STANDARD CONSTRUCTION PROCEDURE

FOR
INDICATIVE FIELD REVISION INSTRUCTION &
CHANGE ORDER PROCEDURE
FOR
HINDUSTAN PETROLEUM CORPORATION LTD.
VISAKH REFINERY

DHT PROJECT
TEIL JOB NO. : 6261
DOCUMENT NO. : CEP - 307

01.06.09

For Bid Enquiry

Rev.
no.

Issue Date

Description

UCM

PRK

SSV

Prepared by Checked by Approved by

< Security Level 2 >

INDICATIVE FIELD REVISION
INSTRUCTION & CHANGE
HPCL, Visakh
ISSUED : 01.06.2009
DOC.No. CEP - 307

ORDER PROCEDURE

TOYO ENGINEERING INDIA LTD.

JOB NO. : 6261

DHT PROJECT

Sheet 2 of 10

Revision History
Rev.

Date

01.06.09

Description
For Bid Enquiry

< Security Level 2 >

INDICATIVE FIELD REVISION
INSTRUCTION & CHANGE
HPCL, Visakh
ISSUED : 01.06.2009
DOC.No. CEP - 307

ORDER PROCEDURE

TOYO ENGINEERING INDIA LTD.

JOB NO. : 6261

DHT PROJECT

Sheet 3 of 10

CONTENTS
Page
1.0
1.1
1.2

General
Intent
Definitions

2
2
2

2.0
2.1
2.2
2.3
2.4
2.5
2.6

Field revision instructions .

FRI requested by home office ..
FRI required by site office .
Distribution of FRI ..
Revision of FRI ...
Registration of FRI .
Numbering of FRI ...

3
3
3
4
4
4
5

3.0
3.1
3.2
3.2.1
3.2.2
3.2.3
3.2.4

Change orders
General conditions of change orders ..
Change order handling .
Request for change order .
Approval of change order by owner
Execution of change order
Change order status report ..

5
5
6
6
7
8
8

Annexure (1)

Field revision instruction (1 sheet)

Annexure (2)

Engineering revision instruction (1 sheet)

Annexure (3)

Work flow of FRI / ERI (1 sheet)

Annexure (4)

Field revision instruction register - piping (PN) (1 sheet)

Annexure (5)

Request for change order (1 sheet)

Annexure (6)

Change order (2 sheets)

Annexure (7)

Project change order authorisation (1 sheet)

Annexure (8)

Change order status report (1 sheet)

< Security Level 2 >

INDICATIVE FIELD REVISION
INSTRUCTION & CHANGE
HPCL, Visakh
ISSUED : 01.06.2009
DOC.No. CEP - 307

1.0

General

1.1

Intent

ORDER PROCEDURE

TOYO ENGINEERING INDIA LTD.

JOB NO. : 6261

DHT PROJECT

Sheet 5 of 10

The intent of this procedure is to define the methods of preparation, control and
issue of field revision instructions to the respective construction contractors /
subcontractors and procedure to carryout change orders.
The requirements of this procedure are to be applied to all field revision instructions
to be issued to the construction contractors / subcontractors, whether originated at
the home office or the site office.
1.2

Definitions
In this procedure, the following words and expressions are used, and they have the
respective meanings hereby assigned to them, except where the context otherwise
requires:
(1)

"ERI" means an Engineering Revision Instruction, which is normally prepared

by the Design Department of the home office and issued to site office for the
implementation of the required design changes.
Note :

ERI are TEIL internal documents and as such are not normally issued
to any construction contractors / subcontractors.

(2) "FRI" means a Field Revision Instruction which is prepared by the Field
Engineering group of site office, and is generated either from an ERI issued from
home office or the needs recognized at the work site. A FRI shall be issued to the
construction contractor / subcontractor as an instruction for the works.
(3) "OWNER" means M/s. HINDUSTAN PETROLEUM CORPORATION LTD., and
includes its personal representatives, its successors and permitted assigns.
(4) "PMC" means a M/s. TOYO ENGINEERING INDIA LIMITED who is Project
Management Consultant engaged by the OWNER for the project management
of PLANT.
(5) "LSTK CONTRACTOR: / Bidder / Contractor ' means any third party agency
whose services are obtained by OWNER for supply, execution and/or erection
of units/facilities covered under PMCs Scope of services.
(6)

"PLANT" means the process units and facilities associated with the project for
which PMC is to provide services under this contract.

(7)

HO or "Home office" means Design office of LSTK CONTRACTOR.

(8)

"Site office" means the LSTK CONTRACTORs site office established and
operated at the work site for the execution of the construction works.

< Security Level 2 >

INDICATIVE FIELD REVISION
INSTRUCTION & CHANGE
HPCL, Visakh

ORDER PROCEDURE

TOYO ENGINEERING INDIA LTD.

JOB NO. : 6261

DHT PROJECT

Sheet 6 of 10

ISSUED : 01.06.2009
DOC.No. CEP - 307

(9)"RCM" means Resident Construction Manager.

(10)CFE means Chief Field Engineer.
(11)GSI means General Site-In-charge
(12)FE means Field Engineer
2.0

Field revision instructions

2.1

FRI requested by home office

FRI are the documents issued to the construction contractors, instructing them of a
change to and revision of drawings, specifications and/or any other related technical
documents issued by LSTK CONTRACTOR.
Annexure (1) hereof shows a sample standard format.
Such changes originated at the HO shall be transmitted to site office as ERI.
Annexure (2) hereof shows a sample standard format.
Upon receipt at site office of an ERI issued by the home office, the CFE, shall review
the contents thereof, and shall:
(1)

Modify the ERI as necessary to suit the existing conditions of the site, in which
case, one (1) copy of the modified ERI is to be forwarded to the H.O. stating the
reasons for, or the cause of the change or modification to original ERI.

(2)

Prepare FRI using the standard format, for issue to the construction contractor /
subcontractor (if required, by re-drafting),

(3)

Submit each FRI to the RCM for approval,

(4)

Issue the FRI to the document controller for registration and distribution to the
concerned site office departments and the construction contractors /
subcontractors concerned.

Annexure (3): "Work flow of ERI / FRI" hereto is to be referred.

2.2

FRI required by site office

When changes are due to needs or requirements recognized at the work site, such
changes are to be informed to the CFE, through the General Site In-charge (GSI).
Upon receipt of such information, the Field Engineering Department shall check the
contents thereof, and shall:
(1)

Prepare the FRI thereof, using the standard format.

(2)

Submit the FRI to the RCM for approval.

< Security Level 2 >

INDICATIVE FIELD REVISION
INSTRUCTION & CHANGE
HPCL, Visakh
ISSUED : 01.06.2009
DOC.No. CEP - 307

(3)

ORDER PROCEDURE

TOYO ENGINEERING INDIA LTD.

JOB NO. : 6261

DHT PROJECT

Sheet 7 of 10

Issue the FRI to the document controller for registration and distribution to the
concerned site office departments and the construction contractors /
subcontractors concerned.

Annexure (3): "Work flow of ERI / FRI" hereto is to be referred.

2.3

Distribution of FRI
The document controller, upon receipt of the FRI, shall:
(1)

Assign a discrete reference number, and record and register the subjects of the
FRI.

(2)

Distribute its copies to the concerned site office departments and, as applicable,
to the owner.

(3)

Prepare the transmittal form and three (3) copies of the FRI for RCM signature,
and subsequently issue to the construction contractors / subcontractors
concerned.

Upon receipt of FRI, both the discipline construction engineer and the QC inspector
shall:
Append one (1) copy to each of the relevant drawings, specifications and/or any
other related technical document that the FRI amends or revises, in the respective
departmental bound drawing files or folders.
2.4

Revision of FRI
When any further changes or revisions are required for the same part of the works
for which a FRI has previously been issued, the FRI shall be revised and re-issued to
the construction contractors / subcontractors concerned.

2.5

Registration of FRI
The document controller shall register all FRI to record the following information:
(1)

Specific identification numbers of FRI.

(2)

Reference number of the associated ERI, where the revision is originated by

the home office.

(3)

Date of issue, for respective revision nos.,

(4)

Subject of each FRI.

(5)

Relevant drawings, specifications and/or any other related technical documents

that the FRI amends or revises.

< Security Level 2 >

INDICATIVE FIELD REVISION
INSTRUCTION & CHANGE
HPCL, Visakh

ORDER PROCEDURE

TOYO ENGINEERING INDIA LTD.

JOB NO. : 6261

DHT PROJECT

Sheet 8 of 10

ISSUED : 01.06.2009
DOC.No. CEP - 307

(6)

To which construction contractors each FRI has been issued.

Appended as Annexure (4) is a sample, standard layout of the register for FRI which
in this example is specifically for piping revisions.
2.6

Numbering of FRI
The numbering system used for identification of the respective FRI shall be as
follows and the category of works given on the FRI is indicated by two (2) letters as
below:
PI P&ID; PP - Plot plan;
TK - Tank; EL - Electrical;
PN - Piping (*)

CV Civil / building;
IN - Instrumentation;

SS - Structural steel;
EQ - Equipment, (*)

*Note (1) : If a FRI is required for revisions of insulation works or painting works,
then such FRI shall be categorized as follows:
- Insulation or painting applied to Equipment
- Insulation or painting applied to Piping

EQ
PN

A sequential number is to be allocated for each category of the works starting 001.
For example, the first FRI raised for piping works would be numbered thus:
FRI - PN - 001 (and sequentially onward for each FRI raised within piping category).
Note (2) : This numbering system is for reference only.
This numbering
identification system can differ from site to site depending upon the
specific job requirement.
3.0

Change orders

3.1

General conditions of change orders

(1) Change orders will be issued for any modification, deletion or addition to the
original scope of work, any detection of inconsistency or error in the owners
information on documents, any special requirements by local authorities, or
other occurrence affecting the works.
(2)

No works outside of the scope of the contract are to be executed by LSTK

CONTRACTOR without specific written authorization or instruction issued by
the owner.

(3)

The contract price of the contract will be adjusted only by a change order.

(4)

LSTK CONTRACTOR 's Project Manager (PM) is responsible for handling all
change orders with assistance of the Project Engineer (PE) in Home office and
LSTK CONTRACTOR Site In-charge in Site office.

< Security Level 2 >

INDICATIVE FIELD REVISION
INSTRUCTION & CHANGE
HPCL, Visakh

ORDER PROCEDURE

TOYO ENGINEERING INDIA LTD.

JOB NO. : 6261

DHT PROJECT

Sheet 6 of 10

ISSUED : 01.06.2009
DOC.No. CEP - 307

3.2

Change order handling

3.2.1 Request for change order

In this request for change order, the main consequences of any proposed change
are examined, and an estimate of order-of-magnitude costs is prepared, which
includes anticipated costs for the preparation of the detailed change proposal before
submitting to owner for approval.
(1)

Origination of the change

A Change may be initiated by either:

- Owner, by way of written notification to LSTK CONTRACTOR, or
- LSTK CONTRACTOR, by way of an internal change order to project group.
The internal change order of LSTK CONTRACTOR shall be initiated as below:
Site In charge is responsible for ensuring that the project work is carried out in
accordance with the contractual scope of work, and where any deviation or anomaly
arises, same shall be informed to PM in the project group, by way of an Internal
memo.
CEPM / GL to review and provide comments to PM if any.
On receipt of this document, project group shall check the contents, and when the
change is found to be out of the scope of the contract, project group will prepare and
issue a request for changes to owner.
(2)

Issue of request for change order by LSTK CONTRACTOR

The request for change order will be issued to the owner on receipt of the
owner written notification, or the internal change order, and shall comprise:
-

The title and a brief description of the change that is proposed.

The assessed impact of the proposed change on the proposed agreed
schedule, performance of the plant, and the guarantees as agreed in the
original contract.
An estimate of Order-of-magnitude costs involved, and
The estimated cost of preparing the detailed change order.

Annexure (5) hereto, appends the standard form to be used as the request for
change order.
(3)

Authorization of request for change order by owner.

Prior to any further work or preparation of the detailed change order being carried
out in respect of the change, written authorization from the owner shall be
obtained. Such authorization from owner may enable LSTK CONTRACTOR from
reimbursing costs associated with the preparation of the detailed change order.

< Security Level 2 >

INDICATIVE FIELD REVISION
INSTRUCTION & CHANGE
HPCL, Visakh
ISSUED : 01.06.2009
DOC.No. CEP - 307

ORDER PROCEDURE

TOYO ENGINEERING INDIA LTD.

JOB NO. : 6261

DHT PROJECT

Sheet 7 of 10

3.2.2 Approval of change order by owner

LSTK CONTRACTOR project group will prepare a detailed description of the change
and the corresponding impact on contractual conditions such as price, schedules,
guarantees, etc.
(1)

Preparation of detailed change order by LSTK CONTRACTOR project group.

Upon receipt of owner's written authorization to proceed, PM will proceed with
the preparation of detailed change order for approval with his team members in
consultation with the design group.
The following will be furnished by the project group.

(2)

A serial reference number, assigned for the change order, and a description
of the change involved,

The total number of man-hours allotted for the preparation of the change
order.

The required completion date for the preparation of the change order.

The procurement of any additional equipment and materials required in the

proposed change.

Additional or reduced construction costs based on the respective contract's

direct and indirect costs.

Costs of locally procured materials, as applicable.

Estimated man-hour requirements of direct labour and supervision based on

the existing work volumes.

The real impact on original construction and commissioning schedules.

Submission of change order for approval by LSTK CONTRACTOR

PM will summarize the data provided by his group, and submit the change order
for approval to owner.

Annexure (6) hereto, appends the standard forms to be used in the submittal of the
change order for approval.
(3)

Approval of change order by owner

Any required clarifications or negotiations shall be held upon receipt of the
change order, at the discretion of the owner. LSTK CONTRACTORs project
key personnel participating in change order shall be present at clarification or
negotiation meeting with the owner.

< Security Level 2 >

INDICATIVE FIELD REVISION
INSTRUCTION & CHANGE
HPCL, Visakh

ORDER PROCEDURE

TOYO ENGINEERING INDIA LTD.

JOB NO. : 6261

DHT PROJECT

Sheet 8 of 10

ISSUED : 01.06.2009
DOC.No. CEP - 307

The change order must be approved in writing by owner within specified period
by way of a project change authorization, to permit the execution of the change
in work.
Project change authorization for change order approval / disapproval is
appended as Annexure (7) hereto.
3.2.3 Execution of change order
The execution of change order follows after the approval of the change order by
owner.
On receipt of authorization by owner to proceed with the change, LSTK
CONTRACTOR project group shall arrange for the details of the change order and
change authorization to be distributed to the Site In charge and all concerned groups
with in LSTK CONTRACTOR home office.
3.2.4 Change order status report
The project group and the site field engineering group shall update and maintaining
the change order status report with all relevant informations like :
(1)
(2)
(3)

The discrete reference number change order

The title, and a brief description of the change order
Dates of issue of:
(a) The request for change order.
(b) Owner authorization or rejection of the request,
(c) The approved change order.
(d) Owner approval or disapproval of the change order.

Annexure (8) appends a standard format for the change order status report.