EMPLOYER MABUTSANE-SUB DISTRICT COUNCIL

TENDER NO.
CONTRACTOR ............
(PTY) LTD
WORKS
DESCRIPTION
CLOSING DATE .....AUGUST
2021
INTRODUCTION
This Method Statement is prepared by............... and serves to describe
the methods and give an overview of the construction management
elements that will be employed to execute & manage the Maintenance of
Academic Area at Mahotswane
The method statement plan establishes the execution strategy and
defines the organization, work processes and systems necessary in
relation to Scope of works

This Method Statement Plan Plan incorporates information from other

documents including:

The scope of work from the tender document

HSE plans
Quality assurance plan
Management plan and
Mabutsane - Sub District Regulations

COVID19 PROVISIONS
Due to the current COVID19 pandemic, our method statement plan and
safety plan have been tailored to highlight our measures for combating
the spread of the virus. The following will be implemented as mandatory
compliance with national directives and can be improved upon as per
the Client’s needs:
Project Meetings (Kick off, progress & executive) will be predominantly
held on online video conference platforms in alliance with the client’s
systems where possible to eg: Microsoft Teams©, Skype™, Zoom
©

All staff at our office as well as site offices will at all times
wear FFP3 face masks provided by the employer
All employees handling products/goods/general materials will
use
disposable gloves. These will be regularly disposed (as per the
Safety and waste management plan)

Hand sanitizer dispensers will be provided in the offices and

even outside our premise

Mandatory sanitizing of hands for visitors at our offices will be

done all times

Visitors will also be monitored for wearing face masks upon entry in
our premises
 Visitors and staff members will be monitored for temperature
using infra-red thermometer on a daily basis. Records will be kept
as per government regulations.

Our warehouse and office facilities will be thoroughly sanitized

before operations commence. Regular sanitization will be carried
out weekly.

The Client and the Engineer is Mabutsane Sub District Council

and this proposed method statement plan is based on conditions
& designs provided by the client.Where our proposed methods
differ from the clients regulations, the client’s conditions will take
precedence.
SITE MANAGEMENT TEAM

The core construction organization will consist of a Project Manager

assisted by administrators, Site manager, SHEQ officers, Quality
Control officer and two trade specific Foremen.

The Construction Team headed by the Project Manager, shall as a unit be

responsible for the managing of the maintenance works ,
construction/installation cost control, planning, SHEQ management,
construction, and handover of the works.

Pr Project Supervisor
oj
Lesego Mokopi

SHE Officer Site Manager

(17.1 appointee)
SHE Rep
Supervisor Supervisor-
Operations
Boilermaker
(14.1 appointee)
Assistant SHE Personnel
Fire
Marshal
First Aider Boilermakers Rigger
(1)
Welders (2) Drivers (2)
Fitters Scaffol
ding
team
Semi-Skilled (2) (3)
Assistants

SHEQ MANAGEMENT
SAFETY, HEALTH & ENVIROMENTAL
The SHE Management Plan is designed to provide a clear understanding
in the procedures and responsibilities of both the Client and Contractor,
to ensure effective management of Safety, Health and Environment
(SHE) on the project.
QUALITY
At the onset of the project a Project Quality assurance Plan will be
submitted to the client representative for approval. This plan outlines
the Quality assurance and details how the Quality System will be
managed on site and incorporates any client specific requirements.
Process control measures are established in activity based method
statements and quality control plans which are generated for
approval by the site management and the client before the
construction activity commences on site. Evidence of these controls
i.e. inspection reports, laboratory test results and survey records are
filed in Area / Structure Data Packs which are submitted to the client
representative as supporting records that constructed works are as
per client requirements and applicable specification during the hand
over phase of the project. Please refer to the annexure file for more
details on our Quality Plan

OFFICES AND STORAGE

The site offices and Storage will be established on land approved and
made available to us. The place preferred will have to enable us utilize the
existing services, i.e. water, electricity and telephone lines.

SOCIAL WAY MATTERS

Legal and statutory compliance

We are a 100% citizen-owned contractor and are well-conversant with the
policies and statutory guidelines of the Botswana Government in relation
to Labour Hire works of this nature. We will ensure that the said policies
and guidelines are implemented in total. Our employees shall be covered
under the Workman’s Compensation Act and our Site Manager will be an
informed person in terms of relevant Legislation.

Labour Policy

Employment of labour for this project will be done in conjunction with the
Development Committees in the areas. The company is committed to
creating employment opportunities to local residents and will endeavour
where reasonably practicable to employ a majority of the workers from
Mahotswane
WELFARE OF EMPLOYEES
Our employees are our most-valuable asset and as such we will strive to
ensure that their welfare and dignity are preserved. Part of our initiatives
involves educating our employees about their rights and responsibilities
within an occupational environment. We ensure that facilities for
employees are in place including, eating areas, drinking water, ablution
facilities among others. We plan to impart HIV & Aids and Covid 19
information to our employees, through our daily 5-minute talk
discussions.

LOCAL PROCUREMENT POLICY

As.......... we are dedicated to contributing business to the entities around
Mahotswane As we are currently in a pandemic, our organization realizes the
need to be helpful to others so that they may sustain their businesses.

We will source supplies such as groceries and food from local stores. We
will endeavour to source more that 60% of our services including
transport, accommodation and catering from local businesses. Our
administration team will engage local council and consumer associations
to get in touch with businesses that are able to provide the required
services.

SOCIAL COMMITMENTS
............ will be dedicated to all social commitments relating to statutory
requirements. This includes obtaining relevant trading licenses for offices
in......
Mahotswane , attending to community events that may require our
presence as part of the local business community.
..... shall implement & participate in programs to assist with the fight
against the spread of COVID19 within the community. We will endeavour
to spread our efforts throughout the 20+ villages surrounding Jwaneng.
Some of the measures are as follows:
Provision of free sanitizers to communities

Provision of masks

Our safety & health officers will educate communities on

prevention of the spread of COVID19.
LABOUR POLICY

Employment of labour for this project will be done in conjunction with the
Development Committees in the areas. The company is committed to
creating employment opportunities to local residents and will endeavour
where reasonably practicable to employ a majority of the workers from
Jwaneng.

CONTRACT INITIATION

KICK OFF
A Kick-off meeting will be held with the Client / Engineers project team
and the........ Project Team. The meeting will be documented by
minutes distributed to all the relevant parties. The purpose of the kick-
off meeting is to brief the construction team and address scheduling
and budget.

ACTIVITY PLANS
Activity based schedules and activity based cost schedules have been
prepared by the Contracts Manager. This documentation outlines the
anticipated activities expected for construction, the procedures to be
used to perform the activities, and the individuals responsible for
preparation, checking / review, and approval.

DOCUMENT CONTROL
A Hard copy of all daily diaries, weekly reports and month-end reports will
be submitted to the Client / Engineer for approval and a copy will be kept
at the ................ site offices. An original copy of the drawings will be
kept in the Site Engineer’s office and a copy of the drawings will be
distributed to the.......... and Quality Control Engineer.

QUALITY DATA PACKS

A quality data pack will be compiled for each portion of the works
including drawings, inspection forms, test records and handover
documentation. A copy of the data pack will be submitted to the Client
/ Engineer at the handover of each portion.
PROJECT COMMUNICATIONS
The Contracts Manager will submit to the client / engineer weekly safety
and quality statistics, a progress report and an updated contractual
program during fabrication and on-site construction activities.

Correspondence of a contractual nature shall be via hard copies, with

original signature, but may be copied via email to the recipients. Day to
day correspondence shall be via email. This will include minutes of
meetings and notes for the records.

Authorized Signatures List:

Project Manager All Site Documentation
Site Manager Quality, Safety, Certificates Daily
diary
Safety Officer Safety documentation
PROJECT CONTROLS

PLANNING
The basis of the construction planning will be the Work Breakdown
Structure (WBS). The WBS is captured via discipline, Area, and
Activity Codes. The Critical Path Method (CPM) technique of planning
and scheduling will be used for construction................... will develop
the following types of schedules:

a) Contractual Programme (Schedule) In Microsoft projects (MSP) –

updated weekly and submitted to the Client / Engineer.
b) Information Schedule in Excel
PROGRESS & PERFORMANCE REPORTING
The Construction will be reviewed during the Execution process against
planned performance at critical stage gates or milestones. A progress
report will be submitted at the weekly progress meeting within the
prescribed or agreed format.

CHANGE MANAGEMENT
The change management process will occur as stipulated in the contract.
No scope changes are to be executed until an agreement has been put in
place and has been agreed and signed off by the client / Engineer. Once a
change or potential change has been identified, a decision will be taken
between the Client / Engineer and the Contracts Manager as to whether
work in the area concerned is to be stopped, or continued on the
previously agreed scope

THE CONTRACT PROGRAM

We have included a works program which indicates spanning
over.......
calendar months (contract period of..... Calendar days). for
materials procurement , mobilization to site and maintenance works .
SCOPE OF WORKS FOR CRITICAL WORKS Hi

Masonry/Brickwork

Block works shall be done as per approved drawings

All block works executed below ground level built with cement and
shall built in
Mortar.
Marking up of exact location of block walls and openings as per
approved shop drawings shall be done before commencing the work.
Mortar mix shall comply with project specifications
Walls shall be kept level at all times and carried up in a uniform
manner. No part being raised more than 1500mm above any
adjacent unbuilt course.

Angles & Reveals shall be kept true, square and plumb all the time.
Horizontal joints shall be leveled all the time and vertical joints in
alternate courses shall be
plumb and line.
Opening frames shall be set and maintained square, plumb, true and
furnished with anchors.
Install reinforced concrete block lintels over openings as per
approved shop

Joinery

All the Doors & louvers shall be as per approved Drawings

Specifications.
Openings should be complete with the necessary reference layout
Level should be marked using proper level instrument showing
clearly the floor finish level.

Door is then positioned and with the lay-out reference string

carefully on both its horizontal and vertical alignment with the use of
level bar plumbs.
Frame is then fixed and pinholes or slots drilled into walls, prepare
for the setting of the
door following the procedure specified in the installation manual
supplied by the door
Manufacturer

Painting
The Engineer will furnish a schedule of texture of each area and
surface
All material shall be delivered to site in their original unbroken
containers
All the surfaces to be painted/coated with approved quality
paint/coat shall be free from
dust, dirt, fungus, lichen, algae etc
All primary paint shall be applied by brushing. The first coat of paint
shall be applied immediately after cleaning
All work shall be done in a workman like manner leaving the finished
surface
free from drips, ridges, waves, lapse and brush marks.

MATERIALS
Approval shall be obtained for all the materials with reference to
Client’s Contractor’s vendor list, prior to commencement of activities.
Material Inspection Request (MIR) will be submitted to client upon
material arrival to warehouse
.All materials must be stored properly as per the manufacturer’s
recommendations and QCS.
The Material shelf life will be monitored as per Manufacturer’s data
sheets.

MANPOWER

Site Engineer
Supervisor
HSE Inspector
Quality Inspector
Carpenters
Steel Fixers
Masons
Helpers
Painters

EQUIPMENT & TOOLS

The following equipments and tools shall be used for the various
activities.
Angle Grinders

Cutters

Drilling Machines

Wheel Barrows

Bagger mixer

Hand tools
WORKS MANAGEMENT PROCESSES
Quality verification- to confirm that the maintenance works are
undertaken to specified alignments, levels and dimensions and the materials
used in the permanent works comply with the specification and that
appropriate construction procedures are used to ensure that the end
product is as envisaged by the specification and drawings.
Technical verification - to confirm that the works being undertaken
are indeed appropriate for the conditions on the ground and that if
required designs are modified expeditiously to provide sound technical
solutions to cater for any unforeseen or changed site condition.
Cost verification - to confirm that all interim and final payment
certificates are justified on the basis of work completed and certified;
that all ordered variations, and costs arising from unforeseen additional
work or circumstances are expeditiously valued; and the contract is
completed within tendered costs adjusted by justifiable changes.
Progress verification - to confirm that the works proceed according
to agreed program and are completed within an envisaged schedule,
progress is closely monitored and the program is continuously
updated to reflect actual state on site.

All work will be executed to high quality standard and specification in

compliance to Mabutsane Sub District