Overview
Within INGENIOUS.BUILD, you can create a contract directly from a bid package response, which carries over all the previously entered information to help you save time. You will now create contracts for the vendor you selected for architectural services.
Process
A. Execute a Contract from a Bid Package Response
Navigate to the Legends Design Group's bid card.
Click Proceed to Contract.
Note that the details from the manual bid carried over into the Summary section of the Contract Details tab. This can be edited if necessary by clicking Edit Summary.
Upload an Executed Contract Document
Access Contract Documents: Scroll to the Contract Documents section.
Initiate Upload: Click the Upload Executed Agreement button.
Note: This action bypasses internal approval workflows to record an already-signed document.
Select Your File: In the upload modal, click Browse Files and select the Legends Design Group_Architecture Contract.pdf file from your computer.
Finalize: Once the file is attached, click Execute to complete the upload and record the executed document.
Look at the SoV / WBS tab. SoV stands for Schedule of Values, and WBS stands for Work Breakdown Structure. Click SoV / WBS at the top of the page. The items from the bid carried over to the contract.
If necessary, the SoV can be edited by clicking Edit SoV / WBS.
Click Approve SoV / WBS at the top of the page.
Click Yes, Approve SoV / WBS.
Click the three dots and select Approve SoV/WBS on behalf of vendor.
Click Yes, Approve SoV/WBS.
Your contract is now executed.
Navigate to the Project Budget to view this committed cost. Notice the value for the architect has moved from Column I to Column G, which is the Original Contract Amount.
Your Architect's contract is now executed. Now that the contract is marked as executed, change orders and invoices can be entered on behalf of this contract.
B. Upload an Executed Contract
Besides creating a contract directly from a bid package, you can also create contracts for vendors without needing a received bid. Let's create a contract for your MEP Engineer.
Use the left-hand navigator to return to the Project Contracts module.
Click + Add Contract.
Select Vendor contract and hit Next Step.
Fill out the Contract Details:
Contract Name: MEP Engineering Services
Vendor: Click Select Vendor and choose Mike Modano from North Star MEP. Click Bookmark and then click Save.
Contract Type: Standard Contract Agreement (Single Stage Agreement)
Initiation Date: Today's Date
Click Next Step.
On the Contract Documents tab, select Yes, I have an executed contract. You will assume you already have an executed agreement and are looking to input this contract for the record.
Upload North Star_MEP Contract.pdf from your computer by clicking Browse Files.
Click Next Step.
Skip Insurance Requirements by clicking Next Step again.
Skip Rules by clicking Next Step again.
Complete the Schedule of Values:
Use the items on North Star_MEP Contract.pdf to populate the quoted items for this contract.
Click Load from Template.
Select the ‘MEP Engineer - MEP Training Template’ and click Load selected.
Delete line items from the template that are not used on North Star's contract by clicking the trash can icon for:
Additional Eng. Services - Special Fire Prot. System (FM 200; Pre-Action; Other)
Mark-up on Miscellaneous Engineer Consultants
Input the value for each quoted item based on the North Star MEP Engineer Contract document and assign Project Cost Code '02.50: MEP Engineer' for all items.
Click Save as Executed at the top of the page.
Click Approve SoV / WBS.
Click, Yes, approve SoV / WBS.
Your MEP Engineer's contract is now finalized. Now that the contract is marked as finalized, change orders and invoices can be submitted on behalf of this contract.
Contract Changes
D. Create a Vendor Change Order
Since North Star MEP is working off-system, you have received a change order from them via email and have already gotten it approved by the client. You now need to upload it into the system to input it for the record.
Using the Project Navigation Menu, navigate to the Contract Changes module.
Click + Create at the top of the page.
Select Contract Change.
Select North Star MEP.
Select Upload executed agreement.
Click Next Step.
Fill out the Details tab (use attachment as reference, North Star MEP Change Order 001.pdf):
Upload Executed Agreement: Click Browse Files to upload MEP Engineer Contract Amendment 001.pdf from your computer.
Name: Design Fire Suppression System
Custom ID: Add Services 01
Type: Owner / Client Change
Received date: Today's date
Schedule Impact: No
Source: Meeting Minutes
Description: Copy the Vendor’s description from the attachment.
Click Next Step.
Upload North Star MEP Change Order 001.pdf under Supporting Documents, then click Next Step.
Fill out the SoV / WBS tab:
Click + Add WBS 1.
Enter a name for the SoV item by typing "Add Service for Fire Suppression" and hitting enter.
Apply Cost Code '02.50: MEP Engineer'.
Input the following Change Order cost breakdown based on the North Star MEP Add Service 01 document using the + Add WBS 2 button to add multiple cost lines.
Click Mark as Executed at the top of the page. Your Contract Change is now complete!
F. Process a Project Budget Reallocation
As the project has evolved, you'd like to reallocate funds from your contingency allowance to the MEP engineer's budget. Let's walk through how to do this.
In the left-hand navigator, click on the Project Budget module.
Select the Budget Reallocations tab.
Click Add Budget Reallocation.
Enter the following information under Details:
Budget Change Category: Contingency Reallocation
Reason for Change: Design Change
Description: Reallocation of contingency funds to MEP Engineer.
Click Next Step.
Enter the following information under Budget Line Items:
Click + Add Reallocation
Cost Code From: '09.10: Project Contingency'
Cost Code To: '02.50: MEP Engineer'
Change Amount: $14,000
Click Save as Pending.
Notice back on the Project Budget, the value is now reflected in Column E Pending Budget Reallocations.
Go back to the Budget Reallocations tab and click into the budget change you just created.
Click Approve.
Add a note.
Click Approve budget reallocation.
Now that the budget reallocation is approved, the budget reallocation amount can now be seen moving $ from '09.10 Project Contingency' to '02.50- MEP Engineer' in the Approved Budget Changes (Column B).
Take a look for yourself by clicking back to the Budget Summary tab.
You have just processed your first budget reallocation. Any time you need to reallocate money within your budget, or add or remove money from your budget, you will utilize Budget Reallocations.
Using INGENIOUS.BUILD’s Project Contracts and Contract Changes module significantly reduces the time and complexity involved in contract management.
With features like automated data population, a flexible approval system, and integrated budget tracking, you can easily manage contracts from the bidding stage through to execution.
Proceed to Module 5: Invoicing