Standard construction document CCDC Nee lio: (Deopog a lelnnee Ble eectster Feed Prf rach vee a guide to model forms and support documents (for use with CCDC 2 - 1994) [cC [C B [C Canadian Construction Documents Committee‘Standard Construction Document CCDC 24 — TABLE OF CONTENTS Page INTRODUCTION 1 CHANGE PROCESS Proposed Change Form ~ Guideline PREQUALIFICATION OF CONTRACTORS 2 boom CContactor’s Qualifcation Statement Standard Fon 2 ~ Model Form Speers ‘Change Onder Form = a = Guidetine = CCDC 11 (See Appendix A) ase = Model Form FINANCIAL INFORMATION REQUIRED OF THE Change Directive Form OWNER 4 = Guideline : ~ Checklist Project Financial Information Standard Form = Guideline ~ Model Form = Checklist Summary of Changes Form = CCDC 12 (See Appendix B) ~ Guideline = Checklist ~ Model Form ete 7 Combined Proposed Change and Change Order Form Application For Payment Form 8 ~ Guideline ~ Guideline ~ Checklist = Checktst = Model Form = Model Form Schedule of Values and Work Performed Foon 10 < NOTIFICATION PROCESS = Checklist Notice Form = Model Fon ~ Guidetine ~ Checklist (Cerificate For Payment Form 3 ~ Guideline ao ~ Checklist Dome WARRANTY NOTIFICATION Stnsor Decuton Sur Foms ee Guide ~ Guideline = CCDC 9A, 9B, and 9C (See Appendix C) coo CCenificate of Substantial Performance 8 ~ Model Form ~ Guideline Product Warranty Notice Fonm See = Guideline = Checklist ‘SUPPLEMENTAL INSTRUCTION PROCESS 9 a. Supplemental instruction Form 19 ~ Guideline APPENDIX ~ Checklist ‘A CCDC 11 — Contractor's Qualification ~ Model Fonn a CBE CCDC Copyright 1996 B CCDC 12 - Project Financial Information C CCDC 9A, 9B, and 9C - Statutory ‘Declaration Forms D Definitions In CCDC 2 - 1994 199¢ 2 23 27 29 31 33 33 36, 38‘Standard Construction Document CCDC 24 ~ 1996 A GUIDE TO MODEL FORMS AND SUPPORT DOCUMENTS (for use with CCDC 2 - 1994) INTRODUCTION The CCDC Stipulated Price Contract Form, CCDC 2 - 1994 (CCDC 2), refers either expressly cr by implication to a number of administrative processes and forms. The purpose of this Guide is to assist users of CCDC 2 in meeting the administrative requirements outlined in that standard Contract Form by providing examples of model forms for these processes. For each model form the Guide contains: 7 a brief explanation of each of the administrative processes involved, + a short narrative description to guide users of the form, a a list of items which should be included in the form, and + an example of a model form. Most of the administrative requirements contained in CCDC 2 are also common to both CCDC 3 — Cost Plus Contract Form and CCDC 4 — Unit Price Contract Form. The information in this Guide therefore also may be of assistance to users of CCDC 3 and CCDC 4. The model forms may require revision when used with CCDC 3 and CCDC 4 to ensure conformity with the specific administrative requirements of those standard Contract Forms. The Committee emphasizes that reference should be made to the actual Contract Form with respect to the appropriate administrative requirements to be applied. For information as to use of CCDC 2 — 1994, refer to CCDC 20 - ‘A Guide to the Use of CCDC 2 - 1994" With the exception of the Standard Forms CCDC 11 - ‘Contractor's Qualification Statement’ (Appendix A), CCDC 12 ~ ‘Project Financial Information’ (Appendix B), and CCDC 9A, 9B, and 9C ~ ‘Statutory Declaration Forms’ (Appendix C), users may reproduce or reprint the Model Forms for this purpose. Users may consider colour-coding the Model Forms for ease of identification in contract administration, Many Owners, Consultants, and Contractors successfully use their own administrative forms for contract administration. The Committee encourages the use of forms which are compatible with CCDC documents and contain the same information as outlined in this guide. The content of existing forms should be reviewed to ensure that they contain the required information identified in the checklist. NOTE: ‘This Guide refers to capitalized and italicized terms which are defined in the DEFINITIONS in CCDC 2 - 1994 and are reproduced in Appendix D. CCDC 24 - 1996 1PREQUALIFICATION OF CONTRACTORS For a Project involving complex work or a tight schedule, the Owner may call for Prequalification prior to bid call by requesting Contractors to submit their qualifications. ‘This allows preselection of those Contractors who are best qualified for the Project. Contractor's Qualification Statement Standard Form Guideline Care should be taken when determining prequalification criteria to request information relevant to the preselection review. The Owner may choose to request additional qualifications to those specified in the Contractor's Qualification Statement in order to suit specific Project requirements, These additional qualifications can be inserted in the space provided or in additional pages if required. All the qualifications should be carefully investigated based on a predetermined set of criteria, ‘The Contractor may indicate in the statement certified qualifications of the Contractor and the Contractor's employees. These include quality management, quality assurance programs, and construction safety programs or records. CCDC 11 = ‘Contractor's Qualification Statement’, as shown in Appendix A, is the Standard Form for obtaining information on capacity, skill, and experience of contractors bidding on construction projects. Checklist ‘The completed Contractor's Qualification Statement Standard Form includes: * A statement: — indicating that the document is intended to provide information on the capacity, skill, and experience of the Contractor = reminding the Contractor to supplement information requested with additional sheets if required + Project number + Title and location of the Project + Name, address, and contact numbers of the Consultant receiving the qualification statement + Name, address, and contact numbers of the Contractor submitting the qualification statement + Legal structure of the Contractor: — year established ~ joint venture or not — corporation, partnership, registered, sole proprietor, or other. — names and titles of officers, partners, or principal Financial references from a bank: name, address, and contact numbers ~— name of contact person(s) 2 CCDC 24 ~ 1996* Financial references from a bonding company: — name, address, and contact numbers ~ name of contact person(s) * A list of annual value of construction work for the past five years «A list of principal projects completed in the past five years. For each principal project include the following: = title and location description project value completion date — name, contact person, and contact numbers of the owner — name, contact person, and contact numbers of the consultant © A list of similar or related projects completed. For each related project include the following: ~ title and location = description — project value — completion date — name, contact person, and contact numbers of the owner — name, contact person, and contact numbers of the consultant © A list of major construction projects underway as of the date of submission, For each project include the following: — title and location ~ description = project value — scheduled completion date — percent completed name, contact person, and contact numbers of the owner — name, contact person, and contact numbers of the consultant © A list of key office personnel proposed for the Project attached with resumes of qualifications and experience (e.g. principal in charge, project manager, estimator, etc.) * A list of key site personnel proposed for the Project attached with resumes of qualifications ‘and experience (e.g. project manager, supervisor, foreman, etc.) * Space for insertion of additional qualifications required by the Owner or certified qualifications (e.g. quality management, quality assurance programs, construction safety programs or records) indicated by the Contractor ‘* Signature of the Contractor declaring that the information provided is true and correct to the best of the Contractor's knowledge + Date of the statement CCDC 24 - 1996 3FINANCIAL INFORMATION REQUIRED OF THE OWNER Paragraph 5.1.1 of GC 5.1 - FINANCIAL INFORMATION REQUIRED OF THE OWNER entitles the Contractor, at the Contractor's discretion, to request the Owner to furnish reasonable evidence that financial arrangements have been made to fulfill the Owner’ s obligations under the Contract. Such request may be made prior to execution of the Agreement, and/or promptly from time to time thereafter. Paragraph 5.1.2 requires the Owner to notify the Contractor in writing of any material change in the financial arrangements during the performance of the Contract. GC 7.2 — CONTRACTOR'S RIGHT TO STOP THE WORK OR TERMINATE THE CONTRACT entitles the Contractor to stop the Work or to terminate the Contract where the Owner fails to comply with the requirements specified in GC 5.1. The Contractor, however, must give 5 days’ written notice to the Owner, prior to taking any action, in order to allow the Owner an opportunity to remedy the default. Project Financial Information Standard Form Guideline In any contractual venture, each party has legitimate interest and responsibility in ascertaining whether the other party is fully capable of performing all of its contractual obligations. In the relationship between the Owner and the Contractor, the Owner may request financial statements and bank references from a Contractor, and may require bonding which guarantees fulfilment of both Project performance and payment obligations. The proven ability to pay is just as important as a proven ability to perform. A Contractor, therefore, has an equally valid interest in receiving assurances that an Owner has arranged sufficient funds to make payments in accordance with the terms of the Contract. Should financial commitment be required before signing the Contract, the Contractor has the option of signing the Contract but not commencing the Work until the Owner provides acceptable evidence of financial arrangements. Evidence of financial arrangements should be not only for the total amount payable by the Owner to the Contractor, but also for contingencies such as changes, If there is no financial arrangement in the Contract for contingencies, then as changes or extras arise, the Contractor may make a separate request for evidence of financial arrangements pertaining to the change. The Owner should establish a procedure for notifying the lender of changes. ‘The Contractor may require the following types of information from the Owner: ‘Owner Information ~ Identify the Owner and its legal structure, i. the ultimate responsibility for payment. 4 CCDC 24 ~ 1996Property Information — Identify whether the Owner holds legal ttle to the Project property. The Contractor should have the correct name of the property owner and the legal description of the property if a lien has to be filed. Project Financing Information — Acceptable evidence of financial arrangements might include a construction loan commitment that sets forth the conditions and requirements of the loan, a lender's ‘set aside’ letter that represents the acknowledgement by the lender as to the amount available for construction draws, a credit report, a corporate resolution or governmental appropriation, or other equally positive documentation that the Owner has made provision for sufficient funds to fulfill the Owner's obligation under the Contract. CCDC 12 - ‘Project Financial Information’, as shown in Appendix B, provides a Standard Form for obtaining information, which in most cases should be sufficient for permitting the Contractor to ascertain the Owner's financial arrangement. Checklist ‘The completed Project Financial Information Standard Form includes: © Title of the Project * Location of the Project Owner Information + Legal name + Address and contact numbers ‘+ Name of contact person(s) ‘+ Legal structure (corporation/partnershipfindividual/other) Property Information * The Owner's interest in the property (fee simple, lease, etc.) + Name of party holding legal tile to the property (if other than the Owner) ‘© Legal description of the property + Legal structure of title holder (corporation/partnership/individual/other) Project Financing Information If financed by construction loans: « Name, address, and contact numbers of the lender(s) + Name of contact person(s) ‘+ Type of loan(s) + Amount of loan(s) * Terms of loan(s) If financed by government funding (direct or government guaranteed): + Name, address, and contact numbers of the governmental agency + Name of contact person(s) © Type of funding (grant/loan/debenture issue) + Program under which funding provided + Amount of funding + Terms of grant or loan CCDC 24 - 1996 5If other sources of funds: * Description (Owner's equity, syndication proceeds, etc) If bank references are provided: + Name, address, and contact numbers + Name of contact person(s) Support Information At least one of the following should be provided: © Construction loan agreement + Lender's ‘set-aside’ letter acknowledging amount of loan proceeds to be applied only to draw for the construction contract + A bank letter evidencing financial arrangements made to fulfill the Owner's obligations under the Contract + Owner's audited financial statement * Other evidence of the source of funding Information regarding comparable projects completed by the Owner or its related entities Signature of the Owner declaring that: — the information is true and correct to the best of the Owner’s knowledge = the Contractor is entitled to rely upon the accuracy of such information — the Owner shall notify the Contractor in writing of any material change in the Owner's financial arrangements during the performance of the Contract 6 CCDC 24 - 1996PAYMENT PROCESS ARTICLE A-5 — PAYMENT in CCDC 2 - 1994 states that the Owner shall make progress payments to the Contractor on account of the Contract Price when due in the amount certified by the Consultant, GC 5.2 - APPLICATIONS FOR PROGRESS PAYMENT provides that the Contractor may ‘make applications for payment monthly to the Consultant. The requirements for applications are described in that General Condition. The Contractor submits to the Consultant the completed Application for Payment Form, along with the schedule of values and Work performed, and back- up material required for certification. Paragraph 5.2.3 requires the Contractor to submit to the Consultant, prior to the first application for payment, a schedule of values for the various parts of the Work to facilitate evaluation of future applications for payments, In addition, paragraph 5.2.5 obligates the Contractor on each application to submit a statement based upon this schedule. The schedule of values is a ‘breakdown of the Contract Price which assists the Consulzant and Owner in the systematic review of the application and to complete the certificate required under paragraph 5.3.1 of GC 5.3 - PROGRESS PAYMENT. Paragraph 5.2.2 of GC 5.2 - APPLICATIONS FOR PROGRESS PAYMENT provides that the applications for progress payment shall be dated the last day of the agreed payment period, which does not have to be the last day of a calendar month. GC 5.5 - PAYMENT OF HOLDBACK UPON SUBSTANTIAL PERFORMANCE OF THE WORK describes how the Contractor may apply for the payment of holdback amount after the issuance of the Certificate of Substantial Performance of the Work. Paragraph 5.5.1 of GC 5.5, ~ PAYMENT OF HOLDBACK UPON SUBSTANTIAL PERFORMANCE OF THE WORK states that together with an application for payment for the release of holdback monies, the Contractor shall submit a swom statement that all accounts for labour, subcontracts, Products, construction machinery and equipment, and other indebtedness which may have been incurred by the Contractor in the Substantial Performance of the Work and for which the Owner might in any way be held responsible have been paid in full, except for amounts properly retained as a holdback or as an identified amount in dispute. Although not required in CCDC 2 - 1994, some owners may request the Contractor to submit similar swom statements for the second and subsequent applications for progress payment. CCDC 24~ 1996 7Application For Payment Form Guideline ‘The Contractor is required by the Contract to submit the application for progress payment to the Consultant, The supporting documentation format must conform to the agreed schedule of values. Documentation which adequately supports the claim allows the Consultant to compare the values of Work performed to the schedule of values, and will facilitate the issuance of the Certificate of Payment. The Consultant may require supplementary documentation or breakdowns to justify the Contractor's claim. ‘The Contractor is advised to review the application for payment with the Consultant before submission to expedite the application process. Agreement on format, categories, support documentation, number of copies, and handling method, etc. will speed up the review process. Checklist ‘The completed Application for Payment Form should include: * Application number (which should be sequential) + Date of the application ‘* Time period covered by the application * Reference number(s) (Owner, Consultant, or Contractor’s Project number or other reference) * Name and address of the Contractor *+ Contractor's registration number for Value Added Taxes such as the Goods and Services Tax and the Quebec Sales Tax Name and address of the Consultant Name and address of the Owner Title and location of the Work and Contract number if applicable Total value of Work performed and Products delivered to the Place of the Work at the end of the period covered by the application Applicable statutory holdback rate Total holdback amount Holdback released Holdback retained (Total holdback amount less holdback released) Total amount claimed at the end of period covered by the application (Total value of Work performed and Products delivered to the Place of the Work less holdback retained at tht end Of the period covered) * Total certified amount from the previous certificate for payment, noting the previous certificate number and date of issuance * Total amount claimed current period (Total amount claimed at the end of period covered less total certified amount from the previous certificate for payment) * Value Added Taxes * Total amount payable current period including Value Added Taxes + Signature of the person submitting the application 8 CCDC 24 - 1996APPLICATION FOR PAYMENT Contractor: Application number: GST registration number: Date: Consultant: Period covered: from ‘Owner: Reference number(s): ‘Work: ‘ile and Tation Total value of Work performed and Prodycts delivered to the Place of the Work at the end of period covered $s o Total holdback at % $ ® Holdback released $ » Holdback retained a-» $s 3 Total amount claimed at the end of period covered a Total certified amount from previous certificate for payment __ manor and dae Total amount claimed current period - Value Added Taxes at _% oe we 3 Total amount payable current period including Value Added Taxes c+ Submitted by the Contractor eae ad ie of perio viring “ipatare CCDC 24 - 1996 9Schedule of Values and Work Performed Form Guideline The Schedule of Values & Work Performed Form serves the following two purposes: The Schedule of Values Form The Contractor is required to submit to the Consultant, at least 14 days before the first application for payment, a schedule of values for the parts of the Work. It breaks down the Work to quantifiable elements with a total equal to the Contract Price. The Contractor prepares the schedule of values by filling in the Description and Total Amount of each item, A cost breakdown for mobilization, supervision, major trades, Products delivered to the Place of the Work, mechanical and electrical works, as-built drawings, and maintenance work facilitates the Consultant's review of the application for payment. When the Consultant accepts the schedule of values, it is to be used as the basis for applications for payment. ‘The Schedule of Values and Work Performed Form The Contractor is required to include a statement based on the schedule of values with each application for payment. This includes the original breakdown for parts of the Work and items such as Change Orders and Change Directives. The Contractor is required to provide the percentage of the value of the Work performed for each item of the Work. Checklist ‘The completed Schedule of Values Form should include: * Name and address of the Contractor + Title and location of the Work and Contract number if applicable + A list of items and their numbers that form the Work * For each individual item include the following: — Description of item (section number) ~ Amount included in the Contract Price + Page numbering The completed Schedule of Values and Work Performed Form should include: + Name and address of the Contractor + Title and location of the Work and Contract number if applicable * A list of items by number (parts of the Work), Change Orders, and Change Directives covered by the application * For each individual item include the following: — Item number (section number, Change Order number, or Change Directive number) ~ Description of item ‘Amount included in the Contract Price Percentage of the value of the Work performed to end of period covered Value of Work performed and Products delivered to the Place of the Work to end of period covered ~ Value of the Work previously performed and Products previously delivered to the Place of the Work ' ' 10 CCDC 24 - 1996— Current value of the Work performed and Products delivered to the Place of the Work applied for = Balance to complete (Optional: The amount included in the Contract Price less the value of the Work previously performed and Products previously delivered to the Place of the Work) — Remarks may be used to show references and explanation of value claimed © Application number © Date of the application ‘+ Time period covered by the application + Page numbering CCDC 24 ~ 1996 uny 20T 20 A syemay [| oajdmoy owed peunopeg Lo & sourreg, waar Aysnoraaig ‘waxy paronos porag come oquinu uorearddy GaNdOAAd WOM ANV SANTVA JO FINGAHOS CCDC 24 ~ 1996Certificate For Payment Form Guideline Paragraph 2.2.4 of GC 2.2 - ROLE OF THE CONSULTANT in CCDC 2 ~ 1994 states that the Consultant will review the Contractor's applications for payment, determine the amounts due, and issue a certificate for payment in the amount applied for or such other amount as the Consultant determines is properly due. Paragraph 5.3.1 of GC 5.3 - PROGRESS PAYMENT provides that if the Consultant amends the application, the Consultant is to notify the Contractor promptly in writing giving reasons for the amendment. ‘The Certificate For Payment Form should provide the following distinct types of information for the benefit of the Owner and the Contractor: (1) the Consultant's certification in response to the Contractor's application for payment; (2) information as to the status of the Contract Price informing the parties to the Contract; (3) a payment summary informing the Owner of the amount payable to the Contractor for the period covered; and (4) optional: a place to record the Contractor’s acknowledgement of the receipt of payment. The Contract Price may include a contingency allowance as described in GC 42 - CONTINGENCY ALLOWANCE, At the outset of the Project, this is an amount in the Contract to the benefit of the Owner, from which expenditures authorized by a Change Order may be deducted. As there are many variations of accounting for this process, the Contract Summary should be revised as necessary to document the adjustment of the contingency allowance and/or Contract amount. EXAMPLE: Contract Summary Original Contract Price $ w Change Orders (numbers: )s ® Current value of Change Directives included in the certified amount $ oe ‘Contingency Allowance 8 ate © Value of changes less contingency allowance av~» Value of Contract on the last day of the payment period «+5 Value Added Taxes at % o Total amount payable for the construction of the Work including Value Added Taxes «n $s ® Alternatively, the Owner may add to the Contract amount by Change Order or Change Directive rather than expending the contingency allowance. CCDC 24 - 1996 13‘The Consultant forwards the completed Certificate for Payment Form to the Owner, in the umber of copies required by the Owner, together with the corresponding Application for Payment Form and the Schedule of Values and Work Performed Form as submitted or as modified as the case may be. It is recommended that copies of the completed Certificate for Payment Form be sent to the Contractor and that the Contractor acknowledges receipt of payment highlighting the date and amount by signing and returning copies of the certificate to the Consultant and the Owner for record purposes. ‘Checklist The completed Cerificate for Payment Form should include: * Certificate number Reference number(s) (Owner, Consultant, ot Contractor's Project number or other reference) Name and address of the Consultant Name and address of the Owner Name and address of the Contractor Title and location of the Work and Contract number if applicable ‘Statement by the Consultant to the Owner certifying the total value of Work performed and Products delivered to the Place of the Work as of the valuation date (exclusive of Value Added Taxes) + The signature (and in some jurisdictions the seal) of the Consultant * The date of issue * A Contract Summary showing: — Original Contract Price — Value of Change Orders issued ~ Current value of Change Directives included in the certified amount — The value of Contract on the last day of the payment period — Value Added Taxes ~ Total amount payable for the construction of the Work including Value Added Taxes * A Centfication Summary showing: = The value of Work performed and Products delivered to the Place of the Work as of the valuation date ~ Applicable statutory holdback rate — Total holdback amount — Holdback released — Holdback retained (Total holdback amount less holdback released) — Amount (The value of Work performed and Products delivered to the Place of the Work Jess holdback retained as of the valuation date) — Amount from previous certificate for payment, noting the certificate number ~ Amount of Contract Price payable current period (The amount as of the valuation date less the amount from previous certificate for payment) ~ Value Added Taxes = Total amount payable current period including Value Added Taxes * Optional: a place to indicate the balance to certify (The value of Contract on the last date of the payment period less the value of Work performed and Products delivered to the Place of the Work as of the valuation date) 4 CCDC 24 - 1996+ Optional: a place to indicate the Contractor's acknowledgement of receipt of payment EXAMPLE ‘The Contractor acknowledges receipt of payment upon the __day of in the amount of $ CCDC 24 - 1996 15CERTIFICATE FOR PAYMENT Consultant: Certificate number: Owner: Reference number(s): Contractor: e Work: Tile ad Tcaton This is to certify that the value of Work performed and Products delivered to the Place of the Work as of is$ (exclusive of Value Added Taxes). Certified by the Consultant ~ ‘name and title of person signing ‘signature date f leswe Cen Rr Contract Summary Original Contract Price s_ © Change Orders (aumbers: ys ® Current value of Change Directives included in the certified amount $ o Value of Contract on the last day of the payment period «2 $ Value Added Taxes at % $ o Total amount payable for the construction of the Work including Value Added Taxes 1s $ Certification Summary ‘Value of Work performed and Products delivered to the Place of the Work s o Total holdback at % s o Holdback released 5 o Holdback retained @-» $ 0 Amount (value of Work performed and Products delivered to the Place ofthe Work Jess holdback retained) (7-1) $ an Amount from previous certificate for payment (number: )s “ ‘Amount of Contract Price payable current period «1-12 8 a Value Added Taxes at % $ 0 Total amount payable current period including Value Added Taxes $ as, 16 CCDC 24 ~ 1996Statutory Declaration Standard Forms Guideline CCDC 9A - ‘Statutory Declaration’ (Accompanies Contractor's application. for release of holdback, security deposit, or both) is the Standard Form for sworn statements made by the Contractor as required in paragraph 5.5.1.2 of GC 5.5 - PAYMENT OF HOLDBACK UPON SUBSTANTIAL PERFORMANCE OF THE WORK when the Contractor applies for payment of the holdback amount after the issuance of the Certificate of Substantial Performance of the Work. CCDC 9B - ‘Statutory Declaration’ (Accompanies the Contractor's or a Subcontractor’s second and subsequent progress claims) is the Standard Form for swom statements made by the Contractor or a Subcontractor when applying for the second and subsequent progress payments. The declaration confirms that all payment obligations incurred by the Contractor or a Subcontractor in performing the Work or subcontract work, up to the last payment application and for which the Owner might be held responsible, have been satisfied. CCDC 9C ~ ‘Statutory Declaration’ (Accompanies a Subcontractor's application for release of holdback, security deposit, or both) is the Standard Form for swom statements made by a Subcontractor when applying for release of holdback, subcontract security deposit, or both. The declaration confirms that all payment obligations incurred by the Subcontracior in performing the subcontract work, and for which the Contractor or the Owner might be held responsible, have been satisfied. ‘These forms are shown in Appendix C. CCDC 24 - 1996 ”Certificate of Substantial Performance Guideline ‘Substantial Performance of the Work is defined in the CCDC standard Contract Form to be ‘... a8 defined in the lien legislation applicable to the Place of the Work. If such legislation is not in force or does not contain such definition, Substantial Performance of the Work shall have been reached when the Work is ready for use or is being used for the purpose intended and is $0 certified by the Consultant’. ‘The applicable lien legislation may prescribe the form to be used for the certification of substantial performance. In that event, the statutory prescribed form should be used. Checklist ‘The completed certificate should include: + Name and address of the Contractor Name and address of the Owner Name and address of the Consultant Title and location of the Work and Contract number if applicable ‘The Contract date ‘A statement that the Work of the Contract was substantially performed on a certain date Description of the Work not yet performed at the date of Substantial Performance of the Work ‘Signature of the authorized person acting on behalf of the Consultant or Contractor as specified in the applicable lien legislation Name and title of the person signing © Date of signing + The legal description of the property and any other information or statement that may be required by the lien legislation applicable to the Place of the Work ‘+ Professional seal if required by the legislation applicable to the Place of the Work 1B CCDC 24 - 1996SUPPLEMENTAL INSTRUCTION PROCESS Paragraph 2.2.9 of GC 2.2 - ROLE OF THE CONSULTANT describes the circumstances in which Supplemental Instructions are used. Supplemental Instructions are issued to record clarifications or interpretations in the Contract Documents or to give direction on a problem which evolves during the course of the Work. They may not be used if the instruction affects the Contract Price or Contract Time. Changes to the Contract Price and Contract Time are dealt with by Change Orders or Change Directives as provided in GC 6.2 - CHANGE ORDER and GC 6.3 - CHANGE DIRECTIVE. Supplemental Instruction Form Guideline The Supplemental Instruction is to be issued by the Consultant to the Contractor and a copy is sent to the Owner and other consultants, If the Contractor is of the opinion that the instruction affects the Contract Price or Contract Time, the Contractor must notify the Consultant in writing. Checklist The completed Supplemental Instruction Form should include; Instruction number Date of the instruction Reference number(s) (Owner, Consultant, or Contractor's Project number or other reference) Name and address of the Consultant Name and address of the Contractor Name and address of the Owner Title and location of the Work and Contract number if applicable A statement: = referring to paragraph 2.2.9 of GC 2.2 - ROLE OF THE CONSULTANT in CCDC 2 = 1994 which authorizes the issuance of the Supplemental Instruction — indicating that if the Contractor proceeds to work in accordance with this Supplemental Instruction, the Contractor acknowledges that there will be no change in the Contract Price and Contract Time = requiring the Contractor to promptly notify the Consultant if the Contractor believes that this Supplemental Instruction affects the Contract Price and Contract Time * Description of the Supplemental Instruction and list of attached specifications and drawings, if any + Signature of the Consultant issuing the Supplemental Instruction * Distribution list (Contractor, Consultant, Owner, other consultants, and file) CCDC 24 - 1996 19SUPPLEMENTAL INSTRUCTION Consultant: Instruction number: : Contractor: Date: Owner: Reference number(s): Work: Tile and Toation The following instruction is issued to the Contractor in accordance with Paragraph 2.2.9 of GC 2.2 - ROLE OF THE CONSULTANT in CCDC 2 - 1994. Proceeding with work in accordance with these instructions indicates the Contractor's acknowledgment that there will be no change in the Contract Price and Contract Time. If the Contractor believes that this instruction affects the Contract Price or Contract Time, the Contractor shall promptly notify the Consultant, Description: Issued by the Consultant ae ad le of eran signing aan distributed to: 20 CCDC 24 - 1996(CHANGE PROCESS GC 6.1 - CHANGES "in CCDC 2 ~ 1994 allows the Owner, through the Consultant, to make changes in the Work by Change Order ot Change Directive. The following forms will facilitate this process in accordance with CCDC 2 — 1994, It is extremely important to identify properly and document changes in the Work with respect to both the Contract Price and Contract Time in all the forms mentioned below. Proposed Change Form ‘This Form is a request to the Contractor to indicate the changes in the Contract Price and Contract Time as a result of proposed changes in the Work. If the Owner does not accept the Contractor's proposal for changes in the Contract Price and Contract Time, the Owner may issue a Change Directive if the proposed changes are within the general scope of the Contract Documents, Proposed changes in the Work must be identified, properly documented, and administered in accordance with the Contract Documents and should be tracked and cross- referenced with Change Orders. Change Order Form This Form is signed by the Owner and the Contractor recording their agreement upon a change in the Work, the amount or method of any adjustment in the Contract Price and the extent of any adjustment in the Contract Time. The specific additions, deletions, or other revisions to the Work must be accurately identified, This Form is also used to record agreement for: (1) an expenditure under a contingency allowance; (2) the adjustment to the Contract Price against the difference between the actual expenditure and the contingency allowance; and (3) the adjustment to the Contract Price against the difference between the actual cost and each cash allowance. Change Directive Form ‘This Form is a signed instruction issued by the Owner directing a change in the Work within the ‘general scope of the Contract Documents. It is issued to require the Contractor to proceed with a change in the Work prior to the Owner and the Contractor agreeing upon the adjustment in Contract Price and Contract Time. ‘The specific additions, deletions, or other revisions to the Work must be accurately identified. ‘After the Change Directive is issued, the parties may continue to negotiate and subsequently agree on the adjustment to the Contract Price and Contract Time, recording such agreement by a Change Order. CCDC 24 - 1996 aSummary of changes This Form is intended for summarizing proposed and recorded changes to the Contract Price and Contract Time for the information of the Owner, Contractor, and Consultant. It reflects the status of the changes in the Work. Combined Proposed Change and Change Order Form This combined Form includes: (1) a request from the Owner to the Contractor to indicate the changes to the Contract Price and Contract Time as a result of proposed changes in the Work; (2) a reply outlining the Contractor's proposal for changes in the Contract Price and Contract Time; and (3) an agreement signed by the Owner and the Contractor for a change in the Work, the amount of any adjustment in the Contract Price and the extent of any adjustment in the Contract Time, This Form will be very useful for small or clearly delineated changes required by the Owner or for substitutions proposed by the Contractor. Support documentation can be attached and referenced in the form. 2 CCDC 24- 1996Proposed Change Form Guideline Proposed changes need to be presented to the Contractor in a timely manner and in sufficient copies for distribution. It is important for the Consultant to provide a clear and complete description of the proposed changes. Sufficient time should be allowed for the Contractor to estimate the changes to the Contract Price and Contract Time for the proposed change in the Work. ‘The Proposed Change Form should be sent by the Consultant to the Contractor and copied to the Owner and other consultants, ‘Checklist ‘The completed Proposed Change Form should include: Proposed change number Issue date of the proposed change Reference number(s) (Owner, Consultant, or Contractor's Project number or other reference) Name and address of the Consultant Name and address of the Contractor ‘Name and address of the Owner Title and location of the Work and Contract number if applicable A statement: — referring to paragraph 6.2.1 of GC 6.2 in CCDC 2 — 1994 which authorizes a request for proposed change ~ requiring within a certain number of days a quotation from the Contractor conceming adjustments to the Contract Price and Contract Time ~ indicating that the Contractor shall not proceed with the proposed change unless a ‘Change Order or Change Directive authorizing a change in the Work is issued + Description of the proposed change, including where appropriate, the reason for and the origin of the proposed change «+ Signature of the Consultant preparing the proposed change + Distribution list (Owner, Contractor, Consultant, other consultants, and file) CCDC 24 ~ 1996 a= PROPOSED CHANGE Consultant: = Proposed change number: CC ee Owner: Reference number(s): Work: cad Tcaton Pursuant to paragraph 6.2.1 of GC 6.2 - CHANGE ORDER in CCDC 2 - 1994, indicate within ____ days of the above date the changes to the Contract Price and Contract Time for the following proposed change in the Work. Do not proceed with the change without a Change Order ot Change Directive authorizing a change in the Work. Description: 7 Prepared by the Consultant Te ad ef prion ging ipa distributed to: mw CCDC 24 - 1996Change Order Form Guideline ‘When the monetary consideration of a Change Order is to be applied against a contingency allowance, the Contract Price shall be: (1) unchanged, if the expenditures authorized against a contingency allowance are less than the amount stated in the Contract Documents; or (2) adjusted by such difference, if the expenditures authorized against a contingency allowance exceed the amount stated in the Contract Documents. Should the Contract Price not include a contingency allowance, delete or strike out the line and record the changes in Contract Price. ‘The Consultant prepares and signs three copies of the Change Order for the Owner to sign. The Owner signs these copies and retums them to the Consultant, who then sends them to the Contractor. After signing, the Contractor returns two copies to the Consultant, who then transmits one copy to the Owner. Checklist ‘The completed Change Order Form should include: Change Order number Date of the Change Order Reference number(s) (Owner, Consultant, or Contractor's Project number or other reference) Name and address of the Consultant Name and address of the Owner ‘Name and address of the Contractor Title and location of the Work and Contract number if applicable ‘A statement referring to paragraph 6.2.2 of GC 6.2 - CHANGE ORDER in CCDC 2 - 1994 which describes a Change Order as an amendment to the Contract stating the agreement between the Owner and the Contractor upon a change in the Work and the adjustments in the Contract Price and Contract Time + Description of the change to be made in the Contract by the Change Order, including reference to specifications, drawings, or other supporting data (reference to proposed change ot Change Directive) to clarify the scope of the change Contingency allowance adjustment, if applicable Contract Price adjustment Contract Time adjustment Signature of the Consultant recommending the change in the Contract ‘Signature of the Owner approving the change in the Contract Signature of the Contractor approving the change in the Contract CCDC 24 ~ 1996 2sCHANGE ORDER Consottant: Change Order number: Owners Date: Commacto: (Reference number(s): Work: a a —___. — Pursuant to paragraph 6.2.2 of GC 6.2 - CHANGE ORDER in CCDC 2 ~ 1994, the following is an amendment to the Contract stating the agreement between the Owner and the Contractor upon a change in the Work and the adjustments in the Contract Price and Contract Time. Description: ‘The contingency allowance is increased/decreased by the sum of $ ‘The Contract Price is increased/decreased by the sum of $ ‘The Contract Time is increased/decreased by Working Days a ‘Recommended by the Consultant "nae nd tle of person iging “ature daz Approved by the Owner "ne ad a f person gring “atone dae Approved by the Contractor Wane and eof prac signing nature date 6 CCDC 24 - 1996‘Change Directive Form Guideline It is recommended that the Consultant prepare thsee copies of Change Directive for the Owner 1 sign. These copies are then sent to the Contractor for acknowledgement. The Contractor is to retain a copy and retum the other two signed copies to the Consultant. The Consultant, in turn, sends a copy signed by all parties to the Owner. Checldist The completed Change Directive Form should include: * Change Directive number Date of the Change Directive Reference number(s) (Owner, Consultant, or Contractor's Project nueabet or other reference) Name and address of the Consultant Name and address of the Owner ‘Name and address of the Contractor Title and location of the Work and Contract number if necessary A statement: — referring to GC 6.3 - CHANGE DIRECTIVE in CCDC 2 - 1994 which authorizes the Owner to direct changes in the Contract — indicating that the adjustment to Contract Price will be established according to the provisions of paragraphs 6.3.2, 6.3.3, and 6,3.4 and the adjustment to Contract Time sill be established according to the provisions of paragraph 63.6 * Description of the change to be made in the Contract by the Change Directive, including reference to specifications, drawings, or other supporting data to clarify the scope of the change * Signature of the Consultant preparing the Change Directive « Signature of the Owner issuing the Change Directive + Signature of the Contractor acknowledging the receipt of the Change Direcsive CeDe 24 - 1996 a(ConmMan eee Owner: Contractor: Work: Tile ad Toaton CHANGE DIRECTIVE Change Directive number: Date: Reference number(s): As provided in GC 6.3 - CHANGE DIRECTIVE in CCDC 2 - 1994, the Owner directs the Contractor to make the following changes in the Contract. ‘The adjustment to Contract Price will be established according to the provisions of paragraphs 6.3.2, 6.3.3, and 6.3.4 of GC 63 and adjustment to Contract Time will be established according to the provisions of paragraph 6.3.6 of GC 6.3. Description: Prepared by the Consultant “ae cad leo ero ing “ign dae Issued by the Owner Tae ad ile of porn ing anatare dae ‘Acknowledged by the Contractor Te a Tf pan ing Tipe = wae 28 CCDC 24 - 1996‘Summary of Changes Form Guideline ‘The Consultant, as the administrator of the Contract, should maintain this form and review the status at the regular (monthly) application for payment meetings 0 incorporate the updated information in the Schedule of Values and Work Performed. This form or this type of information should be updated and distributed regularly upon the issuance of a Proposed Change, Change Directive, or Change Order. Checklist ‘The completed Summary of Changes Form should includ + Name and address of the Consultant * Name and address of the Contractor + Name and address of the Owner * Title and location of the Work and Contract number if applicable + Updated number of the current version of the summary Date of the updated summary Reference number(s) (Owner, Consultant, ot Contractor's Project number ot other reference) A list of Proposed Changes, Change Directives, and the numbered references For each individual Proposed Change or Change Directive include the following: — Reference number — Description of the Proposed Change or Change Directive — Contractor's proposal for a change in Contract Price ~ Contractor's proposal for a change in Contract Time — Change Order number if applicable Date of the Change Order if applicable Agreed value of Change Order if applicable — Changes in Contract Time as recorded in the Change Order if applicable + Remarks may be used to show references and deadlines for amounts committed. ' CCDC 24 1996 2»— evarony | 2reaiouy sapson un, wesmuey | soug oes a) 2710 somo | aqua, ee so Bury) spewo; ‘un, suey suey 2p ur aduey © jondussag | pasodosg weno | 30 on yoong | sammy 303 psodong 5 2019eOD sou FY a SPO > :@qunu 2oua1a}oy = 20 oma saowenuey ~~ stequinu Areurans | CCDC 24 - 1996Combined Proposed Change and Change Order Form Guideline This combined Form is designed for proposed changes that can be easily defined. It may be used to record an agreement for: Q) an expenditure under a contingency allowance; (2) the adjustment to the Contract Price against the difference between the actual expenditure and the contingency allowance; (3) the adjustment to the Contract Price against the difference between the actual cost and each cash allowance; and (4) the Contractor's proposed substitutions. This Form can also satisfy the specific administrative requirements of some Owners who need a proposed change from the Contractor before processing a Change Order. Checklist ‘The completed Combined Proposed Change and Change Order Form should include: Proposed change and Change Order number Issue date of the proposed change Reference number(s) (Owner, Consultant, or Contractor's Project number or other reference) Name and address of the Consultant Name and address of the Contractor Name and address of the Owner Title and location of the Work and Contract number if applicable A statement: ~ referring to paragraph 6.2.1 of GC 6.2 in CCDC 2 - 1994 which authorizes a request for proposed change ~ requiring within a certain number of days a quotation from the Contractor concerning adjustments to the Contract Price and Contract Time ~ indicating that the Contractor shall not proceed with the proposed change until this form has been signed by the Owner * Description of the proposed change, including where appropriate, the reason for and the origin of the proposed change Signature of the Consultant preparing the proposed change The Contractor's proposed adjustment in the contingency allowance, if applicable ‘The Contractor's proposed adjustment in the Contract Price The Contractor's proposed adjustment in the Contract Time Signature of the Contractor proposing the adjustment ‘Signature of the Consultant recommending the change in the Contract Signature of the Owner approving the change in the Contract Signature of the Contractor approving the change in the Contract CCDC 24 ~ 1996 a1COMBINED PROPOSED CHANGE AND CHANGE ORDER Consultant: oe Proposed change and Change Order number: Contractor: — Owner: Reference number(s): Work: Tile and Tocaion Pursuant to paragraph 6.2.1 of GC 6.2 - CHANGE ORDER in CCDC 2 - 1994, indicate within __ days of the above-noted date the changes to the Contract Price and Contract Time for the following proposed change in the Work. Do not proceed with the changes until this form has been signed by the Owner. Prepared by the Consultant ‘ae ad HE of person sling iat Contractor's Proposal ‘The contingency allowance is increased/decreased by the sum of $ ‘The Contract Price is increased/decreased by the sum of $ ‘The Contract Time is increased/decreased by Working Days Proposed by the Contractor Ta a Teo rion ig gare we Recommended by the Consultant ‘name and title of person signing ‘signature dae Approved by the Owner Thame ad le of person sing ‘iature Tate Approved by the Contractor ‘nae and eof person vighing ipnaiure aie 32 CCDC 24 - 1996NOTIFICATION PROCESS CCDC 2 requires the parties to give notice under certain circumstances. The Notice Form will facilitate this process. It assists the parties in giving notice in accordance with the Contract Documents and serves to record same, Notice Form Guideline The parties should read carefully and refer in the Notice Form to the pertinent provision that requires notification. Consultation with legal counsel may be necessary to ensure full compliance with the Contract Documents. ‘The Notice Form should be used whenever notice is given under CCDC 2 including but not limited to the following provisions of the Contract: * Paragraph 2.2.7 of GC 2.2 - ROLE OF THE CONSULTANT Written Notice of claims, disputes, and other matters in questions * Paragraph 2.3.2 of GC 2.3 - REVIEW AND INSPECTION OF THE WORK Notice of tests, inspection, or approvals * Paragraph 3.2.3.4 of GC 3.2 - CONSTRUCTION BY OWNER OR OTHER CONTRACTORS Report of affected work + Paragraph 3.4.1 of GC 3.4 ~ DOCUMENT REVIEW Report of error in the Contract Documents * Paragraph 3.11.6 of GC 3.11 - SHOP DRAWINGS Written Notice of revisions to the resubmission of shop drawings * Paragraph 5.1.2 of GC 5.1 - FINANCING INFORMATION REQUIRED OF THE OWNER ‘Written Notice of material change in the Owner’s financial arrangements + Paragraph 5.3.1 of GC 5.3 - PROGRESS PAYMENT Written Notice of amendment to the application for progress payment + Paragraph 6.4.1 of GC 6.4 - CONCEALED OR UNKNOWN CONDITIONS ‘Written Notice of materially different concealed or unknown conditions + Paragraph 6.5.4 of GC 6.5 - DELAYS Written Notice of claim + Part 7 DEFAULT NOTICE Default Notice (because of the importance of this General Condition, the Owner and the Contractor should consult their legal and financial advisors on all matters before any action is taken under Part 7) + Paragraph 8.2.1.2 of GC 8.2 - NEGOTIATION, MEDIATION, AND ARBITRATION ‘Written Notice requesting the appointment of Project Mediator ‘+ Paragraph 8.2.2 of GC 8.2 - NEGOTIATION, MEDIATION, AND ARBITRATION ‘Written Notice of dispute against the Consultant's finding and reply of the responding party + Paragraph 8.2.5 of GC 8.2 - NEGOTIATION, MEDIATION, AND ARBITRATION Written Notice terminating the Mediation * Paragraph 8.2.6 of GC 8.2 - NEGOTIATION, MEDIATION, AND ARBITRATION ‘Written Notice requesting the dispute be finally resolved by Arbitration ‘CCDC 24 ~ 1996 33* Paragraph 8.2.8 of GC 8.2 - NEGOTIATION, MEDIATION, AND ARBITRATION Written Notice requiring the dispute to be arbitrated immediately + Paragraph 9.2.2 of GC 9.2 - DAMAGES AND MUTUAL RESPONSIBILITY Claim in writing for damage related to the other party * Paragraph 9.2.3 of GC 9.2 - DAMAGES AND MUTUAL RESPONSIBILITY Notification requiring the Contractor to defend a claim by another contractor * GC 11.1 - INSURANCE Written Notice of cancellation, change, or amendment restricting coverage GC 12.3 - WARRANTY Written Notice of observed defects and deficiencies that occur during the warranty period Cheeldist The completed Notice Form should include: Name of the party that issues the notice (Owner, Contractor, or Consultant) Name of the party to whom the notice is addressed (Owner, Contractor, or Consultant) ‘Address of the addressce (Owner, Contractor, or Consultant) Title and location of the Work and Contract number if applicable A statement referring to Article A-6 of the Agreement - RECEIPT OF AND ADDRESSES FOR NOTICES and to the particular General Conditions of the Contract between the Owner and the Contractor which authorize or reference the notice. Signature of the party issuing the notice (strike out as appropriate) Name and title of the person signing Date of signing Distribution list (Contractor, Owner, Consultant, other consultants, and file) 4 CCDC 24 - 1996From: ‘Over 7 Contvacion 7 Conant * To: _ Address: ‘nner 7 Coniractor 7 Consaian * Work: Tie ad Tain Pursuant to Article A-6 of the Agreement - RECEIPT OF AND ADDRESSES FOR NOTICES and General Conditions of the Contract dated between and : notice is hereby given that: (Particulars) Issued by the Contractor / Owner / Consultant + "hae aid ile of perio vgning “atare ate distributed to: * strike out as appropriate CCDC 24 ~ 1996 35WARRANTY NOTIFICATION Paragraph 12.3.3 of GC 12.3 - WARRANTY states that, except for the provisions of paragraph 12.3.6 and subject to paragraph 12.3.2, the Contractor shall correct, at the Contractor's expense, defects or deficiencies in the Work which appear prior to and during the warranty periods specified in the Contract Documents, Paragraph 12.3.4 requires the Owner to give written notice, through the Consultant, to the Contractor of any observed defect or deficiency which occurs during the defined warranty period in the Contract. Paragraph 12.3.6 specifies that Product warranties be issued by the manufacturer to the benefit of the Owner. During the warranty period, the Owner should give writen notice to the ‘manufacturer of any observed defect or deficiency in an item warranted under a Product warranty. Warranty Notice Form Guideline ‘Sufficient time should be allowed for the Contractor to commence the remedy of defects. The identification and numbering of warranty items will allow proper tracking. Before the end of the warranty period, the warranted items should be reviewed in the warranty inspection. Checklist The completed Warranty Notice Form should include: ‘+ Warranty notice number * Name of the Owner / Consultant (strike out as appropriate) + Name of the Contractor + Address of the Contractor + Title and location of the Work and Contract number if applicable + A statement: — referring to paragraph 12.3.4 of GC 12.3 in CCDC 2 ~ 1994 which requires the Owner to give written notice of observed defects and deficiencies that occur during the warranty period — requiring the Contractor to commence the correction of defects within certain number of days — requesting the Contractor to notify the Owner and Consultant upon completion of correction of defects Description of the observed defect or deficiency Signature of the Consultant / Owner issuing the notice (strike out as appropriate) Date of signing Distribution list (Contractor, Owner, Consultant, other consultants, and file) 36 CCDC 24 ~ 1996WARRANTY NOTICE From: - Notice number: ‘Over 7 Consahaat * To: Address: Contractor Work: Tie a Tocaton Pursuant to paragraph 12.3.4 of GC 12.3 - WARRANTY of the Contract dated : between _ and __ _ notice is hereby given of an observed defect or deficiency in the Work as outlined below. ‘Commence correction of the said defect or deficiency within days, and notify the Owner and Consultant upon completion. Description: a Issued by the Owner / Consultant + Tae and ile of person gning “ipature aie distributed to: * strike out as appropriate CCDC 24 - 1996 37Product Warranty Notice Form Guideline Sufficient time should be allowed for the manufacturer to reply to the Owner. ‘The identification and numbering of warranty items will allow proper tracking. Before the end of the warranty Period, the warranted items should be reviewed in the warranty inspection, The Owner is advised to show the manufacturer GC 12 - WARRANTY of CCDC 2 and the Product ‘warranty obtained from the manufacturer to expedite the process. Checklist ‘The completed Product Warranty Notice Form should include: * Product warranty notice number + Name of the Owner / Consultant (strike out as appropriate) * Name of the manufacturer * Address of the manufacturer * Title and location of the Work and Contract number if applicable * A statement: ~ referring to the manufacturer's Product warranty — notifying the manufacturer of an observed defect or deficiency in the Product requesting the manufacturer to respond within a certain number of days Description of the observed defect or deficiency Signature of the Consultant / Owner issuing the notice (strike out as appropriate) Date of signing Distribution list (Contractor, Owner, Consultant, other consultants, and file) 38 cep 24~ 1996PRODUCT WARRANTY NOTICE From: Notice number: ‘Owner 7 Comsat * To: Address: Contractor Work: Tile and Tain Pursuant to your Product warranty dated notice is hereby given of an observed defect or deficiency in the Product as described below. Please respond within days. Description: Issued by the Owner / Consultant + "ae ad ile of pron Waning “imaiure ae distributed to: * strike out as appropriate CCDC 24 - 1996 39