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(Owner) Training Script Module 3 - Contracts
(Owner) Training Script Module 3 - Contracts

Contract creation portion of simulated training project

Marissa Knutson avatar
Written by Marissa Knutson
Updated over a week ago

🚨 Module 3 will be using Project B. Make sure you are in Project B for the following steps. 🚨

Creating Contracts from Bid Package Responses

We will now create contracts for the vendors you have selected from the bid packages we went over in Module 2.

A. Execute a Contract for Legends Design Group

💡 DID YOU KNOW? Within INGENIOUS.BUILD you can create a contract directly from a bid package response, which carries over all the previously entered information to help you save time!

  1. Go to Project Settings

  2. Go to the Financial Approval Workflows tab to turn off client approval.

    1. Click Edit

    2. Select Disabled for all items

    3. Click Save

  3. Go to Bid Packages

  4. Open Architectural Services Bid Package

  5. Navigate to Legends Design Group's bid card

  6. Click Proceed to Contract

  7. Select Proceed to Contract and Notify

  8. Select Upload Executed Contract and click Next

  9. Notice you are now in the Contracts page of your project and not Bid Packages

  10. Review the information on the Contract Details tab that has pulled over from the bid package response:

    1. Contract Name: Architectural Services

    2. Total Contract Value: $192,500 (note this is editable if necessary)

    3. Quoted Items Value: $192,500

    4. Initiation Date: enter today's date

    5. Effective Date: enter today's date

  11. Click Save at the top of the page

  12. Review the information on the Quoted Items/SOV tab that has pulled over from the bid package response.

    1. Review value of quoted items based on Legends Design Group_Architecture Contract.pdf

    2. Cost code should be listed as '0210: Architect'

  13. Once the information has been reviewed, click the More icon at the top of the page, and Contract Exchange

    1. Upload Legends Design Group_Architecture Contract.pdf

    2. Click Approve Contract and enter the following details:

      1. Type: Approved

      2. Type 'YES'

      3. Add the date under Add Note (this is a required field)

    3. Click Approve

  14. Click Execute at the top of the page

    1. You will be prompted to execute without insurance. For the sake of this sample project we will proceed. Click Yes, Execute

    2. Check the checkbox next to I hereby confirm that I have reviewed this document and it has been fully executed (notice the pdf you attached earlier is shown up above)

    3. Click Execute Contract

    4. Click Yes

B. Approve SOV for Legends Design Group

  1. Navigate to the Quoted Items/SOV tab

  2. Click Take Control

  3. Click Approve

    1. When prompted, click Approve

  4. Use the Project Navigation Menu to go back to Project Contracts

You have now executed a contract AND approved the Schedule of Values (SOV) for the contract, way to go! 👏 You now have a contracted architect ready to get to work on your project 👩🏻‍💻

C. Execute a Contract for Blackhawk Construction

Practice makes perfect! You'll now repeat the steps above to execute a contract and approve a schedule of values for your construction contractor 🚜

  1. Navigate to Blackhawk Construction's bid card (located in the Construction Contractor bid package)

  2. Click Proceed to Contract

  3. Select Proceed to Contract and Notify

  4. Select Upload Executed Contract and click Next

  5. Notice you are now in the Contracts page of your project and not Bid Packages

  6. Review the information on the Contract Details tab that has pulled over from the bid package response

    1. Contract Name: Construction Contractor

    2. Total Contract Value: $4,313,363 (note this is editable if necessary)

    3. Quoted Items Value: $4,313,363

    4. Initiation Date: enter today's date

    5. Effective Date: enter today's date

  7. Click Save at the top of the page

  8. Review the information on the Quoted Items/SOV tab that has pulled over from the bid package response.

    1. Review value of quoted items based on the Blackhawk Construction Contract document

    2. Cost code should be listed as '0605: Construction - Interiors'

  9. Once the information has been reviewed, click the More icon at the top of the page, and Contract Exchange

    1. Upload Blackhawk Construction_GC Contract.pdf

    2. Click Approve Contract and enter the following details:

      1. Type: Approved

      2. Type 'YES'

      3. Add the date under Add Note (this is a required field)

    3. Click Approve

  10. Click Execute at the top of the page

    1. You will be prompted to execute without insurance. For the sake of this sample project we will proceed. Click Yes, Execute

    2. Check the checkbox next to I hereby confirm that I have reviewed this document and it has been fully executed (notice the pdf you attached earlier is shown up above)

    3. Click Execute Contract

    4. Click Yes

D. Approve SOV for Blackhawk Construction

  1. Navigate to the Quoted Items/SOV tab

  2. Click Take Control

  3. Click Approve

    1. When prompted, click Approve

  4. Use the Project Navigation Menu to go back to Project Contracts

You have now executed a contract AND approved the Schedule of Values (SOV) for the contract, way to go! 👏 You now have a contracted construction contractor ready to get to work on your project 👷🏽‍♂️

Creating a Manual Contract

E. Execute Manual Contract for North Star MEP

Within INGENIOUS.BUILD you can create contracts for on-system vendors as we just did with Legends & Blackhawk. You can also create manual contracts for off-system vendors which we will do in the following steps for North Star MEP! 👨🏻‍🔧

  1. From the contracts list page, click Add New Contract

  2. Enter Contract Details (use attachment as reference North Star_MEP Contract.pdf):

    1. Contract Name: MEP Engineering Services

    2. Contract Type: Standard Contract Agreement (Single Stage Agreement)

    3. Vendor Type: Architect / Engineer / Designer

    4. Contract Holder: ABC Client Co. as Principal with Your Company as Advisor

    5. Vendor Contacts: Click Add, Invite, or Bookmark for later. Search for Mike Madano and click Bookmark

    6. Click Save Changes

    7. Click Next

    8. Select Upload Executed Contract

    9. Click Next

  3. Once the contract is created, you will land on the Contract Details tab. Fill out the following information:

    1. Total Contract Value: $89,500

    2. Quoted Items Value: We will populate this in a later step. No action required yet

    3. Initiation Date: enter today's date

    4. Effective Date: enter today's date

    5. Click Save at the top of the page

  4. Navigate to the Quoted Items / SOV tab. You will now use the items on North Star_MEP Contract.pdf to populate the quoted items for this contract.

    1. Click Load Quoted Items

    2. Select the ‘MEP Engineer (IO) - MEP Training Template’, click Load

    3. Delete line items from the template that are not used on North Star's contract by clicking the Delete Quoted Item button for:

      1. Additional Eng. Services - Special Fire Prot. System (FM 200; Pre-Action; Other)

      2. Additional Eng. Services - Supplemental Cooling

      3. Additional Eng. Services - Energy Code & Lighting Calculation

      4. Mark-up on Miscellaneous Engineer Consultants

    4. Input the value for each quoted item based on the North Star MEP Engineer Contract document

    5. Assign Project Cost Code '0290: MEP Engineer' for all Quoted Items

  5. Click Save at the top of the page

  6. Once you have confirmed the contract information, click the More icon at the top of the page, and select Contract Exchange

    1. Upload North Star_MEP Contract.pdf

    2. Click Approve Contract

      1. Type 'YES'

      2. Add note: Approved on today's date

      3. Click Approve

  7. Click Execute at the top of the page

    1. You will be prompted to execute without insurance. For the sake of this sample project we will proceed. Click Yes, Execute

    2. Check the checkbox next to I hereby confirm that I have reviewed this document and it has been fully executed (notice the pdf you attached earlier is shown up above)

    3. Click Execute Contract

    4. Click Yes

F. Approve SOV for North Star MEP

  1. Navigate to the Quoted Items/SOV tab

  2. Click Take Control

  3. Click Approve

    1. When prompted, click Approve

  4. Click Back at the top of the page to take you back to the contracts list

You have now executed a contract AND approved the Schedule of Values (SOV) for the contract, way to go! 👏 You now have a contracted MEP Engineer ready to get to work on your project 🛠

💡 DID YOU KNOW? Once you have executed contracts, the $ values that were previously in Column I: 'Pending Contract Amount' on the ACR for each contract, will move to Column F: 'Original Contract Amount'. Navigate to the Master Project Budget / ACR and take a look for yourself!

📓 To document your completion of Module 3, navigate to the Master Budget/ACR, click the Export icon > Export to PDF> ACR PDF> Rentable> ACR Summary & Detail, and save the pdf to your files.

You have now completed Module 3 and are familiar with how to create and execute on-system and off-system contracts! Proceed to Module 4.

Module 4

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