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CONTRACTORS VARIATION ORDERS PROCEDURES
5 February 2014 – Revision 1.1
Engineering Business Support Department (EBSD) Document Control Form
Form Version: 1.4 Form issue date: October 2013
Operation & Project management Processes
Document Control Information
Document Title Variation Order Procedures for Contractors
Version 1.1 Date Created 5 February 2014
Author Variation Order Working Group
Reviewed by Mohamed Rajab
Procedure written by
Waleed Abou-Khadra (PB)
Procedures Development Workshop Moderator
Moataz Yousif (PWA)
Signed off by Variation Order Working Group
Sign off Date 24 February 2013
Location EBSD DMS “Document management System”
Document Revisions Information
Revision Description/Amendment By Date
0.1 (Draft) Initial Issue Waleed (PB) September 2012
0.2 (Draft) Various Comments from the PMC’s Waleed (PB) 6 November 2012
0.3 (Draft) Final Draft Waleed (PB) 8 November 2012
1.0 (Final) First Formal Issue Moataz Yousif (EBSD) 24 February 2013
1.1 Implemented Comments by Legal Department Suhail Pervez (EBSD) 5 February 2014
Document Circulation
For Implementation For Information
PWA Affairs / Departments President’s Office
PMCs
Document Review Please see the attendance register for the “Process for Contractors Variation” meeting that was held on 8 Nov 2012
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Contractors Variation Orders Procedures
Table of Contents
TABLE OF CONTENTS ................................................................................................................................................. 5
1. DEFINITIONS ............................................................................................................................................................ 6
2. SUBJECT, PURPOSE, SCOPE, AND PARTIES .................................................................................................... 8
2.1 SUBJECT: ............................................................................................................................................................ 8 2.2 PURPOSE: ........................................................................................................................................................... 8 2.3 SCOPE: ............................................................................................................................................................... 8 2.4 PARTIES ............................................................................................................................................................. 8
3. PROCEDURE ............................................................................................................................................................. 9
3.1 CHANGE PROPOSAL ........................................................................................................................................... 9 3.1.1 Change Proposal Issued by the PWA Representative or Engineer’s Representative: ................................... 9 3.1.2 Change Proposal Issued by the Contractor: .................................................................................................. 9 3.1.3 Change Request & Site Instruction Preparation .......................................................................................... 10 3.1.4 Issuance of Site Instruction to the Contractor ............................................................................................. 10 3.1.5 Independent Evaluation of the Engineer’s Representative and Contractor’s Claim ................................... 11
3.2 VARIATION ORDERS (VO) ............................................................................................................................... 11 3.2.1 Variation Orders within the Engineer and the Affairs Delegated Limits .................................................... 12 3.2.2 Variation Orders above the Engineer and the Affairs Delegated Limits ..................................................... 12
3.3 TRACKING AND REPORTING OF VARIATION ORDERS ....................................................................................... 13 3.4 COUNTERSIGNATURES AND COUNTER INITIALING OF DOCUMENTS ................................................................. 13
FLOWCHART: OVERVIEW OF CONTRACTORS VARIATION ORDERS PROCESS – REVISION 20 ....... 14
APPENDIX A: CHANGE REQUEST FORM ............................................................................................................. 17
APPENDIX B: SITE INSTRUCTION FORM ............................................................................................................. 19
APPENDIX C: VARIATION ORDER FORM ............................................................................................................ 21
APPENDIX D: BUDGET TRANSFER REQUEST FORM ....................................................................................... 23
APPENDIX E: COMMERCIAL MANAGEMENT DELEGATION OF AUTHORITY AND GOVERNANCE
MATRIX .................................................................................................................................................................... 25
APPENDIX F: VARIATION ORDER PROPOSAL CHECKLIST .......................................................................... 27
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Contractors Variation Orders Procedures
1. DEFINITIONS
For the purpose of this document, the following definitions shall be used:
“PWA Representative” shall mean the delegated representative by the Public Works Authority (PWA).
The representative will vary for each programme as per the below table.
“The Engineer” shall have the same meaning as provided in the General Conditions. The Engineer will
vary as delegated for each programme as per the below table.
“The Engineer’s Representative” shall have the same meaning as provided in the Agreement General
Conditions of Engagement. The Engineer will vary as delegated for each programme as per the below table.
“Authority” shall mean the Public Works Authority (Ashghal) of the State of Qatar.
“Engineering Business Support Department” (EBSD) shall mean that department within the Authority
so titled.
“System” shall mean the software application which will be used for each programme, as agreed with the
Authority, to track the Contractors Variation Orders.
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Item Programme
Programme Management Consultant (PMC)/ Management Contractor (MC)
PWA Representative The Engineer Engineer’s Representative
1 Local Roads & Drainage Parsons Brinckerhoff Manager of Roads Projects Department or Delegated Area Engineer
PMC General Engineering Consultant (GEC)
2 Expressway KBR Manager of Expressway Department PMC Supervision Consultant (SC)
3 Building Projects Mace/EC_Harris Director of Building Affairs PWA Representative/ PMC
Design Construction Supervision Consultant (DCSC)
4 IDRIS CH2MHill Director of Infrastructure Affairs PMC Supervision Consultant (SC)
5 Highways Asset Management Amey Director of Assets Affairs PWA Representative/
MC The Consultant
6 Drainage Asset Management MWH UK Ltd Director of Assets Affairs PWA Representative/
MC The Consultant
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Contractors Variation Orders Procedures
2. SUBJECT, PURPOSE, SCOPE, AND PARTIES
2.1 SUBJECT:
The subject matter of this procedure is the methodology in accordance with which the Contractor’s
Variation Orders shall be administered by the parties.
2.2 PURPOSE:
To provide a specific, detailed and transparent process to facilitate timely approval and authorisation
of the Contractor’s Variation Orders.
This document represents the Contractor’s Variation Orders Procedures based on the Authority
General Conditions of Contract. These procedures should be adapted, after discussion with PWA
Representative as appropriate for each programme, to reflect the different conditions of contract.
2.3 SCOPE:
This procedure shall be applicable to all Contractor’s Variation Orders.
2.4 PARTIES
The parties involved in this Contractor’s Variation Order Procedures are:
A. The Contractor: Delegated representative
B. The Engineer’s Representative: Delegated representative
C. The Engineer: Delegated representative
D. Relevant Departments within the Public Works Authority (PWA):
a) PWA Representative with delegated authority to approve the Contractor’s Variation
Orders;
b) Engineering Business Support Department (EBSD) representative;
c) Finance & Administrative Department representative; and
d) Other Stakeholders within PWA including the Main Roads Projects Steering
Committee (MRPSC), other committees and the president office.
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Contractors Variation Orders Procedures
3. PROCEDURE Variation Orders shall be administered by a step by step process: FLOWCHART: OVERVIEW OF
CONTRACTORS VARIATION ORDERS PROCESS – REVISION
3.1 CHANGE PROPOSAL
The Change Proposal to the project can be issued by the Public Works Authority (PWA), the Engineer,
the Engineer’s Representative or the Contractor.
3.1.1 Change Proposal Issued by the PWA Representative or Engineer’s
Representative:
If the Change Proposal (CP) is issued by the PWA Representative or Engineer’s Representative, the
issued Party submits it to the Engineer for study.
Upon receipt of the Change Proposal, the Engineer shall within five (5) working days:
1. Upload the Change Proposal into the System; and
2. Study and review the Change Proposal including the time and cost impacts (if required);
In the event that the Engineer believes that the Change Proposal is relevant, the Engineer shall within a
further two (2) working days issue the instruction to the Engineer’s Representative to prepare the draft
Change Request and Site Instruction.
In the event that the Engineer believes that the Change Proposal is not relevant, the Engineer shall
within one (1) working day (on completion of the initial five (5) review days above) notify the
initiator, with reasons of rejection, and close the case in the system.
3.1.2 Change Proposal Issued by the Contractor:
If the Change Proposal is issued by the Contractor, the Contractor shall submit it to the Engineer’s
Representative for review and study.
Upon receipt of the Change Proposal, the Engineer’s Representative shall within five (5) working
days:
1. Upload the Change Proposal into the System;
2. Assess the time and cost impact of the Change Proposal (if required); and
3. Discuss the comments on the Contractor’s Change Proposal with the concerned parties (if
required);
In the event that the Engineer’s Representative believes that the Change Proposal is relevant and
entitlement does exist, he shall within two (2) working days issue the recommendation to the
Engineer for review and approval.
Upon receipt of the Engineer’s Representative recommendation, the Engineer shall within three (3)
working days review and study the recommendation. If approved, the Engineer shall instruct the
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Contractors Variation Orders Procedures
Engineer’s Representative to prepare the draft Change Request and Site Instruction for the Engineer
and PWA Representative approval.
In the event that the Engineer’s Representative believes that the Change Proposal is not relevant and
entitlement does not exist, he shall within one (1) working day notify the Contractor and close the
case in the system. If the Contractor believes that the change is still relevant, he can start the dispute
process according to the conditions of contract.
3.1.3 Change Request & Site Instruction Preparation
Upon receipt of the Engineer instruction, the Engineer’s Representative shall within three (3)
working days:
1. Prepare the draft Change Request (CR) and Site Instruction (SI). The Engineer’s
Representative shall use the forms in APPENDIX A: CHANGE REQUEST FORM and
APPENDIX B: SITE INSTRUCTION FORM; and
2. Issue the draft CR and SI to the Engineer for review and approval;
Upon receipt of the draft CR and SI or clarifications, the Engineer shall within three (3) days review
and comment on the Engineer’s Representative submission. In case of any comments/clarifications
by the Engineer, the Engineer’s Representative shall, within three (3) working days or as agreed
with the Engineer, coordinate with the Contractor to reply within two (2) working days to the
Engineer’s comments/clarifications.
In the event of approval and that the estimated amount of the CR & SI is above the delegated limit as
detailed in APPENDIX E: COMMERCIAL MANAGEMENT DELEGATION OF AUTHORITY
AND GOVERNANCE MATRIX, the Engineer shall submit the final CR & SI to PWA
Representative for final approval.
In the event of approval and that the estimated impact of the CR & SI is within the authority
delegated limit, the Engineer shall instruct the Engineer’s Representative to issue the formal SI to the
Contractor.
In the event that the draft CR & SI are rejected by the PWA Representative, the Engineer shall notify
the Engineer’s Representative who in turn shall within one (1) working day notify the Contractor
and close the case in the system.
In the event that the change is out of the physical boundaries of the project, the CR & SI shall be
submitted by the PWA Representative to the President/Tender Committee of the PWA for approval.
3.1.4 Issuance of Site Instruction to the Contractor
Upon receipt of the approval from the authorised party, the Engineer shall within two (2) working
days instruct the Engineer’s Representative to issue the formal SI to the Contractor, and upload the
formal CR into the system for records.
Upon receipt of the instruction, The Engineer’s Representative shall within two (2) working days
issue the formal SI to the Contractor.
Where there is no time and/or cost impact or it is within the delegated limit as detailed in
APPENDIX E: COMMERCIAL MANAGEMENT DELEGATION OF AUTHORITY AND
GOVERNANCE MATRIX, and where there is no impact on the quality of works, the instructions
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Contractors Variation Orders Procedures
are to be issued by the Engineer’s Representative to the Contractor by Site Memo without the pre-
approval of the Engineer and the PWA Representative.
3.1.5 Independent Evaluation of the Engineer’s Representative and Contractor’s
Claim
The Engineer’s Representative shall within ten (10) working days submit an independent evaluation
and estimate of cost and time impact of the issued Site Instruction to the Engineer for review and
approval.
Upon receipt of the formal SI, the Contractor shall within two (2) working days:
1. Acknowledge receipt of the formal SI;
2. Submit statement of impact (if any) and shall within ten (10) working days submit the
Variation Proposal for the Engineer’s Representative review; and
3. Request extension of submission period (if required).
In the event that the Contractor submits an impact statement, the Engineer’s Representative shall
within five (5) working days agree with the Contractor the final assessment of the SI.
In the event that the Contractor does not submit an impact assessment impact or an assessment for
the SI, the Engineer’s Representative shall within two (2) working days:
1. Prepare the Variation Order (VO) form using the form in APPENDIX C: VARIATION
ORDER FORM; and the checklist form in APPENDIX F: VARIATION ORDER
PROPOSAL CHECKLIST; and
2. Issue the final recommendation to the Engineer for review and approval.
Upon receipt of the recommendation, the Engineer shall within four (4) working days review,
approve and recommend to the PWA Representative. If the Engineer has any
comments/clarifications, he should communicate that to the Engineer’s Representative. The
Engineer’s Representative shall address these comments/clarifications within two (2) working days.
If the PWA Representative believes that a further review is needed, he may forward the assessment
to EBSD for review. The EBSD shall within further five (5) working days review the assessment
and return the recommendation to the PWA Representative.
The PWA Representative shall within two (2) working days review, approve and forward the
acceptance to the Engineer. Then the Engineer shall within one (1) working day issue the final
assessment to the Engineer’s Representative for discussion with the Contractor.
3.2 VARIATION ORDERS (VO)
Upon receipt of the acceptance, the Engineer’s Representative shall within one (1) working day
discuss the final assessment with the Contractor. The Contractor shall within two (2) working days
accept or reject the assessment.
In cases of agreement between the Engineer’s Representative and the Contractor on the final
assessment, the Engineer’s Representative shall within one (1) working day submit the final
Variation Order signed by the Contractor to the Engineer.
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Contractors Variation Orders Procedures
In cases of disagreement between the Engineer’s Representative and the Contractor, The Engineer’s
Representative shall within one (1) working day submit the final Variation Order without the
Contractor signature to the Engineer. In the meantime the Contractor shall start the dispute procedure
by submitting this Notice of Dissatisfaction within twenty (20) working days with the disputed
amount to the Authority/Engineer review.
3.2.1 Variation Orders within the Engineer and the Affairs Delegated Limits
If the Variation Order1 is within the Engineer and Affairs delegated limits, the Engineer shall within
two (2) working days issue the Variation Order with all the supporting documents including the
Budget Transfer Request (if required) to the PWA Representative.
Upon receipt of the Variation Order, the PWA Representative shall within two (2) working days:
1. Review, approve and sign the Variation Order and Budget Transfer Request (if required);
2. Discuss with the Engineer any comments/clarifications; and
3. Return the signed Variation Order and Budget Transfer Request to the Engineer.
Upon receipt of the approved/signed Variation Order from PWA Representative, the Engineer shall
within one (1) working day:
1. Issue a copy of the signed Variation Order and Budget Transfer Request to the PWA Finance
& Administrative Department for authorisation;
2. Issue a copy of the signed Variation Order to the EBSD, Contract Affairs and Engineer’s
Representative, who shall in turn within one (1) working day provide a signed copy to the
Contractor.
The PWA Finance & Administrative Department shall within three (3) days authorise the Budget
Transfer Request and update FABIS.
3.2.2 Variation Orders above the Engineer and the Affairs Delegated Limits
If the Variation Order is above the Engineer and the Affairs delegated limits, the Engineer shall
within one (1) working day issue the Variation Order with all the supporting documents to the
EBSD for review.
Upon Receipt of the Variation Order and Budget Transfer Request, the EBSD shall within five (5)
working days:
1. Review the Variation Order for conformance; and
2. Discuss with the Engineer any comments/clarifications;
Upon receipt of the reviewed Variation Order from the EBSD, the Engineer shall within two (2)
working days issue the VO with all supporting documents to the appropriate PWA Tender
Committee for approval.
Within five (5) working days, the PWA Tender Committee shall review and approve the VO
submitted by the Engineer. The PWA Tender Committee shall communicate the Engineer and the
1 One Variation Order may comprise more than one site instruction.
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Contractors Variation Orders Procedures
EBSD (if required). The approval of the PWA Tender Committee shall be forwarded directly to the
Engineer.
Upon receipt of the approval, the Engineer shall issue the Variation Order with all the supporting
documents including the Budget Transfer Request (if required) to the PWA Representative.
Upon receipt of the Variation Order, the PWA Representative shall within two (2) working days:
1. Review, approve and sign the Variation Order and Budget Transfer Request (if required);
2. Discuss with the Engineer any comments/clarifications; and
3. Return the signed Variation Order and Budget Transfer Request to the Engineer.
Upon receipt of the approved/signed Variation Order from PWA Representative, the Engineer shall
within one (1) working day:
1. Issue a copy of the signed Variation Order and Budget Transfer Request to the PWA
Finance & Administrative Department for authorisation;
2. Issue a copy of the signed Variation Order to the EBSD, Contract Affairs and Engineer’s
Representative, who shall in turn within one (1) working day provide a signed copy to the
Contractor.
The PWA Finance & Administrative Department shall within three (3) days authorise the Budget
Transfer Request and update FABIS.
3.3 TRACKING AND REPORTING OF VARIATION ORDERS
The PMC shall keep an updated Tracker of all issued Site Instructions and Variation Orders. The Progress of
all Site Instructions and Variation Orders of all the projects shall be quarterly reported as part of the PMC Cost
Report2.
3.4 COUNTERSIGNATURES AND COUNTER INITIALING OF
DOCUMENTS
Countersignature of the Variation Orders by the PMC and the Authority is acceptable for holiday cover or
leave of absence subject to the required delegated authority.
Counter initialling of any document by the PMC and the PWA is acceptable for holiday cover or leave of
absence subject to the required delegated authority.
No alteration or change to the forms stated in these procedures shall be permitted without express approval of
the Authority with reasons given for any proposed alteration or change.
2 KBR reports on the status of SI & VO to senior management both internally and to the Authority on a weekly basis.
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Contractors Variation Orders Procedures
FLOWCHART: OVERVIEW OF CONTRACTORS VARIATION ORDERS
PROCESS – REVISION 20
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Title
PWA1/Client2 PMC3
Engineer
ContractorPrinciple
Other PWA Stakeholders
Ph
ase
Process forVariation Order (PMC-led Projects - Construction Phase)
- Prepare Variation Proposal and VO Form & submit to PMC- Issue Recommendation to PMC 2
1 PWA” PWA Stakeholder might be the President, Affairs, O&M Department2 Client: Only applied for the building affairs3 PMC: Program Management Consultant4 GEC: General Engineering Consultant5 SC: Supervision Consultant * SI with no time or cost impact can be issued without a pre-approval from the Authority.* TC: Tender Committee: Concerned Change Approval Committee as delegate by the PresidentCR: Change RequestSI: Site InstructionVO: Variation OrderCP: Change Proposal
Variation Proposal
Submitted ?
Review & recommend on the variation proposal (with the contractor) 5
Yes
Start an independent evaluation process once
the Site Instructions issued 10
No
- Acknowledge the receipt of the formal SI2
Prepare draft CR Request & SI including as a minimum:- Details of Change- An estimate of cost & time (if needed) 3
- Instruct GEC / SC to Issue the formal SI to the Contractor - Upload the formal CR into the system 2
Check Point 1
Work out of project
boundary?
No
- Submit Statement of impact- Request extension of submission period for the Variation Proposal (Optional) 2
- Review and comment the draft CR & draft SI prepared by the GEC/SC
3
Above the Delegated Limit
Yes
Issue the formal SI to the Contractor*
2
Comments
- Review the Contractor’s Change Proposal (If Required, Consult the PMC in case of complicated CRs) 5
Approved
Does entitlement
exists?
Record the submitted Change Proposal in
the System
notifies rejection to Contractor, with reasons for rejection 1
End
No
Study / Review Change Proposal
5
Record the submitted Change Proposal in
the System
Proceed with the CP?
Instruct the GEC/ SC to prepare draft CR and draft SI
2
Yes
In case of rejection, the system notifies all parties
Notifies rejection to CP initiator, with reasons for rejection 1
No
Forward entitled CP to PMC
2
YesEnd
Dra
ft C
R /
SI –
Sect
ion
s 3
.1.2
& 3
.1.3
Change RequestPWA-PR-110/F01
Site instructions
PWA-PR-110/F02
Approve Project Work out of project boundary
President / TC *
2
Variation proposal checklistsPWA-PR-110/F03
Variation Order Form
PWA-PR-110/F04
A
Ch
ange
Pro
po
sal (
CP
) –
Sect
ion
3.1
Form
al C
R /
SI –
Sect
ion
3.1
.4V
O P
rop
osa
l –Se
ctio
n 3
.1.5
Propose or identify a change in the project
Rejection
Review & Approved Draft
SI & CRReceive PWA rejection and forward to GEC / Contractor
1
End
In case of rejection, the system notifies all parties
If Applicable
10
3
Within the Engineer’s Delegated Limit
GEC4/SC5
The Engineer’s rep.
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Title
PWA1/Client2 PMC3
Engineer
GEC4/SC5
The Engineer’s rep.
ContractorPrinciple
Other PWA Stakeholders
Ph
ase
Process forVariation Order (PMC-led Projects - Construction Phase)
Yes -- Optional Step (If Required by the PWA)
VO within PMC/ Affairs Authority?
No
Any Comments?No
Any Comments?
Yes
Yes
Received the TC Approval 0
No
Check Budget Allocation and Prepare Budget Transfer Request (if required) 2
Transmit Approved Fund Transfer / VO to
Finance & Admin Dept. 1
Provide signed original of VO to contractor 1
Signed original of VO received
0
Fund Transfer / Additional Fund-
PWA-PR-320
Yes
Check Point 2
Receives approved VO
Contract Dpt.
0
- Receives approved VO / Fund transfer request
Finance & Adm.Dpt.
3
Update FABIS
Finance & Admin.Dpt.
Receives approved VO
EBSD Manager
0
Approve Budget Transfer Request and VO Form
Dpt. Manager
2
Study the VO documents
and approve
Concerned TC
5
-Review and make recommendation
4
Review and Comment the VO Proposal submitted by
the PMC
Dpt. Manager
2
Affairs/PMC Financial Authority Limit will be
decided by the President
End
Notice of Dissatisfaction
Contractor Accepted?
Receive the Acceptance of the PMC recommendation 1
Notify the contractor with the accepted VO proposal 1
NoCopy of the VO with / without the contractor signature 1
Yes
Review /Comment/ Recommend the VO Proposal submitted by
the PMC
EBSD
5
Review for Recommendation and
approval
EBSD
5
A
Budget Transfer
Fund Form PWA – PR –
110/F04
2
20
1
Record and Forward to the TC.
1
Var
iati
on
Ord
er –
Sect
ion
s 3
.1.5
& 3
.2V
aria
tio
n O
rde
r –
Sect
ion
3.2
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Contractors Variation Orders Procedures
APPENDIX A: CHANGE REQUEST FORM
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Engineering Business Support Department
VO REQUEST FORM طلب إصدار أمر تغييري
Project ID : VO No. : Contract No.: Date: Budget Ref/Code: Contractor Name: Project Title:
SCHEDULE (A)
The scope of services to be provided is amended to include:
1.
2.
3.
SCHEDULE (B)
The total sum payable by the Public Works Authority to the Contractor shall be adjusted as follows (refer to Schedule of Fee Adjustment Calculations attached):
Original Agreement Sum: ……………….. QR.
VO to date ( ) : ……………….. QR.
This VO ( ) : ……………….. QR.
Total Revised Agreement Sum:( proposed) QR.
SCHEDULE (C)
The completion date for this Agreement shall be extended by this VO as follows:
Original Agreement Period: ------ days --------------------- to -----------------------
VO ( ) to date ----- days --------------------- to -----------------------
This VO: ----- days --------------------- to -----------------------
COST VALUATION PREPARATION
Actual Costs
YES/NO
Estimate
YES/NO Costs agreed with Contractor YES/NO
Based on : Original Agreement Rates New Rates
Last VO Rates
Engineer’s Comments: Engineer’s Signature : Date : (Please attach all necessary support documents, duly signed by the Contractor and approved by the Engineer, to justify the VO)
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CR No. : Date :FROM :
TO :
PURPOSE :
Affairs :Department :Project Title :Project ID :Contract No. :Engineer :Engineer's Representative :Contractor :
Design Change Impacts Cost Impact Status ApprovedReason for this change Scope Change Time Impact Rejected
Others
Description / Background / Benefit to the PWA / Benefit to the Project :
List of Attachments :
Engineer's Representative (Delegated Representative)
Name : Signature
Date
Engineer (Delegated Representative)
Name : Signature
Date
PWA Representative (if required)
Name : Signature
Date
CHANGE REQUEST (CR)
STATE OF QATARPublic Works Authority
PWA
Form Rev. 3 Revision 1.1
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Contractors Variation Orders Procedures
APPENDIX B: SITE INSTRUCTION FORM
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SITE INSTRUCTIONS (SI)
STATE OF QATAR Public Works Authority
PWA
SI No. : CR No. : Project Title : Contract No. : Project ID : Engineer : Engineer’s Representative : Contractor :
You are hereby instructed to carry-out the following:
Engineer’s Representative Engineer
PWA Representative (if required) PWA President/Tender Committee (If required) Attachment
Received by Contractor Name: ……………………………………….. Signature: ………………………………………..
Date: / / Should the contractor consider that this instruction constitutes a variation in cost and / or time to the Contract then he should submit a statement of impact in writing within ( ) days of receipt of this Site Instruction and advise the cost and schedule impact in accordance with the terms and conditions of the contract.
Form Rev 1.0
Form Rev. Date: 20/10/2012
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Contractors Variation Orders Procedures
APPENDIX C: VARIATION ORDER FORM
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VONo. : Dept.: Ref No.:Contract Title : Contract No.: Approval within Authority:Engineer : Budget No.:Engineer's Rep. : Provision No.:Contractor : Date:
BRIEF REASONS & DETAILS FOR VARIATION ORDER (Details Attached):
Effect of Variation Order on Contract (X, ) Cost of Variation Order
- Is there a Cost Impact: - Total Amount of Contract - Cost Impact of Variation on Works: Plus previously & Currrent V.O [(-)/[(+)]
- Is there an Extension of Time: - Value of this V.O. works [(-)]/[(+)]- Cost Impact of Extension of Time - Cost of Extension of Time [(+)]
COST VALUATION PREPARATION Actual Costs Yes No Estimated Cost Yes No Costs agreed with Contractor
Estimated (by): ………………..………………..………………..Based on: All Bill Rates
Part Bill RatesNo Bill Rates
EFFECT ON CONTRACT:Contract Value: Time for Completion- Original Contract Value: - Original Contract Duration:
- Previously Approved Variation Orders: - Original Completion Date:
- Previously Adjusted Contract Value: - Previously Approved Extensions of Time: Days
- Current Variation Order: - Previously Adjusted Contract Duration: Days
- Adjusted Contract Value - Previously Adjusted Completion Date:
with Current Variation Order - Time Impact of Current Variation Order: Days
- Adjusted Completion Date with Current Variation Order:
Contractor Engineer's Representative Engineer
Name Name Name
Signature Signature SignatureDate Date Date
PWA Representative PWA President (If required)Approved Approved
Name Yes Yes/ No
Sign No Secretary Signature
Date N/A Stamp/Date
VARIATION ORDER (VO)
Tender Committee (If Required)
PWATender Committee
PWA Representative
The Engineer
Form Rev 1.0 Form Rev. Date: 20/10/2012
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Contractors Variation Orders Procedures
APPENDIX D: BUDGET TRANSFER REQUEST FORM
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/
/
/
/
% 15 % 25 %15 % 50 %25
: : :
-:
/
- : /
Budget Transfer )2012-2013 (
2012
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Contractors Variation Orders Procedures
APPENDIX E: COMMERCIAL MANAGEMENT DELEGATION OF
AUTHORITY AND GOVERNANCE MATRIX
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Contractors Variation Orders Procedures
COMMERCIAL MANAGEMENT DELEGATION OF
AUTHORITY
To be finalized with the President and Senior Management
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Contractors Variation Orders Procedures
APPENDIX F: VARIATION ORDER PROPOSAL CHECKLIST
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Contract Ref: Supervision Consultant
Yes No N/A
1Yes No
2 Yes No
3Yes No
4Yes No
5Yes No
6 Yes No
7 Yes No
8 Yes No
9 Yes No
Yes No
Yes No
Yes No
10
1 Yes No23 Yes No
4 Yes No
5 Yes No
11 Yes No
12 Yes No
13 Yes No
14 Yes No
15 Yes No
16 Yes No
17 Yes No
18 Yes No
19 Yes No
Engineer
Name:
Signature: ………………………………………………….….
Date:…………………………………………………………...
Department :Expressway
VARIATION ORDER REQUEST CHECK LIST
Project Title: :Affairs :Infrastructure
Project ID
Contractor
Supervision Consultant reviewed and recommended with current records maintained / authenticated at site level
Variation
Variation Order submitted with the VO Request Form and Supervision Consultant's recommendation, stamped and initialed by Supervision Consultant
Variation Order processed within the time prescribed
Contractor’s Analysis of variation order with attachments and quantities or measurement sheets (detailing drawing or item ref. /No.), BOQ pages, Discount Calculations, tins, Star Rates plus full substantiation (Qty., Rates, LPO, Production Rates, etc.)
The Contract reference attached (BOQ, Specs., QCS, Contract Clause ) and copies of Site Instruction and Change Request including all documentation and correspondence leading up to the approval of site instruction referred to in each
Contractor representative's name, post, signature and date are shown in the request
Supervision Consultant representative's name, post, signature and date are shown in the request
Three offers at least attached for new Items (if applicable)
For time Extension claims, check if submitted
1) Approved Baseline Programmes and different revisions (Clause 14)
2) Latest Progress Updated Programmes
3) Timeline Analysis and Narrative Element(s) claimed
Recommendation Statement and Report from the Supervision Consultant, including
All Quantities on all Summaries cross referenced to Measurement Sheet page number
Brief Description of variationReason for variationCost Comparison Statement and basis of rates
Time Impact
Statement of Recommendation
Drawings (Contract & Revised /Shop) & Summary Sheets
AutoCAD copies of all associated Shop Drawings.
References to all RFI’s, Test Certificates and the like Included (Note Depending on Item, RFI's for Test Certificates maybe required)
All pages numbered
Engineer's Representative
Name:
Signature: ………………………………………………….….
Date:…………………………………………………………...
All Drawing References on all Measurement Sheets
All Sheets signed and stamped by Supervision Consultant
Soft Copies of all Measurement Sheets, Summaries, Bills of Quantities, VO Form, VO Request Form in native files.
Index/summary of each section's contents
Project
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5 February 2014
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MRPSC REQUIREMENTSCONTRACTOR VARIATION ORDERDOHA EXPRESSWAY PROGRAM
SAMPLE TITLE DESCRIPTION
COVERING LETTER Request letter for Variation Order Approval
CONTENTS Contents page.
TERMS OF REFERENCEThe Terms of Reference
establishes a set of rules and requirements regarding the
submission of Variation Orders. (Reference only)
EBSD RECOMMENDATION LETTER
EBSD optional review and recommendation for Cost and
Time
VO TEMPLATE FORM The VO template form is completed by the Supervision Consultant. It details the value
and time impact of the Variation Order.
VO COMPARISONThe VO comparison
summarises the value placedon the Variation Order by the
Contractor, Supervision Consultant and the Engineer
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MRPSC REQUIREMENTSCONTRACTOR VARIATION ORDERDOHA EXPRESSWAY PROGRAM
SAMPLE TITLE DESCRIPTION
VO TRACKER The VO tracker lists individual Variation Orders that have
been issued up to and including the latest VO.
SUPERVISION CONSULTANT RECOMMENDATION LETTER
Letter of recommendation from the Supervision
Consultant to the Engineer
CONTRACTOR LETTER Letter of submission from the Contractor to the Supervision
Consultant
SITE INSTRUCTION SUMMARY SHEET OR INSTRUCTION
GIVEN
Site instruction prepared by the Supervision Consultant to
the Contractor.
CONTRACT AGREEMENT Indicates the project Contract Value and Duration
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