Construction Variation Order Procedure

IFRANE PALACE PROJECT Project number 05-11-IP

Construction Variation Order Procedure Document No.: PRA-00002-PP-07-PRM-02

CONTENTS: 1. 2. 3. 4. 5. 6. 7.

ATTACHMENTS:

PURPOSE SCOPE DEFINITIONS RESPONSIBILITIES INSTRUCTIONS REFERENCES ATTACHMENTS

7.1 7.2 7.3 7.4 7.5 7.6 7.7 7.8 7.9 7.10

Reason for issue

Employer Driven Variations Process Map Contractor’s Variations by SWI Process Map Contractor Request For Variation Process Map Construction Variation Proposal Form Construction Variation Order Form Variation Order Log Site Work Instruction (SWI) Form PMC Request for Variation Order (PMRVO) Form Contractor's Request for Variation Order Form Project Manager’s Instruction (PMI) Form

Status

IFR Issued for Review

IFI Issued for Information

PFC Preliminary for Comment

A

IFA Issued for Approval

IFU Issued for Use

AWC Approved with Comments

SS

Approved Superseded

DOCUMENT HISTORY

A

IFR

REV. NO.

REASON FOR ISSUE

28 Apr 2014 Date

PFC CHANGES

STATUS

Project Procedures

Sign:

Sign:

Sign:

Sign:

Sign:

Sign:

PREPARED BY HILL QA/QC

REVEIWED BY HILL PM

APPROVED BY KCT Qatar

Construction Variation Order Procedure Page 1 of 20

PRA-00002-PP-07-PRM-02 Rev.A


1. PURPOSE The purpose of this procedure is to map-out the process of approvals and documentation required to issue Construction Variation Order (CVO) to Contractors due to Change Requests initiated by the Employer, Hill (as the Project Management Consultant), the Supervision Consultant, or Contractor in connection with the design and construction and/or installation works on the IFRANE PALACE Project. 2. SCOPE This procedure applies to all construction contracts initiated by the Employer for construction and/or installation works on the IFRANE PALACE Project. This procedure applies to all construction contracts where the Contractor’s scope of works requires changing, including drawing changes, specification changes and changes to the method and sequence of working. It shall also apply to the expenditure of Provisional Sums. Changes as a result of Confirmation of Verbal Instructions (CVIs) and Requests for Information (RFIs) having a time and/or cost impact shall be subject to Employer’s Approval via this procedure. 3. DEFINITIONS

OWNER

INITIATOR

PARTICIPANT

SIGNATORY

APPROVER

INFORMED

EMPLOYER’S REPRESENTATIVE HILL PROJECT DIRECTOR HILL CONTRACTS MANAGER HILL PROJECT CONTROLS MANAGER HILL DESIGN MANAGER / CONSTRUCTION MANAGER DESIGN CONSULTANT SUPERVISION CONSULTANT (ENGINEER) COST CONSULTANT CONTRACTOR

PROCESS OWNER

The person in Hill or the other company responsible for ensuring the procedure is implemented, maintained and controlled

PARTICIPANT

The person in Hill or another company who is or may be involved in implementation of the procedure

INITIATOR / ORIGINATOR

The person in Hill or the other company who starts the process

APPROVER

The person holding final authority for signature for approval of the product of the process

Project Procedures



IFRANE PALACE PROJECT Project number 05-11-IP SIGNATORY

A person who signs for approval on behalf of the Participant’s Organization

INFORMED

A person who receives a copy of the information and is not otherwise involved in the process. All the above parties are deemed to be informed.

4. RESPONSIBILITIES Employer’s Representative

The Employer’s Representative shall be responsible for coordinating the approval of variation orders within the Employer’s organization. The Employer shall be responsible for making the final decision for approval and issue of variation orders.

Hill Project Manager

Hill Project Manager shall monitor this procedure to ensure that it is properly implemented. Hill Project Manager shall be responsible for coordinating the approval of variation orders. Any proposed changes to a Contractor’s scope of work shall be subject to the approval of the Employer’s Representative.

Hill Contracts Manager

Hill Contracts Manager has functional responsibility for all contract variation administration. Hill Contracts Manager shall make recommendation to Hill Project Director on the merit of a variation.

Hill Design Manager

Hill Design Manager shall be responsible for notifying the Contracts Manager and Project Director of any changes made to the original design during the construction stage.

Hill Project Controls Manager

Hill Project Controls Manager shall be responsible for reviewing and advising the Hill Contracts Manager and Project Director on all matters associated with the time / schedule elements of instructions and changes.

Cost Consultant

The Cost Consultant shall advise the Project Management Consultant’s Contracts Manager on all matters associated with the cost of instructions and changes.

Supervision Consultant

The Supervision Consultant shall be responsible for review of cost & time proposal of contractors and coordinating the approval of variation orders. The Supervision Consultant shall be empowered to issue authorized Site Works Instruction and approved VOs to a Contractor’s scope of work. Any proposed changes to a Contractor’s scope of work, including those arising from Confirmation of Verbal Instructions (CVIs) and Requests for Information (RFIs), shall be subject to the approval of the Employer’s Representative.

Project Procedures




5. INSTRUCTIONS Action by GENERAL All communication between PMC, Supervision Consultant and the Contractor relevant to this procedure, shall follow the established Project Communication Plan and the approved Project Management Plan (PMP).

5.1

EMPLOYER DRIVEN VARIATIONS PROCEDURE (DURING CONSTRUCTION)

The process below is to be used for variations initiated by the Employer which results into a change of scope to the contractor. All contractual documents sent out by Hill Project Team shall be sent through Hill Project Manager and Document Controller. 5.1.1

The Employer-driven variation process is initiated by Employer’s Representative issuing a Letter of Instruction to Hill regarding additional Scope of Works.

5.1.2

Hill Project On receipt of the Letter of Instruction from the Employer’s Manager, Representative, Hill Project Manager shall forward copy of the Hill Contracts Mgr Letter to Hill Contracts Manager, Hill Design Manager / Hill Design Mgr / Construction Manager, Hill Project Controls Manager and Cost Construction Mgr, Hill Project Consultant. Hill Project Manager shall arrange a meeting for attendance by the Employer, Hill Contracts Manager, Hill Controls Manager, Consultant, Design Manager / Construction Manager, Hill Project Controls CostEmployer Manager and Cost Consultant to discuss the Construction Variation.

5.1.3

Hill Project Manager together with Hill Contracts Manager, Project Controls Manager, Design Manager / Construction Manager and Cost Consultant convene in the meeting with Employer’s Representative to discuss the Construction Variation Proposal.

5.1.4

Hill Contracts Manager in liaison with Cost Consultant, Employer’s Cost Representative and Hill Design Manager shall prepare proposed Scope of Works (RFQ where applicable) and rough estimate (by Cost Consultant) based on BOQ rates and forward to Employer’s Representative via Hill Project Manager.

5.1.5

After review of the proposed Construction Variation and relevant documentation, Employer’s Representative should issue approval in principle by letter and return to Hill. If the proposed Construction Variation is rejected, it should be returned to Hill and the Cost Consultant for revision and Section 5.1.4 shall follow.

5.1.6

On receipt of the letter indicating approval in principle of the

Project Procedures

Employer’s Rep.,

Hill Project Manager, Contracts Mgr, PCM Design Mgr / Construction Mgr, Cost Consultant Employer Hill Contracts Manager, Hill Design Manager, Hill Project Manager, Employer Employer’s Rep.




proposed Construction Variation, Hill Project Manager with assistance from Hill Contracts Manager shall instruct the Design Consultant and issue the necessary documentation to enable technical documents to be prepared. Copy of the instruction and documentation package shall be copied to Hill Project Controls Manager and Hill Design Manager.

Hill Project Manager, Hill Contracts Mgr

5.1.7

On receipt of instructions from Hill, Design Consultant shall prepare technical documents and submit to Hill.

Design Consultant

5.1.8

On receipt from Hill Project Manager / Document Controller, Hill Contracts Mgr Hill Contracts Manager, Hill Design Manager / Construction Hill Design Mgr. / Manager and Hill Project Controls Manager shall review the Construction Mgr, Hill Project technical documents from the Design Consultant. Hill Contracts Manager shall complete a Construction Variation Controls Manager, Hill Project Proposal Request (CVPR) using Form PRA-0002-PP-07-04Manager / FM and forward to Hill Project Manager for issue to Contractor Document with request for time and cost proposal. A copy shall also be Controller forwarded by Hill to the Supervision Consultant.

5.1.9

On receiving the CVPR from Hill, Contractor shall prepare time and cost estimate with completed CVPR form (Ref. PRA-0002PP-07-04-FM) and forward it to Hill with copy to the Supervision Consultant for negotiation / clarification. Hill Project Manager / Document Controller shall distribute Contractor’s time and cost estimates to Hill Contracts manager, Hill Project Controls Manager, Hill Design Manager / Construction Manager and the Cost Consultant.

5.1.10 After receiving the completed CVPR from the Contractor via Hill Project Manager / Document Controller, Hill Contracts Manager in coordination with the Cost Consultant, Hill Project Controls Manager and Hill Design Manager / Construction Manager shall review the completed CVPR with documentation. Hill, Cost Consultant, Supervision Consultant and the Employer’s Representative shall meet with the Contractor if necessary to reconcile any differences and negotiate an agreed adjustment. 5.1.11 After conclusion of meetings and negotiations, Hill Contracts Manager shall prepare the draft Construction Variation Order (CVO) (Form PRA-0002-PP-07-05-FM), sign and obtain signature from Cost Consultant, Hill Project Manager and Contractor via the Document Controller. Hill Contracts Manager shall log the CVO using CVO Log form Ref. PRA0002-PP-07-06-LG.

Contractor, Hill Project Manager / Document Controller

Hill Contracts Mgr Hill Design Mgr / Construction Mgr, Hill Project Manager, Cost Consultant, Employer

Hill Contracts Manager, Hill Document Controller

5.1.12 On satisfactory review, Hill Project Manager shall forward draft Construction Variation Order to the Employer for approval after receipt from Hill Contracts Manager.


5.1.13 Employer’s Representative in coordination with Employer Senior Management (SM) should initiate and organize Employer internal process for approval signature.

Employer’s Rep., Employer SM

Project Procedures




NOTE: Employer Internal decision to be within 14 days or actual contractual time restraints. 5.1.14 After obtaining decision signature, the Employer’s Representative should distribute internally and return the CVO to Hill.

Employer’s Rep.

5.1.15 Upon receipt, Hill Project Manager shall issue the approved CVO to the Contractor with copy to Hill Contracts Manager, Cost Consultant and Supervision Consultant.


5.1.16 Hill Contracts Manager shall update the variations log (Form Hill Contracts Manager, PRA-0002-PP-07-06-FM-LG) and variations summary. Hill Project Summary of variations is to be provided to Hill Project Controls Manager, Manager for issue via Hill Project Manager to Employer in the Controls Hill Project Monthly Report. Manager

5.2

CONTRACTORS' VARIATIONS PROCEDURE BY SWI

The process below is referred to as the Site Work Instruction (SWI) Method and is to be used for Site Works Instruction of items which are necessary to avoid abortive works. 5.2.1

The process is initiated by the Supervision Consultant who prepares the Site Works Instruction (SWI) using Form Ref. PRA-0002-PP-07-07-FM (or the Supervision Consultant’s form approved by the Employer / PMC) with attachments and forwards it to Hill Project Manager / Document Controller for further processing by Hill Contracts Manager and the Cost Consultant.

5.2.2

Hill Contracts Upon receiving the copy of SWI, Hill Contracts Manager and Manager, Cost Consultant shall prepare initial estimate of cost and time Hill Project (with assistance from Hill Project Controls Manager) and Controls Manager, forward it together with the SWI to Hill Project Manager for Hill Project Manager, review and signature. Hill Project Manager shall review and forward the SWI together with attached estimate to Employer Cost Consultant for approval to proceed.

5.2.3

Upon satisfactory review, Employer’s Representative should sign for approval to carry out the works.

Employer’s Rep.

5.2.4

Following approval by the Employer, Hill Project Manager shall issue the approved SWI to Contractor with copy to Supervision Consultant, Cost Consultant and Hill Contracts Manager.


5.2.5

On receipt of the approved SWI, Contractor shall carry out the work tasks, prepare time and cost estimates and then forward it to the Supervision Consultant who shall then forward it to Hill after satisfactory review. Hill Project Manager / Document Controller shall distribute the Contractor’s time and cost estimates to Hill Contracts Manager and the Cost Consultant.

Contractor, Supervision Consultant, Hill Project Manager / Document Controller

Project Procedures

Supervision Consultant




5.2.6

After satisfactory review by Hill Contracts Manager, Cost Consultant and Hill Project Controls Manager, Hill Project Manager shall forward the evaluation to the Employer’s Representative for review.

Hill Project Manager, Hill Contracts Mgr Hill PCM, Cost Consultant

5.2.7

Hill Contracts Manager shall convene a meeting with Contractor and Employer’s Representative, with participation of Hill Project Controls Manager, Cost Consultant and Supervision Consultant to finalize the CVO proposal.

Hill Contracts Mgr Hill PCM, Cost Consultant, Supervision Consultant, Employer’s Rep., Contractor

5.2.8

Following conclusion of the meeting and where there is a valid variation, Hill Contracts Manager shall draft a Construction Variation Order (using Form PRA-0002-PP-07-05-FM), sign it and obtain signature from Hill Project Manager, Supervision Consultant and Contractor via Hill Document Controller.

5.2.9

Hill Project Manager shall forward the signed draft Construction Variation Order to the Employer for approval.

5.2.10 Employer’s Representative in coordination with Employer Senior Management should initiate and organize Employer internal process for approval signature.

Hill Contracts Mgr Hill Project Manager, Supervision Consultant, Contractor Hill Project Manager


NOTE: Employer Internal decision to be within 14 days or actual contractual time restraints. 5.2.11 After obtaining decision signature, the Representative should return the CVO to Hill.

Employer’s

Employer’s Rep.

5.2.12 Hill Project Manager shall issue the approved CVO to the Contractor with copy to Hill Contracts Manager, Cost Consultant and Supervision Consultant.


5.2.13 Employer’s Representative should arrange for filing of the memo.

Employer’s Rep.

Hill Contracts Mgr

5.2.14 Hill Contracts Manager shall update the variations log (Form Hill Project PRA-0002-PP-07-06-FM-LG) and variations summary. Controls Manager, Hill Project Summary of variations is to be provided to Hill Project Controls Manager Manager for issue via Hill Project Manager to Employer in the Monthly Report.

5.3

CONTRACTORS' REQUEST FOR VARIATION PROCEDURE

When FIDIC rules applies, Contractor's Variations request arises if an instruction from the Supervision Consultant Engineer constitutes a Variation as per Clause 3.3 of the Conditions of Contract for Construction, FIDIC 1999. All Variations must be approved by the Employer, prior to commencement of Work. Unless otherwise agreed with the Employer, Project Procedures




for all Variations please refer to Clause 13 of the Conditions of Contract for Construction, FIDIC 1999. The variation process may be initiated by the following unless the instruction or request is to expedite the works: a. Project Manager's Instruction (PMI) (Form PRA-0002-PP-09-17FM) issued to the Supervision Consultant Engineer which may have additional time and cost implications to the Contractor. b. Request for Variation Order issued from the Contractor. 5.3.1

The variation process is initiated, by Contractor submitting a Contractor’s Request for Variation Order (CRVO) (Form PRA0002-PP-07-10-FM) to Hill (PMC) with copy to the Supervision Consultant for the reasons stated above in items a or b.

Contractor

Supervision Consultant, Hill Project Manager / Document Controller

Hill Contracts Manager, Hill PM, Hill Design Mgr, Construction Mgr, Project Cont. Mgr, Design Consultant, Employer

5.3.2

On receipt, the Supervision Consultant shall review and assess the request and forward it to Hill. Upon review, Hill Project Manager / Document Controller shall forward the CRVO to Hill Contracts Manager and the Cost Consultant for review.

5.3.3

Hill Contracts Manager shall convene a meeting with Hill Contracts Mgr Employer's Representatives with participation of Hill Project Cost Consultant, Hill Project Manager, Hill Design Manager / Construction Manager, Hill Controls Manager, Project Controls Manager, Cost Consultant and Design Hill Design Mgr / Construction Mgr, Consultant (where applicable) to discuss VO proposal. Hill Project Manager

5.3.4

Hill Contracts Manager with assistance from Cost Consultant, Hill Project Controls Manager and Hill Design Manager / Construction Manager shall review, assess request and if acceptable completes CRVO Form (Ref. PRA-0002-PP-07-10FM) along with PMC Request for Variation Order (PMRVO) form (Ref. PRA-0002-PP-07-08-FM). The CRVO and PMRVO shall be forwarded to the Employer for approval through Hill Project Manager / Document Controller. If rejected, Hill Contracts Manager shall return the CVRO Form to Contractor through Hill Document Controller and Supervision Consultant.

5.3.5

Employer’s Representative should review the CRVO including PMRVO and indicate approval in principle by letter (or an agreed means) and return to Hill. If rejected, the CVRO is to be returned to Hill for further forwarding to Contractor as in Item 5.3.4 above.

5.3.6

Following approval of the PMRVO by the Employer and receipt from Hill Project Manager, Hill Contracts Manager shall complete a Construction Variation Proposal Request (CVPR) Form (Ref. PRA-0002-PP-07-04-FM) and forward it to Hill Project Manager who shall then review and issue it to Contractor with request for time and cost proposal with copy to the Supervision Consultant and Design Consultant via Hill Document Controller.

Project Procedures

Employer’s Rep., Hill Project Manager

Hill Contracts Manager, Hill Project Manager / Hill Document Controller

Contractor

Hill Contracts Manager, Hill PCM, Hill Design Mgr /




5.3.7

On receiving the CVPR, Contractor shall prepare time and cost evaluation with completed CVPR form (Ref. PRA-0002-PP-0704-FM) and forward it to Hill via the Supervision Consultant Engineer.

5.3.8

Hill Contracts Manager with assistance from the Cost Consultant, Hill Project Controls Manager and Hill Design Manager / Construction Manager shall review the completed CVPR with documentation and forward via Hill Project Manager to Employer for review.

5.3.9

Hill Contracts Manager shall convene a meeting with Contractor and Employer’s Representative, with participation of Hill Project Manager, Hill Project Controls Manager, Hill Design Manager / Construction Manager, Supervision Consultant and Design Consultant to finalize the CVO proposal.

Construction Mgr. Hill Project Manager Hill Contracts Manager, Hill PM, Hill PCM, Hill Design Mgr., Supervision Consultant, Design Consultant, Employer’s Rep. Hill Contracts Manager, Hill Project Manager, Cost Consultant, Contractor

5.3.10 Following conclusion of the meeting, Hill Contracts Manager shall draft Construction Variation Order (using Form PRA0002-PP-07-05-FM), sign it and obtain signature from Hill Project Manager, Cost Consultant and Contractor via Document Controller.


5.3.11 Hill Project Manager shall forward the signed draft Construction Variation Order to Employer’s Representative for approval.


5.3.12 Employer’s Representative, in coordination with Employer Senior Management should initiate and organize Employer internal process for approval signature.

Employer PD, Hill Project Manager

NOTE: Employer’s Internal decision to be within contractual time restraints. 5.3.13 After obtaining decision signature, the Employer’s Representative should return the CVO to Hill, and Hill Project Manager shall issue the CVO to the Contractor with copy to Hill Contracts Manager, Cost Consultant, Supervision Consultant and Design Consultant (where required). 5.3.14 Employer's Representative should arrange for Employer Project Controls Manager to file memo upon receipt. 5.3.15 Hill Contracts Manager shall update the variations log and variations summary (Form PRA-0002-PP-07-06-FM-LG). Summary of variations is to be provided to Hill Project Controls Manager for issue via Hill Project Manager to Employer in the Monthly Report.

Project Procedures

Employer

Hill Contracts Manager, Hill Project Controls Manager, Hill Project Manager




6. REFERENCES 1) KCT-IMS-CM-3707 Rev.0 , Project Claims, Variations and Disputed Items 2) Hill Intl PRA-00002-PP-17-PRM-02, Claims, Change & Extension of Time Procedure

7. ATTACHMENTS 7.1 Employer Driven Variations to Contractors Process Map 7.2 Variations by SWI Process Map 7.3 Variation by Contractor Request Process Map 7.4 Variation Proposal Form 7.5 Variation Order Form 7.6 Variation Order Log 7.7 Site Work Instruction (SWI) Form 7.8 PMC Request for Variation Order (PMRVO) Form 7.9 Contractor's Request for Variation Order (CRVO) Form 7.10 Project Manager’s Instruction (PMI) Form

Project Procedures




7.1 Employer Driven Variations to Contractors Process Map

CC

CONS

ENG

CONT

Contractor

HILL

Supervision Consultant Engineer

EMPLOYER

Insert Client Logo Here

Design Consultant

NOTE: This is a generic procedure and is to be adapted to comply with the project specific requirements

Cost Consultant

EMPLOYER DRIVEN VARIATIONS PROCEDURE (during Construction)

X X

X

Decide

Attend meeting

I

Review/Assist

Issue Optional

RFQ Method To be used for variations initiated by the Employer

Design Manager + team/ Construction Manager

D

R/ A

Contracts Manager

Receive Original/ Copy

Start

Project Controls Manager

S

Project Director / Document Controller

O/ C

Perform

Employer Representative

P

Employer Senior Management (SM)

KEY

Input / Output

S

which are a change of scope to the contractor 1. Employer's Representative issues Letter of Instruction to Hill regarding

Letter of Instruction

I

additional Scope of Works. 2. Hill Project Director forwards copy of Letter to Hill Contracts Manager,

P

Design Manager and Project Controls Manager. Hill PD arranges meeting C

for attendance by relevant parties to discuss Construction Variation. 3. Hill convenes a meeting with Employer's Representative to discuss

X

X

C

C

C

X

X

X

P

A

P

Construction Variation Proposal. 4. Hill Contracts Manager in liaison with the Cost Consultant, Employer Cost

R

Proposed RFQ + attachments (rough estimates)

Representative and Hill Design Manager / Construction Manager, prepares proposed Scope of Works (RFQ where applicable) and rough estimate (by CC) based on BOQ rates, and forwards to Employer's Representative

Reject

I

via Hill Project Director. Reject

5. Employer's Representative approves in principle by letter and returns to

D

Hill. If rejected, returned to Hill and Cost Consultant for revision. 6. Hill Project Director instructs and issues to the Design Consultant the

I

A

A

necessary documentation to enable preparation of technical documents. C

C

7. Design Consultant prepares technical documents and submits toHill.

Technical Documents

P

8. Hill Contracts Manager, Design Manager / Construction Manager, & Project Controls Manager review technical documents from Design Consultant.

C

R

P

Construction Variation Proposal Request

R

Hill Contracts Manager completes a Construction Variation Proposal Request (Form CCC-NNN-PP-07-04-FM) and forwards to Hill Project I

Director for issue to Contractor with request for time and cost proposal. Copy is also forwarded by Hill to the Supervision Consultant.

C

9. Contractor prepares time & cost evaluation with completed CVPR form P

(Ref. CCC-NNN-PP-07-04-FM) and forwards to Hill with copy to the Supervision Consultant. Hill Project Director forwards to relevant parties.

C

C

10. Hill, Cost Consultant and Employer analyse the proposal and meet with

R

R

X

X

Construction Variation Proposal Request

R

P

R

P

the Contractor if necessary to reconcile any differences and negotiate an agreed adjustment.

X

11. Hill Contracts Manager draft Construction Variation Order (CVO)

X

X

X

P

Draft CVO

(Form CCC-NNN-PP-07-05-FM), signs & obtain signature from Cost Cons., C

Hill Project Director and Contractor via Document Controller. Hill Contracts Manager logs the CVO on CVO Log form (Ref.CCC-NNN-PP-07-06-LG).

P

P

12. Hill Project Director forwards draft Construction Variation Order to the Employer for approval after satisfactory review.

P

13. Employer's internal process for signature D NOTE: Employer's Internal decision to be within 14 days 14. After signature, the Employer's Representative distributes internally and

P

Memo

returns the CVO to Hill. 15. Hill Project Director issues approved CVO to the Contractor with copy

I

to Hill Contracts Manager, Cost Consultant and Supervision Consultant.

Approved CVO

C 16. Hill Contracts Manager updates the variations log (Form CCC-NNN-PP-07-06-LG) and variations summary. Summary to be issued to Employer in the Monthly Report.

P C

C

C

O

P

I Document No: CCC-NNN-PP-07-01-PM Rev.1 Revision Date: 12-Oct-2009

Project Procedures




7.2 Variations by SWI Process Map NOTE: This is a generic procedure and is to be adapted to comply with the project specific requirements Hill (PMC)

CC

I

Attend meeting

Issue Optional

Cost Consultant

X

Decide

Review/Assist

Project Controls Manager

X X

D

R/ A

Contracts Manager


Start

Project Director / Document Controller

O/ C

S

Perform

Employer's Representative

P

Employer Senior Management

KEY

SWI Method To be used for Site Works Instruction for items which are

ENG

CONT

Input / Output

Contractor

EMPLOYER



CONTRACTORS' VARIATIONS PROCEDURE by SITE WORKS INSTRUCTION (SWI)

S

necessary to avoid abortive works. 1. Initiated by The Supervision Consultant Engineer who prepares the

P

O

documents and forwards to Hill Project Director / Document Controller for further processing by Hill Contracts Manager & Cost Consultant. 2. Hill Contracts Manager & Cost Consultant prepares initial estimate P

of cost and time (with assistance from Hill Project Controls Manager) and forwards together with Site Works Instruction (SWI) using Form

A

P

SWI

R

Ref. CCC-NNN-PP-07-07-FM to Hill Project Director for review and signature. Hill Project Director forwards SWI together with estimate attachments to Employer for approval to proceed. 3. Employer signs for approval to carry out the works.

Rejected, SWI Aborted

D

4. Following approval, Hill Project Director issues approved SWI to

I

Contractor with copy to Supervision Consultant, Cost Consultant and Hill Contracts Manager.

C

C

C

O

5. Contractor carries out the work and prepares time & cost estimates P

and forwards to Supervision Consultant who then reviews and C

forwards to Hill.

R

6. Hill in coordination with Cost Consultant reviews & forwards to Employer for review. 7. Hill meets with Contractor, Cost Consultant, Supervision Consultant & Employer Representative to finalize documents.

R

P

R

P

X

X

X

X

P

A

P

8. Where there is valid variation, Hill Contracts Manager in coordination with Cost Consultant drafts Construction Variation Order (Form CCC-NNN-PP-07-05-FM), signs & obtain signature from Hill Project Director, Supervision Consultant and Contractor via Hill Document Controller.

C

X

Draft CVO

P

9. Hill Project Director forwards draft Construction Variation Order to the Employer for approval.

X

P

P C

C

10. Employer's internal process for signature D NOTE: Employer's Internal decision to be within 14 days 11. After signature, the Employer Representative returns the CVO to Hill.

P

12. Hill Project Director issues approved CVO to the Contractor

Memo

I

Approved CVO

with copy to Hill Contracts Manager, Cost Consultant and Supervision Consultant.

C

13. Employer Representative arranges for filing of memo.

C

C

O

P

14. Hill Contracts Manager updates the variations log

P

(Form CCC-NNN-PP-07-06-LG) and variations summary. Summary to be issued to Employer in the Monthly Report. See related process map CCC-NNN-PP-07-02-PM for Employer Driven Variations to Contractors

P

P

I C Document No: CCC-NNN-PP-07-03-PM Rev.1 Revision Date: 12-Oct-2009

Project Procedures




7.3 Variation by Contractor Request Process Map

X X

X

Attend meeting

Issue Optional

CONS

When FIDIC rules applies, Contractor's Variations request arises if an Instruction from the Supervision Consultant Engineer constitutes a Variation as per Clause 3.3 of the Conditions of Contract for Construction, FIDIC 1999

CONT

Output

Contractor

I

Decide

SC

Design Consultant

D

CC



Review/Assist

Design Manager

R/ A

Contracts Manager

S Start

Project Controls Manager / Planning & Scheduling Engineer

O/ C

Perform

Employer's Senior Management

P

Employer's Representative

KEY

PMC (Hill)

Project Director / Project Manager Document Controller

EMPLOYER


Cost Consultant

NOTE: This is a generic procedure and is to be adapted to comply with the project specific requirements

CONTRACTORS' REQUEST FOR VARIATION PROCEDURE

S

All Variations must be approved by The Employer prior to commencement of Work For all Variations please refer to Clause 13 of the Conditions of Contract for Construction, FIDIC 1999 The Variation process may be initiated by the following unless the instruction or request is to expedite the works: a. Project Manager's Instruction (PMI) issued to the Contractor which may have additional time & cost implications to the Contractor. (Form CCC-NNN-PP-09-17-FM) b. Issue from the Contractor of a request for a Variation Order. 1. Process initiated by Contractor requesting Variation Order (Form CCC-NNN-PP-07-10-FM)

P

for the reasons stated above in items a or b, to Supervision Consultant Eng'r and PMC (Hill) 2. On receipt, Supervision Consultant reviews and assesses request and forwards to

P

C

Contractor Variation Request

Reject

Hill Contracts Manager and Cost Consultant via Hill Document Controller. A

C 3. Hill convenes a meeting with The Employer's Representative, Design Consultant and the

X

X

X

X

X

X

P

A

A

A

X

Cost Consultant to discuss VO proposal. 4. Hill reviews, assesses request and if accepted completes Form CCC-NNN-PP-07-10-FM

C

CRVO & PMRVO

along with completed form CCC-NNN-PP-07-08-FM (PMC Request for Variation Order) and R

issues it to Employer for approval.

Reject

If rejected, Hill returns Form CCC-NNN-PP-07-10-FM to Contractor. Reject

5. Employer approves in principle by letter and returns to Hill. If rejected, returned

D

to Hill to be further forwarded to Contractor as in Item 4 above. 6. Following approval of the PMRVO by the Employer, Hill Contracts Manager completes a

I

Construction Variation Proposal Request (CVPR)

P

Construction Variation Proposal Request (Form CCC-NNN-PP-07-04-FM) and forwards to Hill Project Director who issues to Contractor with request for time and cost proposal C

with copy to Supervision Consultant and Design Consultant. 7. Contractor prepares time & cost evaluation with completed form CCC-NNN-PP-07-04-FM

C

C

O P

C

and forwards to Hill via Supervision Consultant. 8. Hill and Cost Consultant reviews & forwards to Employer for review.

R

P

R

R

Completed CVPR + documents

R

R 9. Hill meets with Contractor, Supervision Consultant, Cost Consultant, Design Consultant and Employer to finalise.

X

X

10. Hill Contracts Manager draft Construction Variation Order (Form CCC-NNN-PP-07-05-FM), signs & obtains signature from Hill Project Director and Contractor via Document Controller.

X

C

P

11. Hill Project Director forwards signed draft Construction Variation Order to Employer.

P

X

X

X

X

X Draft CVO

A

C

C

P

C 12. Employer internal process for signature NOTE: Employer Internal decision to be within contractual time restraints

D Memo

13. After signature, the Employer's Representative returns the CVO to Hill, and Hill Project

P

Director issues to the Contractor with copy to Hill Contracts Manager, Cost Consultant,

Approved CVO

I

Supervision Consultant and Design Consultant.

R C

14. Employer's Representative arranges for Employer Project Controls Manager to file memo. 15. Hill Contracts Manager updates the variations log and variations summary (Form CCC-NNN-PP-07-06-FM-LG). Summary to be issued to Employer in the Monthly Report. See related process map CCC-NNN-PP-07-01-PM for Variations to Designers

C

C

C

O

P P

P

I C

See related process map CCC-NNN-PP-07-02-PM for Employer Driven Variations See related process map CCC-NNN-PP-07-03-PM for Variations by SWI Document number: CCC-NNN-PP-07-09-PM Rev.1 Revision Date: 12-Oct-2009

Project Procedures




7.4 Variation Proposal Form

Project Procedures




7.5 Variation Order Form

Project Procedures




7.6 Variation Order Log

Project Procedures




7.7 Site Work Instruction (SWI) Form

Project Procedures




7.8 PMC Request for Variation Order (PMRVO) Form

Project Procedures




7.9 Contractor's Request for Variation Order (CRVO) Form

Project Procedures




7.10 Project Manager’s Instruction (PMI) Form

Project Procedures



Construction Variation Order Procedure

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