The City has purchased contract management software to assist in the management of all City contracts. The software shall be used by all departments to manage all City related contracts. Failure to manage and control changes can result in an unintentional modification to the scope of work, extension of the schedule, increase in the contract cost, circumvention of management controls and diminished contractor accountability.
An effective management process includes a formal change order process.
Change Orders must be processed on one of the two change order forms (construction/services or products/supplies) prior to and changes taking place.
Purchasing will set up all contracts that are issued through a formal solicitation. The following documents will be added to the electronic file.
Bid related documents
Insurance
General Terms & Conditions
Bonds
The Contract
Notice to Proceed
Blank Forms: Payment Request, Change Order Request, Release of Liens, etc.
Payment requests that are signed by Purchasing
Change Orders processed by Purchasing
Lien Releases processed by Purchasing
Correspondence Relating to the Contract
Staff will be responsible for uploading all documents relating to the following:
Meetings Minutes/Notes
Request for Payments
Inspection / Testing
Site Visit Schedules
Change Orders
Bonds
Monitoring Reporting
Correspondence Acceptance
Correspondence Relating to the Contract
Lien Releases
The Contract
The Contract Notice to Proceed
Meetings Minutes/Notes
Request for Payments
Inspection / Testing
Site Visit Schedules
Change Orders
Staff will have access and the responsibility to set up and maintain all contracts that are not processed by Purchasing.
APPROVED BY: POLICY DATE: REVISED DATE: