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US Army Corps of EngineersUS Army Corps of EngineersAfghanistan Engineer DistrictAfghanistan Engineer District

BASIC CHANGE BASIC CHANGE DOCUMENTDOCUMENT

(BCD)(BCD)

Ready-Relevant-Responsive-Reliable

12 Mar 200912 Mar 2009

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Prepare the BCD1

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Prepare the BCDAccept the next available number. Do not change the prefix as this is your office designation in RMS.

Use only for 2-part modifications (very rarely used). Consult Chief of CAB before assigning multi-part designation to your change request

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Prepare the BCD

Step 1. Enter Change Request TitleBe descriptive but short. Avoid ‘Misc Changes’, etc. Add site name, period of delay, if applicable

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Prepare the BCD

Step 2. Enter Inception Date – Today’s date

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Step 3. Enter ‘Mod Required Date’ based on YOUR ESTIMATED VALUE of the mod. This is the estimated signature date. (Do NOT accept the default date that the program enters for you).Mods from $0 to $24,999 = inception date plus 60 daysMods from $25,000 to $99,999 = inception date plus 90 daysMods from $100,000 to $499,999 = inception date plus 120 daysMods over $500,000 = inception date plus 180 days

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Prepare the BCD

Step 4. Enter your last name (don’t use your initials, we’re not here long enough to remember your initials—we do remember your name)

If you use the pick list and your name/title is incorrect or missing, go to the slides at the end of this presentation to fix it.

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Prepare the BCD

Choose the correct Agency Code:Allowable codes have an arrow

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Prepare the BCDChoose the correct Reason Code:

Allowable codes have an arrow

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Choose the correct Mod Type Code:All mods are Bilateral

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Enter the Approval team:

COR:

Program/Project Manager:

YOUR ACO:

If BCD is not approved or placed on another mod put in date here

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Accept the item number

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Enter change request title, your estimate of the money and time that you feel the contractor should receive to accomplish this modification.Enter Spec paragraph and contract drawing numbers, if applicable

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Prepare the BCD

Enter detailed scope of work. Click the edit button to open a larger screen; use the spell check button•The BCD SOW should be as detailed and clear as possible – to include exactly which site, what the change is, changes to the specifications, drawings, codes, requirements, quantity, quality, time period evaluated for time extensions, etc.•The BCD SOW will be used to create the RFP letter and SF 30 modification document.•The BCD SOW should be detailed enough so that an Independent Government Estimate (IGE) can be produced, using only this document (and any applicable attachments) as the basis.

You and the contractor may understand what is being asked of them, but the BCD SOW should be written so that ANYBODY can clearly understand what the change is.

–See next slide for time extension information

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• Time Extension Description of Change:– It has been determined that delay in performance of work under this contract was by

reasons beyond the contractor’s control and without his fault or negligence; namely (enter type of delay: security, access, rain, snow, etc) during the period month year thru month year, which delayed work progress. Therefore, it is understood and agreed that the contract performance time is extended xx calendar days at no additional cost to the Government.

• Time Extension Reason for Change:– Describe conditions which caused the delay. Include QA reports, weather analysis

spreadsheet, emails, etc to support the decision to allow the time extension.

Prepare the BCD

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Prepare the BCD

Enter change in drawings. If none, leave blank

Do not put time or money in any of theses areas because it will print out on the RFP of which the contractor gets a copy of.

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Prepare the BCD

Enter change in specifications. If none, leave blank

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Prepare the BCD

Enter reason why the mod came into being. Referenceemail messages, correspondence, meetings etc

When all blocks are completed, close the BCD item

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Prepare the BCD

Remove any check marks not needed; add information as it happens. This is a living screen that details the actions as they occur.

Today’s date (date of BCD)

Click this radio button to include modification in the CWE

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Prepare the BCDRemove any check marks not needed; add information as it happens. This is a living screen that details the actions as they occur.

If revised plans are required, enter date that you requested drawingsfrom Engineering; the due date; who is preparing them; when you received them.If no revisions are needed, remove the check mark

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Prepare the BCDRemove any check marks not needed; add information as it happens. This is a living screen that details the actions as they occur.

If revised specifications are required, enter date that you requested them fromEngineering; the due date; who is preparing them; when you received them. If no revisions are needed, remove check mark

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Prepare the BCD

Remove any check marks not needed; add information as it happens. This is a living screen that details the actions as they occur.

A government estimate is required for any modification greater than $100,000 in value. Enter date that you requested the estimate from Engineering; the due date; who ispreparing the estimate. When you receive the estimate, enter date received, amount and time.If an estimate is not required, remove the check mark.

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Prepare the BCDRemove any check marks not needed; add information as it happens. This is a living screen that details the actions as they occur.

RFP letter date; proposal due date in RFP letter (Office Engineer Function)

When contractor’s proposal is received, enter the letterin correspondence and enter the received date, amount andtime requested here

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Prepare the BCD

Office Engineer adds money here when the PR&C is received

This screen for info only; this is an office engineer responsibility

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Prepare the BCD1

Import any supporting documents here—emails,letters, weather sheets, QA/QC narrative reports, serious incident reports, etc

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Sign the BCD

•Click the BCD button. The BCD will open. •Click the Print button in the top right-hand corner. •Change the printer to Adobe pdf•Choose a file location for the BCD. The BCD will appear on your screen in a pdf format.•Click the ‘Sign’ icon at the top or from the Advanced menu•Choose ‘Place Signature’.•Using your mouse, click and drag to draw the area where youwould like your signature to appear. Follow instructions in the Adobe program to complete the signature.•Re-save the file.•Close the adobe version of the BCD•See next page

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Print the BCD

Click the close button to exit the BCD. You may receivethe error message below. Choose No to exit the BCD.

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Sign & Route the BCD• Now that the BCD is complete,

– Requested by:• COR (preparer) will review, print to adobe and sign the BCD (use the ‘sign’ feature of

Adobe)• Email the BCD to the PM

– Recommended by:• PM will review and sign the BCD (use the ‘sign’ feature of Adobe)• Request a PR&C in the amount of the initial estimate• Email the BCD & PR&C to Administrative Contracting Officer (ACO)

– Approval by:• ACO will review and sign the BCD (use the ‘sign’ feature of Adobe)• ACO will assign change to an Office Engineer

– Office Engineer• Review BCD for complete SOW and funding estimate• Prepare RFP for ACO signature• Import signed BCD and RFP into RMS correspondence• Email RFP to contractor with copy to COR & PM• Notify PM that an IGE is required

– PM• Contact PA for Engineering labor code• Request IGE from Engineering

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Fix your Signature Block1

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4 If your name is not in the Office Personnel list, change to the Other District Personnel List. Find your name in the list.Click to highlight your name.Choose ‘Edit’.

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Fix your Signature Block

Change your ‘Abbreviated Name’ to your full last name

Edit your ‘Signature Block’Add any other Signature Block…you can have as many as you need

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