All change orders submitted for review and determination of eligible costs must include PDF back-up documentation.
- Submit the fully executed formal document used to modify the owner-contractor contract. This document must be signed and dated by the:
- Architect,
- Contractor (CM or GC), and
- Owner (e.g., City, Town, LEA, RESC, etc.).
The Department does not mandate a specific format for the formal change order document; however, an example of an acceptable format is the AIA G701, or similar.
- Clearly indicate in the file name the State Change Order Number (SCO No.) being submitted. All Change Orders submitted to the DAS MUST BE NUMERICALLY SEQUENTIAL regardless of phasing, starting with SCO No. 01.
- Provide clear and complete copies of all backup materials related to change order costs. Maintain clear delineation of each contractor change order. Documentation must be assembled into a single, legible, complete and bookmarked PDF and include as applicable:
- Hourly field tickets where applicable
- Rental receipts,
- Prevailing wage rate information,
- Architect’s RFI responses,
- Architects Supplemental Instructions (ASI’s),
- Explanation of why change order is necessary, if not obvious,
- Explanation indicating if the change was implemented before or after work was performed in the field (i.e. whether a rework or partial rework was involved).
- Relevant email correspondence,
- Trade contractors PCO’s,
- Sketches (SK’s) issued regarding the change,
- Any other information required to back-up the cost expenditure.
