CONTRACTORS

VARIATION
ORDERS
PROCEDURES

5 February 2014 Revision 1.1

Engineering Business
Support Department (EBSD)

Form Version: 1.4

Document Control Form

Form issue date:

October 2013

Operation & Project management Processes

Document Title

Document Control Information

Variation Order Procedures for Contractors

Version

1.1

Date Created

5 February 2014

Author

Variation Order Working

Group
Waleed Abou-Khadra (PB)

Reviewed by

Mohamed Rajab

Procedures Development
Workshop Moderator
Sign off Date

Moataz Yousif (PWA)

Procedure written
by
Signed off by
Location

Variation Order Working

Group
EBSD DMS Document management System

24 February 2013

Revision

Document Revisions Information

Description/Amendment
By

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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Contractors Variation Orders Procedures

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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Contractors Variation Orders Procedures

1. DEFINITIONS
For the purpose of this document, the following definitions shall be used:
PWA Representative shall mean the delegated representative by the Public Works Authority (PWA).
The representative will vary for each programme as per the below table.
The Engineer shall have the same meaning as provided in the General Conditions. The Engineer will
vary as delegated for each programme as per the below table.
The 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)

Local Roads & Drainage

Management
(PMC)/
Contractor

PWA Representative

The Engineer

Engineers Representative

Parsons Brinckerhoff

Manager of Roads Projects

Department or Delegated Area
Engineer

PMC

General Engineering Consultant (GEC)

Expressway

KBR

Manager
of
Department

PMC

Supervision Consultant (SC)

Building Projects

Mace/EC_Harris

Director of Building Affairs

PWA Representative/
PMC

Design
Construction
Consultant (DCSC)

IDRIS

CH2MHill

Director
Affairs

PMC

Supervision Consultant (SC)

Highways
Management

Asset

Amey

Director of Assets Affairs

PWA Representative/
MC

The Consultant

Drainage
Management

Asset

MWH UK Ltd

Director of Assets Affairs

PWA Representative/
MC

The Consultant

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Expressway

Infrastructure

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Contractors Variation Orders Procedures

2. SUBJECT, PURPOSE, SCOPE, AND PARTIES

2.1

SUBJECT:
The subject matter of this procedure is the methodology in accordance with which the 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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Contractors Variation Orders Procedures

3. PROCEDURE
Variation Orders shall be administered by a step by step process: FLOWCHART: OVERVIEW OF
CONTRACTORS VARIATION ORDERS PROCESS REVISION

3.1

CHANGE PROPOSAL

The Change Proposal to the project can be issued by the Public Works Authority (PWA), the Engineer,
the Engineers Representative or the Contractor.

3.1.1 Change Proposal Issued by the PWA Representative or Engineers

Representative:
If the Change Proposal (CP) is issued by the PWA Representative or Engineers 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 Engineers 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 Engineers
Representative for review and study.
Upon receipt of the Change Proposal, the Engineers 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 Contractors Change Proposal with the concerned parties (if
required);
In the event that the Engineers 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 Engineers Representative recommendation, the Engineer shall within three (3)
working days review and study the recommendation. If approved, the Engineer shall instruct the

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Contractors Variation Orders Procedures

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.

3.1.3 Change Request & Site Instruction Preparation

Upon receipt of the Engineer instruction, the Engineers Representative shall within three (3)
working days:
1. Prepare the draft Change Request (CR) and Site Instruction (SI). The Engineers
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 Engineers Representative submission. In case of any comments/clarifications
by the Engineer, the Engineers 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
Engineers 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 Engineers 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 Engineers 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 Engineers 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 Engineers Representative shall within two (2) working days
issue the formal SI to the Contractor.
Where there is no time and/or cost impact or it is within the delegated limit as detailed in
APPENDIX E: COMMERCIAL MANAGEMENT DELEGATION OF AUTHORITY AND
GOVERNANCE MATRIX, and where there is no impact on the quality of works, the instructions

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Contractors Variation Orders Procedures

are to be issued by the Engineers Representative to the Contractor by Site Memo without the preapproval of the Engineer and the PWA Representative.

3.1.5 Independent Evaluation of the Engineers Representative and Contractors

Claim
The Engineers 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 Engineers Representative review; and
3. Request extension of submission period (if required).
In the event that the Contractor submits an impact statement, the Engineers 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 Engineers 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 Engineers Representative. The
Engineers 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 Engineers Representative for discussion with the Contractor.

3.2

VARIATION ORDERS (VO)

Upon receipt of the acceptance, the Engineers 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 Engineers Representative and the Contractor on the final
assessment, the Engineers Representative shall within one (1) working day submit the final
Variation Order signed by the Contractor to the Engineer.

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Contractors Variation Orders Procedures

In cases of disagreement between the 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.

Review the Variation Order for conformance; and

Discuss with the Engineer any comments/clarifications;

Upon receipt of the reviewed Variation Order from the EBSD, the Engineer shall within two (2)
working days issue the VO with all supporting documents to the appropriate PWA Tender
Committee for approval.
Within five (5) working days, the PWA Tender Committee shall review and approve the VO
submitted by the Engineer. The PWA Tender Committee shall communicate the Engineer and the
1

One Variation Order may comprise more than one site instruction.

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Contractors Variation Orders Procedures

EBSD (if required). The approval of the PWA Tender Committee shall be forwarded directly to the
Engineer.
Upon receipt of the approval, the Engineer shall issue the Variation Order with all the supporting
documents including the Budget Transfer Request (if required) to the PWA Representative.
Upon receipt of the Variation Order, the PWA Representative shall within two (2) working days:
1.
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

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.

KBR reports on the status of SI & VO to senior management both internally and to the Authority on a weekly basis.

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Contractors Variation Orders Procedures

FLOWCHART: OVERVIEW OF CONTRACTORS VARIATION ORDERS

PROCESS REVISION 20

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Process for
Variation Order (PMC-led Projects - Construction Phase)

Title
1

PWA /Client

PMC3

GEC4/SC5

Contractor

Engineer

The Engineers rep.

Principle

Other PWA
Stakeholders

Change Proposal (CP) Section 3.1

Propose or identify a change in the project

Record the submitted

Change Proposal in
the System

Study / Review Change

Proposal

- Review the Contractors

Change Proposal (If
Required, Consult the
PMC in case of
5
complicated CRs)

Does
entitlement
exists?

No

Notifies rejection to CP
initiator, with reasons
1
for rejection

No

Yes
End

Instruct the GEC/ SC to

prepare draft CR and
draft SI
2

Draft CR / SI Sections 3.1.2 & 3.1.3

End

In case of rejection, the system

notifies all parties

Proceed with the

CP?
In case of rejection, the system
notifies all parties

Record the submitted

Change Proposal in
the System

notifies rejection to
Contractor, with reasons
1
Yes for rejection

Forward entitled CP to
PMC

2
Change
Request
PWA-PR110/F01

Prepare draft CR Request

& SI including as a
minimum:
- Details of Change
- An estimate of cost &
3
time (if needed)
Above the Delegated Limit

Review &
Approved Draft
SI & CR
3

- Review and comment the

draft CR & draft SI
prepared by the GEC/SC
3

Rejection

Site
instructions
PWA-PR110/F02

Comments

Receive PWA rejection

and forward to GEC /
Contractor
1

If Applicable

Approved

Check Point 1
Within the Engineers Delegated Limit

Work out of
project
boundary?

Yes

President / TC *

End

Approve Project Work out

of project boundary
2

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

Issue the formal SI to

the Contractor*

- 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

Review & recommend

on the variation
proposal (with the
5
contractor)

- Prepare Variation
Proposal and VO Form &
submit to PMC
- Issue
Recommendation to
2
PMC

Yes

Variation
Proposal
Submitted ?
10

No

PWA PWA Stakeholder might be the President, Affairs, O&M Department

Client: Only applied for the building affairs
3
PMC: Program Management Consultant
4
GEC: General Engineering Consultant
5
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 President
CR: Change Request
SI: Site Instruction
VO: Variation Order
CP: Change Proposal
2

A
Phase

Variation
Order Form
PWA-PR110/F04

VO Proposal Section 3.1.5

Formal CR / SI Section 3.1.4

No

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Process for
Variation Order (PMC-led Projects - Construction Phase)

Title
1

PWA /Client

PMC3

GEC4/SC5

Contractor

Engineer

The Engineers rep.

Principle

Other PWA
Stakeholders

A
-Review and make
recommendation

Dpt. Manager

Review and Comment the

VO Proposal submitted by
2
the PMC

Receive the Acceptance

of the PMC
recommendation
1

Affairs/PMC Financial
Authority Limit will be
decided by the President

Yes

EBSD

Yes -- Optional Step (If Required by the PWA)

VO within PMC/
Affairs Authority?
1

Review /Comment/
Recommend the VO
Proposal submitted by
5
the PMC

Notify the contractor

with the accepted VO
proposal
1

Yes

Copy of the VO with /

without the contractor
signature
1

No

Contractor
Accepted?
2
No
Notice of
Dissatisfaction
20

EBSD
Review for
Recommendation and
5
approval

Variation Order Sections 3.1.5 & 3.2

Yes
Any Comments?
No

Record and Forward to

the TC.
1

Concerned TC

Check Point 2

Study the VO documents

and approve
5

Any Comments?
Yes

Received the TC
Approval
Budget
Transfer
Fund Form
PWA PR
110/F04

No
0

Variation Order Section 3.2

Check Budget Allocation

and Prepare Budget
Transfer Request (if
required)
2

Dpt. Manager
Finance & Adm.Dpt.

Approve Budget Transfer

Request and VO Form
2

- Receives approved VO /
Fund transfer request
3

Transmit Approved
Fund Transfer / VO to
Finance & Admin Dept.
1

Finance & Admin.Dpt.

Update FABIS

Provide signed original

of VO to contractor 1
Signed original of VO
received
0

Fund Transfer /
Additional FundPWA-PR-320

EBSD Manager
Receives approved VO
0

Contract Dpt.
Receives approved VO
0

Phase

End

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Contractors Variation Orders Procedures

APPENDIX A: CHANGE REQUEST FORM

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Engineering Business Support Department

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.

( )

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

Costs agreed with Contractor

Estimate
YES/NO

Based on : Original Agreement Rates

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

Public Works Authority

PWA

CHANGE REQUEST (CR)

CR No.
FROM

:
:

TO

PURPOSE

Date

Affairs
Department
Project Title
Project ID
Contract No.
Engineer
Engineer's Representative

:
:
:
:
:
:
:

Contractor

Reason for this change

Design Change
Scope Change
Others

Impacts

Cost Impact
Time Impact

Status

Approved
Rejected

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

)RUP5HY

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Contractors Variation Orders Procedures

APPENDIX B: SITE INSTRUCTION FORM

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STATE OF QATAR

Public Works Authority

PWA

SITE INSTRUCTIONS (SI)

SI No.
:
CR No.
:
Project Title
:
Contract No.
:
Project ID
:
Engineer
:
Engineers Representative :
Contractor
:
You are hereby instructed to carry-out the following:

Engineers 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.
)RUP5HY1
)RUP5HYDate: 20/10/2012

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Contractors Variation Orders Procedures

APPENDIX C: VARIATION ORDER FORM

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VARIATION ORDER (VO)

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

BRIEF REASONS & DETAILS FOR VARIATION ORDER (Details Attached):

(X,

Effect of Variation Order on Contract

- Is there a Cost Impact:

Cost of Variation Order

- Cost Impact of Variation on Works:

- Total Amount of Contract

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

Based on:

All Bill Rates

Part Bill Rates
No Bill Rates

Estimated Cost

Yes

No

Costs agreed with Contractor

Estimated (by): ..
..
..

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:

- Current Variation Order:

- Previously Adjusted Contract Duration:

- Adjusted Contract Value

- Previously Adjusted Completion Date:

with Current Variation Order

- Time Impact of Current Variation Order:

Days
Days

Days

- Adjusted Completion Date with Current Variation Order:

Contractor

Engineer's Representative

Engineer

Name

Name

Name

Signature

Signature

Signature

Date

Date

Date
Tender Committee (If Required)

PWA Representative

PWA President (If required)

Approved

Approved

Name

Yes

Yes/ No

Sign

No

Secretary Signature

Date

N/A

Stamp/Date

)RUP5HY1
)RUP5HYDate: 20/10/2012

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Contractors Variation Orders Procedures

APPENDIX D: BUDGET TRANSFER REQUEST FORM

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( 2013-2012 ) Budget Transfer

-:
/
-:

/
/

/
/

% 50

%25

% 25

%15

% 15

2012

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Contractors Variation Orders Procedures

APPENDIX E: COMMERCIAL MANAGEMENT DELEGATION OF

AUTHORITY AND GOVERNANCE MATRIX

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Contractors Variation Orders Procedures

COMMERCIAL MANAGEMENT DELEGATION OF

AUTHORITY

To be finalized with the President and Senior Management

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Contractors Variation Orders Procedures

APPENDIX F: VARIATION ORDER PROPOSAL CHECKLIST

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VARIATION ORDER REQUEST CHECK LIST

Project Title:
Affairs
Department
Project ID
Supervision Consultant
Contractor

:
: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

Variation Order processed within the time prescribed

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

Three offers at least attached for new Items (if applicable)

Yes

No

For time Extension claims, check if submitted

Yes

No

1) Approved Baseline Programmes and different revisions (Clause 14)

Yes

No

2) Latest Progress Updated Programmes

Yes

No

3) Timeline Analysis and Narrative Element(s) claimed

Yes

No

10 Recommendation Statement and Report from the Supervision Consultant, including

1
2
3

Brief Description of variation

Reason for variation
Cost Comparison Statement and basis of rates

Yes

No

Yes

No

Time Impact

Yes

No

Statement of Recommendation

Yes

No

11 Drawings (Contract & Revised /Shop) & Summary Sheets

Yes

No

12 AutoCAD copies of all associated Shop Drawings.

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

14 All pages numbered

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

17 All Sheets signed and stamped by Supervision Consultant

Yes

No

18 Soft Copies of all Measurement Sheets, Summaries, Bills of Quantities, VO Form, VO Request Form in native
files.

Yes

No

19 Index/summary of each section's contents

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

Request letter for Variation

Order Approval

CONTENTS

Contents page.

TERMS OF REFERENCE

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 COMPARISON

Revision 1.1

The Terms of Reference

establishes a set of rules and
requirements regarding the
submission of Variation
Orders. (Reference only)

5 February 2014

The VO comparison
summarises the value placed
on the Variation Order by the
Contractor, Supervision
Consultant and the Engineer

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MRPSC REQUIREMENTS
CONTRACTOR VARIATION ORDER
DOHA EXPRESSWAY PROGRAM

SAMPLE

Revision 1.1

TITLE

DESCRIPTION

VO TRACKER

The VO tracker lists individual

Variation Orders that have
been issued up to and
including the latest VO.

SUPERVISION CONSULTANT
RECOMMENDATION LETTER

Letter of recommendation
from the Supervision
Consultant to the Engineer

CONTRACTOR LETTER

Letter of submission from the

Contractor to the Supervision
Consultant

SITE INSTRUCTION SUMMARY

SHEET OR INSTRUCTION
GIVEN

Site instruction prepared by

the Supervision Consultant to
the Contractor.

CONTRACT AGREEMENT

Indicates the project Contract

Value and Duration

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