Los Angeles Unified School District
FACILITIES SERVICES DIVISION
14.17 CHANGE ORDER PROCEDURES
1.0 Purpose
The purpose of a Change Order is to communicate and record changes to the Contract Documents,
Contract Amount, Milestones and/or Contract Time.
This procedure outlines actions required for the preparation and processing of Change Orders, Requests
for Proposals (RFPs) and Change Order Proposals (COPs) in accordance with the Contract Documents
and approved policies.
NOTE: In the event these procedures conflict with the project specific contract documents, the provisions
of the contract documents shall govern.
A Change Order is a District Contract document. For comparison, a related document, the Construction
Change Document, is a Division of State Architect document and is explained in Procedure 14.17.1
Construction Change Documents.
This Change Order procedure is applicable to advertised bid construction contracts, EC 17250 design-build
agreements and EC 17406 development agreements. Change Order procedure for Job Order Contract
(JOC) work orders are addressed in Procedure 8.8 Job Order Contracting (JOC).
2.0 Terms and Definitions
Architect or Engineer of Record (AOR)
Architect or Engineer of Record (henceforth referred to as AOR) is the Division of the State Architect
(DSA) recognized licensed Design Professional in General Responsible Charge. The AOR is
responsible for preparing any Change Order Scope of Work technical drawings and specifications
defining technical changes to the original Contract Documents (CCD’s) and affixing their signature and
seal/stamp to the document(s) they prepare.
The AOR is also responsible for preparing and processing Construction Change Documents (CCD’s)
for expedited review and approval by DSA.
Change Order (CO)
A written instrument that authorizes additions, deletions and/or revisions in the Contract Work, Contract
Amount, Contract Milestones or Contract Time as originally defined by the Contract Documents.
Change Order Proposal (COP)
A written instrument, prepared and submitted by CONTRACTOR setting forth proposed adjustments to
the Contract Work, Amount, Milestones, Time, in response to a directed and/or proposed addition,
deletion or revision in Work scope or project conditions as perceived by CONTRACTOR.
Construction Change – Changes to the approved construction documents after a contract for the work
has been awarded.
Construction Change Documents (CCD) – The documentation of DSA-approved construction
changes.
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Construction Directive (CD)
A written directive issued by OAR directing CONTRACTOR to proceed regarding an issue of dispute,
or requiring CONTRACTOR to take a specified action regarding the Work, Project and/or Contract. A
Construction Directive may, but not always will, result in an addition, deletion, and/or revision in the
Work, and may contain a proposed basis for adjustments to, if any, the Contract Amount, Milestones
and/or Contract Time.
(Owner) Fair Cost Estimate (FCE)
The probable cost of the Work independently determined by quantifying the amount of labor, materials
and equipment required to perform the work and applying unit costs to arrive at a value for the Change
Order Work. The Fair Cost Estimate can serve as the basis for cost for negotiations and issuing of an
expedited Change Order.
General Conditions (GC)
All references to General Conditions or GC shall refer to Contract Documents Section 00700 – General
Conditions, Revision 2/8/2010. If a prior version of the Contract Documents is applicable to the project,
then all references shall be to comparable provisions.
Request for Clarification (RFC)
A written instrument issued by CONTRACTOR and issued to ARCHITECT and OAR requesting
clarification or interpretation of the intent of the Contract Documents (General Conditions Article 9.4.2).
An RFC response only clarifies the intent of the Contract Documents and does not authorize changes
in the Contract Amount, Milestones and/or Contract Time.
Request for Proposal (RFP)
A written instrument issued by OAR directing CONTRACTOR to submit a COP the technical solution
prepared by the Architect (Scope of Work) detailing proposed changes to the Contract Amount,
Milestones and/or Contract Time.
3.0 Policies
Advertised Bid Contents
The Owner Authorized Representative (OAR) is responsible for complying with the following policies in
accordance with Section 20118.4 of the Public Contract Code. California law prohibits splitting or
separating any Change Order work into smaller work orders for the purpose of evading these limitations.

For new construction Work, individual Change Orders may not exceed ten percent (10%) of the
original contract price without securing additional bids.

For demolition, reconstruction or rehabilitation Work of existing structures, individual
Change Orders that exceed ten percent (10%), but do not exceed twenty-five percent (25%) of the
original price may be performed by the Contractor without any need to secure additional bids, so
long as the change is a necessary and integral part of the Work under the contract and the taking
of bids would delay completion of the Project. Documentation must be provided on the Justification
for Modification (Exhibit E) form and included in the Change Order package submittal to support
these criteria.
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Note: These limitations to the value of Change Orders do not apply to contracts awarded under Education
Code Sections 17406 (Lease/Leaseback) and 17250 (Design/Build).
The OAR is also responsible for complying with the following policies when administering the change order
process.

All change order Work must be completed prior to Substantial Completion.

An administrative Change Order for compensation for time or cost only may be issued
subsequent to Substantial Completion.

Administration of Change Order Work shall follow the prescribed contract provisions and mandated
timelines.

If the General Conditions in the Contract Documents are silent in the areas referenced in this
Procedure, OAR will enforce this standard when preparing a CD or a Change Order.
4.0 Request for Proposals (RFP)
A Request for Proposal (Exhibit L), prepared by OAR, may be issued to CONTRACTOR in the event of
an End User-initiated change in the Scope of Work, a design error, unforeseen conditions or any other
modification that alters the Contract Documents Scope of Work. (General Conditions Article 10.3)
OAR may direct the AOR to prepare the RFP Scope of Work; however, OAR is responsible for preparing,
authorizing and issuing the RFP. All technical solutions in the RFP Scope of Work must be provided by the
AOR and have their stamp and signature upon all drawings, sketches, and/or any other documentation they
provide for the RFP. When the RFP is complete:
A. OAR transmits the RFP to CONTRACTOR with copies to AOR and Inspector of Record (IOR).
B. CONTRACTOR must respond to the RFP with a Change Order Proposal (COP) within ten (10) calendar
days unless otherwise specified in the RFP. When necessary to the continued progress of the Work,
OAR may ask for a response in less than ten (10) calendar days.
An RFP should not be issued until verification that adequate funding, based upon a Rough Order of
Magnitude (ROM) estimate, is available for the proposed change.
In lieu of a RFP, a CD may be issued to include a directive to CONTRACTOR to provide a COP.
5.0 Construction Directives (CD)
A Construction Directive (Exhibit N) prepared by OAR is issued to CONTRACTOR to advance the Work
to avoid a delay in the Project schedule. A CD is primarily issued when agreement of proposed additions,
deletions or modifications of Contract documents cannot be reached and Work is now critical. A CD may
also be issued to enforce Work in the Contract documents when:

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There are questions as to the intent of the Contract documents
Work is critical and delaying Work would impede progress and result in delay
Work is required to complete Work previously scheduled
Completion of Work would be less costly if completed now
A. CONTRACTOR shall submit a Change Order Proposal within ten (10) days of the date CD is issued
(General Conditions Article 10.6). At all times, CONTRACTOR shall continue to perform the Work in
accordance with the Construction Schedule and/or as otherwise directed in writing by a CD.
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B. CONTRACTOR shall proceed with the Work even if CONTRACTOR contends OWNER, and/or anyone
OWNER is legally responsible for, has materially and/or otherwise breached the Contract; and even if
there exists a dispute, disagreement, or a proceeding and/or Claim is pending (General Conditions
Article 6.50).
C. Prior to issuance of a CD that will affect cost, the OAR must:
 Estimate the cost of the Work described in the CD
 Ensure that CD authorized amounts do not exceed established limitations for changes in the work
set by the Public Contract Code (for applicable types of Contract)
D. The CD must specify pricing for the cost of the work using one of the following three methods:
 Lump Sum
 Unit Price
 Time and Material
E. The CD must reflect a “Not to Exceed” amount for ALL methods of pricing.
F. CD Authorization Thresholds
 The OAR may issue a CD up to a $25,000 “Not to Exceed” amount.
 Sr. Project Manager or Construction Manager approval is required for any CD work exceeding
$25,000.
 Regional Construction Director approval is required for any CD work exceeding $50,000.
 Deputy Director of Facilities Project Execution approval is required for any CD work exceeding
$100,000.
 Director of Facilities Project Execution approval is required for any CD work exceeding $500,000.
G. A RFP may be used to request pricing for Work associated with a CD.
6.0 End User-Initiated Scope Changes
An End User-Initiated scope change is defined as a specific addition or deletion to the original Contract
Scope of Work requested by persons other than CONTRACTOR or OAR, i.e., an end user such as a School
Principal or Local District Administrator, etc. End User-Initiated scope changes do not include changes
which are the result of unforeseen conditions or discrepancies in the Contract Documents (Specifications
or Drawings). The procedure for preparing End User-Initiated scope changes is:

OAR initially assesses the effect of the requested scope change to the Project based upon an
estimated impact to Contract Amount and/or Time and forwards to senior management for review
and approval to proceed. If approved by senior management, OAR prepares the required
documents, i.e., design documents (if required), cost estimate, schedule impact analysis, etc., and
issues an RFP or a CD to CONTRACTOR requesting a COP.
Work related to the scope change shall not commence, nor shall the OAR process a Change Order,
until the following has been completed:
A. OAR completes the End User-Initiated Scope Change Request Form (Exhibit F) with a detailed
description and justification of the scope change and any impact of the proposed Contract Adjustment
to Contract Amount and Contract Time.
1. The amount of the proposed cost for the change should include any Architect/Engineering fees for
preparing additional drawings or other required documents, any increased Inspection or testing
fees, and any other soft costs which may increase the cost of the Contract and/or Project.
2. Attach copies of the proposed RFP (if applicable), proposed CD (if applicable), CCD’s (if
applicable), COP, and independent estimates to substantiate proposed cost adjustments.
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B. The completed form with supporting documentation and requestor’s signatures is forwarded to Senior
Project Manager or Construction Manager, and Regional Construction Director for review and approval.
Final approval requires the signature of the Deputy Director of Facilities Project Execution.
C. Upon obtaining final approval of the End User-Initiated Scope Change Request Form, OAR proceeds
to issue an RFP or CD to CONTRACTOR for the approved change-related Work.
D. OAR includes the End User-Initiated Scope Change Request Form with the Change Order.
E. If OAR determines the change in Scope of Work justifies additional payment to AOR for extra services,
then OAR negotiates the scope of any extra services with AOR, coordinates with Design Management
to determine and negotiate the cost of any extra services with AOR and forecasts these anticipated
costs into the Project budget accordingly.
7.0 Change Order Proposals (COP)
Whenever CONTRACTOR receives and responds to an RFP, is directed by a Construction Directive, or
believes a change in the Work has occurred that establishes a basis for an adjustment, CONTRACTOR
shall complete and submit a Change Order Proposal (Exhibit M) to OAR for proposed adjustments to the
Contract Amount, Milestones and/or Contract Time (General Conditions Articles 10.3, 10.6 and 9.6,
respectively). A Change Order Proposal shall include all estimates, breakdowns, costs, data and/or
information required in order to validate a proposed adjustment in the Contract Amount, Milestones and/or
Contract Time (General Conditions Article 10.7).
Cost of the Work
Most Change Orders result in negotiations between OAR and CONTRACTOR – generally over the value
of the labor, equipment and materials needed to perform the Scope of Work. CONTRACTOR is required
to submit all COPs on the most current version of the OWNER-provided forms found at
www.laschools.org/contractor/cc/contractor-provided-forms (General Conditions Article 10.13). This form
quantifies and documents the quantities and costs of labor and materials used or anticipated to be used to
perform the Work. Detailed instructions for completing the form are incorporated into the form. The “COP
- Summary” and “Change Order Proposal Detail Sheet” portions/tabs of the form are to be completed and
submitted with every COP for the Prime Contractor/GC and each Subcontractor, regardless of tier/level.
The value of any Work covered by a COP or Change Order may alternatively be determined by using:

Unit prices as sometimes contained within the Contract Documents, with their use subject to
provisions of the Contract regarding costs not allowed in the Cost of the Work (General Conditions
Articles 11.5 through 11.10).

Time and Material (T&M) work records, subject to provisions of Contract (General Conditions Article
11.11), which requires CONTRACTOR to maintain records in accordance with generally accepted
accounting practices and submit an itemized cost breakdown to OAR according to the process as
outlined in the following. (Note: OAR should direct Time and Material Work only when it is not
possible to estimate with any accuracy the extent, scope or duration of the Work or for Work which
can be completed in less than 10 days.)
Should T&M work be directed, CONTRACTOR shall submit a Daily Time and Material Record
(Exhibit O) to OAR at the end of each workday. This documentation shall include:
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location of the affected portion of the Work for authorized Change Order Work
employee names, hours worked and wage classifications applicable to the CO Work
quantities and descriptions of all materials and supplies used or applied to the CO Work
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All applicable delivery tickets
equipment size, type, identification number and hours used to perform the CO Work
An attempt will be made each day to reconcile any discrepancies between OAR and
CONTRACTOR observations regarding Work reported in the Daily Time and Material Record for
that day. In the event of disagreement, CONTRACTOR and OAR shall enter pertinent notes to
explain points which cannot be resolved immediately. OAR and CONTRACTOR shall sign the
Daily Time and Material Record and OAR will provide IOR with a copy.
CONTRACTOR and OAR shall retain signed copies of the Daily Time and Material Record. Copies
of the applicable Daily Time and Material Records shall be submitted with all COPs prepared and
submitted after the Work is complete or with all CO Pay Applications. Daily Time and Material
Records of Subcontractors or others can only be submitted through the Contractor.
OAR is responsible for ensuring that daily records are maintained for all T&M related costs do not
exceed the authorized T&M Change Order amount and overall, original contract limitations.
When there is ongoing T&M Change Order work, and when that work continues beyond the end of the
month, OAR shall reconcile and issue monthly T&M Change Orders to facilitate the progress payments for
Work performed that month. Regardless of the means used to establish the value of the Work, the value
must be documented on the Change Order Proposal form and submitted.
Owner Fair Cost Estimate (FCE)
OAR obtains or prepares an Owner Fair Cost Estimate (Exhibit G) or analysis upon issuance of an RFP
or CD to the Contractor or upon receipt of a COP for which a RFP or CD was not issued.

OAR prepares a separate, independent estimate of the cost and time impact of the proposed
Change Order work prior to receipt of the COP, It is recommended, but not required, that if COP
costs are anticipated to exceed $25,000, that an estimate be completed by a Project Estimator or
the Estimating Unit.

Change Orders anticipated to exceed $500,000 require an audit as per the General Conditions.
No more than 80% of the Owner Estimate may be paid to the contractor prior to completion of the
audit. Procurement must be notified prior to completion of the negotiations and processing of the
Change Order so that an audit may be requested from the Office of the Inspector General.
COP Submittal
CONTRACTOR is required to submit all COPs on the most current version of the OWNER-provided forms
found at www.laschools.org/contractor/cc/contractor-provided-forms (General Conditions Article 10.13).
Any COP submitted must, regardless of Contract Version, include all documentation needed to support any
addition, deletion or revision in the Work including:

Breakdown of costs to validate a proposed adjustment in the Contract Amount.

CONTRACTOR use of the District’s “Fully Burdened Labor Rate Table” as the basis for labor costs
of proposed work and applicable at the time Work is performed. If Contractor can demonstrate,
through submission of the last three (3) months of certified payroll on the form provided in 01020
Project forms, that a higher wage rate is being paid, then a higher labor rate may be approved by
the Senior Project Manager or Construction Manager.

Detailed schedule analysis demonstrating impact on the project critical path to substantiate
requests for Contract Time extensions or Milestone changes (General Conditions Article 10.16).
Fragnet schedules illustrating delays shall be provided as defined in Specification Section 01360
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Scheduling. Some projects, due to size and/or scope, will not require schedules and the contract
will not contain Specification Section 01360. In that case, no schedule analysis is necessary.

CCD’s, along with revised or marked-up drawings, specifications, or sketches (as required) to
document assumptions CONTRACTOR made in preparing the COP. For DSA Projects,
CONTRACTOR must include drawings, sketches, revised specifications and supporting
documents that have been prepared and stamped by AOR and submitted to DSA.
OAR may transmit the COP to AOR for review of the labor, material and equipment costs and proposed
adjustments to the Milestones and/or Contract Time. AOR may render a recommendation to OAR;
however, OAR’s decision is final for purposes of proceeding with the Work.
Negotiation Meetings
The value of any Work covered by a Change Order shall typically be a mutually agreed upon lump sum
based upon the Cost of the Work plus CONTRACTOR fee for overhead and profit as established in the
Change Order Proposal (General Conditions Articles 11.4 through 11.10).
OAR and CONTRACTOR shall meet to review and negotiate, as required, the COP’s proposed adjustments
to the labor, material, and equipment costs (Contract Amount), Milestones and/or Contract Time. OAR is
responsible for negotiating all Change Order adjustments to Contract Amount, Milestones and/or Contract
Time.
A. Prior to the review meeting, OAR shall study all pertinent documents relative to the change. For a
listing of suggested documents to review, see FSD Policies and Procedures Section 14.18 Claims and
Mandatory Dispute Resolution, Exhibit A, Specific Criteria for Approval or Rejection of Claims.
B. Participation of another member of the District Project team along with OAR during any CONTRACTOR
negotiations is strongly recommended for purposes of comparing/taking notes and avoiding
misunderstandings and/or confusion.
C. OAR shall document key discussion points of the negotiation in the Record of Negotiation (Exhibit D)
and make note of all changes in CONTRACTOR proposal and/or OAR analysis/estimate.
If an agreement cannot be reached during the negotiations, and proceeding with the change is critical to
advancing the progress of the Work, OAR should issue a CD to avoid a delay in the Project.
8.0 Change Order (CO) Preparation
Once an agreement on any proposed adjustments is reached, OAR shall immediately prepare or direct
preparation of a Justification for Contract Modification (Exhibit E) concurrently with a Change Order
(Exhibit B). OAR shall transmit the Change Order to CONTRACTOR for mutual execution by the date
specified. OAR is responsible for adherence to the following procedure for the preparation and processing
of all Change Orders.
Negotiated “Lump Sum” Change Order
A. OAR prepares the Change Order package within seven (7) days from the date agreement with
CONTRACTOR is reached using the most current version of the “CCD and Change Order Workbook”
available on the FSD Policies and Procedures website at www.laschools.org/file-storage. The direct
document address is: http://www.laschools.org/file-storage/file?file_id=289235997.
B. OAR reviews and complies with Change Order Policy authorized thresholds.
C. OAR ensures that the “Description of Work” section of the Change Order form fully describes the scope
of the change Work.
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The AOR/EOR is required to determine whether the change involves Structural, Fire/Life Safety,
Access Compliance (Form DSA-140) or “None” (Form DSA-141).
Note: the most current version of the “CCD and Change Order Workbook” has discrete areas for
the “CCD Description of Construction Change” and the “Change Order Description of Work.” This
allows for preparation of a single CO referencing several new CCD’s of similar category and
discipline. The new workbook also allow for preparation of a single CCD referencing several legacy
CO’s for submittal to DSA.
D. OAR obtains the required signatures.
E. OAR is responsible for managing the Contract budget as part of managing the overall Project budget.
If actual and anticipated costs reduce the budget available for Change Order work, a Budget
Modification Request form appropriate to your work unit must be prepared and submitted to Program
Controls for processing.
F. OAR submits a request to FPPS to pre-encumber the amount of the Change Order and attaches
documentation of the pre-encumbrance record (a copy of the encumbrance/payment request form with
section 3 completed by the BPAT) to the Change Order Package prior to submittal for processing. A
Change Order will NOT be processed by Procurement without funding verification attached.
Expedited Change Order
A. If agreement in whole or part has not been reached within 30 days from receipt of the COP (or 45 days
from issuing a CD), OAR may issue an expedited Change Order based upon the Owner Fair Cost
Estimate and/or independently developed schedule fragnet. This may be necessary to promote a
positive cash flow for CONTRACTOR and subcontractors.
1. CONTRACTOR may identify any additional amount of cost or time CONTRACTOR considers due
for the change work directly on the Change Order form and may initiate resolution of the disputed
items in accordance with General Conditions Article 16, Mandatory Dispute and Claim Resolution.
B. CONTRACTOR must execute ALL Change Orders within 10 days of receipt of a Change Order
document for signature. If CONTRACTOR fails to execute a Change Order, OAR reserves the right to
process the Change Order without CONTRACTOR’s signature (General Conditions Article 10.20).
Change Order Package Contents
A. OAR is to prepare two (2) ORIGINAL Change Order Packages consisting of the following documents:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
Change Order Checklist (use for guidance on package documents only)
Copy of EPRF document with section 3 completed by BPAT
Change Order (with signatory page)
Copy of DSA-approved CCD-Type A (Form DSA-140), or CCD Type B not requiring DSA Approval
(Form DSA-141) (if any)
Attachments to the CCD: Revised drawings or specifications of change work with signature(s) and
stamp(s) of AOR and licensed design professional that prepared the drawings/sketches/changes
as applicable. AOR shall also be responsible stamping documents prepared by others, i.e.,
CONTRACTOR, subcontractor, OAR, etc.
Construction Directive (CD) (if any)
Justification of Contract Modification form
Approved End User-Initiated Scope Change Request form (if any)
Record of Negotiation form
Change Order Proposal (COP) (if any)
Owner Fair Cost Estimate
Schedule Fragnet (if Contract Time is changed and if project size/scope is applicable)
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B. Refer to Change Order Checklist (Exhibit C) for the complete listing of documentation required to be a
complete Change Order Package.
9.0 Change Order Form Signatory Requirements
The following signatures are required on Change Orders prior to submittal to COPU for processing and
approval.
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Architect/Engineer in General Responsible Charge (AOR). While it is desired to have the AOR
signature upon submittal to COPU, the signature is not required for payment of a Change Order
with a stamped “Approved” date.
Owner’s Authorized Representative (OAR)
Senior Management (as specified below)
CONTRACTOR signature, while desired, is not required for approval of a Change Order. Per
General Conditions, CONTRACTOR is required to perform all Change Order Work.
Notwithstanding Change Order internal policy authorization requirements below, Change Orders are
primarily subject to Public Contract Code section 20118.4 requirements presented in Section 3.0 Policies
of this procedure document.
A. Construction, Repair, and Modernization, Projects (New and Existing)
1. The OAR may authorize Change Orders which individually do not exceed the lower of 5% of the
original contract price or $50,000. A Senior Project Manager or Construction Manager must also
sign all Change Orders.
2. The Regional Construction Director must authorize Change Orders which individually do not
exceed the lower of 10% of the original contract price or $100,000. Individual Change Orders for
new construction Work may not exceed 10% of the original contract price.
3. The Deputy Director of Facilities Project Execution must authorize Change Orders which
individually do not exceed the lower of 15% of the original contract price or $500,000.
4. The Director of Facilities Project Execution AND the Director of Procurement must authorize
Change Orders which individually exceed the lower of 15% of the original contract price or
$500,000. Individual Change Orders for demolition, reconstruction or rehabilitation Work of existing
structures may not exceed 25% of the original contract price.
B. Maintenance and Operations Projects
1. The Deputy Director of Facilities Maintenance & Operations must authorize Change Orders which
individually do not exceed the lower of 15% of the original contract price or $500,000.
2. The Director of Facilities Maintenance & Operations AND the Director of Procurement must
authorize Change Orders which individually exceed the lower of 15% of the original contract price
or $500,000. Individual Change Orders for demolition, reconstruction or rehabilitation Work of
existing structures may not exceed 25% of the original contract price.
10.0 Change Order Package Submittal
Change Order packages are prepared by the OAR and/or project support staff. Change Order packages
are submitted to the Change Order Processing Unit. A Transmittal form must be attached indicating the
work location (address), phone number and fax number of the OAR for subsequent distribution of the
approved Change Order.
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For all Projects: Submit two (2) ORIGINAL “wet signature” Change Order packages. To prepare the
packages defined above for submittal, the following procedure is recommended:
A. OAR shall generate and obtain CONTRACTOR signature on two (2) ORIGINAL “wet signature” CO
forms.
B. OAR shall obtain AOR signature on both originals signed by CONTRACTOR.
C. OAR shall make one (1) copy of one of the signed Change Orders packages and scan it.
D. OAR shall submit two (2) ORIGINAL “wet signature” Change Order packages to COPU.
E. OAR shall file the copy of the Change Order package in the project file. When the front page of the
Change Order is stamped approved by the Board, a copy of this document shall be added to project
file copy.
F. OAR shall prepare an online Encumbrance/Payment Request Form (EPRF) and submit to Facilities
Procurement and Payment Services (FPPS) for pre-encumbrance of the Change Order amount. FPPS
records the pre-encumbrance transaction and completes the EPRF FPPS Section 3 at the bottom of
the form. The completed EPRF form is returned to the OAR to include with the Change Order package.
The completed EPRF document is proof of that funds are available for the Change Order. COPU will
not process the Change Order without proof of available funds.
Change Order packages are submitted to Procurement as follows:
Change Order Processing Unit (COPU)
Procurement Services Division
333 South Beaudry Ave, 22nd Floor
Los Angeles, CA 90071
COPU will verify that Change Orders contain appropriate contract and project information and post Change
Order information to the Facilities Change Order tracking system.
11.0 Change Order Approval and Payment Process
A. Change Orders submitted for approval are itemized on a Change Order Memo prepared by the Change
Order Processing Unit and are forwarded to:
1. The Director of Facilities Project Execution or the Director of Maintenance and Operations for
signature and recommendation for approval.
2. Subsequently to the Director of Procurement for final signature approval (per Board of Education
delegated authority).
3. Once the Change Order Memo is approved, COPU stamps and dates the original Change Order
document “Approved”.
The Change Order “Approved” date, in this case, is the date the Change Order Memo is
approved and signed by the Director of Procurement.
4. The approved Change Order Memo is subsequently included in the Facilities Contracts Board
Report for ratification of the approval at the next scheduled LAUSD Board of Education meeting.
Demolition/Renovation/Remediation Change Orders (excluding Change Orders to 17406 and
17250 contracts) that individually exceed 15%, but less than 25% of the original Contract Amount
must be approved by a 75% majority vote of the Board.
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B. Change Orders may also be submitted directly to the Board of Education for approval. Once Board
approval is confirmed by Board Secretariat, COPU stamps and dates the original Change Order
document “Approved”.
C. A Change Order with a stamped “Approved” date is billable and CONTRACTOR may submit it for
payment once the Work is completed for their next Application for Payment. While the Change Order,
signatory page and the remainder of the package is necessary for the Board approval process, once
the Change Order is approved by the Board of Education only the first page of the Change Order
document with the stamped “Approved” date is required documentation for the Application for
Payment.
D. COPU posts the Change Order “Approved” date in the PIC tracking system which can be viewed online
at www.laschools.org by Contractors logging into the FSD Labor Compliance Online Certified Payroll
System and accessing the Contractor Change Order Access Module.
12.0 Distribution of Change Orders
COPU is responsible for distribution of “Board Approved” stamped documents as follows:
COPU
(Retain in “official” Contracts File)
OAR
(1) “wet signature” Change Order package
(1) “wet signature” Change Order package
The OAR distributes and/or makes copies of the “Board Approved” stamped Change Order packages and
distributes as follows:
Contractor
Inspector of Record (IOR)
Architect/
Licensed Design Professional
Project File
Other Project staff
(Sr. Project Manager, Construction Manager,
Regional Construction Director, Accounting
Tech/Cost Analyst as required)
(1) “wet signature” Change Order package
(1) scanned/electronic copy of Change Order package
(1) scanned/electronic copy of Change Order package
(1) copy of Change Order package
(1) scanned/electronic copy of Change Order package as
required
Notification to Contractor
OAR is responsible for providing CONTRACTOR with an original “wet signature” copy of the Change Order
with a stamped “Approved” date.
14.0 Change Order Tracking
It is the responsibility of OAR to have all required information regarding all change documents, including
CONTRACTOR COP’s and Change Orders input into Contract Management (Expedition) or other Divisionapproved tracking system within two (2) working days of their initiation. In addition, RFP’s and CD’s must
be created and issued out of Contract Management. Information to be input shall, as a minimum, include
the following:




Dates RFP or CD is issued and other action dates required by the Change Management data entry
screens or Change Order log
Description of Change; Change Order number, CCD Number
Date COP received from CONTRACTOR
Dates CO sent to/received from COPU
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



CO status (e.g., new, pending, approved, void)
Type of Change (e.g. errors and omissions, unforeseen condition, scope change)
Projected/Approved changes to the Contract Amount, Milestones and/or Contract Time
Cost or Schedule impact estimates prepared by the OAR
For detailed procedures regarding electronically logging Change Orders, please refer to the
operations/procedures manual for the system specified for use by your work unit.
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APPENDIX
The following exhibits are samples for demonstration only. Please refer to contract forms or download the
latest form revision from www.laschools.org.
CCD CO 14.17 PEX & MO Workbook Template 12-14-2012
Utilize these documents to create a Change Order:
Exhibit A – CCD and CO Data Sheet (2 pages)
Exhibit B – Change Order Form (2 pages)
Exhibit C – Change Order Checklist
Exhibit D – Record of Negotiation
Exhibit E– Justification for Contract Modification
Exhibit F – End-User Initiated Scope Change Request
Exhibit G – Fair Cost Estimate Form
Utilize these documents to create a Construction Change Document (please see Procedure
14.17.1):
Exhibit A – CCD and CO Data Sheet from above (2 pages)
Exhibit H – Form DSA-140 (CCD Category A)
Exhibit I – Form DSA-141 (CCD Category B)
Exhibit J – DSA Transmittal Form
Other Change Order – Related Forms
Exhibit K – Request for Clarification
Exhibit L – Request for Proposal
Exhibit M – Change Order Proposal
Exhibit N – Change Directive
Exhibit O – Daily Time & Material Record
FSD Policies and Procedures Section 14.18 Claims and Mandatory Dispute Resolution
Exhibit A – Specific Criteria for Approval or Rejection of Claims
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Exhibit A: CCD and CD Data Sheet (2 pages)
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Exhibit B: Change Order Form (2 pages)
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Exhibit C: Change Order Checklist
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Exhibit D: Record of Negotiation
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Exhibit E: Justification for Contract Modification
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Exhibit F: End-User Initiated Scope Change Request
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Exhibit G: Fair Cost Estimate Form
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Exhibit H – Form DSA-140 (CCD Category A)
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Exhibit I – Form DSA-141 (CCD Category B)
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Exhibit J – DSA Transmittal Form
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Exhibit K – Request for Clarification
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Exhibit L – Request for Proposal
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Exhibit M – Change Order Proposal
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Exhibit N – Change Directive
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Exhibit O – Daily Time & Material Record
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FSD Policies and Procedures Section 14.18 Claims and
Mandatory Dispute Resolution
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