How to change a contract

What types of programmatic or budget changes are allowed?

Types of programmatic changes:

• Scope of Work (any change to the SOW is restricted to the services in the initial solicitation (RFP/Q))
• Program Methodology 
• Performance Objectives
• Contract Deliverables - add or delete a mode of service, or increase or decrease units of services (UOS) or the number of unduplicated clients (UDC)
• Services provided by a subcontractor

Types of budget requests:

• Additional funds
• Reallocation of existing funds between expense categories (i.e., salaries and operating expense categories) (see Invoice Variance Request Policy for additional information)
• the time period of services
• add a new line item
• Please note, to make changes to the fringe benefit form and fringe benefit policy (hyperlink) or indirect rate policy and IDR form (hyperlink) you must complete a separate form.   

Keep in mind:

• Requests are limited to no more than two (2) contract change requests per funding year.

The initiator must make their requests via the CCR Form. The Service Provider may discuss proposed changes before submission of the form with their CDTA PM and/or SOC PM.

Please fully complete all sections 1 through 8 on the CCR Form.
 

If you marked any part of sections 6, 7, or 8, please attach a clear explanation or budget narrative in support of the change request. For Service Providers, supporting justifications should be written on the agency’s letterhead.
 

Clearly indicate or highlight the placement of any changes (deletions, insertions, or edits) to Appendix A or B content from the current contract.
 

The Executive Director (or authorized designee) must sign and date the Contract Change Request Form, scan as PDF format, and submit all documents electronically to the designated CDTA PM. 

Note: A separate Contract Change Request (CCR) Form must be completed for each program where change(s) are requested within the contract.

The CCR Form must be completed, signed, and attached to all relevant documents and justifications that support the request. The CDTA PM can offer technical assistance in developing these materials.

The form and materials will be received by CDTA for review and forwarded to SOC PM for approval. The System of Care Director will either approve or deny requested change(s) within five (5) business days.

Pending approval, the Service Provider or SOC PM will be informed by the CDTA PM within ten (10) business days of the SOC Director’s decision.

If the request is approved, CDTA will work with the Service Provider or SOC PM to process the contract amendment. If denied, the CDTA PM will inform the person who initiated the request.

If the CCR Form is Service Provider initiated, the CDTA PM will review the request and supporting materials, and will either:

• Sign and forward all materials to the System of Care Director for approval; Or,
• Return the form and supporting documentation requesting further clarification or justification.

If SOC initiated, the SOC PM obtains the approval and signature of the appropriate SOC Director, and then submits the authorized CCR to the assigned CDTA PM.  However, if the change involves a funding increase, SOC should verify with the Budget Analyst before soliciting the approval of the SOC Director.                        

Once approved, the CDTA PM will advise of the next steps necessary to implement the authorized changes to the contract.

In addition, the CDTA PM will send an electronic copy of the approved CCR form to the Service Provider, SOC Director, BOCC Director (if applicable), Contract Analyst, Budget Analyst, and SOC PM.

If the SOC Director does not approve the Contract Change Request, the CDTA PM will return the signed form to the initiator informing them of the determination of their request.