Fill in a Valid Alaska 25D 068 Template

Instructions on Writing Alaska 25D 068

Filling out the Alaska 25D 068 form is an important step for documenting changes in a project that's under the purview of the Department of Transportation and Public Facilities. This document ensures that any adjustments to the original contract, whether they're related to the project timeline, scope, or budget, are officially recorded and agreed upon by all parties. Being meticulous and accurate in completing this form not only helps to maintain transparency but also assists in avoiding potential misunderstandings or disputes in the future.

1. Start by noting the specific Region where the project is located at the top section of the form.
2. Enter the Change Order Project Number and Change Order Number in the designated fields to ensure proper tracking and identification.
3. Write down the Project Name to give a clear reference to the work being adjusted.
4. Fill in the Contractor’s Name and Address to establish the responsible party for the execution of the change order.
5. Provide a concise yet comprehensive Change Order Summary that encapsulates the essence of the changes being made.
6. Specify the addition or deduction of Calendar Days as a result of this change order, and accordingly update the New Completion Date.
7. Enter the total Amount of the Change Order in the provided space to indicate financial adjustments.
8. The section titled Recommended By should be completed with the name, title, and signature date of the person recommending the change order.
9. Under the Approved By section, fill out the approver's details including their name, title, and the date of approval.
10. In the Accepted By section, the contractor’s representative should acknowledge receipt by providing their signature and the date. It’s important to note that this only indicates receipt and not necessarily agreement on the terms.
11. If there are any issues regarding the agreement on payment or time allowance, remember the stipulation that an Intent to Claim form must be submitted within 14 days if issues aren’t resolved within 7 days from the signature date.
12. Check the appropriate box to indicate whether permission for subcontractor(s) to perform tasks described in the change order is granted.
13. If required by the nature of the change, affix the seal of an Alaskan Professional Engineer.
14. Detail the specifics of the change in the Description of Change section. If the information requires more space, utilize the Continuation Sheet 25D-065 as indicated.

By following these steps, you can ensure that the Alaska 25D 068 form is completed accurately. This detailed approach facilitates clear communication and understanding between all parties involved, paving the way for a smooth adjustment to project plans and agreements.

What is the purpose of the Alaska 25D 068 form?

The Alaska 25D 068 form is designed for documenting changes to already existing contracts between the State of Alaska Department of Transportation and Public Facilities and contractors. It details adjustments in project parameters, including but not limited to, project name, contractor details, summary of changes, modifications to the completion date, and the financial impact of these changes. This form serves as a formal agreement to the revised terms, conditions, and pricing, ensuring that both parties acknowledge and accept the adjustments.

Who needs to sign the Alaska 25D 068 form?

The form must be signed by several key individuals to validate the change order. These include a representative recommended by the state department who first reviews and recommends the change, an approving authority who confirms and approves the change, and a contractor's representative who acknowledges receipt of the change order. It's crucial to note that the contractor's representative's signature indicates acknowledgment of receiving the document, not necessarily agreement with its contents. If disputes arise, specific procedures outlined in the document must be followed.

What happens if the contractor disagrees with the change order?

If the contractor disputes the terms, conditions, or payments outlined in the change order, they must express their concerns within 7 days of signing the document. A formal Intent to Claim form must then be submitted to the project engineer within 14 days of the signature date. This step initiates the formal dispute resolution process, aiming to address and resolve disagreements regarding the change order's basis of payment or time allowances.

How does including a change order impact the original contract?

Once both parties accept a change order by signing the Alaska 25D 068 form, it amends the original contract. All terms, conditions, and provisions of the initial agreement remain applicable, but they now also include the modifications stipulated in the change order. This ensures that the original contract reflects the most current agreement between the contractor and the State of Alaska Department of Transportation and Public Facilities, including any adjustments to project scope, timeline, or costs.

Is a professional engineer's seal required on the Alaska 25D 068 form?

The necessity of a professional engineer's seal on the Alaska 25D 068 form depends on the specific requirements of the change order. If the modifications within the change order require professional engineering oversight or verification according to state laws, then a seal is required. This seal certifies that the changes comply with applicable engineering standards and regulations, adding a layer of technical validation to the amended contract.

1. Not double-checking the Select REGION section for accuracy, which is vital for routing the form to the appropriate department.

2. Omitting or inaccurately entering the Change Order Project No. and Change Order No., which are essential for tracking the change process.

3. Leaving the Project Name or Contractor fields incomplete, thereby making it difficult to associate the change order with the correct project and party.

4. Forgetting to provide the Address, which is necessary for formal communication and documentation purposes.

5. Incorrectly summarizing the change in the Change Order Summary section, leading to confusion or misinterpretation of the amendment.

6. Not specifying the accurate Calendar Days (+ / -) or New Completion Date, which can affect the schedule and timeline of the project.

7. Miscalculating the Amount of Change Order, which directly influences budget allocations and financial planning.

8. Inadequate verification before someone Recommended By and Approved By signs off, ensuring all details are correct and agreed upon is missed.

9. Failing to properly indicate permission for subcontractor(s) work, if applicable, by not properly marking Yes, No, or N/A as checked, which can lead to unauthorized work being performed.

10. Overlooking the requirement for the Seal of Alaskan Professional Engineer when required, compromising the legality and formal approval of the change order.

Mistakes such as these can lead to delays, the need for resubmission, and potential legal or financial repercussions. Careful review and accurate completion of the Alaska 25D 068 form are essential for a smooth amendment process within any project operated under the Alaska Department of Transportation and Public Facilities.

When managing construction projects or contractual agreements in Alaska, particularly with the Department of Transportation and Public Facilities, the Alaska 25D 068 form plays a crucial role in documenting and approving any changes to the original contract. However, this form doesn't operate in isolation. For a smooth and compliant project progression, several other forms and documents often accompany the form 25D 068, each serving specific functions from initial bidding to project completion.

1. Form 25D-065 Change Order Continuation Sheet: Used alongside the main 25D 068 form for providing detailed descriptions and justifications of each change, including extended specifications or calculations.
2. Intent to Claim Form: Submitted by the contractor if disagreements on the change order arise and cannot be solved within the stipulated time. It formally begins the dispute resolution process.
3. Subcontractor Approval Form: Required when new subcontractors are being added to the project or existing subcontractors are assigned additional tasks not originally agreed upon.
4. Project Bid Proposal Forms: Essential during the initial project bidding phase, these documents outline the proposed terms, conditions, and costs associated with the project, serving as the foundation for the contract.
5. Contract Agreement Form: The original contract document that outlines the agreed-upon terms between the contractor and the Department, which the 25D 068 form amends as needed.
6. Performance Bond Forms: These guarantee the project's completion in accordance with the terms stipulated in the contract, offering financial protection against potential failures.
7. Insurance Certification Forms: Proof of insurance coverage for the contractor and, if applicable, subcontractors, ensuring that all parties are adequately insured against incidents.
8. Progress Payment Request Forms: Used by contractors to request partial payment for work that has been completed to date, often submitted on a monthly basis.
9. Final Completion and Acceptance Form: Marks the completion of the project, certifying that all work has been performed satisfactorily and in accordance with the contract terms.
10. Contractor’s Release or Waiver Form: Signed by the contractor upon completion of the project, this form releases or waives their right to claim against the project in the future under specific conditions.

In summary, the Alaska 25D 068 form is part of a larger ecosystem of paperwork critical to project management within the realms of construction and public facilities in Alaska. Understanding and accurately completing these associated forms ensure not only legal compliance but also the smooth execution and conclusion of projects. Contractors, subcontractors, and project managers should familiarize themselves with these document requirements and processes to secure successful project outcomes.

Similar to the Alaska 25D 068 form, the American Institute of Architects (AIA) Change Order Form documents modifications to the scope of work in a construction contract. This form, like the Alaska 25D 068, records agreements on changes that affect the project's completion time, cost, and other essential terms. Both documents serve as legal amendments to the original contract, ensuring that all changes are documented and agreed upon by both the contractor and the client, providing a clear basis for alterations to the project's scope, cost, and timeframe.

The Construction Change Directive form is another document that closely mirrors the Alaska 25D 068 form in purpose and function. This form is used when the client and contractor agree that work should start before agreeing on the change's price or time implications. Like the Alaska 25D 068 form, this document alters the original agreement's terms, but it stands out by allowing work to commence before finalizing the impact on budget or schedule, emphasizing the importance of continuing work while negotiations are still in progress.

The Project Change Request forms used in project management share similarities with the Alaska 25D 068 form by providing a structured method for proposing changes to a project’s scope, schedule, and resources. These forms lay the groundwork for reviewing, approving, or denying changes during a project's lifecycle. Similarly, they ensure that any agreed-upon changes are clearly documented, authorized, and integrated into the project plan, ensuring stakeholders are aligned and the project's objectives remain on track.

The Supplemental Agreement is similar to the Alaska 25D 068 form in that it formalizes the agreement between parties to modify the terms of an original contract. This type of document is typically used to document additional work that is necessary due to unforeseen circumstances or to correct an original scope of work. Both documents serve to amend the original contract conditions officially, thus ensuring that any supplementary work agreed upon is carried out within the framework of the revised terms and provisions.

The Engineering Change Notice (ECN) is a document used in manufacturing and product development, akin to the Alaska 25D 068 form in construction. It documents changes in design, specifications, and processes, and similar to the change order form, it requires approval from relevant stakeholders before implementation. This ensures that all modifications are recorded, evaluated for impact, and communicated effectively across the organization, minimizing disruptions and ensuring that the final product meets the revised specifications.

The Request for Information (RFI) in construction projects, while primarily a communication tool, serves a function related to that of the Alaska 25D 068 form. It is used to clarify details in construction documents, but it can lead to the issuance of a change order if the clarification or information provided results in a modification of the work’s scope, time, or cost. The RFI promotes transparency and prevents misunderstandings that could lead to project delays, ensuring all parties are informed and in agreement on the project's details.

Finally, the Intent to Claim form, which is directly mentioned in the Alaska 25D 068 form, is intricately linked by its function as a precursor to formalizing changes in the contract terms. This document is used to signal a contractor's intention to seek additional compensation or time due to changes or unforeseen conditions not originally outlined in the contract. Serving as an initial step before formal change orders like the 25D 068 are issued, it ensures there is a formal process for addressing and documenting alterations or disputes in project scope, timeline, or cost.

When filling out the Alaska 25D 068 form, there are specific guidelines that should be followed to ensure that the process is completed accurately and efficiently. Below are five things you should do and five things you shouldn't do when completing this form:

• Read Instructions Carefully: Before you start, take the time to read through the entire form to understand what information and documentation are required.
• Use Black Ink: Complete the form using black ink to ensure that the details are legible and can be copied or scanned without issues.
• Fill Out Completely: Make sure every required section of the form is completed to avoid delays. Leaving sections blank may result in the form being returned or processing being delayed.
• Check for Accuracy: Before submitting the form, review all the information for accuracy to avoid errors that could alter the intent of the change order.
• Keep a Copy: Always keep a copy of the completed form and any accompanying documents for your records in case there are any questions or issues in the future.

• Use Pencil: Do not fill out the form in pencil as it can easily be erased or smudged, leading to questions regarding the authenticity of the information provided.
• Skip Sections: Avoid the temptation to skip sections that you believe are not applicable without first confirming their relevance to your specific situation.
• Alter the Form Structure: Refrain from making unauthorized modifications to the structure or layout of the form as this could invalidate it.
• Ignore Submission Deadlines: Pay close attention to any submission deadlines to ensure that the form is submitted in a timely manner; failing to do so could delay or negatively impact the project it pertains to.

When dealing with the Alaska 25D 068 form, a number of misconceptions can arise due to its legal and administrative nature. These misunderstandings could potentially lead to procedural errors or mismanagement of expectations. Below, we outline some of the common misconceptions and clarify them to aid in better handling and utilization of this document.

• Misconception 1: Acknowledgement Equals Agreement

  One common misconception is that the contractor's acknowledgement of the Change Order serves as an agreement to all terms, including payment and time allowances. However, the acknowledgement simply indicates receipt of the document. If disputes arise, contractors must express their Intent to Claim within a specified timeframe to seek resolution.

• Misconception 2: No Formal Dispute Resolution Process

  It might be assumed there's no formal process for dispute resolution if disagreements occur after acknowledgement. The form explicitly mentions that should there be an inability to resolve matters, submitting an Intent to Claim form within 14 days is mandatory. This ensures there's a structured pathway for disputes.

• Misconception 3: Subcontractor Permission Is Automatic

  The status of subcontractor authorization might be misunderstood as automatically granted upon Change Order issuance. In fact, permission for subcontractors to perform portions of the work is subject to approval, as indicated by the checkboxes for yes, no, or not applicable on the form.

• Misconception 4: Price Adjustments Are Final

  Another misconception could be that the amount listed for a Change Order is non-negotiable. The document suggests that price adjustments, especially those resulting from inaccurate cost and pricing data, are subject to review under specific provisions. This implies potential for negotiation and adjustment post-Change Order issuance.

• Misconception 5: Immediate Effectiveness

  There might be the belief that the Change Order takes immediate effect upon issuance. In reality, the form makes it clear that it serves as an amendment and must be accepted and incorporated into the contract, abiding by all its provisions before changes are formally recognized and enacted.

• Misconception 6: Comprehensive Change Documentation

  Lastly, there's a possible misconception that this document alone is sufficient for detailing all change specifics. The mention of a Continuation Sheet (25D-065) as necessary for extensive descriptions underscores the importance of additional documentation to accurately capture the scope and details of contract amendments.

Understanding and addressing these misconceptions are crucial for effective management of contract modifications, ensuring all parties are fully aware of their rights, responsibilities, and the procedural steps involved in the administration of Change Orders under Alaskan law.

Understanding the Alaska 25D 068 form, commonly used for change orders in construction contracts, is crucial for contractors working with the State of Alaska's Department of Transportation and Public Facilities. Here are six key takeaways for properly filling out and utilizing this form:

• Complete Information is Key: All fields, including Project No., Change Order No., Project Name, Contractor, and Address, must be accurately filled out. This ensures the change order is correctly associated with the project.
• Details of the Change Order: The form requires a concise summary of the change, including how many calendar days are added or subtracted, the new completion date, and the amount of the change order. These details are critical for documenting the scope and financial impact of the change.
• Approval is Mandatory: The change order must be recommended and approved by the relevant authorities before it becomes valid. Ensure the “Recommended By” and “Approved By” sections are filled out, including dates and titles.
• Contractor’s Acknowledgement: When the contractor's representative signs the form, it indicates receipt of the change order. Importantly, this does not imply an agreement on the payment or time allowance. Any disputes must be addressed promptly, as per the form’s stipulations.
• Resolution Timeline: If there's disagreement over the change order details, the contractor has 7 days from the signature date to resolve the issue. Beyond that, an Intent to Claim form must be submitted within 14 days to the engineer, outlining the dispute.
• Subcontractor Permission: The form includes a section to indicate whether previously submitted subcontractors are permitted to perform work described in the change order. This ensures all parties are aware of who will execute the modifications or additions to the project.

Utilizing the Alaska 25D 068 form effectively ensures that all amendments to the construction contract are documented, approved, and actionable. By paying close attention to the outlined requirements and timelines, contractors can navigate changes smoothly, maintaining compliance with state regulations and project specifications.