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Responsible Department: Public Works / Facilities �+
Effective Date: June 21, 2010 — BOS Approval Signed: � ����
Revision Date: Ron Walker , County Manager
PURPOSE: Construction contract change orders are a necessary tool for modifying
construction contracts as required to accommodate unforeseen conditions or building code
requirements on a construction project and/or make necessary additions or deletions to
complete the project work.
SCOPE: This administrative procedure establishes the protocol for issuing construction
change orders County-wide.
POLICY: All County construction contracts subject to formal competitive bidding under the
Mohave Countv Procurement Code shall comply with this administrative procedure for
preparing, processing and executing construction change orders.
RESPONSIBILITIES: The preparation of project change orders and recommendation for
approval will be the responsibility of the Public Works Director and/or the Deputy County
Manager Development & Public Works Services. The Financial Services Department will
review and acknowledge the availability of project funds, prior to final approval of the County
Manager. Project change order reporting will occur via the County Manager's Ordinance
report.
PROCEDURES: The attached form, as amended from time to time, shall be used for all
construction change orders. The following information shall be included in the construction
change orders:
1. DESCRIPTION: All construction change orders must be accompanied by a succinct
justification for the change (e.g., unforeseen conditions, value engineering, etc.).
2. SCOPE OF WORK: Describe all changes to the project scope of work, specifications,
plans drawings, etc., pursuant to the change order and attach revised scope of work,
specifications, plans, drawings, etc., as necessary and in sufficient detail so that the impact of
the proposed change order on the current scope of work, specifications, plans or drawings is
clearly and unambiguously documented.
3. PROJECT SUMS: Provide original contract sum, net change previously issued
change orders, contract sum prior to this change order, the amount that the contract sum will
be INCREASED/DECREASED, and the
4. PROJECT TIME: Specify contract days added or deleted to the contract as a result of
the impact of the change(s) on the schedule's critical path. Whenever possible, each change
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Administrative Procedures (2-1)
MOHAVE COUNTY — Construction Contract Change Orders
order should include all changes in contract days resulting from the change order and not
defer changes in contract days to later in the project.
5. CERTIFICATION: Certifies that the change order is not valid until signed by the
Architect, Contractor and Owner, as necessary.
6. CONTRACT TERMS: Acknowledges that all others terms and conditions of the
Contract Documents remain the same.
7. REQUESTED BY: Identifies which party has requested the Change Order.
OTHER TERIVIS & CONDITIONS: The method of payment shall also be addressed in the
change order, specifying either lump sum, agreed upon unit price, and whether the amount
shall be subject to retention.
AUTHORIZATION: The Change Order approval of the Board of Supervisors shall be
delegated to the County Manager, provided that the amount of the original contract, inclusive
of the approved project contingency amount, is not exceeded.
DISTRIBUTION: Four (4) original change orders shall be executed by all parties. Original
change orders shall be distributed as follows: 1— client department; 1— contractor; 1— Clerk
of the Board; 1— Procurement Department.
BOARD REPORTING: The County Manager shall advise the Board of Supervisors if the
construction project is anticipated to exceed the amount of the original contract, inclusive of
the approved project contingency. The communication will include options for proceeding
with the project (e.g., authorize additional contingency, reduce scope of the project, etc.).
Requested increases in the construction project contingency will be presented at a regularly
scheduled Board of Supervisors meeting.
The contractor shall not be authorized to perForm any work that is not covered by an
executed change order and approved budget.
Following completion of a construction project, a detailed project summary and cost
breakdown shall be presented at a regularly scheduled Board of Supervisors meeting.
IMPLEMENTATION: The effective date of this administrative procedure shall be immediately
following approval of the Board of Supervisors.
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