Construction Program Management and Inspection Guide

Appendix F: Examples of Reporting Practices
CONSTRUCTION PROGRAM MANAGEMENT AND INSPECTION GUIDE (5/01/04)
Changes, Extra Work, and Time Extensions
Report Items
The final contract cost is expected to exceed the contract bid
amount by 26 percent.
The final project cost will be approximately $700,000—an
overrun of about 10 percent. Major items making up the
overrun are: (list followed)
The final project cost overran the original authorization by
approximately 22 percent. The majority of this overrun was
due to encountering a very wet subgrade that required a
considerable amount of subexcavation and importing of
embankment materials. Overruns also occurred in temporary
striping, stripe removal, cement-treated base and asphalt
paving.
Several change order documents were discussed and found
satisfactory.
There have been three COs to date on this project. CO No. 1
was reviewed in detail. The file contained adequate
justification for making changes on the project as directed by
CO No. 1.
The slide area mentioned in a previous report has moved
enough to cause displacement of the new pavement surface. If
movement continues, stabilization work may be required. Any
corrective work could best be handled separately from this
contract.
The material had to be removed from the deck surface. This
requirement had not been specifically noted in the plans or
special provisions. The contractor may request extra
compensation for this work.
The contractor has submitted a request for a time extension,
which is currently being reviewed.
Comments
Since early notice of the overrun will probably not be used for
fiscal control, this comment is of little value without more
explanation.
Specific comments such as this are more of value than the
general comment noted above. If possible at this time, the
FHWA position regarding the overruns should be reported.
This comment goes a step further and identifies the reason for
the major overrun as well as the items involved. This level of
detail is desirable.
This discussion may have been of value at the time, but the
failure to be specific makes the comment meaningless to
anyone other than the principals involved.
This specific comment is much more appropriate than the one
above.
An anticipated future problem has been identified. This note,
which serves to alert readers of the possible need for action,
also contains FHWA’s suggestion for contracting the work.
The possible need for change orders or claims on work, which
has already been accomplished, should also be noted.
This comment concerning a time extension is of little value
without additional information. Since the discussion is
appropriate, it should have been expanded.
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