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Tier I Project Set-Up Guide for General Contractors

In this guide, we will give you the tools to help get your Tier I Extracker project set up with your Subcontractors.

Table of contents

  1. Tier I Project Requirements
  2. Instructions to Bidders & Subcontract verbiage
  3. Email Introduction to Subs Template

1. Tier I Project Requirements

A Tier I Extracker project utilizes Extrackers core Change Order Review platform and requires that each Subcontractor upload a copy of their COR onto Extracker.

The requirements are simple:

  1. Require all Subcontractors to upload a PDF copy of their Change Order Requests to Extracker's shared COR log. 

By doing this, you as the GC will have access to a complete up-to-date COR log from each Subcontractor at all times. You can add review comments, have Subcontractors revise and resubmit things, and keep track of approvals. 

2. Include Extracker in your Instructions to Bidders and Subcontracts

Extracker benefits subcontractors as well and once they learn how the system helps them they usually are happy to adopt.  However, it’s important to include contractual language in your sub-contracts so you can ensure Subcontractor buy-in.

We recommend putting the ‘Example language’ in two locations:

*Please note this is not legal advice and you should consult your team before using.

    • Instructions to Bidders: Before the job is bid you can insert this language giving the Subcontractors a heads up that Extracker will be required.
    • Subcontracts: Once a contract is awarded, carry this same language into the executed contract.

Example ITB & Subcontract language:

    "This project is a Tier I Extracker project which requires the following:

    1) Change Order Requests (COR) are not valid until the date they are submitted to the [insert project name] on extracker.com.

    Extracker.com is a change order communication platform designed to help Subcontractors, General Contractors and Owners create, track, and share Change Order Requests and Time and Material Tags. You will receive an invite for [Insert Project Name] from [Company Name] via Extracker. Do not create your own separate project in Extracker. Further instruction will follow once the project is kicked off."

    3. Email introduction to Subcontractors

    We highly recommend sending an email introduction to your Subcontractors, prior to sending invites through the system. An introductory email will help explain what Extracker is and most importantly why you are using it. Once Subcontractors understand the value to them, it makes subcontractor adoption much easier.

    *Important: Make sure you update the sections that are noted with [] with your specific project details. 

    Tier I Email Example:

    Email Subject: [Insert Projects Name] Change Order Submission and Review

    All,

    In an effort to better track, review, and process your Change Order Requests, we will be requiring a software solution called Extracker. Extracker.com is a Change Order Communication platform that acts as a digital Change Order log shared between our companies. We will be requiring the following done in the software:

    1) Any COR on this project must be uploaded to the project in Extracker for it to be valid. All you need to do is log in and follow the simple workflow to upload your COR. Change Order Requests sent via email and not in Extracker will not be reviewed.

    This will help create better transparency between [Our Firm] and each of your companies so we know at all times what CORs and Tags have been approved, rejected, or are still in review.

    Next steps:

    1. Someone from each of your teams will receive an invite to join [Insert Project Name] and give you instructions on how to quickly sign up. Please do not create the project on your own as the invite to the project will be coming from our team.

    2. Uploading a Change Order Request is free and easy. If you have questions, check out this guide here. 

    https://knowledge.extracker.com/upload-a-change-order-request

    3. If you want help setting up your account, check out this guide here. https://knowledge.extracker.com/knowledge/subcontractor-quick-start-guide

    If you have questions or want to set up a demo with Extracker please feel free to schedule something with the Extracker team here.

    https://meetings.hubspot.com/extrackerteam/15-minute-training-call

     

    Next Steps:

    To finish the setup, navigate back to the General Contractor Playbook.