On July 23, 2024, WVDOH released a message on Bid Express outlining changes to the change orders approval process. Beginning with projects let with the October 8, 2024 letting, prime contractors will, through AASHTOWare Project (AWP), be required to review and approve change orders that arise on projects. Change orders are currently being processed through AWP by WVDOH and with this change, prime contractors will be added to the approval tree and will remove any written or digital signatures currently being used to accept change orders.

As a side benefit of this move, prime contractors will also gain access to other AWP features, most prominently the ability to generate project reports. Shown below is the except from BidX which outlines the process of gaining access to the AWP system and links to the manual which depicts the steps a contractor will need to follow to approve a given change order.

Please be advised that beginning with the WVDOH BID Letting on October 8th, 2024, the WVDOH will require the Contractor to review and approve/reject Change Orders within AASHTOWare Project (AWP). This will require all contractors to submit a request for any employee(s) that will be responsible for this function. These employees must first obtain a User ID from the WVDOT Office of Technology. Please follow this link to the account application to request a User ID.

Once the employee(s) have received their User ID, a request (for personnel authorized to execute change orders) must be sent to the respective District construction office for each specific contract that personnel is to be assigned. The District will then process the request for contractor personnel access in AWP. There will be two roles within AWP catered to contractor functions. The Contractor-User role will be required for personnel approving Change Orders and report generation; and the Contractor-Inquiry Only will be required for report generation only. User guides for each role will be available on the Contract Administration web page. Please note, surety approval of change orders will no longer be required. Check out this link for the manuals that the Contractor will use.

If you have any questions regarding account setup, please email dohaashtoware@wv.gov

If you have any questions regarding this change, please contact John Crane at jcrane@asphaltwv.com.