Sample Contract File Arrangement

Suggested instructions for setting up files for CFP contracts.

  • Recommend that the following folders, or index tabs if using a notebook, be setup for each construction contract.
  • Recommend the use of different colored labels for each contract.
    • Folder Number / Name
    Contents
     #1 - Contract 
    Bid
    Folder
    1. In house list of contractors that legal notice was sent to.
    2. Copy of actual notice that appeared in the paper.
    3. Bill from newspaper for legal notice.
    4. Copy of Bid Forms.
    5. Copy of Bid Bonds.
    6. Copy of signed "Representations, Certifications, and Other Statements of Bidders",    form HUD-5369-A.
    7. Copy of Non-Collusive Affidavits.
    8. Copy of bid tabulation sheet.
    9. Architects letter of recommendation to award contract.
    10. Copy of Architects independent cost estimate for proposed construction contract. 
       
     #2 - Contract
    Award
    Folder
    1. Copy of cost or price analysis.
    2. Documentation to support the rational for award of the contract. 
    3. Documentation to support that the contractor was cleared from the Suspended and Debarred listing.
    4. Documentation to support that the contractors assurity was checked against the U.S. Treasury Circular 570.
    5. Copy of Performance Bond.
    6. Copy of Payment Bond.
    7. Copy of signed contract.
    8. Copy of insurance certificates.
    9. Copy of pre-construction checklist.
     #3 - Specifications
    1. Copy of contract specifications.
    2. Copy of any bidding addendums.
    3. Copy of drawings.
     #4 - Contract
    Registers
    1. Copy of contract register.
    2. Copy of change order register.
    3. Copy of contract progress schedules.
    #5 - Change 
    Orders
    		 Copy of all change orders in numerical order, including:
    1. Copy of change order documents.
    2. Copy of cost or price analysis.
    3. Documentation to support the rational for award of the change order. - Finding of Fact 
    4. Supporting documents.
     #6 - Contract
    Payments 
    1. Copy of all contractor payment requests.
    2. Supportive documentation.
     #7 - Contractor
    Payrolls 
    1. Copy of all contractor payrolls.
     #8 -  Submittals
    1. Copy of contractor submittal log.
    2. Copy of all contractor submittals.
     #9 -  Daily Logs
    1. Copy of all daily logs.
     #10 - General 
    Correspondence &
    Closeout Documents
    1. Miscellaneous correspondence.
    2. Copy of final inspections and punch lists.
    3. Contract closeout documents.
    4. Copy of all warranties.
    5. Copy of all operation and maintenance manuals.
     

     Content last modified: 06/16/2003