09.2 Exhibit Iv - Appendix B Administrative Procedure

PROVISION OF ENGINEERING, PROCUREMENT, CONSTRUCTION
Exhibit IV – Administrative
AND COMMISSIONING (EPCC) OF EVAPORATION POND FOR Procedure
GARRAF DEVELOPMENT FOR PETRONAS CARIGALI IRAQ HOLDING Appendix B: :
B.V. PROCEDURE NO:
PCIGL-CO-AD-001
TENDER NO: PCIHBV/2019/PD&T/2272 Page : 1 of 11
APPENDIX B
PROCEDURE NO: PCIGL-CO-AD-001
CHANGE ORDER AND EXTRA WORK CLAIM ADMINISTRATION
B.V. PROCEDURE NO:
PCIGL-CO-AD-001
TABLE OF CONTENTS
1. OBJECTIVE.....................................................................................................................................................3
2. DEFINITIONS.................................................................................................................................................3
3. CHANGE ORDER AND EXTRA WORK CLAIMS ADMINISTRATION..............................................3
3.1. CHANGE ORDER REQUESTS......................................................................................................3

3.2. CHANGE ORDER PROPOSALS...................................................................................................3
3.3. CHANGE ORDERS.........................................................................................................................4
3.4. EXTRA WORK NOTICE................................................................................................................5
3.5. PROCEDURE..................................................................................................................................5
ATTACHMENT A – FLOW CHART NO: CO-AD-FL1.......................................................................................6
ATTACHMENT B: CO-AD-FM1............................................................................................................................7
ATTACHMENT C: CO-AD-FM2............................................................................................................................9
ATTACHMENT D: CO-AD-FM3..........................................................................................................................10
ATTACHMENT E: CO-AD-FM4..........................................................................................................................11
B.V. PROCEDURE NO:
PCIGL-CO-AD-001
1. OBJECTIVE
The objective of this document is to set the procedure for change order(s) and extra work claims administration
between PCIHBV and CONTRACTOR pursuant to the CONTRACT entered between the parties.
2. DEFINITIONS
“COR” shall mean Change Order Request
“COP” shall mean Change Order Proposal
“CO” shall mean Change Order
“EWN” shall mean Extra Work Notice
3. CHANGE ORDER AND EXTRA WORK CLAIMS ADMINISTRATION
3.1. CHANGE ORDER REQUESTS
Pursuant to the CONTRACT, PCIHBV Representative will use the standard PCIHBV Change Order
Request Form for the issuance of all instructions to CONTRACTOR, which may have a cost impact,
schedule impact or other required actions. The Change Order Request may be used to request
CONTRACTOR to provide a Change Order Proposal for PCIHBV’s review and approval. The Change
Order Request shall describe the scope of work, the reasons, the specifications and drawings affected, the
invoicing method, the deadline for submission of the Change Order Proposal, instruction whether to proceed
with the work or not.
3.2. CHANGE ORDER PROPOSALS
When PCIHBV requires a Change, PCIHBV Representative will forward CONTRACTOR a Change Order
Request requesting CONTRACTOR to provide a Change Order Proposal. CONTRACTOR shall prepare its
proposal to include the estimated cost and schedule impact, proposed payment/pricing method, milestone
payment and work schedules, supporting invoices, quotations, drawings, etc.
CONTRACTOR shall respond to any Change Order Request within a period of seven (7) days unless
otherwise stipulated.
B.V. PROCEDURE NO:
PCIGL-CO-AD-001
If a CONTRACTOR cannot respond to a Change Order Request within the stipulated time, then
CONTRACTOR shall promptly notify PCIHBV, giving the reasons for the delay, and advise the date the
Change Order Proposal shall be ready.
Change Order Proposal shall propose reasonable adjustments to the scheduled COMPLETION DATE,
CONTRACT Price or both.
Adjustment to CONTRACT Price shall be consistent with the prices and rates set forth in the CONTRACT.
PCIHBV reserves the right to select the method of compensation to be used, the invoicing and payment
method of the work progress made on that change.
CONTRACTOR's proposal shall be submitted to PCIHBV Representative and shall be numbered

sequentially upwards as from 001, and shall match the corresponding Change Order Request number.
Unless otherwise agreed to in writing, preparation of Change Order Proposals shall not justify the extension
of the scheduled Mechanical Completion Date.
PCIHBV shall not reimburse CONTRACTOR for the preparation of Change Order Proposal.
3.3. CHANGE ORDERS
Following receipt of the Change Order Proposal, PCIHBV will review the Change Order Proposal and
advise CONTRACTOR of the required action. PCIHBV shall not be obligated to accept any Change Order
Proposal. PCIHBV may or may not negotiate further with CONTRACTOR on the change in question. If
PCIHBV decides to proceed with a change, PCIHBV shall direct CONTRACTOR in writing.
Change Orders shall be numbered to match corresponding Change Order Proposals and shall be in the
format provided by PCIHBV.
In cases of extreme urgency for which CONTRACTOR is unable to submit a firm proposal until detailed
engineering study is carried out, PCIHBV Representative may authorize CONTRACTOR to proceed with
the Change on the basis of an estimate prepared by a 'Preliminary Change Order' in which the limits of
CONTRACTOR's authority to proceed are clearly defined. As soon as is practical thereafter,
CONTRACTOR shall submit a Change Order Proposal giving its firm costs for a change; and if it is
decided to proceed, a Change Order will be issued.
3.4. EXTRA WORK NOTICE

B.V. PROCEDURE NO:
PCIGL-CO-AD-001
If CONTRACTOR wishes to propose claims or changes to the CONTRACT, CONTRACTOR shall issue
an Extra Work Notice prior to start of the WORK. CONTRACTOR shall prepare its proposal to include the
estimated cost and schedule impact, proposed payment/pricing method, milestone payment and work
schedules, supporting invoices, quotations, drawings, etc.
The Extra Work Notice shall be technically reviewed by PCIHBV. If PCIHBV agreed with the Extra Work
Notice, PCIHBV shall issue Change Order Request. The procedure thereafter shall be as described in
Section 3.1, 3.2 and 3.3 above.
3.5. PROCEDURE
The Change Order and Extra Work Claim administration procedure is as illustrated in flowchart No. CO-
AD-FL1.
CONTRACTOR shall maintain a Change Order Request register that shall include but not be limited to the
following in tabular form.
1. Change Order Request number and issue date
2. Brief description of prepared change
3. Date Change Order Proposal is submitted to PCIHBV
4. Date approved or rejected by PCIHBV
5. Date of Change Order, if any
6. Effect on Contract Price
7. Effect on Scheduled Completion Mechanical Date
8. Remark
CONTRACTOR shall keep this register current and issue a copy of it weekly to PCIHBV Representative
with the Weekly Progress Report.
CONTRACTOR shall maintain a separate register for Extra Work Notice and include the register in the
Weekly Progress Report.
Format for Change Order Request, Change Order Proposal, Extra Work Notice and Change Order is as per
ATTACHMENT A,B,C and D: CO-AD-FM1, 2, 3 and 4 respectively.
B.V. PROCEDURE NO:
PCIGL-CO-AD-001
ATTACHMENT A – FLOW CHART NO: CO-AD-FL1
CHANGE ORDER AND EXTRA WORK NOTICE CLAIM
CONTRACTOR
PCIHBV
Changes in the work

Proposed or claimed by
Contractor
Changes in the work Technical Review of
originated by PCIHBV EWN by PCIHBV
Contractor submit EWN

Yes Prior to start of extra work
EWN Technically
Acceptable?
No
Contractor
PCIHBV issue
accept or
rejection letter Contractor acknowledge
appeal
COR, prepare and submit
PCIHBV issue COP within 7 days from
COR date of COR (unless the
CONTRACT specifies
otherwise)
Review COP by
PCIHBV
No
PCIHBV issue Contractor to accept or
COP acceptable?
rejection letter appeal
Yes
Request PCIHBV Contractor

Management PCIHBV issue CO Acknowledge CO and
Approval Proceed with work
Legend:
COR: Change Order Request (format per ATTACHMENT B: CO-AD-FM1)
COP: Change Order Proposal (format as per ATTACHMENT C: CO-AD-FM2)
EWN: Extra Work Notice (format per ATTACHMENT D: CO-AD-FM3)
CO: Change Order (format per ATTACHMENT B: CO-AD-FM4)

B.V. PROCEDURE NO:
PCIGL-CO-AD-001
ATTACHMENT B: CO-AD-FM1
PCIHBV’S LOGO OR LETTERHEAD
CHANGE ORDER REQUEST

To: Contractor’s name Ref No:
Date: Contract No:
Subject: Project Title:
The CONTRACTOR is hereby requested to submit a proposal for the following change to above CONTRACT within
seven (7) days from the date of this letter for PCIHBV’s consideration:
i) Portion of Contract affected
Engineering Procurement Construction Commissioning
ii) Description of Change

Describe change to the contract. Include drawings, bill of materials etc. as necessary.
iii) Reason for Change

Describe reason for the change.
iv) Effect on Contract Price

Request Contractor to provide price proposal. If PCIHBV already has a proposed price, it is to be stated here
for Contractor confirmation.
v) Effect on Contract Mechanical Completion Date

Describe specific effect of change to the Mechanical Completion Date. Otherwise use the statement “No effect
on CONTRACT Mechanical Completion Date”.
vi) Effect on Contract Guarantees and Warranties

Describe specific effect to contract guarantees and warranties. Otherwise use the statement “No effect on
Contract Guarantee and Warranties”.
vii) Effect on Contract Terms of Payment

Describe specific payment terms for this change. Otherwise use the statement “No change to the Contract
Terms of Payment. Full payment shall be made upon completion of this change of work”
viii) References
List references related to this change such as drawings, minutes of meeting etc.
ix) Initiator of Request

State which PCIHBV Department requesting this change.
x) Response date
Contractor shall submit its response to this COR – …..….. before ……….
xi) Other Requirements

State any special requirement, if any.
Issued By: Acknowledged By:

B.V. PROCEDURE NO:
PCIGL-CO-AD-001
PCIHBV CONTRACTOR’S NAME

Signature Signature
Name Name
Position Position
Date Date
B.V. PROCEDURE NO:
PCIGL-CO-AD-001
ATTACHMENT C: CO-AD-FM2
CONTRACTOR’S LOGO OR LETTERHEAD
CHANGE ORDER PROPOSAL

To: PCIHBV Ref No:
Date: Contract No:
In response to PCIHBV COR No.: ……………….. dated ……………….., Contractor hereby submit the following
proposal:
i) Portion of Contract affected


iv) Effect on CONTRACT Price

Contractor shall describe increase or decrease in contract price including detail breakdown of the proposed
price attached to this change order proposal.
v) Effect on CONTRACT Mechanical Completion Date

vi) Effect on CONTRACT Guarantees and Warranties

CONTRACT Guarantee and Warranties”.
vii) Effect on CONTRACT Terms of Payment

Describe specific payment terms for this change. Otherwise use the statement “No change to the CONTRACT
viii) References
ix) Other Requirements

Issued By:
CONTRACTOR’S NAME
Signature
Name
Position
Date
ATTACHMENT D: CO-AD-FM3

B.V. PROCEDURE NO:
PCIGL-CO-AD-001
EXTRA WORK NOTICE

To: PCIHBV Ref No:
Date: Contract No:
CONTRACTOR hereby submits the following extra work claim for PCIHBV’s consideration:
i) Portion of CONTRACT affected
ii) Description of Extra Work

Describe the extra work to the contract. Include drawings, bill of materials etc. as necessary.
iii) Reason for Extra Work

Describe reason for the extra work.

Contractor shall indicate estimated cost impact to contract price.



Describe specific payment terms for this change. Other wise use the statement “No change to the CONTRACT
viii) References

Issued By:
CONTRACTOR’S NAME
Signature
Name
Position
Date
B.V. PROCEDURE NO:
PCIGL-CO-AD-001
ATTACHMENT E: CO-AD-FM4
CHANGE ORDER
To: Contractor’s name Ref No:
Date: Contract No:
CONTRACTOR is hereby authorized to execute the following change to the above CONTRACT:
i) Portion of CONTRACT affected



State increase or reduction of contract price.



Describe specific payment terms for this change. Otherwise use the statement “No change to the CONTRACT
viii) References

Issued By: Acknowledged By:
PCIHBV CONTRACTOR’S NAME
Signature Signature
Name Name
Position Position
Date Date
END OF DOCUMENT

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09.2 Exhibit Iv - Appendix B Administrative Procedure

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PROVISION OF ENGINEERING, PROCUREMENT, CONSTRUCTION

3.1. CHANGE ORDER REQUESTS......................................................................................................3

“COR” shall mean Change Order Request

“COP” shall mean Change Order Proposal

“CO” shall mean Change Order

“EWN” shall mean Extra Work Notice

3. CHANGE ORDER AND EXTRA WORK CLAIMS ADMINISTRATION

3.1. CHANGE ORDER REQUESTS

3.2. CHANGE ORDER PROPOSALS

CONTRACTOR's proposal shall be submitted to PCIHBV Representative and shall be numbered

3.3. CHANGE ORDERS

3.4. EXTRA WORK NOTICE

ATTACHMENT A – FLOW CHART NO: CO-AD-FL1

CHANGE ORDER AND EXTRA WORK NOTICE CLAIM

Changes in the work

Contractor submit EWN

Request PCIHBV Contractor

COR: Change Order Request (format per ATTACHMENT B: CO-AD-FM1)

COP: Change Order Proposal (format as per ATTACHMENT C: CO-AD-FM2)

EWN: Extra Work Notice (format per ATTACHMENT D: CO-AD-FM3)

CO: Change Order (format per ATTACHMENT B: CO-AD-FM4)

PCIHBV’S LOGO OR LETTERHEAD

CHANGE ORDER REQUEST

i) Portion of Contract affected

Engineering Procurement Construction Commissioning

ii) Description of Change

iii) Reason for Change

iv) Effect on Contract Price

v) Effect on Contract Mechanical Completion Date

vi) Effect on Contract Guarantees and Warranties

vii) Effect on Contract Terms of Payment

ix) Initiator of Request

xi) Other Requirements

Issued By: Acknowledged By:

PCIHBV CONTRACTOR’S NAME

CHANGE ORDER PROPOSAL

Engineering Procurement Construction Commissioning

ii) Description of Change

iii) Reason for Change

iv) Effect on CONTRACT Price

v) Effect on CONTRACT Mechanical Completion Date

vi) Effect on CONTRACT Guarantees and Warranties

vii) Effect on CONTRACT Terms of Payment

ix) Other Requirements

CONTRACTOR’S LOGO OR LETTERHEAD

EXTRA WORK NOTICE

Engineering Procurement Construction Commissioning

ii) Description of Extra Work

iii) Reason for Extra Work

iv) Effect on CONTRACT Price

v) Effect on CONTRACT Mechanical Completion Date

vi) Effect on CONTRACT Guarantees and Warranties

vii) Effect on CONTRACT Terms of Payment

ix) Other Requirements

CONTRACTOR’S LOGO OR LETTERHEAD

Engineering Procurement Construction Commissioning

ii) Description of Change

iii) Reason for Change

iv) Effect on CONTRACT Price

v) Effect on CONTRACT Mechanical Completion Date

vi) Effect on CONTRACT Guarantees and Warranties

vii) Effect on CONTRACT Terms of Payment

ix) Other Requirements