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Ongoing Works Project

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ONGOING WORKS PROJECT AGREEMENT

This Ongoing Works Project Agreement (Agreement) is made as of between Client Name: and Contractor Name: .

RECITALS

WHEREAS, Client Name: desires to engage Contractor to perform ongoing maintenance, repairs, and project work described below; and

WHEREAS, Contractor Name: represents that it has the personnel, experience, and resources to perform such work on the terms set forth in this Agreement.

NOW, THEREFORE, in consideration of the mutual covenants contained herein, the parties agree as follows:

SCOPE OF WORK

Contractor shall provide ongoing services, maintenance, repairs, and project work for the project identified as: in accordance with the specifications, performance standards, and timelines agreed in writing between the parties.

Change orders or additions to the Scope of Work shall be authorized in writing and signed by authorized representatives of both parties prior to performance. Contractor will not be required to proceed with work covered by a change order without such written authorization.

PAYMENT TERMS

Client shall pay Contractor for the services performed under this Agreement in accordance with the following terms.

Invoices are due within days of receipt unless otherwise agreed in writing. All payments shall be made in United States dollars unless otherwise specified in writing.

Any amount not paid when due shall accrue interest at the lesser of (a) % per month or (b) the maximum rate permitted by applicable law. In addition to interest, Client shall be responsible for collection costs, including reasonable attorneys' fees.

TERM AND TERMINATION

This Agreement shall commence on and shall continue until unless earlier terminated in accordance with this Section.

Either party may terminate this Agreement for convenience upon days' prior written notice to the other party. Either party may terminate for material breach if the breach remains uncured for thirty (30) days after written notice specifying the breach. Termination shall not relieve Client of its obligation to pay Contractor for work performed and expenses incurred prior to the effective date of termination.

The parties may agree to renew this Agreement in writing. Automatic renewal is not effective unless expressly agreed in a signed writing.

CONFIDENTIALITY

Each party (Recipient) shall keep confidential and shall not disclose to any third party any Confidential Information of the other party (Discloser) except as necessary to perform under this Agreement. "Confidential Information" means non-public business, technical, financial, or other information identified as confidential or that reasonably should be understood to be confidential. Confidentiality obligations do not apply to information that: (a) is or becomes public without breach of this Agreement; (b) was rightfully in Recipient's possession prior to disclosure; (c) is lawfully received from a third party without restriction; or (d) is independently developed by Recipient without use of Discloser's Confidential Information. Recipient shall use at least the same degree of care to protect Confidential Information as it uses to protect its own confidential information, but in no event less than reasonable care.

INSURANCE AND INDEMNITY

Contractor shall maintain commercial general liability and workers' compensation insurance as required by law and necessary to perform the Work. Contractor shall indemnify, defend, and hold harmless Client from and against any third-party claims arising out of Contractor's negligent acts or willful misconduct in the performance of the Work, except to the extent such claims result from Client's negligence or misconduct.

NOTICES

All notices required or permitted under this Agreement shall be in writing and delivered to the addresses listed above by personal delivery, certified mail (return receipt requested), or a nationally recognized courier service, and shall be deemed given upon receipt.

GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the State of , without regard to its conflict of law principles. Any legal action arising out of or relating to this Agreement shall be brought in the state or federal courts located in that state.

ENTIRE AGREEMENT

This Agreement, including all schedules, exhibits, and change orders executed by the parties, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, proposals, and communications, whether oral or written. No amendment to this Agreement shall be effective unless in writing and signed by authorized representatives of both parties.

MISCELLANEOUS

If any provision of this Agreement is held to be invalid or unenforceable, the remaining provisions shall remain in full force and effect. The parties are independent contractors and nothing in this Agreement shall create an employment, joint venture, or partnership relationship. Neither party may assign this Agreement without the prior written consent of the other, except that Client may assign to an affiliate or successor entity.

Client

Printed Name:

By:

Date:

Contractor

Printed Name:

By:

Date:

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What the Ongoing Works Project document is

The Ongoing Works Project is a project-level record used to document continuing construction or service activities, track progress, and manage approvals for active scopes of work. It consolidates scope descriptions, schedules, progress updates, change orders, safety and inspection notes, and approvals into a single formal record that can be signed and retained by owners, contractors, and project managers for compliance, payment, and closeout purposes. When used consistently it supports clearer communication, audit-ready records, and an auditable history of decisions affecting time, cost, and scope across the life of a project.

Why a formal Ongoing Works Project record matters

A structured Ongoing Works Project reduces disputes by centralizing scope, schedule, and approvals; it creates an auditable signature trail for payments and change orders and supports regulatory retention requirements under tax and industry rules.

Why a formal Ongoing Works Project record matters

Who typically prepares and relies on this document

Common users include contractors, project managers, owners, and permit administrators involved in ongoing site work.

  • General contractors managing multiple trades and payment applications for a single project.
  • Project owners or asset managers tracking progress, budgets, and formal approvals.
  • Subcontractors and suppliers submitting progress updates, change requests, and certified payroll.

The document also serves subcontractors, inspectors, and finance teams who need a reliable record for payments, compliance, and claims.

Core components of a professional Ongoing Works Project

A complete Ongoing Works Project groups essential data and attachments so reviewers can verify scope, timing, approvals, and costs without needing paper files or separate emails.

Scope Summary

Concise description of ongoing work, deliverables, and contract references so reviewers know which tasks are active and why.

Schedule Entry

Current planned dates and percent complete for major milestones, including baseline and any approved schedule adjustments.

Progress Report

Quantified progress entries, photos, and measured percent complete tied to line items for payment validation.

Change Orders

Documented change requests with cost impacts, approvals, and link to original contract clauses that authorize adjustments.

Inspections & QA

Inspection findings, corrective actions, and signoffs required before progressing to next phases or releasing payment.

Approval Log

Role-based approvals, timestamps, and signer identity to create an auditable sequence of authorization for each action.

Step-by-step: completing the Ongoing Works Project

Follow these steps to create a complete, auditable Ongoing Works Project record suitable for eSignature and filing.

  • 01
    Prepare attachments: Collect photos, permits, invoices, and inspection reports to attach before drafting the record.
  • 02
    Populate fields: Enter project, scope, dates, percent complete, and cost impacts in each required field.
  • 03
    Route for approval: Set signer order and authentication level, then send to required approvers in sequence.
  • 04
    Record completion: Capture final signatures, save PDF/A export, and log retention details for compliance.

Typical online workflow settings for the Ongoing Works Project

Configure these settings in your eSignature or document management platform to match project controls and audit needs.

Field Configuration
Signature Type Electronic signature with audit trail and timestamp
Authentication Email link or SMS code; use multi-factor for high-risk approvals
Template Fields Predefine required fields and conditional visibility
Storage Location Secure cloud folder with versioning and access controls

Where to submit or send the completed Ongoing Works Project

Routing depends on contract requirements; below are the common destinations and recipients for a signed record.

  • Project Owner: Final signed copy retained by the owner for payment and audit purposes.
  • General Contractor: General contractor receives updates for scheduling and downstream coordination.
  • Permit Office: If required, submit inspection reports or required filings to the local authority having jurisdiction.
  • Finance / Accounts Payable: Send signed progress and approval records to trigger payment processing.

Digital signing and distribution considerations

Choose an eSignature platform that supports required authentication, audit trails, and secure storage for project records.

  • File formats: PDF, PDF/A, DOCX supported for signed exports
  • Integrations: Link to systems like Procore, NetSuite, Box, or Google Workspace
  • Authentication: Enable SMS, KBA, or SSO for higher-assurance signing

Common timelines and deadlines to track

Track these recurring and project-specific dates to avoid payment delays, compliance gaps, or inspection holds.

Initial submission deadline:

Per contract — often within 10–30 days of mobilization

Weekly progress updates:

Weekly or biweekly reports to owners or construction manager

Change order response time:

Typical 7–14 days for initial pricing and approval

Inspection scheduling:

Book required inspections per permit conditions before work coverage

Final completion filing:

Submit final record and closeout attachments upon substantial completion

Key project milestones and sequence

Milestones below describe sequential stages from initiation through final signoff for an ongoing works record.

01

Initiation

Create record with baseline scope and initial schedule before field work begins.

02

Progress Capture

Regularly update percent complete, photos, and measured quantities for payment.

03

Change Management

Document, price, and obtain approval for scope changes before execution.

04

Final Acceptance

Complete inspections, secure approvals, and capture final signatures for closeout.

Common preparation mistakes to avoid

  • Incomplete attachments: omitting photos, permits, or measurement backups causes payment holds and questions during review.
  • Ambiguous scope descriptions: vague language leads to differing interpretations and prevents timely change order resolution.
  • Incorrect signer identity: mismatched signer names or missing titles can invalidate approvals and delay release of funds.
  • Poor field consistency: inconsistent project names, codes, or invoice references complicate reconciliation in accounting systems.

Risks and consequences of incorrect or late records

Payment Delay: Late or incomplete records can trigger holdbacks.
Contract Disputes: Unclear documentation increases exposure to claims.
Lien Risk: Missed notices or incomplete change orders increase lien vulnerability.
Regulatory Fines: Failure to retain inspection or safety records risks citations.
Tax Impacts: Inaccurate cost reporting may affect tax filings and audits.
Record Rejection: Unsigned or improperly signed records may be administratively rejected.

Security, compliance, and required data elements

Encryption: AES-256 at rest; TLS 1.2/1.3 in transit
Audit Trail: Time-stamped actions, IP, and signer events
Access Controls: Role-based permissions and SSO support
Certifications: SOC 2 Type II, ISO 27001, PCI DSS
HIPAA Support: BAA available for protected health information
Required Fields: Project name, party names, effective date, signatures

eSignature vendor comparison for signing Ongoing Works Project records

Compare pricing and key technical points across common eSignature providers; signNow is listed first per platform data.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Varies by vendor Varies by vendor Varies by vendor Varies by vendor
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Varies by plan Varies by plan No No
Envelope Cap No cap 100 envelopes/user/year Varies by plan Varies by plan Varies by plan

Real-world examples of Ongoing Works Project usage

These customer examples illustrate how project teams use signed digital records to speed approvals and create audit-ready trails.

Optica Ventures (Brian Fitzgibbons)

The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers.

  • The result was faster approvals on routine site items.
  • By standardizing the ongoing works record we reduced follow-up questions and improved on-time payment processing across multiple projects.

Martin Properties (Tim Martin)

I can process and execute all of these documents online with 100% compliance and built-in security.

  • Mobile and offline signing supported field crews.
  • That flexibility allowed inspections, punch lists, and payment approvals to proceed without in-person meetings, improving closeout timelines.

Practical tips for accurate and efficient records

Adopt consistent naming, templates, and role-based approvals to reduce rework and make records audit-ready.

Use standardized templates
Create a single template with required fields, conditional sections, and attachments to ensure uniform data capture across projects and trades.
Enforce signer roles
Define and enforce role-based signing order so approvals occur in contractually required sequence and audit trails remain unambiguous.
Attach evidence
Include photos, measurements, permits, and inspection reports with each entry to substantiate percent complete and change-order claims.
Archive consistently
Export signed files to PDF/A, tag with metadata, and store in a secure archive with defined retention policies.

Frequently asked questions and troubleshooting

Answers to common questions about validity, signing issues, notarization, and retention for the Ongoing Works Project.


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