Mn/DOT Contract Amendment/Change Request
Process of Requesting a Mn/DOT – Consultant Amendment
The attached letter must written and signed for any of the cases listed below and
submitted to the Research Services Section’s Financial Services Manager (address
noted on letter)
For items 1-3:
Official Contract Amendments will be executed upon receipt of a signed letter.
1) Time Extension – When the expiration date of the contracts needs to be
extended. Please budget time realistically and use this option sparingly. Time
extensions affect future funding availability for new projects.
2) Total Contract Dollar Amount Change – If the total amount of dollars for the
contract is increasing or decreasing an amendment is needed.
3) Change of Scope – If the scope of the contract is changing significantly from the
original contract an amendment is needed.
For items 4-7:
An official Contract Amendment will NOT be executed. However, an Amendment
Request Form is still required to be completed and returned. This signed Amendment
Request will serve as a ‘Letter to the File’.
4) Key Personnel Changes – ie. Principal Investigator
5) Date Changes - Due dates/Deliverable dates change, but the changes will not
affect the expiration date of the Contract.
6) Lump Sum Contract (Paid at the completion of each task)- If it is a Lump
Sum Contract, and the breakdown of costs are being adjusted, but the actual
Lump Sum amounts are staying the same.
7) Cost Plus/Hourly Rate/Unit Rate Contract - If it is a Cost Plus/Hourly Rate/Unit
Rate Contract, and there are MINOR adjustments between labor and expenses,
but the bottom line, Total Contract Amount, remains the same.
Please Note:
 Contract Change requests are due 6 weeks before the contract expires.
 Use attached template addressed to the Financial Services Manager,
Research Services Section, with a copy to the Project Coordinator (PC),
Technical Liaison (TL)
 The letter must be signed by authorized designee from the University or firm.
 If the request is approved, Mn/DOT will generate an amendment to the work
order contract in cases 1-3 or in cases 4 & 5 above will return signed copy of
attached letter of approval.
 Remove all directions in red prior to submission.
H:\Official\Administration\FORMS\Project Management\Amendments\Other University and Consultant
Amendment Documents\Other University and Consultant Amendment Request Template.doc
(THIS LETTER IS PREPARED BY THE PRINCIPAL INVESTIGATOR (PI) FOR THE
PROJECT AND ADDRESSED TO THE DIRECTOR OF MN/DOT’S RESEARCH
SERVICES SECTION. PLEASE SEND COPY THE ADMINISTRATIVE LIASION ALSO.
DELETE ALL INSTRUCTIONS IN RED PRIOR TO BEGINNING SIGNATURE PROCESS.)
Date
Debbie Sinclair
Acting Financial Services Manager
Research Services Section
Minnesota Department of Transportation
395 John Ireland Blvd., M.S. 330
St. Paul, MN 55155-1899
debbie.sinclair@state.mn.us
RE: Project Title
Contract Number: ______________
Work Order Number: _______________
Dear Ms. Sinclair,
Please consider my request for a change to the contract work order referenced above. Detailed
information related to this request is as follows:
Please check all boxes that apply for this request. Add text for each box that you have
checked. Please submit this at least 6 weeks prior to the contract expiration date. Refer to
the current signed contract when completing this request.
1. TIME EXTENSION
Original end date: __________________________
Requested end date:__ ________________________
(Reminder: add 4 months to the end date for final report publishing)
Project schedule amended as follows (include all tasks even if completed with any revised task begin
and end dates):
Justification for schedule change and/or reason the project could not be completed by
original end date:
________________________________________________________________________
________________________________________________________________________
2. TOTAL CONTRACT DOLLAR AMOUNT CHANGE (increase or decrease) Specify
how the scope has changed and detail additional Tasks along with a Revised Budget and
Revised Budget by Task in the same format as in Attachment B of the original contract.)
________________________________________________________________________
________________________________________________________________________
H:\Official\Administration\FORMS\Project Management\Amendments\Other University and Consultant
Amendment Documents\Other University and Consultant Amendment Request Template.doc
3. CHANGE OF SCOPE (no budget change) Specify what section of the work plan will be
amended, the scope or contract language change you are requesting, and what effect it has on the
project schedule.
________________________________________________________________________
________________________________________________________________________
4. OTHER: e.g. Principal Investigator Change, Contract Termination
________________________________________________________________________
________________________________________________________________________
5. REBUDGET ONLY. – Total contract value will remain as originally stated. (Specify
what part of the budget will be changing and why along with a Revised Budget and Revised
Budget by Task if needed in the same format as in Attachment B of the original contract.)
________________________________________________________________________
________________________________________________________________________
Thank you for your consideration of this request.
Sincerely,
Your Name
Principal Investigator
Authorized Representative
University or Firm
cc. Technical Liaison, Mn/DOT
Project Coordinator, Mn/DOT
The request outlined above is hereby approved.
____________________________________________________
Director, Research Services Section
Date
H:\Official\Administration\FORMS\Project Management\Amendments\Other University and Consultant
Amendment Documents\Other University and Consultant Amendment Request Template.doc