PRIME CONTRACT

Prime Contracts and their Schedule of Values should be created in Vista and imported into Procore via the ERP Integration tool. Doing so will eliminate double-entry and afford the project team the ability to push Prime Contract Change Orders from Procore to Vista. These instructions are available on the ERP Integration page.

For educational purposes, creating the Prime Contract is outlined below. Care must be taken to ensure that the Schedule of Values are established accurately at the onset of the project. Continue scrolling down the page or click on a specific topic to learn about each step in detail.

HOME

The project must be linked to the ERP.

BUDGET

Enter the budget prior to creating the Prime Contract. Refer to the BUDGETING page for instructions on this topic.

SETTINGS

Determine proper settings based on the prime contract requirements. By default, the following are checked.

CREATE PRIME CONTRACT

Create Prime Contract

Create the Prime Contract by clicking the button + Create Prime Contract located in the right menu.

GENERAL INFORMATION

Enter the information in the applicable fields.

FIELD

DESCRIPTION

Sign with DocuSign

Check this box to enable the DocuSign integration to execute the agreement electronically.

Number

System generated. Change if necessary.

Title

System generated. Change if necessary.

Owner/Client

Select the Prime Contract issuer from the dropdown.

Architect/Engineer

Optionally select the Designer of Record for this project from the dropdown. If left blank, the Architect’s information will not appear on Prime Contract Change Orders. If not blank, the opposite is true.

Status

This will be set to Draft initially, update as applicable.

Private

Select the options suitable for your contract terms. KBDG Managers and Executives will always have access to this tool.

Default Retainage

Enter the value as outlined in the Prime Contract (e.g. 10.0).

Description

Optional. THIS IS NOT THE SCOPE OF WORK.

Attachments

Attach the executed document or any other suitable document for record-keeping purposes.

CONTRACT DATES

Enter dates as applicable. Not all fields will have an entry.

FIELD

DESCRIPTION

Contract Dates

Specify the dates when the Prime Contract is issued, executed and anticipated to be complete. Not all fields are required to have entries.

ADDITIONAL INFORMATION

Provide inclusions and exclusions for quick access.

FIELD

DESCRIPTION

Inclusions / Exclusions

Enter the specific inclusions that define the scope of work. This is a rich text editor which means you can use bold, italics, underline, color, numbered and/or bulleted lists. Upon execution, verify the inclusions in this field are identical to those of the executed agreement.

Click Save.

CREATE SCHEDULE OF VALUES

Navigate to the Project’s Prime Contract tool. There will be three options available for entering the Schedule of Values that correspond to the client’s billing requirements into Procore. Those options are described below in the order in which they appear in Procore.

Click Edit to begin entering the information.

OPTION 1: ADD LINE ITEMS

Select a Cost Code or Division from the dropdown then enter a Description, Cost Type and Amount then click Add. Repeat for each SOV item then click Save. Only those cost codes and divisions associated with the project will be available in the dropdown list.

OPTION 2: CREATE SCHEDULE OF VALUES FROM BUDGET

Because the budget exists on this project you may create your SOV based upon that information. Select either of the two options then click Create.

Selecting the first radio button “A line item will be created for each line item of the project budget” will create a SOV that is an exact duplicate of the project budget, line-for-line, dollar-for-dollar.

Selecting the second radio button “A line item will be created for summaries of each division on the project budget” will create a SOV that is summarized for each division of the project budget.

In either case you may tailor and customize the SOV to match the breakdown as may be required by the Prime Contract agreement.

OPTION 3: IMPORT SCHEDULE OF VALUES FROM CSV

Choose this option to bypass the above and manually create the SOV. Download the template using the hyperlink provided, make edits to that file then import back into Procore.

When complete, click Save.

FINANCIAL MARKUPS

Procore can automatically calculate overhead and profit on change orders. There are two options available – Vertical and Horizontal. Vertical markups apply the defined percentages to the subtotal of the lines above while Horizontal markups are applied to each line item individually. *At the time of this writing markups cannot be rounded and will likely end with values after the decimal point.

Navigate to the Financial Markups subtab of the Prime Contract.

Begin by clicking the link to create a New Vertical Markup or New Horizontal Markup, as applicable, located directly below and to the right of the aptly labeled grid.

* The steps to create a vertical markup are provided below, however, the steps to create a horizontal markup are identical and can be followed just the same.

Click Save. Repeat the steps above until all required markups are created and applied to the project. Upon completion, the tables are populated as shown below. To remove a markup, click the red circle located to the right of it.

Regardless which method is used, the markups are automatically applied to new Prime Contract Change Orders and are visible in the Change Events tool (Vertical Markups shown below).