IFRANE PALACE PROJECT

Project number 05-11-IP

Construction Variation Order

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

CONTENTS:
1.
2.
3.
4.
5.
6.
7.

ATTACHMENTS:

PURPOSE
SCOPE
DEFINITIONS
RESPONSIBILITIES
INSTRUCTIONS
REFERENCES
ATTACHMENTS

7.1
7.2
7.3
7.4
7.5
7.6
7.7
7.8
7.9
7.10

Reason for issue

Employer Driven Variations Process Map

Contractors Variations by SWI Process Map
Contractor Request For Variation Process Map
Construction Variation Proposal Form
Construction Variation Order Form
Variation Order Log
Site Work Instruction (SWI) Form
PMC Request for Variation Order (PMRVO) Form
Contractor's Request for Variation Order Form
Project Managers Instruction (PMI) Form

Status

IFR Issued for Review

IFI Issued for Information

PFC Preliminary for Comment

IFA Issued for Approval

IFU Issued for Use

AWC Approved with Comments

SS

Approved
Superseded

DOCUMENT HISTORY

IFR

REV.
NO.

REASON
FOR
ISSUE

28 Apr
2014
Date

PFC
CHANGES

STATUS

Project Procedures

Sign:

Sign:

Sign:

Sign:

Sign:

Sign:

PREPARED
BY
HILL QA/QC

REVEIWED
BY
HILL PM

APPROVED
BY
KCT Qatar

Construction Variation Order Procedure

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PRA-00002-PP-07-PRM-02 Rev.A

IFRANE PALACE PROJECT

Project number 05-11-IP

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
OWNER

The person in Hill or the other company responsible for ensuring the procedure
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
/
ORIGINATOR

The person in Hill or the other company who starts the process

APPROVER

The person holding final authority for signature for approval of the product of
the process

Project Procedures

Construction Variation Order Procedure

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Project number 05-11-IP
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
Representative

The Employers Representative shall be responsible for coordinating

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 Contracts
Manager

Hill Contracts Manager has functional responsibility for all contract

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

Manager

Hill Project Controls Manager shall be responsible for reviewing and

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
Consultant

The Supervision Consultant shall be responsible for review of cost &

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 the
Employers Representative.

Project Procedures

Construction Variation Order Procedure

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Project number 05-11-IP

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

Employers Representative issuing a Letter of Instruction to Hill
regarding additional Scope of Works.

5.1.2

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

5.1.6

On receipt of the letter indicating approval in principle of the

Project Procedures

Employers Rep.,

Hill Project
Manager,
Contracts Mgr,
PCM
Design Mgr /
Construction Mgr,
Cost Consultant
Employer
Hill Contracts
Manager,
Hill Design
Manager,
Hill Project
Manager,
Employer
Employers Rep.

Construction Variation Order Procedure

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PRA-00002-PP-07-PRM-02 Rev.A

IFRANE PALACE PROJECT

Project number 05-11-IP

proposed Construction Variation, Hill Project Manager with

assistance from Hill Contracts Manager shall instruct the
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.

Hill Project
Manager,
Hill Contracts Mgr

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 Mgr
Hill Contracts Manager, Hill Design Manager / Construction Hill Design Mgr. /
Manager and Hill Project Controls Manager shall review the Construction Mgr,
Hill Project
technical documents from the Design Consultant. Hill
Contracts Manager shall complete a Construction Variation Controls Manager,
Hill Project
Proposal Request (CVPR) using Form PRA-0002-PP-07-04Manager /
FM and forward to Hill Project Manager 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

and cost estimate with completed CVPR form (Ref. PRA-0002PP-07-04-FM) and forward it to Hill with copy to the
Supervision Consultant for negotiation / clarification. Hill
Project Manager / Document Controller shall distribute
Contractors 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 Project Manager / Document Controller, Hill Contracts
Manager in coordination with the Cost Consultant, Hill Project
Controls Manager and Hill Design Manager / Construction
Manager shall review the completed CVPR with
documentation. Hill, Cost Consultant, Supervision Consultant
and the Employers 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
(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
Manager shall log the CVO using CVO Log form Ref. PRA0002-PP-07-06-LG.

Contractor,
Hill Project
Manager /
Document
Controller

Hill Contracts Mgr

Hill Design Mgr /
Construction Mgr,
Hill Project
Manager,
Cost Consultant,
Employer

Hill Contracts
Manager,
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.

Hill Project
Manager

5.1.13 Employers Representative in coordination with Employer

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

Employers Rep.,
Employer SM

Project Procedures

Construction Variation Order Procedure

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IFRANE PALACE PROJECT

Project number 05-11-IP

NOTE: Employer Internal decision to be within 14 days or

actual contractual time restraints.
5.1.14 After obtaining decision signature, the Employers
Representative should distribute internally and return the CVO
to Hill.

Employers Rep.

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

Hill Project
Manager

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

prepares the Site Works Instruction (SWI) using Form Ref.
PRA-0002-PP-07-07-FM (or the Supervision Consultants form
approved by the Employer / PMC) with attachments and
forwards it to Hill Project Manager / Document Controller for
further processing by Hill Contracts Manager and the Cost
Consultant.

5.2.2

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

5.2.3

Upon satisfactory review, Employers Representative should

sign for approval to carry out the works.

Employers Rep.

5.2.4

Following approval by the Employer, Hill Project Manager shall

issue the approved SWI to Contractor with copy to Supervision
Consultant, Cost Consultant and Hill Contracts Manager.

Hill Project
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 Hill
after satisfactory review. Hill Project Manager / Document
Controller shall distribute the Contractors time and cost
estimates to Hill Contracts Manager and the Cost Consultant.

Contractor,
Supervision
Consultant,
Hill Project
Manager /
Document
Controller

Project Procedures

Supervision
Consultant

Construction Variation Order Procedure

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Project number 05-11-IP

5.2.6

After satisfactory review by Hill Contracts Manager, Cost

Consultant and Hill Project Controls Manager, Hill Project
Manager shall forward the evaluation to the Employers
Representative for review.

Hill Project
Manager,
Hill Contracts Mgr
Hill PCM,
Cost Consultant

5.2.7

Hill Contracts Manager shall convene a meeting with

Contractor and Employers Representative, with participation
of Hill Project Controls Manager, Cost Consultant and
Supervision Consultant to finalize the CVO proposal.

Hill Contracts Mgr

Hill PCM,
Cost Consultant,
Supervision
Consultant,
Employers Rep.,
Contractor

5.2.8

Following conclusion of the meeting and where there is a valid

variation, Hill Contracts Manager shall draft a Construction
Variation Order (using Form PRA-0002-PP-07-05-FM), sign it
and obtain signature from Hill Project Manager, Supervision
Consultant and Contractor via Hill Document Controller.

5.2.9

Hill Project Manager shall forward the signed draft

Construction Variation Order to the Employer for approval.

5.2.10 Employers Representative in coordination with Employer

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

Hill Contracts Mgr

Hill Project
Manager,
Supervision
Consultant,
Contractor
Hill Project
Manager

Employers Rep.,
Employer SM

NOTE: Employer Internal decision to be within 14 days or

actual contractual time restraints.
5.2.11 After obtaining decision signature, the
Representative should return the CVO to Hill.

Employers

Employers Rep.

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

Hill Project
Manager

5.2.13 Employers Representative should arrange for filing of the

memo.

Employers Rep.

Hill Contracts Mgr

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

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,
Project Procedures

Construction Variation Order Procedure

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PRA-00002-PP-07-PRM-02 Rev.A

IFRANE PALACE PROJECT

Project number 05-11-IP

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 PRA-0002-PP-09-17FM) 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

Contractors Request for Variation Order (CRVO) (Form PRA0002-PP-07-10-FM) to Hill (PMC) with copy to the Supervision
Consultant for the reasons stated above in items a or b.

Contractor

Supervision
Consultant,
Hill Project
Manager /
Document
Controller

Hill Contracts
Manager,
Hill PM,
Hill Design Mgr,
Construction Mgr,
Project Cont. Mgr,
Design
Consultant,
Employer

5.3.2

On receipt, the Supervision Consultant shall review and

assess the request and forward it to Hill. Upon review, Hill
Project Manager / Document Controller shall forward the
CRVO to Hill Contracts Manager and the Cost Consultant for
review.

5.3.3

Hill Contracts Manager shall convene a meeting with Hill Contracts Mgr
Employer's Representatives with participation of Hill Project Cost Consultant,
Hill Project
Manager, Hill Design Manager / Construction Manager, Hill Controls Manager,
Project Controls Manager, Cost Consultant and Design Hill Design Mgr /
Construction Mgr,
Consultant (where applicable) to discuss VO proposal.
Hill Project
Manager

5.3.4

Hill Contracts Manager with assistance from Cost Consultant,

Hill Project Controls Manager and Hill Design Manager /
Construction Manager shall review, assess request and if
acceptable completes CRVO Form (Ref. PRA-0002-PP-07-10FM) along with PMC Request for Variation Order (PMRVO)
form (Ref. PRA-0002-PP-07-08-FM). The CRVO and PMRVO
shall be forwarded to the Employer for approval through Hill
Project Manager / Document Controller. If rejected, Hill
Contracts Manager shall return the CVRO Form to Contractor
through Hill Document Controller and Supervision Consultant.

5.3.5

Employers Representative should review the CRVO including

PMRVO and indicate approval in principle by letter (or an
agreed means) and return to Hill. If rejected, the CVRO is to be
returned to Hill for further forwarding to Contractor as in Item
5.3.4 above.

5.3.6

Following approval of the PMRVO by the Employer and receipt

from Hill Project Manager, Hill Contracts Manager shall
complete a Construction Variation Proposal Request (CVPR)
Form (Ref. PRA-0002-PP-07-04-FM) and forward it to Hill
Project Manager who shall then review and issue it to
Contractor with request for time and cost proposal with copy to
the Supervision Consultant and Design Consultant via Hill
Document Controller.

Project Procedures

Employers Rep.,
Hill Project
Manager

Hill Contracts
Manager,
Hill Project
Manager /
Hill Document
Controller

Contractor

Hill Contracts
Manager,
Hill PCM,
Hill Design Mgr /

Construction Variation Order Procedure

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Project number 05-11-IP

5.3.7

On receiving the CVPR, Contractor shall prepare time and cost

evaluation with completed CVPR form (Ref. PRA-0002-PP-0704-FM) and forward it to Hill via the Supervision Consultant
Engineer.

5.3.8

Hill Contracts Manager with assistance from the Cost

Consultant, Hill Project Controls Manager and Hill Design
Manager / Construction Manager shall review the completed
CVPR with documentation and forward via Hill Project
Manager to Employer for review.

5.3.9

Hill Contracts Manager shall convene a meeting with

Contractor and Employers Representative, with participation
of Hill Project Manager, Hill Project Controls Manager, Hill
Design Manager / Construction Manager, Supervision
Consultant and Design Consultant to finalize the CVO
proposal.

Construction Mgr.
Hill Project
Manager
Hill Contracts
Manager,
Hill PM,
Hill PCM,
Hill Design Mgr.,
Supervision
Consultant,
Design
Consultant,
Employers Rep.
Hill Contracts
Manager,
Hill Project
Manager,
Cost Consultant,
Contractor

5.3.10 Following conclusion of the meeting, Hill Contracts Manager

shall draft Construction Variation Order (using Form PRA0002-PP-07-05-FM), sign it and obtain signature from Hill
Project Manager, Cost Consultant and Contractor via
Document Controller.

Hill Project
Manager

5.3.11 Hill Project Manager shall forward the signed draft

Construction Variation Order to Employers Representative for
approval.

Employers Rep.,
Employer SM

5.3.12 Employers Representative, in coordination with Employer

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

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

Project Procedures

Employer

Hill Contracts
Manager,
Hill Project
Controls Manager,
Hill Project
Manager

Construction Variation Order Procedure

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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
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 Managers Instruction (PMI) Form

Project Procedures

Construction Variation Order Procedure

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7.1 Employer Driven Variations to Contractors Process Map

CC

CONS

ENG

CONT

Contractor

HILL

Supervision Consultant Engineer

EMPLOYER

Insert Client Logo

Here

Design Consultant

NOTE: This is a generic procedure and is to be adapted to comply with the project
specific requirements

Cost Consultant

EMPLOYER DRIVEN VARIATIONS PROCEDURE (during Construction)

X X

Decide

Attend meeting

Review/Assist

Issue
Optional

RFQ Method To be used for variations initiated by the Employer

Design Manager + team/

Construction Manager

R/
A

Contracts Manager

Receive Original/
Copy

Start

Project Controls Manager

Project Director /
Document Controller

O/
C

Perform

Employer
Representative

Employer
Senior Management (SM)

KEY

Input / Output

which are a change of scope to the contractor

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

Letter of
Instruction

additional Scope of Works.

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

Design Manager and Project Controls Manager. Hill PD arranges meeting

C

for attendance by relevant parties to discuss Construction Variation.

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

Construction Variation Proposal.

4. Hill Contracts Manager in liaison with the Cost Consultant, Employer Cost

Proposed RFQ +
attachments
(rough estimates)

Representative and Hill Design Manager / Construction Manager, prepares

proposed Scope of Works (RFQ where applicable) and rough estimate
(by CC) based on BOQ rates, and forwards to Employer's Representative

Reject

via Hill Project Director.

Reject

5. Employer's Representative approves in principle by letter and returns to

Hill. If rejected, returned to Hill and Cost Consultant for revision.

6. Hill Project Director instructs and issues to the Design Consultant the

necessary documentation to enable preparation of technical documents.

C

7. Design Consultant prepares technical documents and submits toHill.

Technical
Documents

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

Controls Manager review technical documents from Design Consultant.

Construction
Variation
Proposal Request

Hill Contracts Manager completes a Construction Variation Proposal

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

Director for issue to Contractor with request for time and cost proposal.
Copy is also forwarded by Hill to the Supervision Consultant.

9. Contractor prepares time & cost evaluation with completed CVPR form
P

(Ref. CCC-NNN-PP-07-04-FM) and forwards to Hill with copy to the

Supervision Consultant. Hill Project Director forwards to relevant parties.

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

Construction
Variation
Proposal Request

the Contractor if necessary to reconcile any differences and negotiate

an agreed adjustment.

11. Hill Contracts Manager draft Construction Variation Order (CVO)

Draft CVO

(Form CCC-NNN-PP-07-05-FM), signs & obtain signature from Cost Cons.,

C

Hill Project Director and Contractor via Document Controller. Hill Contracts
Manager logs the CVO on CVO Log form (Ref.CCC-NNN-PP-07-06-LG).

12. Hill Project Director forwards draft Construction Variation Order to

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

Memo

returns the CVO to Hill.

15. Hill Project Director issues approved CVO to the Contractor with copy

to Hill Contracts Manager, Cost Consultant and Supervision Consultant.

Approved CVO

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

P
C

I
Document No: CCC-NNN-PP-07-01-PM Rev.1
Revision Date: 12-Oct-2009

Project Procedures

Construction Variation Order Procedure

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7.2 Variations by SWI Process Map

NOTE: This is a generic procedure and is to be adapted to comply with the project
specific requirements
Hill (PMC)

CC

Attend meeting

Issue
Optional

Cost Consultant

Decide

Review/Assist

Project Controls Manager

X X

R/
A

Contracts Manager

Receive Original/
Copy

Start

Project Director /
Document Controller

O/
C

Perform

Employer's
Representative

Employer
Senior Management

KEY

SWI Method To be used for Site Works Instruction for items which are

ENG

CONT

Input / Output

Contractor

EMPLOYER

Insert Client Logo

Here

Supervision Consultant Engineer

CONTRACTORS' VARIATIONS PROCEDURE by

SITE WORKS INSTRUCTION (SWI)

necessary to avoid abortive works.

1. Initiated by The Supervision Consultant Engineer who prepares 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
P

of cost and time (with assistance from Hill Project Controls Manager)
and forwards together with Site Works Instruction (SWI) using Form

SWI

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,
SWI Aborted

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

Contractor with copy to Supervision Consultant, Cost Consultant

and Hill Contracts Manager.

5. Contractor carries out the work and prepares time & cost estimates
P

and forwards to Supervision Consultant who then reviews and

C

forwards to Hill.

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

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

8. Where there is valid variation, Hill Contracts Manager in coordination

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
Document Controller.

Draft CVO

9. Hill Project Director forwards draft Construction Variation Order to

the Employer for approval.

P
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.

12. Hill Project Director issues approved CVO to the Contractor

Memo

Approved CVO

with copy to Hill Contracts Manager, Cost Consultant and Supervision

Consultant.

13. Employer Representative arranges for filing of memo.

14. Hill Contracts Manager updates the variations log

(Form CCC-NNN-PP-07-06-LG) and variations summary. Summary

to be issued to Employer in the Monthly Report.
See related process map CCC-NNN-PP-07-02-PM for Employer Driven
Variations to Contractors

I
C
Document No: CCC-NNN-PP-07-03-PM Rev.1
Revision Date: 12-Oct-2009

Project Procedures

Construction Variation Order Procedure

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7.3 Variation by Contractor Request Process Map

X X

Attend meeting

Issue
Optional

CONS

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

CONT

Output

Contractor

Decide

SC

Design Consultant

CC

Supervision Consultant Engineer

Receive Original/
Copy

Review/Assist

Design Manager

R/
A

Contracts Manager

S Start

Project Controls Manager /

Planning & Scheduling Engineer

O/
C

Perform

Employer's
Senior Management

Employer's Representative

KEY

PMC (Hill)

Project Director / Project Manager

Document Controller

EMPLOYER

Insert Client Logo

Here

Cost Consultant

NOTE: This is a generic procedure and is to be adapted to comply with the project specific
requirements

CONTRACTORS' REQUEST FOR VARIATION PROCEDURE

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 PMC (Hill)
2. On receipt, Supervision Consultant reviews and assesses request and forwards to

Contractor
Variation
Request

Reject

Hill Contracts Manager and Cost Consultant via Hill Document Controller.
A

C
3. Hill convenes a meeting with The Employer's Representative, Design Consultant and the

Cost Consultant to discuss VO proposal.

4. Hill reviews, assesses request and if accepted completes Form CCC-NNN-PP-07-10-FM

CRVO & PMRVO

along with completed form CCC-NNN-PP-07-08-FM (PMC Request for Variation Order) and
R

issues it to Employer for approval.

Reject

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

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

6. Following approval of the PMRVO by the Employer, Hill Contracts Manager completes a

Construction
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
C

with copy to Supervision Consultant and Design Consultant.

7. Contractor prepares time & cost evaluation with completed form CCC-NNN-PP-07-04-FM

O
P

and forwards to Hill via Supervision Consultant.

8. Hill and Cost Consultant reviews & forwards to Employer for review.

Completed
CVPR
+ documents

R
9. Hill meets with Contractor, Supervision Consultant, Cost Consultant, Design Consultant and
Employer to finalise.

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

11. Hill Project Director forwards signed draft Construction Variation Order to Employer.

X
Draft CVO

C
12. Employer internal process for signature
NOTE: Employer Internal decision to be within contractual time restraints

D
Memo

13. After signature, the Employer's Representative returns the CVO to Hill, and Hill Project

Director issues to the Contractor with copy to Hill Contracts Manager, Cost Consultant,

Approved CVO

Supervision Consultant and Design Consultant.

R
C

14. Employer's Representative arranges for Employer Project Controls Manager to file memo.
15. Hill Contracts Manager updates the variations log and variations summary (Form
CCC-NNN-PP-07-06-FM-LG). Summary to be issued to Employer in the Monthly Report.
See related process map CCC-NNN-PP-07-01-PM for Variations to Designers

P
P

I
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 Variation Order Procedure

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7.4 Variation Proposal Form

Project Procedures

Construction Variation Order Procedure

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7.5 Variation Order Form

Project Procedures

Construction Variation Order Procedure

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7.6 Variation Order Log

Project Procedures

Construction Variation Order Procedure

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7.7 Site Work Instruction (SWI) Form

Project Procedures

Construction Variation Order Procedure

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7.8 PMC Request for Variation Order (PMRVO) Form

Project Procedures

Construction Variation Order Procedure

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

Project Procedures

Construction Variation Order Procedure

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7.10 Project Managers Instruction (PMI) Form

Project Procedures

Construction Variation Order Procedure

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