Medical College of Georgia Administrative Policies and Procedures
Office of Primary Responsibility: Facilities Planning Office
No. 2.3.03

Changes in the Design of Facilities Under Construction

Purpose

To prescribe policies and procedures for obtaining changes in the design of facilities while under construction.

Policy

Facilities under construction require the execution of a "change order" to change the scope of construction and/or design requirements. Request for change (change order) will be considered:

1. for work required due to unexpected changes in equipment, personnel and responsibilities.
2. to correct design/work when concealed conditions in existing facilities are exposed and found to differ from available information.
3. when essential design/work has been inadvertently omitted.
4. to correct error in plans and specifications.
5. NOTE: Costs of changes for "in-house" designed contracts may not exceed 20% of the original contract amount for any change order. The total of all change orders for an "in-house" designed contract may not exceed 50% of the original contract amount.

   NOTE: The requesting department must cite funding sources for changes in design.

   Requests for changes in the design of facilities under construction must be approved by the appropriate Vice President, Dean or Hospital Executive Director.

Procedure

Requestor

1. Prepare a letter of request fully describing the change requested and provide reasons for request.
2. Transmit, together with any explanatory attachments, through the appropriate Department Chairman/Division Director to the appropriate Vice President, Dean or Hospital Executive Director for request approval.

Vice President/Dean/Hospital Executive Director

3. Indicate approval of the request for change and forward to the office of Facilities Planning for further processing.

Facilities Planning

4. Acknowledge receipt of request for change.
5. Meet with Requestor to determine detail requirements of change.
6. Obtain an estimated cost for making the requested change.

   NOTE: Major construction projects under the cognizance of the Board of Regents and the Georgia State Financing and Investment Commission will require extra time due to additional procedure requirements.

7. Transmit copy of change order with estimated cost of change to the Requestor.

Requestor

8. Indicate approval and transmit cost estimate together with detail requirements of change to Department Chairman/Division Director for approval.

Department Chairman/Division Director

9. Indicate approval and transmit change order to Vice President, Dean or Hospital Executive Director for approval.

Vice President/Dean/Hospital Executive Director

10. Indicate approval and transmit to Facilities Planning for further processing.

Facilities Planning

11. Implement change with a change order as required by construction procedures.
12. Notify the requestor when the change order has been issued.

Date: 22 July 1988 | Rev. No: 89-2 | Rev. Date: 1 October 1989 | No. 2.3.03