gmp amendment & subcontract distribution -...
TRANSCRIPT
![Page 1: GMP Amendment & Subcontract Distribution - OFCCofcc.ohio.gov/.../GMPAmendmentSubcontractDistribution-Agency.pdfGMP Amendment & Subcontract Distribution ... DocuSign Enabled Record](https://reader030.vdocuments.site/reader030/viewer/2022021711/5b4a662f7f8b9a2d2f8c31b3/html5/thumbnails/1.jpg)
GMP Amendment & Subcontract Distribution
Agency/Higher-Ed
1
![Page 2: GMP Amendment & Subcontract Distribution - OFCCofcc.ohio.gov/.../GMPAmendmentSubcontractDistribution-Agency.pdfGMP Amendment & Subcontract Distribution ... DocuSign Enabled Record](https://reader030.vdocuments.site/reader030/viewer/2022021711/5b4a662f7f8b9a2d2f8c31b3/html5/thumbnails/2.jpg)
GMP Amendment
2
![Page 3: GMP Amendment & Subcontract Distribution - OFCCofcc.ohio.gov/.../GMPAmendmentSubcontractDistribution-Agency.pdfGMP Amendment & Subcontract Distribution ... DocuSign Enabled Record](https://reader030.vdocuments.site/reader030/viewer/2022021711/5b4a662f7f8b9a2d2f8c31b3/html5/thumbnails/3.jpg)
DocuSign Enabled Record
3
‣ The Change Order record workflows now utilize DocuSign, which enables electronic signature of change orders. These include:‣ GMP Amendment
‣ Proposal Request
‣ Request for Change Order
‣ Change Directive
‣ Users who are sent a Change Order for signature via DocuSign do not need a separate account to sign the document. However, it is recommended. You can sign up for a free DocuSign account at docusign.net
‣ For more information about how to use DocuSign, please refer to the DocuSign Job Aid available on the OFCC Website
![Page 4: GMP Amendment & Subcontract Distribution - OFCCofcc.ohio.gov/.../GMPAmendmentSubcontractDistribution-Agency.pdfGMP Amendment & Subcontract Distribution ... DocuSign Enabled Record](https://reader030.vdocuments.site/reader030/viewer/2022021711/5b4a662f7f8b9a2d2f8c31b3/html5/thumbnails/4.jpg)
GMP Amendment Purpose
4
‣ GMP Amendment represents the total maximum amount to be paid by the owner. It includes the cost of all the work, general conditions, contingency, and the fee payable to the CM at Risk or Design Build team.
‣ Workflow
Created by: CMR/DB Sent to: PM Review Sent to: CMR/DB Update (if necessary) Sent to: PC Validation and Document Prep Sent to:
![Page 5: GMP Amendment & Subcontract Distribution - OFCCofcc.ohio.gov/.../GMPAmendmentSubcontractDistribution-Agency.pdfGMP Amendment & Subcontract Distribution ... DocuSign Enabled Record](https://reader030.vdocuments.site/reader030/viewer/2022021711/5b4a662f7f8b9a2d2f8c31b3/html5/thumbnails/5.jpg)
GMP Amendment Creation
5
‣ In Oaks CI navigate to:
‣ Logs -> Change Order
‣ Click Create
‣ Select GMP Amendment Workflow
![Page 6: GMP Amendment & Subcontract Distribution - OFCCofcc.ohio.gov/.../GMPAmendmentSubcontractDistribution-Agency.pdfGMP Amendment & Subcontract Distribution ... DocuSign Enabled Record](https://reader030.vdocuments.site/reader030/viewer/2022021711/5b4a662f7f8b9a2d2f8c31b3/html5/thumbnails/6.jpg)
Complete General Tab
6
‣ Title the Record
‣ Select the Contract Reference
‣ Once the contract is selected, many fields will auto populate.
![Page 7: GMP Amendment & Subcontract Distribution - OFCCofcc.ohio.gov/.../GMPAmendmentSubcontractDistribution-Agency.pdfGMP Amendment & Subcontract Distribution ... DocuSign Enabled Record](https://reader030.vdocuments.site/reader030/viewer/2022021711/5b4a662f7f8b9a2d2f8c31b3/html5/thumbnails/7.jpg)
Complete General Tab
7
‣ Continue adding information in red * fields
![Page 8: GMP Amendment & Subcontract Distribution - OFCCofcc.ohio.gov/.../GMPAmendmentSubcontractDistribution-Agency.pdfGMP Amendment & Subcontract Distribution ... DocuSign Enabled Record](https://reader030.vdocuments.site/reader030/viewer/2022021711/5b4a662f7f8b9a2d2f8c31b3/html5/thumbnails/8.jpg)
Add Line Item
8
‣ Click on the ‘Line Item List’ Tab
![Page 9: GMP Amendment & Subcontract Distribution - OFCCofcc.ohio.gov/.../GMPAmendmentSubcontractDistribution-Agency.pdfGMP Amendment & Subcontract Distribution ... DocuSign Enabled Record](https://reader030.vdocuments.site/reader030/viewer/2022021711/5b4a662f7f8b9a2d2f8c31b3/html5/thumbnails/9.jpg)
Add Line Item
9
‣ Click Add
![Page 10: GMP Amendment & Subcontract Distribution - OFCCofcc.ohio.gov/.../GMPAmendmentSubcontractDistribution-Agency.pdfGMP Amendment & Subcontract Distribution ... DocuSign Enabled Record](https://reader030.vdocuments.site/reader030/viewer/2022021711/5b4a662f7f8b9a2d2f8c31b3/html5/thumbnails/10.jpg)
Select WBS Code
10
‣ Click the arrow next to WBS code
‣ Choose the DB-DB-SV code (DB Contract Awarded SOV Pending)
![Page 11: GMP Amendment & Subcontract Distribution - OFCCofcc.ohio.gov/.../GMPAmendmentSubcontractDistribution-Agency.pdfGMP Amendment & Subcontract Distribution ... DocuSign Enabled Record](https://reader030.vdocuments.site/reader030/viewer/2022021711/5b4a662f7f8b9a2d2f8c31b3/html5/thumbnails/11.jpg)
Complete Line Item Info
11
‣ Complete all fields marked with a red * then click “Save & Close”
![Page 12: GMP Amendment & Subcontract Distribution - OFCCofcc.ohio.gov/.../GMPAmendmentSubcontractDistribution-Agency.pdfGMP Amendment & Subcontract Distribution ... DocuSign Enabled Record](https://reader030.vdocuments.site/reader030/viewer/2022021711/5b4a662f7f8b9a2d2f8c31b3/html5/thumbnails/12.jpg)
Completed Line Item List
12
‣ Sample of Completed Lower Form
![Page 13: GMP Amendment & Subcontract Distribution - OFCCofcc.ohio.gov/.../GMPAmendmentSubcontractDistribution-Agency.pdfGMP Amendment & Subcontract Distribution ... DocuSign Enabled Record](https://reader030.vdocuments.site/reader030/viewer/2022021711/5b4a662f7f8b9a2d2f8c31b3/html5/thumbnails/13.jpg)
Send GMP Amendment
13
‣ Verify Workflow Action
‣ Click Send
![Page 14: GMP Amendment & Subcontract Distribution - OFCCofcc.ohio.gov/.../GMPAmendmentSubcontractDistribution-Agency.pdfGMP Amendment & Subcontract Distribution ... DocuSign Enabled Record](https://reader030.vdocuments.site/reader030/viewer/2022021711/5b4a662f7f8b9a2d2f8c31b3/html5/thumbnails/14.jpg)
GMP Subcontract Distribution
14
![Page 15: GMP Amendment & Subcontract Distribution - OFCCofcc.ohio.gov/.../GMPAmendmentSubcontractDistribution-Agency.pdfGMP Amendment & Subcontract Distribution ... DocuSign Enabled Record](https://reader030.vdocuments.site/reader030/viewer/2022021711/5b4a662f7f8b9a2d2f8c31b3/html5/thumbnails/15.jpg)
GMP Subcontractor Distribution
15
‣ GMP Subcontractor Distribution allows the CMR/DB the opportunity to identify how the contract amount will be distributed. This record functions much like the Contract SOV and will automatically update the Contract SOV upon approval.
‣ Workflow
Created by: CMR/DB Sent to: PC Validation Sent to: PM Approval
![Page 16: GMP Amendment & Subcontract Distribution - OFCCofcc.ohio.gov/.../GMPAmendmentSubcontractDistribution-Agency.pdfGMP Amendment & Subcontract Distribution ... DocuSign Enabled Record](https://reader030.vdocuments.site/reader030/viewer/2022021711/5b4a662f7f8b9a2d2f8c31b3/html5/thumbnails/16.jpg)
Navigate to Spreadsheet
16
‣ Step 1: Open Excel spreadsheet from website: http://ofcc.ohio.gov‣ Click- Documents Tab
‣ Click- Standard Forms
‣ Click- Procurement Tab
‣ Click- Oaks CI Contract SOV Import Template- Contractor (Cloud)(Excel)
![Page 17: GMP Amendment & Subcontract Distribution - OFCCofcc.ohio.gov/.../GMPAmendmentSubcontractDistribution-Agency.pdfGMP Amendment & Subcontract Distribution ... DocuSign Enabled Record](https://reader030.vdocuments.site/reader030/viewer/2022021711/5b4a662f7f8b9a2d2f8c31b3/html5/thumbnails/17.jpg)
Enter Line Items
17
‣ Step 2: Enter Line Items (distribute work)
![Page 18: GMP Amendment & Subcontract Distribution - OFCCofcc.ohio.gov/.../GMPAmendmentSubcontractDistribution-Agency.pdfGMP Amendment & Subcontract Distribution ... DocuSign Enabled Record](https://reader030.vdocuments.site/reader030/viewer/2022021711/5b4a662f7f8b9a2d2f8c31b3/html5/thumbnails/18.jpg)
Enter Line Items
18
‣ Step 3: ‣ Include ONLY EDGE Subcontractors/Suppliers, include (EDGE) in the
short description
‣ Make sure to spell the name of the Subcontractor/Supplier EXACTLYthe way you spelled it on the Subcontractor/Supplier Declaration
![Page 19: GMP Amendment & Subcontract Distribution - OFCCofcc.ohio.gov/.../GMPAmendmentSubcontractDistribution-Agency.pdfGMP Amendment & Subcontract Distribution ... DocuSign Enabled Record](https://reader030.vdocuments.site/reader030/viewer/2022021711/5b4a662f7f8b9a2d2f8c31b3/html5/thumbnails/19.jpg)
Save Spreadsheet
19
‣ Step 4: ‣ Name and Save the Spreadsheet- Very Important!
![Page 20: GMP Amendment & Subcontract Distribution - OFCCofcc.ohio.gov/.../GMPAmendmentSubcontractDistribution-Agency.pdfGMP Amendment & Subcontract Distribution ... DocuSign Enabled Record](https://reader030.vdocuments.site/reader030/viewer/2022021711/5b4a662f7f8b9a2d2f8c31b3/html5/thumbnails/20.jpg)
Enter Line Items
20
‣ Step 6: ‣ Make sure you have reviewed your spreadsheet with the
Project Manager
‣ Click “Prepare Interface File”
This box will appear indicating the
file preparation is complete.
![Page 21: GMP Amendment & Subcontract Distribution - OFCCofcc.ohio.gov/.../GMPAmendmentSubcontractDistribution-Agency.pdfGMP Amendment & Subcontract Distribution ... DocuSign Enabled Record](https://reader030.vdocuments.site/reader030/viewer/2022021711/5b4a662f7f8b9a2d2f8c31b3/html5/thumbnails/21.jpg)
GMP Subcontractor Distribution Creation
21
‣ In Oaks CI navigate to:
‣ Logs -> Change Order
‣ Click Create
‣ Select GMP Subcontract Distribution Workflow
![Page 22: GMP Amendment & Subcontract Distribution - OFCCofcc.ohio.gov/.../GMPAmendmentSubcontractDistribution-Agency.pdfGMP Amendment & Subcontract Distribution ... DocuSign Enabled Record](https://reader030.vdocuments.site/reader030/viewer/2022021711/5b4a662f7f8b9a2d2f8c31b3/html5/thumbnails/22.jpg)
GMP Subcontractor Distribution
22
‣ In the OAKS CI Record, Complete mandatory fields highlighted with a red *
‣ Total Amount field should be $0
![Page 23: GMP Amendment & Subcontract Distribution - OFCCofcc.ohio.gov/.../GMPAmendmentSubcontractDistribution-Agency.pdfGMP Amendment & Subcontract Distribution ... DocuSign Enabled Record](https://reader030.vdocuments.site/reader030/viewer/2022021711/5b4a662f7f8b9a2d2f8c31b3/html5/thumbnails/23.jpg)
GMP Subcontractor Distribution
23
‣ Go to the ‘Line Item List’ Tab and Click ‘Import’
![Page 24: GMP Amendment & Subcontract Distribution - OFCCofcc.ohio.gov/.../GMPAmendmentSubcontractDistribution-Agency.pdfGMP Amendment & Subcontract Distribution ... DocuSign Enabled Record](https://reader030.vdocuments.site/reader030/viewer/2022021711/5b4a662f7f8b9a2d2f8c31b3/html5/thumbnails/24.jpg)
Import Spreadsheet‣ Click the 3 dots next to the “Select File” field
‣ Navigate to your spreadsheet
‣ Click Open
24
![Page 25: GMP Amendment & Subcontract Distribution - OFCCofcc.ohio.gov/.../GMPAmendmentSubcontractDistribution-Agency.pdfGMP Amendment & Subcontract Distribution ... DocuSign Enabled Record](https://reader030.vdocuments.site/reader030/viewer/2022021711/5b4a662f7f8b9a2d2f8c31b3/html5/thumbnails/25.jpg)
Import Spreadsheet‣ File name should appear in “Select File” field
‣ Click Next
25
![Page 26: GMP Amendment & Subcontract Distribution - OFCCofcc.ohio.gov/.../GMPAmendmentSubcontractDistribution-Agency.pdfGMP Amendment & Subcontract Distribution ... DocuSign Enabled Record](https://reader030.vdocuments.site/reader030/viewer/2022021711/5b4a662f7f8b9a2d2f8c31b3/html5/thumbnails/26.jpg)
Import Spreadsheet‣ Add any additional attachments if necessary
‣ Click Upload
26
![Page 27: GMP Amendment & Subcontract Distribution - OFCCofcc.ohio.gov/.../GMPAmendmentSubcontractDistribution-Agency.pdfGMP Amendment & Subcontract Distribution ... DocuSign Enabled Record](https://reader030.vdocuments.site/reader030/viewer/2022021711/5b4a662f7f8b9a2d2f8c31b3/html5/thumbnails/27.jpg)
Important Note: Error Message
‣ If you receive the following message, please say Yes and email the downloaded excel sheet to the OAKS CI Support Desk: [email protected]
‣ We will be able to diagnose your error and assist you with your import
27
![Page 28: GMP Amendment & Subcontract Distribution - OFCCofcc.ohio.gov/.../GMPAmendmentSubcontractDistribution-Agency.pdfGMP Amendment & Subcontract Distribution ... DocuSign Enabled Record](https://reader030.vdocuments.site/reader030/viewer/2022021711/5b4a662f7f8b9a2d2f8c31b3/html5/thumbnails/28.jpg)
Sample GMP Distribution
28
‣ If your Import is successful, it should look like the record below.
![Page 29: GMP Amendment & Subcontract Distribution - OFCCofcc.ohio.gov/.../GMPAmendmentSubcontractDistribution-Agency.pdfGMP Amendment & Subcontract Distribution ... DocuSign Enabled Record](https://reader030.vdocuments.site/reader030/viewer/2022021711/5b4a662f7f8b9a2d2f8c31b3/html5/thumbnails/29.jpg)
Select Deduct Line
29
‣ You must now select the DB Contract Awarded SOV Pending line from your SOV to deduct the total amount for the subcontracted work.
‣ Click Add
![Page 30: GMP Amendment & Subcontract Distribution - OFCCofcc.ohio.gov/.../GMPAmendmentSubcontractDistribution-Agency.pdfGMP Amendment & Subcontract Distribution ... DocuSign Enabled Record](https://reader030.vdocuments.site/reader030/viewer/2022021711/5b4a662f7f8b9a2d2f8c31b3/html5/thumbnails/30.jpg)
Enter Line Item Information
30
‣ Click Select next to Reference
‣ Choose the DB-DB-SV line
![Page 31: GMP Amendment & Subcontract Distribution - OFCCofcc.ohio.gov/.../GMPAmendmentSubcontractDistribution-Agency.pdfGMP Amendment & Subcontract Distribution ... DocuSign Enabled Record](https://reader030.vdocuments.site/reader030/viewer/2022021711/5b4a662f7f8b9a2d2f8c31b3/html5/thumbnails/31.jpg)
Enter Line Item Information
31
‣ Add the total DEDUCT amount
‣ Click “Save & Close”
![Page 32: GMP Amendment & Subcontract Distribution - OFCCofcc.ohio.gov/.../GMPAmendmentSubcontractDistribution-Agency.pdfGMP Amendment & Subcontract Distribution ... DocuSign Enabled Record](https://reader030.vdocuments.site/reader030/viewer/2022021711/5b4a662f7f8b9a2d2f8c31b3/html5/thumbnails/32.jpg)
Completed Form
32
‣ Once complete, your record should look similar to the one shown below ‣ Note the total dollar amount should be $0
![Page 33: GMP Amendment & Subcontract Distribution - OFCCofcc.ohio.gov/.../GMPAmendmentSubcontractDistribution-Agency.pdfGMP Amendment & Subcontract Distribution ... DocuSign Enabled Record](https://reader030.vdocuments.site/reader030/viewer/2022021711/5b4a662f7f8b9a2d2f8c31b3/html5/thumbnails/33.jpg)
Submit Record
33
‣ Verify Workflow Action
‣ Click Send