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KYTC

KYTC. Change Order (Contract Modifications). Road Work 1 mile good place for a change order!. Change Orders. As always, we try and administer contracts as written, but designers (maintainers) cannot forsee every problem that may arise. Crap happens, we just get to clean it up.

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KYTC

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  1. KYTC Change Order (Contract Modifications) 3-3-14

  2. Road Work 1 mile good place for a change order! 3-3-14

  3. Change Orders • As always, we try and administer contracts as written, but designers (maintainers) cannot forsee every problem that may arise. Crap happens, we just get to clean it up. • Need to try and establish a cost by BEFORE contractor submits you a price. In other words, have a price in mind before they give you one if possible. 3-3-14

  4. KYTC updated guidance manual should be helpful • http://transportation.ky.gov/construction/ConstGuidManl/GuideManlIndx.htm 3-3-14

  5. Possible Change to Contract • Consult with District Construction TEBM and/or DCE & Central Office Liaison. (on-site, phone, e-mail) • If FHWA oversight (ADP, interstate or Lake Bridge) make sure FHWA liaison informed. • Draft Proposed Change Order in SM. Send HTML or PDF via e-mail for review, then apply REVIEW in SiteManager, sending an e-mail notice 3-3-14

  6. Change Order Creation • Funding issues may require a new Category or Project to be added in Contract, contact Beth Whitt or Matt Looney with information. • Supplemental items generally prices require price submittal from Contractor. Make sure the price is justified. • Some supplemental items of work that are Contract Items for example: Fuel & Asphalt Adjustments are at Unit Price of $1.00 and Quantity of Dollars calculated. 3-3-14

  7. Create finish and submit quickly NOT like these: 3-3-14

  8. SiteManagerChange Orders continued • Keep current on submittals Send for Review in SM to: Section Engineer, District (TEBM), Construction Change Order manager (bWhitt), Div of Construction (Director and DO liaison), DSHE for Project Delivery (Bob Lewis) and If applicable FHWA liaison.. 3-3-14

  9. SiteManagerChange Orders continued • Be sure to create an e-mail alerting Beth that ready for review in SM. Also include, Creator of Project (Design, Maintenance or Rural Roads) by e-mail only for information. Also send e-mail copy to Contractor before sending for signature. • If changed during Draft Review, make sure all parties are sent new copy. Money for Review copy needs to match submitted copy. 3-3-14

  10. Change order e-mail Notice E-mail should Include ContID Change Order Number. Brief overall Description of Change and attachment of a HTML or PDF version of change order for those that do not have access to SiteManager. This alerts individuals that it is ready for REVIEW. The attachment should be FUNDING, (not signature report). Attachement file name should have ContID&CO# ie 071210-003 (default HTML name) 3-3-14

  11. Change Order Explanations • Brief but explain the problem and solution. • If supplemental item need to reference how price established (ave. bid cost, breakdown, etc) • Mention item of work in explanation. Do not put simply “this item” • example: • [8001] [8002]GUARDRAIL-Material Only these items are for invoice paid for remainder of guardrail quantities on grade contract and will be installed as an "install only" price on the surfacing contract. This will allow for the grade contract to be completed. 3-3-14

  12. SiteManagerChange Orders continued • Put a standard reason code on items in change order 3-3-14

  13. SiteManager REVIEW • During the REVIEW process, the change order is in DRAFT status. If any major changes (adding items, changing prices) are made. Notification should be made to all parties. • Spelling or minor grammar changes do not required full re-review. • After DSHE for Project Review and if applicable FHWA have REVIEWED, the change order signature report is ready for formal submittal to contractor for signature. 3-3-14

  14. SiteManager Review by CO • Review time explanation. Does calculation make sense(if applicable) • Review spelling and grammar. This is official contract document and words matters. Do explanations make sense • Review supplemental prices, are they justified and explained. Standard Bid Item ie no EW~ • Is overrun/underrun excessive for major item has it been addressed? • Funding & FHWA review? • If noted in projectwise it backup really there. • Time only note (024) 3-3-14

  15. SiteManager Change Orders HTML or PDF report • To create a copy from SiteManager for review, create report, open file, save as HTM, open HTM file in browser and send that via e-mail. The HTM can be viewed from e-mail. No need to scan or paste into WORD, use the HTM file. It can be printed to PDF file also. 3-3-14

  16. SiteManager Report Remove file name footer from HTML printout. In internet Browser goto Page Setup   Make footer –empty- This will eliminate file://C:Documents...... At bottom of signed change orders 3-3-14

  17. Change Order Signature Report • Section Engineer is to sign the change order as requested by and mail (or deliver or fax) to contractor for signature and further submittal to State Highway Engineer’s Office. • SM is updated to PEND status and date applied for when mailed to contractor. • SM is updated when signed Change Order received in SHE office. 3-3-14

  18. SiteManagerChange Orders continued • Put in Pending only after reviews completed by: • Section Engineer • District (TEBM or DCE), • CO Construction (Beth Whitt), • Div of Construction (Director and/or DO liaison), DSHE for Project Delivery (Bob Lewis), • if applicable FHWA liaison. 3-3-14

  19. SiteManager Change order • If in Pending but need to change, put back into DRAFT, make corrections send for review before putting back into PEND. RE should NOT deny in PENDING STATUS. 3-3-14

  20. SiteManagerChange Orders Pending approvals • Approval Levels are: • Level 1 – Contractor- (Project Engineer) this indicates when change order mailed to Contractor • Level 2 – Deputy State Highway Engineer (kmulder) Once date inserted, indicates Change Order from Contractor received in Central Office. • Level 3 – State Highway Engineer (by blewis) Once date inserted, indicates approved by State Highway Engineer and passed to Div of Accounts for uploading into system • Level 4 – Final Approval e-Mars Change Order (bWhitt)approval indicates date received from Accounts and ready for use in SiteManager, should be fully funded. 3-3-14

  21. Change Order Signature Report • DSHE forwards to State Highway Engineer for signature & approval • If approved, Change order then sent to account for uploading program funding. • After funding finally secured Change Order put in APRV status and payment can be made on items. Approved Change order copies then mailed out. 3-3-14

  22. Payment for Change Order Items • After Change Order has been put in APRV status, payment can be made on items included in the change order. They are now part of the contract. 3-3-14

  23. Robert C. Lewis, PE Deputy Highway Engineer 200 Mero Street 6th Floor East Frankfort, KY 40622 E-mail Bob.lewis@ky.gov Cell 502-229-4809 Office 502-564-3730 Direct 502-782-4965 3-3-14

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