RedTeam allows users to create, customize and manage vendor and subcontractor contracts ("Buyout Commitments") to fit any business relationship. This level of project control begins with the configuration of specific Commitment types. Types of commitments may include Purchase Orders, Subcontract Agreements, Task Orders, etc.
During the implementation period, we will work together and Configure your existing Commitments. You will always have the flexibility to change these Commitments, or add new ones. Our team is available to assist in Configuring Buyout Commitments, contact us for more information.
1. Add Commitment Form: General information (1 of 5)
When you add a new Commitment Form in Configuration, the first section is the General information.
General information section Fields & Definitions:
Commitment Name: the title of the Commitment, which will be displayed at the top of the document (i.e. "Subcontract Agreement" or "Task Order" or "Supplier Agreement").
Commitment Shortname: a short version (up to 3 characters) for quick reference when selecting the form to fill out in RedTeam (i.e. "SA" or "TO" or "Agr").
Cost Category: how the cost of the Commitment will be recorded, either Material (for POs, Supplier Agreements, etc.) or Subcontract (for subcontract agreements, task orders, etc.).
Progress Metric: how the cost of the Commitment will be billed on the Invoice from the Vendor/Subcontractor, either Units Delivered (more common for POs, Supplier Agreements, etc.) or Amount Billed (for subcontract agreements, task orders, etc.).
Period Ending: require a period ending date to be input when an Invoice from a Vendor/Subcontractor is entered into RedTeam for approval.
Minimum/Maximum Value: specify a minimum or maximum value that can be input for this type of Commitment (i.e. a short-form subcontract that can only be used for purchases under $10,000)
Include Specifications: automatically attach the full, current set of Contract Specifications to the Commitment (recommended).
Subject to Tax: requires a tax rate to be selected when creating the Commitment (most common for Purchase Orders).
Retainage: requires a percentage for retainage that will be held to be input when creating the Commitment (most common for Subcontracts).
Payment Terms: the default payment terms that will be selected when creating the Commitment (it can be changed at that time, but will show the default initially).
Specify Ship To: allows a "ship to" address to be selected when creating the Commitment (most common for Purchase Orders).
Specify Start/Finish Date: allows a start and/or finish date to be entered when creating the Commitment
Specify Delivery Date: allows a date for delivery to be input when creating the Commitment (most common on Purchase Orders)
Allow Multiple Commitments: allow the option to issue more than one prime contract to the same Vendor/Subcontractor (Not recommended for subcontracts. If there is a change in scope, a subcontract change order is recommended to increase/decrease the prime contract amount.).
Allocate Commitment Value to multiple Cost Codes?: allow multiple Scope of Work items to be entered against different cost codes (i.e. issue a subcontract with Scope for concrete, and Scope for drywall).
Master Agreement: display the Vendor's Master Agreement number (from the Vendor profile) in the Terms of the Commitment (the field can be named whatever you want, i.e. "Master Agreement" or "Blanket Agreement")
Master Agreement Date: display the Vendor's Master Agreement date (from the Vendor profile) in the Terms of the Commitment
Steps:
From Configuration, locate "Commitment Forms" (under the heading: Projects) .
Click the New (+) icon.
Fill out the required fields (required fields designated by an asterisk).
When you have filled in all the General information, move to the next section: Display Additional Information
2. Add Commitment Form: Display Additional Information (2 of 5)
When you add a new Commitment Form in Configuration, the second section is Display Additional Information. This is the second of five sections when Adding or Editing a Commitment Form.
Display Additional Information section Fields & Definitions:
Use these checkboxes if you plan to display any of the following fields on your Commitment. If you select these to be displayed, the information that will show on the Commitment is pulled from the Scope tab -> Edit -> Additional Scope Details.
Owner Name: entered in the Scope tab of the project. In some cases, it may be the same entity that you enter as the "Customer" for the project. Because this is not always the case (i.e. your "Customer" is a separate LLC entity opened and operated by the owner, and so the "Owner" is an entirely different corporate entity), it is considered an "Additional Information" field.
Owner Address: entered in the Scope tab of the project. In some cases, it may match the address for the entity that you enter as the "Customer" for the project. Because this is not always the case (see above), it is considered an "Additional Information" field.
Architect Name: entered in the Scope tab of the project. In some cases, it may be the same as one of the entities you enter as the "Author" when uploading Plans & Specifications. Because Plans & Specifications can be drawings, specs, plans, and more, and may have multiple "Authors" (architects, engineers, etc.), you must enter it as an "Additional Information" field.
Engineer Name: entered in the Scope tab of the project. In some cases, it may be the same as one of the entities you enter as the "Author" when uploading Plans & Specifications. Because Plans & Specifications can be drawings, specs, plans, and more, and may have multiple "Authors" (architects, engineers, etc.), you must enter it as an "Additional Information" field.
Building Department Jurisdiction: entered in the Scope tab of a project.
Require Lien Waivers: displays a checkbox on Step 2 when creating the Commitment that, when checked, will insert the Vendor into the Lien Waiver log to begin tracking waivers for this Vendor.
Vendor Alias: the term used to describe the Vendor you are issuing this Commitment to, i.e. "Subcontractor" or "Supplier"
Preamble Section: here you can enter terms and conditions that will display before the Products & Services section.
Products and Services Header: customize what you would like the Products & Services section to be called on the Commitment, i.e. "Scope of Work"
Steps:
Use the checkboxes to select which of these fields you would like to display on the Commitment (when entered in the Scope tab).
When you have selected the Display Additional Information, move to the next section: Workflow Options.
3. Add Commitment Form: Workflow Options (3 of 5)
When you add a new Commitment Form in Configuration, the third section is Workflow Options. This is the third of five sections when Adding or Editing a Commitment Form.
Workflow Options section Fields & Definitions:
Close Non Zero: allows Commitments to be changed to "closed" status even when the open balance is not 0 (i.e. a subcontract that was initially issued for $5000 has been billed $4500, leaving an open balance of $500 on the Budget. If you check this box, you will be able to close this Commitment which will reduce the open amount on the Budget from $500 to $0, even though the final $500 was never invoiced or approved for payment). This is not recommended, but is optional.
Critical: the Commitment will be flagged as a "Critical" Commitment and displayed in the Projects Dashboard (Team tab). This is recommended for those Commitments you consider especially important, such as subcontracts.
Terms and Conditions Section: this is where the terms and conditions of the Commitments are entered and updated. Sections to specify important information like payment terms, safety procedures, changes in work, insurance, etc. are all entered here. This field supports HTML 5 for formatting. As well, our team is always available to assist in formatting these Commitments, including this section.
Footer: the footer section of the document, typically formatted for a signature block.
Users are able to copy text from outside sources and paste it into various Commitment Form fields while keeping formatting intact. Font types, general formatting, and indentation types will all be preserved.
Copy and pasted text is supported in the following Commitment Form fields:
Preamble
Terms & Conditions
Footer
Steps:
Use the checkboxes to select which of these fields you would like to display on the Commitment (when entered in the Scope tab).
When you have selected the Workflow Options, move to the next section: Change Orders.
4. Add Commitment Form: Change Orders (4 of 5)
When you add a new Commitment Form in Configuration, the fourth section is Change Orders. This is the fourth of five sections when Adding or Editing a Commitment Form.
Change Orders section Fields & Definitions:
If you will be allowing Change Orders to be issued against the original Commitment, be sure to click the "Allow Change Orders" checkbox.
Allow Change Orders: check the box to allow changes to be issued for this Commitment.
Change Order Name: the title for the Change Order, which will be displayed at the top of the document (i.e. "Change Order" or "Subcontract Change Order").
Change Order Format: only applicable for customers with custom Change Order formats. Contact RedTeam for details and pricing for custom formats.
Preamble Section: here you can enter terms and conditions that will display before the Products & Services section.
Change Order Terms and Conditions: this is where the terms and conditions of the Change Orders are entered and updated. Anything you want displayed in the terms of the Change Order document you send to the Vendor/Subcontractor should be entered here. This field supports HTML 5 for formatting. As well, our team is always available to assist in formatting these Commitments, including this section.
Footer: the footer section of the document, typically formatted for a signature block
Steps:
Use the checkbox to indicate whether or not you will allow Change Orders to this Commitment. If yes, fill in the Name as well as Terms and Conditions.
When you have configured the Change Orders section, move to the next section: Required Credentials
5. Add Commitment Form: Required Credentials and Attachments (5 of 5)
When you add a new Commitment Form in Configuration, the fifth section is Required Credentials and Attachments. This is the fifth section when Adding or Editing a Commitment Form.
Required Credentials and Attachments section Fields & Definitions:
In RedTeam, Credentials refer to common insurances such as General Liability, Worker's Comp, W-9, etc. but can also refer to any type of credential or certification you may want to track about your Vendors/Subcontractors. The Credential types you see in this dropdown pull directly from the list in Configuration -> Controls -> Credentials.
The following Credentials will be required in order to Commit/Execute this Commitment Form:
If you choose to require Credentials upon Commit, all Credentials must be on file and up-to-date (not expired) before a Commitment can be Committed (locked, ready to be sent for signature).
If you choose to require Credentials upon Execute, Credentials do not have to be on file and up-to-date in order to Commit and send out the Commitment; however, they will be required in order to upload the signed Commitment and mark it as Executed.
Attachments are any files that you would like automatically attached to this Commitment every time one is created. These Attachments can be removed on a per Commitment basis, but will by default appear in the Attachments step when creating a Commitment in Buyout. Examples of standard attachments include: exhibits, sample vendor/sub pay apps, sample W-9, etc.
Steps:
Use the dropdown to select Credentials that will be required in order to Commit or Execute (see above) this Commitment.
In the Attachments section click "+ Add Attachments" to upload standard documents to be attached to the Commitment by default (see above for examples).
When you are finished, click "Save".
6. Edit or Delete a Commitment Form
RedTeam allows users to create, customize and manage vendor and subcontractor contracts ("Buyout Commitments") to fit any business relationship. This level of project control begins with the configuration of specific Commitment types. Types of commitments may include Purchase Orders, Subcontract Agreements, Task Orders, Temporary Labor, Unit Price Agreements, etc.
If at any time, you need to make changes to a Commitment form, you can do so from the Configuration. Edit any of these Commitment forms to update. For more information on each of the fields inside the Commitment form, please see the full wiki procedure for details (search wiki for: "Configure Commitment Forms").
Note: if Delete is not an option, and the button is grayed out, the Commitment Form has already been used on a project, and cannot be deleted.
Steps:
Click the tools icon.
Click "Edit" or "Delete".
7. Arranging Exhibits, Attachments, and Plans & Specs
When you are configuring your Commitment form, you can organize the layout of ancillary documents that are to be included. Exhibits can be documents, charts, or images (all saved as image files) that are directly included as part of the commitment. Additional documents can be included as attachments via links, both incorporated into the form configuration to appear in all commitments, or attached as circumstances dictate as a step when creating individual commitments. Plans & Specs for the project can potentially be linked into your Commitment form as well.
All of these components -- Exhibits, Additional Documents, and Plans & Specs -- can have their arrangement controlled within your commitment form’s configuration. When editing the configuration, under the Exhibits section, you have the option to arrange individual exhibit documents in any order you would like, along with linked attachments and Plans as standalone groups within the arrangement.
If you need to edit the arrangements individual attachments within their category of Additional Documents, you will edit those on the attachments step when creating an individual commitment. If your commitments include Plans & Specifications, the arrangement for those documents are edited at the project level.
Steps:
Go to the Configuration Menu and click the Commitment Forms.
Find the commitment form you want to edit, then click the toolbox icon.
Click Edit.
Scroll down to the Exhibits area of the Commitment Format section.
Click the Arrange button, located on the right side.
Click and hold to drag components up or down into your preferred arrangement.
Repeat the steps in the Change Order Format section of the commitment form as well, if necessary.