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Persona rvices Contract & IGA Check " I+'orm <br />. <br />This <br />pink sheet sNld beat the front o-reach contract to sho ratus of contract <br />CONTRACT vfE <br />T # 2o05_- 0,091? (Use. a new checklist form for each contract & amendmel:t) <br />Circle One., Contract Types: Interovernrnental Aereements; pre ssiette <br />' <br />Contract Manager/ Project Manage0s Name l, A#4 43-o - <br />Determines funding availabilityoGJ#? or PrOperating $ <br />Operating Acct. Codes: <br />If receiving revenue dortt need to fill out <br />pEu✓~? Develops contract usingCONRAX 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 modifications <br />Contract Administrators Name'. SU/y✓ <br />Record date below or'putcheck mark on line. <br />Reviews draft contract for insurance requirements, funding, source, dates, etc <br />Issues contract number and name and sets up Contract file with label <br />- ~ 0 'Works with project manager, to create contract usingCONRAX' <br />(Minritum 3 originals Lane County, <br />5 copies) or sets up contract using'vendots proposal <br />_ Record contract oramendment # (Al, A2; etc.) on,contract-list by year spread sheet <br />Routes or e-mails.completed contract to Project Manager for review <br />After review,by Project Manager, attaches insurance requirements andfforwards 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 is <br />" . form (copy on or mellow yellow fouperating) <br />Attach "sign here" stickers to contract and place in colored numbered/signature files and route to <br />aProject Manager/ E3 Section Manager / ODivision Manager for initialsf. .Record routing <br />location of routing folder on the•routingfolder tracking spread sheet in Excel <br />When file received back, forward to❑Public Works Director for signature if contract is over <br />$25,000 or an IGA. If>$100,000 or an IGA, forwar to P erector or mitials* 1- QAwer. <br />Record routing location, of routing <br />folder on the routing folder tracking spread sheet inExcel <br />If contract involves capital seepage two ofJlow chart for routing instructions <br />Adds contract to the contract tracking system once signed by both parties <br />Prepare. insurance requirements checklist make copy for backup and forward on to IMS (Cathy <br />Joseph) <br />A/A Record insurance expiration dates on 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. Include in front of <br />file this flow chart/checklist along with a financial spreadsheet <br />V4_ Purchasing/CRO: Write ''Purchasing/CROP on top'right'hand corner of routing sheet. <br />YELLOW for 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 forward6 in <br />the pony to the CRO. If the contract has capital funding, PWA will process this portion 'of the <br />routing. <br />Contractor:.Mail one original contract with "letter of transmittal (Lane County 3) <br />,S Contract Manager copy of each- contract, routing sheet, and letter of transmittal <br />PW Director Assistant: If contract was signed by Division Manager only, send.copy of <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 $ *PWM/POS Financial Analyst handles some grant processes. <br />Updated 1/26/2005 saved: PAOffc' e Work\ CONTRACTS\forms\pink checklist.wpd <br />