Is an electronic signature legally binding?

Yes. In the United States, electronic signatures are legally binding under the ESIGN Act and state UETA statutes when the signer demonstrates intent, consents to electronic records, the signature can be attributed to the signer, and the record can be retained or reproduced.

When is notarization required?

Notarization is required where a statute or the agreement itself demands it; requirements vary by state and document type. For deeds or certain affidavits, obtain a notary or use Remote Online Notarization where permitted.

Who should sign change orders?

Change orders should be signed by persons with delegated authority as stated in the agreement; typically the owner’s authorized representative and the contractor’s project manager or company officer to ensure enforceability.

Can I use RON for this agreement?

Possibly. Remote Online Notarization is permitted in many states subject to identity proofing and recording requirements; confirm the receiving party and state notary rules before relying on RON for notarized attachments.

How should signed records be stored?

Store signed agreements and audit trails in a secure, tamper-evident repository with backups. Retain documents per applicable federal and state retention rules to preserve rights and meet audit obligations.

How do I amend an executed agreement?

Amendments should be written, reference the original agreement, be signed by authorized parties, and follow any amendment procedures specified in the contract to avoid ambiguity and future disputes.

Electronic Signature
Templates
Project Management
Project Management Paving Project Agreement

Project Management Paving Project Agreement

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Project Management Paving Project Agreement

This Project Management Paving Project Agreement (the "Agreement") is entered into on by and between Client Name: (the "Client") and Service Provider Name: (the "Service Provider").

Project Identification

Project Title Project ID Client Contact (Name, Title, Phone, Email) Project Manager (Service Provider)

Scope of Work

The Service Provider shall provide project management services for paving works as detailed below. Services include coordination of contractors, scheduling, quality assurance, permitting oversight as required by the Client, and completion oversight through final acceptance.

Detailed Scope of Work Items Specifically Out of Scope

Deliverables and Acceptance

The Service Provider shall deliver the following items. Each deliverable must meet the acceptance criteria described and be accepted in writing by the Client in accordance with the Acceptance Procedure below.

Deliverable 1 — Title Deliverable 1 — Description Deliverable 1 — Acceptance Criteria Deliverable 2 — Title Deliverable 2 — Description Deliverable 2 — Acceptance Criteria

Timeline and Milestones

Planned Start Date Planned Completion Date Milestone 1 — Description Milestone 1 — Target Date Milestone 2 — Description Milestone 2 — Target Date

Budget, Fees and Payment

Total Contract Price (Not-to-Exceed) Payment Schedule Invoicing and Payment Terms

Change Order Process

No change to the Work shall be effective unless documented in a written Change Order signed by authorized representatives of both the Client and the Service Provider. Change Orders shall include a description of the change, effect on the schedule, and any adjustment to the Contract Price.

Change Order Approval Representative — Client Change Order Approval Representative — Service Provider

Confidentiality

Each party shall keep confidential and shall not disclose to any third party any confidential information of the other party obtained in connection with the performance of this Agreement, except as required by law. Confidential information does not include information that is or becomes public through no fault of the receiving party.

Confidentiality Period

Representations, Warranties and Indemnity

The Service Provider represents that it has the experience, personnel, and licenses necessary to perform the Work. The Service Provider warrants that project management services will be performed in a professional manner consistent with industry standards. Each party shall indemnify and hold harmless the other from claims arising from its negligent acts or omissions in performing this Agreement, subject to applicable limitations of liability set forth below.

Insurance

The Service Provider shall maintain insurance appropriate to the Work, including commercial general liability, professional liability, and worker's compensation as required by law. Prior to commencement of services the Service Provider shall provide certificates evidencing such coverage upon request.

Termination

Either party may terminate this Agreement for cause if the other party materially breaches and fails to cure within days after written notice. Upon termination for convenience by the Client, the Service Provider shall be entitled to payment for work performed and documented costs reasonably incurred up to the effective date of termination, subject to offsets for nonconforming work.

Governing Law and Dispute Resolution

This Agreement shall be governed by and construed in accordance with the laws of the state of without regard to conflict-of-law principles. Disputes shall first be submitted to good faith negotiation between senior representatives; if unresolved, disputes shall be resolved by binding arbitration conducted in the governing state unless the parties agree otherwise in writing.

Acceptance Procedure

Upon delivery of each deliverable the Client shall have a period of days to inspect and provide written acceptance or rejection with reasons. If the Client does not provide written rejection within the review period, the deliverable shall be deemed accepted.

Miscellaneous

This Agreement, including any executed Change Orders, constitutes the entire agreement between the parties with respect to the subject matter and supersedes all prior agreements. Amendments must be in writing and signed by authorized representatives of both parties. If any provision is found unenforceable, the remainder shall remain in effect.

Additional Provisions / Notes

Client:

By:

Date:

Service Provider:

By:

Date:

What the Project Management Paving Project Agreement Covers

The Project Management Paving Project Agreement is a written contract that defines the scope, schedule, responsibilities, payment terms, insurance and acceptance criteria for a paving project. It allocates risk between owner and contractor, sets milestones for mobilization, work phases and punchlist completion, and specifies documentation deliverables such as daily reports, change orders and as-built drawings. For public projects the agreement will often reference bid documents, specifications, prevailing wage and bonding requirements; for private projects it may emphasize lien waivers and milestone-based payments.

Why a Clear Agreement Matters for Paving Projects

A well-drafted Project Management Paving Project Agreement reduces disputes, clarifies payment and quality expectations, and creates enforceable obligations for schedule, testing and warranty. It improves coordination among stakeholders, helps manage change orders, and supports compliance with public procurement or local permitting requirements.

Who Typically Prepares and Signs This Agreement

Parties involved usually include the property owner or public agency, the prime paving contractor, project manager, and any subcontractors or material suppliers.

Project owners and agencies manage approvals, funding, and final acceptance of work according to the contract terms.
Prime contractors coordinate crews, suppliers, quality control testing and change order administration during the project.
Project managers, inspectors, and authorized signatories enforce milestones, certify payments, and document punchlist completion.

Clear role assignments in the agreement speed approvals and establish who signs for change orders, payments, claims, and warranties.

Authorized Signers and Their Roles

Project Manager

Normally the contractor's on-site manager or owner's designated manager. Authorized to approve daily reports, initiate change orders within delegated limits, and sign operational certifications required by the agreement.

Company Officer

An executive or officer (CEO, CFO, or authorized agent) signs the main contract and any surety or payment guarantees; their signature binds the legal entity and triggers formal obligations.

Essential Data Elements to Include

Parties: Full legal names

Scope: Work description

Schedule: Start and completion

Payment: Amounts and milestones

Insurance: Coverage types

Acceptance: Testing and warranty

Core Components of a Professional Paving Project Agreement

A comprehensive agreement combines technical, commercial and administrative provisions so both owner and contractor understand deliverables, risk allocation and remedies.

Scope of Work

Detailed description of paving areas, materials (mix designs), thicknesses, compaction and surface tolerances, and referenced technical specifications that define acceptable workmanship.

Schedule and Milestones

Start date, phased completion milestones, weather or permit-related float, and liquidated damages or incentives tied to on-time performance.

Pricing and Payment

Contract sum or unit pricing, retainage, progress payment intervals, required invoicing documentation, and acceptable backup for change orders.

Change Orders

Written change ordering procedure, scope adjustment valuation method, approval chain, and time extension rules to avoid unauthorized work.

Insurance and Bonds

Required commercial general liability, automobile, workers' compensation, and performance/payment bonds with minimum limits and certificate delivery timing.

Testing and Acceptance

Quality assurance protocols, sampling and compaction testing frequencies, remediation steps for failures, and warranty duration for materials and workmanship.

Stepwise Checklist to Complete the Agreement

Follow these steps in order when preparing and executing the paving project agreement to reduce approval cycles and legal exposure.

01

Gather Documents: Collect plans, specs, bid forms and insurer certificates before drafting.
02

Define Scope: Write location-specific descriptions and referenced drawings.
03

Set Payment: Agree on milestones, retainage and invoice requirements.
04

Authorize Signatures: Obtain signatures from authorized officers and project managers.

How to Configure an Online Signing Workflow

A clear digital workflow reduces turnaround time and ensures each party receives the correct fields in order.

Field	Configuration
Signer Order	Owner first, contractor second, then project manager
Authentication	Email link with optional SMS code for higher assurance
Required Fields	Signature, date, printed name, company title
Notifications	Email reminders at 24 and 72 hours

Where to Send the Agreement and How It Flows

Routing the agreement properly ensures approvals, permits and payments follow documented authority.

Owner Office: Primary recipient for initial review and funding authorization.
Contractor: Receives executed contract copy and uploads bond/insurance certificates.
Project Manager: Receives daily reports and approves payment requests.
Permitting Agency: Copies sent when required for permit compliance or inspections.

Digital Signing and Distribution Requirements

Select an eSignature approach that preserves audit trails, supports required authentication, and stores signed records securely.

Document Formats: PDF and DOCX supported
Authentication Methods: Email link, SMS code, or vendor KBA
Integrations: Connectors for NetSuite and Procore

Ensure the chosen platform supports required compliance such as ESIGN/UETA and can produce a tamper-evident audit trail and downloadable signed copy.

Representative eSignature Pricing and Feature Comparison

Cost and capability differences matter when choosing an eSignature provider for contract execution; the table summarizes starting price and common features across vendors.

	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	Yes	Yes	No	No
Envelope Cap	No envelope cap	100 envelopes/user/year	Varies	Varies	Varies

Practical Tips for Accurate, Efficient Agreement Execution

Follow these practical steps to minimize disputes, ensure enforceability, and accelerate approvals.

Use Defined Terms Consistently

Define key terms (e.g., 'Substantial Completion', 'Punchlist', 'Final Acceptance') in one place and use them consistently throughout the agreement to avoid interpretive disputes and ensure clarity for inspectors and payors.

Attach Technical Exhibits

Include drawings, material specifications, testing protocols and a project schedule as contract exhibits so there is no ambiguity about required performance or testing acceptance criteria.

Document Change Orders

Require written change orders signed by authorized representatives and include a valuation method to prevent informal scope creep and payment disputes during mobilization and execution.

Validate Insurance Certificates

Obtain and verify certificates of insurance and bonds before permitting mobilization; confirm policy effective dates and required endorsements to avoid coverage gaps.

Common Pitfalls to Avoid When Preparing the Agreement

Vague scope language that omits site-specific limits often leads to costly change orders and disputed unit quantities during paving operations.
Unclear payment milestones or retainage percentages delay invoicing and can trigger contractor cash-flow shortages during peak mobilization.
Failing to reference tested material mix designs and compaction standards increases the risk of post-construction failures and warranty claims.
Allowing unsigned or verbally approved change orders creates enforceability problems and typically results in claims for extra work without clear compensation.

Key Risks and Consequences of an Incorrect Agreement

Payment Disputes: Delayed payments and potential mechanics liens

Regulatory Fines: Permit or bonding violations

Warranty Exposure: Undefined warranty terms increase liability

Contractor Claims: Unaddressed scope changes trigger claims

Tax Withholding: Incorrect TINs may cause backup withholding

I-9 Penalties: Documentation errors can risk fines

Real-World Examples of Agreement Use and Outcomes

These examples show how organizations use digital signing and structured contracts to improve execution and compliance.

Martin Properties — Tim Martin

Tim Martin found the online agreement process simplified remote signings and compliance checks.

Project teams executed contracts and change orders without office visits.
The streamlined workflow reduced turnaround time and ensured consistent documentation across multiple job sites, improving recordkeeping for inspections and warranties.

BIS — Dan Rotelli

BIS selected a secure eSignature platform to centralize signed contracts and audit trails.

The company integrated signed agreements into back-office systems.
Centralized execution and stored audit trails improved internal controls and accelerated invoicing and payment reconciliation for construction projects.

Key Timelines and Processing Expectations

Track both contract-level milestones and administrative deadlines to avoid penalties and payment delays.

Contract Execution Deadline:

Sign and return before mobilization to avoid schedule impacts

Mobilization Date:

Contractor to begin on agreed start date unless excused by permits or weather

Payment Cycle:

Owner processes approved invoices within specified days, commonly 30 days

Change Order Response:

Set defined response window, typically 7–14 days

Retainage Release:

Released at final acceptance after punchlist resolution

Frequently Asked Questions about Using This Agreement

Answers to common execution, enforceability and digital signing questions for project teams and contract administrators.

Need help? Contact support

Is an electronic signature legally binding?
Yes. In the United States, electronic signatures are legally binding under the ESIGN Act and state UETA statutes when the signer demonstrates intent, consents to electronic records, the signature can be attributed to the signer, and the record can be retained or reproduced.
When is notarization required?
Notarization is required where a statute or the agreement itself demands it; requirements vary by state and document type. For deeds or certain affidavits, obtain a notary or use Remote Online Notarization where permitted.
Who should sign change orders?
Change orders should be signed by persons with delegated authority as stated in the agreement; typically the owner’s authorized representative and the contractor’s project manager or company officer to ensure enforceability.
Can I use RON for this agreement?
Possibly. Remote Online Notarization is permitted in many states subject to identity proofing and recording requirements; confirm the receiving party and state notary rules before relying on RON for notarized attachments.
How should signed records be stored?
Store signed agreements and audit trails in a secure, tamper-evident repository with backups. Retain documents per applicable federal and state retention rules to preserve rights and meet audit obligations.
How do I amend an executed agreement?
Amendments should be written, reference the original agreement, be signed by authorized parties, and follow any amendment procedures specified in the contract to avoid ambiguity and future disputes.

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