CVIs are confirmation of verbal instructions (sometimes called CVOs confirmation of verbal orders) sent by the contractor to the RE when some verbal instruction has been given to the contractor as described in Section 17.6.
These CVIs raise a number of problems. They should be filed together with the REs reply and subsequent correspondence. Usually the contractor will have numbered the CVIs in order. If a dispute arises as to whether any payment is due under a CVI, this should be given a claim number and transferred to the Claims File 37/1.
As already mentioned all instructions to the contractor have to be given in writing or, if given orally, confirmed in writing as soon as possible. Major instructions will be by letter, copies being put on File 31; but there are many other day-to-day instructions of a minor nature, such as supplying the general foreman with a sketch of some levels, etc. To deal with these the RE should be supplied with forms that can be used for such instructions. The forms should be A4 size, simply headed thus:
If an instruction does not vary the works or does not entitle the contractor to varied or additional payment, this should be stated. If the instruction does vary the works, a statement should be added indicating how it is to valued: for example, at dayworks rates; or bill rates; or at varied rates to be proposed by the engineer. If payment rates will have to be discussed with the contractor, the note can simply say at rates to be agreed. A copy of each instruction must be kept on file. They can be handwritten.
There is no need to issue an instruction to the contractor if, for instance, an inspector or assistant engineer finds some formwork out of line and orally requests it to be corrected. Matters requiring compliance with the workmanship specified are only oral restatements of the contract requirements. If any such oral request results in a CVI from the contractor which implies a claim will be submitted for extra payment, the CVI should be promptly countermanded by a formal letter, rejecting any basis of claim.
Dimensions given orally should, for clarity, be confirmed by a written memo.