Minimum documentation requirements (critical element of court cases)
Copy of the original contract document (with relevant clauses highlighted for reference)
Copies of all contemplated change notices and change orders signed up to the date of the proceeding
A chronological file of all relevant communications, particularly those with the contractor (letters, transmittals, notices, facsimiles, e-mail, telephone recordings, written transcripts of telephone conversations etc.)
Photos/videos of events related to the proceeding
Written statements of witnesses to relevant events which triggered the proceeding
Inspection reports prior to/following the proceeding at critical stages in rectification process
Financial records identifying all payments to the time of the proceeding, and an estimate of cost to complete work related to the proceeding
Contract records and identification of all selection processes to engage Surety or others to rectify performance and materials
Minutes of management and site meetings (signed by participating parties)
A list of personnel involved on completion of the project with their respective functions, salaries, basis of remuneration if they are private sector employees
Separate time sheets identifying specific tasks and additional salary and expense records of all Public Services and Procurement Canada (PSPC) staff engaged to rectify materials/work/performance (keep similar records for consultants and clients)
PSPC fee estimates analysis (original fees, at time of performance issues and again at final completion)
Receipts for all miscellaneous costs specifically incurred to rectify materials or work that is, telephone, videos, travel, accommodation, car rentals
