The Contract Documents Log Template provides a formal record of proof of receipt and distribution or proof of non-receipt of specific documents. The Project Manager and the Division Administration Manager are responsible for ensuring that the contract documents are received in an orderly manner and distributed promptly. Formal records should be maintained to document this process. If claims or disputes arise during the life of the contract, certain documents may be needed to provide a detailed account of what actually occurred.
The Project Manager is responsible for ensuring that CON102-1 CONTRACT DOCUMENTS LOG is set up for the project and that this log is kept up to date. The Contract Documents Log Template is to be kept in the Contract Record Book. When contract documents and transmittals are received, each separate document and the transmittals are to be immediately date stamped. Contract documents should never be issued without a transmittal sheet. The transmittal sheet must be checked against the documents received to ensure that all items are there. The transmittal sheet information would then be recorded in the Contract Documents Log and the transmittal sheet itself would be placed in the appropriate project file.