Get Contract Variation Memo

Filling out the Contract Variation Memo is essential for documenting any changes to a contract that affects its value or duration. This guide will provide step-by-step instructions to ensure you complete the form accurately and efficiently.

Follow the steps to effectively complete the Contract Variation Memo.

1. Click the ‘Get Form’ button to obtain the form and open it in the editor.
2. Begin filling out the 'Current Contract Details' section. Enter the public authority name, contract number, contract title, contractors involved, the commencement date, and the contract term. Include any initial term and extension options as needed.
3. In the 'Beyond Term Extensions' section, input details if applicable, including the date approved and the approver's name for each extension beyond the term.
4. Provide the current approved expiry date and the contract value at the time of award. List the values of any variations previously approved along with their approval dates and approvers.
5. Calculate the current approved contract value by summing the contract value at award and all approved variations. In the 'Total Contract Expenditure to Date' field, enter the total expenditure along with the corresponding date.
6. Move to the 'Proposed Contract Variation and/or Extension Beyond Term' section. If applicable, fill in the proposed beyond term extension and proposed new expiry date.
7. Enter the value of the proposed variation and calculate the new approved contract value by adding the current approved contract value and the value of the proposed variation.
8. In the summary section, provide key reasons and the basis for the proposed variation or extension beyond term. Include relevant details about the contract establishment process, market conditions, and potential impacts of not approving the variation.
9. Complete the 'Submitting Officer' section with necessary details such as name, title, and contact number, and ensure there is a signature and date.
10. Depending on the value of the variation, fill out the appropriate review section for either the Department of Finance or the State Tender Review Committee, ensuring to include their comments, signatures, and dates as required.
11. Finally, in the 'Approval by the Accountable Authority or Delegate' section, have the approver complete their details and provide their decision. Check the box for whether the variation is recorded on Tenders WA, include the recording date, and specify the reason if applicable.
12. After completing all necessary sections, ensure all information is correct and finalize by saving changes, downloading, printing, or sharing the completed form as needed.

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