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Contract Management and Operations Branch

Ministry of Transportation

WBCMS Manual Change Proposals

Ministry of Transportation WBCMS Change Proposals

Date of Issuance: December 7, 2018 Page | 2

Table of Contents

Introduction ........................................................................................................................................................... 3

Change Proposal – Contractor’s Actions .............................................................................................................. 5

Change Proposal – Contract Administrator’s Actions ......................................................................................... 10

Support ............................................................................................................................................................... 19

CA/MTO In-House CA, Contractor



Introduction This manual will serve as a guide to aid CAs, contractors and ministry staff in the Change Proposal process in WBCMS. The nature of the Change Proposal allows for contractors, whom are immediately abreast of the latest in construction methods, materials and technologies, to offer alternative ideas or options to better efficiency, quality and value in delivering to the travelling public a finished product. Further, through this partnership, ministry engineering designs can more quickly evolve to ensure the very best value for future designs. Note: Once Delegation of Authority (DOA) is achieved for a Change Proposal, the same DOA is applied to the associated Change Order and the CA can create a “draft” CO and bi-pass the internal and service provider estimate. The associated CO is in the “Final Estimate Stage” since DOA was already granted. Note: The system will not automatically calculate any figures within the Change Proposal record other than its Total and Absolute values. It is the responsibility of both the contractor, CA and ministry to review and ensure accuracy and conformance. The Change Proposal record and its process, as outlined in GC 3.11, is a proposed alternative to the Owner’s tendered design. Due to the nature of the Change Proposal, its associated Change Order also typically has more than one method of payment. The Contractor’s portion of the savings should be paid by lump sum, which is in addition to an item substitution, quantity changes, new items, etc. A simple substitution of one item for another requires three methods of payment in WBCMS: a quantity adjustment to reduce the quantity of the original item to zero; a second method, a new item, to replace the original item with a new quantity, and a third lump sum, to pay the contractor’s 50% of the savings. It is imperative that the associated change order to a change proposal includes all basis of payments in one record. The ministry’s savings is paid through recovery of the item cost itself and must never be paid by a negative change order or OPA. The fact that the more expensive items have been replaced by that of the cheaper, and their quantities reduced, automatically means that increase in cost can never be posted against and, therefore, never be paid, thereby instantly reclaiming the savings by never paying it in the first place.



Briefly, the general workflow is as follows:

Contractor creates the CP record and submits to the CA

Contractor ensure that the CP document outlining the items affected and options is attached in the initial submission of a CP record – PH-CC-828

CA reviews, adds additional information, if required, and submits to CSA

CSA reviews and, if recommends, submits the record for DOA

DOA is obtained, record returns to CSA to forward to CA for issuance

CA issues approved CP, and creates the linked change order from within the CP record

CO automatically has DOA approved, as it is linked in the system.

CO is in final estimate stage and the CA must complete it through to the approved stage. See change order guide for details.



Change Proposal – Contractor’s Actions The contractor first initiates the Change Proposal record and populates it with the necessary data. This includes a scanned copy of PH-CC-828 Change Proposals During Construction. As this PH-CC form conjunctively serves as both the submittal form and a how-to guide on the Change proposal process itself, the form is still used to provide the required data as an upload to the digital record. As the required input data for any given Change Proposal is conceivably infinite, given the array of possibilities of proposed changes, the digital record in WBCMS remains solely the collector of the financial element of the Change Proposal. The remaining details supporting the change are collected in both the uploaded attachments supporting the proposal, and the associated Change Order enacting the approved proposal. Step 1: Contractor How To:

1. Contractor expands project tree and navigates to the Change Proposal record under Change

Management (Figure 1) and clicks New (Figure 2)

2. Within the Change Proposal grid, contractor first selects the type(s) of change proposal, then fills out the Description of the Proposed Work text field box with the description of the proposal (Figure 3)

Note: the CO# will be automatically backfilled by the system once the proposal is approved and the associated change order has been completed. The Change Order will also be linked to the proposal, so in retroactive review of either the proposal or the change order, one can quickly derive the exact circumstance and outcome (Figure 3).

Figure 1 Figure 2



Figure 3

3. Contractor proceeds to input the financial information below, in the Service Provider portion (Figure 4)

Figure 4

Service Provider (SP): The contractor. Original Bid Cost (OBC): Original tender cost of all items and their quantities associated to the work for which a proposal is being submitted. New Change Proposal Cost (NCPC): Cost of new, proposed change. Estimated Savings (ES): Contractor’s portion of the savings, so half of whatever the difference is between the Original Bid Cost and New Change Proposal Cost. This result must be a positive number.

SP′s ES =OBC − NCPC

2



4. Contractor expands the Request section below the financial input fields, revealing the Request grid (Figure 5). Click the Add button to open the New Request window (Figure 6). This is where detailed requests, with attachments, are uploaded. Multiple requests can be made, as needed, and should be organized appropriately

Figure 5

Figure 6



5. Contractor populates the Subject line and Details box, as well as uploading any pertinent

attachments.

Note: this is not necessarily the place to upload PH-CC-828, however if it pertains to a specific request, it may also be uploaded here. The full, completed document must be uploaded to the main record grid’s Attachment section prior to submission.

Figure 7

6. Once all requests have been itemized and added, with pertinent attachments uploaded, only

the PH-CC-828 upload remains.

7. Scroll to the bottom of the record to the generic Attachments and Comments section (Figure 7)

8. Expand the Attachments field, click Browse and upload the completed PH-CC-828 form (Figure 8)

Figure 8



9. Upon final review of the record as a whole, if the proposal is complete, contractor navigates to

the top of the Change Proposal grid, and clicks Submit (Figure 9). This action concludes the contractor’s submission tasks, barring a return of the record from the CA requiring More Information.

Figure 9



Change Proposal – Contract Administrator’s Actions Now that the contractor has completed and submitted their proposal, the CA must now analyse the CP before either Recommending (submitting for DOA), Denying the proposal, or pushing back to the contractor for More Information. The CA’s view of the Change Proposal grid barely differs from that of the contractor’s, save for a location for the CA’s recommendations. Step 2: CA How To:

10. Upon logging in, the CA will find the newly-submitted Change Proposal in their To-Do list.

Either navigate this way, or navigate to the Change Proposal list view using the project tree (Figures 10 & 11)

Figure 10

Figure 11



11. The CA must also input the 50% savings of the Change Proposal, however this is entered under the ministry’s portion of the savings in the record (Figure 12). Alternatively, if the CA or ministry disagree with the supporting documentation or details of the proposal, it can be pushed back to the contractor for “More Information.” Details of what information may be missing or requested can be placed in the generic Comments section at the bottom of the record grid.

Note: the section under Service Provider, where the contractor’s savings is input, is now locked for editing. If the CA or ministry disagrees with the financial portion of the Change Proposal, it is denied, and the record is complete. If the contractor wishes to further pursue the proposal, a new proposal record is created and submitted with revised financial information.

Contractor Area MTO Area

Figure 12

12. After reviewing contractor’s submission, CA calculates and inputs the ministry’s portion of the

cost savings into the “Estimated Savings:” under the “Ministry:” heading (Figure 12)

= 50% total savings resulting

from change

= 50% total savings resulting

from change



13. Depending on the nature of the Change Proposal and its associated requests, the CA may need to request information from internal roles within MTO. For this, there is an Internal Request & Response function wherein the CA may request specific, detailed information from any internal staff members with a role in WBCMS. Only the CA can update this area. Click to expand the Internal Request & Response section, and click Add at the bottom of that window to open the request grid (Figure 13, 14 & 15)

Figure 13

Figure 14 Figure 15

14. After picking the position from which information is sought, CA picks the individual user, and

proceeds to populate the remainder of any pertinent inputs within the record, as well as any attachments specific to the request, and clicks Save at the bottom of the window (Figure 16)



Figure 16

15. Finally, any further generic comments or attachments can be added to the bottom of the record (Figure 17)

Figure 17

16. CA reviews final record for completeness and accuracy and clicks Submit to DOA. The system checks to find the appropriate DOA threshold, and the CA receives an email notifying of a Change Proposal task, indicating that the CP package is complete and ready for internal review and DOA approval. CA clicks Recommend and the system circulates the record upwards through MTO internal management for review and DOA approval (Figure 18)



Note: each stakeholder to the Change Proposal record, internal or otherwise, receives an email notification when the record is awaiting their action.

Figure 18

17. Once DOA has been approved, the record returns to the CSA for issuance to the CA (Figure

19)

Figure 19

18. Upon login, the CA finds the approved Change Proposal record in their To-Do List (Figure 20)

and double clicks to open it (double-click-editing only available from To-Do List) or otherwise navigates to the contract tree and selects the Change Proposal from the list view and clicks on “edit”.

19. The Change Proposal now complete and approved, the financial information is displayed in the grid. The CA’s only option is to click Create Change Order (Figure 21)

Note: it is important to note that if the change order is properly created from within the Change Proposal, it links the two together for records purposes, as well as maintains the DOA approval, thereby negating the need to obtain DOA on the associated Change Order addressing the approved changes.



Figure 20

Figure 21



Figure 22

20. The Change Proposal List view now shows the workflow status of the CP as CO Created, as well as displays a newly-created CO# (Figure 22). The system also automatically backfills the CP record with the change order, inserting a hyperlink to instantly connect users between the two symbiotic records (Figure 23)

Figure 23

21. CA navigates to the associated change order and opens in Edit mode to reveal the CO grid. The CP# has also been automatically backfilled into the change order as a hyperlink to easily pop open for viewing in a new tab (Figure 24)



Figure 24

22. CP-change orders will typically have multiple methods of payment. In WBCMS it’s not uncommon for there to be 3, because the traditional “revision in tender prices, or negotiated price for a new item” second payment method has been broken out into two separate methods for WBCMS resulting in a total of 5 possible methods of payment (Figures 25 & 26)

Figure 25 – Traditional, paper-based CAS methods Figure 26 – WBCMS methods of payment

23. For this CP, 3 methods of payment are required: (A) to remove all quantities for items

associated to the work being removed in the CP; (C) to introduce new items with new quantities and prices to address additions proposed in the CP, and; (D) lump sum, to pay the contractor’s 50% savings, the same amount outlined under the Service Provider: Estimated Savings: section of the CP record



24. CA completes the remainder of the change order record (for detailed guidance on change orders, see WBCMS – Change Order guide) and, after generating and reviewing the Price Agreement, clicks Submit (Figure 27). Changes listed in the change order will not take effect on the tender items list until such time that the CO has reached the approved state.

25. CA and contractor complete the remainder of the workflow steps for the change order process,

having now agreed to the full scope of changes and obtained DOA. The remainder of the administration of the CA simply falls to tracking, payment and documentation through diaries and item-specific contractor submissions

Figure 27



Support All questions can be forwarded to the WBCMS Team:

905-704-3276 (7:30am to 5pm EST) or 1-844-283-9446

[email protected]

mailto:[email protected]

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