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Pnal Services Contract & IGA Ch~; List <br />This pink,sheet should beatt/ie front of each cautrkctto show status of contract " <br />Contras or Amendment# (Use a new checklist form for each contract & amendment) <br />Contract Type; DIntergovernmental Agreement OProfessional/Personal Services ❑Trade Service Other <br />Contract, M nager/Project Manages Name ~1 mil' ~ X ~C <br />Determines funding availabilityoGJ#? or oOperating money. <br />Operating Acct. Codes: <br />NOTE: "If receiving revenue write "revenue'.` in the'Operatinr? Acct. Codes space <br />Works with Contract Administrator to develop contract using CONRAX;.vendo'Is scope of,work'and. <br />Public Works'routing sheet Request Contract Manager to write cover memo at this time <br />q <br />Work with Contract Administrator to review insurance re uirements <br />I E-mail or gives'draft contract to Contract Administrator for review <br />Contract Administrator ditains written or e•mail`HRRS approval on any insurance modifications . <br />6 <br />, <br />Contract A ministratoes Name: Kris Aanderud. <br />Reviews draft contract for insurance requirements, funding source, dates, etc <br />Issues contract number and.name and sets up Con tractflewith label <br />:''Works with project manager to create contract usingCONRAX 'prograrn(Minimum 3 originals- Lane " <br />` County, 5 copies) or sets up contract using .vendols proposal.. <br />Record contract or amendment (A f A2, etc'.) on the Contract list-by-year spreadsheet . <br />Z Adds contract'to the. contract tracking system Record routing for each transaction that follows.LL. <br />Routes ore-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 ttalletter. Put copy"of transmittal letter in file for documentation. <br />After receiving all originals and insurance requirements froneontractorprepares contract routing form. <br />YELLOW for.operating; GREEN for capital. Cover memo REQUIREDA for all POS :contracts . , <br />Attach "sigwhere" stickers to contract and'place in colored. numbered/signature files and route to <br />0Project Manager,oDivision Manager, for initials/signature. Record location of routingfolderoh'the <br />"Red Number spreadsheet. <br />When file received bash <br />❑.ifcontract involves capital $with GJN,.-see backpagefor routing instructions. <br />E] if contract is >$25,000 or an iGA, firward to Public Works Director forsignature; or, <br />' <br />Cl if contract`,is>$1,00,000 or an IGA, forward.to PW.Director for initials& PWA forward.t0 <br />OCity Managers Office for signature Record location of routing folder on. the Red Number spreadsheet <br />OIX Prepare insurance requirements check iit make copy of certificates' and contract pagesfor,backup and" " <br />forward: onto. HRRS (Cathy Joseph) <br />Record insurance expiration dates on insurance"tracking sheet <br />Whenleontract, is signed by both parties, distribute accordingly: <br />AM, ContractAdmini stiator. File original contract, tr`ansmittaIletter, routing sheet: <br />Include in front of file this flow chart/checklist along with a financial spreadsheet, <br />l~ Purchasin /g CRO; Make a copy of the routing slieet:YELLOW for operating GREEN for capital., for <br />Yellow sheets, mark-Purchasing/CRO on top right hand corner of routing sheet and snd.in the <br />-pony to <br />Purchasing. Purchasing will make a` record`and'then forwardthe contractto the CRO.,For Green sheets" , <br />PWA will process- see: back of this checklist fordetails: <br />ontractor Mail one original contract with lett er 'f transmittal (Lane Count)gets.three,copies) 1 <br />II Contract Manage r. copy of eaclr,contract, routing sheet, andtransmittal letter. PW Director Assistant: If•contract was signedby_'Division•Manager only, send copy of routing sheet <br />and <br />copy ofcover 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 />4 <br />, <br />u <br />. <br />, <br />.=saved P \Finance&Admin\CONTRACTS\FORMS\Information&Process,contract.process.cliecklist <br />