10.1 Adding a New Contract Modification

Transcription

1 10 Contract Modifications A FieldManager Contract Modification (Cont Mod) modifies the original contract. A contract may be modified for many reasons: new items may need to be added to the contract, quantities of existing contract items may need to be increased or decreased, items may need to be moved from one category to another, changes to working days or completion dates, changes to the contract documents, assessing liquidated damages OR completing the Closeout Cont Mod (see section 10.7 of this chapter for details) to reconcile existing items at the time of closeout. Refer to Chapter 3, Contract Modifications and Letters of Authorization, in the Documentation Manual for requirements and procedures on how to successfully execute a Cont Mod. Refer to Appendix C in this user guide for Step-by-Step directions for creating and processing both Cont Mods and Priors. This step-by-step process includes directions on the DocuSign process for acquiring required signature approvals. Quantity Overruns FieldManager limits overruns by establishing limits which are consistent with the Construction Manual. Any major item ($50,000 or greater) cannot exceed the original quantity by 100%; with no overrun to exceed $100,000. If the threshold is exceeded, a Cont Mod will need to be executed to make a payment again on the item Adding a New Contract Modification 1. Select desired contract in the Contracts list window, and click Cont Mods on the Application Toolbar (Figure 10-1). The Contract Modifications list window opens (Figure 10-2). Figure FieldManager Contracts List Window FieldManager User Guide 11/

2 Figure Contract Modifications List Window 2. Select the Add button located in the Window Toolbar (Figure 10-2). The Select Contract Modification Type Window opens (Figure 10-3). Figure Select Contract Modification Type Window 3. Click on the drop-down arrow and select the appropriate Contract Modification Type (see Appendix B, Contract Modification Types, in this user guide for the complete list of available types). Click the OK button. The Add Contract Modification window opens in the General tab (Figures 10-4 & 10-5). Note: Ensure the appropriate type is selected as it will help determine which internal division the Cont Mod will be routed to for review. It will also be used for reporting purposes. The type cannot be changed after the OK button is selected. Note: It s a good idea to SAVE frequently when adding and updating information! General Tab 1. To complete the General tab (Figures 10-4 and 10-5), enter the following information in the appropriate fields: a. Short Enter name and title of who requested the Cont Mod (i.e. RE, Description: Division Head, Contractor, Design Division, 3 rd Party). (Required) b. Description Enter the Cont Mod type on the first line. Then enter the details of the Of Changes: Cont Mod (do not repeat the Cover Letter) followed by the required Standard Clause: (Required) o Standard Contract Clause for all general Cont Mods Acceptance of this Contract Modification constitutes an accord and satisfaction and represents payment in full (for both time and money) for any and all costs, impact effect, and/or delays arising out of, or incidental to, the work as herein revised, including present and future extensions of the contract completion time. (Figure 10-4) o Prior Standard Contract Clause for all Prior Cont Mods This Contract Modification is being processed as a Prior Approval in order to authorize the commencement of work and provide an estimate of quantities (and associated payment) to be performed as outlined above and per the direction of the Resident Engineer. The actual FieldManager User Guide 11/

3 quantities required to complete the work per this Prior Approval shall be finalized and paid for accordingly upon completion of the work. Contract Modification # will be generated to complete and finalize the quantities and associated payment performed under this Contract Modification/Prior Approval. (Figure 10-5) Note: Remember to enter the Cont Mod number that is associated with the Prior. 2. Click Save or Save/Close on the Window Toolbar, depending on how you would like to proceed. Figure Add Contract Modification Tab Window General Tab (Prior Cont Mod) Figure Add Contract Modification Tab Window General Tab FieldManager User Guide 11/

4 Inc/Dec Tab 1. Click the Inc/Dec tab to increase or decrease the authorized quantity of an item, (Figure 10-6). Figure Add Contract Modification Tab Window Inc/Dec Tab 2. Click the Add Item button (see blue box in Figure 10-6). The contract Items list opens (Figure 10-7). DO NOT use the Balance Completed Items button when adding a Standard or Prior Cont Mod. This button is ONLY used when creating the Closeout Cont Mod (Section 10.7). Figure Add Contract Modification Inc/Dec Tab Contract Items List Window 3. Select the item and click the Select button (Figure 10-7). Note: If the item selected is in more than one category, the Multiple Categories window opens (Figure 10-8). In that case, select the corresponding category(s) for which to increase or decrease the item quantity, and click the Select button. FieldManager User Guide 11/

5 Figure Inc/Dec Multiple Categories Window 4. The Inc/Dec details for the item opens (Figure 10-9). Figure Add Contract Modification Tab Window Inc/Dec Tab (After Selecting an Item) 5. To complete the Inc/Dec record enter the following information in the appropriate fields (Figure 10-9): a. Qty Change (+/-): Enter the desired quantity change. (Required) b. Reason: Enter the reason for the increase or decrease in the item. (Required) 6. Repeat steps 2 thru 5 for increasing or decreasing additional items. 7. Click Save or Save/Close on the Window Toolbar, depending on how you would like to proceed. FieldManager User Guide 11/

6 New Items Tab Adding a New Item If you need to modify the contract to include an item that wasn t part of the original contract follow the steps below. You can either Add a New Item or Attach an item Saved Previously. The latter option allows you to select an unattached item that was added as described in Chapter/Section 5.1 in this user guide. 1. Click the New Items tab (Figure 10-10). Click the Add Item button (see blue box in Figure 10-10). The Items dialog window opens (Figure 10-11). Figure Add Contract Modification Tab Window New Items Tab 2. Select the Add a New Item option and click the OK button (Figure 10-11). The New Items detail window opens (Figures and 10-13). Figure Items Dialog Box 3. To complete the New Items tab record enter the following information in the appropriate fields: FieldManager User Guide 11/

7 Figure Add Contract Modification Tab Window New Items Tab (Adding a Standard Item) PRICE ADJUSTMENT Figure Add Contract Modification Tab Window New Items Tab (Adding a Price Adjustment Item) a. Item: Click on the drop-down arrow beside the Item field. The NDOT Master Item list opens (Figure 10-14). Select the appropriate item (see descriptions below) and click the Select button. The item number will appear in the Item field and the description will appear to the right of it (Figures and 10-13). (Required) o Standard Item: Use when adding new item to the contract as extra work. o Price Adjustment: An item with an associated original contract item that has been paid against AND meets the criteria, per Section in the NDOT Standard Specifications. FieldManager User Guide 11/

8 Figure Agency Master Item List b. Supplemental When adding a standard item leave these fields blank (Figure Description: 10-12). When adding a Price Adjustment Item (XXX9000 item) enter the description of the item (Figure 10-13). (Only required when adding Price Adjustment Item) Note: The supplemental description will appear on the printed Cont Mod following the item description. c. Item Type: Select the appropriate option: (Required) o Extra Work Additional Standard items are being added to the contract. Use with Standard Item. o Modified Original Increasing or decreasing the quantity of an existing contract item. o Price Adjustment Increasing or decreasing the unit price of an item. Use Price Adjustment Item (XXX9000 item). o Liquidated Damages / Penalty Only used when assessing damages and wage determination (penalty) to the contract. d. Unit Price: Enter a positive unit price for the new item. (Required) e. Reason: Enter the reason the item is getting added to the contract. (Required) f. Section: Always 0. (Required) g. Proposed Enter the quantity for the new item. (Required) Quantity: 4. Click the OK button to add the item to the Cont Mod. 5. Click Save or Save/Close on the Window Toolbar, depending on how you would like to proceed New Item Tab Adding an Unattached Item 1. Click the New Items tab (Figure 10-15). Click on the Add Item button (See blue box in Figure 10-15). The Items dialog window opens (Figure 10-16). FieldManager User Guide 11/

9 Figure Add Contract Modification Tab Window New Items Tab 2. Select the Attach an Item saved previously option and click the OK button (Figure 10-16). The Select Unattached Item window opens (Figure 10-17). Figure Items Dialog Box 3. Select the item to attach and click the Select button (Figure 10-17). The New Items detail window opens (Figures 10-18). Figure Select Unattached Item Window 4. To complete the New Items tab record enter the following information in the appropriate fields: FieldManager User Guide 11/

10 Figure Add Contract Modification Tab Window New Items Tab (Adding Unattached Item) a. Supplemental Do not enter anything in field. Description: b. Item Type: Select Extra Work. (Required) Note: The other available Item Types are not applicable when adding an unattached item to contract. c. Unit Price: Enter unit price for the new item. (Required) d. Reason: Enter the reason the item is getting added to the contract. (Required) e. Section: Always 0. (Required) f. Proposed Enter the quantity for the new item. (Required) Quantity: Note: The Quantity Placed fields for each category listed will show if any item postings have been placed for the item and in which category. 5. Click the OK button to add the item to the Cont Mod. 6. Click Save or Save/Close on the Window Toolbar, depending on how you would like to proceed Time Extensions Tab 1. Click the Time Extensions tab (Figure 10-19). FieldManager User Guide 11/

11 Figure Add Contract Modification Tab Window Time Extensions Tab (Working Days) 2. To complete the Time Extensions tab record for a Working Day contract enter the following information in the appropriate fields (Figure 10-19): a. Additional No. of Days: Enter the number of added days. (Required) b. Reason: Enter the reason for the added days. (Required) Figure Add Contract Modification Tab Window Time Extensions Tab (Completion Date) 3. To complete the Time Extensions tab record for a Completion Date contract enter the following information in the appropriate fields (Figure 10-20): a. New Compl. Date: Enter the new date. (Required) b. Reason: Enter the reason for extending the date. (Required) 4. Click Save or Save/Close on the Window Toolbar, depending on how you would like to proceed. FieldManager User Guide 11/

12 Attachments Tab Only the Cover Letter and a copy of the executed Cont Mod (see Section 10.4 in this chapter for details on attaching the executed Cont Mod) should be attached to the Cont Mod. 1. Click on the Attachments tab to add documentation that needs to be included in the Cont Mod (Figure 10-21). Figure Add Contract Modification Tab Window Attachments Tab 2. Click on the Add File button (see blue box in Figure 10-21). The Add File Attachment dialog box opens (Figure 10-22). Figure Attachments Tab - Add File Attachment Dialog Box 3. Enter the Name and Description of the file you are attaching (Figure 10-22). 4. Click on the Browse button (Figure 10-22). The Attach a file window opens (Figure 10-23). Note: Attachment files must be saved to a network share drive or to an external flash drive. Please do not save files to the computer desktop because the FieldManager software cannot access files in this location. FieldManager User Guide 11/

13 Figure Attachments Tab Attach a File Window 5. Browse to the file you are attaching, select it and click on the Open button (Figure 10-23). The Add File Attachment dialog reopens (Figure 10-24). 6. Select the Add button (Figure 10-24). Figure Attachments Tab Add File Attachment Dialog Box 7. Once the document is attached you have the option to Change, Delete and View the file by selecting the appropriate buttons (Figure 10-25). Figure Add IDRs Window Attachments Tab 8. Click Save or Save/Close on the Window Toolbar, depending on how you want to proceed. Note: NDOT will NOT be adding Links to contracts. FieldManager User Guide 11/

14 View Tab 1. Click on the View tab to open the Draft copy of the Cont Mod (Figure 10-26). It is a good idea to use the View tab to check the information on a draft Cont Mod. Note: The View tab may also be used at any time while adding Cont Mods. Figure Add Contract Modifications Window View Tab 2. Click on either Save or Save/Close on the Window Toolbar depending on how you want to proceed Changing an Existing Contract Modification Cont Mods can be changed when they are in a Draft status (the Cont Mod has been saved but not generated) or if they are in a Pending Approval status (the Cont Mod has been generated and is waiting on approval signatures). Once a Cont Mod has been Approved (the Cont Mod has received necessary review and signatures, and is now included in the legal contract) it CANNOT be changed. 1. From the Contract Modifications list window select the Cont Mod, and click Change on the Window Toolbar (Figure 10-27) or double-click on the Cont Mod. The Change Contract Modifications tab window opens in the General tab (Figure 10-28). Figure Contract Modifications List Window FieldManager User Guide 11/

15 2. Review the information in each of the Change Contract Modification tabs (General, Inc/Dec, New Items, Time Extensions, and Attachments) for accuracy. Corrections, additions and deletions can be made in each of the tabs. If corrections are made, the Cont Mod will show a Revision Number in the General tab (Figure 10-28). Figure Change Contract Modification Tab Window General Tab 3. When you are done reviewing/correcting the Cont Mod, click Save/Close on the Window Toolbar. The Cont Mod is now ready to Generate (see Section 10.4 in this chapter) Generating and Printing a Contract Modification After you have completed the setup of your Cont Mod and worked with HQ Construction to ensure it meets necessary requirements you are ready to generate. 1. From the Contract Modifications list window, select the Draft Contract Modification and click Generate on the Application Toolbar (Figure 10-29). Note: You can also generate a Cont Mod while it s open by clicking Generate on the Application Toolbar. Figure Contract Modifications List Window 2. Click the Yes button on the Generate window (Figure 10-30). The Print window opens (Figure 10-35). FieldManager User Guide 11/

16 Figure Contract Modification Generate Confirmation Window 3. The generated Cont Mod MUST be converted to a PDF file so it can be routed through DocuSign for the required approval signatures. Select the PDF Writer biopdf printer option and click the Print button (Figure 10-31). The PDF Writer biopdf Create File window opens (Figure 10-35a). Figure Contract Modification Print Window 4. Click on the Browse (see blue box in Figure 10-31a) to navigate to desired location in crew Contract folders on the server. FieldManager User Guide 11/

17 Figure 10-31a. PDF Writer biopdf Create File window Note: Once a Cont Mod is generated it will have a status of Pending Approval in the Contract Modification list window. 5. Click the Save button to create the PDF file Approving a Contract Modification Once a Cont Mod has been routed through DocuSign for the required approval signatures it needs to be approved in FieldManager to process related payments. Keep in mind that a Cont Mod must be in pending approval status to be approved; also, it CANNOT be modified or deleted once approved. So, be sure you want to approve it BEFORE doing so. Note: The following steps can only be completed after the signed (executed) Cont Mod has been received from DocuSign and a copy saved to the appropriate EDOC Contract Files\Contract Files\Division No. 5 - Contract Modification directory. IMPORTANT: When adding a new category (AEB) through a Cont Mod, DO NOT approve the Cont Mod until a notification from Construction Admin Services is received stating that the new category (AEB) has been funded. 1. From the Contract Modifications list window, select the Cont Mod and click Change on the Application Toolbar (Figure 10-32). FieldManager User Guide 11/

18 Figure Contract Modifications List Window 2. Click on the Attachments tab to add a copy of the executed Cont Mod file (Figure 10-33). Figure Change Contract Modification Tab Window Attachments Tab 3. Click on the Add File button (see blue box in Figure 10-33). The Add File Attachment dialog box opens (Figure 10-34). Figure Attachments Tab Add File Attachment Dialog Box 4. Enter the Name and Description of the executed Cont Mod you are attaching (Figure 10-34). 5. Click on the Browse button (Figure 10-34). The Attach a file window opens (Figure 10-35). FieldManager User Guide 11/

19 Figure Attachments Tab Attach a File Window 6. Browse to the copy of the executed Cont Mod, select it and click on the Open button (Figure 10-35). The Add File Attachment dialog reopens (Figure 10-36). Figure Attachments Tab Add File Attachment Dialog Box 7. Select the Add button (Figure 10-36). 8. Click on Save/Close on the Window Toolbar. 9. Adding the executed copy of the Cont Mod changes the status back to Draft. Generate the Cont Mod again. 10. Click Approve on the Application Toolbar (Figure 10-37). Figure Contract Modifications List Window FieldManager User Guide 11/

20 11. Enter the date the Cont Mod was executed in the Approval Date field, and click OK to continue (Figure 10-38). Two additional dialog boxes open to ensure you want to approve the contract modification (Figures and 10-40). Figure Contract Modification Approval Window 12. Click Yes on both Approve confirmation windows (Figures and 10-40). Figure Contract Modification Approve Window Figure Contract Modification Approve Window Note: Once a Cont Mod is approved it will have a status of Approved in the Contract Modification list window. 13. Click Close on the Application Toolbar to close the Contract Modifications list window and return to the Contracts list window Reviewing a Contract Modification Once a Cont Mod has been approved it can no longer be opened from the Contract Modifications list window, but it can be reviewed. 1. From the Contract Modifications list window, select the Cont Mod and click Review on the Application Toolbar (Figure 10-41). Figure Contract Modifications List Window 2. The Review Contract Modification tab window opens in the General tab in a mode in which you can view, but not change the information (Figure 10-42). FieldManager User Guide 11/

21 Figure Review Contract Modification Window 3. Click any of the tabs to review the information for the Cont Mod. Tip: Suggest user selects the View tab to review the entire document. 4. Click Close on the Application Toolbar to close the Review Contract Modification tab window and return to the Contract Modification list window Deleting a Contract Modification A Cont Mod can be deleted if it is in either a Draft (the Cont Mod has been saved but not generated) or a Pending Approval status (the Cont Mod has been generated and is waiting on approval and signatures). The process is the same for both, but the result is different Deleting a Draft Contract Modification 1. From the Contract Modifications list window, elect the Draft Contract Modification and click Delete on the Application Toolbar (Figure 10-43). Figure Contract Modifications List Window (Deleting Draft Cont Mod) 2. Click the Yes button on the Delete Warning message window (Figure 10-44). FieldManager User Guide 11/

22 Figure Draft Contract Modification Delete Warning Window Note: If this Cont Mod is the LAST one created it will simply be deleted from the list and that Cont Mod number will be used again for the next one created. If this Cont Mod was NOT the last one created, it will be shown with a Deleted status and that Cont Mod number will NOT be re-used Deleting a Generated Contract Modification Once a Cont Mod has been generated a status of Deleted will be shown in the listing if that Cont Mod is deleted. You cannot re-use this Cont Mod number. In other words, once a Cont Mod has been generated and then deleted, that number can never be used again. 1. From the Contract Modifications list window, select the Pending Approval Cont Mod and click Delete on the Application Toolbar (Figure 10-45). Figure Contract Modifications List Window (Deleting Generated Cont Mod) 2. Click the Yes button on the Delete Warning message window (Figure 10-46). Figure Generated Contract Modification Delete Warning 10.7 Creating the Closeout (Balancing) Contract Modification The Closeout Balancing Cont Mod reconciles the quantities of all items and is completed during the semi-final estimate process, which is performed by the field office. A justification for all items with changes resulting in an increase or decrease of $50,000 is required. This type of modification will be the last modification prepared by the Resident Engineer after creating the semi-final estimate (See Chapter 13 in this user guide for details). The following conditions must be met before this Cont Mod can be added: Enter the Time Charges Stop Date (last day time was charged) in the Site Times tab of the Docu icon. (Chapter/Section in this user guide) FieldManager User Guide 11/

23 Create and generate a Final IDR (Chapter/Section 7.1 in this user guide). Enter Final IDR in comments area. All IDRs must be generated. (Chapter/Section 7.4 in this user guide) All Daily Diaries must be generated. (Chapter/Section 8.4 in this user guide) There can be no unattached items. (Chapters/Sections 5.1 & in this user guide) Review all items for accuracy and mark as Complete. (Chapter/Section 5.4 in this user guide) Enter the All Contract Work Completed date (the date cleanup phase is complete) field in the General folder tab of the Docu icon. (Chapter/Section in this user guide) There can be no unapproved Cont Mods (excluding those with a status of Deleted). (Chapter/Section 10.4 in this user guide) The Semi-Final estimate must be completed. (Chapter 13 in this user guide). 1. From the Contract Modifications list window click Add on the Application Toolbar (Figure 10-47). The Select Contract Modification Type Window opens (Figure 10-48). Figure Contract Modifications List Window 2. Click on the drop-down arrow, select the 26 CONTRACT CLOSEOUT type, and click the OK button (Figure 10-48). The Add Contract Modification window opens in the General tab (Figure 10-53). Figure Select Contract Modification Type Window 3. To complete the General tab, enter the following information in the appropriate fields (Figure 10-49): a. Short Enter Resident Engineer s name. (Required) Description: b. Description Enter Type 26 - Contract Closeout Contract Modification. (Required) of Changes: FieldManager User Guide 11/

24 Figure Closeout Contract Modification General Tab 4. Click the Inc/Dec tab, and click Balance Completed Items button (see blue box in Figure 10-50). Figure Closeout Contract Modification Inc/Dec tab Note: If you attempt to create the closeout Cont Mod before balancing all stockpiles (Chapter/Section 9.3 in this user guide) a Warning window will display asking if you want to continue anyway. Select Yes (Figure 10-51). The stockpile(s) will be balanced on the Semi-final Estimate (Chapter/Section 13.1 in this user guide). Figure Closeout Contract Modification Stockpile Warning window Note: If all the completed contract items were already balanced prior to clicking Balance Completed Items, a Balancing Contract Modification window opens stating that fact (Figure 10-52). In this case you will not need to complete this Contract Closeout FieldManager User Guide 11/

25 Cont Mod. Notify HQ Construction Admin Section staff that the Closeout Cont Mod was not needed. Figure Balancing Contract Modification Items Completed Notification Window 5. The software will examine the item data and create a balancing Quantity Change entry for all the completed contract items that have not been balanced. A reason is required for item pay quantity overruns/underruns of $50,000 or greater (see red box in Figure 10-53). Figure Closeout Contract Modification Inc/Dec Tab Note: To easily find items that are over/under the $50,000 threshold, double-click two times on the Dollar Value column heading (see blue box in Figure 10-57). This will sort the items by the numerically highest to lowest dollar amounts. 6. Click Save/Close on the Window Toolbar once all the required reasons have been entered. Note: An error window will open if a required reason missing (Figure 10-54). Click OK on the message. This will take you back to the Reason field with the missing entry. Figure Closeout Contract Modification Save Error 7. Notify HQ Construction Admin Section staff that the Closeout Cont Mod has been created. They will review the cont mod and process for approval. FieldManager User Guide 11/

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