ARK Variations & Change Control Policy

This Policy prevents informal scope drift by requiring each material change to be identified, priced, timed, approved and preserved as a versioned project record.

1. Purpose
This Policy explains how ARK records and controls changes to an accepted kitchen project.
Its purpose is to ensure that every material change has a traceable relationship to:
the request or reason;
the affected Scope;
the latest drawing or specification;
price and payment;
programme and delivery;
approval;
the Project Record.

2. Application
This Policy applies where identified in the Project Contract Schedule for an ARK Kitchen project or applicable kitchen-led renovation Scope.
It does not automatically govern standalone wardrobes, storage cabinetry, supply-only work or retail products.

3. Related documents
This Policy must be read with the applicable:
ARK Standard Kitchen Project Terms;
Project Contract Schedule;
Accepted Quotation;
Approved Drawings and schedules;
Payment & Cancellation Policy;
Delivery Policy;
Kitchen Installation Policy;
Handover & Completion Policy;
Project Record.

4. Definition of a Variation
A Variation is an agreed or legally permitted change to one or more of the following:
Scope;
design;
dimensions;
material;
hardware;
appliance or fixture;
quantity;
price;
payment timing;
responsibility;
project sequence;
delivery, installation or Handover timing.
A clarification that does not change any of these matters may be recorded as a project note rather than a Variation.

5. Sources of change
A Variation may arise from:
a Client request;
a design-development decision;
changed appliance or product information;
changed material selection;
a measurement or site difference;
concealed conditions;
a supplier discontinuation or availability issue;
authority or consent requirements;
another trade's work;
safety or compliance requirements;
an ARK proposal accepted by the Client.

6. No informal change to Scope
A discussion, site conversation, sketch, text message, request to an installer or supplier, or payment made without an identified Variation does not by itself change the accepted Scope.
A change becomes part of the Contract only when the required authorised person gives affirmative written or electronic approval to an identified Variation Notice, or another lawful basis clearly applies.
Silence, attendance on site, continued work or payment of an unrelated invoice is not acceptance of a Variation.

7. Authorised requestors
A Variation may be requested or approved only by:
a Client named in the Project Contract Schedule;
an Authorised Representative expressly recorded for that purpose;
ARK acting through an authorised project contact.
An Authorised User with myARK viewing access does not automatically have authority to change Scope, price or timing. ARK may request evidence of authority before acting.

8. Variation request content
A request should identify:
the requested change;
reason;
affected cabinet, area or trade;
desired timing;
reference photograph, drawing or product;
whether an urgent decision is required.
ARK may request more information before pricing or approving the change.

9. ARK Variation Notice
ARK will issue or record an identified Variation Notice where a material change is proposed. The notice should state:
the ARKCode assigned to the existing Project Record;
Variation number and date;
requested or necessary change;
affected drawing, material, component or responsibility;
price increase, credit or no-price effect;
payment requirement;
timing or programme effect;
consent or authority effect, where relevant;
expiry or decision deadline, where relevant;
approval method.
The Variation number identifies the change. It does not create a new ARKCode for an ordinary change within the same activated project.

10. Price effect
The price effect may be:
an addition;
a credit;
no change;
an Allowance adjustment;
a time-and-material amount where expressly accepted;
an amount to be confirmed subject to an agreed basis.
ARK must not use a general change clause as permission to charge an unspecified amount without a reasonable basis.

11. Credits
A deleted item does not necessarily create a credit equal to its original retail or line-item value.
The credit should account for:
whether materials were already ordered or manufactured;
design and administration already completed;
supplier cancellation or restocking cost;
work that remains necessary;
costs avoided by ARK.
ARK should provide a reasonable explanation where the credit is not obvious.

12. Time effect
A Variation may change:
drawing approval dates;
material ordering;
production sequence;
supplier lead time;
installation booking;
benchtop release;
Handover.
ARK will state the known or likely effect when reasonably practicable. Where the exact effect is not yet known, ARK may state that the programme is under review and provide an updated planning window later.

13. Payment for Variations
A Variation may require:
full payment before ordering or manufacture;
payment with the next Contract stage;
a revised Progress Payment;
addition to a later stage payment or the Final Completion Balance;
another agreed arrangement.
The Variation Notice should identify the payment requirement.
ARK is not required to order project-specific Variation materials before the required payment is received in Cleared Funds.

14. Acceptance
A Variation is accepted only when the authorised Client or representative gives affirmative written or electronic approval that clearly identifies the Variation.
Approval may be recorded by:
signature;
an identified myARK approval action;
email or another electronic message clearly accepting the Variation number, price and time effect.
Payment alone is not acceptance unless the payment request and surrounding record clearly identify the Variation and the Client separately confirms acceptance. ARK must preserve the approval identity, method and timestamp.

15. Version control
Each accepted Variation should update the relevant project record, including as applicable:
quotation revision;
drawing revision;
Material Schedule;
Appliance Schedule;
payment schedule;
programme;
Scope summary.
The latest accepted Variation has priority for the affected subject matter.

16. Drawing changes
Where a Variation affects dimensions, layout, appliances, openings or visible design, ARK may issue a revised drawing.
The Client must review the revised drawing before approval.
Earlier drawings remain part of the audit history but must not be used for manufacture after replacement.

17. Material and hardware changes
A change to material or hardware should record, where relevant:
brand or range;
colour and finish;
performance difference;
price effect;
supplier lead time;
warranty difference;
matching limitation;
affected Care Guide.

18. Appliance changes
Changing an appliance, sink, tap or other product after approval may affect:
opening dimensions;
ventilation;
electrical or plumbing locations;
support;
cabinetry manufacture;
benchtop cut-outs;
delivery and installation.
The Client must provide the final model and official technical information. Additional redesign, remanufacture, storage or repeat attendance may be chargeable where not caused by ARK.

19. Changes after materials are ordered
A change requested after material or component ordering may include reasonable:
supplier cancellation cost;
restocking cost;
unusable material;
freight;
redesign;
revised manufacturing;
delay.
ARK must credit costs reasonably avoided or amounts reasonably recovered.

20. Changes after production begins
A change after machining or manufacture begins may require:
remanufacture;
disposal or repurposing of custom parts;
new edging or hardware;
repeated assembly;
revised delivery or installation.
ARK will explain the material consequence before proceeding where reasonably practicable.

21. Site-discovered conditions
ARK may pause affected work and propose a Variation where site conditions materially differ from the accepted basis, including:
walls, floors or ceilings outside expected condition;
concealed damage;
moisture;
hazardous material;
hidden services;
structural concern;
inaccessible services;
dimensions materially different from supplied information;
work by another trade.
ARK must not charge a Client Variation for a condition caused solely by ARK's own failure.

22. Supplier unavailability and substitution
If an accepted product becomes unavailable, discontinued or materially delayed, ARK will propose a reasonable response, which may include:
waiting for the original product;
selecting a comparable product;
selecting an upgrade with price adjustment;
selecting a lower-cost product with credit;
revising timing;
cancelling the affected item where lawful.
ARK must not substitute a materially different product without Client approval, except where an immaterial technical substitution is permitted by the Contract and does not reduce quality, appearance, function or warranty.

23. Authority, consent and compliance change
A new requirement imposed by a council, engineer, body corporate, landlord, utility provider or other authority may require a Variation unless it results from ARK's failure to meet an accepted obligation.
Responsibility for consent-related work follows the Project Contract Schedule.

24. Urgent safety work
ARK may take limited urgent action without prior price acceptance where reasonably necessary to:
protect people;
prevent immediate material damage;
secure unstable work;
isolate an urgent risk;
comply with an immediate lawful direction;
and it was not reasonably practicable to obtain approval first.
ARK must notify the Client as soon as reasonably practicable and record the action, reason and cost basis.

25. ARK correction is not a Client Variation
Work required solely to correct an ARK error, defective work or failure to comply with the Accepted Project Documents is not a chargeable Client Variation.
If a Client also requests an improvement or redesign while corrective work is performed, the improvement portion may be separately priced.

26. Disputed Variation
If the Client disputes a proposed or completed Variation, the parties should identify:
whether the change was requested or necessary;
who had authority;
the accepted record;
price basis;
work completed;
programme effect;
remedy sought.
Undisputed Contract amounts remain payable, subject to applicable law.

27. myARK and Project Record
ARK may preserve:
the ARKCode assigned to the Project Record;
Variation requests and numbers;
supporting photographs and documents;
notices;
revised drawings;
price and time effects;
approval identity and timestamp;
payment status;
completion evidence.
myARK is the record and approval layer. It does not create a change unless the required approval is recorded.
An ordinary Variation remains part of the existing Project Record. Where a requested change is commercially or operationally a separate later project, ARK may require a new quotation, Project Contract Schedule, Project Record and ARKCode.

28. Consumer rights
Nothing in this Policy permits misleading pricing, unauthorised work or unilateral alteration of an accepted fixed Scope without a valid Contract or legal basis.
Nothing excludes or reduces rights or remedies that cannot lawfully be excluded.