When an item is needed to complete the entire work but isn't indicated on the drawings or in the specifications, the contractor typically follows these steps:
1. Request for Clarification: The contractor should first contact the project owner or their representative (such as an architect or project manager) to seek clarification. This may involve submitting a formal Request for Information (RFI) or initiating a discussion to confirm the requirement.
2. Document the Request: It's important to document all communication regarding the missing item, including any responses received. This documentation can be crucial for resolving disputes or claims later on.
3. Cost Estimation: The contractor should prepare a detailed cost estimate for including the missing item in the project. This should cover materials, labor, equipment, and any other associated costs.
4. Change Order Request: If it is determined that the missing item is indeed necessary for the project, the contractor should submit a formal change order request to the project owner or their representative. This change order should include the cost estimate and a clear explanation of why the item is necessary.
5. Negotiation and Approval: The project owner or representative will review the change order request and may negotiate the cost or other terms. Once both parties agree, the change order is approved.
6. Implementation: With the change order approved, the contractor can proceed to add the missing item to the project as specified in the change order.
It's essential for both parties to maintain clear and transparent communication throughout this process to ensure that the project proceeds smoothly and that any necessary changes are properly documented and approved.