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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.

Process Visualization

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

    Important

    The contract template will already have several highlighted fields that are fillable and owner specific.

    Review the final proposal and identify any:

    • Alternates
    • Allowances
    • Commencement requirements
    • Inclusions/exclusions
    • Lead times
    • Insurance requirements
    • Bond requirements
    • Contract exhibits
    Contract Exhibits

    Contract exhibits may include the drawing log, specifications, geo-tek report, structural calculations, preliminary schedule, etc.

  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.

    Note

    CEO will route draft to legal if necessary.

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.

    Important

    Project Management is not authorized to execute owner contracts.

  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