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9780130425959

Contractor's Guide to Change Orders

by ;
  • ISBN13:

    9780130425959

  • ISBN10:

    0130425958

  • Edition: 2nd
  • Format: Paperback
  • Copyright: 2002-02-01
  • Publisher: Prentice Hall Direct
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Summary

Comprehensive, practical guide to handling one of the most critical areas of construction contracting and its profit maximization. Designed to provide valuable guidance and working tools for increasing profits in contracting.

Table of Contents

Preface vii
What This Book Will Do for You ix
How to Use This Book xiii
Part One INDUSTRY AND CONTRACT ENVIRONMENTS
The Contractor's Move to Power
3(3)
Introduction
4(1)
The Changing Building Industry
4(2)
The Contractor in Control
4(1)
Claims Consciousness
5(1)
Contract vs. Contact: Parlaying Subtle Differences into Dramatic Advantages
6(30)
Introduction
7(1)
Ending the Confusion About Contract Structures
7(6)
(Traditional) General Contracting
8(1)
Design-Build
9(1)
Construction Management (Pure)
10(2)
Construction Management with a Guaranteed Maximum Price (GMP)
12(1)
Clarifying Contract Responsibilities to Guarantee Accurate Assessments
13(23)
The Owner: 12 Categories of Responsibility
14(8)
The Architect: 10 Categories of Responsibility
22(7)
The General Contractor: 15 Categories of Responsibility
29(6)
A Final Note
35(1)
Proven Strategies for Applying Construction Contracts
36(25)
Strategic Interpretation: Applying Contracts to Secure Power Positions
37(1)
Contract Law Concepts
37(1)
Construction Law Concepts
38(1)
The Contract Documents: Simplified Descriptions to Prevent Oversight
38(3)
Contract Components
38(2)
The Four C's of Contracts
40(1)
Rules of Contract Interpretation: The Cards Up Your Sleeve
41(3)
Introduction
41(1)
Standard of Interpretation: Reasonable Expectations
41(1)
Ambiguities Resolved Against the Drafter
42(1)
Right to Choose the Interpretation
43(1)
Specific vs. General
43(1)
Usage of Trade Custom
43(1)
Applying Construction Contracts Without Resistance
44(17)
Introduction
44(1)
Change Clauses
44(2)
The Pass-Through Clause
46(2)
The Dispute Clause
48(1)
Authority (Formal/Constructive)
49(1)
``General Scope'' of Work
50(1)
``Reasonable Review''
51(1)
``Intent'' vs. ``Indication''
51(1)
``Performance'' and ``Procedure'' Specifications
52(1)
Equitable Adjustment
53(1)
References
54(7)
Part Two CHANGE ORDERS EXPOSED
Change Order Diagnosis
61(6)
A Normal Part of the Construction Process
62(1)
Clarification or Change?
62(1)
Reasons for Change Orders (Additions and Deductions)
63(1)
Change Order Categories
63(4)
Owner-Acknowledged Changes
64(1)
Constructive Changes
64(2)
Consequential Changes
66(1)
Understanding How Change Orders Arise
67(11)
Introduction
68(1)
Defective Specifications
68(4)
Cut-and-Paste
68(1)
Silly Specifications
69(1)
Old and Outdated Specifications
70(1)
Inconsistencies
70(1)
Impossibilities
71(1)
Nondisclosure
72(1)
Lack of Coordination Among Design Disciplines
72(1)
Incomplete Design
73(1)
Latent Conditions (Defects)
73(1)
Owner Changes
74(1)
Improved Information
75(1)
Improvements in Workmanship, Time, or Cost
75(1)
Illegal Restrictions
76(1)
Nonapplicable Boilerplate
77(1)
``Intent'' vs. ``Included''
77(1)
Using the Change Order Process to Your Maximum Advantage
78(23)
The Six P's of Change Orders
79(1)
Prospecting for Change Orders (Discovery)
79(1)
Preparing the Change Order
80(9)
Establishing the Change Order File
80(1)
Change Order Research
81(1)
Change Order Research Checklist
82(4)
Notification
86(1)
Sample Notification Letter to the Owner on Changes
87(2)
Notice Components
89(1)
Pricing the Change Order
89(3)
Now or Later
89(3)
Pricing Methodology
92(1)
Selecting the Proper Tone
92(1)
Presenting the Change Order
92(1)
Proposal Submission
92(1)
Performing the Work
93(2)
Tracking Project Effects
93(2)
Change Order Payment
95(6)
Billing and Payment
95(1)
Claims and Disputes
96(5)
Part Three PROSPECTING FOR CHANGE ORDERS AND THEIR COMPONENTS
Where and How to Find Potential Change Orders
101(80)
Introduction
103(1)
Predesign
103(8)
Adjacent Properties
103(1)
Boring (Subsurface) Data
104(1)
Building Code Compliance
105(1)
Easements/Rights of Way
106(1)
Special Agency Approvals
107(1)
Interference from Utilities Not Properly Shown
108(1)
Plan Approvals (Building Permit)
109(1)
Temporary Utilities---Availability Within the Contract Limit Lines
110(1)
The Contract and Bid Documents
111(10)
Award Date
111(2)
Named Subcontracts
113(2)
Sample Letter to the Owner Regarding Obligation to Determine Responsibility for Questionable Work
115(2)
Sample Letter to Subcontractor Regarding Owner's Decision Directing Work
117(2)
Price/Bid Allowances
119(1)
Contract Time
119(2)
Plans and Specifications
121(41)
``As Indicated''
121(2)
Ceiling Spaces (Conflict)
123(2)
Sample Letter to Subcontractors Regarding Coordination of Work in Ceiling Spaces
125(2)
Changed Existing Conditions
127(1)
Column and Beam Locations
128(2)
Design Change Telltales
130(1)
Design Discipline Interfaces
131(1)
Duplication of Design
132(3)
Sample Letters to the Owner Regarding Design Duplications
135(4)
``Fat'' Specifications
139(1)
Finish Schedule vs. Specification Index
140(1)
Inadequate Level of Detail
140(2)
Light Fixture Locations
142(2)
Match Lines and Plan Orientations
144(1)
Mechanical, Electrical, and N.I.C. Equipment
145(3)
Sample Letter to Subcontractors Regarding Material and Equipment Coordination
148(2)
Sample Letter to the Architect Regarding Contract Equipment Coordination
150(2)
Sample Letter to the Owner Regarding N.I.C. Equipment Coordination
152(2)
Numerous Details and Dimension Strings
154(1)
Performance and Procedure Specifications
155(1)
Proprietary Restrictions (Public)
156(2)
Sample Letter to the Owner Regarding Equal toZ Proprietary Item
158(2)
Sample Letter to the Owner Regarding Rejection of Equal for Proprietary Item
160(2)
Specification Section ``Scopes''
162(1)
Site
162(7)
Introduction
162(1)
Grades, Elevations, and Contours
163(2)
Sample Letters to the Owner Regarding Change Site Conditions
165(4)
Change Order Discovery Checklist
169(12)
Introduction
162(19)
Part Four CHANGE ORDER PROPOSAL PREPARATION AND PRESENTATION
Designing and Constructing Effective Change Order Proposals
181(43)
Change Order Components
183(7)
Introduction: The Three Costs
183(1)
Direct Costs
184(1)
Indirect Costs
184(1)
Transforming Indirect Costs into Direct Costs
185(1)
Direct Project Management and Administrative Cost Form
186(2)
Consequential Costs (Damages)
188(1)
Practical Management of the Three-Cost Approach
189(1)
Developing the Change Order Proposal
190(22)
Change Order Identification/Notification
191(2)
Sample Letter to the Owner Regarding Pending Change Order
193(2)
Assembling Component Prices
195(1)
Sample Change Order General Conditions Checklist and Estimate Sheet
196(2)
Assembling Subcontract Prices
198(1)
Sample Letter to Subcontractor---Request for Change Order Quotation
199(2)
Sample Letter to Subcontractor---Change Quotation, Second Request
201(2)
Sample Letter to Subcontractor Regarding Change Order Price by Default
203(2)
Sample Change Order Telephone Quotation Form
205(2)
Sample Letter to Subcontractors Confirming Telephone Quote
207(2)
Determining Schedule Impact
209(3)
Finalizing the Proposal
212(12)
Introduction
212(1)
Proposal Format and Timing
213(1)
Sample Change Order Proposal Cover Letter
214(3)
Sample Letter to the Owner Regarding Change Order Cost Escalation Due to Untimely Action
217(2)
Representing Change Order Components
219(2)
Presenting the Total Change Order Price
221(1)
Presenting the Effects on Contract Time
221(1)
Requiring Approval Action
222(1)
Additional Terms and Conditions
223(1)
Substantiating Change Order Prices: Settling Arguments Before They Begin
224(17)
Introduction
225(2)
Lump-Sum Prices
227(4)
Sample Letter to Subcontractor Regarding Improper Proposal Submission
228(3)
Detailed Cost Breakdowns
231(2)
Time and Material
233(4)
Sample Letter to Subcontractors Regarding T & M Submission Requirements
235(2)
Unit Prices
237(1)
Historical Cost Records
238(1)
Industry Sources
239(1)
Invoices---Records of Direct Payment
239(1)
The Schedule of Values
240(1)
Using Project Records to Discover, Define, Support, and Track Change Orders and Claims
241(40)
Introduction
243(1)
Active Working Files
243(1)
Item Completion and Close-Out
244(1)
Archives
244(1)
Establishing Dates in the Correspondence
244(1)
Daily Field Reports
245(6)
Sample Daily Field Report Form
247(4)
Payroll Records
251(4)
Sample Field Payroll Report Form
251(1)
Sample Monthly Administrative Time Sheet
252(3)
Photographs---What, When, and How
255(3)
Introduction
255(1)
Photograph Layout Requirements
256(1)
Sample Photograph Layout Form
256(2)
Construction Schedules
258(3)
As-Planned, As-Built, and Adjusted Schedules
258(1)
Six Requirements for Presentable Evidence
259(2)
Using Job Meetings to Establish Dates, Scopes, and Responsibilities
261(10)
Introduction
261(1)
Job Meeting and Minutes Guidelines
262(2)
Sample Letter to Subcontractors Regarding Mandatory Job Meeting Attendance
264(2)
Sample Letter to Subcontractors Regarding Lack of of Job Meeting Attendance
266(2)
Sample Job Meeting Form
268(3)
Shop Drawings and Approval Submittals
271(3)
Approval Responsibility
271(2)
Approval Response Time
273(1)
Treatment of Differing Conditions
273(1)
Absolute Contractor Responsibility
273(1)
Time and Material Tickets
274(7)
Introduction
274(1)
Sample Letter to the Owner Regarding Acknowledgment of Actual Work Performed
275(2)
Sample T & M Form
277(4)
Part Five CHANGE ORDER AND FILE PRESENTATION
Keeping Change Orders Under Control: How to Save Time and Improve Records with Administrative Housekeeping
281(34)
Introduction
282(1)
Establishing Easy-to-Research Change Order Files
282(2)
File Content
284(3)
Correspondence File
287(1)
Tracking Change Order Trends
288(6)
Introduction
288(1)
Evaluating the Change Order Summary Sheet
289(1)
The Change Order Summary Sheet Procedures
290(1)
Sample Change Order Summary Sheet Form and Sample Completed Form
291(3)
Approval Submissions
294(15)
Introduction
294(1)
Shop Drawing Review and Coordination
294(1)
Shop Drawing Submission Requirements
295(1)
Sample Form Letter to Subcontractors Regarding Shop Drawing Submission Requirements
296(3)
Submittal Review, Distribution, and Follow-Up
299(2)
Sample Form Letter to Subcontractors Regarding Shop Drawing Resubmission Requirements
301(3)
Shop Drawing Submittal Summary Record Procedure
304(1)
Shop Drawing Submittal Summary Record Form
305(4)
Sample Letter of Transmittal
309(6)
Sample Form Letter of Transmittal
309(6)
Part Six DISPUTE RESOLUTION
Winning in Change Order Negotiation
315(31)
Introduction
317(1)
Acceptance Time
317(1)
Agenda
317(1)
Gentleman's Agreement
318(1)
Agreement vs. Understanding
318(1)
Allowances
318(1)
Alternatives
319(1)
Arbitration and Mediation
320(1)
Aspiration Level
321(1)
Assumptions
321(1)
Authority
321(1)
Averages
322(1)
Boilerplate
322(1)
Catch-22
323(1)
Change Clauses
323(1)
Change the Negotiator
323(1)
General Contractor as a Conduit
324(1)
Contingency
325(1)
``Convenience'' Specifications
325(1)
Concessions
325(1)
Constructive Clauses
326(1)
Correlation of Contract Documents
327(1)
Cost Perceptions
328(1)
Credits---Turning Them Around
328(1)
Deadlines
329(1)
Deadlock
329(1)
Deliberate Errors
329(1)
Level of Detail
330(1)
Discipline
330(1)
The Eighty-Twenty Rule
331(1)
Elaboration
331(1)
Empathy
331(1)
Designer's Estimates
331(1)
Equitably Adjustment
332(1)
Exceptions
333(1)
Excusable Delays
333(1)
Use of Experts
334(1)
Face-Saving
335(1)
Job Meetings
335(1)
The Power of Legitimacy
335(1)
Letter Wars
336(1)
Lost Notes
337(1)
``Nonnegotiable'' Demands
337(1)
Objections
338(1)
Off-the-Record Discussions
338(1)
Patience
339(1)
Presentations
339(1)
Proceed Orders
340(1)
Promises
341(1)
Questions
341(1)
Quick Deals
342(1)
Reasonable Review
342(1)
Reopening Change Proposals
342(1)
Split the Difference
343(1)
Statistics
343(1)
Telephone Negotiations
343(1)
Plain Hard Work
344(1)
Unit Prices
344(1)
Value of Work Performed
345(1)
Conclusion
345(1)
Preparing for Winning When Changes Become Claims
346(23)
Introduction
347(1)
Turning Around Change Order Rejections
348(7)
Introduction
348(1)
``Good'' or ``Bad'' Faith Rejections
349(1)
The ``Nothing to Lose'' Attitude
350(1)
Change Amount vs. Litigation Expense
351(1)
Meetings at the Highest Levels
351(1)
Checklist for Meetings at the Highest Levels
352(1)
Sample Letter to the Owner Confirming a Special Meeting
353(2)
Arbitration/Litigation/Mediation---What Is the Difference?
355(7)
Introduction
355(1)
Arbitration
355(3)
Litigation
358(2)
Mediation
360(2)
Conclusions
362(1)
Finding an Attorney
362(2)
Introduction
362(1)
Characteristics of the Lion
363(1)
Characteristics of the Pussycat
363(1)
How to Find Your Lion
363(1)
Selecting Consultants
364(2)
Construction Claims Checklist
366(3)
Appendix: Sample Contract Change Order 369(6)
Index 375

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