Common use of Process for Requesting Project Modifications Clause in Contracts

Process for Requesting Project Modifications. Agencies/entities submit a project modification request package to the appropriate SNPLMA Program Manager that contains:  A request letter on agency letterhead signed by the authorized agency/entity manager. The letter should: o name the project, o the amount of time, funds (SAR or contingency), or nature of the scope change being requested, and o briefly summarize the reason for the request.  A completed “SNPLMA Project Modification Request Form” (Appendix L). This form requires basic project information for every request and information specific to the type of modification being requested. 44 Revisions in this section per decision memorandum related to project purpose and appropriations law approved by the EC on 8/1/11. 45 Projects may no longer placed into “on hold” status in accordance with a decision memorandum approved by the EC on 8/1/11.  Include with requests for additional funding and, if needed, for scope change requests: o Revised Necessary Expense Estimate form, and o Revised Detailed Cost Estimate Worksheet for all categories except Land Acquisitions which does not require a detailed cost estimate with nominations.  Where appropriate to understand the request, a map of the project area should be included. A modified workplan is not required to be submitted with the project modification request because the Appendix L project modification request form provides for detailed information regarding the impact of the request on project deliverables, removing the need to have an updated workplan in advance of approval of the request.46 However, if a modification for a time extension or scope change is approved, the Project Workplan must be updated in the next available quarterly database after the approval date. The modifications to the workplan following approval of a project modification should:  Reflect changes in target start and/or end dates for affected deliverables and project completion; and/or  Delete, add, or modify deliverables and target start and end dates as necessary to accurately reflect changes to the project through an approved change of scope. The SNPLMA Division Program Manager reviews the requests for completeness and consults with the agency/entity to provide additional information or clarification, if necessary, in order for the request to be fully responsive to the requirements contained herein and in Appendix L. A project modification request is not considered complete until all information requested by the SNPLMA Division has been received. Once the request is complete, the SNPLMA Division will process the modification request following the decision memo process and procedures outlined in this Section X, part F below, for consideration and a decision by the appropriate decision making authority also described in part F of this Section.

Process for Requesting Project Modifications. Agencies/entities submit a project modification request package to the appropriate SNPLMA Program Manager that contains:  • A request letter on agency letterhead signed by the authorized agency/entity manager. The letter should: o name the project, o the amount of time, funds (SAR or contingency), or nature of the scope change being requested, and o briefly summarize the reason for the request.  • A completed “SNPLMA Project Modification Request Form” (Appendix L). This form requires basic project information for every request and information specific to the type of modification being requested. 44 Revisions in this section per decision memorandum related to project purpose and appropriations law approved by the EC on 8/1/11. 45 Projects may no longer placed into “on hold” status in accordance with a decision memorandum approved by the EC on 8/1/11.  • Include with requests for additional funding and, if needed, for scope change requests: o Revised Necessary Expense Estimate form, and o Revised Detailed Cost Estimate Worksheet for all categories except Land Acquisitions which does not require a detailed cost estimate with nominations.  • Where appropriate to understand the request, a map of the project area should be included. A modified workplan is not required to be submitted with the project modification request because the Appendix L project modification request form provides for detailed information regarding the impact of the request on project deliverables, removing the need to have an updated workplan in advance of approval of the request.46 However, if a modification for a time extension or scope change is approved, the Project Workplan must be updated in the next available quarterly database after the approval date. The modifications to the workplan following approval of a project modification should:  • Reflect changes in target start and/or end dates for affected deliverables and project completion; and/or  • Delete, add, or modify deliverables and target start and end dates as necessary to accurately reflect changes to the project through an approved change of scope. The SNPLMA Division Program Manager reviews the requests for completeness and consults with the agency/entity to provide additional information or clarification, if necessary, in order for the request to be fully responsive to the requirements contained herein and in Appendix L. A project modification request is not considered complete until all information requested by the SNPLMA Division has been received. Once the request is complete, the SNPLMA Division will process the modification request following the decision memo process and procedures outlined in this Section X, part F below, for consideration and a decision by the appropriate decision making authority also described in part F of this Section.

Process for Requesting Project Modifications. ‌ Agencies/entities submit a project modification request package (see the IA Part Two, Appendix L for submittal requirements) to the appropriate SNPLMA Program Manager that contains:  • A request letter on agency letterhead signed by the authorized agency/entity manager. The letter should: o name Provide the projectproject name, SNPLMA project number, and SNPLMA priority number; o Include the amount of time, funds (SAR or contingency), or nature of the scope change being requested, and ; o briefly Briefly summarize the reason for the request.  ; and o For time extensions, describe the entity’s deliberations regarding accelerating timelines, downsizing, or down-scoping the project while still meeting the project purpose as defined in the approved project nomination, in order to complete the project within the original timeframe.129 • A completed “SNPLMA Project Modification Request Form” (see the IA Part Two Appendix L). This form requires basic project information for every request and information specific to the type of modification being requested. 44 Revisions in this section per decision memorandum related to project purpose and appropriations law approved by the EC on 8/1/11. 45 The completed form for a time extension request must include 127 Projects may no longer placed into “on hold” status in accordance with a decision memorandum approved by the EC on 8/1/118/1/2011.  128 This statement clarifying circumstances for which the EC will not waive a business rule was approved by the EC in a decision memorandum signed on 5/4/2018. 129 This revision complies with the EC decision memorandum approved on 1/15/2014. proposed new target end dates for deliverables started but not completed and new target start and end dates for deliverables not yet started.130 • Include with requests for additional funding and, if needed, for scope change requests: o Revised Necessary Expense Estimate formWorksheet, and o Revised Detailed Cost Estimate Worksheet for all categories except Land Acquisitions which does not require a detailed cost estimate with nominations.  • Where appropriate to understand the request, a map of the project area should be included. A modified workplan work plan is not required to be submitted with the project modification request because the IA Part Two, Appendix L project modification request form provides for detailed information regarding the impact of the request on project deliverables, removing the need to have an updated workplan work plan in advance of approval of the request.46 request.131 However, if a modification for a time extension or scope change is approved, the Project Workplan project work plan must be updated in the next available Smart quarterly database reporting period after the approval datedate or sooner in coordination with the SNPLMA Program Manager. The modifications to the workplan work plan following approval of a project modification should:  • Reflect changes in target start and/or end dates for affected deliverables and project completion; and/or  • Delete, add, or modify deliverables and target start and end dates as necessary to accurately reflect changes to the project through an approved change of scope. The SNPLMA Division Program Manager reviews the requests for completeness and consults with the agency/entity to provide additional information or clarification, if necessary, in order for the request to be fully responsive to the requirements contained herein and in the IA Part Two, Appendix L. A project modification request is not considered complete until all information requested by the SNPLMA Division has been received. Once the request is complete, the SNPLMA Division will process the modification request following the decision memo memorandum process and procedures outlined in this Section X, part F XII.F below, for consideration and a decision by the appropriate decision making authority also described in part F of this Section.Section XII.F.