchasing. Purchasing will make a record and then forwardthe contractto the CRO. For Green beets, <br />7 PWA will process- see back of this checklist fordetails. <br />• Contractor. Mail one-original contract with letter of transmittal (Lane Count~gets three copies) <br />Contract Manager copy of each- contract, routing sheet, andtransmittal letter <br />PW Director Assistant: If contract was signedby Division Manager only, send copy of routing s feet and <br />copy of cover memo if one was written. <br />` f <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 />t <br />saved: P:\Finance&Admin\CONTRACTS\FORMS\Information&Processcontract.process. checklist <br />f <br />