CITY OF TSHWANE PROC No: SM-SAD-06

METROPOLITAN MUNICIPALITY
Revision no : 1
Page : 1 of 6 ISSUEING OF SITE
Date revised : June 2001 INSTRUCTIONS

1. SCOPE

This procedure details the method to be followed to compile and issue site instructions.

2. RESPONSIBILITY

The responsibilities of persons authorized to sign site instructions, RE, ENGINEER and OR are
detailed in the following flow diagram.

Note: For Part-time site supervision only

Where referred to the RE it is implied that the Engineer will be the responsible party.

3. INSTRUCTION

Warning: Where the site instruction clarifies design aspects that will result in an additional
expenditure a VO must be issued.

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.

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 CITY OF TSHWANE PROC No: SM-SAD-06
METROPOLITAN MUNICIPALITY
Revision no : 1
Page : 2 of 6 ISSUEING OF SITE
Date revised : June 2001 INSTRUCTIONS

STEP OPERATION DOCUMENTATION RESPONSIBILITY

Compile a site instruction and complete the Note 1 Site instruction form RE
1. Site instruction data (Note 3)
site instruction data sheet
sheet (Note 2)

2. Sign the site instruction Note 4 & 5 RE

3. Insert names for distribution Note 6 RE

4. Will the site instruction result in N Note 7

additional expenditure?

Issue a VO VO RE
5. Note 8

6. Update site instruction register Site instruction RE

register

7. Issue site instruction to contractor RE

8. Obtain signed copies from RE

contractor

9. Process and file 2nd copy and site instruction Site filing system RE
data sheet on site

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 CITY OF TSHWANE PROC No: SM-SAD-06
METROPOLITAN MUNICIPALITY
Revision no : 1
Page : 3 of 6 ISSUEING OF SITE
Date revised : June 2001 INSTRUCTIONS

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.

(b) This is a form that is intended for internal use only, and shall under no
circumstances be given to the contractor.

(c) The site instruction data sheet must accompany the site instruction through all
stages of approval AND be filed on-site.

(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”:

(a) The OR and PL both are authorized to sign site instructions pertaining to the
following (see also note 6 below):
(i) 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
(ii) 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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 CITY OF TSHWANE PROC No: SM-SAD-06
METROPOLITAN MUNICIPALITY
Revision no : 1
Page : 4 of 6 ISSUEING OF SITE
Date revised : June 2001 INSTRUCTIONS

Note 4: Completion of the site instruction form:

(a) 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.

(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.

(d) Always write in the third person, using formal polite language and correct
grammar. Keep to facts.

(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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 CITY OF TSHWANE PROC No: SM-SAD-06
METROPOLITAN MUNICIPALITY
Revision no : 1
Page : 5 of 6 ISSUEING OF SITE
Date revised : June 2001 INSTRUCTIONS

Note 8: The OR or ENGINEER may “approve” a site instruction in any of the following ways:

(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.

The ENGINEER shall report all such approvals to the OR.

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

SITE INSTRUCTION DATA SHEET FLOW

DIAGRAM

Site Instruction

No Financial Yes
implications

COMPLETE DATA SHEET: ISSUE VO AND COMPLETE DATA

SHEET:
• Financial implications as “NO” Tick:
• Financial implications
• As-built drawings as relevant
• Additions to contract, or
• Blocks under the As-built • Addition and omission to contract, or
drawings sections • Omission to contract

For information purposes only

ADDITIONS TO CONTRACT ADDITIONS & OMISSIONS OMISSIONS TO CONTRACT

• Complete all relevant sections
• Re-measure (+)
• Dayworks(+)
• Variation Order (+)
TO CONTRACT
• Complete all relevant sections
• Complete all relevant sections • All out
• Re-measure (+/-)
• Dayworks(+)
• Variation Order (+)

COMPLETE AS-BUILT SECTION AND

TITLE BLOCKS WHERE REQUIRED

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 CITY OF TSHWANE PROC No: SM-SAD-06
METROPOLITAN MUNICIPALITY
Revision no : 1
Page : 6 of 6 ISSUEING OF SITE
Date revised : June 2001 INSTRUCTIONS

4. ABBREVIATIONS

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

5. REFERENCED CONTROLLED DOCUMENTATION

Site Filing System procedure.

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