Maintaining a Contract

In this Topic

Changing the Prime Contractor

A contract is the written agreement between the transportation agency and the successful bidder that sets forth the obligations of both parties, including performance of work, furnishing of labor and materials, and basis of payment. The system creates a contract from a proposal when you let and award the proposal. A contract contains all the proposal information needed to manage construction and pay for construction work, but it can be modified as work progresses.

The Contract Administration Summary contains all the information currently recorded for the administration of the contract. To access the component, select Open from the Actions menu on the appropriate contract row on the Contract Administration Overview.

The Contract Administration Summary opens on the General tab, which allows you to view or change the following information:

Click in a field and add, change, or delete information as required.

When you are finished making changes, click the Save button to apply your changes to the system. The system displays a message to confirm that your changes were saved in the database.

Depending on the current status of the contract, a different command is available on the component Actions menu to change the status. For more information, see Changing Contract Status.

To import associations between the reference items used in this contract and DWR agency views, select Import DWR Agency View Reference Item Associations from the Actions menu on the component header. For more information see Maintaining DWR Agency View Contract Item Associations.

To view or maintain contract-level overrides for payment estimate exceptions, click the Payment Estimate Exceptions Override quick link. The system takes you to the Contract Payment Estimate Exceptions Override Overview. For more information, see Maintaining Payment Estimate Overrides for a Contract.

To access an agency view associated with the contract, select the name of the agency view from the Actions menu on the component header. Data in agency views can be modified only when the associated contract is in Active status.

To maintain additional information for the contract, click the following tabs:

Additional Information	Click this tab to maintain additional general information about the contract (see Maintaining Additional Contract Information).
Administrative Offices	Click this tab to maintain additional information about the administrative office for this contract (see Maintaining Contract Administrative Offices).
Contract Authority	Click this tab to view or maintain contract authorities for this contract (see Maintaining Contract Authorities and Managing Contract Specific Authorities).
Contract Times	Click this tab to maintain contract time information (see Maintaining Contract Times).
DBE	Click this tab to maintain DBE information for the contract (see Maintaining Contract DBE Information).
Labor	Click this tab to maintain labor information for the contract (see Maintaining Contract Labor Information).
Funding	Click this tab to maintain funding for the contract (see Maintaining Contract Funding).
Locations	Click this tab to view locations for the contract (see Viewing Contract Locations).
Insurance	Click this tab to view insurance information for policies associated with the contract (see Viewing Contract Insurance).
Permits	Click this tab to view and maintain information about permits associated with the contract (see Maintaining Contract Permits).
Retainage	Click this tab to maintain retainage information for the contract (see Maintaining Contract Retainage). Note: This tab is only available if your agency has selected the agency option to withhold retainage at the project level.
Comments	Click this tab to view comments related to closing or reopening the contract (see Viewing Contract Comments).
Associated Vendor People	Click this tab to view information about the vendor staff and personnel associated with this contract (see Viewing Vendor Staff and Personnel).
Claims	Click this tab to view a list of all claims associated with this contract (see Tracking Contract Claims).
Claim Recipients	Click this tab to maintain the list of users that should be notified when a claim is entered into the system for this contract (see Assigning Claim Recipients).
Contract Actions	Click this tab to maintain the list of legal actions associated with the contract (see Tracking Contract Actions).

Changing the Prime Contractor

Your agency can change the prime contractor on a contract for a variety of reasons. You can record this change in the Contract Administration Summary component.

Follow these steps to change the prime contractor:

Select Change Prime Contractor from the Actions menu on the component header.

The system displays a modal window for selecting contractors.
In the Change Prime Contractor modal window, locate the new contractor you want to assign to the contract by typing criteria in the Quick Find search box or by clicking Show first 10.

The system lists all the contractors that meet your search criteria.
Click the row for the contractor you want to select as the new prime.

The system adds a check mark beside the selected contractor and shades the row. To cancel a selection, click the selected row again.
When you've made your selection, click the Save button.

The system closes the modal window and takes you to the Contract Summary with the new prime contractor recorded on the General tab.
Note: After changing the prime contractor for a contract, you can add a new contract DBE commitment record for the new prime contractor. The DBE commitment for the new prime contractor may or may not be the same as the commitment for the previous prime contractor. For more information, see Adding a Contract DBE Commitment.

If you need to review the previous prime contractor's DBE commitment information, navigate to the Contract Administration Overview component and select Approved DBE Commitments from the Actions menu on the contract's row. For more information, see Managing Approved DBE Commitments.