Construction Change Order Requests: Guide & Template

Construction Change Order Request: A Comprehensive Guide

Construction projects rarely proceed exactly as planned. Unforeseen circumstances, design modifications, or owner-requested changes often necessitate deviations from the original contract. This is where the Construction Change Order Request (CCOR) comes into play. A well-managed CCOR process is crucial for maintaining project budget, schedule, and client relationships.

Understanding the Basics

What is a CCOR?

A CCOR is a formal document submitted by a contractor, subcontractor, or owner requesting a modification to the original contract. It outlines the proposed changes, their impact on the project cost and timeline, and requires approval before implementation. A CCOR protects all parties involved by ensuring transparency and agreement on any alterations to the project scope.

Why are CCORs Important?

CCORs are essential for several reasons:

• Documentation: They provide a clear record of all changes, preventing disputes and misunderstandings.
• Cost Control: They allow for accurate tracking of additional expenses and prevent budget overruns.
• Schedule Management: They help adjust the project timeline to accommodate changes, minimizing delays.
• Legal Protection: They serve as legally binding agreements, protecting both the owner and the contractor.

Key Components of a CCOR

Identifying Information:

The CCOR should clearly identify the project, the parties involved (contractor, owner, architect), and the CCOR number for tracking purposes.

Description of Change:

This section provides a detailed description of the proposed change. Be specific and include drawings, specifications, and any other relevant information. Clearly explain the reason for the change, whether it’s due to unforeseen site conditions, design errors, or owner requests.

Impact on Cost and Schedule:

This is a critical component of the CCOR. Provide a detailed breakdown of the cost implications of the change, including labor, materials, and equipment. Also, specify the impact on the project schedule, indicating any potential delays or acceleration.

Supporting Documentation:

Attach any supporting documents, such as revised drawings, specifications, photographs, or expert opinions, to substantiate the need for the change and justify the associated costs.

The CCOR Process

Initiation:

Any party involved in the project can initiate a CCOR. The request should be submitted in writing and include all necessary information.

Review and Approval:

The owner, architect, and other relevant parties review the CCOR to assess its validity and impact. They may request additional information or negotiate the proposed changes.

Implementation:

Once the CCOR is approved and signed by all parties, the contractor can proceed with the changes.

Documentation and Tracking:

Maintain a comprehensive record of all approved CCORs, including their associated costs and schedule impacts. This is essential for project management and financial reporting.

Best Practices for Managing CCORs

Proactive Communication:

Open communication between the owner, contractor, and architect is essential for minimizing the need for CCORs and resolving issues quickly when they arise.

Detailed Documentation:

Ensure all CCORs are thoroughly documented with clear descriptions, cost breakdowns, and supporting evidence.

Timely Submission and Review:

Submit CCORs promptly to avoid delays and ensure timely review and approval.

Negotiation and Agreement:

Be prepared to negotiate the terms of the CCOR to reach a mutually agreeable solution.

Conclusion

Construction Change Order Requests are an inevitable part of the construction process. By understanding the purpose, components, and process of CCORs, and by implementing best practices, project stakeholders can effectively manage changes, control costs, maintain schedules, and ensure successful project completion. A well-managed CCOR process contributes significantly to a positive and collaborative project experience for all parties involved.