PRIME CONTRACT

Creating the Prime Contract is outlined below. Care must be taken to ensure that the Schedule of Values are established accurately at the onset of the project. Continue scrolling down the page or click on a specific topic to learn about each step in detail.

REQUIREMENTS


The project must be linked to the ERP.


Enter the budget prior to creating the Prime Contract.

PRIME CONTRACT


Determine proper settings based on the prime contract requirements. By default, the following are checked.


Create the Prime Contract by clicking the button + Create Prime Contract located in the right menu.

GENERAL INFORMATION

Enter the information in the applicable fields.

FIELD DESCRIPTION
Sign with DocuSign Check this box to enable the DocuSign integration to execute the agreement electronically.
Number System generated. Change if necessary.
Title System generated. Change if necessary.
Owner/Client Select the Prime Contract issuer from the dropdown.
Architect/Engineer Optionally select the Designer of Record for this project from the dropdown. If left blank, the Architect’s information will not appear on Prime Contract Change Orders. If not blank, the opposite is true.
Status This will be set to Draft initially, update as applicable.
Private Select the options suitable for your contract terms. KBDG Managers and Executives will always have access to this tool.
Default Retainage Enter the value as outlined in the Prime Contract (e.g. 10.0).
Description Brief description of the project, as tendered on the KBDG PA/CA form. THIS IS NOT THE SCOPE OF WORK.
Attachments Attach the executed document or any other suitable document for record-keeping purposes.

CONTRACT DATES

Enter dates as applicable. Not all fields will have an entry.

FIELD DESCRIPTION
Contract Dates Specify the dates when the Prime Contract is issued, executed and anticipated to be complete. Not all fields are required to have entries.

ADDITIONAL INFORMATION

Provide inclusions and exclusions for quick access.

FIELD DESCRIPTION
Inclusions / Exclusions Enter the specific inclusions that define the scope of work. This is a rich text editor which means you can use bold, italics, underline, color, numbered and/or bulleted lists.

Upon execution, verify the inclusions in this field are identical to those of the executed agreement.

Click Save.


Navigate to the Project’s Prime Contract tool. There will be three options available for entering the Schedule of Values that correspond to the client’s billing requirements into Procore. Those options are described below in the order in which they appear in Procore.

Click Edit to begin entering the information.

OPTION 1: ADD LINE ITEMS

Select a Cost Code or Division from the dropdown then enter a Description, Cost Type and Amount then click Add. Repeat for each SOV item then click Save. Only those cost codes and divisions associated with the project will be available in the dropdown list.

OPTION 2: CREATE SCHEDULE OF VALUES FROM BUDGET

Because the budget exists on this project you may create your SOV based upon that information. Select either of the two options then click Create.

Selecting the first radio button “A line item will be created for each line item of the project budget” will create a SOV that is an exact duplicate of the project budget, line-for-line, dollar-for-dollar.

Selecting the second radio button “A line item will be created for summaries of each division on the project budget” will create a SOV that is summarized for each division of the project budget.

In either case you may tailor and customize the SOV to match the breakdown as may be required by the Prime Contract agreement.

OPTION 3: IMPORT SCHEDULE OF VALUES FROM CSV

Choose this option to bypass the above and manually create the SOV. Download the template using the hyperlink provided, make edits to that file then import back into Procore.

When complete, click Save.


Procore can automatically calculate overhead and profit on change orders. There are two options available – Vertical and Horizontal. Vertical markups apply the defined percentages to the subtotal of the lines above while Horizontal markups are applied to each line item individually. *At the time of this writing markups cannot be rounded and will likely end with values after the decimal point.

Navigate to the Financial Markups subtab of the Prime Contract.

Begin by clicking the link to create a New Vertical Markup or New Horizontal Markup, whichever the case may be, located directly below and to the right of the aptly labeled grid.

* The steps to create a vertical markup are provided below, however, the steps to create a horizontal markup are identical and can be followed just the same.

FIELD DESCRIPTION
Markup Name Provide a short name for the Markup (e.g. FEE, GL, BL, MIS, OHD).
Markup Percentage Enter the applicable percentage based on the markup type that is being created.
Compounds Markup Above? Check this box if the markup will also apply to the value of the markups preceding it.
Applies To Cost Types What you see is what you get. Only remove those cost types where the markup does not apply as per the prime contract agreement.
Cost Code Select the cost code where this markup is to be allocated.
Cost Type Select the cost type where this markup is to be allocated.

Click Save. Repeat the steps above until all required markups are created and applied to the project. Upon completion, the tables are populated as shown below. To remove a markup, click the red circle located to the right of it.

Regardless which method is used, the markups are automatically applied to new Prime Contract Change Orders and are visible in the Change Events tool (Vertical Markups shown below).


PC = Project Coordinator PM = Project Manager PX/BUL = Project Exec. / Bus. Unit Leader
TASK PC PM PX/BUL
Enter Prime Contract in Procore 2 1
Create SOV's in Procore 2 1 2
Create Markups in Procore 2 1
Review SOV & Markups for Accuracy & Conformance with Prime Contract 1 2
Attach Executed Documents in Vista 1