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Perscal Services Contract & .IGA Chec~ffList Form <br />This pink'she ouat,the front of each contract to:= status of contract <br />ZC_ <br />J <br />CONTRAC OR AMENDMENT # 004 CV7 ' (Use a new checklist form for each contract &,amendment) <br />b- . <br />Circle One . <br />Contract Types:_Intergoverrimental Agreements;`Professional/Personal Services; Trade Service <br />t cal s ~-y`~. <br />Contract`Manager/ Project Manage'r's Name <br />Determines funding availability` OGJ#? or Vobperating $ <br />Operating Acct.: Codes: <br />If receiving revenue don't need to fill out,, <br />Develo. s contract usm corirax., and vendors scope of work and' Public :Works rout rig <br />i sheet. <br />P using <br />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 NameQm1.t; <br />Record"date below. or out check mark on line... <br />Reviews draft contract for; insurance requirements; funding source; dates, etc <br />11~ Issues contract number and name and sets,up Contract file with label` <br />Works. with project manager to create contract using conrax program(Minimum 3 originals- Lane: <br />p~ ' ounty 5 copies) or sets up contract using vendor's proposal , <br />Record contract or'amendmenf# (A1,A2;etc:) on contract list by year spread sheet <br />Routes or e-mailsompleied contract to Project.Manager for review <br />1, . After review by Pr <br />- .coject Manager, attaches insurance requirements and forwards a11- copies to <br />Contractor- forsignature with letter of transmittal: Put.copy of transmittal in file for documentation. <br />After receiving all originals" and insurance requirements from contractor, prepares. ` <br />-contract routing form.(copy on bright green for capital or mellow yellow for operating) <br />C 2~ ``A ch "sign here" sti ers-to contract and colored numbered/signature files and routeao, " <br />roiect manager, ivision Managerf nitials ignature. Record routing location of routing ` <br />folder=on the:, ;routing folder trackng*s read sheet in excel. <br />lZ When file received back forward-to blic"Works Director for signature.if contract is over <br />$25,600_" or an IGA: If >$"100,000 or an IGA, forward to PW Director for: initials. <br />:SendIGA or-contracts,>$100,000.00 to.0City Managers Office for signature. Record routing . <br />cation of routing folder on the :routing folder tracking spread=sheet in excel. ` <br />f contract involves "capital,$,•see =page two of flow chart for routing instructions. <br />ds contract to the; contract tracking system once signed by both parties: , - <br />Prepare insurance requirements "checklist- make copy.for backup and forward-on to HRRS (Cathy <br />Joseph) <br />Record insurance expiration dateson 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, routing sheet <br />Include in front of file this flow chart/checklist along with d financial spreadsheet <br />. Purchasing/CRO: Write "Purchasing/CRO" on top right hand corner of routing sheet. <br />YE)✓LOW ifor operating, GREEN for capital. Send. iri the pony to purchasing: Purchasing will make <br />a record acid then forward it in the pony to the CRO. If the contract has.capital funding; PWA will <br />pro ess this portion of the.routing, <br />t Contractor:' Mail one original contract with letter of transmittal (Lane.County 3) <br />Contr act 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 />*SEEPAGE,TWO-FOR-CAPITALPROJECT PROCESS INSTRUCTIONS (GJN) <br />*PWA handles both capital and some grant.$. *PWM/POS,Financial Analyst handles some grant processes. <br />