The Hidden Change Order
Protecting Revenue
The architect's RFI response just landed: upgrade to 400A service for future EV charging and pool equipment. That's way beyond the original 200A spec — and it's a textbook change order that Jimmy didn't catch.
How It Unravels
Jimmy tells Dave to proceed with 400A — no change order paperwork
Work proceeds. 400A service installed.
Draw request includes $14,600 line item for electrical upgrade
Owner calls Norm: "We never approved a $14,600 electrical change. This wasn't in the contract."
Norm scrambles — digs through texts and emails
Owner's attorney: contract requires 7-day written notice per AIA A201 §15.1.3
Norm negotiates — agrees to eat $8,000 to preserve the relationship
Contract Clause
AIA A201 §15.1.3 — Claims and Disputes
"Claims by either party must be initiated by written notice to the other party and to the Initial Decision Maker within 21 days after occurrence of the event giving rise to such Claim or within 21 days after the claimant first recognizes the condition giving rise to the Claim, whichever is later."
No written change order was issued. No formal notice of scope change. Jimmy's "go ahead" text to Dave doesn't constitute written notice to the owner.
The Phone Call Nobody Wants
"Norm — we just got the draw request. There's a $14,600 line item for electrical that nobody told us about. We never approved this. This is exactly the kind of thing that makes homeowners not trust contractors. Call me."
Norm eats the cost to preserve the relationship. No documentation = no leverage.
SCOPE CHANGE DETECTED
Architect RFI #007 Response
Architect's RFI response directs 400A service upgrade. Original contract scope: 200A panel replacement only (Section 26 01 00, Sheet E-101).
SCOPE CHANGE DETECTED in architect's RFI #007 response. The directive to upgrade to 400A service is beyond the original contract scope of 200A panel replacement. Estimated cost impact: $11,200-$14,600. Schedule impact: +3 days.
Contract notice deadline: 7 days from today per AIA A201 §15.1.3. That's March 13, 2026. I've drafted a change order proposal and notice letter. Want me to send it to the Hendersons?
Wait — the architect said it should have been in the original spec. Isn't that their problem?
Good question. The architect acknowledged it was an oversight, but under AIA A201, the contractor still needs to issue formal notice to the owner within 7 days. The architect's admission actually strengthens your position — I've included Sarah's email as supporting documentation. The change order should route through the owner regardless of who caused the omission.
OK, send it to Norm first. Let him review before it goes to the Hendersons.
Sent to Norm for review. Package includes: cost breakdown ($4,800 materials + $6,200 labor + $1,400 permit + $2,200 contingency = $14,600), 3 supporting documents, and a pre-drafted notice letter. Norm has until March 13 to send it to the Hendersons.
Change Order Proposal — CO-2026-004
Davis Islands Historic — 227 E Davis Blvd
400A electrical service upgrade per architect directive (RFI #007 response)
| Item | Category | Cost |
|---|---|---|
| 400A rated panel + CT cabinet | Materials | $4,800 |
| Service entrance upgrade labor (3 days, 2-man crew) | Labor | $6,200 |
| TECO service upgrade permit | Permit | $1,400 |
| Contingency (15%) | Contingency | $2,200 |
| Total | $14,600 | |
- 1 Original plans — Sheet E-101 (200A specification)
- 2 RFI #007 — Electrical Service Entrance Conflict
- 3 Architect's RFI response — March 6, 2026 (400A directive + admission of oversight)
Formal notice filed within hours. Full documentation. Complete cost breakdown.
What Got Caught
- 200A to 400A scope change detected instantly in architect's email
- 7-day notice deadline identified per AIA A201 §15.1.3
- Complete cost breakdown generated: materials, labor, permit, contingency
- Architect's admission of oversight preserved as supporting documentation
- Claim package routed to Norm for review before sending to owner
Time Comparison
Financial Impact
Friday afternoon. Norm needs to know where his business stands. Two very different ways to find out.