A variation order on a fire protection project is a written instruction from the employer or the engineer to change the contracted scope: adding or omitting work, changing a specification or moving equipment. It usually affects cost, time or both. A request for information (RFI) is a technical question the contractor raises when drawings or specifications are incomplete or conflict, and it does not change the contract on its own. Mixing up the two is the most common cause of payment disputes on fire alarm and fire fighting packages.
Key takeaways
- An RFI is a question that needs a documented answer. A variation order changes the contract scope and needs written approval.
- An RFI response can become a variation if it adds work or changes a specification or location.
- Under the FIDIC 2017 Red Book, Clause 13 governs variations and instructions must be in writing.
- Any change that touches the approved fire system design should be reviewed with the design office and may require updated drawings for Civil Defense.
- Variations are valued from BOQ rates first, then from a new rate build-up when no similar item exists.
In this article
- What is a variation order on a fire protection project?
- What is an RFI and when does the contractor raise one?
- Variation order vs RFI: what is the difference?
- Where do variations come from on fire protection projects?
- How to document a variation order, step by step
- How is a variation priced? Cost drivers, not numbers
- Does a variation affect Civil Defense approval?
- Common mistakes in managing fire project changes
- Frequently asked questions
- Conclusion
What is a variation order on a fire protection project?
A variation order is the document that changes the scope of work after the contract is signed. On a fire protection package it might add detectors to a floor that changed from storage to offices, relocate a hose cabinet after an architectural change, change sprinkler types after a ceiling height change, or omit a special suppression system from a room that was cancelled.
The FIDIC 2017 Red Book defines a Variation as any change to the Works instructed as a variation under Clause 13. The Engineer can instruct a variation in writing at any time before the Taking-Over Certificate, and the contractor must carry it out without delay, subject to specific exceptions in the contract such as goods that cannot readily be obtained. Many Saudi contracts use FIDIC-based or similar wording, but your own contract and its particular conditions always govern.
On government projects the Government Tenders and Procurement Law also applies and caps how much the contractor’s obligations may increase as a share of contract value. MEED reported on 10 September 2026 that a new law, published in the Umm Al-Qura gazette on 4 September 2026, raises this ceiling for change orders to 20% from 10%, taking effect 120 days after publication. Law firms such as Clyde & Co report the same change (from 10% to 20%) in their reviews of the law. We cover what the new law means for fire and security contractors in the new Government Tenders and Procurement Law. Check the official text in force when your contract was signed before relying on any percentage.
What is an RFI and when does the contractor raise one?
A request for information is a formal technical question from the contractor to the consultant. It is raised when the documents are not enough to make a correct site decision. Typical fire protection RFIs:
- Sprinkler pipe routes clash with HVAC ducts or cable trays at the same level.
- The fire alarm drawing shows a smoke detector in a corridor while the specification calls for a heat detector in the same area.
- Missing fire pump room details, such as the test line route or the diesel tank location.
- A BOQ item with no drawing, or a drawing with no BOQ item.
- A specified model that is discontinued or not available in the Saudi market.
A good RFI carries a serial number, references the drawing number, revision and item, describes the issue in two lines, proposes one or more solutions and states a required response date linked to the programme. That speeds up the answer and reduces arguments later.
Variation order vs RFI: what is the difference?
| Item | RFI | Variation order |
|---|---|---|
| Raised by | Usually the contractor | Employer or engineer, or on a contractor proposal |
| Purpose | Clarify a gap or conflict in the documents | Change scope, specification or sequence |
| Effect on contract | No change by itself | Changes scope, may change value and time |
| Output document | Signed technical response from the consultant | Approved variation with agreed value and time |
| When one leads to the other | When the answer adds work or changes a specification | Does not convert, but may start from an RFI response |
The practical rule: if an RFI answer would have you build something outside your scope or BOQ, do not start before sending written notice that the answer is a variation. Under FIDIC 2017, if the Engineer gives an instruction without calling it a variation and the contractor believes it is one, the contractor should give a reasoned Notice or a Notice of claim under Sub-Clause 20.1.
Where do variations come from on fire protection projects?
In practice, most changes to fire work start outside the fire system:
- Architectural changes or change of use: partitioning a hall changes sprinkler and detector layouts, and a change of use can change the hazard classification.
- MEP coordination: route clashes found during shop drawings and coordination need rerouting or different pipe sizes.
- Authority comments: review or Civil Defense comments on the design can add items that were not in the contract.
- Material availability: a discontinued model or long lead time leads to an equivalent alternative.
- Employer requests: adding cameras or a fire alarm interface to the building management system after work starts.
Many of these can be caught early. A drawings and specifications review before pricing, followed by coordinated shop drawings before procurement, cuts the number of RFIs during installation. See our fire drawings and specifications review checklist.
How to document a variation order, step by step
- Record the source: the RFI number, instruction letter or meeting minutes that started the change.
- Describe the change precisely: what is added, omitted or modified, with the affected drawing numbers and revisions.
- Attach a markup: before and after, especially when sprinklers or detectors move or pipe sizes change.
- Prepare quantities: a variation BOQ with added and omitted items.
- Assess time impact: does the change delay a critical activity such as pressure testing or commissioning?
- Get written approval before execution, unless the contract allows otherwise for urgent cases.
- Update documents: shop drawings now, as-built drawings at handover.
A single log of RFIs and variations, each with a number, date and status, saves a lot of time on the final account and the documentation and final handover file.
How is a variation priced? Cost drivers, not numbers
There is no fixed price for a variation. Under FIDIC 2017, Sub-Clause 12.3 values it using BOQ rates where suitable, otherwise a new rate derived from them or built up from reasonable cost plus profit. What drives the value in practice:
- Whether a similar BOQ item exists or a new rate analysis is needed.
- Completed work that must be removed or redone.
- A change of material, for example moving to a UL listed or FM approved product.
- Lead time for extra materials and its effect on sequence.
- Re-running hydraulic calculations or reprogramming the fire alarm panel.
- Work in occupied areas or restricted hours set by the employer.
- The effect on the programme and time-related costs.
When a change alters pipe sizes or sprinkler counts, updated engineering design calculations are part of the variation, not a side detail.
Does a variation affect Civil Defense approval?
It can. Fire systems are designed to the Saudi Fire Code SBC 801, and site work is checked against the approved drawings. If a variation changes exits, zoning, sprinkler coverage or the type of suppression system, review it with the design office before installation and update the submitted drawings where needed. Minor changes that do not affect the design, such as shifting a sprinkler within permitted spacing, are recorded in shop drawings and shown on as-builts.
Ignoring this link creates a familiar problem: good workmanship that does not match the approved drawing, followed by comments at inspection. For approval requirements see Civil Defense approval support and our guide to the Salamah certificate.
Common mistakes in managing fire project changes
- Acting on verbal site instructions without a letter or formal email.
- Answering RFIs in meetings without signed minutes.
- Bundling many changes into one order at the end, which makes each item hard to prove.
- Not updating drawings after each change, so shop drawings no longer match the site.
- Forgetting the effect on programming and testing, such as new circuits on the fire alarm panel.
Frequently asked questions
What does variation order mean in construction?
A written instruction that changes the scope after contract signature by adding, omitting or changing work. It may change contract value and time.
What is an RFI in construction?
A formal request for information from the contractor to the consultant when drawings or specifications are incomplete or conflict. It needs a documented answer.
Is every RFI answer a variation?
No. An answer that clarifies work already in scope changes nothing. If it adds work or changes a specification, send written notice that it is a variation before proceeding.
Should I carry out a variation before the price is agreed?
It depends on the contract. Under FIDIC 2017 the contractor must carry out a written variation without delay and it is valued afterwards. The key is a written instruction.
What change order percentage is allowed on government projects?
The Government Tenders and Procurement Law sets it. MEED reported that the new law published in September 2026 raises the ceiling to 20%. Check the official text and your contract.
Does a fire system change need new approval?
If it touches the approved design, such as coverage, system type or zoning, review it with the design office and update the drawings where needed.
Conclusion
An RFI asks; a variation order changes. Separating the two from day one, and documenting each with a number, date and drawing, protects both employer and contractor at the final account and at Civil Defense inspection. The best way to reduce variations is to coordinate shop drawings before procurement and installation.
Facing fire drawing clashes or a growing list of changes? AZEIDK prepares coordinated shop drawings and keeps changes documented through handover. Talk to the AZEIDK team
