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PROJECT NAME

PROJECT PROCEDURES

Construction Variations Order Procedure

Document No.: CCC-NNN-PP-07-PRM-02

CONTENTS: ATTACHMENTS:

1. PURPOSE 7.1 Employer Driven Variations Process Map

2. SCOPE 7.2 Contractor’s 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 Manager’s 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IFA Issued for Approval IFU Issued for Use SS Superseded PFP Preliminary for Project Customization

DOCUMENT HISTORY

Copyright statement added in footer Name M. Edi-Lardner Name

2 IFU 23-Feb-10
of first page. Forms updated. PFP Sign: Sign: Sign:

Name M. Edi-Lardner Name

1 IFR 15-Jun-09 PFC Sign: Sign: Sign:
REASON PREPARED REVEIWED APPROVED
REV.
FOR Date CHANGES STATUS BY BY BY
NO.
ISSUE CM QMR PD/PM

© Copyright of structure: Hill International 2008. All rights reserved. Contains confidential information proprietary to [Insert Client Name] that is not to be
disclosed to third parties without [Insert Client Name]’s permission
Insert logo here PROJECT NAME

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 …[insert project name]…... Project.

2. SCOPE

This procedure applies to all construction contracts initiated by the Employer for construction
and/or installation works on the…[insert project name]…... Project.
This procedure applies to all construction contracts where the Contractor’s scope of works
requires changing, including drawing changes, specification changes and changes to the
method and sequence of working. It shall also apply to the expenditure of Provisional Sums.
Changes as a result of Confirmation of Verbal Instructions (CVIs) and Requests for Information
(RFIs) having a time and/or cost impact shall be subject to Employer’s Approval via this
procedure.

3. DEFINITIONS

OWNER INITIATOR PARTICIPANT SIGNATORY APPROVER INFORMED

EMPLOYER’S
REPRESENTATIVE
HILL PROJECT DIRECTOR

HILL CONTRACTS MANAGER

HILL PROJECT CONTROLS
MANAGER
HILL DESIGN MANAGER /
CONSTRUCTION MANAGER
DESIGN CONSULTANT
SUPERVISION CONSULTANT
(ENGINEER)
COST CONSULTANT

CONTRACTOR

PROCESS 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 Participant’s Organization

Project Procedures Construction Variations Order Procedure

Page 2 of 10 CCC-NNN-PP-07-PRM-02 Rev.2
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INFORMED A person who receives a copy of the information and is not otherwise involved
in the process. All the above parties are deemed to be informed.

4. RESPONSIBILITIES

Employer’s The Employer’s Representative shall be responsible for coordinating

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

Hill Project Director Hill Project Director shall monitor this procedure to ensure that it is
properly implemented.

Hill Project Director shall be responsible for coordinating the approval

of variation orders. Any proposed changes to a Contractor’s scope of
work shall be subject to the approval of the Employer’s
Representative.

Hill Contracts Hill Contracts Manager has functional responsibility for all contract
Manager variation administration.

Hill Contracts Manager shall make recommendation to Hill Project

Director on the merit of a variation.

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

Hill Project Controls Hill Project Controls Manager shall be responsible for reviewing and
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
Consultant’s 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 Contractor’s scope of
work.
Any proposed changes to a Contractor’s scope of work, including
those arising from Confirmation of Verbal Instructions (CVIs) and
Requests for Information (RFIs), shall be subject to the approval of the
Employer’s Representative.

Project Procedures Construction Variations Order Procedure

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5. INSTRUCTIONS
Action by

GENERAL

When making this procedure project-specific, please refer to the approved

Communications Plan or Project Management Plan (PMP) to identify
communications channel between PMC, Supervision Consultant and the
Contractor.
Where the Cost Consultant’s Services is in Hill’s Scope, then responsibilities
of the Cost Consultant with regards to this procedure shall be moved to the
Contracts Manager and the team of Quantity Surveyors and Cost Engineer /
Manager based on job descriptions in the PMP.

Please delete the above after the rest of the procedure is finalized.

5.1 EMPLOYER DRIVEN VARIATIONS PROCEDURE (DURING

CONSTRUCTION)

Since Employers organization structure varies, employers staffing

indicated in this procedure is indicative only. Each project shall amend
staffing details in accordance with their specific employer organization
and the indicated processes shall be done by the project team.
The process below is referred to as the RFQ Method and 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 Director and Document Controller.

5.1.1 The Employer-driven variation process is initiated by Employer’s Rep.,

Employer’s Representative issuing a Letter of Instruction to Hill
regarding additional Scope of Works.

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

Manager and Cost Consultant to discuss the Construction

Variation.
Hill Project
5.1.3 Hill Project Director together with Hill Contracts Manager, Director,
Contracts Mgr,
Project Controls Manager, Design Manager / Construction PCM
Manager and Cost Consultant convene in the meeting with Design Mgr /
Employer’s Representative Director to discuss the Construction Mgr,
Construction Variation Proposal. Cost Consultant
Employer
5.1.4 Hill Contracts Manager in liaison with Cost Consultant, Hill Contracts
Employer’s Cost Representative and Hill Design Manager shall Manager,
prepare proposed Scope of Works (RFQ where applicable) Hill Design
and rough estimate (by Cost Consultant) based on BOQ rates Manager,
Hill Project
and forward to Employer’s Representative via Hill Project Director,
Director. Employer

Project Procedures Construction Variations Order Procedure

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

5.1.6 On receipt of the letter indicating approval in principle of the Hill Project
proposed Construction Variation, Hill Project Director with Director,
assistance from Hill Contracts Manager shall instruct the Hill Contracts Mgr
Design Consultant and issue the necessary documentation to
enable technical documents to be prepared. Copy of the
instruction and documentation package shall be copied to Hill
Project Controls Manager and Hill Design Manager.
Design
5.1.7 On receipt of instructions from Hill, Design Consultant shall Consultant
prepare technical documents and submit to Hill.

5.1.8 On receipt from Hill Project Director / Document Controller, Hill

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

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

5.1.10 After receiving the completed CVPR from the Contractor via
Hill Contracts Mgr
Hill Project Director / Document Controller, Hill Contracts Hill Design Mgr /
Manager in coordination with the Cost Consultant, Hill Project Construction Mgr,
Controls Manager and Hill Design Manager / Construction Hill Project
Manager shall review the completed CVPR with Director,
Cost Consultant,
documentation. Hill, Cost Consultant, Supervision Consultant Employer
and the Employer’s Representative shall meet with the
Contractor if necessary to reconcile any differences and
negotiate an agreed adjustment.

5.1.11 After conclusion of meetings and negotiations, Hill Contracts

Manager shall prepare the draft Construction Variation Order Hill Contracts
(CVO) (Form CCC-NNN-PP-07-05-FM), sign and obtain Manager,
signature from Cost Consultant, Hill Project Director and Hill Document
Controller
Contractor via the Document Controller. Hill Contracts
Manager shall log the CVO using CVO Log form Ref.CCC-
NNN-PP-07-06-LG.

Project Procedures Construction Variations Order Procedure

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

5.1.13 Employer’s Representative in coordination with Employer Employer’s Rep.,

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

NOTE: Employer Internal decision to be within 14 days or

actual contractual time restraints.

5.1.14 After obtaining decision signature, the Employer’s Employer’s Rep.

Representative should distribute internally and return the CVO
to Hill.

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

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

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 Supervision

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

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

5.2.3 Upon satisfactory review, Employer’s Representative should Employer’s Rep.

sign for approval to carry out the works.

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

Project Procedures Construction Variations Order Procedure

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

5.2.6 After satisfactory review by Hill Contracts Manager, Cost Hill Project
Consultant and Hill Project Controls Manager, Hill Project Director,
Director shall forward the evaluation to the Employer’s 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 Employer’s Representative, with participation Hill PCM,
of Hill Project Controls Manager, Cost Consultant and Cost Consultant,
Supervision Consultant to finalize the CVO proposal. Supervision
Consultant,
Employer’s Rep.,
Contractor

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

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

5.2.10 Employer’s Representative in coordination with Employer Employer’s 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 Employer’s

Employer’s Rep.
Representative should return the CVO to Hill.

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

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

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

Project Procedures Construction Variations Order Procedure

Page 7 of 10 CCC-NNN-PP-07-PRM-02 Rev.2
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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

instruction or request is to expedite the works:
a. Project Manager's Instruction (PMI) (Form CCC-NNN-PP-09-17-
FM) issued to the Supervision Consultant Engineer which may
have additional time and cost implications to the Contractor.

b. Request for Variation Order issued from the Contractor.

5.3.1 The variation process is initiated, by Contractor submitting a Contractor

Contractor’s Request for Variation Order (CRVO) (Form CCC-
NNN-PP-07-10-FM) to Hill (PMC) with copy to the Supervision
Consultant for the reasons stated above in items a or b.
Supervision
5.3.2 On receipt, the Supervision Consultant shall review and Consultant,
assess the request and forward it to Hill. Upon review, Hill Hill Project
Project Director / Document Controller shall forward the CRVO Director /
to Hill Contracts Manager and the Cost Consultant for review. Document
Controller

Hill Contracts
5.3.3 Hill Contracts Manager shall convene a meeting with Manager,
Employer's Representatives with participation of Hill Project Hill PD/PM,
Director, Hill Design Manager / Construction Manager, Hill Hill Design Mgr,
Construction Mgr,
Project Controls Manager, Cost Consultant and Design Project Contr.Mgr,
Consultant (where applicable) to discuss VO proposal. Design
Consultant,
Employer
5.3.4 Hill Contracts Manager with assistance from Cost Consultant,
Hill Contracts Mgr
Hill Project Controls Manager and Hill Design Manager / Cost Consultant,
Construction Manager shall review, assess request and if Hill Project
acceptable completes CRVO Form (Ref. CCC-NNN-PP-07-10- Controls Manager,
FM) along with PMC Request for Variation Order (PMRVO) Hill Design Mgr /
form (Ref. CCC-NNN-PP-07-08-FM). The CRVO and PMRVO Construction Mgr,
Hill Project
shall be forwarded to the Employer for approval through Hill Director
Project Director / Document Controller. If rejected, Hill
Contracts Manager shall return the CVRO Form to Contractor
through Hill Document Controller and Supervision Consultant.

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

Project Procedures Construction Variations Order Procedure

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

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

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

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

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

Employer’s Rep.,
5.3.12 Employer’s Representative, in coordination with Employer Employer SM
Senior Management should initiate and organize Employer
internal process for approval signature.
NOTE: Employer’s Internal decision to be within contractual
time restraints.

5.3.13 After obtaining decision signature, the Employer’s Employer PD,

Representative should return the CVO to Hill, and Hill Project Hill Project
Director shall issue the CVO to the Contractor with copy to Hill Director
Contracts Manager, Cost Consultant, Supervision Consultant
and Design Consultant (where required).

5.3.14 Employer's Representative should arrange for Employer Employer

Project Controls Manager to file memo upon receipt.

Project Procedures Construction Variations Order Procedure

Page 9 of 10 CCC-NNN-PP-07-PRM-02 Rev.2
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Hill Contracts
5.3.15 Hill Contracts Manager shall update the variations log and Manager,
Hill Project
variations summary (Form CCC-NNN-PP-07-06-FM-LG). Controls Manager,
Summary of variations is to be provided to Hill Project Controls Hill Project
Manager for issue via Hill Project Director to Employer in the Director
Monthly Report.

6. REFERENCES

6.1 CCC-NNN-PP-01-PAM-01 Control of Procedures

7. ATTACHMENTS

7.1 Employer Driven Variations to Contractors Process Map

7.2 Variations by SWI Process Map

7.3 Variation by Contractor Request Process Map

7.4 Variation Proposal Form

7.5 Variation Order Form

7.6 Variation Order Log

7.7 Site Work Instruction (SWI) Form

7.8 PMC Request for Variation Order (PMRVO) Form

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

7.10 Project Manager’s Instruction (PMI) Form

Project Procedures Construction Variations Order Procedure

Page 10 of 10 CCC-NNN-PP-07-PRM-02 Rev.2
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ATTACHMENT 7.1 EMPLOYER DRIVEN VARIATIONS PROCESS MAP

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

Supervision Consultant Engineer

KEY

Project Controls Manager

Senior Management (SM)

Design Manager + team/

Construction Manager
Document Controller
R/
S

Contracts Manager
P Perform Start Review/Assist

Design Consultant
A

Project Director /

Cost Consultant
Representative

Contractor
O/ Receive Original/ D Decide I Issue

Employer

Employer
C
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

1. Employer's Representative issues Letter of Instruction to Hill regarding Letter of

I
Instruction
additional Scope of Works.

2. Hill Project Director forwards copy of Letter to Hill Contracts Manager, P

Design Manager and Project Controls Manager. Hill PD arranges meeting
C C C C
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.
Proposed RFQ +
4. Hill Contracts Manager in liaison with the Cost Consultant, Employer Cost
R P A P attachments
Representative and Hill Design Manager / Construction Manager, prepares (rough estimates)
proposed Scope of Works (RFQ where applicable) and rough estimate
(by CC) based on BOQ rates, and forwards to Employer's Representative I Reject
via Hill Project Director.
Reject
5. Employer's Representative approves in principle by letter and returns to
D
Hill. If rejected, returned to Hill and Cost Consultant for revision.

6. Hill Project Director instructs and issues to the Design Consultant the
I A A
necessary documentation to enable preparation of technical documents.

C C
7. Design Consultant prepares technical documents and submits toHill. Technical
P Documents

8. Hill Contracts Manager, Design Manager / Construction Manager, & Project

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

Request (Form CCC-NNN-PP-07-04-FM) and forwards to Hill Project

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

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

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

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

Revision Date: 12-Oct-2009

Project Procedures Construction Variations Order Procedure

Page 1 of 1 CCC-NNN-PP-07-PRM-02 Rev.2
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ATTACHMENT 7.2 CONTRACTOR’S VARIATIONS BY SWI PROCESS MAP

CONTRACTORS' VARIATIONS PROCEDURE by NOTE: 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
Here

Supervision Consultant Engineer

KEY

Project Controls Manager

Document Controller
Senior Management
R/
S

Contracts Manager
P Perform Start A Review/Assist

Project Director /

Cost Consultant
Representative
Employer's

Contractor
O/ Receive Original/ D Decide I Issue

Employer
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 the P

O
documents and forwards to Hill Project Director / Document
Controller for further processing by Hill Contracts Manager & Cost
Consultant.
2. Hill Contracts Manager & Cost Consultant prepares initial estimate
P A P SWI
of cost and time (with assistance from Hill Project Controls Manager)
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 to I

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

5. Contractor carries out the work and prepares time & cost estimates
P
and forwards to Supervision Consultant who then reviews and
forwards to Hill. C R

6. Hill in coordination with Cost Consultant reviews & forwards to

Employer for review. R P R P

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 C P A P Draft CVO
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

P
the Employer for approval.
C C
10. Employer's internal process for signature
D
NOTE: Employer's Internal decision to be within 14 days

11. After signature, the Employer Representative returns the CVO to Hill. P Memo

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 O
C C

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

Project Procedures Construction Variations Order Procedure

Page 1 of 1 CCC-NNN-PP-07-PRM-02 Rev.2
 Insert logo here PROJECT NAME

ATTACHMENT 7.3 CONTRACTOR’S REQUEST FOR VARIATION PROCESS MAP

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

Project Director / Project Manager

Supervision Consultant Engineer

Planning & Scheduling Engineer
KEY

Employer's Representative

Project Controls Manager /

Document Controller
Senior Management
R/
S Start

Contracts Manager
P Perform Review/Assist

Design Consultant
A

Cost Consultant
Design Manager
Employer's

Contractor
O/ Receive Original/ D Decide I Issue
C
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.
Contractor
1. Process initiated by Contractor requesting Variation Order (Form CCC-NNN-PP-07-10-FM) Variation
P
for the reasons stated above in items a or b, to Supervision Consultant Eng'r and PMC (Hill) Request

2. On receipt, Supervision Consultant reviews and assesses request and forwards to C P Reject
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.
4. Hill reviews, assesses request and if accepted completes Form CCC-NNN-PP-07-10-FM P A
A A C CRVO & PMRVO
along with completed form CCC-NNN-PP-07-08-FM (PMC Request for Variation Order) and
R Reject
issues it to Employer for approval.
If rejected, Hill returns Form CCC-NNN-PP-07-10-FM to Contractor.
Reject
5. Employer approves in principle by letter and returns to Hill. If rejected, returned
D
to Hill to be further forwarded to Contractor as in Item 4 above.
Construction
6. Following approval of the PMRVO by the Employer, Hill Contracts Manager completes a I P Variation Proposal
Request (CVPR)
Construction Variation Proposal Request (Form CCC-NNN-PP-07-04-FM) and forwards to
Hill Project Director who issues to Contractor with request for time and cost proposal
with copy to Supervision Consultant and Design Consultant. C C O

Completed
7. Contractor prepares time & cost evaluation with completed form CCC-NNN-PP-07-04-FM C C P CVPR
+ documents
and forwards to Hill via Supervision Consultant.

8. Hill and Cost Consultant reviews & forwards to Employer for review. R P R R R
R
9. Hill meets with Contractor, Supervision Consultant, Cost Consultant, Design Consultant and
Employer to finalise. X X X X X X X X

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

C C P
11. Hill Project Director forwards signed draft Construction Variation Order to Employer. P
C
12. Employer internal process for signature
D
NOTE: Employer Internal decision to be within contractual time restraints
Memo

13. After signature, the Employer's Representative returns the CVO to Hill, and Hill Project P Approved CVO
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
14. Employer's Representative arranges for Employer Project Controls Manager to file memo. P

15. Hill Contracts Manager updates the variations log and variations summary (Form P P
CCC-NNN-PP-07-06-FM-LG). Summary to be issued to Employer in the Monthly Report.
I
See related process map CCC-NNN-PP-07-01-PM for Variations to Designers C
See related process map CCC-NNN-PP-07-02-PM for Employer Driven Variations
See related process map CCC-NNN-PP-07-03-PM for Variations by SWI
Document number: CCC-NNN-PP-07-09-PM Rev.1
Revision Date: 12-Oct-2009

Project Procedures Construction Variations Order Procedure

Page 1 of 1 CCC-NNN-PP-07-PRM-02 Rev.2
 Insert logo here PROJECT NAME

ATTACHMENT 7.4 CONSTRUCTION VARIATION PROPOSAL REQUEST FORM

Insert Logo
Insert Project Name Here here

CONSTRUCTION VARIATION PROPOSAL REQUEST

Contract No: Work Package:

CONTRACTOR: RFQ/ CVPR NO.:

CONTRACT: DATE:

PROVIDE A DETAILED COST & DURATION ESTIMATE FOR THE FOLLOWING WORK:
(SUBSTANTIATE COST SUBMISSION WITH, (a) MEASUREMENTS AND EXISTING CONTRACT RATES OR, (b) BY ITEMISED
LABOUR AND MATERIAL FOR NEW RATES WITH ALL APPLICABLE DETAILS & BACK-UP)

SUBJECT:

DESCRIPTION OF WORK:

Employer's Representative DATE

PMC (Hill) Project Director / SUP'N CONSULTANT DATE

RECEIVED BY CONTRACTOR DATE

Note: 1) THIS PROPOSAL HAS BEEN ISSUED ONLY TO ASCERTAIN, IF ANY, THE ESTIMATED COST AND / OR TIME OF
CONTEMPLATED EXTRA OR DELETED WORK, IT IS NOT TO BE CONSTRUED IN ANY WAY AS YOUR AUTHORITY
TO PROCEED WITH A CHANGE TO THE CONTRACT.
2) SUBMIT YOUR PROPOSAL WITHIN 14 DAYS.

ESTIMATED INCREASE (DECREASE) IN CONTRACT ESTIMATED INCREASE (DECREASE)

PRICE WITH COST BREAKDOWN: IN CONTRACT DURATION:

Dhs. DAYS:

CONTRACTOR DATE:

WORK IS NOT TO PROCEED UNLESS AUTHORIZED IN WRITING FROM THE EMPLOYER AND IN ACCORDANCE WITH THE
CONTRACT

DISTRIBUTION:
Employer PMC (Hill)

Supervision Consultant Contractor (Original)

Doc./ Form No: CCC-NNN-PP-07-04-FM Rev.1

Revision Date: 12-Oct-2009

Project Procedures Construction Variations Order Procedure

Page 1 of 1 CCC-NNN-PP-07-PRM-02 Rev.2
 Insert logo here PROJECT NAME

ATTACHMENT 7.5 CONSTRUCTION VARIATION ORDER FORM

I nsert
Insert Project Name Here Logo here

CONSTRUCTION VARIATION ORDER

Contract No: Work Package No:

CONTRACTOR: VARIATION ORDER No.

SUBJECT:

VALUE :
Amount (AED)
Original Contract Sum: Original Contract Completion Date:
Approved previous Variations: Approved previous extension (days):
This Variation Approved extension of time this Variation (days):
Revised Contract Sum: Revised Contract Completion Date:

ACCEPTED AS FULL AND FINAL SETTLEMENT OF ALL COSTS AND TIME ASSOCIATED WITH THIS VARIATION.

COST CONSULTANT: DATE:

PMC (Hill) Contracts Manager DATE:

PMC (Hill) Project Director DATE:

CONTRACTOR DATE:

EMPLOYER APPROVAL:

Employer's Representative DATE:

Doc./ Form No: CCC-NNN-PP-07-05-FM Rev.1

Revision Date: 12-Oct-2009

Project Procedures Construction Variations Order Procedure

Page 1 of 1 CCC-NNN-PP-07-PRM-02 Rev. 2
 Insert Project Name Here Insert Logo here

CONSTRUCTION VARIATION ORDER LOG

Contract No: Work Package No:
Insert logo here

Status Contractor PMC Client Remark /

Project Procedures
V. O. Time (Approved /
Date Description Reason Cost Impact Action req.
No Impact Pending /
Letter Ref. Date Letter Ref. Date Letter Ref. Date by
Potential)
Pending
Potential
Approved

Page 1 of 1
ATTACHMENT 7.6 CONSTRUCTION VARIATION ORDER LOG
PROJECT NAME

SUBTOTAL Approved 0.00 REASON CODE LEGEND

SUBTOTAL Pending 0.00 QV Quantity Variation RE Regulatory
SUBTOTAL Potential 0.00 DR Design Revision ER Employer Request
GRAND TOTAL Total 0.00 EO Errors & Omissions CL Contractor Claim
UF Unforeseen

Doc./ Form No: CCC-NNN-PP-07-06-LG Rev.0

CCC-NNN-PP-07-PRM-02 Rev.2
Construction Variations Order Procedure
Revision Date: 12-Oct-2009
Insert logo here PROJECT NAME

ATTACHMENT 7.7 SITE WORK INSTRUCTION (SWI) FORM

Project Procedures Construction Variations Order Procedure

Page 1 of 1 CCC-NNN-PP-07-PRM-02 Rev.2
Insert logo here PROJECT NAME

ATTACHMENT 7.8 PMC REQUEST FOR VARIATION ORDER (PMRVO) FORM

Project Procedures Construction Variations Order Procedure

Page 1 of 1 CCC-NNN-PP-07-PRM-02 Rev.2
Insert logo here PROJECT NAME

ATTACHMENT 7.9 CONTRACTORS’S REQUEST FOR VARIATION ORDER (CRVO) FORM

Project Procedures Construction Variations Order Procedure

Page 1 of 1 CCC-NNN-PP-07-PRM-02 Rev. 2
Insert logo here PROJECT NAME

ATTACHMENT 7.10 PROJECT MANAGER’S INSTRUCTION (PMI) FORM

Project Procedures Construction Variations Order Procedure

Page 1 of 1 CCC-NNN-PP-07-PRM-02 Rev. 2