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CONTRACT <br />.Contract Types: <br />' ntr ct & I A Flo h r ckLi Form <br />TDMEN ~'~I-OC P (Use anew checklist form for contract & amendment) <br />Services Contracts <br />Contract Manager/ Project Manager 4a rg:-L <br />NV . - Determines funding avai i ity G7#? <br />evelops contract using contract request farm/worksheets <br />5~Routes draft contract to Contract Administrator for review <br />Obtains HRRS approval on any insurance mo ' cations <br />"Engineering Contract Administrator <br />Reviews draft contract for insurance requirements, job number,, dates, etc <br />Issues contract number and name and sets up Administrative Contract file <br />Develops contract for review/ signature using CONRAX (Minimum 3 originals- Lane . <br />County, 5 copies) / - <br />Adds contract to the contract tracking system <br />q Record on Excel spreadsheet (Q;Support/Perserv/Contlst/Contracts-byYear.xls) <br />Routes completed contract to Project Manager for review <br />GAfter review b Project Manager, attaches insur nce requirements and forwards all <br />pie to ontractor for signature kKX4,1 ~ <br />y After receiving all originals and insurance requirements from con actor, prepare yellow <br />Contract Routing Form <br />Prepare insurance requirements checklist -make copy for backup and forward on to <br />HRRS (Cathy Joseph) <br />Attach approved insurance certificates and waivers and " ign here" stickers o contract and place <br />urple, numbered/si <br />gnature files and route to Proj~anager, Ci ngineer for initials. <br />(Cindy only) Make notation of purple file number and contents'purplefile.xls'. <br />When file received back,, forward to Public Works Director for signature if contract is <br />$99,999.99 or less. .If>$100,000 or an IGA, forward to PW Director for initials. <br />S IGA or contracts >$100,000.00 to City Managers Office for signature. If signature <br />ock says "by and through elected officials" attach a copy of Resolution 4364. <br />(Cindy only)(Make notation of purple file number and contents in 'purplefile.xls') <br />Receive from pony or pick up contract at CMO after signed <br />Distibute: <br />Contract Administrator: File original contract, transmittal, yellow copy cover sheet. <br />Include in front of file this flow chart/checklist along with a financial spreadsheet <br />urchasing/ CRO: original contract and original cover sheet <br />Contractor: Mail original contract with transmittal and mailing label <br />Contract Manager: copy of each- contract, cover, and transmittal sheet <br />--If capital project, reference to contract file in project file; give job # for filing <br />*SEE PAGE TWO FOR CAPITAL PROJECT INSTRUCTIONS (GJN) <br />Administrative Division Grants Administrator (copy - for grants only!) <br />Prepare packet of original contract, cover sheet, RFP, ad copies, request-holder's list, <br />proposals received, scoring matrix, award letter, insurance certificates, insurance <br />waivers <br />page 1 of 2 <br />1 <br />