An Extension of Time (EOT) claim is a formal request submitted by a contractor to the project owner seeking additional time to complete a project due to unforeseen circumstances or events beyond the contractor's control. A well-prepared EOT claim can significantly impact the project timeline and financial implications. This checklist provides a comprehensive overview of the essential documents and information required to support a strong EOT claim.
- Clear and concise: Clearly state the purpose of the claim and the specific extension of time requested.
- Reference project details: Include the project name, location, and contract number.
- Highlight key delay events: Briefly summarize the major events that caused the delay.
- Reference supporting documentation: List the key documents attached to the claim.
- Request acknowledgment: Politely request acknowledgment of the claim and a timely response.
- Project name: The official name of the project.
- Project location: The specific location of the project site.
- Contract number: The unique identifier of the contract between the contractor and the owner.
- Relevant clauses: Identify the specific clauses in the contract that allow for EOT claims.
- Conditions for EOT: Clearly outline the conditions and criteria specified in the contract for granting EOT.
Description of Delay Events
- Detailed description: Provide a clear and detailed description of each delay event.
- Categorize events: Classify events as excusable or inexcusable delays.
- Identify root causes: Determine the underlying causes of each delay event.
- Visual representation: Create a visual timeline to illustrate the sequence of delay events.
- Key dates: Highlight important dates like contract commencement, delay events, and proposed completion dates.
- Impact analysis: Assess the impact of each delay event on the critical path.
- Photographs: Capture visual evidence of delay events, site conditions, and damages.
- Reports: Include project reports, site investigation reports, and expert opinions.
- Correspondence: Document all relevant correspondence with the owner, consultants, and subcontractors.
- Weather reports: Provide meteorological data to support weather-related delays.
- Official notifications: Document any official notifications or directives that caused delays.
- Site diaries: Maintain detailed daily records of site activities, delays, and challenges.
- Resource utilization records: Track the use of additional resources and their costs.
- Delay analysis reports: Quantify the impact of delays on the project schedule.
- Expert opinions: Seek expert opinions to substantiate claims and provide technical support.
- Change order requests: Document any formal requests for changes or variations.
- Assumption logs: Record any assumptions made during project planning and execution.
- Risk assessments: Reference project risk assessments to identify potential delay risks.
- Legal advice: Include any legal opinions or advice obtained regarding the EOT claim.
- Methodology: Clearly outline the methodology used to calculate the extended time.
- Impact assessment: Quantify the impact of each delay event on the critical path.
- Time extension calculation: Determine the additional time required to complete the project.
- Cost impact analysis: If applicable, calculate the additional costs incurred due to the delay.
- Document mitigation efforts: Provide evidence of steps taken to mitigate the impact of delays.
- Timely response: Demonstrate a proactive approach to addressing delay events.
- Authorized signature: Ensure the claim is signed by an authorized representative of the contractor.
- Submission date: Record the date of submission.
- Acknowledgment receipt: Obtain a confirmation of receipt from the owner or project manager.
- Follow-up communication: Maintain a record of all follow-up communications with the owner.
By carefully preparing and submitting a comprehensive EOT claim, contractors can increase their chances of securing a fair and timely extension of time and additional compensation.
