Create Vendor Contracts

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.

A. Execute a Contract from a Bid Package Response

Navigate to Flyers Architecture's bid card.
Click Proceed to Contract.
1. Select Proceed to Contract
Notice 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.
1. Click + Add executed contract documents
2. Upload Flyers Architecture_Architecture Contract.pdf by clicking Browse Files and uploading from your computer
3. Click Save
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 at the top of the page
1. Type 'YES' to confirm
2. Add Note: Approved on {today's date}
3. Click Approve original contract
Click Execute at the top of the page
1. Upload Flyers Architecture_Architecture Contract.pdf by clicking Browse Files and uploading from your computer
2. Click Execute
Click Approve SoV / WBS at the top of the page
1. Click, Yes approve SoV / WBS
Navigate to the Master Project Budget / ACR to view this committed cost. Notice the value for the architect has moved from Column I to Column F, 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 navigation to return to the Project Contracts page.
Click + Add Contract.
1. Select Vendor contract and hit Next Step
Fill out the Contract Details
1. Contract Name: MEP Engineering Services
2. Vendor: Click Select Vendor and choose Mike Madano from North Star MEP. Click Bookmark and hit Save
3. Contract Holder: ABC Client Co. with Agent
4. Contract Type: Standard Contract Agreement (Single Stage Agreement)
5. Initiation Date: Today's Date
6. 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 record.
1. Upload North Star_MEP Contract.pdf from your computer by clicking browse files
2. Click Next Step
Skip Insurance Requirements by clicking Next Step again
Skip Rules by clicking Next Step again
Complete the Schedule of Values
1. Use the items on North Star_MEP Contract.pdf to populate the quoted items for this contract.
  1. Click Load from Template
  2. Select the ‘MEP Engineer (IO) - MEP Training Template’, click Load
  3. 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
  4. Input the value for each quoted item based on the North Star MEP Engineer Contract document
  5. Assign Project Cost Code '0290: MEP Engineer' for all Quoted Items
Click Save at the top of the page.
Click Mark as Executed
1. Click Mark as Executed
Click Approve SoV / WBS
1. Click, Yes, approve SoV / WBS

Your MEP Engineer'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.

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 record.

Using the Project Navigation Menu, navigate to Contract Changes.
Click + Create at the top of the page.
1. Select Contract Change
2. Select North Star MEP
3. Select Upload executed agreement
4. Click Next Step
Fill out the Details tab (use attachment as reference North Star MEP Change Order 001.pdf):
1. Upload Executed Agreement: click browse files to upload MEP Engineer Contract Amendment 001.pdf from your computer
2. Name: Design Fire Suppression System
3. Unique ID: Add Services 01
4. Type: Owner / Client Change
5. Received date: Today's date
6. Schedule Impact: No
7. Source: Meeting Minutes
8. Description: Copy the Vendor’s description from the attachment
9. Click Next Step
Upload North Star MEP Change Order 001.pdf under Supporting Documents
Fill out the SoV / WBS tab:
1. Enter a name SoV item by typing "Add Service for Fire Suppression", and hitting enter
2. Apply Cost Code '0290: MEP Engineer'
3. 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
4. Click Save as Draft at the top of the page
Click Mark as executed
1. Mark as executed

F. Process a Master Budget Change

As the project has evolved, you'd like to reallocate money from your contingency allowance into the MEP engineer budget. Let's walk through how to do this.

In the left hand navigator, click on the Master Project Budget/ACR.
Select the Budget Changes tab.
Click Add New Budget Change.
Enter the following information under Details:
1. Budget Change Category: Contingency Reallocation
2. Reason for Change: Design Change
3. Description: Reallocation of contingency funds to MEP Engineer
4. Click Next Step
Enter the following information under Budget Line Items:
1. Cost Code From: '06.1090 Miscellaneous Cost – Project Contingency'
2. Cost Code To: '02.0290- MEP Engineer'
3. Change Amount: $14,000
Click Save as Pending
1. Click Yes, Save as Pending
2. Notice back on the Master Project Budget / ACR, the value is now reflected in Column D Pending Budget Changes
Click into the budget change you just created
Click Approve
1. Type: YES
2. Click Approve budget change
Now that the budget change is approved, the budget change amount can now be seen moving $ from '06.1090 Miscellaneous Cost – Project Contingency' to '02.0290 Professional Design Services - MEP Engineer' in the Approved Budget Changes (Column B). Go take a look for yourself by clicking back to the Budget Summary tab

You have just processed your first budget change. Any time you need to reallocate money within your budget, or add or remove money from your budget, you will utilize Budget Changes.

Proceed to Module 5: Invoicing

Module 5