We have found contract summary tools an invaluable method of insuring full execution of project duties. All too often project work has focused on the technical performance, with documentation of project history and change management haphazardly executed.

Below you will find a listing of contract tools organized along the life of a project. Also included here are hyperlinks to project tools developed for two specific projects - one a municipal infrastructure project and the other an international design/build project.

Life of a Project

Emphasis is placed on the planning stages and conflict avoidance - two areas that greatly affect performance and project success.

Proposal:

Marketing - Designers/constructors: Research the potential client - work you have performed for them in the past, check grapevine sources, research media/internet sources; review this project from the client's perspective, how do client participants define a successful project, who are your likely competitors for this project, how do you differentiate your services.

Vision the Project - How will project be executed; what are the weak areas of this project; has owner selected the most appropriate delivery method; what non-technical skills are required for this project; will envisioned team possess all requisite skills and work well with owner, contractors and subconsultants.

Perform a Go/No-Go Evaluation - Is this a client you want to work for; who are your competitors for this project; is this a new line of business; what are the payment risks; is this a high-risk project; is this work you have the staff or resources to perform; what risk mitigation strategies are available from financial, legal, insurance and contract reviewers to minimize project risks.

Sample Go/No-Go Decision form

Prepare your Bid/Proposal - Conduct a proposal strategy meeting; determine all client needs and concerns (including non-technical); assess your team for specific skill sets; consider teaming to fill in gaps of skill sets or add strategic partner that may have better familiarity, experience or relationships with potential client; highlight and differentiate team, skills, proposal, additional or value-added services; review other client contracts as basis for proposing scope, risk allocation and pricing, develop active data-gathering to update knowledge of client needs and concerns; develop well-defined scope, pricing and level of effort; conduct internal peer review of proposal.

Sample request for additional information letter to Owner

Scope of Work Checklist

Sample Response to Client Demand to Accept Its Contract Terms

Award - Thank client for the work; provide multi-level contact information; ask client for process and timetable to negotiate contract and start work; offer thoughts or sample timetable. Confirm your understanding of all client needs and concerns.

Negotiate the Contract - Request pre-negotiation meeting with client to obtain additional information; start with standard documents and tailor to the project, adjusting for payment, risk, safety, insurance, dispute resolution, liability, identification of changed conditions or deviations from assumptions and process for change authorization/approvals; draft scope to be inclusive, definitive and exclusive-include and fully define work to be performed and work that will not be performed to avoid misunderstandings; negotiate equitable adjustment changes process; establish allowances or level of effort for work difficult to define; set up communications- people, frequency and type of preferred communications; conduct team de-briefing.

Contract Review Checklist

Sample Negotiations Checklist

Sample ADR Negotiations Checklist

Scope of Work Checklist

Sample Project Dispute Potential Index Review

Sample Professional Services Agreement Authorization to Proceed (in advance of contract execution)

Sample Negotiating Risk Allocation Matrix

Sample Incorporation of Proposal

Outline for Implementing Team Construction Techniques

Risk Management - Prior to final negotiations, review contract for best practices; run through contract, legal and risk management reviewers; develop strategies to manage weaknesses of contract, contracting parties or project; calendar regular reviews of high-risk projects.

Checklist on Risk Management

Contract Review Checklist

Risk Matrix

Sample Risk Management Summary

Organize the Project - Assemble in-house team- staff, client liaison, management and QA oversight; draft project management plan; set up project files, communications channels; conduct teaming session for partnering projects; perform analysis of project-specific needs.

Communications Checklist

Sample File Organization - small project

Sample File Organization - large project

Sample Project Management Plan

Sample Dispute Potential Index Review

Sample Teaming Agreement

Sample Project Chronology

Project Assistant Checklist

Plan Performance - Chart out duties required under the contract, calendar deliverables, log noticing requirements and other time specified activities; draft project management plan; assign team responsibilities.

Sample Project Management Plan - No. 1

Sample Project Management Plan - No. 2

Sample Kick-off Meeting Agenda - In-house

Sample Kick-off Meeting Agenda - Project Team

Sample Client-Liaison Duties Checklist

Sample Liaison Meeting Checklist

Sample Copyright Notice

Plan Change Management - Chart out scope of work, and notice requirements under contract; conduct team meeting regarding contractual and internal processes for change identification and noticing requirements; schedule periodic scope review for identification of creep or change; add change management item to agenda for regular team meetings; develop standard documents for notice, authorization, deadline, and compliance issues.

Weekly Team Update form

Sample Scope of Work outline

Sample Client-Consultant Change Management Procedures

Plan QA/QC - Chart out QA/QC requirements of contract; assign internal QA/QC personnel; calendar QA/QC reviews; conduct team meeting regarding how contract affects usual QA/QC processes and procedures (assumes QM procedures are in place).

QA/QC Checklist

Plan Team Management - Calendar team meetings and review; plan internal communications, frequency and processes, up and down the chain(s) of command; identify specific team members for training in specific skill acquisition; conduct project kick-off meeting for team- educate team on contract/project strengths and weaknesses- budget (cost plus, ceiling max, etc.); dispute resolution, risks, safety, copyright and insurance issues; set up mentors; plan internal and client review of work in progress.).

Sample Meeting Notice - Request for Dates

Sample Meeting Confirmation Notice

Sample Kick-off Meeting Agenda - In-house team

Sample Internal Calendar

Sample Authorization List

Sample Risk Management Summary

Sample Standard Cover Letter for Review and Approval of Work

Sample Standard Review and Approval Overdue Letter

Project Management - Finalize the Project Management Plan, incorporating client preferences and contract requirements; calendar deliverables, milestones, reports and meetings with client, team and individual team members and senior management.

Project Management Requisite Skills Checklist

Sample Project Management Calendar

Sample Options to Client Letter

Client Management - Calendar regular QA correspondence to client; monitor liaison contacts and results; consider internal or independent review of client communications for tone and level of satisfaction.

Sample Anticipate Client Need letter

Sample Options to Client letter

Sample Notice of Potential Change letter

Sample Deem Request Approved letter

Dispute - Set up internal notification for earliest identification of tension or potential conflict; set up step negotiation for addressing and resolving any disputes; balance technical and equitable considerations.

Dispute Analysis Worksheet

Contract Administration - Chart out contract requirements, include duties of each project participant; provide contact information for parties in each organization; calendar deadlines and milestones; list deliverables; provide insurance, risk management and liability risk mitigation strategies for internal departmental use, list miscellaneous documents required under the contract (supplied by and provided to, expiration dates), such as insurance certificates, WMBE certification, bonding information/requirements.

See sample documents on these connecting pages:


Municipal - Infrastructure Rehabilitation Project
Contract Checklist

Authorizations/Approvals required

Calendar of due dates/deadlines/schedule events

Noticing Requirements - documents, meetings, inspections

Contract terms related to technical performance

Status Report

Change Order Spreadsheet

Internal Notice Checklist

Notice of Change

Completion of Task Order

Notice Regarding Owner Selection of Work Priorities, Level of Effort and Design Criteria

Sample Letter to Owner - Deliverables



International - Design/Build Contract

Contract Outline

Contract Definitions

Contact List - Qualified staff re Approvals/Authorizations

Owner Duties

Engineer Duties

Contractor Duties

Documents required under the contract
- Letter of Acceptance
- Contract
- Required/Key Personnel
- Letter of Guarantee
- Performance Bond
- Licensing/Permits,
- Professional Liability Policies
- Project Agreement
- Bond
- Corporate Guarantee
- Confidentiality Agreement
- Safety and QA/QC programs
- Meeting Agenda



Change Management - Follow project management plan protocols for regular review and identification; provide notice to client upon identification; evaluate impact and basis for change; prepare and provide appropriate request for change and equitable adjustment to client with options and request for response deadline and actions if response is not received; calendar response from client; follow change management protocols regarding notification of senior management; develop information for stop work or accumulate costs decision; encourage client to revisit priorities, scope or level of effort due to major changed conditions.



Sample Notice of Changed Condition form

Sample cover letter for Request for Extension/Additional Payment

Sample Change Management Spreadsheet

Sample Contract-specific Change Order Management Checklist

Project Close-out - Calendar any post project dates; calendar last payment and follow-up dates; prepare files for storage; collect deliverables for marketing and reference on similar projects; draft lessons learned; draft project profile for future bid reference; solicit client feedback; set up meeting(s) with client regarding ongoing relationship and future work; evaluate team effectiveness; recognize team effort upon project close.

Sample Document Retention Policy - No. 1

Sample Document Retention Policy - No. 2

Sample Post-Services Client Survey