CHANGE ORDER PROCESS

 Each awarded contract is considered the base contract for the project.  Any changes deemed necessary by the University is considered a change to the original contract.  A change order is then generated to amend the original contract amount. 

RFP (Request for Pricing) Change Orders

Must be utilized for:                                                                                                  

1.      All credit change orders                                                                                           

2.      All “if time allows” change orders

3.      All change orders over $5000.00                                                                           

4.      All change orders that require design                                                                      

5.      All change orders where pricing is not agreed upon (Unilateral Change Order)   

When the costs have reviewed and approved by the necessary individuals, the Project Manager (PM) provides the costs to the Contract Specialist (CS).  The CS generates the change order form and sends this to the Contractor for the appropriate signatures.  (Please note that the authorized signature for the change order must the individual who signed the original contract.)  When the signed change order form is returned to the CS, the form is circulated to the Assistant VP for of Facilities, Project Accountant and the Contracting Authority.  The Notice to Proceed (NTP) is issued when all the signatures are in place and the funds have been encumbered.

When a project is awarded to the contractor, the base contract is encumbered by Contract Specialist and the “General & Misc. Change Order” (GMC) is generated from the 10% contingency by the following guidelines: 

1.      If the project is less than $250,000, the full 10% ($25,000) contingency will be encumbered for the GMC change order

2.      If the project is $250,00 - $500,000, half of the 10% contingency is encumbered for the GMC change order (Example: If the project is $500,000.00, $25,000 will be set up for GMC and $25,000 remains for additional RFP change orders

3.      If the project is over $500, 000, the Project Manager/Assoc. Director of Planning will direct the Contract Specialist as to the amount to be utilized for the GMC change order. 

GMC Change Order Guidelines

 A PCO (Potential Change Order) can be: 

1.      Field negotiated (between contractor and Project Manager)

2.      Time & Material (Pricing unknown. Contractor must submit hours and labor)

However, to be charge against the GMC Change Order, a PCO cannot exceed $5,000. 

When a change has been identified, a Constructive Change Directive (CCD) can be generated by the Project Manager.  

1. The Time & Material Process  - The KU assigned authority will complete the CCD form.   The Contractor and KU Assigned Authority will agree to a not-to-exceed price and the scope of work to be performed.  Both individuals must sign and date the CCD form.  This constitutes as the NTP.

2. Field Negotiated Process - This is a Lump Sum Figure and scope of work that is agreed by the contractor and the KU assigned authority.  The CCD Form is used with the KU Assigned Authority and the Contractor's Field Representative agreeing on the pricing.  Both individuals need to sign the CCD.  This constitutes as the NTP.

The Project Manager (PM) will complete the CCD form.   

• For the Time and Material copy of the CCD goes to the contractor with the estimated costs.  (This has the not-to-exceed amount)  This allows the contractor to proceed with the work. 

• The contractor submits the time sheets and the original form with the actual costs.   

• Project Manager approves costs and notes that on CCD form.

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