SUBJECT : ISSUING OF SITE INSTRUCTIONS
|1. |SCOPE |
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| |This procedure details the method to be followed to compile and issue site instructions. |
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|2. |RESPONSIBILITY |
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| |The responsibilities of persons authorized to sign site instructions, RE, ENGINEER and OR are detailed in the following flow diagram. |
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| |Note: For Part-time site supervision only |
| |Where referred to the RE it is implied that the Engineer will be the responsible party. |
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|3. |INSTRUCTION |
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| |Warning: Where the site instruction clarifies design aspects that will result in an additional expenditure a VO must be issued. |
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| |In the event of items being found that it: |
| | |
| |constitute a danger to the public, site staff and contractor, or |
| |could lead to damage to, or loss by, any party, |
| | |
| |a site instruction to address the situation shall immediately be issued to the responsible party and the facts shall immediately be |
| |communicated to the OR, PM and PL. |
| |[pic] |
| |NOTES: |
| |Note 1: All site instructions that request work to be done by the Contractor SHALL list each and every pay item concerned (e.g. pay |
| |items 6.10.2, 9.3.1.1.7 and 17.2). |
| |Note 2: (a) The function of a site instruction data sheet is to be a record of the calculated estimated value (See the methodology to |
| |compile a data sheet). Where the estimated value is not known when the site instruction is issued, the value must be entered once it |
| |becomes available. |
| | |
| |This is a form that is intended for internal use only, and shall under no circumstances be given to the contractor. |
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| |The site instruction data sheet must accompany the site instruction through all stages of approval AND be filed on-site. |
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| |(d) The RE must sign of the data sheet once all actions required have been completed. |
| |Note 3: Persons authorized (AP) to sign site instructions as “Engineer’s Representative”: |
| | |
| |The OR and PL both are authorized to sign site instructions pertaining to the following (see also note 6 below): |
| |actions in terms of the General Conditions of Contract. |
| |(b) The RE is authorized to sign site instructions pertaining to the following: |
| |(i) clarification of design drawings and technical specifications; |
| |(ii) confirmation of design amendments (after clarification of same by the relevant designer or OR or PL); |
| |(iii) measurements and payments; |
| |(iv) matters relating to the quality of workmanship; and |
| |requests for new rates (for work authorized by the OR or PL). |
| |(c) Inspectors are NOT authorized to sign site instructions unless specifically authorized to do so by the RE, in writing. |
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| |Note 4: Completion of the site instruction form: |
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| |A site instruction consists of THREE sheets. Ensure that carbon paper is inserted between the sheets prior to writing the instruction|
| |in neat BLACK ballpoint. |
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| |(b) In each instance complete the following: |
| |project code |
| |contract number |
| |contractor |
| |contract description, and |
| |reference / item. |
| | |
| |(c) Compile the site instruction in a neat clear HANDWRITTEN PRINTING avoiding long words and jargon. Be concise, specific and give |
| |clause number details that refer to the standard or project specification, where this is required. |
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| |Always write in the third person, using formal polite language and correct grammar. Keep to facts. |
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| |(e) Where drawings, sketches or loose sheets are used to clarify or amplify aspects of the site instruction, such loose sheets, |
| |sketches and drawings shall also bear the site instruction number and date and shall be signed by the relevant person named in Note 2 |
| |above. |
| |Note 5: To cancel a site instruction, write the word “cancelled” between two diagonal lines across the entire page. Use the entire |
| |cancelled site instruction (all 3 sheets) for updating of the Site Instruction Register and for filing in accordance with |
| |PROC-FT-SAD-01. |
| |Note 6: Complete the distribution blocks by filling in the initials of persons who should have a copy. |
| |Note 7: Financial limits are applicable to requests for extra work that may be approved by the RE without prior PL approval. |
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| |Note 8: The OR or ENGINEER may “approve” a site instruction in any of the following ways: |
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| |(a) Physically countersign the site instruction; |
| |(b) Grant approval by fax or by letter; or |
| |(c) In the event of a safety related issue, telephonically, followed up by either of (a) or (b) above. |
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| |The ENGINEER shall report all such approvals to the OR. |
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| |In the event of the site instruction authorizing extra work that will exceed the approved limit, the ENGINEER shall prepare a VO in |
| |accordance PROC-SM-PAY-03 |
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| |[pic] |
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|4. |ABBREVIATIONS |
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| |AP - Persons authorized to sign Site Instructions as “Engineer’s Representative” as defined in Note 2 above |
| |PL - Project Leader |
| |PM - Project Manager |
| |OR - Official Representative |
| |RE - Resident Engineer |
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|5. |REFERENCED CONTROLLED DOCUMENTATION |
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| |Site Filing System procedure. |
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