Consultant Forms
Read Me File
Included are the forms required for the expediting and processing of Bid Documents and for the
administration of the Contract (i.e. Change Orders, Charge Orders against the Cash
Allowances).
Template Name
Bid Document Quality Assurance Checklist
Change Order Worksheet
Change Order Request for Proposal (RFP)
Change Order
Charge Order Request for Proposal (RFP)
Cash Allowance Charge Order
Emergency Work Order (EWO)
Field Order
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Consultant Forms
Read Me File
! It is essential that all the information requested on the following forms is provided.
BID DOCUMENT QUALITY ASSURANCE CHECKLIST: This checklist applies to bid
documents prepared for building construction and renovation projects on property owned or
leased, and managed by Alberta Infrastructure. This checklist must be completed and
submitted after the Department’s review of previous draft submissions and when complete
“tender ready” bid documents (specifications and drawings) are submitted to the Department.
CHANGE ORDER WORK SHEET: must be submitted whenever a change to an existing
construction contract over $1000 is required. The purpose of the form is to describe and justify
the change. When completed, there should be enough information for an auditor to understand
why a change was necessary. The language on the form should be addressed to someone
who is knowledgeable of construction, but is not familiar with the specific project being
changed.
1. "Date" - Of typing.
2. "Location" - Town or City.
3. "Project" - Official project name as it appears on drawings.
4. "Project ID" - as it appears on drawings.
5. "Contract ID" – if known or as provided by the Project Manager
6. "Changes Requested by" - The person who actually requested the change and not
necessarily the initiator of the form.
7. "Of" - Name of Firm, Department or Division.
8. "Name of General Contractor" - Company name.
9. "Description of Work Required" - A technically exact description of change with
reference to accompanying drawings or sketches.
10. "Purpose of Change" - The technical reason for making the change not the reason that
a change was necessary, e.g. "to provide access out of Room 204" or "to reduce
bearing pressure on footing" NOT "client request", or "error on drawings".
11. "This work was not included in the tender documents because" - Check off number as
requested. The space immediately below is to clarify the reason chosen.
12. "Extra/Credit" or "Scope" - A change can only be attributed to one or the other. An extra
(or credit) means that nothing was added to the intended function of the building. Scope
means that the design program has been enlarged to provide more service usability or
space (this is always associated with user request AFTER tender).
13. "Cash Allowance" - If Cash Allowance(s) are included in the contract, these must be
depleted first, before issuing Change Order proposals. A Cash Allowance proposal
must be requested on a Change Order Work Sheet.
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Filename: [eef40d4e-a47a-4d84-9c08-b6a80fd8f70e.doc
Resource ID: CA_E_739
Consultant Forms
Read Me File
14. "Cost Estimate" - The initiator is responsible for obtaining the cost estimate which must
be indicated.
15. "List Drawings/Sketches Attached" - Which must be numbered and identifiable.
16. "Initiator" - The initiator will normally be the designer of the work for which the largest
amount of change is necessary.
17. "Signature of Prime Consultant" - This must be the Principal of the Prime Consultant
Firm or In-House Section Head. Before signing, the Prime Consultant must ensure that
all the requirements have been met and approval obtained from the appropriate Alberta
Infrastructure expenditure officer.
18. "Signature of Project Manager" - Original Change Order Worksheet to be signed by the
Project Manager.
CHANGE ORDERS:
Proposals 001, 002, ..., 099
Change Orders 001, 002, ..., 099
CHARGE ORDERS:
Cash Allowances 001, 002, 003, ...
Proposals 001.01, 001,02, 001.03, ...
002.01, 002.02, 002,03, ...
Proposals are numbered in the order they are received. The first three digits of Proposals for
Charge Orders match the Cash Allowance they are issued against.
Charge Orders 001.01, 001.02, 001.03, ...
002.01, 002.02, 002.03, ...
EMERGENCY WORK ORDER (EWO): If an emergency change is required for life and/or
safety issues on a site, then the Project Manager or the Consultant prepares the EWO that
includes an expenditure upset limit and a work description that describes the magnitude of the
situation. The Project Manager or GOA designate signs the EWO based on the Expenditure
Officer Signing Authority Guidelines. The contractor is then authorized to perform the work on a
time and material basis. Labour and equipment rates and costs must be approved prior to
commencement of any work. Once the contractor has reached the value of the EWO, they will
contact the consultant who in turn will contact the Project Manager for further direction. The
contractor’s work is conducted on a time and material basis with records signed daily by the
contractor. The contractor will submit signed daily time and material records to the Project
Manager. The Project Manager is to ensure all signed time sheets are on file and used to
validate the claim. On completion of the work and on receipt and approval of the Contractor’s
final pricing, a Change order or a Charge order will be issued.
Rev: 2011 03 11 Page 3 of 4
Filename: [eef40d4e-a47a-4d84-9c08-b6a80fd8f70e.doc
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Consultant Forms
Read Me File
FIELD ORDER: If a change is required, and it is anticipated that the paperwork may delay
the work, a Field Order may be issued. To expedite the work, the Contractor provides a quote
for the portion of work required by the field order. The consultant must prepare a Change Order
Worksheet (COW) which includes a description of the work and an estimate. The Project
Manager signs based on the Expenditure Officer Signing Authority Guidelines. The field order is
issued subject to the approval of the contractor’s estimate. The field order must be
acknowledged by the Contractor, Project Manager and Consultant. Once the field order work is
complete, a proposal is issued to the Contractor for pricing. The contractor submits a final
quotation and following the approval of the final quotation, a Change or Charge order will be
issued.
Numbering System
We also request that the following numbering system be adhered to:
EMERGENCY WORK ORDERS and FIELD ORDERS: should be numbered sequentially as
they are issued beginning with 001.
! Change and Charge Orders are numbered in the order they are approved.
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Filename: [eef40d4e-a47a-4d84-9c08-b6a80fd8f70e.doc
Resource ID: CA_E_739