Requesting a Contract Change Order
Any changes needed to an existing services contract require a Contract Change Order. Contract change orders will be requested by the User Department representative through Union Pacific’s internal ticketing system. Once the contract change order has been processed a notice will be e-mailed to the supplier. For one-time contracts, the associated project PO will be updated automatically once the contract change is executed. Supply Chain will notify the supplier if any further actions/details are needed to execute the contract order change.
Reasons for Contract Change Orders
ADJUST COMPENSATION LIMIT
If the original value of the contract was not sufficient for the work requested and an increase is needed due to a change in scope, a contract change order should be submitted by the UP Requester with a business justification. Supporting documents can be added to the request in the ticketing system.
ADJUST CONTRACT LANGUAGE
If the existing contract language needs to be modified, a contract change order should be submitted by the UP Requester with a business justification. Examples include changing work scope, adding additional terms & conditions, etc. Supporting documents can be added to the request in the ticketing system.
ADJUST SERVICE DATE
If any key dates included in the contract need to be changed, a contract change order should be submitted by the UP Requester with a business justification. Examples include extending or renewing an existing contract, modifying project start or estimated completion date, etc.
ADJUST SERVICE ITEMS
If a service line item needs to be added, removed or adjusted (price, UOM, etc.) on an existing contract, a contract change order should be submitted by the UP Requester with a business justification. Once changes are made, any Service Entry Sheets (SES) submitted against current or future POs associated with that contract will be able to reference the updated Service Line Items.
OTHER CONTRACT ISSUES
If any other contract changes are required (e.g., billing method), a contract change order should be submitted by the UP Requester with details for the change and any necessary business justification.
Tips & Tricks
If a change is needed for reasons not listed above, a PO Change request might be a better option. Click HERE for more information on requesting a PO Change.
For changes that affect the Service Entry Sheets (SES) – changes to Service Line Items, rates, etc. – changes will only apply to the SES that are submitted after the contract changes have been issued.
- For example, if you begin submitting SESs against a PO on 2/1/18 and a Change Order is approved on 2/5/18 to add a new Service Line Item, only SESs submitted after 2/5/18 will reflect the changes from the Change Order and have that newly added item available to select from.
- All SESs submitted prior to the change will reflect the pre-Change Order contract details.
If you have any questions or issues with having the UP Requester submitting a Contract Change Order request, please contact the Regional Procurement Center at firstname.lastname@example.org or (402) 544-1772.