The Engineers Joint Contract Documents Committee (EJCDC®) on June 14 released its 2019 edition of the EJCDC® Procurement Family of Documents. EJCDC documents are the first choice, and most user-friendly, among standard documents for infrastructure and public works construction in the United States.
EJCDC documents are available to members of the National Society of Professional Engineers at a 50% discount.
The EJCDC® Procurement Family of Documents (P-Series) is intended for use when a project owner, as Buyer, purchases engineered materials or equipment directly from a seller, for use on an engineer-designed project. The newest P‑Series documents are well-suited to a wide variety of purchase transactions, especially those where the materials or equipment are of a complex or critical nature.
The EJCDC 2019 P-Series of documents provides the user with forms and documents for obtaining bids from prospective sellers, and for establishing the procurement contract itself. These documents give project owners a viable alternative to accepting purchase orders, purchase acceptance forms, and purchase contract terms and conditions drafted by manufacturers and suppliers.
“Procurement,” as used by EJCDC, refers to the purchase of goods (typically equipment or systems that will be installed in a facility, or in some cases construction materials) and related special services. In most cases the owner/buyer will initiate such a purchase in the early stages of a project, before the overall design is complete and before the owner has selected and brought a construction contractor under contract. The seller will be either a manufacturer or a vendor/supplier. The documents assume that the buyer (or more commonly a construction contractor working for the buyer) will receive, unload, perhaps store, and later install the goods furnished by the seller under the procurement contract.
EJCDC drafted the 2019 P‑Series documents with detailed provisions that govern the rights, responsibilities, and procedures for procurement contracts for engineered equipment and materials.
As the successor to the 2010 edition, the 2019 P-Series improves the clarity, content, and risk allocations of core documents, such as EJCDC® P‑700, Standard General Conditions of the Procurement Contract, and EJCDC® P‑520, Agreement between Buyer and Seller for Procurement Contract.
The 2019 P-Series edition features two new documents: Acknowledgment of Receipt of Goods and Notice of Conformity of Goods. Also included among the ten documents are Instructions to Project Owners and Bidders, Bid Form, Buyer Seller Agreement, Performance Bond, Payment Bond, General Conditions, Supplementary Conditions.
One of the new documents, EJCDC® P‑626, Buyer’s Notice Regarding Conformity of Goods and Special Services (2019), is used to notify the seller that the goods and special services have been inspected and found either to conform or not to conform with the requirements of the procurement contract. When the goods and special services conform to the procurement contract documents, and notice of conformity is issued using P-626, then the seller is eligible for final payment.
EJCDC® P‑625, Buyer’s Acknowledgment of Receipt of Goods (2019), the other new document, is used to formally notify the seller that the goods have been received at the designated delivery location (point of destination), in apparently compliant quantities and condition. The Buyer’s Acknowledgment form provides the buyer with a means to acknowledge the receipt of the goods and confirms the limitations of that acknowledgment. The related provisions of P-700 are closely coordinated with this form.
EJCDC documents are prepared by a committee of project stakeholders that include owners, contractors, funding entities, attorneys, professional liability insurers, and sureties. Since 1975, EJCDC has developed and updated fair and objective standard documents that represent the latest and best thinking in contractual relations for engineering design and construction projects. EJCDC documents represent and distribute risk fairly and equitably among all parties to engineer-led construction projects.
EJCDC documents are specifically written for public and private infrastructure and engineered facilities projects in the United States. The documents are downloaded in Microsoft Word format and can be easily modified to conform to the unique goals and regulatory requirements of each project.
The Engineers Joint Contract Documents Committee (EJCDC®) is a joint venture of major organizations of professional engineers:
- the American Society of Civil Engineers (ASCE);
- the National Society of Professional Engineers (NSPE); and
- the American Council of Engineering Companies (ACEC).
Purchase EJCDC documents online at nspe.org/ejcdc