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4.5.1.4 Amending Contractual Deliverables
As deliverables/outputs are contractual, they form an integral part of the execution of the Contract, and are distinctly detailed in the Contract (i.e. in the specific ToRs for the individual assignmentor Special Conditions, etc., and depending on the procedure). Therefore, any modification to contractual deliverables/outputs require an Amendment to the Contract with Amendment Type AT8.
Examples of modifications to contractual deliverables/outputs include:
The ToRs/Special Conditions are correct and both parties have signed the contract, but deliverables/outputs and dates have been wrongly encoded in the systemOPSYS;
- Any modification to deliverable submission dates;
Deliverables/Outputs are defined in the ToRs (Part B)/Special Conditions, but they have not been encoded in the systemset (entered) in OPSYS;
- etc.
1. If the ToRs/Special Conditions for the Contract are correct, the Contractor or Contracting Authority can initiate the Amendment process, select the appropriate Amendment Type AT8, and then (e.g. AT8 for Specific Contracts under Framework Contracts), and then select the Deliverables tab in the Amendment to apply the modifications.
2. If the ToRs/Special Conditions for the Contract are incorrect, the Contracting Authority will need to initiate the Amendment process and select the appropriate Amendment Type AT8, as not only the (e.g. AT8 for Specific Contracts under Framework Contracts). The Deliverables tab in the Amendment needs to be updated with any possible modifications, and the corrected ToRs will also need to be uploaded to the Documents tab of the Amendment the corrected ToRs/Special Conditions will also need to be uploaded to the Documents tab of the Amendment.
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Please note that for a required modification(s) that does NOT affect the object or scope of the Contract (e.g. additions, omissions, substitutions, changes in quality, quantity, specified sequence, method or timetable of implementation of the services, etc.), an Amendment – Administrative Order (instead of an Addendum) can be issued in the system to apply the changes. For Administrative Orders, the Contracting Authority must request the Contractor to initiate (or Contractor initiates directly) the Amendment – Administrative Order request from the Contrat via the Funding and Tenders Portal (see details below). An Administrative Order, once signed and submitted by the Contractor, only requires the Operational Assessment of the Amendment request by the Contracting Authority for it's approval (or rejection) for the completion of the Amendment process. |
4.5.2 Launch the Amendment
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Important note: An Administrative Order, once signed and submitted by the Contractor, only requires the Operational Assessment of the Amendment Request by the Contracting Authority for it's approval (or rejection) and the completion of the Amendment Workflow. |
The following table provides a summary of the Contract Amendments that can be formalised using each type of amendment.
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If the draft Amendment is in status "PREPARED" and has been verified by the Contractor, it can be signed and submitted by the Contractor to the Contracting Authority.
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Only the user with a PLSIGN role for the project can sign the Contract, or in this case, sign an Amendment to the Contractusers with the LSIGN/Procurement LSIGN role for the organisation, or CLSIGN roles for the contract can sign the Amendment. If you are not able to sign the Amendment, please first make sure that you first have the PLSIGN role for the projectnecessary role and associated permissions. |
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Please note that the Amendment can no longer be cancelled once it has been signed and submitted to the Contracting Authority. When submitted, the Amendment can only be modified, validated, or rejected by the Contracting Authority. |
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