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Anal Services Contract IGA Ch~ List ' <br />This,pink sheet should be at thi front of each contract to show status of contract <br />`Contract '200 - L)4L Sor Amendment # (Use a new checklist form for each contract & amendment) <br />Contract Type: pIntergovernmental Agreement ❑Professional/Personal Services ❑Trade Service~Other <br />Contract Manager/Project Manager's Name L <br />Determines fuiding availablityo J#? or oOperating money: <br />Operating Acct. Codes: <br />NOTE.:.I receivin revenue write "revenue" in the O eratin Acct. Codes space. <br />Works with Contract, Adrri;inistrator to develop contract.using CONRAX,:vendois 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 cbtains written or"email HRRS approval on any insurance modifications . " <br />Contract ministratoes Name:" Kris Aanderud <br />Reviews draft,contract for insurance requirements, funding source, datbs,~etc <br />Issues 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 vendois proposal: <br />contract or,amendment # '(AI;A2;etc.) on the Contract list-by-year spreadsheet ~'ecord <br />dds 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 copiesjoContractor <br />for signature with, transmittal letter, Put copy of transmittal letter in file fordocumentation. <br />After receiving all originals and insurance requirements fromcontractorpreparescontract routing form. <br />- YELLOW for operating; GREEN for. capital.,Cover memo REQUIRED for all POS contracts e <br />Attach "sign here" stickers to contract and place in colored numbered/signature files and route to <br />oProject Manager, oDivision Managerfor initiaWsignature, Record location of routingfolder-on the- <br />-Red Number spreadsheet. <br />;When file-received back <br />El if contract involves capital $with GJN, see back page for routing instructions. <br />❑,if contract is >$25,000 or an IGA, brward to Public Works Director forsignature, or <br />' o.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 checkiit - make copy of certificates and contract.pagesfor backup and <br />forward on to-HRRS (Cathy Joseph) ` <br />Record insurance expiration dates.on insurance tracking sheet . <br />- 4V [ , , i <br />, <br />hen 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 />qj- <br />Purchasin /g 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 srnd in the pony to <br />".Purchasing: Purchasing wi11,makea record and then forwardthe contracttorthe CRO..For Green sheets, <br />PWAwill process- see back of this checklist fordetails. a . <br />Contractor. Mail one original contract with letter of transmittal: (Lane Count~gets three copies) <br />Contract Manager copy of each contract; routing sheet, andtransmittal letter <br />PW Director Assistant: If contract was signedby Division °Manager only, send copy of routing sl eet 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/POSFinancial Analyst handles some grant processes. <br />saved: P:\Firiance&Admin\CONTRACTS\FORMS\Ilnformation&Process,contract.process.checklist. <br />