variation order overview

To view meanings and calculation methods, hover cursor over column or screen item (field) headings.
Variation Orders (VOs) may be cancelled but not deleted.
Forecast and Pending Variation Orders (VOs) have not been approved for any work to commence.
A VO may be cancelled by changing the status to 'Cancelled'.
Cancelled VOs will not be added into any of the contract totals.
BPIMS allocates sequence numbers to all VOs. All numbers start from 0001 for a contract. It is important to note that a VO could have many sequence numbers allocated to it throughout its life from the Forecast and/or Pending and/or Approved sequence numbers.
The first line of the description is included on the screen listing of all the contract instructions for the contract so it is important to provide a summary description that best covers the work to be undertaken. The other lines may be used to further explain the work or if necessary extra documentation may be attached to the VO to assist others.
If status set to 'Authorised/Sent' the 'Date Authorised' and 'Authorised By' must be filled in.

Preparation and processing of Variation Orders and Contract Memorandum forms is an integral part of administering a Contract. It establishes and maintains appropriate consistency and management of records and proper contract administration.

The Primary Consultant or Construction Manager prepares the variation order when there is a requirement to vary the contract from the scope as indicated on the original contract documents.

Client and/or end user requests for variations that will attract further costs should be issued only after written approval to proceed has been granted by the Client. It may also require Client endorsement of extra funding availability before proceeding.

Errors and Omissions variations, can include adjustments to the Contract Sum for adjustments to measured quantities in the contract documents, such as; is provided in firm or provisional Bills of Quantities.

Variation costs for any relevant Principal Initiated Delay can include costs applicable to that variation, and these should be stated in the information on the Variation.

The variation order is authorised by the Superintendent’s Representative and is distributed to the contractor with copies to the Primary Consultant or Construction Manager and other relevant project team members.