Professional Documents
Culture Documents
METROPOLITAN MUNICIPALITY
Revision no : 1
Page : 1 of 6 ISSUEING OF SITE INSTRUCTIONS
Date revised : June 2001
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.
3. INSTRUCTION
Warning: Where the site instruction clarifies design aspects that will result in an additional
expenditure a VO must be issued.
536485898.doc
CITY OF TSHWANE PROC No: SM-SAD-06
METROPOLITAN MUNICIPALITY
Revision no : 1
Page : 2 of 6 ISSUEING OF SITE INSTRUCTIONS
Date revised : June 2001
536485898.doc
CITY OF TSHWANE PROC No: SM-SAD-06
METROPOLITAN MUNICIPALITY
Revision no : 1
Page : 3 of 6 ISSUEING OF SITE INSTRUCTIONS
Date revised : June 2001
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.
(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.
(c) Inspectors are NOT authorized to sign site instructions unless specifically
authorized to do so by the RE, in writing.
536485898.doc
CITY OF TSHWANE PROC No: SM-SAD-06
METROPOLITAN MUNICIPALITY
Revision no : 1
Page : 4 of 6 ISSUEING OF SITE INSTRUCTIONS
Date revised : June 2001
(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.
(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.
536485898.doc
CITY OF TSHWANE PROC No: SM-SAD-06
METROPOLITAN MUNICIPALITY
Revision no : 1
Page : 5 of 6 ISSUEING OF SITE INSTRUCTIONS
Date revised : June 2001
Note 8: The OR or ENGINEER may “approve” a site instruction in any of the following ways:
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
No Financial Yes
implications
536485898.doc
CITY OF TSHWANE PROC No: SM-SAD-06
METROPOLITAN MUNICIPALITY
Revision no : 1
Page : 6 of 6 ISSUEING OF SITE INSTRUCTIONS
Date revised : June 2001
4. ABBREVIATIONS
536485898.doc