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Pe al Services Contract & IGA Ch List <br />This pink sheets ould_be at the fronrof each contra:et w,show status of contract. . <br />Contract =Qc~r Amendment (Use a new chec"klist form for; each contract& arizend ent) ' <br />Contract Type: ClIntergovernmenfalAgreernent Professional/Personal'Services DTrade Service p.Other <br />Contract Manager/Project Managers Names yI S <br />Determines funding=availabilityRGJ#? or ❑Operating money <br />Operating Acct.: Codes: <br />NOTE.- If receiving revenue write"`revenue'"tn the;OperatingAcct Codes space <br />_ Works..With, Contract Administrator to develop'contractusing CONRAX, wendoscope of work and' <br />Public Work-routing sheet Request Contract Ml nager`to write.cover.memo-at this'.time <br />Work;with"Contract Administr' <br />to review insurance requirements <br />ator <br />E-mail orgiws draft contract to Contract Administrator for review <br />Contract Administrator cbtains written or e-mail approval on any insurance modifications <br />z w <br />, i <br />Contraji ini stratot's"Name: Kris Aanderud " <br />Reviews draft contract for insurance requirements, funding source, dates,',etc' <br />Issues contract number arid.name and sets::up Contract filawith label <br />Works with~projectmanager to create contract usingCONRAX program (Minimum 3 originals- Lane <br />County, 5 copies) or sets :up"contract using vendois proposal. <br />Record contract or amendment # (A1,A2, etc'.) orn,the.Contract=list-by=year spreadsheet <br />r '2. Adds contracttto the contract tracking system Record routing for each transaction that follows I <br />Z Routes ore=mails ,completed contract to Project Manager for, review ` w <br />After review.by Project Manager`;.attaches,insurance rquirements and forwards a]I ;copies toCoritractor.: <br />for signature with'transmittallettef Put copy of transmittailetter in file for documentation:.. , <br />kfteLrece ving all originals and iinsurance,requirements froarontractor prepares contractro uting form. <br />l; LLOW fo operating; GREEN for capital. Cover memo REQUIRED for all POS' contracts, F <br />ign here" stickers to contract and, place in colored numbered/signature files and route~to <br />ject Manager; ivision Manager for initials/signature. Record location; of routing folder'on the <br />Red .Number spreadsheet. , <br />When ale received back,. <br />` El 'ca ital Swath CJN,see bac <br />tf co'ntract involves p k page for routing instructions <br />[]-if contract is~>$25,000'or,anTGA, fjrward to Public Works Director. fors ignature,::or <br />o if.contract is>$100 000'or airlGA, forward to PW Director for initials& PWATorward`to. ' <br />❑Ci h' Managers Office for signature Record `location of routiragfolder on the Red Numberseadaheet. <br />P . <br />Prepare insurance requirements checklst - rimake.copyof`certificates and contract pagesfor backup and <br />forward on to HRRS (Cathy Joseph) <br />w Record_ insurance expiration dates on insurance tracking'slieet <br />When"c, q tract is signed by both parties, distribute aecordmgly• <br />Contract Administrator. File.origin1w,contract,aransmittal letter, routing, sheet <br />Inc w ont of file this flow chart/checklist alon tth a frna cal spreadsheet <br />l= <br />urchasi eetRO: aMake-a, copy of the routing slie :YELLOW f operating GREEN for capital .For <br />'Purchasing/CRO"onwtop righ of routing sheet and, End`in.tlie,pony to' <br />Purchasing. Purchasing.will "make"a record.and then forwardthe contract to theCRO.'For Green sheets <br />i <br />I <br />l PWA will process-see back of this checklist fordetails. <br />Contractor. Mail one.o""riginal:contractwith letter`of transmittal (Lane Couimtagets three copies) <br />°Contract Manager. copy of each- contract, routing "sheet, and transmittal letter. <br />PW Director Assistant: If contract was signedby Division Manager only, send copy of roLiting"sheet and . <br />copy, oof cover memo if one was written. <br />SEEPAGE TWO FOR CAPITAL PROJECT PROCESS INSTRUCTIONS (GJN) <br />*PWA handles both capital $ and sonie,grant $ *PWM/POS Financial Analyst handles,some grant <br />, <br />saved :.P:\Finance&Admin\CONTRACTS\FORMS\Information&Processccess clecklist <br />