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    ECDoE VO Policy Effective 1 January 2017

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    ntandoyenkosi mkhwanazi

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    ECDoE VO Policy Effective 1 January 2017

    Uploaded by

    ntandoyenkosi mkhwanazi
    2 views4 pages

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    ECDoE VO policy effective 1 January 2017

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    2 views4 pages

    ECDoE VO Policy Effective 1 January 2017

    Uploaded by

    ntandoyenkosi mkhwanazi

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    of 4

    3.

    5 Variation Order Subcommittee

    3.5.1 Variation Order approval procedures

    Variations on contracts awarded as part of the DoE infrastructure programme are to be


    managed in accordance with the relevant contract and the supply chain regulations of the
    entity which awarded the contract. These regulations will be aligned to Government SCM
    Regulations (including Practice Notes) as this is a requirement of the SDA with each
    particular PIA. It is therefore the responsibility of the relevant PIAs to manage the approval
    of variation orders within their SCM framework.

    The VO Sub-committee will therefore not be involved in the approval process, but will play
    an ex post facto oversight role. This function forms part of the DoE and DRPW risk
    management responsibility, particularly with regard to irregular expenditure.

    However, prior to approving variations that have material changes in scope (i.e. changes
    to the approved site development plan), the PIA shall obtain the written approval of the
    DoE via the relevant DoE programme manager. Such approval is not part of the VO
    approval process, which is internal to the PIA.

    Once the VO has been approved by the PIA, a copy shall be submitted to the Variation
    Order Sub-committee for scrutiny. The VO Sub-committee will consider the VO and
    provide a written opinion on the VO to the DoE and DRPW. A copy of this response will
    also be forwarded to the relevant PIA, as it may detail issues that need to be addressed
    by the PIA before the Final Account is submitted.

    The PIA who initiates a VO must load the request on the EFMS as a pending VO. Once
    this has been approved by the PIA, the PIA must load the approved VO on the EFMS,
    together with the written response from the VO Subcommittee.

    NB. As indicated, this response from the VO Subcommittee may detail issues to be
    addressed by the PIA before submission the Final Account, and must thus also be
    included with each VO that is submitted with the Final Account and Close-Out report.

    3.5.2 Representation

    Representation on the VO Subcommittee shall comprise delegated officials from the


    DRPW, Client department and the Implementing Agents.

    3.5.3 Roles and Responsibilities

    The roles and responsibilities of the VO Subcommittee comprise the following:


     To meet regularly to undertake a technical review of variation orders approved by
    PIAs, and to provide a written response to the VO regarding such technical aspects it
    regards as necessary to assist the DoE and the PIA in taking any further action it may
    deem necessary.

     To advise the DoE, DRPW and PIAs promptly of its recommendations in writing, and
    issue the relevant documentation as soon as possible

     To keep a record of all decisions, and table these at the following PTC meeting

     To enlist such specialist advice as it deems appropriate to assist it in reaching a


    decision with respect to any particular variation order

     To make recommendations to the PTC for any improvements in the functioning of the
    VO approval processes or compliance with regulations

    3.5.4 Chairperson

    The DoE and the DRPW Provincial Office officials nominated to serve on the VO
    Subcommittee, and provided with the necessary delegations, will co-chair all meetings of
    the VO Subcommittee.

    When the Subcommittee considers variation orders approved by the DRPW, the DRPW
    representative will vacate the chair in favour of the DoE representative for the duration of
    that particular discussion, and likewise when VOs approved by the DoE are considered
    the DoE representative will vacate the chair in favour of his DRPW counterpart.

    3.5.5 Frequency of meetings

    The VO Subcommittee will meet at least fortnightly.

    3.5.6 Secretariat

    The DRPW shall provide the necessary secretarial and administrative support for the all
    meeting logistics.

    The Secretariat will ensure that recommendations of the VO Sub-committee are


    communicated to the relevant parties in writing.

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