How to respond to consultant comments on a method statement, and get Code A next time

Almost every consultant comment on a method statement is predictable from the specification or from the consultant’s own checklist. Responding well is therefore two jobs: closing this round’s comments so they do not return, and writing the next submission so they are never raised.

What the review codes mean

Codes and wording differ between consultants (some use D for rejected) so read the legend on the review sheet.

The one rule for responses

Answer every comment with the exact place it is now addressed. “Incorporated in MS Section 6.2.15, bullet 3, and ITP item 16.2 (Rev 01)” closes a comment; the reviewer can check it in seconds. “Noted and will comply” leaves the reviewer to find out whether you did, and if they cannot find it quickly, the comment returns.

Three kinds of response

1. Revised. Make the smallest change that fully answers the comment, mark it in the revised document, and give the section, bullet and revision in the response.
2. Already addressed. If the document already answers the comment, quote the section and revision where it does, and a few words of the text. The reviewer missed it once; make it impossible to miss again.
3. Not accepted. Where a comment conflicts with the specification or the contract, say so politely, cite the clause, and propose the compliant alternative. Do not silently accept an obligation that goes beyond the contract (a new test frequency, a standby requirement, work outside normal hours) because the approved method statement becomes the obligation.

Revising without breaking the set

A method statement does not travel alone. When a comment changes the method statement, check the inspection and test plan, the risk assessment, the inspection checklist and the quality risk register for the same activity. A value changed in one document and not in the others produces the next round of comments. Before resubmitting:

• Mark each changed paragraph with a revision bar and add the new row to the revision table.
• Update the revision number in the headers of every reissued document.
• Check that every change traces to a comment: unasked-for edits reopen approved content.
• Re-run your consistency check: the same values, names and document references in every document.

Pre-empting the usual comments

The comments that recur on road and hardscape method statements in Abu Dhabi include:

• Communicate the approved method statement and risk assessment to the crew, and raise a job safety analysis before each task.
• Obtain MEP clearance approved by all disciplines before each work front.
• Hold a coordination meeting with the Engineer before each activity.
• Carry out in-situ CBR before placing build-up layers, and test every layer.
• Raise a work inspection request at each stage: formation, sub-base, base, prime coat, each asphalt course.
• Submit delivery notes for each asphalt truck, and core, Marshall and temperature results for each zone.
• Approve a mock-up for each road marking type, and pre-marking before striping.
• Survey and inspect the set-out before installing signs or wheel stoppers.

Each of these is cheap to write into the first submission and expensive to add after a review.

Questions