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1,530: Change Order Policy

Last Revised: February 2010

  1. Change Orders and Purchase of Commodities, Goods, and Services (not related to construction contracts or professional service contracts for construction services):
    1. For any purchase order for goods and service less than $25,000, one quote is required. Cumulative change orders exceeding 10% of the original contract must be recommended by appropriate staff, reviewed and approved by the appropriate signature authority and supervisor.
    2. For any purchase order for goods and services $25,000 or more, but less than $50,000, two quotes are required. Cumulative change orders exceeding 10% of the original contract must be recommended by appropriate staff, reviewed and approved by the appropriate signature authority and supervisor.
    3. For any purchase order of goods or services $50,000 or more, BCN Purchasing will conduct a formal solicitation process, RFP, RFQ, RFI or bid must be sought. Cumulative change orders exceeding 10% of the original contract must be recommended by appropriate staff, reviewed and approved by the appropriate signature authority and supervisor.
  2. Change Orders and Purchase of Construction Services, excluding Professional Services for Construction Projects:
    1. For purchase orders related to new construction and renovation projects that are less than $25,000, one quote is required. Cumulative change orders exceeding 10% of the original contract must be recommended by the appropriate facilities staff, reviewed and recommended for approval by the associate vice president for Facilities and approved by the vice president for Administration and Finance.
    2. For purchase orders related to new construction and renovation projects that are $25,000 or more, but less than $100,000, three firm written quotes are required, or bids may be sought. Cumulative change orders exceeding 10% of the original contract must be recommended by the appropriate facilities staff, reviewed and recommended for approval by the associate vice president for Facilities and approved by the vice president for Administration and Finance.
    3. For construction project contracts that are between $100,000 and $1,000,000, BCN Purchasing will conduct a formal bid process, as described in the Board of Regents' purchasing guidelines. Cumulative change orders exceeding 10% of the original contract must be recommended by the appropriate facilities staff, reviewed and recommended for approval by the associate vice president for Facilities and approved by the vice president for Administration and Finance.
    4. For construction project contracts exceeding $1,000,000, BCN Purchasing will conduct a formal bid process, the resulting contracts must be sent to the Chancellor's Office for approval after the campus approvals are obtained. All change orders must be recommended by the appropriate facilities staff, reviewed and recommended for approval by the associate vice president for Facilities and the vice president for Administration and Finance, and then sent to the Chancellor's Office for approval, unless the change is de minimus and does not materially increase the risks of the contract such as brief extensions for time of performance, then the vice president for Administration and Finance may approve the change order.
  3. Change Orders and Purchase of Professional Services for Construction Projects:
    1. For all construction related professional services contracts that are less than $25,000, one quote is required. Cumulative change orders exceeding 10% of the original contract must be recommended by appropriate facilities staff, reviewed and recommended for approval by the associate vice president for Facilities and approved by the vice president for Administration and Finance.
    2. For all construction related professional services contracts that are more than $25,000 but less than $100,000, Facilities Services will evaluate and select the most qualified consultant based on qualifications reviewed from at least two consulting firms. Facilities Services will then negotiate a fee with the selected firm. If unable to agree to an acceptable fee, the next qualified firm will be selected and negotiated with. Cumulative change orders exceeding 10% of the original contract must be recommended by appropriate facilities staff, reviewed and recommended for approval by the associate vice president for Facilities and approved by the vice president for Administration and Finance.
    3. For construction related professional services contracts that are between $100,000 and $1,000,000, Facilities Services will prepare a scope of work and BCN Purchasing will conduct a formal RFQ process for architects and engineers, including advertising in a newspaper of general circulation. A university committee (comprised of facilities staff and other university personnel) will review vendor qualifications and identify the most qualified firms, on the basis of demonstrated competence and qualifications. The selected firm(s) will be interviewed and the highest ranked firm will be selected by the committee. Facilities Services will negotiate a fee proposal with that firm. If unable to agree to an acceptable fee, the next qualified firm will be selected and negotiated with. Cumulative change orders exceeding 10% of the original contract must be recommended by appropriate facilities staff, reviewed and recommended for approval by the associate vice president for Facilities and approved by the vice president for Administration and Finance.
    4. For construction related professional services contracts exceeding $1,000,000, following the RFP process for architects and engineers, the resulting contracts must be sent to the Chancellor's Office for approval, once campus approval are obtained. All change orders must be recommended by appropriate facilities staff, reviewed and recommended by for approval by the associate vice president for Facilities and by the vice president for Administration and Finance, then sent to the Chancellor's Office for approval, unless the change is de minimus and does not materially increase the risks of the contract such as brief extensions for time of performance, then the vice president for Administration and Finance may approve the change order.