Blank Alaska 25D 068 PDF Template

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

The Alaska 25D 068 form is used for documenting and formalizing changes to construction projects under the jurisdiction of the State of Alaska Department of Transportation and Public Facilities. It serves to amend existing contracts by specifying alterations in project details, including, but not limited to, project timelines, completion dates, and financial adjustments. Essentially, this form acts as an official record that all parties have agreed to the modifications outlined within.

Who needs to sign the Alaska 25D 068 form, and why is it necessary?

This form requires signatures from multiple parties to ensure mutual acknowledgment and consent regarding the specified changes. The signatures needed include: - A representative from the contracting company accepts the terms of the change order. - The individual recommending the change, typically a project manager or supervisor, signifies their endorsement of the amendments. - Approval by an authorized official from the Department of Transportation and Public Facilities, confirming the change matches regulatory and project-specific requirements. Signatures are crucial as they demonstrate that all changes have been reviewed, agreed upon, and are thereby authorized. This process helps in avoiding disputes about project scope, timelines, and finances.

What happens if there is a disagreement after signing the form?

In instances where disagreements arise post-signature, particularly around the basis of payment or time allowance, the contract stipulates a resolution process. The contractor's representative is required to submit an 'Intent to Claim' form to the project engineer within 14 days if the issue cannot be resolved within 7 days from the signature date. This procedure ensures that disputes are promptly addressed and provides a formal avenue for discussing and rectifying disagreements.

Is there a requirement for a professional engineer's seal on the Alaska 25D 068 form?

The requirement for a seal from an Alaskan Professional Engineer on the Alaska 25D 068 form is determined by the nature of the changes being made to the contract. If the adjustments involve aspects of the project that fall under the purview of professional engineering standards or significantly alter the project's scope in a way that necessitates engineering oversight, then a seal is required. This ensures that all modifications meet the high standards of safety, quality, and compliance mandated by the state.

How do the 'Calendar Days (+ / -)' and 'New Completion Date' fields affect the project timeline?

The 'Calendar Days (+ / -)' field is used to document the adjustment in the project's timeline, either by extending or reducing the number of days allocated for completion. This directly impacts the 'New Completion Date,' which gets recalculated to reflect these changes. Adjusting the timeline is crucial for maintaining realistic project schedules, accommodating unforeseen challenges, or expediting the project if possible. It ensures that all parties have a clear understanding of the time frame and can plan accordingly for successful project completion.

Filling out the Alaska 25D 068 form, an important document for documenting changes in construction projects under the jurisdiction of the State of Alaska Department of Transportation and Public Facilities, requires attention to detail and precision. However, mistakes can happen. Below are seven common errors individuals make when completing this form:

1. Failing to review the form's instructions carefully, leading to misunderstandings about the required information.
2. Incorrectly filling out or overlooking the Project No. and Change Order No., which are critical for identifying the specific project and change order accurately.
3. Omitting or inaccurately detailing the Description of Change, thus not clearly communicating the modifications or additions to the project scope.
4. Errors in calculating or reporting the Amount of Change Order, which can lead to disputes or delays in project timelines due to financial discrepancies.
5. Skipping the Check Boxes for permission regarding subcontractor work, either not granting the needed permissions or failing to restrict unauthorized changes.
6. Neglecting to get the Seal of Alaskan Professional Engineer (if required), a crucial step for legal and regulatory compliance.
7. Missing the signature and date from the Contractor’s Representative acknowledging receipt of the Change Order but not the agreement, a detail that could impact the processing and resolution of claims.

To ensure the accuracy and completeness of the form, individuals should:

• Read through each section carefully before starting to fill out the form.
• Double-check all numbers and calculations to prevent financial discrepancies.
• Ensure that all required permissions are correctly indicated, especially concerning subcontractor work.
• Consult with a professional engineer for the Seal if the project’s scope requires it.
• Sign and date the form to acknowledge receipt and agreement appropriately.

By avoiding these common mistakes, individuals can help streamline the change order process, maintain accurate project documentation, and ensure compliance with all regulatory requirements.

When working with the Alaska 25D 068 form, which is used for documenting change orders in construction projects under the jurisdiction of the State of Alaska Department of Transportation and Public Facilities, various other forms and documents may often be required to ensure comprehensive coverage of all changes and legal requirements. The form is a formal agreement that amends the original contract terms based on approved alterations in the scope of work, budget, or timeline. Below is a list of documents typically employed alongside the Alaska 25D 068 form to manage and document these adjustments comprehensively.

• 25D-065 Continuation Sheet: Used when additional space is needed to fully describe the changes to the contract. This ensures all details are meticulously documented and linked to the primary change order form.
• Intent to Claim Form: Submitted by the contractor within 14 days if disputes arise from the change order that cannot be resolved within 7 days, facilitating formal dispute resolution processes.
• Subcontractor Approval Form: Acquires formal permission for subcontractors to perform parts of the work, ensuring all parties involved are duly authorized and documented.
• Project Timeline Adjustment Form: Documents any changes to the project timeline, offering a detailed schedule that aligns with the amended completion date stated in the change order.
• Budget Revision Form: Reflects alterations in the project's budget due to the change order, ensuring all financial adjustments are transparent and agreed upon.
• Quality Assurance/Quality Control Documentation: Updates or additions to QA/QC plans to address the changes specified in the change order, maintaining the project's quality standards.
• Environmental Compliance Forms: Necessary when changes impact the project's environmental considerations, ensuring compliance with state and federal regulations.
• Change Order Summary Report: A comprehensive overview of all change orders issued for the project to date, facilitating review and approval processes.
• Final Acceptance Form: Used to document the completion of work detailed in the change order, moving towards the project's final acceptance.

Together, these documents support the Alaska 25D 068 form in providing a full picture of any modifications to the original contract. They ensure that all aspects of the change — from timelines and budgets to compliance and quality — are thoroughly documented, agreed upon by all parties, and in line with legislative requirements. This framework promotes transparency, accountability, and the successful management of construction projects within Alaska's regulatory environment.

The Alaska 25D 068 form is closely akin to a Construction Change Directive (CCD) used in many states across the U.S. Both documents serve as formal directives for changes in the work scope of a construction project. They detail alterations in project specifications, schedules, and the financial implications of these adjustments. Like the 25D 068, a CCD is a binding amendment to the original contract and requires the agreement of the contractor and the project owner, often also necessitating the acknowledgment of an overseeing authority, such as an architect or engineer.

Another similar document is the Architect’s Supplemental Instructions (ASI). While the Alaska 25D 068 form focuses more broadly on contractual changes, including cost and schedule adjustments, ASIs typically address minor changes in the work that do not involve adjustments to the contract sum or time. However, both documents are integral to documenting and formalizing changes during a construction project. They ensure that all parties are aware of and agree to modifications, although the ASI usually does not require formal acceptance by the contractor.

The Change Order Request (COR) is yet another document resembling the Alaska 25D 068. A COR is used to propose adjustments to the work, contract sum, or contract time before the change is officially approved and issued as a change order. Much like the 25D 068 form, which finalizes the change, the COR initiates the review process and discussions between the contractor, the project owner, and any other relevant stakeholders to agree upon the proposed adjustments.

A document somewhat related to the Alaska 25D 068 form is the Project Schedule Update. This document doesn’t directly modify the contract but communicates necessary adjustments to the project's timeline. While the 25D 068 form might detail the extension or reduction of the project's completion date due to change orders, a Project Schedule Update serves as an ongoing log of these adjustments for the purpose of tracking progress and managing delays or advancements in the completion date.

Similar in function to the 25D 068 form is the Contractor’s Claim for an Adjustment. This document is usually submitted by a contractor when unanticipated issues arise that require additional time or funds to resolve. Though it serves as a precursor to the formal change order process, it highlights disputes or requests for extra resources that might lead to a formal change, such as those detailed in the 25D 068 form when both parties reach an agreement.

The Notice to Proceed (NTP) document, while typically issued at the beginning of a project to signal the start of work, shares a procedural kinship with the Alaska 25D 068 form in terms of project management and contractual adherence. Both documents mark pivotal points where specific terms and conditions must be followed to maintain the contractual integrity of a project. However, the NTP is more about initiation, whereas the 25D 068 form deals with modifications to an ongoing contract.

Similarly, the Project Completion Certificate is related to the Alaska 25D 068 document in that it officially alters the project status - the former confirms the completion of all work in accordance with contract specifications, while the latter can adjust the timeline for reaching this completion. Both are critical for closing out contractual obligations, though they are used at different stages of the project lifecycle.

The Performance Bond is akin to the Alaska 25D 068 form in the sense that it provides a financial guarantee for the completion of the project as per the contract's terms, which may include amendments made via change orders. While the bond itself is an insurance policy for the project owner, the process of adjusting the project's scope, budget, or timeline through documents like the 25D 068 can directly impact the conditions of the bond.

The Request for Information (RFI) document, although primarily aimed at clarifying project details or specifications that may be ambiguous or undefined, can lead to the necessity of a change order similar to the Alaska 25D 068 form. RFIs can uncover discrepancies or additional needs that result in contractual changes, showing the interconnected nature of project management and documentation processes.

When filling out the Alaska 25D 068 form for the Department of Transportation and Public Facilities, certain practices should be followed to ensure accuracy and completeness. Below are the recommended do's and don'ts:

• Double-check all the project details such as the Project No., Change Order No., and Project Name for accuracy.
• Clearly detail the change order summary, including the Calendar Days (+ / -) and the new completion date, ensuring they are correctly calculated and entered.
• Include the precise amount of the change order without miscalculations for a smooth processing.
• Ensure that the form is recommended and approved by authorized personnel, with their signatures, dates, and titles duly filled.
• Get the acceptance acknowledgment signed by the contractor's representative as a confirmation of receipt.
• Check the box regarding permission for subcontractor(s) accurately according to whether it is granted or not.
• If necessary, include the seal of an Alaskan Professional Engineer as required for the specific change order.

• Leave any fields blank that are applicable to your change order. Incomplete forms may result in a delay or rejection.
• Make assumptions about the completion dates or amounts without verifying them with the relevant project documents or personnel.
• Forget to attach the Continuation Sheet 25D-065 if additional space is required to describe the change.
• Submit the form without reviewing for any inaccuracies or typographical errors.
• Overlook the necessity to file an Intent to Claim form within 14 days if there's a disagreement about the change order that cannot be resolved within 7 days.
• Assume the contractor's representative's acknowledgment implies agreement to the terms without clearly receiving confirmation.
• Ignore the provisions related to price adjustments resulting from inaccurate cost and pricing data as stated under AS 36.30.400(c).

Understanding the Alaska 25D 068 form, related to change orders for projects, is crucial for contractors working with the State of Alaska's Department of Transportation and Public Facilities. However, there are common misconceptions about this form that need clarification:

• Misconception 1: The belief that accepting the 25D 068 form signifies agreement on all terms, including payment and time allowances.

  Contrary to this belief, the form's acceptance simply acknowledges receipt. If any disagreement arises over payment or time allocations, it must be formally addressed through an Intent to Claim form if not resolved within seven days.

• Misconception 2: The assumption that once signed, the change order's terms are non-negotiable.

  In reality, the document allows for negotiation and amendment before final acceptance, provided that disagreements are formally documented and submitted in a timely manner.

• Misconception 3: Many believe the form is only applicable to major contract changes.

  However, the 25D 068 form covers all modifications to a contract, regardless of their scale, ensuring all changes are documented and legally binding.

• Misconception 4: It's commonly misunderstood that the form automatically extends the project's completion date.

  Actual adjustments to the completion date must be clearly stated in the form’s "Calendar Days (+ / -)" section and agreed upon by all parties.

• Misconception 5: There's a misconception that subcontractor approval is presumed.

  Permission for subcontractors, either previously submitted or new, to perform work must be explicitly provided in the form, ensuring all parties are aware and agree to subcontractor involvement.

• Misconception 6: Lastly, the belief that no formal approval beyond the contractor's acknowledgment is required.

  Not only must the contractor's representative acknowledge receipt, but both the recommended and approved signings must occur for the change order to be integrated into the main contract, underscoring the importance of formal approval at multiple levels.

Correcting these misconceptions ensures that contractors and the Department of Transportation and Public Facilities can work together effectively, with a clear understanding of the processes and procedures encapsulated by the Alaska 25D 068 form.

Filling out and using the Alaska 25D 068 form, a Change Order for construction projects, requires attention to detail and an understanding of your project's contractual agreements. Here are key takeaways to ensure the process is handled effectively:

• Complete all sections accurately: Provide comprehensive details including the Project No., Change Order No., Project Name, Contractor details, and the Change Order Summary. Accurate information prevents delays and misunderstandings.
• Include calendar days and new completion date: Specify the adjustment in calendar days (+ / -) and clearly state the new completion date. This keeps the project timeline transparent for all parties.
• Detail the amount of the change order: Clearly outline the financial impact of the change order, ensuring you include all necessary calculations or supporting documentation.
• Obtain necessary approvals: Before proceeding, the change order must be recommended and approved by the appropriate authorities. Keep records of these approvals for your files.
• Contractor’s signature acknowledges receipt, not agreement: The contractor’s acknowledgement indicates receipt of the change order but does not confirm agreement with the terms. This is important for establishing the basis of payment or time allowances.
• Use the intent to claim form if disagreements arise: If the contractor and project team cannot resolve disagreements within 7 days of the change order’s signature date, submit an Intent to Claim form within 14 days.
• Understand subcontractor permissions and professional engineer requirements: Ensure clarity on whether subcontractors previously submitted are permitted to perform work detailed in the change order. Additionally, if required, include the seal of an Alaskan Professional Engineer.

Remember, this form serves as an amendment to the original contract. Therefore, all provisions of the original contract apply to the changes documented in the form. Making sure every detail is correct and agreed upon can help avoid disputes and keep the project on track.