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P t Services Contract & IGA Chec 'st <br />This pink sheets : aCd be at the front of each contract to show tis of contract <br />CONTRACT OR AMENDMENT # 2AS- 00VZZ. (Use a new checklist form for each contract & amendment) <br />Underline one: Contract Types: Intergovernmental Agreements, Professional/Personal Services, Trade Service, <br />Contract Manager/ Project Manager's Name k. N/GOL SA4--' <br />Record dates on line below or mark 'IN/A": <br />G 6 Determines funding availability ❑GJ#? or ®6perating money <br />Operating Acct. Codes: 41 - 9%0 `~71 <br />NOTE; If receiving revenue write "revenue" In the Operating Acct. Codes space. <br />Works with Contract Administrator to develop contract using CONRAX, vendor's scope of work and <br />Public Works routing sheet. Contract Manager writes cover memo at this time. <br />.611 Work with Contract Administrator to review insurance requirements <br />X/23 E-mail or gives draft contract to Contract Administrator for review <br />6I I Works with Contract Administrator to obtain writtor e-mail HRRS,#pproval on any insurancg <br />modifications 1 -2~ <br />Contract Administrator's Name Ill, F4637 AAA ~ . G~~ ~'i✓ <br />6 / Reviews draft contract for insurance requirements, funding source, dates, et <br />L /L Issues contract number and name and sets up Contract file with label <br />]6/6 Works with project manager to create contract using CONRAX program (Minimum 3 o 'ginals - <br />Lane County, 5 copies) or sets up contract using vendor's proposal. <br />6 6 Record contract or amendment # (Al, A2, etc.) on the Contract-list-by-year spreadsheet <br />,S&3 Routes or a-mails completed contract to Project Manager for review <br />6 ,K After review by Project Manager, attaches insurance requirements and forwards all copies <br />Contractor for signature with transmittal letter. Put jopY~of transmittal litter in file for <br />documentation, S _C "cnG <br />After receiving all originals and insurance requirements from contractor prepares ct routing <br />.~Qorm. Cover memo REQUIRED for all POS contracts <br />rro ch "sign here" stic rs to contract and place in colored numbered/signature files and route to <br />( <br />~ject Manager, ivision Manager for initials/signature. Record location of routing folder on the <br />Red Number spreadsheet. <br />When file received back, if contract involves capital $ (wiU have Good Job Number), see back page <br />of this checklist for routing instructions, otherwise,forward to ❑Public Works Director for signature <br />if contract or IGA is over $25,000. If contract is >$100,000 or an IGA, forward to PW Director for <br />initials and have PWA forward to ❑City Managers Office for signature. <br />Adds contract to the contract tracking system once signed by both parties, <br />Prepare insurance requirements checklist - make copy of certificates and contract pages for backup <br />and forward on to HRRS (Cathy Joseph) <br />Record insur nce expir tion dates on insurance tracking sheet GvY 1 C- i uV "1 t~ <br />When cont 1- s signed by oth parties/Distribut accordingly: <br />Contract Administrator: File original contract, transmittal letter, yellow routing sheet. <br />Purchasing/CRO: Make a copy of the routing sheet: YELLOW for operating; GREEN for capital. <br />For Yellow sheets, mark "Purchasing/CRO" on top right hand corner of routing sheet and send in the <br />pony to Purchasing. Purchasing will make a record and then forward the contract to the CRO. For <br />Green sheets, PWA will process - see back of this checklist for details. <br />1 .1 4 Contractor: Mail one original contract with letter of transmittal (Lane County &gets h ee copies)~ ~ <br />Contract Manager: copy of each- contract, routing sheet, and transmittal lettec - Q <br />04~~ <br />PW Director Assistant: If contract was signed by Division Manager only, sen o Jio`I "iting sheet <br />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 />saved: P:\Finance&Admin\CONTRACTS\FORMS\Information&Process\contract.process.checklist <br />