Preparing the SCG-043.CO School Construction Change Order Spreadsheet

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  1. All change order submissions MUST include a completed FORM SCG-043.CO State Change Order Summary (active excel file for each separate change order),
  2. DO NOT modify the Form’s layout or create a similar or custom spreadsheet. Change order submissions received that do not use this exact State Form will be returned as unreviewable. 
  3. The Change Order summary is required to be submitted for DAS to perform an eligibility review, but it is not a change order.
  4. The date the workbook .xlsx file is electronically received by the state will be entered by the reviewer next to the Date Received By in the top section of the change order spreadsheet and will be used to determine compliance with the six-month submission requirement.
  5. Explain repair and replacement costs in existing buildings and work outside of school property lines or project limits. 
  6. Refer to the Ineligible and Limited Eligible Costs Project Costs: SCG Series 4000 forms.
  7. Work paid from Allowances should be entered and clearly noted as Allowance work on the SCG-043.CO spreadsheet as costs are expended. All Allowances must be reconciled and submitted for review at the end of each trade contractor’s contract. At the end of the project, a reconciliation of all project Allowances shall be submitted for review. For more details, refer to Item 1. on SCG-3050 Common Change Order Ineligibilities.

Information needed to complete the SCG-043.CO spreadsheet:

  1. Provide itemized breakdowns for change orders including both eligible and ineligible items.
  2. Indicate the NAME OF THE SCHOOL where the work took place.
  3. Indicate the SCHOOL DISTRICT submitting the change order.
  4. Indicate the CONSTRUCTION MANAGER firm name.
  5. Indicate the ARCHITECT of record for the project.
  6. Indicate the STATE CHANGE ORDER number. State change orders must be submitted in sequential numerical order.
  7. Indicate the firm name of the Trade Contractor and the bid package or type of work that the contractor is performing, for each trade contractor on the project.  For example, “ABC Contracting – Site Work”, or “WXYZ Corporation – General Trades”. Contact das.planreviewschools@ct.gov if your project has more than 33 trade contractors.
  8. Indicate the sub-contractor change order number for each trade contractor.  
    1. If a trade contractor’s change order contains multiple Proposed Change Orders (PCOs), list each PCO separately on separate lines.
    2. Add lines to the spreadsheet as needed for submissions that include more than 10 individual change orders issued to any one trade contractor.
  9. Provide a short narrative (description) of the work for each change order line item.
  10. Indicate the date the change order was issued to the trade contractor.
  11. Indicate the Sub-Contractor CO amount of each individual change order for each subcontractor listed. Only include trade contractor costs on the individual change order FORM SCG-043.CO spreadsheet. Other costs, such as final bond cost adjustments can be shown on the change order backup but will be reconciled at project completion. Do not include CM change order fees, bond costs or sales tax as part of the trade contractors change order amount.
  12. Indicate any back-charges to other trade contractor(s) on the jobsite by listing the specific state change order number and the other trade contractor change order number in the CO Description. All back-charges must be reconciled, with balanced ADD (additional cost of work) and the DEDUCT (an amount equal to the cost of the work shown as being paid by the back-charged trade contractor) line items. Unreconciled back-charges are ineligible for reimbursement but will still be shown by the DAS as an eligible credit.
  13. Indicate whether the costs submitted for the work are eligible or ineligible for grant reimbursement. Carefully review the FORM SCG-3050 Common Change Order Ineligibilities indicating typical ineligible change order costs prior to submitting a change order.
  14. Total value of the change order must be the same number shown:
    • “Cost of This Change Order” (page one of SCG-042.CO),
    • “Sub-Contractor CO Amount” bottom-line (Column D, SCG-043.CO), and
    • Sum of bottom-line values of Eligible (Column I) and Ineligible (Column J) as submitted.
  1. Each change order submitted must include backup documentation that provides the reason for the change order, as well as the costs associated with the change order.

 

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