CONTRACTORS VARIATION ORDERS ليل... · PDF fileGeneral Conditions of Contract. These...

CONTRACTORS VARIATION ORDERS PROCEDURES

5 February 2014 – Revision 1.1

ebsd_suhailrs

Typewritten Text

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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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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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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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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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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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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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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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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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

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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

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3.1

Form

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3.1

.4V

O P

rop

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.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

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on

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s 3

.1.5

& 3

.2V

aria

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r –

Sect

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3.2

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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

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ebsd_suhailrs

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ebsd_suhailrs

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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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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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APPENDIX D: BUDGET TRANSFER REQUEST FORM

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/

/

/

/

% 15 % 25 %15 % 50 %25

: : :

-:

/

- : /

Budget Transfer )2012-2013 (

2012

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APPENDIX E: COMMERCIAL MANAGEMENT DELEGATION OF

AUTHORITY AND GOVERNANCE MATRIX

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COMMERCIAL MANAGEMENT DELEGATION OF

AUTHORITY

To be finalized with the President and Senior Management

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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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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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5 February 2014

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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

Revision 1.1

5 February 2014

Page 30 of 30

CONTRACTORS VARIATION ORDERS ليل... · PDF fileGeneral Conditions of Contract. These...

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