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دليل الإجراءات الخاصة بتعليمات الموقع و أوامر التغيير للمقاولين
دليل الإجراءات الخاصة بتعليمات الموقع و أوامر التغيير للمقاولين
VARIATION
ORDERS
PROCEDURES
Engineering Business
Support Department (EBSD)
Document Title
Version
1.1
Date Created
5 February 2014
Author
Reviewed by
Mohamed Rajab
Procedures Development
Workshop Moderator
Sign off Date
Procedure written
by
Signed off by
Location
24 February 2013
Revision
Date
0.1 (Draft)
0.2 (Draft)
0.3 (Draft)
1.0 (Final)
1.1
Initial Issue
Various Comments from the PMCs
Final Draft
First Formal Issue
Implemented Comments by Legal Department
September 2012
6 November 2012
8 November 2012
24 February 2013
5 February 2014
Waleed (PB)
Waleed (PB)
Waleed (PB)
Moataz Yousif (EBSD)
Suhail Pervez (EBSD)
Document Circulation
For Implementation
PWA Affairs / Departments
PMCs
For Information
Presidents Office
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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Table of Contents
TABLE OF CONTENTS ................................................................................................................................................. 5
1. DEFINITIONS ............................................................................................................................................................ 6
2. SUBJECT, PURPOSE, SCOPE, AND PARTIES .................................................................................................... 8
2.1
2.2
2.3
2.4
SUBJECT: ............................................................................................................................................................ 8
PURPOSE: ........................................................................................................................................................... 8
SCOPE: ............................................................................................................................................................... 8
PARTIES ............................................................................................................................................................. 8
3. PROCEDURE ............................................................................................................................................................. 9
3.1
CHANGE PROPOSAL ........................................................................................................................................... 9
3.1.1 Change Proposal Issued by the PWA Representative or Engineers 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 Engineers Representative and Contractors 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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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 Engineers 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
Consultant
Management
(MC)
Management
(PMC)/
Contractor
PWA Representative
The Engineer
Engineers Representative
Parsons Brinckerhoff
PMC
Expressway
KBR
Manager
of
Department
PMC
Building Projects
Mace/EC_Harris
PWA Representative/
PMC
Design
Construction
Consultant (DCSC)
IDRIS
CH2MHill
Director
Affairs
PMC
Highways
Management
Asset
Amey
PWA Representative/
MC
The Consultant
Drainage
Management
Asset
MWH UK Ltd
PWA Representative/
MC
The Consultant
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Expressway
Infrastructure
5 February 2014
Supervision
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SUBJECT:
The subject matter of this procedure is the methodology in accordance with which the Contractors
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 Contractors Variation Orders.
This document represents the Contractors 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 Contractors Variation Orders.
2.4
PARTIES
The parties involved in this Contractors Variation Order Procedures are:
A. The Contractor: Delegated representative
B. The Engineers 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 Contractors 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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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 Engineers Representative or the Contractor.
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Engineers Representative to prepare the draft Change Request and Site Instruction for the Engineer
and PWA Representative approval.
In the event that the Engineers 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.
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are to be issued by the Engineers Representative to the Contractor by Site Memo without the preapproval of the Engineer and the PWA Representative.
3.2
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In cases of disagreement between the Engineers Representative and the Contractor, The Engineers
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.
2.
3.
Review, approve and sign the Variation Order and Budget Transfer Request (if required);
Discuss with the Engineer any comments/clarifications; and
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 Engineers
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.
2.
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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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.
2.
3.
Review, approve and sign the Variation Order and Budget Transfer Request (if required);
Discuss with the Engineer any comments/clarifications; and
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.
2.
Issue a copy of the signed Variation Order and Budget Transfer Request to the PWA
Finance & Administrative Department for authorisation;
Issue a copy of the signed Variation Order to the EBSD, Contract Affairs and Engineers
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
3.4
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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Process for
Variation Order (PMC-led Projects - Construction Phase)
Title
1
PWA /Client
PMC3
GEC4/SC5
Contractor
Engineer
Principle
Other PWA
Stakeholders
Does
entitlement
exists?
No
Notifies rejection to CP
initiator, with reasons
1
for rejection
No
Yes
End
End
notifies rejection to
Contractor, with reasons
1
Yes for rejection
Forward entitled CP to
PMC
2
Change
Request
PWA-PR110/F01
Review &
Approved Draft
SI & CR
3
Rejection
Site
instructions
PWA-PR110/F02
Comments
If Applicable
Approved
Check Point 1
Within the Engineers Delegated Limit
Work out of
project
boundary?
Yes
President / TC *
End
Variation
proposal
checklists
PWA-PR110/F03
- Instruct GEC / SC to
Issue the formal SI to
the Contractor
- Upload the formal CR
2
into the system
- Acknowledge the
receipt of the formal SI2
- Submit Statement of
impact
- Request extension of
submission period for
the Variation Proposal
2
(Optional)
Start an independent
evaluation process once
the Site Instructions
10
issued
- Prepare Variation
Proposal and VO Form &
submit to PMC
- Issue
Recommendation to
2
PMC
Yes
Variation
Proposal
Submitted ?
10
No
A
Phase
Variation
Order Form
PWA-PR110/F04
No
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Process for
Variation Order (PMC-led Projects - Construction Phase)
Title
1
PWA /Client
PMC3
GEC4/SC5
Contractor
Engineer
Principle
Other PWA
Stakeholders
A
-Review and make
recommendation
Dpt. Manager
Affairs/PMC Financial
Authority Limit will be
decided by the President
Yes
EBSD
VO within PMC/
Affairs Authority?
1
Review /Comment/
Recommend the VO
Proposal submitted by
5
the PMC
Yes
No
Contractor
Accepted?
2
No
Notice of
Dissatisfaction
20
EBSD
Review for
Recommendation and
5
approval
Yes
Any Comments?
No
Concerned TC
Check Point 2
Any Comments?
Yes
Received the TC
Approval
Budget
Transfer
Fund Form
PWA PR
110/F04
No
0
Dpt. Manager
Finance & Adm.Dpt.
- Receives approved VO /
Fund transfer request
3
Transmit Approved
Fund Transfer / VO to
Finance & Admin Dept.
1
Update FABIS
Fund Transfer /
Additional FundPWA-PR-320
EBSD Manager
Receives approved VO
0
Contract Dpt.
Receives approved VO
0
Phase
End
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VO REQUEST FORM
Project ID :
Contract No.:
Budget Ref/Code:
VO No. :
Date:
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.
( )
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 -----------------------
Estimate
YES/NO
YES/NO
New Rates
YES/NO
Last VO
Rates
Engineers Comments:
Engineers 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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STATE OF QATAR
:
:
TO
PURPOSE
Date
Affairs
Department
Project Title
Project ID
Contract No.
Engineer
Engineer's Representative
:
:
:
:
:
:
:
Contractor
Design Change
Scope Change
Others
Impacts
Cost Impact
Time Impact
Status
Approved
Rejected
List of Attachments :
Signature
Date
Signature
Date
Signature
Date
)RUP5HY
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STATE OF QATAR
Engineers Representative
Engineer
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.
)RUP5HY1
)RUP5HYDate: 20/10/2012
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VONo.
Contract Title
Engineer
Engineer's Rep.
Contractor
:
:
:
:
:
Dept.:
Contract No.:
Budget No.:
Provision No.:
Date:
Ref No.:
Approval within Authority:
PWATender Committee
PWA Representative
The Engineer
(X,
Yes
No
Based on:
Estimated Cost
Yes
No
Estimated (by): ..
..
..
EFFECT ON CONTRACT:
Contract Value:
Days
Days
Days
Engineer's Representative
Engineer
Name
Name
Name
Signature
Signature
Signature
Date
Date
Date
Tender Committee (If Required)
PWA Representative
Approved
Name
Yes
Yes/ No
Sign
No
Secretary Signature
Date
N/A
Stamp/Date
)RUP5HY1
)RUP5HYDate: 20/10/2012
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/
/
/
/
% 50
%25
% 25
%15
% 15
2012
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:
:Infrastructure
:Expressway
Contract Ref:
Variation
Yes
1
Variation Order submitted with the VO Request Form and Supervision Consultant's recommendation, stamped
and initialed by Supervision Consultant
No
N/A
Yes
No
Yes
No
Contractors 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.)
Yes
No
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
Yes
No
Contractor representative's name, post, signature and date are shown in the request
Yes
No
Supervision Consultant representative's name, post, signature and date are shown in the request
Yes
No
Supervision Consultant reviewed and recommended with current records maintained / authenticated at site
level
Yes
No
Yes
No
Yes
No
Yes
No
Yes
No
Yes
No
Yes
No
Yes
No
Time Impact
Yes
No
Statement of Recommendation
Yes
No
Yes
No
Yes
No
13 References to all RFIs, Test Certificates and the like Included (Note Depending on Item, RFI's for Test
Certificates maybe required)
Yes
No
Yes
No
Yes
No
15 All Quantities on all Summaries cross referenced to Measurement Sheet page number
16 All Drawing References on all Measurement Sheets
Yes
No
Yes
No
18 Soft Copies of all Measurement Sheets, Summaries, Bills of Quantities, VO Form, VO Request Form in native
files.
Yes
No
Yes
No
Project
Engineer's Representative
Name:
Signature: ..
Date:...
Engineer
Name:
Signature: ..
Date:...
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MRPSC REQUIREMENTS
CONTRACTOR VARIATION ORDER
DOHA EXPRESSWAY PROGRAM
SAMPLE
TITLE
DESCRIPTION
COVERING LETTER
CONTENTS
Contents page.
TERMS OF REFERENCE
EBSD RECOMMENDATION
LETTER
VO TEMPLATE FORM
VO COMPARISON
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The VO comparison
summarises the value placed
on the Variation Order by the
Contractor, Supervision
Consultant and the Engineer
Page 29 of 30
MRPSC REQUIREMENTS
CONTRACTOR VARIATION ORDER
DOHA EXPRESSWAY PROGRAM
SAMPLE
Revision 1.1
TITLE
DESCRIPTION
VO TRACKER
SUPERVISION CONSULTANT
RECOMMENDATION LETTER
Letter of recommendation
from the Supervision
Consultant to the Engineer
CONTRACTOR LETTER
CONTRACT AGREEMENT
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