Doc No.

: QMANUAL/01

Revision: 1

Date: 25/05/2023

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Company Reg : 2015/411790/07

CLENDALE QUALITY MANUAL

Rev Date Preparation Review Approved Signature

1 25/May QA/QC Approved Approved
2023 Manager Inspection Inspection
Authority Authority

CLENDALE TRADING & PROJECTS (PTY) LTD

18 Juta Street, Vanderbjlpark
Gauteng
1911
THIS DOCUMENT IS THE PROPERTY OF CLENDALE TRADING & PROJECTS
PTY(LTD) AND MAY NOT BE USED, REPRODUCED, TRANSMITTED AND/OR
DISCLOSED WITHOUT PRIOR WRITTEN APPROVAL

TABLE OF CONTENTS
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Title Page no

1. SCOPE 3
2. GENERAL 3
3. VISION STATEMENT 3
4. MISSION STATEMENT 3
5. PROFILE 4
6. APPROACH 4
7 QUALITY POLICY 5
8. QUALITY OBJECTIVES 5
9. QUALITY MANAGEMENT SYSTEMS PLANNING 6
10. MANAGEMENT RESPONSIBILITY 7
11. INTERNAL COMMUNICATION 8
12-14 MANAGEMENT REVIEW 8
14. RESOURCE MANAGEMENT 8
15. PROJECT DELIVERY 9
16. DESIGN AND CONTROL 10
17. PURCHASING 10
18. IDENTIFICATION, TRACEABILITY AND MONITORING 11
19. CLIENT PROPERTY 12
20-23 HANDLING, STORAGE, PACKAGING, DELIVERY 12-13
24. CONTROL /MONITORING AND MEASURING EQUIPMENT 13
25. MEASUREMENT, ANALYSIS AND IMPROVEMENT 14
26. PROCESS CONTROL 14
27. AUDITS AND INSPECTIONS 14
28. CONTROL OF NON-CONFORMANCE PRODUCTS 14
39. ANALYSIS OF DATA 15
30. IMPROVEMENT 15

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1. Scope. The manual describes Clendale’s quality management system in

accordance with ISO 9001.

2. General
2.1 Manual responsibility.

The preparation, review and approval of the manual are the responsibility off:

Preparation: QA/QC Manager

Review: Approved Inspection Authority
Approval: Managing

2.3 Work and implementation responsibility. All employees of Clendale’s are

responsible to implement the contents of the manual.

2.4 Applicability. The manual applies to all work and activities executed by
CLENDALE, including the interactions with sub contractors, suppliers, vendors and
service providers.

3. Vision statement

Our Vision is to be the client’s first choice providers of quality, Service & Value in the
Global market place

4. Mission statement

 The mission statement of CLENDALE is to deliver high-quality, cost effective

projects on schedule.

 Providing knowledge and insight based on up-to-date industry knowledge and

technique.

 Personalizing the service so that problems are intimately understood and

owned to resolution.

 Transferring skills to our clients so that they are empowered to maintain

excellence in their organisations.

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5. Profile

5.1 CLENDALE TRADING & PROJECTS PTY (LTD) is a multidisciplinary, level 1

BEE Company 100% Black Owned, founded by Mr B.I Dibetso the current Chief
Executive Officer’s, Managed and directed by qualified and experience PDI’S

5.2 The company aims to show tremendous revenue growth, by providing consulting
services in construction and engineering, our core services being corrosion
protection and/or repair, structural steel engineering, quality management systems,
mechanical and electrical engineering. The company is associated with highly
qualified professionals with extensive experience in project management, who are
ISO9001 Approved, Members of Engineering council of South Africa and members
of South African Institute of Mechanical Engineers

The above information is used to uplift the standard and/or reschedule work where
applicable as we constantly strive for high level services.

5.3 Transformation is driven at the highest level and pro-active measures are taken
to ensure that the company complies with the Codes of Good Practice as stipulated
in Government Gazette 29617.

5.4 The company head office is situated in Gauteng, with its regional offices been
established in Limpopo and Eastern Cape

6. Approach. Management believes in a hands-on approach and therefore regular

visits to sites countrywide, are imperative. Senior management has committed
themselves to the principles of integrity, respect and transparency as set by
Corporate Governance in South Africa.

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QUALITY POLICY
7. Quality Policy (Clause 5.2) CLENDALE has as a matter of policy adopted
ISO 9001 as quality management principles to achieve the desired result, It is further
the policy of CLENDALE to continuously identify and develop processes and
procedures. Top management are committed to ensure that:

7.1 Continually improve the management system and quality to ensure effectiveness
safe working conditions and rendering a satisfactory service to our clients.

7.2 Management skills, expertise and resources are used in the most cost effective
manner to produce complete the projects of the required standard and quality.

7.3 CLENDALE (Pty) Ltd is compliant with all legislation and regulations relevant to
our industry.

7.4 The policy including the management system, the objectives and procedures are
communicated to and understood by all employees and parties involved in our
operations.

7.5 All employees and other parties involved in our operations implement and
maintain the management system.

7.6 An annual review of the management system is done to ensure continuous

improvement.

7.7 Line managers are authorized and directly responsible to ensure execution of the
said policy, objectives and Quality Management System.

8. Quality Objectives (Clause 5.2.1). The following objectives are applicable:

8.1 Providing agreed levels of product quality and services to our clients, by
appreciating and fully understanding their needs and expectations.

8.2 Maintaining competent and capable resources to comply with regulatory, client
and company requirements.

8.3 Continuous assessment of our employees’ training needs are done and
necessary training is provided in order to benefit all stakeholders.

8.4 The reduction of our operational cost through the effective implementation of the

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Quality Management System.

8.5 Involving and encouraging our Suppliers and Sub- Contractors to continuously
improve their performances

9. Quality Management Systems Planning. (Clause 5.2.2) The established

management system has been developed into four tiers of documents to ensure that
the controls identified in the planning is effective to meet the general requirements of
ISO 9001 as well as the quality objectives.

Level Documents Definition Iso900 Requirements

1 Quality Policy & States the scope of the QMS
Manual Describes the processes of the QMS
Profile of the organization.
Quality Policy and Objectives
Management Responsibility.
Responsibility, authority and
communication
2 Procedures This describes the quality processes
Manual and the interdepartmental control.
ISO 9001 mandates six systems
procedures: Additional will be identified
to ensure effective planning, execution
and control of the processes
Documented statements:
Quality Manual 2.3
Quality Policy 5.2
Quality Objectives 5.2.1
2.4 Control of documents
2.5 Control of records
7.2.2 Internal audits
7.3 Control of non
Conforming products.
7.5.2 Corrective Action
7.5.3 Preventative Action

3 Work Explain details of specific tasks or Documents required for

procedures activities. It includes: effective planning,
and Instructions Project quality plans, quality control operation, and control of
sheets, procedure documents, work the processes.
instructions, drawings, flowcharts,
workman standards, test methods,
checklists, product specifications,
Operating and machine manuals.
4 Record Completed forms, checklists, tags, Requirement as per ISO
labels, test results, evaluations on 9001 2.6
worked performed, suppliers, available
as evidence of compliance
the requirements of ISO 9001

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10. Management Responsibility and authority (Clause 6)

10.1 As stipulated in the Quality Policy Clendale’s management teams are

committed to define, implement and control the Quality management system as per
QMANUAL/1

10.2 Management shall ensure that employees on all levels are acquainted with the
Quality management system, objectives and procedures. These will be regularly
discussed at the site- departmental, cost and board meetings in respect of client
requirements

10.3 Managers on all levels are responsible to ensure execution of the procedures
with respect to their functions and works in the various departments or on projects.

10.4 Management Representative (Clause 6.2). The Project Manager as appointed

by top management shall have the following responsibilities:

10.4.1 Ensuring that processes needed for the quality management system are
established, implemented and maintained.

10.4.2 Reporting to top management on the performance of the quality management

system and any need for improvement

10.4.3 Ensuring the promotion of awareness of client requirements throughout the

Organization

10.4.4 Ensuring that appropriate communication processes are established within

the organization and that communication takes place regarding the effectiveness of
the quality management system.

10.4.5 Ensure that a review of the organization's quality management system, at

planned intervals, are done to ensure its continuous suitability, adequacy and
effectiveness. This review shall include assessing opportunities for improvement
and the need for changes to the quality management system, including the quality
policy and quality objectives.

10.4.6 Ensure that the Quality Management System is audited on a regular

basis and any deficiencies are identified and promptly addressed.

10.4.7 Ensure that all personnel are trained in the usage of the Quality Management
System and that all such training is applied to all operations and activities the
company

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11. Internal Communication (Clause 6.3) All requirements, content and results of
the effectiveness of the implemented Management System will be well
communicated to all company personnel and interested parties through the usage of
manuals, bulletin boards, e-mails, newsletters, memos, companies-meetings, faxes
and training. Input and feedback from all levels and parties will be encouraged by
management.

11.1 Changes on the quality management system.

11.2 Recommendations on improvement.

12. Management Review. (Clause 6.4) The overall compliance of the Quality
Management System is discussed on a monthly basis during the Cost meetings. An
annually review of the total system is done as per the Quality Manual and monthly
feedback reports. This will include the following:

12.1 Client evaluation reports/ feedback.

12.2 Results of monthly audits.
12.3 Performance on processes and procedures.
12.4 Feedback on recovery plans
12.5 Non-conformances reports
12.6 Follow up on previous review sessions.
12.7 Status of preventative and corrective actions.

13. The records of the management review include the decisions and actions in
respect of the following:

13.1 Improvement of the quality management system and its processes

13.2 Improvement of product related to client requirements

14. Resource management. (Clause 7). Management will identify and provide
resources to:

14.1 Implement and maintain the quality management system.

14.2 Ensure client satisfaction by meeting client requirements.
14.3 In this regard emphasis is placed on the following:

14.3.1 Human resources. The identification and acquisition of human resources

with respect to competency will be controlled by the human resources manager.
(Refer QHR-MANUAL/01)

14.3.2 Competence, training and Awareness. The following is maintained:

14.3.2.1 Job profiles will form an integral part of the identification of required training
for all personnel whose activities can have a impact on the quality of work.

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14.3.2.2 Company personnel at all levels will be evaluated upon their employment
and on a ongoing basis to determine their individual and collective competency and

14.3.2.3 The Human Resource Manager in consultation with the Project Manager, if
necessary with senior personnel will determine the level and type of training
required.

14.3.2.4 The SHEQ manager will undertake training in the effective use of the
company's Quality Management System.

14.3.2.5 All new personnel or new duties to be allocate too personnel, will be
assessed to determine their competency, capability, and required training needs.

14.3.2.6 A training matrix will be established for all personnel. Records of all training
undertaken will be generated and maintained. (Refer to Training Procedures)

14.3.2.7 The effectiveness of all training given or received will be monitored.

14.3.3 Infrastructure. Management will provide the required infrastructure in terms

of the following:

14.3.3.1 Site and associated facilities

14.3.3.2 Process equipment (hardware and soft ware)
14.3.3.3 Supporting services such as transport, communication, information
systems.

14.3.4 Working environment. CLENDALE will determine and manage the work
environment in order to achieve the requirements as per safety, health and
environmental specifications and programs.

15. Project Delivery (Clause 8)

15.1 Planning of Projects. CLENDALE will plan and develop activities as per
Estimators policy and procedure and the various operational procedures. (Refer to
QOPSPROC/01- After contract awarding) to achieve the following:

15.1.1 Quality objectives and requirements

15.1.2 Safety, health and environmental objectives and requirements.

15.1.3 Project requirements in terms of program and other specifics in terms of the
project.

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15.1.4 Required verification, validation, monitoring, inspection and tests for the
specific project

15.1.5 Maintain records to provide proof of the requirements in terms of the project
and other specifications.

15.2 Client Related Process. (Clause 8.2) All orders, tender requirements, or
products received will be reviewed for the right requirements related to the product,
services by authorized personnel, prior to acceptance, to ensure that:

15.2.1 All requirements are adequately defined and documented.

15.2.2 Any regulatory features applicable to the enquiry are considered.
15.2.3 Specified requirements are within the company's scope of supply, capability
and capacity.

15.2.4 Any additional resources and controls are identified and taken cognizance of.
15.2.5 All contracts, tenders are formally submitted.
15.2.6 All received orders, including contractual pricing will be correlated and verified
against submitted tenders and quotations

15.2.7 Any ambiguities, queries are resolved and agreed on prior to the acquisition/
purchasing any additional resources or the commencement of any production or
site activity or stock delivery.

15.2.8 Any proposed deviation from the clients regulatory or technical requirements
are identified and formally addressed.

15.2.9 Lines and methods of communication will be established, including client's

satisfaction information, regarding the company's products, services and activities.

16. Design and development. (Clause 8.3) Due to the nature of the Company's
business activities- Construction erection to individual client’s requirements,
Design & Development has not been included into the Quality Management System

17. Purchasing. (Clause 8.4) CLENDALE has established a comprehensive

purchasing procedure to ensure the correct materials at the required time at the
specific project location. (Refer to QPUR-PROC/01) The following is applicable:

17.1 Any material, product consumables or sub-contracted service procured, which

could positively impact on the quality of the site activities, or products provided by
the company, will be purchased from approved suppliers/ sub-contractors.

17.2 The selection of suppliers or sub-contractors may be based upon assessment

by management, past proven performances, black economic empowerment, client

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recommendations, supplier of branded products, price structure, reliability and

quality of products

17.3 Orders and any related purchase specifications will clearly identify requirements
by type, drawing numbers, standards, specifications, preservation, packaging
identification, traceability and protection.

17.4 All company requirements will formally be communicated to suppliers, sub-

contractors who will be encouraged to implement their own Management System to
improve their supply of services and products on an ongoing basis.

17.5 Monitoring of suppliers / sub-contractors will be undertaken by verification or

testing of supplied products or services.

17.6 All supplied documentation will be reviewed for deficiencies related to quality
quantity, price, and delivery time.

17.7 Data from verifications will be analyzed on a continual basis via the Quality
Assurance Officer three monthly reports.

17.8 The location of inspections including any of the company's clients that they may
wish to undertake will be specified as agreed on, should it not be upon receipt at
the clients premises.

17.9 Suppliers or sub-contractors will where necessary be assisted in attaining the

company's requirements and compliance to specified management system
elements.

17.10 All purchased products that do not conform to requirements from suppliers or
subcontractors may be removed from the company's suppliers list, if consistently fail
to comply with the company's requirements

18. Identification, traceability and monitoring (Clause8.5.3) all materials will be

identified from their initial receipt ,through all processing activities and their
monitoring status known .Traceability is not normally a specific requirement for our
clients. The methods by which materials will be identified, and their monitoring status
known will include:

18.1 Purchase orders

18.2 Supplier delivery notes
18.3 Identification tags/ labels or markings
18.4 Serial numbers and specific descriptions of materials
18.5 Material certification (if applicable)
18.6 Inspection sheet

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18.7 Project quality control plans

18.8 Measuring sheets of worked done.
18.9 Identifying materials and products through drawings and specifications

19. Client Property. (Clause 8.5.4 Management will ensure procedures and
measures to protect and safeguard the value of clients property. Such controls will
be monitored on a continual basis. Should any client’s property be subject to loss or
damage, or any incident, while under control of CLENDALE or a sub contractor, it
will be immediately recorded, reported and investigated. Feedback will be given to
the client concerned.

20. Handling, Storage, Packaging, Protection and Delivery. Clause 8.5.5) This
includes the following:

20.1 Handling. Training in the correct methodology of handling of material, products,

and equipment will be provided to the company's personnel to prevent damage /
decoration of company property. Only trained and licensed personnel will be
permitted to drive, handled or handling equipment or to operate I company's
vehicles. Special attention will be taken, for handling hazardous materials, all
fragile material, electrostatic sensitive devices

20.2 Storage. Designated storage areas, lay down areas, and pallets will be
specified and provided to ensure that all received material and products are
protected to minimize the risk of loss, damage, leaks or deterioration. Storage areas
and their contents will be monitored on an ongoing basis to verify storage conditions
and the integrity of the storage goods. Good storage practices implemented by:

20.2.1 Stock control I inventory management system.

20.2.2 Conducting regular stock counts
20.3 To prevent cross contamination and mixing of materials, segregation of these
materials will be a priority.
20.4 CLENDALE will take great care regarding, toxic materials, flammable products
and corrosive items.

21. Packaging, Preservation and Protection. All packaging and its protection
requirements, related to all supplied material will be stipulated to the extent
necessary to our suppliers and sub contractor. Site store personnel to ensure
conformance to Health and Safety requirements, and the protection of materials

22. Delivery. The communication related to, and the timing of delivery of material to

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clients sites, will be agreed on tender or contract receipt stages and will be
monitored by site management. The company's suppliers / sub contractors
adherence to the clients or company delivery requirements will be monitored
regularly.

23. Company delivery vehicles will be maintained in a satisfactory road worthy

condition and the continual assessment of the licenses of company drivers will be
undertaken. The safe loading of company and approved transport delivery vehicles
will be monitored through necessary documentation e.g. delivery notes or purchase
orders

24. Control of monitoring and measuring equipment Clause 8.6) CLENDALE will
determine the monitoring and measuring equipment required to ensure evidence of
conformity of product, prevention of any hazard and risk as identified through the risk
assessment process. General control and inspections of monitoring and measuring
equipment will be in accordance with the procedure for management of plant and
equipment. The following will be ensured:

24.1 The company will identify, select and provide all necessary, measuring and
monitoring devices for the successful activities of its operations.

24.2 Any device, which may be utilized as aid to control site activities or verification
of materials will be controlled by using surveys and checklists

24.3 Any equipment identified as being outside of specific limits will necessitate
(where practical) in the re-inspection of materials/products, previously accepted or
supplied.

24.4 Records of all measuring and monitoring devices and their subsequent
calibration I verification equipment will be retained.

24.5 All the equipment been used, will be stored in such manner to protect it integrity
when on or off site.

25. Measurement, Analysis and Improvement. Clause 9) CLENDALE will

implement measurement, analysis and improvement processes to ensure and
determine client satisfaction. This will include the following:

25.1 Demonstrate conformity of the product as per client specifications.

25.2 To demonstrate of the quality management system
25.3 To continually improve the quality management system by evaluating the
compliance to legislation, regulations and conforming to ISO 9001 and the client
project specifications.

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26. Process Control. CLENDALE will ensure that all processes in the execution of
the work are controlled. This will be based on the principle of monitoring the specific
activity as part of the process and institute corrective actions where the process will
deviate from the prescribed route. The control measures will include the utilization of
the following tools:

26.1 Specific procedure manuals for working activities

26.2 Task inspections performed on the various activities as per procedures
26.3 Project control sheets as per work done.

27. Internal audits and inspections. (Claus 9.2) Audits will be planned and
conducted as follow:

27.1 Monthly audits. Informal monthly audits/ inspections are conducted to monitor
the execution of the procedures and to ensure that all procedures as distributed
are available on site. The audits sheet will be updated as the procedures are
completed and distributed. The personnel of the SHEQ department is responsible
for these audits and inspections. Feedback on the audits will be included in the
monthly quality report to senior management.

27.2 Compliance audits. These audits are done on the total quality management
system every six months. The results hereof with the monthly audits will be used
in the management review.

27.3 Follow-up inspections and audits will be conducted to ensure that corrective
actions had been taken on the non-conformances.

28. Control of non-conforming products. Clause 9.3) CLENDALE will ensure that
all products, services and processes that do not conform to the set requirements are
identified and immediate corrective actions take. Records of non-conformances and
action taken will be kept and also used for the management review purposes. The
detail of the non-conformances will also be used to determine preventative actions.

29. Analysis of data. (Clause 9.4) CLENDALE will determine the appropriate data
required to ensure the effectiveness of the quality management system. The sources
of information that will be applicable are as follows:

29.1 Client reports on projects

29.2 Minutes of progress and technical meetings
29.3 Audits reports (monthly and six monthly)
29.4 Audits reports (internal and external)
29.5 Evaluation on suppliers and vendors performances.
29.6 Evaluation reports on sub contractors and performances

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29.7 Monthly Cost meeting reports

30. Improvement. (Clause 9.5) CLENDALE will continually improve on the quality
management system through the use of the various policies and objectives, reports,
data analysis and corrective and preventative actions. This will also revolve around
the following actions:

30.1 Corrective actions. CLENDALE will act to determine non-conformances and

corrective measures to prevent re-occurrence.

30.2 Preventative actions. CLENDALE will determine and eliminate non-

conformances and implement actions to prevent these non-conformances in time
and the Re-occurrences.

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