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Person rvices Contracts & IGA Check "Form <br />This pink sheet s ld beat the front of each contract to sho status of contract - , <br />Zcsc~ s"~ c~c~ y a <br />GpN -9RAMENDMENT # (Use a new checklist form for each contract & amendment) <br />Clrcle' One: Contract Types: Intergovernmental Agreements, Professional/Personal Services, Trade Service- <br />Co airact Manager/ Project Manager's Name <br />Determines funding availabilityoGJ#?. or raOperating $ <br />Operating Acct. Codes: <br />If receiving-revenue dorit need to fill out <br />Develops contractusingCONRAX-and vendor's scope of work and .Public Works routing sheet <br />V _ E-mail or gives draft contract to Contract Administrator for review <br />Obtains HRRS approval from Cathy Joseph on any insurance modifications <br />Contract Adrimin stratoeS Name <br />Record date below or put check mark online, <br />. <br />Reviews draft contract for insurance requirements, funding source, dat',etc <br />3 Issues contract number and name and sets up Contract file with label <br />A/ Works with project manager.to create.contract usingCONRAX(Minimuni 3 originals;Lane County, <br />copies) orsdts p contract g <br />Record contract or amendrn nt # (A 1,1A2, e ptapon contrac <br />) t list byyear spread sheet <br />3 Routes or e•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 routing <br />57 form (copy on-bright green for capital or mellow yellow fooperating) <br />rroject ch "sign here" stickers to contract and,p lace in colored numbered/signature files and,route to <br />Manager./dSection Manager/EfDivision Manager for initials/signature. Record'routing <br />l1 location of routing folder on theroutin oldermtracking spread sheet in"Excel <br />When,file received6ack, forward to ublic Works Director for signature if contract is over <br />$25,000 or an IGA: #4 100,000 at Isia A.. . <br />000 00 to <br />folder on the routing folder tracking spread sheet inExcel . <br />If contract involves capital seepage two of flora chart for.routing instruetlons. <br />Adds contract to the. contract tracking system once signed by both parties <br />Prepare insurance requirements checklist make copy or backup and forward on'to'HRRS (Cathy <br />Joseph) <br />Record insurance expiration dates,on insurance tracking sheet <br />r , <br />a When contract is signed by both parties/Distribute,accordngly; <br />Record date completed on line below.. t . <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/CRO" on top'righfliand corner of routing sheet, <br />YELLOW far 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-contiact has capital funding, PWA will process this portion of the <br />routing. <br />At 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 A sistant,If contract was signed by Division Manager only, send copy of <br />` <br />routing sheet and copy ofcover memo if one.was written <br />*SEEPAGE TWO FOR CAPITAL PROJECT PROCESS INSTRUCTIONS (GJN) <br />*PWA handles both capital' $'and`some grant $ *'P-WM/,POS Financial'Analyst, handles some grant processes. <br />Updated 1/26/2005 save&P:\Office Works CONTRACTS\forms\pink checklist <br />;wpd <br />