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This pink sheet JW ld be at the front of each contract to shiWatus of contract <br />oo <br />CONTRACT O AMENDMENT #�tV _(Use anew checklist form for each contract & amendment) <br />Circle One: <br />Contract Types: Intergovernmen a Agreements, Professional/Personal Services, Trade Service <br />Contract Manager/ Project Manager's Name <br />Determines funding availability ❑GJ #? or ❑Operating $ <br />Operating Acct. Codes: <br />If receiving revenue don't need to fill out <br />Develops contract using conrax and vendor's scope of work and Public Works routing sheet <br />E -mail or gives draft contract to Contract Administrator for review <br />Obtains HRRS approval from Cathy Joseph on any insurance modifications . <br />Contract dministrator's Name <br />Record d2 te below or put check mark on line... . <br />"A A"' Reviews draft contract for insurance requirements, funding source, dates, etc <br />W Issues contract number and name and sets up Contract file with label <br />to f to I Works with project manager to create contract using conrax program(Minimum 3 originals- Lane <br />County, 5 copies) or sets up contract using vendor's proposal <br />Record contract or amendment # (A1,A2,etc.) on contract list by year spread sheet <br />•a (fi a„ I I %% Routes or a -mails completed contract to Project Manager for review <br />After review by Project Manager, attaches insurance requirements and forwards all copies to <br />4� n' 1 q JOS Contractor for signature with letter of transmittal. Put copy of transmittal in file for documentation. <br />by I Z After receiving all originals and insurance requirements from contractor, prepares <br />contract routing form <br />J�4 j 4 Attach "sign here" stickers to contract and place in colored numbered/signature files and route to <br />o es OProject Manager, ODivision Manager for initials /signature. Record routing location of routing <br />S' �� folder on the routing folder tracking spread sheet in excel. <br />0. u� When file received back, forward to ❑Public Works Director for signature if contract is over <br />' $25,000 or an IGA. If >$100,000 or an IGA, forward to PW Director for initials. <br />Send IGA or contracts >$100,000.00 to ❑City Managers Office for signature. Record routing <br />location of routing folder on the routing folder tracking spread sheet in excel. <br />If contract involves capital $, see page two of flow chart for routing instructions. <br />1 11 2, 0 Adds contract °.to the contract tracking system once signed by both parties. <br />it Prepare insurance requirements checklist - make copy for backup and forward on to HRRS (Cathy <br />Joseph) <br />WA Record insurance expiration dates on insurance tracking sheet <br />When contract is signed by both parties/Distribute accordingly: <br />Record date co lZed on line below.. <br />ontract Administr File original contract, transmittal, yellow routing sheet. <br />Ra c de in front of file this flow chart/checklist along with a financial spreadsheet <br />urchasin /CRO: Write "Purchasing /CRO" on top right .hand corner of routing sheet. <br />Y LLOW for operating, GREEN for capital. Send in the pony to purchasing. Purchasing will make <br />a record and then forward it in the pony to the CRO. If the contract has capital funding, PWA will <br />pr c ss this portion of the routing. <br />Contractor: Mail one original contract with letter of transmittal (Lane County 3) <br />ontract•Mana er: copy of each contract, routing sheet, and transmittal sheet <br />PW Director Assistant: If contract was signed by Division Manager only, send copy of <br />routing sheet and 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 />