Modifying a Contract Workspace
Once a Contract Workspace (CW) has been Published, it can only be modified when a user with Project Owner capabilities initiates the ‘Amendment’ process. Please note that ‘Amendment’ within NC eProcurement Contracts should be understood as any of the four types of contract modifications available within the system and differs from the way in which the State defines “Amendment,” usually referring to a document changing the terms of an original contract.
When users need to modify a CW, they will do so by creating an ‘Amendment’ within the system. NC eProcurement Contracts supports multiple types of ‘Amendments,’ and most of them temporarily change the Status of the CW to ‘Draft Amendment’ until the modification is finalized and the CW is once again Published to create a new version of the CW.
For more detailed step-by-step information regarding this topic in a printable format, see the following job aid.
When Project Owners need to modify a Contract Workspace, they must initiate the Amendment process. Please note that ‘Amendment’ within NC eProcurement Contracts should be understood as any of the four types of contract modifications available within the system and differs from the way in which the State defines “Amendment,” usually referring to a document changing the terms of an original contract. The four types of 'Amendments' are:
- Administrative Amendment: Modify non-contract details such as adding a team member
- Amendment Amendment: Modify a part of the contract workspace including the terms of the contract
- Renewal Amendment: Modify the active dates of the contract
- Termination Amendment: Modify the expiration date to close a contract early
To start the process of modifying a Contract Workspace, Project Owners should to navigate to the Contract Attributes section of the Overview tab, click on Actions, and select Amend.
For small modifications to the Contract Workspace unrelated to the terms of the contract, initiate an Administrative Amendment. For amendments of this type, the status of the Contract Workspace never changes from Published.
Amendment Amendments allow Project Owners to alter any aspect of the contract, including the actual terms. When executing this type of Amendment, a document must be prepared, reviewed, approved, and signed, and the Contract Workspace must be re-published.
Renewal Amendments allow Project Owners to extend the active dates of a contract beyond the originally agreed-to Date of Expiration. This type of amendment requires approval and re-publication to take effect.
In the event of an adverse condition or disagreement, Project Owners may terminate a contract prior to the original Date of Expiration through the use of a Termination Amendment. An amendment of this type requires approval and the Contract Workspace must be re-published to change the status to Expired.
If a Project Owner is creating a Contract Workspace (CW) that is similar to an existing CW, the Project Owner can create a copy of the existing CW. This is especially useful if a contract has multiple vendors.
When a contract is awarded to multiple vendors, each vendor needs its own individual Contract Workspace. A Contract Workspace for one vendor can be copied, including the Solicitation Documents, but then altered to include a different vendor, for which their own signed contract documents can be added.