The contract requires several items to be issued for acceptance. These will need to be responded to within the contractual timescales where it states one, or for all other matters within the projects period of reply (as stated in contract data 1). These are for all the items the contract states can be issued for acceptance, with exception of programme that is covered separately in its own section. It is for matters such as design, subcontractors, change in key people etc. The Project Manager then needs to clearly respond with either acceptance or if non-acceptance the clear reasons why in enough detail that will allow the Contractor to correct the submission.

Creating a Contractors Issue for Acceptance

The Issue for Acceptance template has an “issue type” drop-down menu where all of the items listed in the contract that can be issued for acceptance (except programme which is covered in its own section) are listed to be chosen from. Then further detail can be added describing the item being issued. Once the draft is created there is the option (not mandatory) to add an attachment before sending. Make sure you do this before communicating as there is no way to add it afterwards and a whole new communication will have to be produced with the attachment.

Accepting a Contractors Issue for Acceptance

The PM can click on a Contractors Issue from the register and then click on the “acceptance” tab to be able to respond with either acceptance or non-acceptance (and to respond within the contractual timescales). If not accepting the PM should clearly state the reasons why they are not accepting so that the Contractor can re-submit accordingly.