Change Order/Amendment Administration

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Project Representative

7.1 DOCUMENTATION procedures for CHANGE ORDERS/AMENDMENTS shall be as follows:

7.1.1 The required DOCUMENTATION elements are shown on the attached form at Appendix C.

7.1.2 The CHANGE ORDER/AMENDMENT Justification Form should be completed as the CHANGE ORDER/AMENDMENT is developed, approved (if required), and negotiated, but prior to submitting the CHANGE ORDER/AMENDMENT to the CONTRACTOR or CONSULTANT for signature and the County's execution of the CHANGE ORDER/AMENDMENT.

7.1.3 The CHANGE ORDER/AMENDMENT Justification Form includes a description of the change, the reason for the change, the contractual entitlement for the change, and the effect of the change on the cost and schedule of the project.

7.1.4 For CONSULTANT CONTRACTS and/or AMENDMENTS over the established threshold, the IA PROJECT REPRESENTATIVE shall refer the SCOPE OF WORK and accompanying cost ESTIMATE, at the same time, to the responsible PCOfor advice and consultation in advance of the final round of negotiations. See also CON 7.10 Project Control Officer for established PCO thresholds.

7.1.5 Recognizing that the IA has both the authority and responsibility to negotiate the CONSULTANT CONTRACT and/or AMENDMENT scope and costs which includes internal department processes for review; the IA shall take PCO recommendations under consideration, particularly those identified as significant. The IA PROJECT REPRESENTATIVE will notify in writing the responsible PCO if he or she is not incorporating or addressing PCO significant recommendations in the final negotiated CONTRACT or AMENDMENT prior to its execution.

7.1.6 The IA PROJECT REPRESENTATIVE is responsible to refer CONSULTANT CONTRACT AMENDMENTS to the assigned PCO for review according to the following thresholds:

A. For all IA's except WTD ( Wastewater Treatment Division):

1. AMENDMENTS valued at or over $150 thousand on CONTRACTS under $2 million are referred to the IA PCO for review according to the IA's review guidelines.

2. AMENDMENTS valued at or over $150 thousand on CONTRACTS over $2 million are referred to the DOF PCO for advice and consultation.

B. For WTD ( Wastewater Treatment Division):

1. AMENDMENTS valued at or over $300 thousand on CONTRACTS under $4 million are referred to the IA PCO for review according to the IA's review guidelines.

2. AMENDMENTS valued at or over $300 thousand on CONTRACTS over $4 million are referred to the DOF PCO for advice and consultation.

7.1.7 The PCO and the County Executive Auditor may, from time to time on a selective basis in their oversight roles, review project change files and provide an evaluation of the adequacy of the required DOCUMENTATION. The objective of this review is to ensure project compliance by providing additional training, advice, and recommendations as needed to ensure future project compliance with the P&Ps.

Project Representative

7.2 Changes outside the SCOPE OF WORK:

7.2.1 The PROJECT REPRESENTATIVE must obtain a PROCUREMENT WAIVER prior to the performance of any work outside the previously agreed upon SCOPE OF WORK.

7.2.2 If the PROCUREMENT WAIVER is approved, the work may be added via a CHANGE ORDER/AMENDMENT, in accordance with the procedures outlined above for Changes within the SCOPE OF WORK. A copy of the fully executed PROCUREMENT WAIVER must be attached to the CHANGE ORDER/AMENDMENT in the project file.

7.2.3 If the PROCUREMENT WAIVER is not approved, the proposed work must be competitively solicited or performed by County forces within statutory guidelines.