OWNER CONTRACT ISSUANCE¶

INTRODUCTION¶

This procedure outlines the steps for creating and executing owner contracts after a project has been awarded. The process includes drafting the contract, obtaining approvals, and distributing the final executed document.

flowchart LR
    %% Define participants
    subgraph Estimator
    A[Notify of Award]
    end

    subgraph PM[Project Management]
    B[Locate Contract Template]
    C[Review Proposal]
    D[Draft Contract]
    E[Save Draft]
    I[Send to Client]
    L[File Executed Contract]
    M[Distribute Final Contract]
    end

    subgraph CEO
    F[Review Contract Draft]
    G[Route to Legal if Needed]
    K[Sign Contract]
    end

    subgraph Client
    J[Review & Sign/Return Redlines]
    end

    subgraph Legal
    H[Review if Required]
    end

    %% Define process flow
    A -->|Project Award| B
    B --> C
    C --> D
    D --> E
    E -->|Draft & Proposal| F
    F --> G
    G -.->|If needed| H
    H -.->|Feedback| F
    F -->|Approved| I
    I -->|Draft Contract| J
    J -->|Signed or Redlines| F
    F -->|Client Signed| K
    K -->|Fully Executed| L
    L --> M

PROCEDURE¶

1. JOB IS AWARDED¶

1. Once a project is awarded, the estimator will notify the project team of an award.
2. Project management and the CEO will use the final proposal to generate the owner contract.

2. CREATE OWNER CONTRACT¶

1. Locate the Contract Template

In the project folder, locate the "CONTRACTS" folder, and find the word document titled "Owner Short Form Prime Agreement R1ND."

2. Gather Required Documents

Open the contract template as well as the final proposal. The proposal is in the project folder in DOCBASE in the "As Sent to Owner" folder.

3. Review Proposal Details

Review the final proposal and identify any: - Alternates - Allowances - Commencement requirements - Inclusions/exclusions - Lead times - Insurance requirements - Bond requirements - Contract exhibits

4. Complete the Contract Draft

Follow these steps to complete the contract:

• Step 1: Review the proposal thoroughly.

• Step 2: Begin on the first page of the contract and adjust anything highlighted in yellow. These are standard fields that change in every contract, including:

  • Project name
  • Owner information
  • Contract sum
  • Project address

• Step 3: Enter the project-specific information throughout the contract, including:

  • Allowances
  • Alternates
  • Commencement requirements
  • Inclusions/exclusions
  • Lead times
  • Insurance requirements
  • Liquidated damages
  • Bond requirements

• Step 4: Add any project-specific exhibits to the contract.

• Step 5: Save your contract draft copy in the "CONTRACTS" folder under "Owner contract".

3. SEND THE OWNER CONTRACT DRAFT TO CEO¶

1. Send the final contract draft with the final proposal to the CEO for review.

4. SEND THE OWNER CONTRACT DRAFT TO CLIENT¶

1. Submit to Client

Once reviewed by CEO, send the owner contract draft to the client. Ensure CEO and project management is copied on the email.

2. Process Client Feedback

If there are no redlines, finalize as a PDF and send to the client through Adobe sign. If there are redlines, route to CEO and legal if necessary.

3. Obtain CEO Signature

Send the signed contract to CEO for signature.

4. File Executed Contract

Save the fully executed copy in the "CONTRACTS" folder under "Owner Contract".

5. Distribute Final Contract

Send the fully executed copy to all parties.

CHECKLIST¶

• Review final proposal for key details
• Complete contract draft using template
• Submit contract draft to CEO for review
• Send approved draft to client
• Process any client redlines/changes
• Obtain signatures through Adobe Sign
• Get CEO signature (not Project Management)
• Save fully executed copy in proper location
• Distribute executed contract to all parties