Forms Part 1 Change Order

In RForm, when your contract needs adjusting, you have two choices:

a. Change Order: This is the standard way to handle changes, you'll create a proposal, get contractor quotes, and then approve the final version. The approved change, with its final cost, is then added to your payment certificates.

b. Change Directive: Use this when a change is urgent or ongoing, and you can't wait for the full pricing to be determined. You still follow the proposal and quote step, but the change appears on payment certificates immediately, allowing for partial payments as work progresses.

No matter which processes you choose, RForm streamlines the process and ensures approved changes are reflected in your payment documentation.

Follow the instructions below on how to make these forms.

Proposed Change Order or Change Directive

1. Go to the Project where you want to create the PCO/CD form.
2. Click the Project Forms tab to access the Forms tabs.
   
   
3. Ensure that you are in the CHANGE ORDERS tab.
   • Note: by default, the CHANGE ORDERS tab is active when accessing the ProjectForms.
4. Find and click the New PCO/CO Form button.
   
   
5. You will be directed to the Proposed Change Order - <No. XX> page. In the Form Type section, select the radio button of the appropriate form type:
   • Proposed Change Order
   • Change Directive
     
     
6. In the Title section, specify the following information:
   • Title
   • Reference number (Consultant)
   • Reference number (Contractor)
   • Priority
   • Date Required By
     
     
7. In the Description section, enter a detailed description of the proposed change/change directive.
   
   
8. In the RequestedBy section, specify the following information:
   • Who requested this change
   • Reason for Request
9. In the Attachments section, drag and drop the relevant files to the request.
   
   
10. In the Terms & Conditions section, use the ProposedChangeOrder and ChangeOrder fields to add the relevant terms and conditions.
    
    
11. After specifying the request information, click the Save button to create the change request.
    
    

Schedule of Values (SOV)

The Schedule of Values (SOV) is a detailed breakdown of your project's costs, organized by the different types of work involved. It is used to track progress and payments throughout the project.

Your Schedule of Values (SOV) directly informs your Certificates for Payment (CP). It is important to note that:

a. Prerequisite: The SOV must be created and finalized before you certify your first CP. This ensures accurate tracking of costs and payments.

b. Optional Inclusion: While the SOV is typically included on CPs, there may be projects where you don't require this level of detail. You can choose to exclude the SOV in such cases.

1. Go to the Project where you want to create the PCO/CD form.
2. Click the ProjectForms tab to access the Forms tabs.
   
   
3. Find and click the SCHEDULE OF VALUES tab.
   
   
4. You will be directed to the SCHEDULE OF VALUES tab. By default, the Schedule of Values is locked by the Prime consultant or if a Certificate of Payment has already been created for the selected project. To revise or rearrange the schedule of values, click the UNLOCK link.
5. After clicking the UNLOCK link, you will be able to do the following:
   • Add Category
   • Import Schedule of Value
   • Rearrange the Order of the existing SOV
   • Specify/update Contract Price
   • Enable Cash option
   • Delete SOV
     
     
6. Once you are done updating the SOV, click the LOCK link
   
   

Certificate For Payment (CP)

The Certificate for Payment form can only be generated by the Primary Consultant (or an RForm Account Manager.) Ensure to have it issued for review before it can be certified.

1. Go to the Project where you want to create the Certificate for Payment (CP).
2. Click the ProjectForms tab to access the Forms tab.
   
   
3. Find and click the CERTIFICATES FOR PAYMENT tab.
   
   
4. Click the New Certificate for Payment button.
5. You will be directed to the Certificates for Payments page. In the 1 - Value of Work performed and Products delivered to the Place of Work section, specify the following information:
   
   

   Field	Instructions
   Reference or invoice number on progress claim	Enter the reference or invoice number on the progress claim provided by the contractor or this certificate for payment.
   Invoice Date	Click the field to enable a Calendar and set the invoice date.
   Work and Product delivered to the place of work as of what date?	Click the field to enable a Calendar and set the date when the work was performed or products delivered.
   Authorization (Optional - this will not appear on the form if left blank)	Specify the Authorization value.

   
   

6. In the Schedule of Values section, select the calculation type and specify the claim adjustment.
   
   
7. In the 2 - Lien Holdback section, % holdback is set in the Edit Project Details section. This value is automatically calculated with each CP and is cumulative.
8. In the 3 - Holdback Released section, specify the amount. If no holdback is released, leave this blank or enter zero (0).
   
   
9. In the 4 - Deficiency Holdback section, you can enter a deficiency holdback amount in this field. It is important to note that the holdback only applies to this certificate and is not carried forward.
   • Note: this value is not cumulative and must be entered with each CP.
10. In the 5 - Deposit Section, enter the deposit amount in this Certificate for Payment.
    
    
11. In the 6 - Taxes section, you can specify the taxes to be applied to this certificate.
12. In the  7 - Terms & Conditions section, you can enter the terms and conditions text in the text box below or use the default value.
    
    
13. In the 8 - Attachments section, you can drag and drop the files to attach to this new form. Usually, the original progress claim is attached.
    
    
14. Review the values and click the Save button to create the Certificate for Payment.

Forms Part 2

Supplemental Instructions (SI)

The Supplemental Instruction can only be created and issued by the architect to the Project team.

1. Go to the Project where you want to create Supplemental Instructions.
   
   
2. Click the Project Forms tab to access the Forms tab. Find and click the SUPPLEMENTAL INSTRUCTIONS tab.
   
   
3. Click the New SI Form button. 
4. You will be directed to the Supplemental Instructions page. In the Title section specify the following information:
   
   

   Field	Instructions
   Enter a title below	Enter an SI title/label.
   Reference number for this new form (Consultant)	Enter the consultant reference number.
   Reference number (Contractor)	Enter the contractor reference number.
   Priority	Click the drop-down arrow to set the SI's priority level.
   Date Required By	Click the field to enable the Calendar and define the SI's deadline.

5. In the Description section, enter the Supplemental Instruction's description. You can use the toolbar to format the description (e.g. Bold, italicized, Underlined, etc.).
   
   
6. In the Instruction From section, click the drop-down arrow to select the instruction creator.
   
   
7. In the Attachments section, Drag and Drop the files to attach or use the Browse link to manually search and select the files.
8. In the Terms & Conditions section, enter the Supplemental Instruction's terms and conditions or paste a template from your company. You can use the toolbar to format the description (e.g. Bold, italicized, Underlined, etc.). Terms and Conditions are defaulted from the Edit Project Details that are established at the start of the project.
   
   
9. Review the Supplemental Instructions' details and click the Save button to continue.
10. A Supplemental Instructions draft will be generated. If you are ready to share the form with your team, click the Issue button.
    
    
11. The Issue SI - <No.>window will appear, specify the following:
    
    
    • Contact(s)
    • Notify team members - Regardless of the specific form type, all team members included in the Notification list will receive an email alert. This email will include a convenient link that when clicked, will open the corresponding form in RForm.
    • Enter a comment on the notification
12. Click Save.

Request for Information (RFI)

The Request for Information form is generally issued by the contractor to the primary consultant. It is important to note that the primary consultant and RForm Account Managers can close an RFI if needed.

1. Go to the Project where you want to create a Request For Information.
   
   
2. Click the Project Forms tab to access the Forms tab. Find and click the REQUEST FOR INFORMATION tab.
   
   
3. Click the New RFI Form button.
4. You will be directed to the Request For Information page. In the Title section specify the following information:
   
   

   Field	Instructions
   Enter a title below	Enter an RFI title/label.
   Reference number for this new form (Consultant)	Enter the consultant reference number.
   Reference number (Contractor)	Enter the contractor reference number.
   Priority	Click the drop-down arrow to set the RFI's priority level.
   Date Required By	Click the field to enable the Calendar and define the RFI's deadline.

5. In the Description section, enter the Request for Information's description. You can use the toolbar to format the description (e.g. Bold, italicized, Underlined, etc.).
   
   
   
6. In the Attachments section, Drag and Drop the files to attach or use the Browse link to manually search and select the files.
   
   
7. In the Terms & Conditions section, enter the Request for Information's terms and conditions or paste a template from your company. You can use the toolbar to format the description (e.g. Bold, italicized, Underlined, etc.).
   
   
8. Review the Request for Information's details and click the Save button to continue.
9. A Request for Information draft will be generated. If you are ready to share the form with your team, click the Issue button.
   
   
10. The Issue RFI - <No.>window will appear, specify the following:
    
    
    • Contact(s)
    • Notify team members
    • Enter a comment on the notification
11. Click Save.