Construction Variation Order

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

CONTENTS: ATTACHMENTS:

1. PURPOSE 7.1 Employer Driven Variations Process Map

2. SCOPE 7.2 Contractors Variations by SWI Process Map
3. DEFINITIONS 7.3 Contractor Request For Variation Process Map
4. RESPONSIBILITIES 7.4 Construction Variation Proposal Form
5. INSTRUCTIONS 7.5 Construction Variation Order Form
6. REFERENCES 7.6 Variation Order Log
7. ATTACHMENTS 7.7 Site Work Instruction (SWI) Form
7.8 PMC Request for Variation Order (PMRVO) Form
7.9 Contractor's Request for Variation Order Form
7.10 Project Managers Instruction (PMI) Form

Reason for issue Status

IFR Issued for Review IFI Issued for Information PFC Preliminary for Comment A Approved
IFA Issued for Approval IFU Issued for Use AWC Approved with Comments SS Superseded

DOCUMENT HISTORY

Sign: Sign: Sign:

Project Procedures Construction Variation Order Procedure

Page 1 of 20 PRA-00002-PP-07-PRM-02 Rev.A
 28 Apr
A IFR 2014
PFC Sign: Sign: Sign:
REASON PREPARED REVEIWED APPROVED
REV.
FOR Date CHANGES STATUS BY BY BY
NO.
ISSUE HILL QA/QC HILL PM KCT Qatar

Project Procedures Construction Variation Order Procedure

Page 2 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 Contractors 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 Employers Approval via this
procedure.

3. DEFINITIONS

OWNER INITIATOR PARTICIPANT SIGNATORY APPROVER INFORMED

EMPLOYERS
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
The person in Hill or the other company responsible for ensuring the procedure
OWNER
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 / The person in Hill or the other company who starts the process
ORIGINATOR
APPROVER The person holding final authority for signature for approval of the product of
the process
SIGNATORY A person who signs for approval on behalf of the Participants 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

Employers The Employers Representative shall be responsible for coordinating

Representative the approval of variation orders within the Employers 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 Contractors
scope of work shall be subject to the approval of the Employers
Representative.

Hill Hill Contracts Manager has functional responsibility for all contract
Contracts variation administration.
Manager
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 Hill Project Controls Manager shall be responsible for reviewing and
Controls Manager 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
Consultants Contracts Manager on all matters associated with the
cost of instructions and changes.

Supervision The Supervision Consultant shall be responsible for review of cost &
Consultant 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 Contractors scope of
work.

Any proposed changes to a Contractors scope of work, including

those arising from Confirmation of Verbal Instructions (CVIs) and
Requests for Information (RFIs), shall be subject to the approval of
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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 5.1.6 On

Employers Representative issuing a Letter of Instruction to receip
Hill regarding additional Scope of Works. t of
the
5.1.2 On receipt of the Letter of Instruction from the Employers letter
Representative, Hill Project Manager shall forward copy of the indica
Letter to Hill Contracts Manager, Hill Design Manager / ting
Construction Manager, Hill Project Controls Manager and appro
Cost Consultant. Hill Project Manager shall arrange a meeting val in
for attendance by the Employer, Hill Contracts Manager, Hill princi
Design Manager / Construction Manager, Hill Project Controls ple of
the
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
Employers Representative to discuss the Construction
Variation Proposal.

5.1.4 Hill Contracts Manager in liaison with Cost Consultant,

Employers 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 Employers Representative via Hill
Project Manager.

5.1.5 After review of the proposed Construction Variation and

relevant documentation, Employers 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.
 Employers Rep.,
Hill Contracts
Manager,
Hill Design
Manager,
Hill Project Manager,
Hill Project
Hill Contracts Mgr Hill Design Mgr / Construction Mgr, Hill Project Controls
Manager,
Manager, Cost Consultant, Employer
Employer

Employers Rep.

Hill Project Manager, Contracts Mgr, PCM

Design Mgr / Construction Mgr, Cost Consultant Employer
 proposed Construction Variation, Hill Project Manager with Hill Project
assistance from Hill Contracts Manager shall instruct the Manager,
Design Consultant and issue the necessary documentation to Hill Contracts Mgr
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.

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

5.1.9 On receiving the CVPR from Hill, Contractor shall prepare

time and cost estimate with completed CVPR form (Ref. PRA-
0002- PP-07-04-FM) and forward it to Hill with copy to the Contractor,
Supervision Consultant for negotiation / clarification. Hill Hill Project
Project Manager / Document Controller shall distribute Manager /
Document
Contractors time and cost estimates to Hill Contracts
Controller
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 Hill Contracts Mgr
Manager shall review the completed CVPR with Hill Design Mgr /
Construction Mgr,
documentation. Hill, Cost Consultant, Supervision Consultant
Hill Project
and the Employers Representative shall meet with the Manager,
Contractor if necessary to reconcile any differences and Cost Consultant,
negotiate an agreed adjustment. Employer

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
Hill Contracts
Manager shall log the CVO using CVO Log form Ref. PRA- Manager,
0002-PP-07-06-LG. 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 Employers Representative in coordination with Employer

Senior Management (SM) should initiate and organize Hill Project
Employer internal process for approval signature. Manager
Employers Rep.,
Employer SM
 NOTE: Employer Internal decision to be within 14 days or
actual contractual time restraints.

5.1.14 After obtaining decision signature, the Employers Employers Rep.

Representative should distribute internally and return the CVO
to Hill.

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

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

prepares the Site Works Instruction (SWI) using Form Ref. after
PRA-0002-PP-07-07-FM (or the Supervision Consultants satisf
form approved by the Employer / PMC) with attachments and actory
forwards it to Hill Project Manager / Document Controller for review
further processing by Hill Contracts Manager and the Cost . Hill
Consultant. Projec
t
5.2.2 Upon receiving the copy of SWI, Hill Contracts Manager and Mana
Cost Consultant shall prepare initial estimate of cost and time ger /
(with assistance from Hill Project Controls Manager) and Docu
forward it together with the SWI to Hill Project Manager for ment
review and signature. Hill Project Manager shall review and Contr
forward the SWI together with attached estimate to Employer oller
for approval to proceed. shall
distrib
5.2.3 Upon satisfactory review, Employers Representative should ute
sign for approval to carry out the works. the
Contr
5.2.4 Following approval by the Employer, Hill Project Manager actor
shall issue the approved SWI to Contractor with copy to s time
Supervision Consultant, Cost Consultant and Hill Contracts and
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
cost estimates to Hill Contracts Manager and the Cost Supervision
Consultant. Consultant

Hill Contracts
Manager,
Hill Project
Controls Manager,
Hill Project
Manager,
Cost Consultant

Employers Rep.

Hill Project
Manager

Contractor,
Supervision
Consultant,
Hill Project
Manager /
Document
Controller
 5.2.6 After satisfactory review by Hill Contracts Manager, Cost Hill Project
Consultant and Hill Project Controls Manager, Hill Project Manager,
Manager shall forward the evaluation to the Employers Hill Contracts Mgr
Representative for review. Hill PCM,
Cost Consultant

5.2.7 Hill Contracts Manager shall convene a meeting with Hill Contracts Mgr
Contractor and Employers Representative, with participation Hill PCM,
of Hill Project Controls Manager, Cost Consultant and Cost Consultant,
Supervision Consultant to finalize the CVO proposal. Supervision
Consultant,
Employers Rep.,
Contractor

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

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

5.2.10 Employers Representative in coordination with Employer Employers Rep.,

Senior Management should initiate and organize Employer Employer SM
internal process for approval signature.

NOTE: Employer Internal decision to be within 14 days or

actual contractual time restraints.

5.2.11 After obtaining decision signature, the Employers

Representative should return the CVO to Hill. Employers Rep.

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

5.2.13 Employers Representative should arrange for filing of the

memo.
Employers Rep.

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

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,
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 (CVP
instruction or request is to expedite the works: R)
Form
a. Project Manager's Instruction (PMI) (Form PRA-0002-PP-09- (Ref.
17- FM) issued to the Supervision Consultant Engineer which PRA-
may have additional time and cost implications to the 0002-
Contractor. PP-
07-
b. Request for Variation Order issued from the Contractor. 04-
FM)
5.3.1 The variation process is initiated, by Contractor submitting a and
Contractors Request for Variation Order (CRVO) (Form PRA- forwar
0002-PP-07-10-FM) to Hill (PMC) with copy to the d it to
Supervision Consultant for the reasons stated above in items Hill
a or b. Projec
t
Mana
5.3.2 On receipt, the Supervision Consultant shall review and
ger
assess the request and forward it to Hill. Upon review, Hill
who
Project Manager / Document Controller shall forward the
shall
CRVO to Hill Contracts Manager and the Cost Consultant for
then
review.
revie
w and
issue
5.3.3 Hill Contracts Manager shall convene a meeting with it to
Employer's Representatives with participation of Hill Project Contr
Manager, Hill Design Manager / Construction Manager, Hill actor
Project Controls Manager, Cost Consultant and Design with
Consultant (where applicable) to discuss VO proposal. reque
st for
time
5.3.4 Hill Contracts Manager with assistance from Cost Consultant, and
Hill Project Controls Manager and Hill Design Manager / cost
Construction Manager shall review, assess request and if propo
acceptable completes CRVO Form (Ref. PRA-0002-PP-07- sal
10- FM) along with PMC Request for Variation Order with
(PMRVO) form (Ref. PRA-0002-PP-07-08-FM). The CRVO copy
and PMRVO shall be forwarded to the Employer for approval to the
through Hill Project Manager / Document Controller. If Super
rejected, Hill Contracts Manager shall return the CVRO Form vision
to Contractor through Hill Document Controller and Cons
Supervision Consultant. ultant
and
Desig
5.3.5 Employers Representative should review the CRVO including
n
PMRVO and indicate approval in principle by letter (or an
Cons
agreed means) and return to Hill. If rejected, the CVRO is to ultant
be returned to Hill for further forwarding to Contractor as in via
Item Hill
5.3.4 above. Docu
ment
5.3.6 Following approval of the PMRVO by the Employer and Contr
receipt from Hill Project Manager, Hill Contracts Manager oller.
shall complete a Construction Variation Proposal Request
 Contractor

Hill Contracts
Supervision Consultant, Hill Project Manager / Document Controller Manager,
Hill Project
Manager /
Hill Document
Controller
Hill Contracts Manager, Hill PM,
Hill Design Mgr, Construction Mgr, Project Cont. Mgr, Design Consultant,
Employer

Hill Contracts Mgr Cost Consultant, Hill Project Controls Manager, Hill Design
Mgr / Construction Mgr, Hill Project Manager Contractor

Hill Contracts
Employers Rep., Hill Project Manager Manager,
Hill PCM,
Hill Design Mgr /
 Construction Mgr.
Hill Project
5.3.7 On receiving the CVPR, Contractor shall prepare time and Manager
cost evaluation with completed CVPR form (Ref. PRA-0002-
PP-07- 04-FM) and forward it to Hill via the Supervision Hill Contracts
Consultant Engineer. Manager,
Hill PM,
Hill PCM,
5.3.8 Hill Contracts Manager with assistance from the Cost Hill Design Mgr.,
Consultant, Hill Project Controls Manager and Hill Design Supervision
Manager / Construction Manager shall review the completed Consultant,
CVPR with documentation and forward via Hill Project Design
Consultant,
Manager to Employer for review. Employers Rep.

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

5.3.10 Following conclusion of the meeting, Hill Contracts Manager Hill Project
shall draft Construction Variation Order (using Form PRA- Manager
0002-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

Employers Rep.,
Construction Variation Order to Employers Representative for Employer SM
approval.

5.3.12 Employers Representative, in coordination with Employer

Senior Management should initiate and organize Employer Employer PD,
internal process for approval signature. Hill Project
Manager
NOTE: Employers Internal decision to be within contractual
time restraints.

5.3.13 After obtaining decision signature, the Employers

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

Variations by SWI Process Map

Variation by Contractor Request Process Map

Variation Proposal Form

Variation Order Form

Variation Order Log

Site Work Instruction (SWI) Form

PMC Request for Variation Order (PMRVO) Form

Contractor's Request for Variation Order (CRVO) Form

Project Managers Instruction (PMI) Form

 7.1 Employer Driven Variations to Contractors Process Map

EMPLOYER DRIVEN VARIATIONS PROCEDURE (during Construction) NOTE: This is a generic procedure and is to be adapted to comply with the project
specific requirements
EMPLOYER CONSULTANT CC CONS ENG CONT Input / Output
Insert Client Logo
Here

Supervision Consultant Engineer

KEY

Project Controls Manager

Senior Management (SM) Employer

Design Manager + team/ Construction Manager

Project Director / Document Controller
R/

Contracts Manager

Design Consultant
S Start A Review/Assist
P Perform

Cost Consultant
O/ Receive Original/

Contractor
C I
D Decide Issue
Copy
X X X Attend meeting Optional

RFQ Method To be used for variations initiated by the Employer S

which are a change of scope to the contractor
Letter of
1. Employer's Representative issues Letter of Instruction to Hill I
Instructio
regarding additional Scope of Works.
2. Hill Project Director forwards copy of Letter to Hill P
Contracts Manager, Design Manager and Project
C C C C
Controls Manager. Hill PD arranges meeting for
attendance by relevant parties to discuss
Construction Variation.

3. Hill convenes a meeting with Employer's Representative to discuss X X X X X

Construction Variation Proposal.
R P A P
4. Hill Contracts Manager in liaison with the Cost Consultant, Employer Cost Proposed RFQ +
attachments
Representative and Hill Design Manager / Construction Manager, (rough
prepares proposed Scope of Works (RFQ where applicable) and rough estimates)
I Reject
estimate
(by CC) based on BOQ rates, and forwards to Employer's Representative
Reject
via Hill Project Director.
D
5. Employer's Representative approves in principle by letter and returns
to Hill. If rejected, returned to Hill and Cost Consultant for revision.
I
A A
6. Hill Project Director instructs and issues to the Design Consultant the
necessary documentation to enable preparation of technical documents.
C C
Technical
7. Design Consultant prepares technical documents Document
and submits toHill. s

8. Hill Contracts Manager, Design Manager /

Construction Manager, & Project Controls Manager C R P R Construction
Variation
review technical documents from Design Proposal
Consultant. Hill Contracts Manager completes a Request

Construction Variation Proposal Request (Form I

CCC-NNN-PP-07-04-FM) and forwards to Hill
Project Director for issue to Contractor with request C
Construction
for time and cost proposal. P Variation
Proposal
Copy is also forwarded by Hill to the Supervision Consultant.
Request
C
9. Contractor prepares time & cost evaluation with completed CVPR form C
(Ref. CCC-NNN-PP-07-04-FM) and forwards to Hill with copy to the
Supervision Consultant. Hill Project Director forwards to relevant R R R P R P
parties.

10. Hill, Cost Consultant and Employer analyse the proposal and meet with
the Contractor if necessary to reconcile any differences and negotiate

an agreed adjustment. X X X X X X

11. Hill Contracts Manager draft Construction Variation Order (CVO) Draft CVO
P
(Form CCC-NNN-PP-07-05-FM), signs & obtain signature from Cost Cons.,
Hill Project Director and Contractor via Document Controller. Hill Contracts C
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

P
the Employer for approval after satisfactory review.

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 P Memo
and returns the CVO to Hill.
15. Hill Project Director issues approved CVO to the Contractor with copy
I Approved CVO
to Hill Contracts Manager, Cost Consultant and Supervision
Consultant. C C O
C

16. Hill Contracts Manager updates the variations log P P

(Form CCC-NNN-PP-07-06-LG) and variations summary. Summary to C I
be issued to Employer in the Monthly Report.

Document No: CCC-NNN-PP-07-01-PM Rev.1

Revision Date: 12-Oct-2009
 Project Director / Document
7.2 Variations by SWI Process Map

CONTRACTORS' VARIATIONS PROCEDURE NOTE:

by This is a generic procedure and is to be adapted to comply with the project specific requirements
SITE WORKS INSTRUCTION (SWI)
EMPLOYER Hill (PMC) CC ENG CONT Input / Output
Insert Client Logo

Senior Management Employer

Employer's Representative
Here

Supervision Consultant Engineer

Contractor
Contracts Manager

Project Controls Manager

Cost Consultant
Controller
KEY

P Perform S Start R/ Review/Assist

A

O/
Receive Original/ D Decide I Issue
C
Copy
X X X
Attend meeting Optional

SWI Method To be used for Site Works Instruction for items which are S
necessary to avoid abortive works.

1. Initiated by The Supervision Consultant Engineer who prepares

O P
the 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
of cost and time (with assistance from Hill Project Controls Manager) P A P SWI

and forwards together with Site Works Instruction (SWI) using Form 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,

D SWI Aborted

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

to 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 and forwards to Supervision Consultant who then P

reviews and forwards to Hill. C R

6. Hill in coordination with Cost Consultant reviews & forwards

to Employer for review. P R P
R
7. Hill meets with Contractor, Cost Consultant, Supervision Consultant X X X X X X
& Employer Representative to finalize documents.

8. Where there is valid variation, Hill Contracts Manager in coordination Draft CVO
C P A P
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
P P
Document Controller.

9. Hill Project Director forwards draft Construction Variation Order

to the Employer for approval. 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. Memo
P

12. Hill Project Director issues approved CVO to the Contractor I

Approved CVO

with copy to Hill Contracts Manager, Cost Consultant and Supervision

Consultant.
C C C O
13. Employer Representative arranges for filing of memo.
P
14. Hill Contracts Manager updates the variations log
P P P
(Form CCC-NNN-PP-07-06-LG) and variations summary. Summary
to be issued to Employer in the Monthly Report. I
See related process map CCC-NNN-PP-07-02-PM for Employer Driven C
Variations to Contractors
Document No: CCC-NNN-PP-07-03-PM Rev.1
Revision Date: 12-Oct-2009
7.3 Variation by Contractor Request Process Map

NOTE: This is a generic procedure and is to be adapted to comply with the project
CONTRACTORS' REQUEST FOR VARIATION PROCEDURE specific requirements
CC SC CONS CONT Output
EMPLOYER PMC (Hill)
Insert Client Logo
Here

Project Director / Project Manager Document Controller

Supervision Consultant Engineer

Project Controls Manager / Planning & Scheduling Engineer
KEY

Employer's Representative
R/

Senior Management Employer's

S Start

Contracts Manager

Design Consultant
A Review/Assist
P Perform

Cost Consultant
Design Manager

Contractor
O/ Receive Original/
C I
D Decide Issue
Copy

X X X Attend meeting Optional

When FIDIC rules applies, Contractor's Variations request arises if an Instruction from the S
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
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) for the reasons stated above in items a or b, to Supervision Consultant Eng'r and Contractor
P Variation
PMC (Hill) Request

2. On receipt, Supervision Consultant reviews and assesses request and forwards

C P Reject
to Hill Contracts Manager and Cost Consultant via Hill Document Controller.

C A

3. Hill convenes a meeting with The Employer's Representative, Design Consultant and the X X X X X X X
Cost Consultant to discuss VO proposal.
P A A A C
4. Hill reviews, assesses request and if accepted completes Form CRVO & PMRVO
CCC-NNN-PP-07-10-FM along with completed form CCC-NNN-
PP-07-08-FM (PMC Request for Variation Order) and

issues it to Employer for approval. R Reject

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

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

returned to Hill to be further forwarded to Contractor as in Item 4 above. D

6. Following approval of the PMRVO by the Employer, Hill Contracts Manager completes aI P Construction
Variation Proposal
Construction Variation Proposal Request (Form CCC-NNN-PP-07-04-FM) and forwards Request (CVPR)
to Hill Project Director who issues to Contractor with request for time and cost proposal
with copy to Supervision Consultant and Design Consultant. C C O
Completed
C C P CVPR
7. Contractor prepares time & cost evaluation with completed form CCC-NNN-PP-07-04- + documents
FM and forwards to Hill via Supervision Consultant.
R P R R R
8. Hill and Cost Consultant reviews & forwards to Employer for review.
R

9. Hill meets with Contractor, Supervision Consultant, Cost Consultant, Design Consultant
and

Employer to finalise. X X X X X X X X
C P A
10. Hill Contracts Manager draft Construction Variation Order (Form CCC-NNN-PP-07-05- Draft CVO
FM), signs & obtains signature from Hill Project Director and Contractor via Document
Controller.

14. Employer's C C P
Representative
arranges for
11. Hill Project Director forwards signed draft Construction Variation Order to Employer. P Employer Project
Controls
C Manager to file
12. Employer internal process for signature memo.
D
NOTE: Employer Internal decision to be within contractual time restraints P

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,
I R
Supervision Consultant and Design Consultant.

C
C C C O
 Memo

Approved CVO

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

See related process map CCC-NNN-PP-07-01-PM for Variations to Designers

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

SWI
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 Managers Instruction (PMI) Form

Project Procedures Construction Variation Order Procedure

Page 20 of 20 PRA-00002-PP-07-PRM-02 Rev.A