Shadow Contracts - Revision history

BurnsD: /* Option 2 - Manually after activation */

2025-10-16T12:30:57Z

Option 2 - Manually after activation

BurnsD: /* Adding Items */

2025-10-16T12:24:46Z

Adding Items

BurnsD: /* System and Policy Considerations */

2025-10-15T20:28:54Z

System and Policy Considerations

BurnsD: /* Option 2 - Manually after activation */

2025-10-15T20:26:40Z

Option 2 - Manually after activation

BurnsD: /* Shadow Contract Creation Process */

2025-10-15T20:22:28Z

Shadow Contract Creation Process

BurnsD: /* Shadow Contract Creation Process */

2025-10-15T20:19:47Z

Shadow Contract Creation Process

BurnsD: /* Background */

2025-10-15T20:17:38Z

Background

BurnsD: /* Background */

2025-10-15T20:15:52Z

Background

BurnsD: /* Background */

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Background

BurnsD: /* Background */

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Background

@@ Line 121: / Line 121: @@
 Change orders allow you to legally change a signed contract, including adding new items of work to the contract, increasing/decreasing quantities of existing items, making time extensions, setting final quantities, and specification changes. The same functions used on real/live contracts can be used on shadow contracts. Change Orders function the same exact way for shadow contracts and they do with real/live contracts.
-For directions on how to add unattached items or the creation and processing of change orders, consult the AASHTOWare Project Construction & Materials Software Manual.
+For directions on how to add unattached items or the creation and processing of change orders, consult the [https://mdotwiki.state.mi.us/aashtoware/index.php/Contract_Administration#Adding_an_Unattached_Item_to_the_Contract Adding Unattached Items section] of this manual.
 <div style="overflow:auto">

@@ Line 103: / Line 103: @@
 During the shadow contract creation process, prior to contract activation, the help desk can help import a list of items, or schedule of values (SOV), provided by the contractor.
-The managing office simply needs to populate the Shadow Items Template.XLSX file and provide it to the help desk. This file can be provided with the initial request to create the shadow contract or separately.
+The managing office simply needs to populate the [[Media:Shadow_Items_Template.xlsx|Shadow_Items_Template.xlsx]] file and provide it to the help desk. This file can be provided with the initial request to create the shadow contract or separately.
 <div style="overflow:auto">

@@ Line 136: / Line 136: @@
 *DWR authors restricted from approving their own DWRs
-*Subcontracts must be entered into the system prior to posting items to subcontracts on DWRs
+*Subcontracts must be entered into the system prior to posting items to subcontractors on DWRs
 *Multiple draft or pending pay estimates cannot exist on the same contract at the same time
 *Material acceptance is entered into the system via Sample Records
@@ Line 143: / Line 143: @@
-As the shadow contract is not the office legal contract nor is it the contract by with payment is made to the contract ( the real/live contract is), the managing office has flexibility in managing their shadow contract. Some offices prefer to have prices for the items that are part of the schedule of values and some do not. Some offices prefer to fully approve estimates on their contract, while others delete and recreate a single estimate throughout the life of the contract. Some offices add items via the unattached item screen while other process change orders regularly throughout their contract. Managing offices are given this flexibility to match the specific needs of their alternative delivery method contract.
+As the shadow contract is not the office legal contract nor is it the contract by which payment is made to the contractor ( the real/live contract is), the managing office has flexibility in managing their shadow contract. Some offices prefer to have prices for the items that are part of the schedule of values and some do not. Some offices prefer to fully approve estimates on their contract, while others delete and recreate a single estimate throughout the life of the contract. Some offices add items via the unattached item screen while other process change orders regularly throughout their contract. Managing offices are given this flexibility to match the specific needs of their alternative delivery method contract.
 ==Summary==
 Shadow contracts serve as a vital tool for managing alternative delivery projects by enabling detailed material tracking that is not feasible under the limited pay item structure of live contracts. By replicating traditional itemized formats, shadow contracts allow field offices to maintain compliance, ensure quality, and streamline reporting within the AASHTOWare Project Construction & Materials system. While not legally binding or used for payment, they are treated with the same system integrity and controls as live contracts. The flexibility in managing shadow contracts empowers field offices to tailor their approach based on project needs, ensuring consistency and accuracy in contract administration across all delivery methods.

@@ Line 115: / Line 115: @@
 ===Option 2 - Manually after activation===
-After contract activation, field office can add/modify items on the contract just like any real/live contract by using unattached items and change orders.
+After contract activation, field offices can add/modify items on the contract just like any real/live contract by using unattached items and change orders.
-Unattached items are items that are unofficially added to the contract. Unattached items can be tracked on daily work reports but are not recognized as contract items by the system and cannot be included in a contract payment until they are formally added to the contract through a change order and the change order is approved.
+Unattached items are items that are unofficially added to the contract. Unattached items can be tracked on daily work reports but are not recognized as contract items by the system and cannot be included in a contract payment estimate until they are formally added to the contract through a change order and the change order is approved.
 Change orders allow you to legally change a signed contract, including adding new items of work to the contract, increasing/decreasing quantities of existing items, making time extensions, setting final quantities, and specification changes. The same functions used on real/live contracts can be used on shadow contracts. Change Orders function the same exact way for shadow contracts and they do with real/live contracts.
@@ Line 127: / Line 127: @@
 ! '''NOTE'''
 |-
-|If you are working on contract, such as a progressive design build contract, that needs to add several new items to a shadow contract after reaching a new phase of the contract, please reach out to the help desk. The help desk can assist with the loading of many items on a change order similar to option 1 described above.
+|If you are working on a contract, such as a progressive design build contract, that needs to add several new items to a shadow contract after reaching a new phase of the contract, please reach out to the help desk. The help desk can assist with the loading of many items on a change order similar to option 1 described above.
 |-
 |}

← Older revision		Revision as of 20:22, 15 October 2025
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	If the real/live contract is awarded and already in APCM, a shadow contract request can generally be processed within a business day.		If the real/live contract is awarded and already in APCM, a shadow contract request can generally be processed within a business day.
		+
		+
		+	<div style="overflow:auto">
		+	{\| class="wikitable" style="margin-left:auto; margin-right:auto; border:none; background:lightyellow; color:Red"
		+	! '''NOTE'''
		+	\|-
		+	\|Some emergency contracts do not have a "live" contract to clone. Shadow contracts can still be created for these types of contracts. Please contact the help desk for information about these types of shadow contracts, [mailto:MDOT-ConstructionSoftware@michigan.gov MDOT-ConstructionSoftware@michigan.gov].
		+	\|-
		+	\|}
		+	</div>

	==Adding Items==		==Adding Items==

@@ Line 78: / Line 78: @@
 # The real/live contract is let and awarded.
 # Upon award, MDOT Letting staff transition the real/live proposal from AASHTOWare Project Preconstruction to AASHTOWare Project Construction & Materials to create the real/live contract. They also assign the office overseeing the contract and activate it.
-# The managing office requests a shadow contract for their live contract by emailing the help desk, MDOT-ConstructionSoftware@michigan.gov.
+# The managing office requests a shadow contract for their live contract by emailing the help desk, [mailto:MDOT-ConstructionSoftware@michigan.gov MDOT-ConstructionSoftware@michigan.gov]
 # The help desk clones the live contract to create a shadow contract and will reach back out to the requestor to ensure the contract is correct and work with them on the loading of items and timing of activation so that the field staff can begin working on the contract.
-If the real/live contract is awarded and already in APCM, a shadow contract request can generally be processed within 24 hours.
+If the real/live contract is awarded and already in APCM, a shadow contract request can generally be processed within a business day.
 ==Adding Items==

← Older revision		Revision as of 20:17, 15 October 2025
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−	~~From here the~~ managing office uses the shadow file to complete postings and daily work reports as they would on other traditional contracts and the materials ~~are tracked like any other traditional~~ contract.	+	The managing office uses the shadow file to complete postings and daily work reports as they would on other traditional contracts. This allows a more organized and discrete tracking of the materials for the contract.

	==Shadow Contract Creation Process==		==Shadow Contract Creation Process==

@@ Line 14: / Line 14: @@
 |}
-Each pay item on a contract, within AASHTOWare Project Construction & Materials (APCM), carries the materials for that item. When the item quantity is posted on a daily work report, so are the material quantities and other material information that goes with the materials that make up the pay item.
+Each pay item on a contract, within AASHTOWare Project Construction & Materials (APCM), carries the materials for that item. When the item quantity is posted on a daily work report, so are the material quantities along with other material information.
 For example, a standard pay item of 8020001 - Curb, Conc, Det E1 is made up of the following materials:
@@ Line 24: / Line 24: @@
-Each of the above-mentioned materials need to be tracked individually. Including the quantity of each, source, and acceptance status, etc. The information tracked for each material is used to determine MDOT’s acceptability of the contractors’ work and ensure proper compliance with material specifications and testing frequencies (if acceptance method is testing).
+Each of the above-mentioned materials needs to be tracked individually. Including the quantity of each, source, and acceptance status, etc. The information tracked for each material is used to determine MDOT’s acceptability of the contractor's work and to ensure proper compliance with material specifications and testing frequencies (if the material acceptance method is testing).
 Generally, traditional design-bid-build contracts have hundreds of items, and when taking the materials for each pay item into account, there are thousands of data points to be tracked. In alternative delivery contracts, all the same materials are compressed under a single handful of pay items.
@@ Line 30: / Line 30: @@
 In the above contract example, the one single item of “_ Guaranteed Maximum Price (GMP)” could carry with it, hundreds or thousands of materials for that work. Posting material quantities and attempting to track hundreds or thousands of materials under one single pay item would be troublesome and confusing. Tracking materials within the real contract is infeasible. Thus, a shadow contract is created.
-The shadow contract contains the tradtional breakdown of the lager items. The item list often comes from a Schedule of Values (SOV) or item list provided by the Contractor. The items in the shadow follow the standard pay items and this allows for material tracking just like any other traditional design-bid-build contract.
+The shadow contract contains the tradtional breakdown of the lager items. The item list often comes from a Schedule of Values (SOV) or item list provided by the Contractor. The items in the shadow follow the standard pay items used in design-bid-build contracts and this allows for material tracking just like any other traditional contract.
 For the above example contract, 82194-214269, a shadow contract was created with 145 pay items that represented the work to be done on the contract. Below is a subset of those shadow items:

@@ Line 35: / Line 35: @@
 {| class="wikitable"
-! Item Description !! Units !! Item Num !! Initial Qty !! Unit Price !! Auth Amt
+! Item Num !! Item Description !! Units !! Initial Qty !! Unit Price !! Auth Amt
 |-
-| _ Relocation and Site Cleanup || LSUM || 1077051 || 1.000 || $0.01 || $0.01
+| 1077051 || _ Relocation and Site Cleanup || LSUM || 1.000 || $0.01 || $0.01
 |-
-| Critical Path Method Schedule || Dlr || 1080005 || 15000.000 || $0.01 || $150.00
+| 1080005 || Critical Path Method Schedule || Dlr || 15000.000 || $0.01 || $150.00
 |-
-| Mobilization, Max || LSUM || 1100001 || 1.000 || $0.01 || $0.01
+| 1100001 || Mobilization, Max || LSUM || 1.000 || $0.01 || $0.01
 |-
-| Clearing || Acre || 2010001 || 0.100 || $0.01 || $0.00
+| 2010001 || Clearing || Acre || 0.100 || $0.01 || $0.00
 |-
-| Flushing Cracks, Water || Ft || 7120098 || 422.000 || $0.01 || $4.22
+| 7120098 || Flushing Cracks, Water || Ft || 422.000 || $0.01 || $4.22
 |-
-| Structural Crack, Repr || Ft || 7120099 || 422.000 || $40.95 || $17,280.90
+| 7120099 || Structural Crack, Repr || Ft || 422.000 || $40.95 || $17,280.90
 |-
-| Patching Conc, C-L || Cyd || 7120112 || 635.000 || $905.00 || $574,675.00
+| 7120112 || Patching Conc, C-L || Cyd || 635.000 || $905.00 || $574,675.00
 |-
-| Bridge Joint, Strip Seal Gland Replacement || Ft || 7122005 || 47.000 || $225.00 || $10,575.00
+| 7122005 || Bridge Joint, Strip Seal Gland Replacement || Ft || 47.000 || $225.00 || $10,575.00
 |-
-| _ Structural Steel; Temp Support; Spec; Type 3; 40'-60' || Ea || 7137050 || 1.000 || $95,000.00 || $95,000.00
+| 7137050 || _ Structural Steel; Temp Support; Spec; Type 3; 40'-60' || Ea || 1.000 || $95,000.00 || $95,000.00
 |-
-| _ Structural Steel; Temp Support; Spec; Type 3; +60' || Ea || 7137050 || 1.000 || $120,000.00 || $120,000.00
+| 7137050 || _ Structural Steel; Temp Support; Spec; Type 3; +60' || Ea || 1.000 || $120,000.00 || $120,000.00
 |-
-| Pedestrian Type II Barricade, Temp || Ea || 8120026 || 10.000 || $135.00 || $1,350.00
+| 8120026 || Pedestrian Type II Barricade, Temp || Ea || 10.000 || $135.00 || $1,350.00
 |-
-| Pedestrian Type II Channelizer, Temp || Ft || 8120027 || 980.000 || $30.00 || $29,400.00
+| 8120027 || Pedestrian Type II Channelizer, Temp || Ft || 980.000 || $30.00 || $29,400.00
 |-
-| Channelizing Device, 42 inch, Fluorescent, Furn || Ea || 8120035 || 20.000 || $28.00 || $560.00
+| 8120035 || Channelizing Device, 42 inch, Fluorescent, Furn || Ea || 20.000 || $28.00 || $560.00
 |-
-| Channelizing Device, 42 inch, Fluorescent, Oper || Ea || 8120036 || 20.000 || $0.01 || $0.20
+| 8120036 || Channelizing Device, 42 inch, Fluorescent, Oper || Ea || 20.000 || $0.01 || $0.20
 |-
-| _ Railroad Protection; CSX Transportation || Dlr || 8507060 || 50000.000 || $1.00 || $50,000.00
+| 8507060 || _ Railroad Protection; CSX Transportation || Dlr || 50000.000 || $1.00 || $50,000.00
 |}

← Older revision		Revision as of 20:00, 15 October 2025
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	For the above example contract, 82194-214269, a shadow contract was created with 145 pay items that represented the work to be done on the contract. Below is a subset of those shadow items:		For the above example contract, 82194-214269, a shadow contract was created with 145 pay items that represented the work to be done on the contract. Below is a subset of those shadow items:
		+
		+	{\| class="wikitable"
		+	! Item Description !! Units !! Item Num !! Initial Qty !! Unit Price !! Auth Amt
		+	\|-
		+	\| _ Relocation and Site Cleanup \|\| LSUM \|\| 1077051 \|\| 1.000 \|\| $0.01 \|\| $0.01
		+	\|-
		+	\| Critical Path Method Schedule \|\| Dlr \|\| 1080005 \|\| 15000.000 \|\| $0.01 \|\| $150.00
		+	\|-
		+	\| Mobilization, Max \|\| LSUM \|\| 1100001 \|\| 1.000 \|\| $0.01 \|\| $0.01
		+	\|-
		+	\| Clearing \|\| Acre \|\| 2010001 \|\| 0.100 \|\| $0.01 \|\| $0.00
		+	\|-
		+	\| Flushing Cracks, Water \|\| Ft \|\| 7120098 \|\| 422.000 \|\| $0.01 \|\| $4.22
		+	\|-
		+	\| Structural Crack, Repr \|\| Ft \|\| 7120099 \|\| 422.000 \|\| $40.95 \|\| $17,280.90
		+	\|-
		+	\| Patching Conc, C-L \|\| Cyd \|\| 7120112 \|\| 635.000 \|\| $905.00 \|\| $574,675.00
		+	\|-
		+	\| Bridge Joint, Strip Seal Gland Replacement \|\| Ft \|\| 7122005 \|\| 47.000 \|\| $225.00 \|\| $10,575.00
		+	\|-
		+	\| _ Structural Steel; Temp Support; Spec; Type 3; 40'-60' \|\| Ea \|\| 7137050 \|\| 1.000 \|\| $95,000.00 \|\| $95,000.00
		+	\|-
		+	\| _ Structural Steel; Temp Support; Spec; Type 3; +60' \|\| Ea \|\| 7137050 \|\| 1.000 \|\| $120,000.00 \|\| $120,000.00
		+	\|-
		+	\| Pedestrian Type II Barricade, Temp \|\| Ea \|\| 8120026 \|\| 10.000 \|\| $135.00 \|\| $1,350.00
		+	\|-
		+	\| Pedestrian Type II Channelizer, Temp \|\| Ft \|\| 8120027 \|\| 980.000 \|\| $30.00 \|\| $29,400.00
		+	\|-
		+	\| Channelizing Device, 42 inch, Fluorescent, Furn \|\| Ea \|\| 8120035 \|\| 20.000 \|\| $28.00 \|\| $560.00
		+	\|-
		+	\| Channelizing Device, 42 inch, Fluorescent, Oper \|\| Ea \|\| 8120036 \|\| 20.000 \|\| $0.01 \|\| $0.20
		+	\|-
		+	\| _ Railroad Protection; CSX Transportation \|\| Dlr \|\| 8507060 \|\| 50000.000 \|\| $1.00 \|\| $50,000.00
		+	\|}
		+

	From here the managing office uses the shadow file to complete postings and daily work reports as they would on other traditional contracts and the materials are tracked like any other traditional contract.		From here the managing office uses the shadow file to complete postings and daily work reports as they would on other traditional contracts and the materials are tracked like any other traditional contract.