CONTRACTORS

VARIATION
ORDERS
PROCEDURES

5 February 2014 – Revision 1.1

 Form Version: 1.4 Form issue date:
Engineering Business October 2013
Support Department (EBSD) Document Control Form
Operation & Project management Processes

Document Control Information

Document Title Variation Order Procedures for Contractors

Version 1.1 Date Created 5 February 2014

Author Variation Order Working Reviewed by Mohamed Rajab

Group
Procedure written Waleed Abou-Khadra (PB) Procedures Development Moataz Yousif (PWA)
by Workshop Moderator
Signed off by Variation Order Working Sign off Date 24 February 2013
Group
Location EBSD DMS “Document management System”

Document Revisions Information

Revision Description/Amendment By Date
0.1 (Draft) Initial Issue Waleed (PB) September 2012
0.2 (Draft) Various Comments from the PMC’s Waleed (PB) 6 November 2012
0.3 (Draft) Final Draft Waleed (PB) 8 November 2012
1.0 (Final) First Formal Issue Moataz Yousif (EBSD) 24 February 2013
1.1 Implemented Comments by Legal Department Suhail Pervez (EBSD) 5 February 2014

Document Circulation
For Implementation For Information
PWA Affairs / Departments President’s Office
PMCs

Document Review
Please see the attendance register for the “Process for Contractors Variation” meeting that was held on 8 Nov 2012

Revision 1.1 5 February 2014 Page 1 of 30

Revision 1.1 5 February 2014 Page 2 of 30
Revision 1.1 5 February 2014 Page 3 of 30
 Contractors Variation Orders Procedures

Table of Contents

TABLE OF CONTENTS ................................................................................................................................................. 5

1. DEFINITIONS ............................................................................................................................................................ 6
2. SUBJECT, PURPOSE, SCOPE, AND PARTIES .................................................................................................... 8
2.1 SUBJECT: ............................................................................................................................................................ 8
2.2 PURPOSE: ........................................................................................................................................................... 8
2.3 SCOPE: ............................................................................................................................................................... 8
2.4 PARTIES ............................................................................................................................................................. 8
3. PROCEDURE ............................................................................................................................................................. 9
3.1 CHANGE PROPOSAL ........................................................................................................................................... 9
3.1.1 Change Proposal Issued by the PWA Representative or Engineer’s Representative: ................................... 9
3.1.2 Change Proposal Issued by the Contractor: .................................................................................................. 9
3.1.3 Change Request & Site Instruction Preparation .......................................................................................... 10
3.1.4 Issuance of Site Instruction to the Contractor ............................................................................................. 10
3.1.5 Independent Evaluation of the Engineer’s Representative and Contractor’s Claim ................................... 11
3.2 VARIATION ORDERS (VO) ............................................................................................................................... 11
3.2.1 Variation Orders within the Engineer and the Affairs Delegated Limits .................................................... 12
3.2.2 Variation Orders above the Engineer and the Affairs Delegated Limits ..................................................... 12
3.3 TRACKING AND REPORTING OF VARIATION ORDERS ....................................................................................... 13
3.4 COUNTERSIGNATURES AND COUNTER INITIALING OF DOCUMENTS ................................................................. 13
FLOWCHART: OVERVIEW OF CONTRACTORS VARIATION ORDERS PROCESS – REVISION 20 ....... 14
APPENDIX A: CHANGE REQUEST FORM ............................................................................................................. 17
APPENDIX B: SITE INSTRUCTION FORM ............................................................................................................. 19
APPENDIX C: VARIATION ORDER FORM ............................................................................................................ 21
APPENDIX D: BUDGET TRANSFER REQUEST FORM ....................................................................................... 23
APPENDIX E: COMMERCIAL MANAGEMENT DELEGATION OF AUTHORITY AND GOVERNANCE
MATRIX .................................................................................................................................................................... 25
APPENDIX F: VARIATION ORDER PROPOSAL CHECKLIST .......................................................................... 27

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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 Engineer’s Representative” shall have the same meaning as provided in the Agreement General
Conditions of Engagement. The Engineer will vary as delegated for each programme as per the below table.

“Authority” shall mean the Public Works Authority (Ashghal) of the State of Qatar.
“Engineering Business Support Department” (EBSD) shall mean that department within the Authority
so titled.
“System” shall mean the software application which will be used for each programme, as agreed with the
Authority, to track the Contractors Variation Orders.

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 Programme Management
Consultant (PMC)/
Item Programme PWA Representative The Engineer Engineer’s Representative
Management Contractor
(MC)
Manager of Roads Projects
1 Local Roads & Drainage Parsons Brinckerhoff Department or Delegated Area PMC General Engineering Consultant (GEC)
Engineer
Manager of Expressway
2 Expressway KBR PMC Supervision Consultant (SC)
Department
PWA Representative/ Design Construction Supervision
3 Building Projects Mace/EC_Harris Director of Building Affairs
PMC Consultant (DCSC)
Director of Infrastructure
4 IDRIS CH2MHill PMC Supervision Consultant (SC)
Affairs
Highways Asset PWA Representative/
5 Amey Director of Assets Affairs The Consultant
Management MC
Drainage Asset PWA Representative/
6 MWH UK Ltd Director of Assets Affairs The Consultant
Management MC

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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 Contractor’s
Variation Orders shall be administered by the parties.

2.2 PURPOSE:
To provide a specific, detailed and transparent process to facilitate timely approval and authorisation
of the Contractor’s Variation Orders.
This document represents the Contractor’s Variation Orders Procedures based on the Authority
General Conditions of Contract. These procedures should be adapted, after discussion with PWA
Representative as appropriate for each programme, to reflect the different conditions of contract.

2.3 SCOPE:
This procedure shall be applicable to all Contractor’s Variation Orders.

2.4 PARTIES
The parties involved in this Contractor’s Variation Order Procedures are:
A. The Contractor: Delegated representative

B. The Engineer’s Representative: Delegated representative

C. The Engineer: Delegated representative

D. Relevant Departments within the Public Works Authority (PWA):

a) PWA Representative with delegated authority to approve the Contractor’s Variation

Orders;

b) Engineering Business Support Department (EBSD) representative;

c) Finance & Administrative Department representative; and

d) Other Stakeholders within PWA including the Main Roads Projects Steering
Committee (MRPSC), other committees and the president office.

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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 Engineer’s Representative or the Contractor.

3.1.1 Change Proposal Issued by the PWA Representative or Engineer’s

Representative:

If the Change Proposal (CP) is issued by the PWA Representative or Engineer’s Representative, the
issued Party submits it to the Engineer for study.

Upon receipt of the Change Proposal, the Engineer shall within five (5) working days:

1. Upload the Change Proposal into the System; and

2. Study and review the Change Proposal including the time and cost impacts (if required);

In the event that the Engineer believes that the Change Proposal is relevant, the Engineer shall within a
further two (2) working days issue the instruction to the Engineer’s Representative to prepare the draft
Change Request and Site Instruction.

In the event that the Engineer believes that the Change Proposal is not relevant, the Engineer shall
within one (1) working day (on completion of the initial five (5) review days above) notify the
initiator, with reasons of rejection, and close the case in the system.

3.1.2 Change Proposal Issued by the Contractor:

If the Change Proposal is issued by the Contractor, the Contractor shall submit it to the Engineer’s
Representative for review and study.

Upon receipt of the Change Proposal, the Engineer’s Representative shall within five (5) working
days:

1. Upload the Change Proposal into the System;

2. Assess the time and cost impact of the Change Proposal (if required); and
3. Discuss the comments on the Contractor’s Change Proposal with the concerned parties (if
required);

In the event that the Engineer’s Representative believes that the Change Proposal is relevant and
entitlement does exist, he shall within two (2) working days issue the recommendation to the
Engineer for review and approval.

Upon receipt of the Engineer’s Representative recommendation, the Engineer shall within three (3)
working days review and study the recommendation. If approved, the Engineer shall instruct the

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Contractors Variation Orders Procedures

Engineer’s Representative to prepare the draft Change Request and Site Instruction for the Engineer
and PWA Representative approval.
In the event that the Engineer’s Representative believes that the Change Proposal is not relevant and
entitlement does not exist, he shall within one (1) working day notify the Contractor and close the
case in the system. If the Contractor believes that the change is still relevant, he can start the dispute
process according to the conditions of contract.

3.1.3 Change Request & Site Instruction Preparation

Upon receipt of the Engineer instruction, the Engineer’s Representative shall within three (3)
working days:

1. Prepare the draft Change Request (CR) and Site Instruction (SI). The Engineer’s
Representative shall use the forms in APPENDIX A: CHANGE REQUEST FORM and
APPENDIX B: SITE INSTRUCTION FORM; and
2. Issue the draft CR and SI to the Engineer for review and approval;

Upon receipt of the draft CR and SI or clarifications, the Engineer shall within three (3) days review
and comment on the Engineer’s Representative submission. In case of any comments/clarifications
by the Engineer, the Engineer’s Representative shall, within three (3) working days or as agreed
with the Engineer, coordinate with the Contractor to reply within two (2) working days to the
Engineer’s comments/clarifications.

In the event of approval and that the estimated amount of the CR & SI is above the delegated limit as
detailed in APPENDIX E: COMMERCIAL MANAGEMENT DELEGATION OF AUTHORITY
AND GOVERNANCE MATRIX, the Engineer shall submit the final CR & SI to PWA
Representative for final approval.

In the event of approval and that the estimated impact of the CR & SI is within the authority
delegated limit, the Engineer shall instruct the Engineer’s Representative to issue the formal SI to the
Contractor.

In the event that the draft CR & SI are rejected by the PWA Representative, the Engineer shall notify
the Engineer’s Representative who in turn shall within one (1) working day notify the Contractor
and close the case in the system.

In the event that the change is out of the physical boundaries of the project, the CR & SI shall be
submitted by the PWA Representative to the President/Tender Committee of the PWA for approval.

3.1.4 Issuance of Site Instruction to the Contractor

Upon receipt of the approval from the authorised party, the Engineer shall within two (2) working
days instruct the Engineer’s Representative to issue the formal SI to the Contractor, and upload the
formal CR into the system for records.

Upon receipt of the instruction, The Engineer’s Representative shall within two (2) working days
issue the formal SI to the Contractor.

Where there is no time and/or cost impact or it is within the delegated limit as detailed in
APPENDIX E: COMMERCIAL MANAGEMENT DELEGATION OF AUTHORITY AND
GOVERNANCE MATRIX, and where there is no impact on the quality of works, the instructions

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Contractors Variation Orders Procedures

are to be issued by the Engineer’s Representative to the Contractor by Site Memo without the pre-
approval of the Engineer and the PWA Representative.

3.1.5 Independent Evaluation of the Engineer’s Representative and Contractor’s

Claim

The Engineer’s Representative shall within ten (10) working days submit an independent evaluation
and estimate of cost and time impact of the issued Site Instruction to the Engineer for review and
approval.

Upon receipt of the formal SI, the Contractor shall within two (2) working days:

1. Acknowledge receipt of the formal SI;

2. Submit statement of impact (if any) and shall within ten (10) working days submit the
Variation Proposal for the Engineer’s Representative review; and
3. Request extension of submission period (if required).

In the event that the Contractor submits an impact statement, the Engineer’s Representative shall
within five (5) working days agree with the Contractor the final assessment of the SI.

In the event that the Contractor does not submit an impact assessment impact or an assessment for
the SI, the Engineer’s Representative shall within two (2) working days:

1. Prepare the Variation Order (VO) form using the form in APPENDIX C: VARIATION
ORDER FORM; and the checklist form in APPENDIX F: VARIATION ORDER
PROPOSAL CHECKLIST; and
2. Issue the final recommendation to the Engineer for review and approval.

Upon receipt of the recommendation, the Engineer shall within four (4) working days review,
approve and recommend to the PWA Representative. If the Engineer has any
comments/clarifications, he should communicate that to the Engineer’s Representative. The
Engineer’s Representative shall address these comments/clarifications within two (2) working days.

If the PWA Representative believes that a further review is needed, he may forward the assessment
to EBSD for review. The EBSD shall within further five (5) working days review the assessment
and return the recommendation to the PWA Representative.

The PWA Representative shall within two (2) working days review, approve and forward the
acceptance to the Engineer. Then the Engineer shall within one (1) working day issue the final
assessment to the Engineer’s Representative for discussion with the Contractor.

3.2 VARIATION ORDERS (VO)

Upon receipt of the acceptance, the Engineer’s Representative shall within one (1) working day
discuss the final assessment with the Contractor. The Contractor shall within two (2) working days
accept or reject the assessment.

In cases of agreement between the Engineer’s Representative and the Contractor on the final
assessment, the Engineer’s Representative shall within one (1) working day submit the final
Variation Order signed by the Contractor to the Engineer.

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Contractors Variation Orders Procedures

In cases of disagreement between the Engineer’s Representative and the Contractor, The Engineer’s
Representative shall within one (1) working day submit the final Variation Order without the
Contractor signature to the Engineer. In the meantime the Contractor shall start the dispute procedure
by submitting this Notice of Dissatisfaction within twenty (20) working days with the disputed
amount to the Authority/Engineer review.

3.2.1 Variation Orders within the Engineer and the Affairs Delegated Limits

If the Variation Order1 is within the Engineer and Affairs delegated limits, the Engineer shall within
two (2) working days issue the Variation Order with all the supporting documents including the
Budget Transfer Request (if required) to the PWA Representative.

Upon receipt of the Variation Order, the PWA Representative shall within two (2) working days:

1. Review, approve and sign the Variation Order and Budget Transfer Request (if required);
2. Discuss with the Engineer any comments/clarifications; and
3. Return the signed Variation Order and Budget Transfer Request to the Engineer.

Upon receipt of the approved/signed Variation Order from PWA Representative, the Engineer shall
within one (1) working day:

1. Issue a copy of the signed Variation Order and Budget Transfer Request to the PWA Finance
& Administrative Department for authorisation;
2. Issue a copy of the signed Variation Order to the EBSD, Contract Affairs and Engineer’s
Representative, who shall in turn within one (1) working day provide a signed copy to the
Contractor.

The PWA Finance & Administrative Department shall within three (3) days authorise the Budget
Transfer Request and update FABIS.

3.2.2 Variation Orders above the Engineer and the Affairs Delegated Limits

If the Variation Order is above the Engineer and the Affairs delegated limits, the Engineer shall
within one (1) working day issue the Variation Order with all the supporting documents to the
EBSD for review.

Upon Receipt of the Variation Order and Budget Transfer Request, the EBSD shall within five (5)
working days:

1. Review the Variation Order for conformance; and

2. Discuss with the Engineer any comments/clarifications;

Upon receipt of the reviewed Variation Order from the EBSD, the Engineer shall within two (2)
working days issue the VO with all supporting documents to the appropriate PWA Tender
Committee for approval.

Within five (5) working days, the PWA Tender Committee shall review and approve the VO
submitted by the Engineer. The PWA Tender Committee shall communicate the Engineer and the

1
One Variation Order may comprise more than one site instruction.

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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. Review, approve and sign the Variation Order and Budget Transfer Request (if required);
2. Discuss with the Engineer any comments/clarifications; and
3. Return the signed Variation Order and Budget Transfer Request to the Engineer.

Upon receipt of the approved/signed Variation Order from PWA Representative, the Engineer shall
within one (1) working day:

1. Issue a copy of the signed Variation Order and Budget Transfer Request to the PWA
Finance & Administrative Department for authorisation;
2. Issue a copy of the signed Variation Order to the EBSD, Contract Affairs and Engineer’s
Representative, who shall in turn within one (1) working day provide a signed copy to the
Contractor.

The PWA Finance & Administrative Department shall within three (3) days authorise the Budget
Transfer Request and update FABIS.

3.3 TRACKING AND REPORTING OF VARIATION ORDERS

The PMC shall keep an updated Tracker of all issued Site Instructions and Variation Orders. The Progress of
all Site Instructions and Variation Orders of all the projects shall be quarterly reported as part of the PMC Cost
Report2.

3.4 COUNTERSIGNATURES AND COUNTER INITIALING OF

DOCUMENTS

Countersignature of the Variation Orders by the PMC and the Authority is acceptable for holiday cover or
leave of absence subject to the required delegated authority.

Counter initialling of any document by the PMC and the PWA is acceptable for holiday cover or leave of
absence subject to the required delegated authority.

No alteration or change to the forms stated in these procedures shall be permitted without express approval of
the Authority with reasons given for any proposed alteration or change.

2
KBR reports on the status of SI & VO to senior management both internally and to the Authority on a weekly basis.

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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 2 PMC3 GEC4/SC5 Contractor Other PWA

PWA /Client
Engineer The Engineer’s rep. Principle Stakeholders

Propose or identify a change in the project

Record the submitted Record the submitted

Change Proposal in Change Proposal in
the System
Change Proposal (CP) – Section 3.1

the System

- Review the Contractor’s

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

In case of rejection, the system

Proceed with the notifies all parties
CP? Does
In case of rejection, the system entitlement
notifies all parties No exists?
Notifies rejection to CP
initiator, with reasons No
for rejection 1

notifies rejection to
Yes Contractor, with reasons
Yes for rejection 1
End

Instruct the GEC/ SC to

Forward entitled CP to
prepare draft CR and
PMC
draft SI 2
2
Change
Request
PWA-PR-
Prepare draft CR Request 110/F01
& SI including as a
minimum:
Draft CR / SI – Sections 3.1.2 & 3.1.3

- Details of Change Site

Above the Delegated Limit
- An estimate of cost & instructions
time (if needed) 3 PWA-PR-
- Review and comment the 110/F02
draft CR & draft SI Comments
prepared by the GEC/SC
3

Review &
Approved Draft Rejection Receive PWA rejection
SI & CR and forward to GEC / If Applicable
3 Contractor
1
Approved
Check Point 1
Within the Engineer’s Delegated Limit

President / TC *
Work out of Yes End
project Approve Project Work out
boundary? of project boundary
2
No

- Instruct GEC / SC to
Issue the formal SI to
Formal CR / SI – Section 3.1.4

the Contractor
- Upload the formal CR Issue the formal SI to - Acknowledge the
into the system 2
the Contractor* receipt of the formal SI2
2

Start an independent
evaluation process once
the Site Instructions
issued 10
- Submit Statement of
impact
- Request extension of
submission period for
the Variation Proposal
(Optional) 2

Variation
Order Form Review & recommend
PWA-PR- on the variation Variation
Yes
110/F04 proposal (with the Proposal
VO Proposal – Section 3.1.5

contractor) 5 Submitted ? 1
PWA” PWA Stakeholder might be the President, Affairs, O&M Department
2
10 Client: Only applied for the building affairs
3
PMC: Program Management Consultant
4
GEC: General Engineering Consultant
- Prepare Variation 5
Variation SC: Supervision Consultant
proposal Proposal and VO Form &
* SI with no time or cost impact can be issued without a pre-approval from
checklists submit to PMC No the Authority.
PWA-PR- - Issue
* TC: Tender Committee: Concerned Change Approval Committee as
110/F03 Recommendation to
2 delegate by the President
PMC
CR: Change Request
SI: Site Instruction
VO: Variation Order
CP: Change Proposal

A
Phase

Revision 1.1 5 February 2014 Page 14 of 30

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

1 2 PMC3 GEC4/SC5 Contractor Other PWA

PWA /Client
Engineer The Engineer’s rep. Principle Stakeholders

-Review and make

recommendation
4

Dpt. Manager EBSD

Yes -- Optional Step (If Required by the PWA)
Review /Comment/
Review and Comment the Recommend the VO
VO Proposal submitted by Proposal submitted by
the PMC 2 the PMC 5
Receive the Acceptance Notify the contractor
of the PMC with the accepted VO
recommendation 1 proposal 1

Affairs/PMC Financial Yes

Contractor
Accepted?
Authority Limit will be 2
decided by the President Copy of the VO with / No
without the contractor
signature 1
Notice of
Dissatisfaction
20
VO within PMC/ No
Affairs Authority?
1
Yes EBSD
Review for
Recommendation and
approval 5

Yes
Variation Order – Sections 3.1.5 & 3.2

Any Comments?
No

Record and Forward to

the TC. Concerned TC
1
Study the VO documents Check Point 2
and approve
5

Any Comments?
Yes

Received the TC No
Approval 0

Budget
Transfer
Fund Form Check Budget Allocation
PWA – PR – and Prepare Budget
110/F04 Transfer Request (if
required) 2
Variation Order – Section 3.2

Dpt. Manager
Approve Budget Transfer Finance & Adm.Dpt.
Request and VO Form
2 - Receives approved VO /
Transmit Approved Fund transfer request
Fund Transfer / VO to 3
Finance & Admin Dept.
1
Finance & Admin.Dpt.

Provide signed original Update FABIS

of VO to contractor 1

Signed original of VO Fund Transfer /

received Additional Fund-
0
PWA-PR-320

EBSD Manager
Receives approved VO
0

Contract Dpt.
Receives approved VO
0
End
Phase

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Contractors Variation Orders Procedures

APPENDIX A: CHANGE REQUEST FORM

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 Engineering Business Support Department

VO REQUEST FORM ‫طلب إصدار أمر تغييري‬

Project ID : VO No. :
Contract No.: Date:
Budget Ref/Code: Contractor Name:
Project Title:

SCHEDULE (A)

The scope of services to be provided is amended to include:

1.
2.
3.

SCHEDULE (B)

The total sum payable by the Public Works Authority to the Contractor shall be adjusted as follows (refer to
Schedule of Fee Adjustment Calculations attached):
Original Agreement Sum: ……………….. QR.
VO to date ( ) : ……………….. QR.
This VO ( ) : ……………….. QR.
Total Revised Agreement Sum:( proposed) QR.

SCHEDULE (C)

The completion date for this Agreement shall be extended by this VO as follows:
Original Agreement Period: ------ days --------------------- to -----------------------
VO ( ) to date ----- days --------------------- to -----------------------
This VO: ----- days --------------------- to -----------------------

COST VALUATION PREPARATION

Actual Costs Estimate Costs agreed with Contractor

YES/NO YES/NO YES/NO

Last VO
New Rates 
Based on : Original Agreement Rates  Rates

Engineer’s Comments:

Engineer’s Signature : Date :

(Please attach all necessary support documents, duly signed by the Contractor and approved by the
Engineer, to justify the VO)

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 STATE OF QATAR
Public Works Authority
PWA
CHANGE REQUEST (CR)
CR No. : Date :
FROM :
TO :
PURPOSE :
Affairs :
Department :
Project Title :
Project ID :
Contract No. :
Engineer :
Engineer's Representative :
Contractor :

Design Change Impacts Cost Impact Status Approved

Reason for this change Scope Change Time Impact Rejected
Others

Description / Background / Benefit to the PWA / Benefit to the Project :

List of Attachments :

Engineer's Representative (Delegated Representative)

Name : Signature

Date

Engineer (Delegated Representative)

Name : Signature

Date

PWA Representative (if required)

Name : Signature

Date

)RUP5HY

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Contractors Variation Orders Procedures

APPENDIX B: SITE INSTRUCTION FORM

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 STATE OF QATAR
Public Works Authority
SITE INSTRUCTIONS (SI) PWA

SI No. :
CR No. :
Project Title :
Contract No. :
Project ID :
Engineer :
Engineer’s Representative :
Contractor :

You are hereby instructed to carry-out the following:

Engineer’s Representative Engineer

PWA Representative (if required) PWA President/Tender Committee

(If required)

Attachment

Received by Contractor

Name: ………………………………………..
Signature: ………………………………………..
Date: / /

Should the contractor consider that this instruction constitutes a variation in cost and / or time to the Contract then he
should submit a statement of impact in writing within ( ) days of receipt of this Site Instruction and advise the cost
and schedule impact in accordance with the terms and conditions of the contract.

)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. : Dept.: Ref No.:

Contract Title : Contract No.: Approval within Authority:
Engineer : Budget No.: PWATender Committee
Engineer's Rep. : Provision No.: PWA Representative
Contractor : Date: The Engineer

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

Effect of Variation Order on Contract (X, ) Cost of Variation Order

- Is there a Cost Impact: - Total Amount of Contract
- Cost Impact of Variation on Works: Plus previously & Currrent V.O [(-)/[(+)]
- Is there an Extension of Time: - Value of this V.O. works [(-)]/[(+)]
- Cost Impact of Extension of Time - Cost of Extension of Time [(+)]

COST VALUATION PREPARATION

Actual Costs Yes No Estimated Cost Yes No Costs agreed with Contractor

Estimated (by): ………………..

………………..
………………..
Based on: All Bill Rates
Part Bill Rates
No Bill Rates

EFFECT ON CONTRACT:
Contract Value: Time for Completion
- Original Contract Value: - Original Contract Duration:

- Previously Approved Variation Orders: - Original Completion Date:

- Previously Adjusted Contract Value: - Previously Approved Extensions of Time: Days

- Current Variation Order: - Previously Adjusted Contract Duration: Days

- Adjusted Contract Value - Previously Adjusted Completion Date:

with Current Variation Order - Time Impact of Current Variation Order: Days

- Adjusted Completion Date with Current Variation Order:

Contractor Engineer's Representative Engineer
Name Name Name
Signature Signature Signature
Date Date Date

PWA Representative PWA President (If required) Tender Committee (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

Revision 1.1 5 February 2014 Page 26 of 30

Contractors Variation Orders Procedures

APPENDIX F: VARIATION ORDER PROPOSAL CHECKLIST

Revision 1.1 5 February 2014 Page 27 of 30

 VARIATION ORDER REQUEST CHECK LIST
Project Title: :
Affairs :Infrastructure
Department :Expressway
Project ID Contract Ref:
Supervision Consultant
Contractor

Variation

Yes No N/A

1 Variation Order submitted with the VO Request Form and Supervision Consultant's recommendation, stamped
and initialed by Supervision Consultant Yes No

2 Variation Order processed within the time prescribed

Yes No

3 Contractor’s Analysis of variation order with attachments and quantities or measurement sheets (detailing
drawing or item ref. /No.), BOQ pages, Discount Calculations, tins, Star Rates plus full substantiation (Qty., Yes No
Rates, LPO, Production Rates, etc.)

4 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 Yes No
referred to in each
5 Contractor representative's name, post, signature and date are shown in the request
Yes No

6 Supervision Consultant representative's name, post, signature and date are shown in the request
Yes No

7 Supervision Consultant reviewed and recommended with current records maintained / authenticated at site
Yes No
level
8 Three offers at least attached for new Items (if applicable) Yes No

9 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 Brief Description of variation Yes No

2 Reason for variation
3 Cost Comparison Statement and basis of rates Yes No

4 Time Impact Yes No

5 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 RFI’s, Test Certificates and the like Included (Note Depending on Item, RFI's for Test
Yes No
Certificates maybe required)
14 All pages numbered Yes No

15 All Quantities on all Summaries cross referenced to Measurement Sheet page number
Yes No

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
Yes No
files.

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

Request letter for Variation

COVERING LETTER Order Approval

Contents page.
CONTENTS

The Terms of Reference

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

EBSD optional review and

EBSD RECOMMENDATION recommendation for Cost and
LETTER Time

The VO template form is

VO TEMPLATE FORM completed by the Supervision
Consultant. It details the value
and time impact of the
Variation Order.

The VO comparison
summarises the value placed
VO COMPARISON 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 TITLE DESCRIPTION

VO TRACKER The VO tracker lists individual
Variation Orders that have
been issued up to and
including the latest VO.

Letter of recommendation
SUPERVISION CONSULTANT from the Supervision
RECOMMENDATION LETTER Consultant to the Engineer

Letter of submission from the

CONTRACTOR LETTER Contractor to the Supervision
Consultant

Site instruction prepared by

SITE INSTRUCTION SUMMARY the Supervision Consultant to
SHEET OR INSTRUCTION the Contractor.
GIVEN

Indicates the project Contract

CONTRACT AGREEMENT Value and Duration

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