The latest version of electronic format (EF) contract document software-EF 3.0 PLUS-has inspired a wave of converts among current EF 3.0 users. Of the more than 9,500 users contacted directly by the AIA, more than 37 percent have chosen to upgrade to the new software, and that number is rising every day.

Several reasons account for the growing ranks of EF 3.0 PLUS users, including:

Easier installation: Compared to the previous release, installing EF 3.0 PLUS is quick and simple. Most users have been able to install and start using the new software within five minutes, including typing in the demographic data-a small time investment yielding many benefits. One reason for this is that a warning message at the point of installation clearly requests the user to set their computer at "administration, or administration level logon rights" to prevent problems. These messages ensure customers are in the right mode for installation to preclude a bad install, machine lockup, repeated keystrokes, or other attempts that typically cause system crashes.

Faster printing: Converts to the new software have noted that printing is twice as fast as with the previous version. Additionally, EF 3.0 PLUS permits users to print partial documents successfully. In the prior release, partial printing could cause system crashes, print-meter corruption, loss of the document, the printing of pages other than those selected, or the printing of the document in its entirety. Users of EF 3.0 PLUS may choose to print either "draft" or "final" versions of their documents. The new software provides a revised draft watermark that allows for faster printing and the ability to read text beneath the watermark, even on faxed copies.

Improved user support: With EF 3.0 PLUS, users have access to new dialogue boxes that include helpful hints at several key points of document preparation. Users who have upgraded to EF 3.0 PLUS find particularly useful messages identifying text that can or cannot be modified during document preparation and messages prompting users to save documents in preparation before exiting. Additionally, on-screen help about when and how to use forms and contract documents is provided to users via HTML sections in the AIA Style/Contract Information Hierarchy.

Additional document content: Eleven documents originally available only in hardcopy were added to the EF 3.0 PLUS AIA Contract Documents suite. These new or revised documents include:

• A114, Standard Form of Agreement Between Owner and Contractor Where the Basis of Payment Is the Cost of the Work Plus a Fee Without a Guaranteed Maximum Price (GMP), is a new contract that should be used with A111 to replace the discontinued A117. It is appropriate for use on projects in which the basis of payment to the contractor is the cost of the work plus a fee, and the cost is not fully known when construction begins.

• G701, Change Order, is a revised edition of the original form to be used as written documentation of changes in the work, contract sum, or contract time that are mutually agreed to by the owner and contractor. It provides space for a complete description of the change and for the signatures of the owner, architect, and contractor.

• G709, Proposal Request, is a revised edition of the original form used to obtain price quotations required in the negotiation of change orders. It is not a change order or a direction to proceed with the work; it is simply a request to the contractor for information related to a proposed change in the construction contract.

• G714, Construction Change Directive, is a revised edition replacing former AIA Document G713, Construction Change Authorization. It is developed as a directive for changes in the work that might delay the project if not quickly implemented. In contrast to a change order, G714 is to be used where the owner and contractor, for whatever reason, have not reached agreement on proposed changes in the contract sum or contract time. On receipt of a completed G714, the contractor must proceed promptly with the change in the work.

• G804, Register of Bid Documents, is a new form that serves as a log for bid documents sent to contractors, subcontractors, and suppliers during the bidding process. It is particularly useful as a single point of reference when parties are interested in the project call for information during the bidding process.

• G805, List of Subcontractors, is a revised edition of the original form used to maintain a list of proposed subcontractors to be employed by the contractor for various portions of any project.

• G806, Project Parameters Worksheet, is a new administrative form to maintain a standard list of project parameters

• G807, Project Team Directory, is a new form used as a single point of reference for basic information about a project's owner, architect, contractor, and other entities. It also serves as a checklist of information about the persons working on a project.

• G808, Project Data, is a new form used for recording information gathered by project teams during the course of providing professional services. It should be completed piece-by-piece as a project progresses, periodically reviewed to ensure information relevance. The attached worksheet, G808A, Construction Classification Worksheet, can be used to supplement G808. It can help a design team through a range of available code compliance combinations before choosing a final compliance strategy.

• G809, Project Abstract, is a new form used for a brief description of project data used in tabulating architect marketing information and firm statistics. It provides a single-sheet on which information can be sorted, compiled, and summarized to present a firm's experience. Information compiled in G809 can support planning for future projects and answer questions pertaining to past work.

• G810, Transmittal Letter, is a new form used as a written record of the exchange of project information between parties involved in a project. It serves as a written record of the exchange of project information and acts as a checklist, reminding the sender to tell the recipient how the material is being sent, why it is being sent, and what exactly is being sent.

Did you know that AIA contract documents . . .

• Were first published in 1888. Called the Uniform Contract, the document was for use between an owner and a contractor. Today there are more than 85 contracts and administrative forms available from the AIA in both print and electronic versions.

• Are standard forms intended for use with modifications clearly indicated to allow for easy location of changes during negotiation. Changes to a standard form are always identified so those familiar with the document through repeated use may measure the risks of a particular adaptation of the document to a specific situation quickly.

• Provide solid provisions enforceable under the existing law. The documents have been finely tuned during their 100-plus-year history to reflect the latest changes in law and the construction industry, based on industry practices, not theory. As a result, these comprehensive contracts and forms have been tested by the courts and are widely considered the industry standard.

• Are developed and revised based on a set of Drafting Principles assembled by the AIA Board. The success of the documents depends upon a collaboration among the AIA Contract Documents Committee (volunteer architects and industry professionals selected for their experience and expertise), the AIA staff, outside legal counsel, owners, representatives of other construction industry associations, insurance counsel, and attorneys with special expertise in matters pertaining to the design and construction process. Given this broad scope of contributors, the AIA Contract Documents enjoy a wide reputation for fairness to all parties.

• Are revised on a standard 10-year cycle, replacing prior editions. The purpose of additional revisions is to ensure that users have state-of-the-art legal tools to be more productive and profitable. Reasons for revisions include changes in industry practice, changes in economics of the profession, or development of legal issues. Other revisions might be attributed to new participants in the construction industry who need to be acknowledged.

Copyright 2002 The American Institute of Architects. All rights reserved.