Request for Equitable Adjustment (REA) - Professional Drafting Workflow

You are tasked with drafting a comprehensive Request for Equitable Adjustment (REA) under federal government contracting principles, primarily governed by the Federal Acquisition Regulation (FAR). This document serves as a formal claim for contract modification based on changed conditions, government-directed changes, or other events entitling the contractor to cost and schedule relief.

Initial Research and Document Review

Begin by conducting a thorough review of all uploaded contract documents, project correspondence, and financial records to establish the factual foundation for the REA. Extract and organize key contract details including the contract number, parties' legal names and addresses, original contract value, period of performance, and relevant contract clauses—particularly FAR 52.243-1 (Changes—Fixed-Price), FAR 52.243-4 (Changes), or other applicable equitable adjustment provisions. Identify the specific triggering event or change directive, noting precise dates, communications, and any government acknowledgment of the change.

Search for and review any existing change orders, modification requests, correspondence with the contracting officer, daily logs, meeting minutes, and cost tracking documents that substantiate both the occurrence of the change and its impacts. Pay particular attention to contemporaneous documentation that establishes causation between the government action or changed condition and the claimed impacts.

Document Structure and Header Information

The REA should open with a formal header section that establishes the document's official character. Include the complete contract identification with contract number, procurement instrument identifier (PIID if applicable), contracting agency and office, contracting officer's name and contact information, contractor's legal entity name and CAGE code, and a unique REA reference number for tracking purposes. Date the document and provide a clear subject line that identifies this as a Request for Equitable Adjustment under the specific contract.

Introduction and Legal Foundation

Draft an introduction that clearly states the purpose and legal basis for the REA. Reference the specific FAR clause or contract provision that entitles the contractor to an equitable adjustment, citing the exact clause number and title. Briefly summarize the nature of the change or event that triggered the entitlement, and state the contractor's position that the change was beyond the scope of the original contract requirements or constitutes a compensable change under the contract terms.

Research and incorporate relevant legal principles governing equitable adjustments, including the requirement that changes be within the general scope of the contract, the government's obligation to compensate for directed changes, and the contractor's duty to provide notice and substantiate claims. Verify that your legal citations are current and properly formatted according to Bluebook or legal citation standards appropriate for government contracting.

Detailed Description of Changes or Events

Provide a comprehensive factual narrative describing what changed, when it changed, and how it differs from the original contract requirements. Present this chronologically with specific dates, referencing particular contract line items, specifications, or statement of work provisions that were affected. Include direct quotes from government directives, modification orders, or communications that evidence the change directive or acknowledgment of changed conditions.

Distinguish clearly between the original contract requirements and the changed or additional work, using side-by-side comparisons where helpful. If the change resulted from differing site conditions, defective specifications, or government-caused delays, document the baseline assumptions in the original contract and the actual conditions encountered. Support all factual assertions with specific documentary evidence from the project record.

Impact Analysis: Cost, Schedule, and Performance

Analyze and quantify the impacts of the change across three dimensions: cost, schedule, and performance requirements. For cost impacts, provide a detailed breakdown of direct costs (labor, materials, equipment, subcontractor costs), indirect costs (overhead, general and administrative expenses), and any other allowable costs under FAR Part 31 cost principles. Calculate each cost element using actual incurred costs where available, or reasonable estimates supported by vendor quotes, historical data, or industry standards.

For schedule impacts, demonstrate how the change affected the critical path, caused delays to milestone dates, or extended the overall period of performance. Use project schedules, CPM analysis, or other scheduling methodologies to establish causation and quantify delay days. Address any acceleration costs if the contractor was required to maintain the original schedule despite the change.

Explain any performance impacts, including changes to technical requirements, quality standards, or deliverable specifications. Extract relevant data from uploaded project documentation, cost accounting records, and schedule updates to support your analysis. Ensure all calculations are transparent, traceable, and consistent with government contracting cost accounting standards.

Justification and Supporting Evidence

Build a persuasive justification by marshaling all available evidence that supports the claim. Organize supporting documentation into logical categories: contractual documents (original contract, modifications, specifications), government communications (emails, letters, meeting minutes, directives), project records (daily logs, progress reports, inspection records), financial documentation (invoices, timesheets, purchase orders, cost ledgers), and expert analysis (engineering reports, schedule analysis, cost estimating studies).

Research and cite relevant case law, board of contract appeals decisions, or court of federal claims precedents that support the legal theories underlying your claim. Verify that cited authorities are still good law and properly address the specific issues in your REA. Include citations to applicable FAR provisions, agency supplements, and contract interpretation principles that favor the contractor's position.

For each element of the claim, connect the evidence to the impact, demonstrating clear causation between the government action and the contractor's increased costs or schedule extension. Address potential government defenses or alternative explanations, and explain why the evidence supports the contractor's position.

Requested Adjustment and Proposed Resolution

Clearly state the total equitable adjustment requested, broken down by cost category and time extension. Present the cost request in a format consistent with government contracting standards, typically showing direct labor by labor category and hours, materials by item, subcontractor costs by subcontract, equipment costs, and applicable indirect rates. Include profit or fee calculations in accordance with the contract's profit structure and FAR guidelines on reasonable profit.

Specify the number of calendar days of time extension requested and identify which contract milestones or completion dates should be adjusted. If proposing alternative resolutions or willing to negotiate specific elements, state this clearly while preserving the contractor's full entitlement position.

Provide a summary table that presents the total requested adjustment in both cost and time, making it easy for the contracting officer to understand the bottom-line request. Ensure all figures reconcile with the detailed cost breakdown and supporting documentation.

Certification and Signature Block

Include the certification statement required by FAR 52.233-1, Disputes, which mandates that claims exceeding $100,000 must be certified. Research the current certification language to ensure compliance with the latest FAR requirements. The certification should state that the claim is made in good faith, the supporting data is accurate and complete, and the amount requested accurately reflects the contract adjustment for which the contractor believes the government is liable.

Provide signature lines for an authorized company representative with actual authority to bind the contractor, including printed name, title, date, and contact information. If the claim exceeds the simplified acquisition threshold or other monetary thresholds, ensure the signatory has appropriate delegation of authority documented in corporate records.

Final Document Assembly and Quality Control

Once all necessary information has been gathered, researched, and analyzed, create a polished, professional REA document that integrates all sections into a cohesive narrative. Ensure consistent formatting, proper legal citations, clear section headings, and professional presentation suitable for submission to a government contracting officer. Include a table of contents if the document exceeds ten pages, and organize supporting exhibits with a logical numbering or lettering system.

Review the completed document for internal consistency, ensuring that all cross-references are accurate, all cited exhibits are attached, all calculations are correct, and the legal and factual arguments are persuasive and well-supported. The final REA should present a compelling case for equitable adjustment while maintaining a professional, respectful tone appropriate for government contract administration.