Substitution Request Form.pdf

This is a Substitution Request Form used by the Port of Portland for construction and procurement projects. The form serves as the official mechanism for contractors and suppliers to request approval to substitute specified materials, products, or equipment with alternative options during project execution. The form requires detailed documentation of the proposed substitution, including trade name, model number, manufacturer information, and comprehensive supporting data such as product descriptions, specifications, drawings, photographs, and performance test data. Submitters must certify that the proposed substitution is equal or superior to the specified product, maintains equivalent warranty and maintenance service, does not affect other trades or project schedule, and does not impact dimensional or functional clearances. The Port of Portland reserves the right to approve the substitution with or without conditions, reject the request requiring use of specified materials, or deny the request if submitted too late in the project timeline.

The form establishes a formal review and approval process managed by Port of Portland personnel, who must evaluate all supporting documentation and determine whether the substitution meets project requirements. Upon approval, contractors must comply with the General Conditions and Specification Section 013300 for proper submittal procedures. The Port also explicitly requires that submitters bear all costs associated with design changes, architectural or engineering modifications, detailing, and any additional construction costs resulting from the approved substitution. This framework ensures that material substitutions do not compromise project quality, schedule, or cost while maintaining the Port's control over construction specifications and standards.