Change Orders

Change Orders are done when money or time is changed on a Contract or a portion of the Contract is changed with no money affected. SEE EXAMPLE SECTION (Pages 99 & 100)

1. The Engineer will tell us when a Change Order is needed

2. Run a copy of the Change Order - get from Masters or Computer

3. Type in information (Engineer should give you the job #, the change order amount and/or the # of days.) We get the remaining information from the Contract. The Agreement Date is the day the Contracts were dated. We Date the Change Orders when they have come back completely executed.

4. Some Change Orders may have drawings or justifications attached.

5. List in the Project Book:

   • Change Order #
   • Amount of Change Order (Amount Increased/Decreased)

6. Make Copies- Number of Contracts We Have

7. Send all copies with a letter to be executed

   • SEE FORM LETTER SECTION (Pages 91 , 92 & 93)
   • Order of Execution:
   • Contractor
   • Engineer
   • Owner
   • Federal Agency

8. Keep all correspondence pertaining to Change Orders in the Back Left-Hand Side of the Project Book until the Change Order has been approved and fully executed. Keep the original in the Project Book - flagged "Original". As we receive the change orders back from each person that has executed them, keep the letter of transmittal (Most Recent On Top) in the project book, so we know whose signature we are waiting on.

9. Once we receive all fully executed copies of the Change Order, we need to date the Change Orders the day that we distribute them. We should distribute the originals as follows:

   - Contractor,

   - Owner,

   - Attorney,

   - Surety,

   - Administrator - if applicable and one for our Contract. (Everyone

   that has a Contract.) SEE FORM LETTER SECTION (Page 94)

10. On SRF Project Only, after execution by the Contractor, Engineer and Owner, send three (3) copies to OPC with request that they return one approved copy to Engineer. SEE FORM LETTER SECTION (Page 95) When the approval has received, they can be distributed.

11. When we get approval, enter the Approval Date and The New Contract Amount on the green ledger sheet in the project book. File the letters for execution in their appropriate files. The unsigned (Original) Change Order should be stapled to the file copy of the distribution (Transmittal) file copy to go in the Contractor's File.

12. If we have extra Contracts in our files, we should file fully executed Change Orders in them also.

13. Make copies of change orders for the following conformed copies

    • Project Book
    • Engineer
    • Resident Project Representative
    • Office Copy

14. Enter the information of each Change Order on the Summary Change Order Document of Excel.

15. We should charge Change Order time to the Extra Services Job Number except for The Summary Change Orders. Time on the Summary Change Order should be charged to the regular Job Number.

16. A Summary Change Order should be handled the same way that a regular change order is handled, except of course the summary shall be documented as a summary change order. Also the time should be charged according to Item #15.