Guidelines for Change of Scope

Guidelines for Change of Scope

1. Scope of Guidelines
The purpose of this document is to describe the process to be followed whenever variation is to be considered in the agreed scope of work as
defined in Schedule B to D of contract agreement. The variations could be at the request from the contractor or as an from Authority.

2. References
Guidelines has drawn reference from the Article 13 “Change of Scope” of EPC Contract Volume II

3. Identification of Key steps

3.1. Authority’s Review & Approval Process

a) For changes initiated by Authority, justification of such changes may need not be established. Hence, the Change Order Request may be
prepared/ responded based on consultation with all stakeholders.
b) For changes initiated by the Contractor, the justification of such change needs to be established with the Authority by Authority’s Engineer.
c) On acceptance of such change by Authority, a detailed Change Order Request shall be prepared and submitted to the Authority by the
Contractor along with supporting documents, detailed working of quantities and rates. The applicable formats are provided in this document.
d) Prior to submission, proposal supporting document may be verified by Proof/ Safety consultant or any external consultant for technical
reliability of proposal.
e) AE shall negotiate with contractor on the submitted Change Order Requests, if necessary, along with the Authority to justify price, scope, time
& specification.
f) AE upon in-principle acceptance by Authority shall communicate the same to contractor within 15days.
g) AE shall lead joint review with concerned stakeholders (upstream & downstream) to form a detailed/ optimized proposal with modified/
negotiated terms.
h) AE shall prepare revised program incorporating time implications in coordination with all stakeholder involved/ identified. The same will be
submitted to Authority for review, along with negotiated/ certified cost of change and supporting documents.
i) Authority shall review complete Proposal with respect to contract compliance & restrictions and shall communicate acceptance of the same
with change, if any.
j) AE shall thereafter issue notice & acceptance for change of scope to contractor to proceed with same. And within 5 working days, the contractor
shall communicate his acceptance, failing which the change shall be deemed accepted.
k) Contractor/ AE shall maintain a record of the status of various Change Order Claims to Authority. The applicable formats are provided at section
6.1 of this document.
l) Contracts Team of Contractor along with AE shall ensure the Amendment of Project Contract / Agreement to the extent of certified value of
the approved Change Order Request.

4. Limitations
This is just a guideline issued in project interest for consistent quality throughout the entire stretch. Contractor reserves the rights vested as per
the contract terms & conditions. The above guidelines shall not be treated as any addendum or variation to the original contract.
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Guidelines for Change of Scope

5. Formats and Checklist

5.1. Status of Change Order Requests
CM 01 - Change Management
Status of Change Order Requests (to Authority)
Status of Change Order Requests
Project:

Sl. No. Change Order Request No. Change Order Request Title Brief Description Tenable? (Y/N) Approved by Client? (Y/N) Certified Value (INR Cr.) Invoice No. Payment Status Remarks

1
2
3
4
5

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Guidelines for Change of Scope

5.2. Change Request Form

SUBMITTER - GENERAL INFORMATION
CR#
Submitter Name
Brief Description of
Request
Date Submitted
Date Required
Priority Low Medium High Mandatory
Reason for Change
Other Artifacts Impacted
Assumptions and Notes
Attachments or Yes No
References Link:

INITIAL ANALYSIS
Hour Impact
Duration Impact
Schedule Impact
Comments
Recommendations

CHANGE CONTROL BOARD – DECISION

Decision Approved Approved Rejected More Info
w/Conditions
Decision Date
Decision Explanation
Conditions

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