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Perso "ervices Contract & .IGA Check Form <br />This pink sheet ld be at thefront of each'~contrgct to sho atus-of contract <br />R <br />CONTRACT AMENDMENT# (;Cy-i -QC Ise a new' checklist form for each contract & amendment) . <br />Circle. ne <br />Contract Type Intergovernmental Agreementtsss ofessional/Personal Services, Trade Service <br />Contract' Manager/ Project Manager's Namet3YY~ .~_Q9zS y~ <br />~~Determines funding availability`GJ#? or ❑Operating $ h <br />Operating Acct: Codes <br />If receiving revenue don't need; to fill out <br />Develops Contract using,conrax 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 modification's <br />Contract.Administrator's Name <br />Record date below'dr.put, check mark on li e..; <br />~q Reviews draft contract for insurance requirements, funding source, dates, etc <br />Issues contract number and name and sets up",Contract file with label <br />1V Works with project~manager to create contract using conrax program(1Vlinimum 3 originals- Lane <br />r ourity, 5 copies) or sets up contract' using, vendor's proposal <br />Record contract-or amendment # (Al;A2,etc.) ion contract list by year spread sheet <br />Routes or a-mails completed contract to`Project Manager for review { <br />C~ After review by Project Manager, attaches insurance requirements and forwards all copies to` <br />y _ ontractor for ignature with letter of transmittal: Put copy of transmittal in file for documentation. r <br />C : f After receiving all originals °and'insurance requirements from contractor, prepares <br />contract routing form <br />Attach "sign here" stickers to contract and pl colored-numbered/signature files and route <br />~roject,Manager, ❑livision Manager: fo 'nitial ature::Record routing location of route ~g ' <br />-folder'on the routing folder tracking spread sheet in excel. <br />When file received back, forward to ❑Public Works Director for signature-if.contract is over <br />x$25,000 or an.IGA: If>$1.00,000 or an IGA, forward to°PW Director for initials. <br />„ Send IGA or contracts >$100,'000.00,to EX Mana ers Office for signature. Record routing <br />location of routing folder on the routing folder.tracking spread sheet.in excel <br />f contract involves capital see page two of flow chart for routing instructions. <br />Adds contract to.-the contract tracking system once signed by both parties. { <br />Pre are insurance re uirem_ents checklist'- make' copy for,backu , and,,forward onto <br />P . q . P HRRS (Cathy <br />. Joseph)., <br />ecord `insurance expiration dates on insurance tracking-" sheet <br />When contract is signed by, :both parties/Distribute accordingly: ` <br />Record date coi n leted on <br />line below.. <br />I , -Contract Administrator: File original contract,, transmittal; yellowrouting sheet . <br />Mc'l de in,front.of file this flow chart/checklist along with a financial,spreadsheet <br />urchasin /CRO: Write "Purchasing/CRO" on top right hand corner of routing sheet- <br />23 <br />YE LOW for,operating, GREEN for capital. Send in the pony to,purchasing. Purchasing will make . <br />a recor`d'and then forward it in the pony to the CRO. If the contract has capital funding, ?WA wile- <br />process this portion of the routing. <br />ivi Q contractor: Mail one original contract with lett er- of transmittal (Lane:County 3) } <br />Contract Manager' copy of each- contract; routing sheet, and transmittal sheet <br />PW Director Assistant: If contract was' signed by Division'Manager only, send copy of <br />routing sheet and copy of cover 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 process, s. <br />