Superintendent’s Instructions to Subcontractor (SIS)
The SIS Form is a document used by general contractor to authorize Subcontractors, to
perform time and material work that is outside their original contract. Other work can be authorized with a Request for Proposal (RFP) issued as Proceed While Pricing. Each SIS form should only authorize work for one (1) subcontractor and be limited to definite change or one single addition in scope of work. It is important that a signed NOC letter is received for changes to the Contract Documents PRIOR to authorizing Subcontractor work in an SIS if general contractor is to be reimbursed for the work. See the SIS and NOC Process Flow Charts.
An SIS should have a description of the work and must contain a stipulation for Time Tickets to be signed daily by a TCCo representative. The tickets must have TCCo Superintendent signature authorizing payment for the work. The last Time Ticket for a SIS should have “Final” or “Work Complete” written on it. All copies of the T & M Tickets should have the date and SIS Number. NOTE: it is desirable to have the SIS number be the same number as the PCO number, if that is not the case the PCO number must be referenced on the SIS.
An SIS should never be open so that a Sub could charge different items of work
for an indefinite period of time. On occasion, for items such as temporary road
maintenance, electric maintenance, etc., an “open” SIS may be required. This
type of SIS should only be written for a specific time period, not more than a
month. A new SIS is then written for the next time period.
A PCO that is to issued as an SIS will always have the following information:
• Project, Contract and SIS Number, with a detailed description of the work and the subcontractor involved. Note: it is desirable to have the SIS number be the same number as the PCO number, if that is not the case the PCO number must be referenced on the SIS. Also, reference any Documents, sketches or
specifications relevant to the issue at hand.
• Estimated cost: – the SIS should include a not to exceed price on the subcontractor’s copy. The engineer may want to keep a larger, more conservative amount “held” in the budget report than is issued to the Sub. The SIS form, which is a PM writer document in Prolog will automatically input it to the SIS form the general contractor Estimate from the PCO screen, but this value can be adjusted on the form without affecting the budget report. Note – It is critical that the amount on the SIS form never be larger than is recorded in the PCO.
• Specific source of funding is to be indicated through the category and reason fields on the PCO and directly linked through the budget code assigned. Note – the funding source, or budget code does not automatically show up on the SIS form because it is not desirable to have this information on the Sub’s copy. Since this information is entered and trackable in Prolog, it is not required that it be put on the form.
• Signatures: the SIS should be signed and dated by the Architect, Owner or
Owner’s Representative, if it is a reimbursable charge, as well as, by the Superintendent and the Subcontractor.
• Distribution: Copies should be distributed to all those who have signed and put in the PCO file.
Remember: Anytime a SIS is issued, the right side costs are committed. The way this is indicated and tracked in Prolog is by using the “Pending” cost allocations.