About this file
This is a Change Order Request Form (CORF) template approved by the Office of General Counsel and used by the Department of Public Safety (DPS) to define detailed requirements for services and enhancements within the scope of an originally awarded contract. The CORF establishes processes, sub-tasks, itemized costs, and completion timelines for each deliverable. Work may not commence and contractors may not be compensated without a signed Amendment or issued Purchase Order Change Notice (POCN). The form requires completion of four primary tables: Project Points of Contact and Responsibilities (Table 1), Project Specific Roles and Responsibilities (Table 2), Project Schedule with deliverable descriptions and due dates (Table 3), and Pricing detailing service categories, employee names, quantity of hours, hourly rates, and cost extensions (Table 4). Services are considered incomplete until all testing is successfully completed and DPS provides final acceptance, with contractors prohibited from billing for time spent resolving defects.
The form establishes governance through joint collaboration between the DPS Project Manager, Contract Monitor, and Contractor in estimating work effort. Contractors must comply with the Mandatory Pricing Schedule incorporated into the original contract and cannot modify the form except for filling designated fields in Section 2. Contractors are required to maintain a documented risks and issues log, submit weekly written progress reports by close of business Monday, provide one monthly status report, and attend DPS-required meetings. If specific employees were not identified in the original contract, contractors must identify them by name in Table 4. The template emphasizes that contractor scope, pricing, service categories, and employee types must precisely match the original contract terms, ensuring consistency and preventing scope creep or unauthorized cost increases.
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OGC Template Approved 2/1/2021 Page 1 of 4
Change Order Request Form
1. Overview
This Change Order Request Form (CORF) defines the detailed requirements of certain incorporated services and enhancements already within the scope of the originally awarded Contract. This CORF will be incorporated by reference into an Amendment or Purchase Order Change Notice (POCN). DPS will not accept any work or pay Contractor for that work without a signed Amendment or an issued POCN.
DPS Project Manager (DPS PM), Contract Monitor, and Contractor will estimate the work effort for this request by completing the fillable sections with information specific to the particular work the Contractor will perform. Contractor may not change this form in any way from what was incorporated into the original Contract. Contractor may only enter data in the fillable fields in Section 2.
2. Scope
DPS requires Contractor to provide the services detailed in this section. Contractor must identify services related to achieving the agreed-upon deliverables. This CORF will address the processes, sub-tasks, itemized costs, and duration for completion of each deliverable, and the pricing will set the associated cost. Tables 1, 2, 3, and 4 are provided as the tools to clearly itemize all identified deliverables.
Services are not complete until all testing is successfully completed and DPS gives final acceptance as defined in the Contact. During the testing and acceptance period, Contractor must capture and document performance issues identified by Contractor or reported by DPS and resolve all hardware, software, and programming defects. Contractor may not bill DPS for time and materials used to resolve defects.
Describe the itemized services and specific business and functional requirements required. This information must match with all tables in this section.
Table 1—Project Points of Contact and Responsibilities
Organization Title and Responsibility
Name Phone Number Email Address
DPS Project Sponsor
DPS Project Manager
DPS
Technical SME;
Hardware
DPS
Software
OGC Template Approved 2/1/2021 Page 2 of 4
Data transmission
Contract Administrator
DPS Contract Monitor
Organization Title and Responsibility
Name Phone Number Email Address
Contractor Relationship Representative
Contractor Project Manager
Contractor Programmer
Contractor DBA
Contractor
Hardware
Contractor
Software
Table 2—Project Specific Roles and Responsibilities
Roles and Responsibilities Contractor DPS
Project requirement and dependency #1
Project requirement and dependency #2
*primary (P)
Table 3—Project Schedule
No. Deliverable Description Due Date Comments
Table 4—Pricing
Deliverable Description
Service Category and Description (e.g., Programmer) and Employee Name
Quantity of Hours
Hourly Rate in Contract
Cost Extension
OGC Template Approved 2/1/2021 Page 3 of 4
3. Risk and Issue Management
If there is no DPS PM associated with this Change Order Request, then the Contract Monitor will be responsible for the DPS PM tasks listed within this section. The following general procedure will be used to manage an active Change Order’s issues and risks.
3.1. DPS PM will identify and document project issues (current problems) and risks (potential events that impact the project).
3.2. DPS PM will assess, analyze, and prioritize the impact and determine the highest priority risks and issues that will be managed actively, according to priority, by Contractor.
3.3. Contractor must plan and schedule high-priority risks and issues assigning responsibility for risk management and issue resolution in a documented risks and issues log, as determined by DPS.
3.4. Contractor must track and report the status of risks and issues, and communicate risk mitigation plans and issue resolutions in a documented risks and issues log.
3.5. DPS PM will monitor and control the effectiveness of the risk and issue management actions.
3.6. Active issues and risks will be monitored and reassessed on a weekly basis by DPS PM and
Contractor. Mutually agreed upon escalation and risk management processes will be defined at the outset of initiating the CORF.
4. Required Reporting and Communication
Contractor must do the following.
4.1. Create and maintain a documented risks and issues log.
4.2. Provide DPS PM with a weekly written progress report for each in-process Change Order. Reports will be submitted by close of business the following Monday of each week throughout the life of an active Change Order. Contractor may submit the progress report by email.
4.3. Provide one monthly status report; and, if requested by DPS, prepare and lead one status meeting per week of no more than one hour in duration.
4.4. Attend any DPS-required or requested meetings, or submit any DPS-requested documentation.
5. Pricing and Scope
Contractor’s scope, pricing, service categories, and employee types must match the Mandatory Pricing Schedule incorporated into the Contract. If Contractor did not specify the specific employees in the Contract, Contractor
OGC Template Approved 2/1/2021 Page 4 of 4 must identify the specific employee names in Table 4 of those employees providing the work associated with this specific CORF.
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