Guide
Managing change requests and scope creep on public contracts
How to handle scope changes on government IT contracts, the change control process public buyers use, and how small firms can avoid doing extra work for free.
Scope creep is a problem on every IT project, but on public contracts it has a twist: the buyer often isn't allowed to pay for work that wasn't formally approved, however much they wanted it. If you do it without a written change, you've likely done it for free.
Know the contract's change process
Most public IT contracts set out how changes work:
- Who can request a change, and who can approve it. Often only the contracting authority, not the project team, can approve changes that affect price.
- The form a change request takes, often a written change request or contract amendment.
- How changes are priced: using contract rates, a quote, or both.
- How long each side has to respond.
Limits on change
Public procurement rules limit how much a contract can change after award without a new competition. Large changes in scope or value may need a new tender. That's why buyers can be cautious about approving big changes, and why it matters to scope well at the start.
Prevent scope creep from the start
- Clear scope: list what's in and, just as important, what's out.
- Acceptance criteria for each deliverable.
- Assumptions: the buyer's responsibilities, such as providing data, staff time or access.
- A change log from day one.
When a request comes in
- Acknowledge it in writing and log it.
- Assess the impact on cost, time and risk.
- Send a change request with a price and schedule impact.
- Wait for written approval from someone authorized before starting the work.
- Update the plan and report on it.
Small changes and goodwill
It's fine to absorb small requests as goodwill, as long as you track them. A log of goodwill work helps when a later change needs approval, and shows the buyer what you've given.
Agile contracts
On agile contracts with a flexible scope, change is expected. Changes to the backlog are normal and don't need a contract change, as long as the budget, time and overall purpose stay the same. See describing agile delivery in a bid.
Common questions
What is a change order in a government contract?
It's a formal written change to a contract's scope, price or schedule, approved by the buyer's authorized contracting officer or equivalent.
Can I be paid for extra work done without a change order?
Often not. Public buyers generally can only pay for work authorized under the contract, so get written approval first.
How much can a public contract be changed after award?
It depends on the rules. Many systems allow limited changes, often by value or within the original scope, before a new competition is needed.