Presentation on theme: "OneOffice has provisions to add Pay Items for modifications to the Contract by Supplemental Agreements, Change Orders and for work covered by Standard."— Presentation transcript:
OneOffice has provisions to add Pay Items for modifications to the Contract by Supplemental Agreements, Change Orders and for work covered by Standard Specification through Backsheets. BACKSHEET In the Original Bid there will be Pay Item Lines not included that the basis of payment is covered in Standard Specifications, and therefore do not require further negotiations to establish payment. They may include Bituminous Incentive/Disincentive; hold back for erosion control maintenance, among others. Example: Contract does not have pay item for Water for Dust Control. Standard Specification 2130.5 states “The Department will pay for water applied to aggregate surfaces for dust control caused by the traveling public on portions of the project open to traffic as directed or approved by the Engineer at a unit price of $20 per 1,000 gal [$5.45 per cu. m] in the absence of the Contract Pay Item 2130.501.”
From the drop down menu right of “Request Type” select Backsheet. Working with Contract Changes
Notice additional narrative to assist you in choosing the correct Request Type. Working with Contract Changes Click in box right of Date: A calendar will appear. Simply choose the date you wish this backsheet to be added.
Add a description of backsheet you are adding. Note this is not a line item but a group of items. Working with Contract Changes Add a list of items that may appear in Backsheet. If applicable fill in Project No. for Accounting. Check which time change applies to this backsheet. Select Submit
Working with Contract Changes Select the Edit Icon. Looks like a pencil
Working with Contract Changes This is basically the same window as Add Backsheet 1, viewed previously with a few new options at the bottom. At this point everything is still editable, which we will take advantage of noticing that we have typed the wrong description. We will select each Description field and change to Dust Control Once corrected, select “Submit.”
Note change in description. Working with Contract Changes Again Select the Edit Icon that looks like a pencil
Working with Contract Changes Select Add/Edit/View Items Now that we have a back sheet we can add line items.
From this navigation window select Add Item They both work the same. Type in the Item Number or Description of Item. Working with Contract Changes Select from drop down window the Origin of Item Description Select Search If an item does not exist on the “Origins” available, ask your Systems Administrator to “Add New Item” if you do not have that privilege.
Highlight Item Working with Contract Changes and Select Item The information here can be useful if you are looking for average pricing, but as an attachment to Change Orders and Backsheets I usually just Cancel from this window.
Note the Item Number and Description to verify they are what you intended to add. Working with Contract Changes OneOffice assigns Line Numbers sequentially. Enter a Quantity of 1 with a Unit Price of $20.00 Keep in mind this is only to provide a line item for payment and we do not wish to change the Contract Amount any more than necessary at this point.
Verify that the Funding Information is defaulting to “Match total…”. Working with Contract Changes Type a matching quantity as it appears above in appropriate Group or enter Percentages in appropriate Groups. Select Add Item
To create Backsheets for Withholding / Releasing funds, such as Incentive and Disinsentive you will need to make two backsheet items all on the same Backsheet. One item will have a negative dollar value for withholding funds and one item will have a positive dollar value for releasing funds.
From this window we can continue to Add Items to Backsheet 1 Modify or Delete previously added items Or navigate to Back to Backsheet 1 Working with Contract Changes For the purpose of this instruction select Back to Backsheet 1
Scenario; You create a backsheet for Project Liquidated damages of $5000, later the contractor negotiates the damages down to $3,745. Example 1: You originally create a backsheet with an item quantity of 1 and a unit price of -$5,000, and enter a quantity of 1 for a total equal to -$5,000. Then to make the negotiated deducted transaction, you would make an adjustment to that quantity of -0.251. (1.00 - 0.251 = 0.749), (0.749 x -$5,000 = -$3,745). Example 2: Your originally created backsheet has an item quantity of 1 and a unit price of -$1.00, the backsheet total equal to -$1. For payment you would enter a quantity of 5,000 equal to $5,000. Then to make the negotiated deducted transaction, you would make an adjustment to that quantity of -1,255. (5000 - 1,255 = 3,745). (3,745 x -$1 = -$3,745).
From the drop down window right of STATUS: select Approved Working with Contract Changes Things are still editable at this point. Only after an entry has been created in any of the Items in this back sheet will it lock most fields from being edited. Select Submit
From this window we can return to View or Edit the Contract Changes made to date. Keeping in mind that once and entry has been made into any line of a back sheet it locks from editing most information fields. As before to navigate to an other section of OneOffice move the curser to the left of screen for navigation window to appear. Select “Item Record Account.”
We have successfully created Line Item 98 in BK1. It will function as any other line item in the (BB) Base Bid. Side Note: BK1 is still editable thru “Contract Changes” since we have not made an entry at this time.