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Personal Services Contract& IGA Flow'Chart/Checklist Form <br />This pink sheet shes beat the front of each contract to showaus of contract <br />(Use a n" <br />CONTRACT OR AMENDMENT #new checklist form for, each contract & amendment) <br />Circle tine: <br />Contract Types: Intergovernmental Agreements, Professional/Personnal Servi s Contracts <br />Contract nager/ Project Manager <br />Determines funding availability GJ or 40perating <br />evelops contract using contract request form/worksheets or vendor's proposal <br />-mail or gives draft contract to Contract Administrator for review <br />Obtains HRRS approval om thy Joseph on any insurance modifications <br />Engineering Contract Administrator <br />Reviews draft contract for insurance requirements, funding source, dates, etc <br />I sues contract number and name and sets up Contract file with label <br />evelops, contract for review/ signature using CONRAX (Minimum 3 originals -Lane County, 5 <br />copies) or sets up contract using vendor's `proposal <br />Record contract or amendment# (A1,A2,etc:) on contract list by year=Excel spreadsheet <br />(Q: Support/Perserv/Contlst/Contracts-byYear.xls) <br />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 />07 ~6ntractor for signature with letter of transmittal: Put copy of transmittal in file for documentation: <br />I After receiving all originals and insurance requirements'from contractor, prepare yellow <br />contract routing form <br />A~fach "sign' here" st' ers to contract and place in purple, numbered/signature files and route to. <br />EXProject Manager, City Engineer for initials. Record routing location of routing folder, on the <br />routing folder tracking spread sheet in excel. i <br />When file received back, forward to DPublic Works Director for signature if contract is <br />$99,999.99 or less. If >$I 00,000 or an IGA, forward to PW Director for initials. j <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 />contract involves capital see page two of flow chart for routing instructions. <br />Adds contract to the contract tracking system once signed by both parties. ; <br />Ajt_Prepare insurance requirements checklist- make copy for backup and forward on to HRRS (Cathy, <br />Joseph) <br />Record insurance expiration dates on insurance tracking spreadsheet on excel. <br />When contract is signed by both parties/Distribute accordingly: <br />Contract Administrator: File original contract; transmittal, yellow-. routing sheet. x " <br />' JInclude in fro f file this flow chart/checklist along with a fina ' <br />Purchasin RO orwarded by Admin Aide III for,operating o - PWA: for capital) . , <br />riginal contract and original yellow routing sheet <br />Contractor: Mail one original contract with letter of transmittal (Lane County 3) <br />(410k''S„,tEmtract Manager: copy of each-contract, routing sheet, and transmittal sheet? . c' ° tJe .~51 <br />* ~L~ <br />SEE PAGE TWO FOR CAPITAL PROJECT PROCESS INSTRUCTIONS (GJN)C <br />*PWA handles both capital $ and grant $ <br />