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P40nal Services Contract & IGA C1 . Dist " <br />This pink sleet should be at the front of each contract to show status of contract <br />Contract `,g L )f~L- j~ 1 q or Amendment # (Use 'a new checklist form for each contract & amen drrie it) <br />Contract Type: Intergovernmental Agreement ❑Professional/Personal Services OTrade Service Otl er <br />Contract Manager/Pro'ect Managers Name ,Uc V\" <br />Determines funding availabilityoGJ#? or oOperating mo~neyY~--~ <br />E <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,,vendds scope of wor and, <br />`Public Works routing sheet Request ContractManagerto_write cover memo at-this time iWork with Contract Administrator' to review insurance requirements <br />E-mail or gives draft contract to Contract Adm:inistr'ator for review <br />Contract Administrator cbtains written or e-mail HRRS approval on any insurance modificatioi s <br />Contra:: inistratbes,Name Kris Aanderud <br />.r <br />Reviews draft contract for insurance reG''uirements, funding source, dates, etc <br />Issues contract number and name and sets, up Contract filewith label <br />Works with project manager to create contract u'singCONRAX program`(Minimum 3 originals -ane <br />Coumy; 5 copies) or sets up contract using vendols 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 e-mails completed contract to Project Manager for review <br />After review by Protect Manager, attaches insurance rquirements and, forwards all copies toCon ractor <br />for signature with transmittalletter.' Put copy ~of transmittal letter in file for documentation. <br />After receiving all originals and insurance requirements fronconnactorprepares contract nmutin~ form ` <br />YELLOW for operating; GREEN for capital. Cover memo REQUIRED for all POS contracts <br />'ch sign here" sti ers to contract and place in colored numbered/signature fi es and route <br />project Manager,~Division"Managerfor initials/signature. Record.location of routing folder'g the <br />w Red Number spreadsheet <br />'When' file received back ' i <br />p tf conntract involves capital $with GJNCsee back page for routing instructions. <br />if contract is >$25,000 or an IGA; brward to Public Works Director forsignature, or <br />' [:],if contract is>$100,000 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 spr dsheet. <br />"a <br />Prepare insurance requirements checklst -make copyof certificates and,contract,pagesfor back ` and <br />forward on to HRRS (Cathy Joseph) - <br />Record irisurance.expiration dates on insurance tracking sheet ` <br />When contract is signed by both parties, distribute accordingly: <br />Contract Administrator. File original contract,` transmittal letter, routing-sheet . <br />Include in'front of file this flow chart/checklist along with a financial spreadsheet <br />t Purchas►n /CRO: 'Make a copy of the routing sheet:YELLOW for operating GREEN for capital. For <br />"Yellow sheets, mark"Purchasing/CRO" on top right hand corner of routing-sheet and rnd in the oily to <br />Purchasing. Purchasing will make'a`record and then forwacdthe contract to the CRO. For Greens `eets~ <br />*P PWA will process.- see back of this checklist fordetails. f <br />Contractor. Mail one original contract with letter "of.transmittal (Lane Count~ets three copies) <br />ontract Manage er. copy of each contract, routing sheet, andtransmittal letter " <br />W Director Assistant: If contract was signedby Division Manager only, send. copy of routing sh ,et and <br />copy, of cover memo if one was written. <br />r <br />, t <br />*SEE PAGE TWO FOR CAPITAL PROJECT PROCESS INSTRUCTIONS (GJN) i <br />PWA handles both,capital $ and some grant $ *PWM/POS"Financial Analyst handles some grant processe <br />, <br />i <br />saved: P:\Finance&Admin\CONTRACTS\FORMS\Information&Processcontract.process;checklist <br />i, <br />