Change Orders

1
Change Orders

• As always, you all try and administer contracts
  as written, but designers (maintainers) cannot
  for see every problem that may arise. Crap
  happens, you all just get to clean it up.
• Need to try and establish a cost BEFORE
  contractor submits you a price. In other words,
  have a price in mind before they give you one

2
KYTC updated guidance manual should be helpful

• http//transportation.ky.gov/construction/ConstGui
  dManl/GuideManlIndx.htm

3
Possible Change to Contract

• Consult with District Construction TEBM and/or
  DCE Central Office Liaison. (on-site, phone,
  e-mail)
• If FHWA oversight (APD, interstate or TN river
  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

4
Change Order Creation

• Funding issues may require a new Category or
  Project to be added in Contract, contact Beth
  Combs with information.
• Supplemental items require a price submittal from
  Contractor. Make sure the price is justified.
  i.e. Average Prices 2008 or Labor-Material-Equipme
  nt analysis
• 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.

5
SiteManagerChange Orders continued

• Keep current on submittals
• Send for Review in SiteManager to
• Section Engineer,
• District (TEBM for PPD),
• Construction Change Order manager (bcombs),
• Div of Construction (Director and DO liaison),
• DSHE for Project Delivery (Chuck Knowles)
• and If applicable FHWA liaison..

6
SiteManagerChange Orders continued

• Be sure to create an e-mail alerting above
  parties to Review in SM. Also include CDE
  (Executive Director for District), Creator of
  Project (Design, Maintenance or Rural Roads)
  DME by e-mail only for information
• If changed during Draft Review, make sure all
  parties are sent new copy. Money for Review copy
  needs to match submitted copy. If you have to
  change money during review, make sure to let Beth
  Combs know so she can create a new funding sheet
  for submittal to SHE office.

7
Change order e-mail Notice
E-mail should Include ContID Change Order Number.
Brief overall Description of Change and HTML
attachment of change order to reviewers. This
alerts individuals that it is ready for REVIEW.
The attachment should be CHOR report (Change
Order Funding report). Attachment file name
should have ContIDCO ie 071210-003 (default
HTML name)
8
Change Order Explanations

• Brief but explain the problem and solution.
• If supplemental item need to reference how price
  established (average. 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.

9
SiteManagerChange Orders continued

• Put a standard reason code on items in change
  order

10
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 reviewed by DSHE for Project Preservation
  Delivery (cknowles) and if applicable FHWA the
  change order signature report is signature by TE
  Section Supervisor for PPD and CHE then it is
  ready for formal submittal to contractor for
  signature.

11
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.

12
Prequalified Contact Link

• http//transportation.ky.gov/Contract/Pqbook.pdf
• Request an e-mail at Pre-Construction meeting for
  submitting Change Orders and Pay Estimates.

13
SiteManagerChange Orders continued

• Ready for Signature after reviews completed by
• TE Section Supervisor
• District (TEBM for PPD),
• CO Construction (bcombs),
• Div of Construction (Director and/or DO liaison),
  DSHE for Project Delivery (Cknowles),
• if applicable FHWA liaison.

14
List ready for PEND statussent periodically
15
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.

16
Change Order Signature Report

• TE Supervisor for PPD CDE (Chief District
  Engineer) are to sign the change order as
  requested by and mail (or deliver) to contractor
  for signature and further submittal to State
  Highway Engineers Office.
• Correct Address
• State Highway Engineers Office
• Attn DSHE for PDP
• TCOB 6th Floor
• 200 Mero Street
• Frankfort, KY 40622

17
Change Order Signature Report

• SM is updated to PEND status and date applied for
  when mailed to contractor with instructions to
  mail to SHE address.
• When signed Change Order received in SHE office
  from contractor, SM approval level 2 date is
  updated . This cannot be applied until Level 1
  date is applied!

18
SiteManagerChange Orders Pending approvals

• Approval Levels are
• Level 1 Contractor- (Project Engineer) this
  indicates when change order mailed to Contractor
  after KYTC DO signatures
• Level 2 Deputy State Highway Engineer (linman)
  Once date inserted, indicates Change Order from
  Contractor received in Central Office.

19
Change Order Signature Report

• 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
  (bcombs) approval indicates date received from
  Accounts and ready for use in SiteManager,
  should be fully funded.

20
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.
• Approved Change order copies then mailed out by
  Division of Construction to Contractor, e-mailed
  to District.

21
Robert C. Lewis, PE Assistant State Highway
Engineer State Highway Engineers Office TCOB 6th
Floor 200 Mero Street Frankfort, KY 40622 E-mail
Bob.lewis_at_ky.gov Cell 502-330-3470 Office
502-564-3730 ext 3129