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P al Services Contract IGA Ch&ist <br />This pink sheel'S'/iould be of the front of each contract to s1~' status of contract " <br />Contract „-eyy I or Amendment (Use a new checklist orm or each contract & amendment <br />Contract Type: DIntergovernmental Agreement ❑Professional/Personal Services ❑Trade Service Other <br />Contract Manager/Project Managees Name s ~L 24"; R 707 <br />Determines funding availability❑GJ#? or oOperating money: " <br />Operating Acct. Codes:e <br />1~s <br />NOTE: Ifreceivini; revenue write "revenue in the Opera tag Acct..Codes space. <br />Works with Contract Administrator.to develop contract using CONRAX, vendds scope-of work and <br />PublicWorks 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 Adm in istrator obtains written or e-mail HRRS approval on any, insurance modifications_ ` <br />Contract A ministrator'sName: ° Kris Aanderud <br />Reviews draft contract for insurance requirei.nents, funding source, dates, etc <br />l (P 'Issues contract number and name and sets up Contract filewith label <br />Works with project managerlo create contract usingCONRAX program (Minimum 3.originals- Lane <br />I_ County, 5 copies) onsets up contract`using vendols proposal. <br />Record contract or amendment # (A 1,A2; etc.') on the Contract-list-by-year- spreadsheet <br />l~ . Adds contract-to the contract tracking system Record routingfor each transaction that follows. <br />Routes or a-mails completed contract to Project Manager for review <br />17A <br />fter review-by Project Manager, attaches insurance rquirements and forwards'61 copiestoContractor <br />or signature with transmittalletter.,Put copy of transmittal letter in file for documentation:,. <br />fter-receiving all originals and insurance requirements frorrcontractor prepares contract. routing form. <br />ELLOW for operating; EEN. for capital. Cover memo REQUIRED for all POS contracts <br />ch "sign here" sti ers to contract and place i'n colored numbered/signature files and route to <br />Project Manage , _ _Division Managerfor initials/signature. Record location of r.outingfolder on the. <br />Red Number spreadsheet. <br />When file received back n <br />o if contract involves capital $with GJN, see back page for routing instruetio.m.` . <br />if contract is >$25,000 or an IGA, brward to Public Works.Director forsignature, or . <br />' El if contract is>$100,000 or an IGA; forward to'PW Director for initials& PWA forward to <br />oCity Managers Office for signature. Record location of routing folder on the Red Number spreadsheet." <br />` Prepare insurance requirements checklst.= make copyof certificates and'contract pagesfor backup and <br />forward on to HRRS (Cathy Joseph) <br />Record insurance expiration dates on insurance tracking.sheet <br />When contra t is signed by both parties distribute accordingly: <br />Contract Administrator: File original contract, transmittal letter, routing sheet <br />Include in front of f le this flow chart/checklist along with-a financial spreadsheet <br />c i Purchasifi /CRO: Make a copy of the routing sheet:YELLOW for oPeratinf; GREEN for capital. For, <br />- <br />Yellow sheets, mark Purchasing/CRO on. top right hand cornier of routing sheet and s rid in' the 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 />g Mlai Contract Manaaeon oori onal contract withletter of transmittal (Lane;Counta&ts three copies) <br />py f each contract,. routing sheet, andtransmittal letter <br />( PW Director Assistant: If contract was signedby Division- Manager only, send copy,of routing sheetand <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 hand'les,some grant processes. <br />saved: P:\Finance&Admin\CONTRACTS\FORMS\Information&Processcontract.process:checklist <br />