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nal Services Contract & IGA Ch List <br />This pink sheet should be at the front of each contract to show status of contract <br />Contract X)UP -D00 ( or Amendment # (Use a new checklist form for each contract & amendment) <br />Contract Type: ❑Intergovernmental Agreement ❑Professional/Personal Services ❑Trade Service O <br />ther <br />X <br />Contract Manager/Project Manager's Name <br />- Determines funding availability❑GJ#? or ❑Operating money` <br />Operating Acct. Codes: <br />NOTE: Ifreceivinz revenue write "revenue " in the Operating Acct Codes space . <br />Works with Contract Administrator to develop contract using CONRAX, vendols scope of work and <br />Public Works routing sheet Request Contract Manager to write cover memo at this time <br />Work with Contract Administrator to review insurance requirements <br />E-mail or gives draft contract to Contract Administrator for review <br />Contract Administrator obtains written or e-mail HRRS approval on any insurance modifications <br />Contract Administrator's Name: Kris Aanderud <br />Reviews draft contract for insurance requirements, funding source, dates, etc <br />VIssues contract'number and name and sets 'up Contract filewith label <br />Works with project manager to create contract usingCONRAX program (Minimum 3 originals- Lane <br />County, 5 copies) or sets up contract using vendots proposal. <br />Record contract or amendment # (AI,A2, etc.) on the Contract-list-by-year spreadsheet <br />Adds contract to the contract tracking system Record routing for each transaction that follows. <br />Routes or a-mails completed contract to Project Manager for review <br />After review by Project Manager, attaches insurance rquirements and forwards all copies toContractor <br />for signature with transm ittal letter. Put copy of transmittal letter in file for documentation. <br />-After receiving all originals and insurance requirements frorreontractor prepares contract routing form. <br />YELLOW for operating; GREEN for capital. Cover memo REQUIRED for all POS. contracts <br />Attach "sign here" stickers to contract and place in colored numbered/signature files and route to <br />❑Project Manager, ❑Division Managerfor initials/signature, Record location of routing folder on the <br />Red Number spreadsheet. <br />When file received back, <br />❑ if contract involves capital with GJN, see back page for routing instructions. <br />❑ if contract is >$25,000 or an IGA, f5rward to Public Works Director forsignature, or, <br />❑ if contract is>$] 00,000 or an IGA, forward to PW Director for initials& PWA forward to <br />❑City Managers Office for signature. Record location of routing folder on the Red Number spreadsheet. <br />Prepare insurance requirements checklit - make copy of certificates and contract pagesfor backup and <br />forward on to HRRS (Cathy Joseph) <br />R ord 'nsur nce expiration dates on insurance tracking she <br />When cbntr is signed by both parties, ~stribute accordingly: <br />5 Contract. Administrator. File original contract, transmittal letter, routing sheet <br />Include in fr file this flow chart/checklist along with a financial spreadsheet <br />S "Z5 RO: Make a copy of the routing sheetiYELIKOW for operating GREEN for capital. For <br />Yellow sheets, mark"Purchasing/CRO" on top right hand corner of routing sheet and rnd in the pony to <br />Purchasing. Purchasing will make a record and then forwardthe contraetto the CRO. For Green sheet <br />PWA will process- see back of this checklist fordetails., <br />Contractor. Mail one original contract with letter of transmittal (Lane Count~gets three copies) <br />`Z Contract Manager copy of each- contract, routing sheet, andtransmittal letter <br />U l a PW Director Assistant: If contract was signedby Division Manager only, send copy of routing sheet and <br />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 processes. <br />saved: P:\Finance&Admin\CONTRACTS\FORMS\Information&Processcontract.process.checklist <br />