CONSULTANT PROCEDURE MANUAL FOR DESIGN CONSULTANCY SERVICES. Version 2.0

Transcription

1 CONSULTANT PROCEDURE MANUAL FOR Version 2.0 November 2014

2 Consultant Procedure Manual for Design Consultancy Services Version 2.0 November 2014 Abu Dhabi City Municipality PO Box 263 Abu Dhabi, United Arab Emirates Copyright 2014, Abu Dhabi City Municipality. All Rights Reserved. No part of this document may be reproduced, distributed, or transmitted in any form or by any means without the prior written permission of the Abu Dhabi City Municipality

3 TABLE OF CONTENTS 1 INTRODUCTION PURPOSE CONTENTS AND ORGANIZATION REVISIONS AND UPDATES BIBLIOGRAPHY DESIGN PROCEDURES GENERAL DESIGN PREREQUISITES Analysis of Cost and Effectiveness Presentation of Alternatives Value Engineering Quality Control and Quality Assurance DESIGN PROCESS Pre-Concept (Planning and Study) Conceptual Design Preliminary Design Final Design COST ESTIMATE AND COST CONTROL DURING DESIGN DESIGN SUBMISSION AND DESIGN REVIEW PROCEDURES Approach to Design Review Review Process Review Checklists Calculations Drawings Acceptance DESIGN DRAWING PRESENTATION Style Terminology Symbols, Abbreviations and Omissions of Periods Drawing Titles Drawing Format and General Requirements Drawing Content General Drawings...26 Page 1 of 69

4 Civil Drawings Structural Drawings Utilities Drawings Electrical Drawings (E1 E4 Series) Mechanical Drawings (M1 M3 Series) CADD Standards General CADD File Structure Coordinates and Projection Systems CADD Standards Manual CADD File Structure for Submission to Department Title Blocks Amendment Description Block General Notes Scale Bars Drawings Scales and Dimensions General Preferred Dimensioning Units Designating Details Drawing Sequencing and Numbering System Drawing Sequence within a Series Drawing Numbering for Multiple Structures Stationing North Arrows Ramp Designated Convention Diamond and Urban Type Traffic Interchanges Drawing Sequence within a Series PROJECT TENDERING GENERAL CONSTRUCTION AND TENDER DOCUMENTATION Preparation of Tender Documents Elements of Tender Documents General Conditions of Contract Special Conditions of Contract Standard Specifications...55 Page 2 of 69

5 Particular Specifications Bill of Quantities DEPARTMENT S WRITTEN APPROVAL OF FINAL DESIGN Construction and Tender Document Structure FINAL PROJECT APPROVAL Notice of Intent to Tender Review by Other Departments AUTHORIZATION TO ADVERTISE OTHER DOCUMENTS NECESSARY FOR TENDERING Advertisements for Tenders Instruction to Tenderers Form of Tender TENDER STAGE Enquiries and Addenda Mid Tender Meeting RECEIPT OF TENDERS TENDER ANALYSIS Financial Analysis Technical Review Appraisal TENDER ANALYSIS REPORTS CONTRACT AWARD...65 APPENDICES...66 APPENDIX A COST CONTROL DURING DESIGN PROCESS...67 APPENDIX B DESIGN SUBMISSION AND DESIGN REVIEW...68 APPENDIX C DESIGN SUBMISSION REQUIREMENTS FOR STORMWATER...69 Page 3 of 69

6 1 INTRODUCTION 1.1 PURPOSE The Consultant Procedure Manual for Design Consultancy Services is intended as a guide for contractual relationships between the Internal Roads and Infrastructure Directorate (IRI) of the Abu Dhabi City Municipality (referred to throughout this manual as the Department or ADM ) and consultants providing civil engineering and other professional services. For Department staff, the manual defines a structured, uniform approach to managing and administrating consultant contracts. For consultants, the manual identifies and explains the Department s minimum expectations within a framework of local law, policies and customs. Furthermore, the manual describes the design development process, standards for design deliverables and consultant responsibilities during the construction tendering process. All designs shall satisfy the requirements of relevant statutory authorities and other stakeholders. When using international design standards, consideration of local conditions shall be maintained throughout the design development process. Consistent and thoughtful use of the Consultant Procedure Manual for Design Consultancy Services will promote the following desired outcomes: Consultant proposals will be of uniformly high quality in terms of responsiveness to the Department s scope of services, contract and budgetary requirements, both general and specific. The incidence of contractual disputes will be minimized, and satisfactory resolution of disputes will be achieved quickly and equitably. Engineering plans and other products of work will have consistent, well-organized formats that do not vary significantly from project to project or from consultant to consultant. Department and consultant procedures for technical review, revision and acceptance of work will be expedited. Cost efficiency of consultant services will be increased through early understanding of standardized contractual procedures and performance criteria. Consultant s proposals are to ensure safe, sustainable, cost effective, aesthetically pleasing designs, taking into account risk management, value engineering, constructability and future operation and maintenance costs. The Consultant Procedure Manual for Design Consultancy Services is part of a series of manuals and supporting documents that standardize the planning, design, construction, maintenance, specifications and practices of engineering projects under the administration of the Department. Companion documents are to be collected from the Department and/or will be available on the Abu Dhabi City Municipality website This Manual supersedes the previous version of the ADM Consultant Procedure Manual issued in Page 4 of 69

7 Reference standards and guidelines by other stakeholders will also need to be taken into consideration. These can be obtained directly from the stakeholders. Samples of these documents can also be found on the Abu Dhabi Quality and Conformity Council website The consultant is to review which standards and guidelines by other stakeholders are to be used for the design, with the agreement of the Department. As required, revisions and updates to this manual will be made as described in Section 1.3, below. To accommodate updating, the manual is published in loose-leaf form. Contents of this manual are based in part on similar manuals and procedures in use throughout the world. It is assumed that users of this manual have the required educational and engineering experience to understand and properly implement its procedures, standards, and criteria. Under any particular contract, if the consultant s scope of services (or other items) conflicts with the contents of this manual, the terms of the contract govern. 1.2 CONTENTS AND ORGANIZATION Besides this introduction (Section 1), this manual is comprised of two other main sections. These are: Section 2 - Design Procedures. This Section covers consultant obligations in a design contract and describes the design process, with detailed descriptions of typical deliverables. Section 2 also covers preparation of tender documents and design presentation. Section 3 - Project Tendering. This Section describes the consultant s role in the construction tendering process. The procedures in this manual are primarily related to design contracts. From time to time, the Department also contracts with consultants for other professional services besides design. While some of the information in this manual may be applicable in these cases, consultant procedures for those types of contracts are specified in the Terms of Reference for the specific study or special project. 1.3 REVISIONS AND UPDATES From time to time, the Department may need to revise or supplement information in this manual. As necessary, the Department will transmit a letter to consultants informing them of any changes or supplemental information that is to be incorporated into the manual. On receipt of such a letter, a consultant is to apply its instructions to all projects. Page 5 of 69

8 Instructions in this manual may also be overridden on a project-specific or consultant-specific basis. In this case, the Department will transmit a letter to affected consultants only. These specific overrides apply only to the projects, tasks, or consultants stipulated in the letter. Furthermore, the Department may have or may impose policies and procedures that are not covered in this manual. In that case, consultants will be informed by Department directives and those directives shall take precedence over this manual. 1.4 BIBLIOGRAPHY The following reference documents (refer to latest edition with interim revisions) are excellent sources of information for consultant procedures related to design engineering: 1. AASHTO A Policy on Geometric Design of Highways and Streets, American Association of State Highway and Transportation Officials. 2. AASHTO LRFD Bridge Design Specifications. American Association of State Highway and Transportation Officials. 3. AASHTO Guide Specifications for LRFD Seismic Bridge Design. American Association of State Highway and Transportation Officials. 4. AASHTO Roadside Design Guide. American Association of State Highway and Transportation Officials. 5. AASHTO Standard Specifications for Structural Supports for Highway Signs, Luminaires, and Traffic Signals. American Association of State Highway and Transportation Officials. 6. AASHTO Guidelines for Value Engineering. American Association of State Highway and Transportation Officials. 7. Highway Capacity Manual, Transportation Research Board. 8. ICE Manual of Highway Design and Management, ICE Publishing. 9. Principles of Pavement Engineering, ICE Publishing. 10. Risk Analysis and Management for Projects (RAMP), ICE Publishing. 11. Quality in the Constructed Project: A Guide for Owners, Designers, and Constructors (American Society of Civil Engineers Manual No. 73). 12. NCHRP Report 708, A Guidebook for Sustainability Performance Measurement for Transportation Agencies, Transport Research Board. 13. Sustainable Infrastructure: Principles into Practice, ICE Publishing. 14. Sustainable Highways, Pavements and Materials, Kasthurirangan Gopalakrishnan, Transdependenz LLC. 15. Armstrong, J., Robinson, S., and Dixon R. The Decision Makers: Ethics for Engineers. American Society of Civil Engineers (Thomas Telford, Ltd.). Page 6 of 69

9 2 DESIGN PROCEDURES 2.1 GENERAL In addition to this general subsection, this chapter is divided into five main subsections: Section 2.2, Design Prerequisites, describes two processes or systems that a consultant must have in place before beginning design work. Section 2.3, Design Process, is a description of the four general phases of design development and their respective deliverables. Section 2.4, Cost Estimate and Cost Control During Design, describes the requirements for cost estimates and cost control during the design process. Section 2.5, Design Submission and Design Review Procedures, describes the reviews to be conducted by the consultant before submitting a design deliverable. Section 2.6, Design Drawing Presentation, defines the Department s requirements for design drawings. Standards for style, format, drawing order and CADD practices are included. 2.2 DESIGN PREREQUISITES Before starting the design work of a project, a consultant needs documented procedures in place for analysis of cost effectiveness and quality control. These two procedures run in parallel, though autonomously, to the design process itself. They should be systematic and ongoing throughout the entire design process. The following subsections describe the Department s expectations for consultant performance with regard to these procedures. The consultant will be responsible for assuring that the consultant s sub-consultants also follow these procedures. The consultant will perform the works with the understanding that the estimated cost of the project and schedule of work must be maintained. In the event that it becomes apparent to the consultant that the budget or schedule cannot be met, the consultant shall notify the Department s Project Manager immediately and in writing of the specific areas of variance, and suggest alternative strategies to mitigate the variance Analysis of Cost and Effectiveness From the beginning of conceptual design through the completion of final design, all aspects of a project should be regularly analyzed from the perspective of cost effectiveness. Cost effectiveness is a major factor in decisions made at all levels of design completion. The most cost-effective design is not necessarily the least expensive design. Many factors need to be examined when analyzing cost effectiveness. Life-cycle, sustainability, capital expenditure (CAPEX) against operational expenditure (OPEX) and indirect costs must be factored into any analysis of cost effectiveness. A low initial investment may very well be an expensive choice in Page 7 of 69

10 the long run. Likewise, a costlier design may in fact be the most cost effective once factors such as maintenance and other indirect costs are added into the equation. Consultants are expected to document analysis of cost effectiveness and to keep records of all related correspondence, calculations and back-up material. The Department maintains the right to request and review these records at any time during a contract. Consultants should follow the ADM IRI Sector Manual procedure for Cost Control During Design Process, as shown in Appendix A. Analysis of cost effectiveness has two related objectives. First, it is a fundamental consideration when reviewing alternatives. Second, it is often the key to identifying project elements that may benefit from value engineering Presentation of Alternatives Throughout the development of a design, decisions are made between alternatives. During preconcept (planning and study) a clear understanding of strategy and objectives for the project will be developed, along with an understanding of risks associated with the project. During conceptual design, a decision may be as major and basic as a road s alignment. In preliminary design, decisions must be made between different designs and construction methods agreed to be developed from the concept design and value engineering study. During final design, details remain to be resolved and choices - between different types of street furniture or luminaires, for example - must be made. When presenting alternatives, it is a consultant s responsibility to ensure that the Department is presented with clear, objective information on which to make its decisions. Cost effectiveness of an alternative is a major consideration. Thus, thorough analysis of cost effectiveness is a primary consultant responsibility Value Engineering As part of ongoing analysis of cost effectiveness, a consultant is to consider Value Engineering (VE) in the design of all elements of a project. The objective of a VE study is to improve quality, minimize costs, reduce construction time, make the project easier to construct, ensure safe operations and assure environmental and ecological goals. The VE team is to look for the optimum blend of scheduling, performance, constructability, maintainability, environmental awareness, safety and cost consciousness. The VE study is to incorporate, to the extent possible, the values of the Department and major stakeholders. The study is to include the input from designers, construction engineers and maintenance engineers, contractors (review of design, alternative materials and construction methods) and other stakeholders. The VE review process needs to be undertaken as early as possible, i.e. before commitment of funds, approval of systems and designs in order to get full Page 8 of 69

11 benefit and maximum results. Note that VE is not to be considered a design review or a peer review. The VE study should be conducted as early as possible after the basic design elements and preliminary cost information have been developed typically after the preferred alternative has been identified, i.e. Conceptual Design or earlier. This will allow the VE recommendations to be more readily incorporated into the project. Proper timing helps to ensure that recommendations generated through the VE study do not cause significant impact on the project schedule. In general, the earlier VE is applied, the greater the potential for savings. During the early phases of the design, the VE multi-disciplined team of individuals (not personally involved in the design of the project) is to undertake an independent review of the project to ensure that the transportation, safety and community needs are met in an efficient and costeffective way. The consultant VE team leader is responsible for guiding the team in its efforts during the study and is to be proficient in the VE process. All project information is to be reviewed by the VE team leader and his team. This generally includes, but is not limited to: Project synopsis including constraints and controlling decisions. Information relevant to identification of preferred concept, including estimates of construction costs, potential environmental impacts and safety and operational concerns. Right-of-way information, including estimated costs for various alternatives. Information, including estimated costs, for any potential alternatives. Effects on local business and developments. Effects and impacts due to construction. Verify the need and scope of the project. Options for flexibility to manage and maintain traffic during construction. Data relevant to life cycle costs, including maintenance costs and periodic improvements for each alternative. Risk Management. Project Design Criteria. Traffic Information. Environmental. Sustainability. Geotechnical. Survey information, including aerial photography. Videotape and/or set of photographs. Typical sections and profiles. Information for structures, drainage, electromechanical, street lighting, landscaping, utilities, etc. Page 9 of 69

12 Specifications and standard detail information. Public and stakeholders requirements and comments. Any other exhibit or graphics that maybe required. The VE team leader is to meet with the project stakeholders, decision makers and team members in preparation of the VE study, undertaking workshops as required. The VE team is to carefully analyse the merits of each alternative considering the project as a whole. Any negative factors associated with a value alternative are to be noted. In certain cases an alternative may provide value in a certain location but may be less effective when the whole project is considered. Development stage analysis will be sufficiently thorough to identify and resolve these concerns. Documentation of the value alternatives is to be comprehensive and the consultant is to develop the alternatives into acceptable recommendations. The following information related to the VE analysis recommendations shall be well documented throughout the study process. This generally includes, but is not limited to: Original concept. Proposed changes. Discussion of benefits of the changes. Cost benefit analysis. Initial and subsequent schedule impacts. Implementation considerations. Initial and subsequent changes to the scope. Follow up actions. Lifecycle cost analysis. Risk management. Project schedule. Impacts on other key attributes. Exhibit or graphics that may be required. The consultant is to present the recommended VE alternatives to the Department and other stakeholders as required. The VE study is then to be submitted as a formal report to the Department. The Department will undertake a final review and decide whether or not to approve and implement the recommendations. Value management workshops for the project are also to be undertaken at Conceptual Design, Preliminary Design and Final Design. Each workshop should generate value management proposals detailing key aspects of each idea including the baseline condition, the proposed alternatives, the advantages and disadvantages of the alternatives, the cost implications, etc. Page 10 of 69

13 After the workshops, the consultant s senior management and design team are to jointly determine which of the recommended value management proposals should be implemented. These proposals are to be submitted as a formal report to the Department for review and approval. Depending on the complexity of a design project, the Department may or may not require a VE study to be undertaken and this will be identified in the Terms of Reference. If a VE study is excluded from the Terms of Reference, value management workshops must be undertaken at Conceptual Design, Preliminary Design and Final Design Quality Control and Quality Assurance A consultant holds full responsibility for the accuracy and completeness of the plans, calculations and related documents furnished under a scope of services. To help ensure that accuracy and completeness are achieved, the Department requires consultants to implement and follow a quality-control plan. The review of the design should be carried out independently by qualified assessors. The consultant is also to undertake quality control and quality assurance in accordance with the Abu Dhabi City Municipality, Quality Control & Quality Procedures Manual. These procedures are not intended to replace the quality control measures that are currently in use, but to promote awareness regarding the importance of quality control through the design process. The purpose of the Quality Control & Quality Procedures Manual is to enable consultants to demonstrate to the ADM that they are incorporating effective quality control measures into the design process. The Quality Control & Quality Procedures Manual has the following forms, certificates and checklists that are to be completed by the consultant: 1. Quality Assurance Form. 2. Design Completion Certificates. 3. Consultant Evaluation Form. 4. Checklist No. 1 Plans to be submitted at Each Stage. 5. Checklist No. 2 CIVIL (Pre-Concept Stage and Conceptual Design Stage). 6. Checklist No. 3 CIVIL (Preliminary Design Stage). 7. Checklist No. 4 CIVIL (for all Stages). 8. Checklist No. 5 CIVIL (for all Stages). 9. Checklist No. 6 Structures (Pre-Concept Stage and Conceptual Design Stage). 10. Checklist No. 7 Structures (Approval in Principle Report). 11. Checklist No. 8 Structures (Preliminary Design Stage). 12. Checklist No. 9 Structures (Detailed Design/Final Design Stage). 13. Checklist No. 10 Structural Drawings for all Stages. 14. Checklist No. 11 Utilities (Pre-Concept Stage and Conceptual Design Stage). Page 11 of 69

14 15. Checklist No. 12 Utilities (Preliminary Design Stage). 16. Checklist No.13 Utilities (for all Stages). 2.3 DESIGN PROCESS Actual design procedures vary depending on the type and complexity of a project. The objective of the design process is to develop comprehensive design and construction documents including plans, specifications and Bills of Quantities. Design elements are prepared in accordance with the concepts and guidelines presented in the various technical documents developed during the pre-concept (planning and study) and conceptual design stages. In addition, design is governed by guidelines contained in this manual and supplementary manuals adopted or developed by the Department and other relevant stakeholders (e.g. government authorities, agencies, etc.). Quality design document production is a primary objective throughout the design process. This objective is facilitated by a four stage design process that culminates with the completion of the tender documents. The four stages of the design process are as follows: 1. Pre-Concept (Planning and Study). 2. Conceptual Design. 3. Preliminary Design. 4. Final Design. Table 2-1 below lists the design phases with the associated main tasks and deliverables. A design phase is considered complete when the Department has accepted its related deliverables. Page 12 of 69

15 Table 2-1 Project Submission Requirements Form Design Phase Main Tasks Deliverables Y/N N/A Remarks Pre-Concept (Planning & Study) Conceptual Design Collection of existing and planned site data (NOI s to consultants, utility agencies and other relevant Authorities to collect existing and planned site data; i.e. existing and planned utilities from TPD, ADDC, ADSSC, as-built for structures, etc.) Gather information from other stakeholders (land use from UPC/TPD, transport requirements from DoT i.e. STMP, DoT s Walking and Cycling Master Plan, Bus Stop Guidelines, etc., utility requirements from utility providers) Geotechnical Desk Study (this desk study will be based on (1) Available historical data for the site, including aerial photographs and satellite images. (2) Available data from adjacent sites or different projects in the same site (3) Preliminary boreholes and field tests to be executed specifically for the planning phase.(4)walk over site report Presentation to the Department. Collection of detailed site data (i.e. topographic survey, full scale geotechnical investigation, traffic surveys, details of existing bridges and other structures, etc.) 1) Pre-Concept Report; presenting the collected data and information 2) Context Plan; showing the existing and planned conditions of the project location and affected vicinity areas 1) Design Concept Report; including: a) Design criteria and utility demand matrix In-depth analysis of data b) Design Alternative Summary Report & Concept Cost Estimate (*) Develop design criteria Conceptualization of solutions; determine cross sections and transfer street corridors into concept plan Development and analysis of alternative concepts; i.e. feasibility, constructability, sustainability and Estidama, public realm, lighting, material selection (opex/capex), etc. c) Lighting Report; including layout, lighting strategy plan, sections and elevations, fixture type images, light pollution levels, etc. d) Bridges & Highway Structures Report; details of structural alternative concepts including recommendations, drawings, details of existing structures and as-built drawings e) Concept Design of Pavement; including pavement type selection, design criteria of pavement, reference standards, relevant studies, design considerations, design alternative. Liaison and coordination with other stakeholders 2) Geotechnical Report (Factual, interpretations and gap determination) Presentation to the Department 3) Traffic Impact Study (draft) 4) Completed Forms & Check List as per ADM QA/QC procedures In-depth design analysis 1) Prelim. Design Report and Drawings; including: Additional geotechnical investigation (if required to fill the gaps from previous investigation, or if any design alterations) a) Preliminary Design Calculations Develop design based on the selected alternative b) Draft Particular Specifications (*) Conduct Road Safety Audit c) Draft Special Conditions (*) & Preliminary Cost Estimate (*) Preliminary Design Submit plans to relevant stakeholders Presentation to the Department d) Stormwater Drainage Design; refer to Stormwater submission requirements in the Consultant Procedure Manual e) Bridges & Highway Structures; Approval in Principle (AIP) report for selected option, drawings, calculations, etc. f) Lighting Design Report; including layout, lighting plan, strategy, schedules, calculations, lighting details, light pollution levels, etc. g) Pavement Design Report; based on approved relevant studies, and as per the latest ADM Pavement Design Guideline Requirements and Checklist 2) Traffic Impact Study (approved by the relevant Authority) 3) Road Safety Audit (RSA) Stage-1 4a) Gap Filling Geotechnical Report 4b) Geotechnical Design Report (for foundations and earth structures) 5) Completed Forms & Check List as per ADM QA/QC procedures Contract Drawings 1) Final Design Report and Drawings; including: Final Design Particular Specifications (*) Special Conditions (*) Bill of Quantities (BOQ) (*) Confirmatory geotechnical studies if the Consultant or ADM deemed this necessary and/or beneficial for the project a) Bridges & Highway Structures; Final AIP report, detailed drawings, detailed calculations, Geotechnical Report for Structures (also refer to item No. 5 below), Design Verification Report, Durability Report. Note: Detailed Design Report should included a section to demonstrate that the basic principles of Value Engineering and Sustainability have been adopted in the design b) Lighting Report; lighting layout plans, calculations, all details and other graphics, etc. c) Pavement Design Report; based on approved relevant Studies, and as per the latest ADM Pavement Design Guideline Requirements and Checklist d) Stormwater Drainage Design; refer to Stormwater submission requirements in the Consultant Procedure Manual Conduct Road Safety Audit 2) Complete Set of Tender Documents (*) Budget required for maintenance for 10 years (part of Final Design Report) 3) Final cost estimate & BOQ (*) Presentation to the Department. 4) Road safety Audit (RSA) Stage-2 5) Geotechnical Design Report (for foundations and earth structures) 6) Completed Forms & Check list as per ADM QA/QC procedures (*) Full tender documents required for ADM projects only; for non ADM projects submit drawings, reports and specifications only. Notes: 1) GIS dataset should be submitted to the relevant ADM sections (i.e. IRI Infrastructure Services and Coordination Section and GIS Section) at all stages during design development. 2) An Environmental Permit application should be completed by the proponent or an EAD-approved consultant who is engaged by the proponent and submitted to EAD Customer Service. This application should be done during the conceptual design phase of the project to ensure alternatives can be considered and all required environmental studies can be completed and approved; follow EAD procedures for further details. 3) From time to time, design stages may be combined and/or by-passed for some fast track projects, subject to approval of ADM IRI Management. In such cases, the consultant should submit the required tasks and deliverables for the relevant design stage (i.e. if concept and preliminary stages are combined, then all tasks/deliverables for the preliminary stage should be submitted satisfying requirements of both stages). Refer to ADM IRI QA/QC Manual Checklist 1, 2 for drawings and report requirements for each stage. Page 13 of 69

16 The following Design Checklist is to be undertaken during the design development for any specific project, noting that the Department may add or omit specific requirements. The Design Checklist is not limited to: 1.0 Documents Needed Design Checklist 1.1 Economic Feasibility Study indicating what the benefits of initiating the project are and what are the cost implications 2.0 Ground Conditions 2.1 Existing Conditions (including utilities) Assessment Report: nature of the land; project area size 2.2 Topographical Survey (ADM/GIS requirements) 2.3 Geophysical/Geotechnical Study when required 2.4 Site Clearance from obstructions 3.0 Land Use Master Plan Master Plan with Master Plan Report addressing the following (as a minimum): 3.1 Public Realm/Landscape provision 3.2 Community Facilities 3.3 Infrastructure Master Plan (service corridors and future allocated ducts) 3.4 Plot Plans and Specifications 3.5 Guiding principles and priorities 3.6 Implementation Strategy (phasing) 3.7 Approximate number of the occupants in each plot. Approximate number of the people in some service developments such as; number of students in the schools, number of the prayers in mosques, etc. 3.8 Reserved areas for parking 3.9 Access management for plots (i.e. plot entry/exit locations) 4.0 Traffic and Transportation Plan Traffic Impact Study/Transportation Master Plan including: 4.1 Preliminary Modeling Outputs 4.2 Preliminary Transport Network Plans 4.3 Transportation Model Report 4.4 Parking Plan 4.5 Public Transport (bus stops plan) and pedestrian considerations 4.6 Any mass transport planning in the project area such as metro, trams, ITS, etc. 5.0 Utilities Information 5.1 Utilities Demand Matrix showing what is the current and future demand for Utilities in the area 5.2 Utility Corridor location (to be located under sidewalk) 5.3 Utility Corridor details (width, etc.) 5.4 Utility Corridor approval from relevant service authorities 5.5 Existing Utility Relocation Plan 5.6 Service Reservation areas in the plan (existing and future) 5.7 Utility plots (are utility locations flexible to relocate after Value Engineering studies) 6.0 Road Geometry Information 6.1 Road hierarchy, number of lanes (based on the Traffic Impact Study), etc. 6.2 Road cross section showing geometric details 6.3 Right of Way (ROW) details 6.4 Reserved parking areas for each development 6.5 Bicycle and pedestrian routes 6.6 Identify underground, overhead pedestrian and vehicular crossings specifically proposed as well as any special requirements for such crossings 7.0 Pavement Design Requirements 7.1 Any special pavement type requirements (tiles, etc.) 7.2 Refer to Pavement Design Checklist in the Pavement Design Section of ADM Roadway Design Manual 8.0 Lighting Design Requirements 8.1 Prepare all designs in line with the principles of Estidama 8.2 Refer to Lighting Section of ADM Roadway Design Manual 9.0 Design 9.1 Design Guidelines 10.0 Budget 10.1 Cost/Benefit Analysis 10.2 Preliminary Development Cost Estimate by project and by phase 11.0 Implementation Plan and Schedule 11.1 Construction Phasing Plan (including identification of quick win projects and project prioritization matrix) 11.2 List of affected plots and solutions 11.3 Implementation Plan Management and process including tools and mechanisms for land acquisition Page 14 of 69

17 12.0 Approvals from Relevant Governmental Stakeholders 12.1 DoT 12.2 Utility providers 12.3 Civil Defense 12.4 Abu Dhabi Police 12.5 Environmental Authority 12.6 Any other relevant Authorities 13.0 Others 13.1 Roles and responsibility of each party 13.2 Agreement in principle for ownership and management of underground car parks with parks on top 13.3 Any Memorandum of Understanding (per agreement ) with Third Party The process of design development and review - including a description of technical tasks, required plans, reports, documents, and their associated levels of design completion is presented in the following subsections Pre-Concept (Planning and Study) The intent of the Pre-Concept (planning and study) stage is to investigate the project site and design alternatives. All existing information concerning the project is accumulated and information that is necessary for design that is not available or needs to be updated is identified. The process of the Pre-Concept stage is intended to allow a clear understanding of strategy and objectives for the project, along with an understanding of risks associated with the project. This Pre-Concept stage provides an opportunity to develop an understanding of risks and the risk management strategy associated with the project, as well as establishing key metrics and performance indicators which will determine the feasibility measure for the success of the project going forward. Not all design projects require a formal deliverable at the Pre-Concept stage. The Department generally does not require a Pre-Concept deliverable for a straightforward project, such as sector improvement. More complex projects, such as an interchange, almost always require a deliverable at this stage of design. The requirement, or lack thereof, for a Pre-Concept deliverable on a particular project is indicated in the Terms of Reference Conceptual Design Following the Pre-Concept stage, the consultant may start developing alternative design concepts, conduct in-depth analysis of the data and create design criteria at Conceptual Design stage. Major decisions related to a design will be made at the Conceptual Design stage, including the Department s selection from alternative design concepts. For this reason, it is important that a consultant and the Department maintain good and frequent communication during Conceptual Design. As for the Pre-Concept stage, not all design projects require a formal deliverable at the conceptual design stage. The requirement, or lack thereof, for a Conceptual Design deliverable on a particular project is indicated in the Terms of Reference. Page 15 of 69

18 The formal conceptual design deliverable is the Concept Design Report. The report is compiled from information gathered and decisions made at the Pre-Concept stage, with additional information gathered by the consultant. This data is used to develop alternative design concepts. Some elements of the Concept Design Report may be requested by the Department during the Conceptual Design process, prior to formal delivery of the Concept Design report. The Concept Design Report analyses a project from the following perspectives: Planning and design. Transportation planning, traffic engineering and modelling. Traffic Impact Studies. Civil and roads engineering (related to roads and highways, structures, walls, etc.). Drainage engineering. Structural engineering. Lighting engineering. Geotechnical and foundation engineering (risks and cost impact). Topographic, bathymetric and/or LiDAR surveys. Architecture (related to any proposed structures). Landscape architecture. Pedestrian movement. Electromechanical, utility and lighting engineering. Environmental considerations. Economic feasibility studies. Operation and management strategy. Stakeholder requirements. Quantity surveying including cost planning and lifecycle costing. Cost estimate. Constructability. Value engineering. Risk management. Safety. Sustainability. Project schedule. Completed check list as per QA/QC procedures. Page 16 of 69

19 The product of the Concept Design report is a range of alternative design concepts. A consultant identifies two or three alternatives (from Pre-Concept stage) for the design, develops further to fully analyze the merits and drawbacks of each, and makes a recommendation to the Department Preliminary Design Preliminary Design is the first phase of detailed design performed on a specific alternative selected and approved by the Department. The Department s selection and approval is usually based on the consultant s recommended alternative, which is identified during the Conceptual Design stage. During Preliminary Design, progress meetings between the Department and the consultant concentrate on reviewing work done and monitoring progress being made. These review meetings also serve to coordinate long-lead items, such as utilities relocations and jurisdictional approvals. As noted above, Table 2-1 lists the design phases with the associated main tasks and deliverables. The Department will also require the following items to be provided during the Preliminary Design stage: An updated basis of design document to include all design elements required to fully define the design. Drawings which include all design elements required to fully define the design, including all significant details. Calculations in separate bound volumes by disciplines including all supporting data, rationale (system and equipment selection, engineering considerations and life cycle cost), and calculations. Preliminary quantities and cost estimate. Sustainable design update. Value engineering update. Risk management update. Project schedule update. Coordination update and approval status report with all authorities and other concerned parties. Permit status. No objection certificates. A presentation of preliminary design analysis and recommendations; submittal of complete investigation of all engineering parameters of the project such that the results of the preliminary design fully and completely define the scope, schedule and budget for the project. Page 17 of 69

20 Completed check list as per QA/QC procedures Final Design The product of Final Design is the Final Design Report and Drawings, and other documents listed in Table 2-1. The Final Design Report is a comprehensive record of the project s design history and a detailed description of the conditions and decisions that led to the Final Design. The Final Design Report should be organized like the Preliminary Design report providing a greater level of detail. Some information presented in a project s preliminary design report may not have changed or need updating. In this case, the information presented in the preliminary design report can simply be republished in the Final Design Report. However, the Final Design Report must thoroughly document any new conditions or design changes made since acceptance of the Preliminary Design Report. Furthermore, information such as final geotechnical reports, utility plans and lighting plans cannot be known before the Final Design stage and so should be presented in the Final Design Report. As the Final Design Report is a reference document for the project in the future, it includes Appendices of the following items: All information required by earlier design submittals finalized, complete and resubmitted. An updated 100% complete basis of design document. Final design calculations, including legible, supporting calculations that have been checked independently for accuracy. Calculations are to support the consultant s final estimate of project cost. Final geotechnical and other design reports. Sustainable design update. Value engineering update. Risk management update. Approvals and permits from authorities and other concerned parties. Copies of all correspondence and no objection certificates related to the project between the consultant and the Department or other authorities and concerned parties. This Appendix should also contain copies of minutes of all meetings between the consultant and these entities. Completed check list as per QA/QC procedures. A presentation of 100% design to the Department. Page 18 of 69

21 2.4 COST ESTIMATE AND COST CONTROL DURING DESIGN Cost estimates provided during design stages are based on applying appropriate and up to date unit rates to each quantified item listed in the Bill of Quantities. If the submitted cost estimate is not consistent with the approved budget, then a scope and budget realignment exercise may be necessary before formal written approval is given for the relevant design phase. If the submitted Final Cost Estimate is not consistent with the approved budget, then a scope and budget realignment exercise may be necessary before formal written approval is given for the Final Design stage. Consultants are to follow the ADM IRI Sector Manual procedure for Cost Control During Design Process, as shown in Appendix A, Figure - A DESIGN SUBMISSION AND DESIGN REVIEW PROCEDURES With the completion of each of the above four design stages, the consultant is required to make a formal presentation to the Department describing work completed and details of the design itself. At the discretion of the Department and only in limited circumstances, a consultant may be required to provide additional submittals during the design process. The consultant may continue design efforts while design submittals are being reviewed by the Department. Doing so, however, in no way relieves the consultant of the responsibility to incorporate review comments into the design nor does it entitle the consultant to any additional design fees as a result of changes introduced through the review process. The design process is punctuated by submittal of formal deliverables, where the consultant provides a report, drawings, or other documents recording work completed. However, it is incumbent on both the consultant and the Department to ensure that there is close, ongoing coordination and good communication throughout the design process. All issues or questions concerning a design should have been raised, discussed, and resolved by the consultant and the Department before a deliverable is submitted. A deliverable should contain no surprises for the Department, but should be a tangible product of what has been discussed and agreed previously. GIS dataset is to be submitted to the relevant ADM sections (i.e. IRI Infrastructure Services Coordination Section and GIS Section), to insert the project on the Project Mapping System and GIS during the design development. The consultant must ensure that all deliverables are submitted as multiple hardcopies or a single set divided into volumes for review and approval of each design specialist (i.e. geometry, pavement, structures, stormwater, street lighting, traffic, safety, geotechnical, etc.). For the four stages of the design process, the consultant is to provide colour hard copies of the associated documentation and graphics at A4 or A3 size as directed by the Department. Digital soft copies are to be provided for all submittals and presentations, inclusive of GIS dataset. All final deliverables shall be submitted as multiple hard copies, and digital soft copies (in the form of Page 19 of 69

22 labelled CD, DVD, USB flash drive, and/or electronic transmission via a secured FTP site) to approved Department personnel. Presentation boards, fully rendered design plans, perspectives and/or aerial views, sections, elevations and other accompanying graphics may be required as noted in the Terms of Reference. The Department reviews a design submittal to ensure it provides the product required and to verify that correct engineering practices were used in the design. The Department, as client, verifies that it is acquiring an appropriate, high-quality product. It is the consultant s responsibility to ensure that a design meets the needs and the standards of the Department, and that a design will stand up to a Department review. When the submittal has been reviewed and approved, the Department will sign off the Design Approval Status Letter and issue the same to the Consultant at the completion of each Design Stage. Consultant to refer to Appendix B for the following documents: 1. Design Review Process (Figures - B1, B2 and B3) and Flow Chart (Figure B4) from the ADM IRI Sector Manual. 2. Standard ADM Forms: a. Project Review Request Form (Figure B5). b. Design Section Action Form (Figure B6). c. Design Review Comments Form (Figure B7). d. Check List for Design Approval (Figure B8) e. Design Review / Approval Letters (Figure B9 and B10). As a reference to consultants, the following subsections outline and describe recommended design review procedures that a consultant should use internally before submitting a design to the Department. The design review procedures described here should be used on all levels of design submittals, though not every procedure may be applicable at the Pre-Concept stage, Conceptual or Preliminary stage Approach to Design Review During the actual design review process, a reviewer should keep in mind "the six C s." These are clarity, consistency, correctness, constructibility, cost effectiveness and completeness, as shown and described below: Page 20 of 69

23 Clarity Consistency Correctness Approach to Design Review Constructability Cost Effectiveness Completeness The six C s are applicable not just to drawings, but to specifications, calculations and other design-related products. 1. Clarity is essential. Clarity means that the plans are neat, properly formatted, in logical order and written to preclude ambiguities. Cross-referencing is provided where needed and drawings are not obscured by excessive notations or redundant data. A clear set of plans improves the tendering procedure and results in lower tenders. Plans and specifications that properly communicate the designer s intent minimize misunderstanding between the contractor and the consultant engineer on site and reduce the need for change orders. 2. Consistency results from using the proper, established, uniform procedures in preparing plans and other documents. It ensures that: Design documents are prepared in the manner prescribed by the Department. Language, drafting symbols, drawings and details are all standardized. Design Drawings are compatible with the Department s CADD standards. Design Drawings are compatible with adjacent projects so that projects begin and end (at the match lines) without interruption, discontinuity or conflict. 3. Correctness deals with presentation of design concepts. The design concepts must be presented as intended, and the reviewer must see to it that symbols, drawings and details Page 21 of 69

24 are used appropriately and not misapplied. Correctness also applies to the use of proper procedures for plan preparation, as described in Section 2.6 of this document. 4. Constructability is the quality related to relative ease of achievement. Plans should be reviewed to ensure that they can be implemented as presented. Considerations for constructability include phasing, detour sequencing, machinery and tool clearances, and appropriate dimensions and tolerances. 5. Cost Effectiveness is related to constructability and value engineering. The lowest estimated construction cost may not be the most cost effective if the overall cost of ownership, (operation and maintenance) is not economical. 6. Completeness implies that the design covers all important aspects relevant to the various engineering disciplines, that all analysis and recommendations are based on solid engineering practices, and that all aspects of and steps in the design are thoroughly documented Review Process The Department recommends that consultants incorporate the following procedures into their own design review processes. Examine the deliverable to ensure that it is at the proper stage of completion. Unless performing a general review, restrict comments to one s own discipline. When reviewing an overlapping discipline, comments should be coordinated with the other discipline at the time of review. Coordination should not be deferred to a later time when comments are being consolidated. Keep the level of submittal in mind. Do not comment on that which would be premature for the stage. Preclude personal preferences when reviewing a design. Check to verify that earlier review comments have been addressed. Items commented on at an earlier level of review should only be revisited when necessary. Be aware that review comments tend to be interpreted as design directives. As such, they may incur undesired or unintended outcomes and responsibilities Review Checklists The Department expects consultants to have and use design review checklists for both drawings and calculations. Care must be taken to ensure that the checklists cover the most critical aspects and considerations in a design. Consultants to ensure that design submittals are in accordance with the latest ADM Quality Control and Quality Assurance Procedures (refer to Section Quality Control and Quality Assurance). For design review checking to be effective, the checker must be an individual with knowledge in the relevant discipline that was not responsible for the creation of the calculation or drawing Page 22 of 69

25 being checked. This enables the checker to bring a fresh eye to the review, helping ensure that the intentions of the designer were accurately conveyed to the calculations and drawings Calculations In order to ensure the correctness of calculations, calculation checking should be a two-step process. The first step is to verify the validity of all assumptions, given parameters, and formulation. The second step is checking the mathematics for correctness. A consultant is to retain records of all design calculations for a minimum of seven years after design contract closeout. Records are to be maintained in hard copy and digital format. The Department may request copies of calculation records at any time. If helpful, sketches clarifying calculations can be prepared as part of the calculation records. All assumptions, references, units and conclusions are to be clearly stated. The consultant shall periodically and randomly validate the result of design software calculations. Thus the consultant has the sole responsibility of the results produced by any design software Drawings The size of the project will dictate how much information is contained on each drawing. More than one drawing checklist may have to be used to check a single drawing containing more than one design discipline. For example, under certain circumstances, a single drawing may contain utilities, existing conditions, and proposed plans. In this case, each of the relevant checklists would be applied to the drawing. In other cases, a single checklist may have to be applied to several drawings. Review methodology may need to be adjusted for projects that have late design changes or when the development of one design element is delayed. In these cases, previously checked work needs to be rechecked in the context of the design change or development. Checking of drawings is done in conjunction with a review of specifications written for the project. A check is made to ensure that necessary supplemental information is provided by the specifications and that plans and specifications are not conflicting. Remember that in checking the purpose is to make sure everything is right: that each drawing properly and adequately relates to the others in the set, is reflective of the design analysis, uses the current standards of presentation, and provides all details needed for construction. ADM Internal Roads and Infrastructure Quality Control Manual describes QA/QP for all submittals in detail and contains all design review checklists for the consultant s reference and further use. Page 23 of 69

26 2.5.4 Acceptance When the Department is satisfied with the tender documents produced by the consultant, the Department indicates acceptance by instructing the consultant to print the documents. Acceptance by the Department of the tender documents does not relieve the consultant of responsibility for the documents correctness and completeness. Errors and omissions within the tender documents (excluding standard documents prepared and supplied by the Department or other agencies) are the full responsibility of the consultant; however the consultant shall prepare project specific standard details if it is required to supersede any standard details/drawings supplied by the Department, as per the project requirements and as approved by the Department. When the submittal has been reviewed and approved, the Department will sign off the Design Approval Status Letter and issue the same to the Consultant at the completion of each Design Stage. 2.6 DESIGN DRAWING PRESENTATION This section of the manual provides the designer with uniform criteria and procedures for the design of roadways and relevant utilities and structures. These designs must be incorporated into the construction plans so that they can be clearly understood by contractors, material suppliers, and the Department personnel assigned to inspect the construction of the project. To ensure a consistent interpretation of the construction plans, individual sheets should have a standard format and content, and the sequence of plan assembly should generally be the same. This section provides the general information and details necessary to prepare a complete set of construction plans for a road, bridge, traffic-signs, or lighting project. In addition to the information provided in this section, the Department s Typical Plan Sheets provide sample construction plans sheets and guidance on what information should appear on each sheet. The following sections contain guidelines to be followed in preparing design drawings for the Department. The objectives of the guidelines are the following: To standardize drawing format for all design projects. To facilitate similar and well-organized drawing appearance. To simplify reference among drawings between and within each discipline. To improve the technical review process by standardizing composition and sequence of drawings for each design project Style Terminology The word plan(s) in this text refers to a view on a specific drawing or series of drawings (e.g. general plans or geometric plans showing plan views). The standard-size sheet or drawing that is Page 24 of 69

27 prepared as a tender document is referred to as a drawing and any cross-reference reads as follows: See Standard Drawing No. or See Contract Dwg. No Symbols, Abbreviations and Omissions of Periods International Standard (SI) units and their correct symbols are to be used whenever possible. Abbreviations are not to be used where meaning may be in doubt. For example, min must not be used, as it may be interpreted as minimum or minute. If any potential for confusion exists, a word is spelled out. Standard abbreviations can be found in the Department s Standard Drawings. SI unit symbols are not altered in the plural (e.g. 22 kg, 40 m 3, 24 mm). Abbreviations are usually made plural by adding an s (e.g. figs., nos.). Omission of periods after abbreviations on drawings is acceptable. However, abbreviations that also spell complete words (e.g., fig. and fig or no. and no) must be followed by periods to preclude potential confusion Drawing Titles Drawing titles are spelled out in full. Abbreviations are not used in titles Drawing Format and General Requirements All Contract Drawings are prepared for plotting on A3 or A1 white paper and presented in accordance with the Department s CADD standards (see Section of this manual). Each drawing is to be signed by an engineer with the consultant s signature authority and initialed by the drafter, designer and checker, as appropriate, in the drawing s review and approval block. All drawings to read equally well in full colour or photocopied in black and white (inclusive of utility plans) Drawing Content The Department s Standard Drawings, a document containing all Standard Drawings, is included, physically or by reference, as part of any set of tender documents. As the intent of Standard Drawings is to provide uniformity in design and construction, Contract Drawings are developed only as absolutely necessary. Where a Contract Drawing references another drawing, the reference is included as a note. The reference specifies the drawing number and whether the drawing is a Standard Drawing or Contract Drawing. Page 25 of 69

28 In some cases, a drawing or drawing type need not be presented in its own, exclusive section in a set of Contract Drawings. For example, ramp terminal detail drawings are often incorporated into general plans or proposed plans. When practical, combining drawings improves ease of reference and reduces the total number of drawings in a plan set. Of course, this is not done in any situation where clarity would be compromised. Consultants are expected to exercise professional judgement in determining if drawing types can be combined. The following subsections describe general content requirements for different types of Contract Drawings. The intent of this section is to give consultants an overview of content requirements. Beside the name of each drawing type in the following subsections there appears a series designation to be used for drawing numbering. Details on the order and numbering of Contract Drawings are provided in Section General Drawings Cover (Title Sheet) Each set of drawings has a cover sheet (sometimes called a title sheet). The consultant s name and logo may be placed on the cover sheet, so long as it is discreet. There should be a location plan showing the location of the project and a general layout plan showing the existing conditions and proposed improvement within the project limits. For the location map, a 1:25,000 scale should be used for a rural setting. A location map for an urban area may use a 1:10,000 scale for better clarity. For a longer project, a scale of 1:50,000 may be necessary. These scales are recommended scales and it is the consultant s responsibility to select the proper scale for clarity of the project location plan and general layout plan. Figure 2-1 is a sample cover sheet for a set of Contract Drawings Location Plan (G1 Series) Where it is useful and informative, an additional detail project location plan may be included as the first page immediately inside of the cover of a set of Contract Drawings, before the list of drawings. It is suggested that the plan scale shall be 1:15,000 and 1:5,000 for rural and urban settings respectively List of Drawings (G2 Series) The list of drawings sheet is prepared in accordance with the order and numbering of Contract Drawings as noted in Section Except in cases where a location plan is included in the set of drawings, the list of drawings immediately follows the location plan Legend and Abbreviations Comprehensive legend and abbreviations sheets are included in the Standard Drawings. For this reason, a separate legend and abbreviation sheet is not included as part of a set of Contract Page 26 of 69

29 Drawings. If a Contract Drawing contains symbols and abbreviations not included in Standard Drawings, those symbols and abbreviations are defined on the specific drawing on which they appear General Notes A general notes drawing is not included in a set of Contract Drawings. Any notes needed as part of a set of Contract Drawings are to be included on the specific drawing to which they apply. Section describes guidelines for general notes on individual Contract Drawings. An exception to this is as relates to structural drawings. See Section for details on general structural notes drawings Civil Drawings Typical Cross Sections (C1 series) Typical section drawings depict the varying configurations of the roadway(s) throughout the physical length of the project. The number of typical sections depends on the number of significantly different roadway/pavement structure conditions. Examples of what is included on the typical sections include the profile grade line, normal cross-slope conditions, superelevation conditions, median dimensions, sidewalks, landscape and public realm areas, parking areas, existing and finished grade relationships, kerb and barrier types, plot lines and drainage structure locations. The scale for the typical-section figures, commonly 1:50 to 1:100 (at A1 size), is at the consultant s discretion. The scale selected should adequately show the necessary features. Although not desirable, the scale may vary from typical section to another. The vertical scale may be exaggerated to adequately show the pavement cross section. Typical section drawings are adequately dimensioned and depict (or provide reference to) pavement structures, side slopes, cut-ditch dimensions, roadway and drainage profile points, and other pertinent information. Recurring dimensions are repeated throughout typical sections, as this has been found to be helpful to the Engineer and to contractors on site. At least one typical section drawing depicts all the facilities within the limits of the right-of-way. Care should be taken to limit the number of typical section sheets by the use of details depicting small local changes in the typical section, such as applied to sidewalks, islands, and parking areas Existing Conditions Plan (C2 series) Existing conditions plan should show all existing road names and centrelines (with stationing if available), number of existing lanes and traffic directions, existing service reservations and major surface utility features (i.e. substation, power lines, etc), existing buildings/plots, trees, and other structures (i.e. seawall, bridge, etc.) in order to record the existing conditions before the proposed Page 27 of 69

30 improvements, and to determine any conflicts with the existing conditions. A scale of 1:1000 shall be used General Plans and Profiles (C3 series) Plan and profile views are to be shown together on one sheet, with the plan view on top and profile view on the bottom. A location plan or key plan is to be inserted in the top-right of the drawing. The following scales are to be used: a. Plan view, rural. A scale of 1:1,000 or 1:1,250 (at A1 size) should normally be used. b. Plan view, urban. Depending upon the complexity of the location and work to be accomplished, a scale of 1:1,000 or 1:1,250 (at A1 size) should normally be used. c. Profile view, horizontal: This will be the same scale as the plan view. d. Profile view, vertical: The vertical-profile scale will be 1:100 or 1:125 (at A1 size) depending on the complexity of the project and the plan-view scale selected. Other scales, as necessary, may be used to provide better clarity or more practical layouts. If a detail cannot be adequately viewed in the selected scale, show the element on a details sheet. General plan drawings show all general construction information, such as asphalt paving areas, vehicular and pedestrian paving areas, sidewalk tile locations, Town Planning Department plot numbers and boundaries, service reservations, and landscape (green) areas. Key geographical points are labelled. If separate sheets are used for general plan sections and profile sections, such sections correspond in drawing scale, station limits and match lines. In certain limited cases, such as when a bridge is part of the roadway, station limits and match lines between key plan sections and profile sections may be different, though the scale remains the same. With the exceptions mentioned immediately above, profile sections are drawn at the same scale and with the same station limits and match lines as general plan sections. In addition to pertinent vertical control data, profile sheets include the following: Location and elevation of major utilities (main pipelines, power lines and towers, etc.). Points of minimum vertical clearance to structures. Utilities crossings. Monument locations. Existing ground elevations. Horizontal and vertical alignment information. Superelevation diagrams. Embankment fills or cut slopes to existing ground conditions at limits of construction. Page 28 of 69

31 Profile drawings show a minimum amount of information. Vertical curve information is limited to elevation, length, and point-of vertical intersection station. This information is not enclosed in a square. Profile grade line elevations are given at 50 metre intervals. No other edge-of-pavement elevations are given. A metric stationing of 1 km is used, which is shown to three decimal places (e.g., ). Show tick marks at 100 m intervals. The tick marks are shown on the survey left side of the centreline. Indicate a full station at every 500 m interval with plus stations at 100 m intervals. For example, Sta indicates a point m forward of kilometric Sta Normally, vertical curve data is given every 50 metres. If a road profile is particularly uneven, it may be necessary to provide elevations at 10 metre intervals in vertical curves. Superelevation information appears in a line of dimensions across the profile. Stations are given at transition points. If the roadway has dual profile grades, a separate profile sheet with superelevation information is prepared for each profile grade line. If superelevation rates or normal crown are constant over long stretches of roadway with a uniform existing ground profile, the profile may be broken with a notation that superelevation is constant. Where intersection grading details take precedence, the applicable limits are noted on the superelevation diagram with appropriate reference to drawing numbers. Profiles for ramps shall be designed from exit nose location to entrance nose location; grading plans (C5 series) are required to detail elevations and cross slope transitions at ramp terminals merging with the main road Design Detail Plans (C4 series) Design detail plans consist of any design detail required by Department or prepared by the consultant as necessary; i.e. details regarding the constructability, traffic volumes, special junction geometry and others. The scale shall be determined as per the type of the detail Grading Plans (C5 series) Grading plans are prepared at intersections and ramp terminals where the normal crown or superelevation rates shown on the roadway profile are not applicable. Finish-grade elevations are specified at 10 metre intervals at the roadway centreline, kerb lines, and at geometric break points, such as beginnings and ends of kerb returns. Intermediate points paralleling the roadway centreline may be necessary for wider pavement sections. The selection of elevation control lines and spot elevation locations is based on the positioning of traffic lanes (pavement markings) and constructability. The consultant is to clearly show the beginning and/or end of the 10 metre intervals (i.e. by station/offset, northing/easting), and show other necessary information on the grading plans such as road width, cross slope, etc. in order to clearly detail elevation and cross slope transition. Page 29 of 69

32 Special grading details are provided for areas within the project limits where the finished-grade elevations cannot be determined from the typical sections, roadway profiles or proposed plans. The selected scale will vary based on the complexity of the detail and room available on the sheet. The following provides the scales that are commonly used. a. Construction details. Use a plan-view scale of 1:200. b. Intersection or approach details. Use a plan-view scale of 1:200. c. Spot elevation sheet. Use a plan-view scale of 1:200. The designer may select an alternative scale for one of the above details based on the complexity of the detail and space available on the sheet. For those details not listed, the designer will determine the scale as required Proposed Plans (C6 series) Proposed plan drawings include alignment and geometry based on the general plans and field surveys. The content of the proposed plan sheets are mentioned in the design review check list for civil drawings, which is part of the Department s Quality Control Manual. The proposed plan drawings show service-reservation locations relative to roadway geometrics. Guide sign locations are also included in proposed plan drawings in order to determine barrier protection location for guide sign posts. The proposed plans are normally drawn at 1:1,000 scale. As necessary, a key plan may be inserted as the first drawing in this series and/or on top right of each proposed plan Survey Control and Alignment Plans (C7 series) The survey control and alignment sheets are single line drawings depicting survey control lines, such as main-road, sector-road and parking-area centrelines (C/L) and reference lines (R/L). The survey control data (e.g. control points, curve data) is provided for all roadway work. Details of monuments are to be provided. The survey control data is to match that provided by the centreline control drawings. The alignment sheets include curve data, coordinate data and monument locations and data. These sheets usually contain a schematic drawing of the project showing the proximity of the monuments along with a tabulation of the data. Curves are to be designated as numeric or alphanumeric, whichever is more appropriate to the particular project. Curve data is to be tabulated in a manner similar to that shown in the sample survey control and alignment sheet in Figure 2-2. All C/L and R/L points, such as point of beginning (POB), curve to tangent (CT), tangent to curve (TC), point of end (POE) and other break points (PT) shall be numbered in a sequence, and the Page 30 of 69

33 numbers should not be repeated or duplicated. Match lines are not required on survey control and alignment sheets Ramp Terminal Details (C8 series) For interchanges, ramp terminal detail drawings are prepared on an as-needed basis, as geometric definition is normally provided on the general plans and proposed plans. However, special details or scale enlargement of specific areas may be necessary to adequately represent the proposed construction Maintenance of Traffic and Construction Staging (C9 series) Maintenance of traffic and construction staging drawings depict the overall sequencing of the proposed construction operations, as well as the phasing required in order to maintain existing traffic patterns with a minimum of disruption. The Consultant is to use a plan-view scale of 1:500 or 1:1,000 for these detail sheets. The consultant may select an alternative scale based on the complexity of the detail and space available on the sheet. Close coordination is required with the construction sequencing and traffic control of adjacent roadway design projects. Preparation of these drawings also requires close coordination with the Traffic Police and utility providers. The consultant should prepare a Road Safety Audit for the construction staging and submit for Department s approval. The consultant is to consider constructability of proposed detours at all stages. If necessary additional details should be presented to verify the constructability i.e. for the excavation of a tunnel, shoring location, crane location and required additional work zone, adjacent plot locations and remaining area for detour to be detailed. The consultant is to provide a narrative for each stage on the plans, in order to explain the staging details. An example of this could read as follows: Ramp A permanent and temporary pavement to be constructed as shown. After placing the necessary traffic control devices, and receiving concerned authority approvals, Road XX northbound traffic to be diverted to the newly constructed Ramp A detour in coordination with Abu Dhabi Traffic Police. Utility relocations to start on Road XX in coordination with the concerned authorities, etc Traffic Control Devices Signs and Pavement Markings (C10-series) Traffic signs, guide signs, and other traffic control devices drawings depict details of sign locations, sizes, content, as well as dimensioning of letters and arrows. Traffic signals and pavement markings are also included in this drawing category. All signs and pavement markings are to be designed in accordance with the Abu Dhabi City Municipality s Traffic Control Devices Manual. For pavement marking and signing details, use a plan-view scale of 1:500 for an urban Page 31 of 69

34 area or 1:1,000 for a rural area. For signal details, use a plan view scale of 1:200. Guide sign details should be shown on these drawings as well. Special traffic control devices, such as crush cushions, variable messaging signs (VMS) and others shall be proposed by the consultant based on the project requirements and international best practice, for the Department s review and approval Miscellaneous Details (C11) Miscellaneous detail drawings depict details of items not included in the Standard Drawings. These detail drawings may include items such as surcharge details, slope protection, fencing, barriers, telephone booths, landscaped (green) areas, or special signing or pavement-marking features Structural Drawings Structural drawings specifically cover the engineering design of bridges and other structures associated with roadways. Examples of other structures include retaining walls, tunnels and drainage works (box culverts, headwalls, lined channels, etc.). For detailed information on structural design of roadway-related elements, refer to Part 3 of the Roadway Design Manual Roads and Bridges. The following structural drawing categories, in the order in which they are to be presented in a set of drawings, apply specifically to bridges, but may be adapted to other types of structures as required General Design Notes (S1 series) General structural notes drawings contain information related to structural design. As necessary, the sheet may contain a variety of additional information, such as supplementary legend symbols, a construction phasing diagram, and so forth Site Location and Boreholes Location Plans (S2 series) General plan and elevation drawings (one or more as required) provide an overall design description of the structure. This category includes the following specific views: Plan Information depicted includes all elements of the proposed structure (e.g. approach slabs, abutments, piers, span, deck, light blisters, slope treatments, affected and proposed utilities, drains), relevant design geometry (e.g. curve data, skews, road and structure widths, cross slopes, horizontal and vertical clearances), and controls (e.g. reference bearings, centrelines, roadway stationing at 30 metre intervals, beginning and ending stations of the structure). Page 32 of 69

35 Elevation Information depicted includes all proposed elements, including substructure, expansion joints, parapet details, fencing and barriers, false work openings, ground profile and levels, and slope treatments such as riprap and paving. The elevation view also includes relevant dimensions and elevations, such as bearing center to center, overall lengths, stations and grade elevations, minimum vertical clearance, bottom of footing elevations, existing ground lines, water levels and discharge data. Soil Borings Foundation data drawings document the results of geotechnical investigations associated with structural footing design. The drawings contain the following information: o Plan view of the site showing all test-boring locations, an outline of the proposed structure, and other relevant local information (e.g. street names, construction centrelines and stationing, stream-flow direction, etc.). o Required notes and legends. o Boring logs and supporting data for each test-boring location (maximum three logs per sheet). o Soil profile on elevations and vertical profile. Location Plan Separate location plan drawings are required only for long or unusual structures where the general plan and elevation drawings do not show sufficient detail. Location plan drawings (one or more sheets as required) include a plan view of the structure with elevation contours and a longitudinal section. Other Sheets Sheets as required to include profile grades, horizontal curve data, superelevation diagrams, sheet index, notes and so forth Superstructure Plans and Details (S3 and S4 series) Superstructure plans and details General Arrangement details include typical section drawings and girder and deck design drawings. Typical section drawings indicate superstructure, structure depth, out-to-out deck dimensions, bridge rails, traffic lanes and shoulders, cross slopes, utilities, lighting and pier construction, with references to construction centrelines and profile grades. Girder and deck design drawings include plans, elevations, cross sections, details, and supporting notes covering design, fabrication, layout and installation of girders and deck. Specific content of drawings depends on girder type (steel, concrete box, precast, precast/post-tensioned, etc.). Reinforcing steel and pre-stressing information to be shown separately from concrete dimensions and details. Typical views include the following: o Plan information drawings depict layout of girders and deck, diaphragms, bearing points, skew angle, steel reinforcement, deck drainage, electrical service Page 33 of 69

36 elements, supports (signs, lighting, etc.), and all associated elevations, dimensions, centrelines, and stationing. o o o Elevation (or centreline section) drawings include all girder and deck features visible in elevation or centreline section view. The level of detail is equivalent to that of the plan view. Cross section drawings depict all elements visible in cross-section view, including deck superelevation (if applicable). The level of detail is equivalent to that of the elevation view. Details and notes drawings include all additional design details, notes, calculations, diagrams, and standards required to complete the girder and deck installation. Typical items include screed elevations, falsework design, posttensioning details, deck-pour schedules, and specific elements, such as approach slabs, barriers, railings, street furniture, and architectural treatments. Specific content varies according to bridge type. Design details are covered by Standard Drawings whenever possible Piers (S3 and S4 series) Pier design drawings depict pier and foundation design and include plans, elevations, cross sections, details, and supporting notes covering design and construction of piers and associated elements (e.g. columns and bents). The level of detail is similar to that of abutment design sheets. Reinforcing steel and pre-stressing information should be shown separately from concrete dimensions and details. If piles are used, the testing requirements and the test loads shall be shown on the drawings Abutments, Wingwalls and Retaining Walls (S3 and S4 series) Abutment, wingwall, and retaining wall drawings depict abutment designs as well as foundation design. Reinforcing steel and prestressing information should be shown separately from concrete dimensions and details. Abutment design sheets include plans, elevations, cross sections, details, and supporting notes covering design and construction of abutments and wingwalls. The level of detail is similar to that of foundation design sheets, with particular emphasis on connection details (e.g. bearing pads, anchors, seats, and cable restrainers) and details of the back-wall drainage system. The foundation design sheets include all information regarding design and construction of footings. Information includes layout and dimensions of the following: o o o o Footing elements, such as spread footings, drilled shafts, and piles. If piles are used, the testing requirements and the test loads shall be shown on the drawings. Skew angles. Bearing points. Page 34 of 69

37 o o o o Bottom of footing elevations. Centrelines and stationing of substructure elements, such as piers, columns, and abutments. Existing features, such as topography, stream flow, and utilities. Supporting notes, standards, and details, such as design loads, allowable bearing pressures, and design details for piles or drilled shafts Expansion Joint, Bearing and Barrier Joint Details (S5 series) Drawings in this category depict locations, plans, and details of all aspects related to bearing systems and components. The level of detail is similar to abutment design drawings. Specific views, details, and design data (e.g. loads and movement capacities) depend on the type of bearing selected. A key plan is required showing the type of each bearing and other required information such as loads, movement, etc. Details of the deck expansion joints and barrier joint should also be shown, including information on type, movement, etc Reinforcement and Post Tensioning Details (S6 series) Drawings in this category depict reinforcement and post tensioning details which are to be shown separately from concrete dimensions and details. Show congested areas of post-tensioned concrete structures on integrated drawings with an assumed post-tensioning system. Such areas include anchorage zones, areas containing embedded items for the assumed post-tensioning system, areas where post-tensioning ducts deviate both in the vertical and transverse directions, and other highly congested areas as determined by the consultant. Integrated drawings utilizing the assumed system must be detailed to a scale and quality required to show double-line reinforcing and post-tensioning steel in twodimension (2-D) and, when necessary, in complete three-dimension (3-D) drawings and details. On the drawings, show prestress force values for tendon ends at anchorages Miscellaneous Details As necessary and when they cannot be incorporated into other structural drawing categories, three other structural detail drawing categories may be necessary in a set of Contract Drawings. They are: Approach slab details (S7 series). Architectural details (S8 series). Foundation waterproofing details and miscellaneous details including slope protection (S9 series). Deck Drainage details (S10 series). Page 35 of 69

38 Utilities Drawings Existing Conditions (U1 series) Existing condition sheets are drawn at 1:1,000 scale and are used to show existing features that will be encountered on the project. Existing condition sheets include locations of existing utilities and utilities structures, trees, roads, buildings, and other conflicting elements to be removed or relocated. In C2 series only service reservation and major surface utilities are shown, but on U1 series all existing utilities are shown in details Utilities Plan (U2 series) Utilities plan sheets define the scope of proposed utilities work indicating all proposed or relocated services except CCTV, electrical, and lighting. Service lines to be relocated are shown as existing. The relocated route is shown schematically and noted. Services to be constructed will fall under one of two categories: a. Construction by others (note accordingly). b. Construction under this project (note reference to the relocation plans). All existing stormwater drainage, sanitary sewer, irrigation, military communication, and gas lines are shown. Water, telephone, and sewer facilities are typically under the jurisdiction of individual consultants responsible for all construction or relocation of the respective utilities and existing conditions are shown on their attachment drawings. Utilities improvement plans and specifications are normally prepared concurrently with the road design and included with the roadway construction package. If the relocation package for these utilities is not included in the tender documents, then utilities drawings show the existing conditions of water, telephone, and sewer services. Protection requirements for existing services to remain in place are also shown Service Reservation and Duct Plan (U3 series) Service reservation and duct plans are typically drawn at the same scale as the roadway drawings. Other scales may be used when appropriate. The service reservation and duct plans show the following design information: Service reservation locations by station and offset relative to roadway. Duct locations, sizes, and descriptions of ductways and utility type. Service reservation and duct drawings may be combined with lighting and electrical drawings so long as clarity is not compromised. Page 36 of 69

39 Miscellaneous Details (U4 series) Included as necessary, miscellaneous utilities detail drawings depict specialized items such as special drainage structures or utilities components. Utility details, compliant with ADM and other stakeholders (i.e. UPC, DoT, PRFD, etc.) guidelines and criteria to be included. Page 37 of 69

40 Figure 2 1 Sample Cover Sheet Page 38 of 69

41 Figure 2 2 Sample Survey Control and Alignment Sheet Page 39 of 69

42 Electrical Drawings (E1 E4 Series) Electrical drawings depict all features of roadway and structure lighting. These drawings include: Pole types. Pole locations (by station). Pullboxes. Control cabinets. Circuitry details. Sign lighting. Structure lighting (interior and exterior). Wiring ducts. CCTV Scada System Electrical work shown on these drawings is related to lighting requirements, and the source of electrical power for all lighting circuits is indicated in coordination with the Abu Dhabi Water & Electricity Authority. CCTV duct routes and pull boxes are shown schematically Mechanical Drawings (M1 M3 Series) Mechanical drawings depict mechanical features, such as water services, ventilation, irrigation, Scada system and drainage CADD Standards General Contract Drawings are to be prepared using CADD software approved by the Department. When delivered to the Department in digital form, drawings are to be in AutoCad.dwg or Microstation.dgn format. CADD work performed as part of a Department design contract is to conform to the following general guidelines: All elements in CADD files are drawn at 1:1 scale and in the right coordinates. Drawings are plotted at other scales as required. CADD files are organized by discipline: civil, utilities, structural, etc. CADD files follow well defined standards for levels or layers, element colours, line weights, and line styles. CADD work is done in a manner to ensure that the same information is not duplicated in Page 40 of 69

43 different files. As far as possible, the information of one discipline is not copied for use by other disciplines, but referenced by other disciplines using the tools provided by standard CADD software CADD File Structure CADD files related to a project are stored in a single project specific directory. Files are organized following the concept of model files and sheet files. Model files contain design information for the project. Each project has a number of discipline specific model files. Examples of model files include existing conditions, horizontal alignment, stormwater drainage, electrical, and structural layout. Sheet files contain the complete information of design drawings that are to be issued for tender. There is one sheet file for each Contract Drawing. The sheet files refer to the model files for design information. All scale specific information like annotation, notes, dimensions, and patterning is placed in the sheet files. The computer file name of a sheet file is the issued Contract Drawing number. To help ensure uniformity throughout a set of Contract Drawings, every project needs a set of standard seed files or templates for creating new CADD files for the project. These seed files/templates contain predefined CADD standards such as layer and symbology definitions, working units, colour table, fonts and line styles, dimensioning settings, and so forth Coordinates and Projection Systems CADD work is to be done in such a way that coordinates read from a CADD file are the true coordinates for all geometric and utilities files. Coordinates are to be based on the Town Planning Department projection system CADD Standards Manual The Department recommends that consultants develop and maintain an internal CADD standards manual for use as a reference document by CADD personnel. Useful CADD standards include levels/layer definitions, line styles and thickness, model and sheet files, library of frequently used graphic elements (cells/blocks), plot configuration files, and other relevant information CADD File Structure for Submission to Department All CADD Contract Drawings are submitted to the Department on CD-ROM or USB flash drive at closeout of the design phase of the project. The required CADD file structure and format for Contract Drawings to be submitted to the Department is detailed in Figure 2-3. As seen in Figure 2-3, a set of Contract Drawings is split into three subdirectories: Page 41 of 69

44 1. Contract Drawings. 2. References. 3. Resources. In the Contract Drawings subdirectory, there is a single file for each Contract Drawing. Files are to be named using the following convention: xxxxyyyy.zzz In this convention, xxxx represents the contract number and yyyy represents the drawing number (the contract number or drawing number may be more or less than four characters). The file extension, zzz, would be either.dwg or.dgn. Drawings do not have any reference files attached and all reference files/xrefs are merged into the drawing file. The References subdirectory contains the model files for the contract. Each of these files contains, in true coordinates, all works related to the geometry of the different disciplines. For example, there would be one model file each for water, electrical, telephone, roadway layout, and drainage information. The model files contain the geometry for the whole project and should have minimum annotation or text information. Figure 2 3 Contract Drawing CADD File Organization The Resources subdirectory contains the supporting files used in the CADD program. Examples of files to be included in this subdirectory are fonts, custom line styles, plotter configuration files, cell libraries, user settings and configuration files. In general, the CD-ROM should not contain any duplicate files or files that are not directly related to the project. A Contract Drawing should not contain any unrelated graphic outside of the border. Page 42 of 69

45 Finally, a Contract Drawing submitted on CD-ROM should be the same as the submitted paper drawing Title Blocks Except for cover sheets, Contract Drawings are to be prepared using the Department s standard drawing border, illustrated in Figure 2-4. Page 43 of 69

46 Figure 2 4 Standard Border Page 44 of 69

47 The following subsections provide guidance for completion of drawing title blocks. Table 2-2 lists drawing text items, including title block items, by letter size and line thickness. Table 2-2 Lettering Sizes for Contract Drawings Item Size Line Thickness drawing 5 mm 0.35 mm contract number 5 mm 0.35 mm main title 6 mm 0.50 mm subtitle 5 mm 0.35 mm amendment block 3 mm 0.25 mm general notes 3 mm 0.25 mm scale bars 3 mm 0.25 mm body of drawing 3 mm 0.25 mm emphasized body of drawing 5 mm 0.35 mm Amendment Description Block The amendment description block is reserved for revisions made by Addendum after the initial plan set has been issued for tender. It is not to be used for tracking design changes made prior to advertising. The date of the amendment is entered by day/month/year. Figure 2 5 is an example. On the drawing proper, the addendum change would be indicated by placing a numbered triangle to the upper left of (or as near as possible to) the revision. Figure 2-5 Example Amendment Description Box No. DATE AMENDMENT DESCRIPTION 1 20/01/2014 Revised Parking Layout General Notes The general notes block has space for only about five lines of text. Notes are entered from the top of the block down, even if there is only a single note, to allow for the possibility of additional notes as needed. Page 45 of 69

48 If general notes exceed the space provided in the general notes block, they are placed in the upper right hand corner of the drawing. Within the general notes block the designer then enters See above. General notes are formatted similarly on each drawing on which they appear. All general notes, whether inside the block or not, are numbered, even if there is only a single note Scale Bars The scale bar block can contain a maximum of two scale bars. The drafting work required in this area depends on the specifics of the sheet: If a drawing contains only text and/or symbols, the scale bars are left as is (do not delete). If a drawing is not to scale, the words NOT TO SCALE are inserted above the scale bar. If a drawing is a plan view sheet (no profile or elevations), the scale bar is marked at the approximate division points. For a drawing requiring both vertical and horizontal scales, a second scale bar is added. The scale bars are placed one above the other and words HOR for horizontal and VER for vertical are added to the left of the respective scale bars. In the event a variety of scales is used on a drawing (e.g., a location plan at 1:500, a blow-up of an area at 1:100, and details at 1:5), each plan, elevation, detail, etc., has the appropriate scale written below its title (e.g., SCALE: 1:100 ) and AS SHOWN is inserted above the scale bar. Only three numbers are to be added above scale bars: the zero at the left end and appropriate numbers at the midpoint and right end. For example, with a 1:200 scale, the numbers to be added would be 0, 4, and Drawings Scales and Dimensions General Drawings are plotted at scales suitable to convey the necessary information. Scales indicated in this manual are general recommendations, to be modified as necessary to clearly depict the design Preferred Dimensioning Units Whenever possible, correct International System (SI) units are to be used in drawings. The Department recognizes that in certain cases, other, nonstandard units must be used. For example, a 3/8 inch pipe must be identified as such and the measurement should not be converted to SI units. Page 46 of 69

49 On drawings showing dimensional data, dimensional units are indicated in the general notes. For example, the first note may read: All dimensions are given in millimeters unless otherwise noted Designating Details Detail drawings are created to portray special details that may be required to fully define a project. The scale used for details is such that proposed work can be presented accurately and legibly when reduced to half size. It is important that references between details and other drawings be clear and accurate. On a given drawing, a detail is referenced using a symbol as shown in Figure 2-6. Figure 2 6 Detail Drawing Reference Symbol (not to scale) In Figure 2-6, the xxx at the bottom of the circle is the number of the drawing on which the detail appears. Several details may appear on a single drawing. In this case, the A designates the detail itself. Other details on the same drawing would be designated B, C, and so on. The same system is used to reference the detail back to its parent view. In that case, A represents the view and xxx represents the drawing number on which the view appears. If a detail appears on the same drawing as its parent view, the reference may be made with a single letter designation in the circle and no reference to the drawing number. If a particular detail is referenced by several drawings throughout a plan set, a reference chart is drawn adjacent to the detail indicating the drawing numbers where it is applied, along with stationing information, if applicable. The reference symbol is drawn 20 millimetres in diameter Drawing Sequencing and Numbering System Contract Drawings are to follow the Department s drawing sequence and numbering system. Table 2-3 lists the drawing categories and series within those categories. Page 47 of 69

50 Table 2-3 Contract Drawing Categories and Series Category Series Drawing Type General G1 Location Plan G2 List of Drawings Civil C1 Typical Cross Sections C2 C3 C4 C5 C6 C7 C8 C9 C10 C11 Existing Conditions Plan General Plans and Profiles Design Detail Plans Grading Plans Proposed Plans Survey Control and Alignment Plans Ramp Terminal Details Maintenance of Traffic and Construction Staging Traffic Control Devices Signs and Pavement Markings Miscellaneous Details Structural S0 List of Drawings S1 S2 S3 S4 S5 S6 S7 General and Design Notes Site Location and Boreholes Location Plans General Arrangement Drawings Dimensional Details Bearings and Expansion Joint Details Reinforcement and Post Tensioning Details Miscellaneous Details Utilities U1 Existing Conditions Electrical U2 U3 U4 E1 E2 E3 E4 Utilities Plans Service Reservations and Duct Plans Miscellaneous Utilities Details, Compliance with ADM and other stakeholders (i.e. UPC, DoT, PRFD, etc.) guidelines and criteria are specified Electrical, Lighting, and CCTV Plan, Scada System and Lightning Protection if it is required Decorative Lighting or not decorative Plan Lighting Plan for Miscellaneous Roadway Structures Lighting Plan for Miscellaneous Other Facilities Mechanical M1 Mechanical Services for Pedestrian Underpass, Bridges M2 M3 Mechanical Services for Stormwater, Fountains and Fire Protection Mechanical Services for Miscellaneous Facilities and Scada System Drawing Sequence within a Series As much as possible, the drawing sequence within a series is to be consistent with the proposed plan drawings (C6 series). For example, the plan view in a hypothetical drawing C6-11 would be the same view as in drawings U2-11 or E1-11. In the event a drawing series contains only one sheet, the drawing number retains its sequence position. For example, if a set of plans had only Page 48 of 69

51 one service reservation and duct plan drawing (U3 series) and it corresponds to C6-4, then it is numbered U3-4, even if there are no other drawings in the series. Obvious exceptions to this rule are structural drawings and, in many cases, mechanical drawings Drawing Numbering for Multiple Structures If a project involves two or more structures, such as bridges, the drawing numbering system must be adapted to ensure that drawings for one structure are numbered differently than the equivalent drawings for another structure. A solution in such cases may be to name the structures "A" and "B" and add that letter designation immediately after the category designation in the drawing number. For example, a superstructure drawing for structure A would be numbered SA3-x. The equivalent drawing for structure B would be numbered SB3-x Stationing Stationing is drawn increasing from left to right on drawings. Additionally, the graphic is oriented such that the north arrow points to the top or to the right of the sheet. In cases where there is a conflict between the direction of stationing and north arrow orientation, north arrow orientation governs. If available, the consultant should follow the existing stationing as per the as-builts of previous projects at the same improvement location. Otherwise the stationing shall be determined as per the road classification; i.e. for main roads , for cross roads or secondary roads , , for ramps or sector roads 1+000, etc. It is recommended to avoid starting the stationing with in order to avoid any negative stationing in case of extending the improvement at alignment s point of beginning side North Arrows A standard north arrow is included with each plan. North arrows are drawn as specified in the Standard Drawings. For small details, the north arrow may be reduced to 60 percent of the standard-sized arrow Ramp Designated Convention Interchange ramps and turning roadways are designated as outlined in the following subsections Diamond and Urban Type Traffic Interchanges Ramps are assigned an alphabetical letter (e.g., A, B, C, etc.). Page 49 of 69

52 Drawing Sequence within a Series Connecting and turning roadway names are based on a traffic-directional naming system (i.e. the direction of traffic approaching the connector and the direction of traffic leaving the connector). For example, eastbound traffic on a mainline connecting to southbound traffic on another mainline would result in the designation E-S (for east to south) for the connecting roadway. Connecting roadways are designated as ramps, not as lanes. Page 50 of 69

53 3 PROJECT TENDERING 3.1 GENERAL Project tendering is the formal, legal process used by the Department to secure competitive tenders for a proposed project from prequalified contractors, with the objective of awarding the work to the tenderer submitting the most favourable offer. The tendering process includes the following sequence of steps: Preparation of Tender Documentation. Final project approval by the concerned Department. Notification to Consultant to submit required copies of tender documents. Notification to the ADM Procurement Department to advertise for tenders. Authorization to advertise for tenders. Issuance of tender documents defining the proposed construction, along with the Instructions to Tenderers. Response to tenderers enquiries. When necessary, the subsequent issuance of Addenda in the form of clarifications or modified project information. Receipt and analysis of tenders and recommendation of a contractor. Contract award. During the construction tendering process, consultants are responsible for the following services and deliverables: Tender Addenda. Reply to enquiries from bidders / contractors Tender analysis and the Tender Analysis Report. The following discussion is a general outline of the construction tendering process. For any particular project, a consultant s specific responsibilities would be defined in the scope of services. 3.2 CONSTRUCTION AND TENDER DOCUMENTATION Preparation of Tender Documents Tender documents prepared by the consultant are typically used for a number of objectives, including the following: To allow interested parties to reach agreement on the scope, features, and general construction procedures of the proposed project before construction begins. Page 51 of 69

54 To enable the Department to program and monitor the proposed project, in terms of financial requirements, needed governmental action, and coordination with other adjacent transportation and non-transportation projects, both before and during construction. To assist the Department in securing tenders and eventually executing a contract with a selected contractor. To define for the contractor what needs to be constructed and any limitations on procedures. To serve as a record of what has been built and to aid planning and monitoring postconstruction maintenance activities and roadway operations. To meet these objectives the consultant is guided by the following principles during the preparation of tender documents: Although made up of a number of independent elements, tender documents are to be considered as a single document. The combined tender documents need to be clear, concise, correct, unambiguous, and internally consistent in terms of language. Particular Specifications and Tender Drawings are developed only for those situations where no Standard Specification and Standard Drawing can be used. Standard Specifications and Standard Drawings are the designer s first resources. During preparation of the tender documents, the consultant should welcome guidance from the Project Manager and solicit such guidance without hesitation when needed Elements of Tender Documents As discussed herein, tender documents include the following: Conditions of Contract in the Field of Construction Works. Special Conditions of Contract. Standard Specifications for Road and Bridge Construction. Standard Drawings. Particular Specifications. Tender Drawings. Bill of Quantities (BOQ). Together, physically or by reference, the above items, along with instructions to tenderers and the form of tender, typically comprise the tender documents that are issued to secure tenders from interested contractors. Several of these items, either whole or in part, are issued by the Department: Tendering instructions and procedures. Conditions of Contract in the Field of Construction Works. Page 52 of 69

55 Any recently instituted or unique Special Conditions of Contract (either complete or in outline form). Standard Specifications for Road and Bridge Construction. Standard Drawings. The Department s standard Bill of Quantities (BOQ). Copies of these items will be furnished to new consultants when they start work for the Department. Any updates or changes to these items will be provided to all registered consultants through a Department directive. These items form the basis for development of all other required tender documents. A strict distinction between conditions and specifications is not required. However, the following working definitions may be helpful: Conditions generally impose contractual requirements on the contractor s activities during construction but are not physically reflected in the project as constructed. Specifications typically impose material and construction process requirements that are physically reflected in the project as constructed. Text-based elements of tender documents are discussed in the following subsections. Contract Drawings are covered in detail in Section General Conditions of Contract General Conditions of Contract in the Field of Construction Works (herein referred to as General Conditions) are a standard document that describes contractual terms common to all construction contracts entered into by the Department. Construction contracts are based on General Conditions and supplemented with Special Conditions of Contract, which describe project-specific contractual terms Special Conditions of Contract Each project has unique implementation requirements that may not be adequately addressed in the General Conditions. A consultant may need to create Special Conditions of Contract to ensure that contractor activities are completed in manners responsive to issues such as the following: Public safety concerns. Minimization of community disruption. Coordination with adjacent projects. Government policies towards procurement of materials and services. Insurance and guarantees. Page 53 of 69

56 In addition, special construction issues may also warrant preparation of Special Conditions of Contract. Discussed in more detail below, Special Conditions of Contract related to construction issues may include the following: Specialty work. Options and alternatives. Potential use of penalties. Shortly after the notice to proceed, the Consultant and Project Manager jointly identify those issues that may need to be addressed by Special Conditions. The Project Manager also furnishes the format (or samples showing the format) to be used for Special Conditions of Contract. As part of the Design Concept Report, the consultant provides appropriate discussion of issues that may need to be addressed by Special Conditions. Draft Special Conditions may be required as part of a preliminary design submittal. Since Special Conditions may have a major bearing on construction procedures that need to be reflected in design, Special Conditions are an early priority in the design process. Consultants need to ensure that development of Special Conditions is closely coordinated with the Department Specialty Work Most projects cannot be effectively completed solely by a general contractor. Specialty work (e.g., electrical, mechanical) requires that a general contractor select and contract with subcontractors that have the qualifications and equipment to do the specialty work. During preparation of tender documents, a consultant needs to anticipate the potential need for subcontractors by clearly delineating and describing specialty work and identifying, if necessary, when it needs to occur in the overall sequence of construction Options and Alternatives In general, tender documents should be written to give tenderers wide latitude in proposing procedures, sequences and materials to be used on a project. Ideally, this approach yields economies that result in lower tenders. This goal is best achieved by a reliance on performancebased specifications whenever possible, in lieu of design-based or proprietary specifications. In special cases, value engineering may be further advanced by allowing the contractor to tender alternative designs for portions of the project when such alternatives do not compromise project objectives. During design development, a consultant brings to the Department s attention as early as possible any situation where the Department may benefit from developing and having prospective contractor's tender alternative designs. However, the consultant may not commence development of alternative designs unless these tasks are included in the consultant contract or are added subsequently by contract amendment. Page 54 of 69

57 Penalties If deemed necessary, the Special Conditions may include articles describing penalties to be applied against a contractor in case of failure to perform. Generally, penalties are related to failure to complete a project or a particular portion of a project within a specified time frame. Provisions for penalties may also be included in the Special Conditions to discourage a contractor from violating defined restrictions on construction operations Standard Specifications Standard Specifications are defined in the Department s documents, such as the Standard Specifications for Road and Bridge Construction, Standard Specifications for Construction of Stormwater Drainage and other Department or Regulatory Authority Standard Specifications. These documents reflect the unique requirements of the Department, many years of localcondition construction experience, and the characteristics of native materials (both in-situ and manufactured). Thus, designs developed by a consultant adhere to the Standard Specifications without modification whenever practical. Standard Specifications are updated and republished periodically. Between revisions, the Department may develop interim Standard Specifications for eventual incorporation into the next edition of the documents Particular Specifications Two types of Particular Specifications may be included in tender documents: Interim Standard Specifications. Specifications created by the consultant to meet unique requirements of a specific project. No distinction is to be made between the two types within the Particular Specifications. The Particular Specifications for a project are presented separately from the Standard Specifications, but are divided by sections, subsections and clauses that are numbered and titled similarly and in parallel to those in the Standard Specifications. In many cases, a Particular Specification clause involves deleting, revising, or expanding a matching clause of the Standard Specifications. Many clauses of the Standard Specifications include, by reference, codes and standards defined by other organizations and recognized internationally in the highway construction industry. When a Standard Specification needs to be expanded by creating a Particular Specification, a consultant, as much as possible, refers to the same codes and standards referred to in the Standard Specification. If a Particular Specification describes a certain product, material, or process not covered in the Standard Specifications, the Particular Specification is abstracted from recognized sources and rewritten to reflect the language used in the Standard Specifications. Page 55 of 69

58 As a general rule, all work shown on the Contract Drawings must have a related Standard Specification or Particular Specification that defines the method of measurement and basis of payment. Shortly after the notice to proceed, the consultant is furnished with current interim Standard Specifications and a description or sample of the format to be used in preparing Particular Specifications. As part of preliminary design documentation, the consultant provides a table listing the Standard Specification clauses, by number and title that may need to be modified by creating corresponding Particular Specification clauses, with brief explanations justifying each modification. Any proposed Particular Specification that will have a major bearing on the final design of a project is provided in draft form as part of the preliminary design submittal. This will allow interested parties to review and approve the Particular Specification, as needed, before the consultant proceeds beyond preliminary design. In writing Particular Specifications, a consultant avoids using brand names of materials or items. Instead, a consultant provides detailed information on a material s required standards and performance. Brand names are specified only when it is essential to exclude materials of lesser quality than is necessary, and when this cannot be achieved by a generic description Bill of Quantities Generally, the consultant prepares the project s Bill of Quantities (BOQ) using the Department s standard list of bill item numbers, descriptions and format. Whenever possible, the consultant uses items included in the Department s existing standard BOQ. If a new BOQ item is required in support of a Particular Specification, it should resemble standard BOQ items in terms of numbering, language and style. However, this is not a mandatory requirement and in recent ADM projects consultants have used their own formats, provided that this is found to be acceptable to the Department. The consultant prepares a quantity calculation for each item in the BOQ. BOQ items are organized in numerical order, by sections and subsections that run parallel and cross-reference Standard Specifications and Particular Specifications. BOQ items related to Particular Specifications are inserted after standard BOQ items by section. For example, Particular Specification BOQ items for earthworks would appear immediately after Standard Specification BOQ items for earthworks. Quantity calculations are kept in a series of binders that are indexed, cross-referenced and show the project number and title on each binder cover and page. The indexes are in the form of tables of contents that identify each calculation by pay item and page number. A single binder may contain information for more than one section but information for any one section is not to be extended beyond a single binder unless absolutely necessary. Page 56 of 69

59 As a matter of good record-keeping, quantity calculations are kept on-hand for seven years after design contract closeout. The Department may request copies of quantity calculations at any time throughout the design or construction stages of the project. The final BOQ, which is one part of the tender documents, is submitted to the Department as part of the final design deliverables. 3.3 DEPARTMENT S WRITTEN APPROVAL OF FINAL DESIGN Following the Department s review and written approval of the complete Final Design (Section Acceptance), the Consultant prepares the final tender documents, drawings and specifications necessary to advertise for bids and construct the project. Generally the tender documents consist of the following: a) Tender Invitation b) Instructions to Tenderers c) Description of the Works d) Form of Agreement e) Particular Conditions of Contract f) General Conditions of Contract g) Standard Specifications h) Particular Specifications i) Bills of Quantities j) Dayworks Schedule k) Tender Drawings Construction and Tender Document Structure The consultant should use the following typical structure for Final Construction and Tender Documents. Any deviation needs to be agreed with the Project Manager prior to implementation. VOLUME 1 I : Instructions to Tenderers II: Tendering Procedure III: Particular Conditions of Contract VOLUME 2 IV: General Conditions of Contract VOLUME 3 V: Standard Specifications Page 57 of 69

60 VOLUME 4 VI: VII: VIII: VOLUME 5 IX: Particular Specifications Bills of Quantities Dayworks Schedule Drawings 3.4 FINAL PROJECT APPROVAL Final project approval must be obtained prior to initiating the construction tendering process. Steps in the approval process include the following: A recommendation by the Department to oversight authorities that the project be approved for tendering. Receipt of interim approval by oversight authorities that the Department may proceed with further steps in the tendering process. The Department notifies all potentially affected parties, public and private, of its intent to tender. Receipt of responses from affected parties indicating no objection to the project or outlining issues of concern related to the construction process. The Planning Department and the Finance Department review and comment on the tender documents. Resolution of issues and concerns based on feedback and comments from stakeholders, the Planning Department and the Finance Department. Final project approval issued by the Department and other oversight authorities. Note that cost estimates are not considered part of or included in the tender documents. Unless otherwise directed by the Department, all cost estimates are considered confidential information and the consultant is not allowed to disclose this information to outside parties. Cost estimates are to be delivered to the Department in a sealed envelope along with the tender documents Notice of Intent to Tender After receipt of interim approval to proceed, the Department transmits a Notice of Intent to tender to any public or private agency, group, or individual party that may be affected by the proposed project. Such parties are typically known as stakeholders. Principal stakeholders include the Department itself, other Municipality departments, utilities agencies, the Military Works Department, the Civil Defense Department, oil companies and others. The purpose of the Notice of Intent to tender is to give stakeholders a final opportunity to express concerns and make special requests before the design is tendered. Page 58 of 69

61 The Notice of Intent to tender includes the following: Notice of Intent to tender letter, describing all relevant project information (location, physical description, purpose, estimated schedule for construction, expected constructionrelated negative effects, contact persons during construction, etc). Representative project drawings and illustrations (plans, sections, elevations, artists renderings, etc.). Response form. As stated in the notice, stakeholders are given a reasonable deadline (usually two weeks) to return response forms to the Department. The Department, working with the consultant as required, then revises the design as necessary to reasonably satisfy stakeholder issues and concerns. In response to stakeholders concerns, it may be necessary to revise the design or Special Conditions of Contract. Stakeholder response to the Notice of Intent to tender is a final opportunity for concerns to be resolved prior to tendering. The design or the Special Conditions of Contract may need to be revised to address these concerns at this point in the project s development. However, changes to the design or the Special Conditions of Contract in response to these concerns may have significant technical and financial ramifications. Thus, it is important that the consultant and the Department work closely with stakeholders and approving parties as early as possible during design development in order to resolve any potential issues and allow sufficient time for technical and financial issues to be resolved prior to final project approval Review by Other Departments At least two weeks prior to project tendering, the Department sends complete sets of tender documents to the Planning Department and the Finance Department for their review. Any questions or concerns raised by either of these departments may be answered directly by the Road Section or referred by the Road Section back to the consultant. In some instances, it may be necessary for the consultant to make adjustments to the tender documents to address the concerns of these departments. 3.5 AUTHORIZATION TO ADVERTISE The Department is responsible for securing authorization to advertise through intra-municipality and governmental channels. Consultants may, however, be called upon in a support role during this process. Decisions that must be made prior to authorizing advertisement for construction tenders include the following: Date the project will be advertised. Time period given to contractors for tender preparation. Page 59 of 69

62 Time and place that tenders will be opened. Tentative contract execution period. Construction completion dates for defined project segments and the whole project. The timing of construction for a project may need to be coordinated with related or independent projects that must be completed first, or with other projects that will be underway at the same time in the area. The amount of time given for tender preparation by prospective contractors and evaluation by the consultant depends on the complexity of the project. Added time for preparation and evaluation is usually needed if contractors are asked to tender options. The Department generally attempts to stagger the timing of advertisements for tenders so that qualified contractors can focus on one project tender at a time. The consultant and the Project Manager need to recognize the above considerations and advise Department staff accordingly so that logical dates and time periods can be established for advertising, tender preparation, tender review and construction. 3.6 OTHER DOCUMENTS NECESSARY FOR TENDERING The following documents are also integral to the tendering process: The advertisement for tenders. Instructions to Tenderers. The Form of Tender. While the advertisement for tenders is considered part of the tender documents, consultants have no responsibility for preparing or placing advertisements for tenders. If the consultant is to assemble and distribute tender documents to interested contractors, the Department provides the consultant with substantially completed versions of the Instructions to Tenderers and the Form of Tender. A certain amount of minor information is added to these documents by the consultant (e.g., project control numbers, the amount of the initial guarantee or bid bond). To simplify distribution and to help ensure that each prospective tenderer receives a complete set of documents, consultants should bind the Instructions to Tenderers, the Form of Tender and all of the design-related tender documents (with the exception of the Contract Drawings) in as few volumes as practical. The Department may charge a nominal fee for tender documents to cover the costs of printing and distribution. The names and addresses of interested contractors are recorded as they collect their copies of the tender documents. Page 60 of 69

63 Descriptions of the design-related tender documents are provided in Sections 2.5 and 2.6 of this document. The advertisement for tenders, the Instructions to Tenderers, and the Form of Tender are described in the following subsections Advertisements for Tenders The advertisement for tenders gives a summary description of the project and invites construction tenders from qualified contractors. The advertisement may include some or all of the following information: Location and brief description of the project. The governmental unit that will be the contracting party. The deadline and location for receipt of tenders. The date, time and place that tenders will be opened. Major items of work with approximate quantities. Amount of tender guarantee and a description of how the surety will be returned to unsuccessful tenderers. Amount of contract guarantee, which pledges the selected contractor to perform the work faithfully. Conditions of award (e.g. the Department reserves the right to reject all tenders). Name of the consultant or other appropriate contact parties and where additional copies of the tender documents may be obtained Instruction to Tenderers The Instructions to Tenderers provide detailed directions and requirements for preparing the tender and include the following: Requirements as to the tenderer s qualifications and experience. A description of the steps to be followed in preparing and submitting the tender. A list of the tender documents that constitute the full description of the project and limitations on construction procedures. Time periods for completion of the project, either in total or in defined milestones. Further identification of Special Conditions of Contract that will be an integral part of the agreement for construction. Details of any formalities required in the tender and provisions for tender rejection based on procedural grounds. Reference to the legal basis for the proposed contract. A copy of the Department s standard Instructions to Tenderers is available upon request from the Department. Page 61 of 69

64 3.6.3 Form of Tender The Form of Tender is the document that tenderers complete to ensure that all tenders are uniformly presented based on a common understanding of the project. In completing the Form of Tender, the tenderer provides the following data: The total sum of the Bill of Quantities for completion of the specified work. A pledge as to the completion time for the total project and/or specified milestones. Verification that a tender guarantee is being provided. An agreement to furnish a contract guarantee, if selected. Acknowledgment of receipt of all tender documents. A statement that the project site has been examined and that all tender documents are understood. Signature. A copy of the Department s standard Form of Tender is available upon request from the Department. 3.7 TENDER STAGE The Consultant need to perform the following services during the tender stage: a) Answer enquiries from bidders and prepare and issue any necessary Addenda to the Volumes and/or Construction Documents. b) During the tender stage it may be required to hold meetings with any bidders, as authorized by the Department, in order to obtain technical and commercial clarification of bids, inclusive of minutes of meetings with submittal to the Department for records and future reference Enquiries and Addenda Addenda are documents that modify or clarify information distributed in the initial tender documents. Addenda modify the legal description of the project and thus become an integral part of the tender documents, typically affecting the contractor s estimate by changing material types, quantities or other factors. Addenda are transmitted to all prospective tenderers that have already received the initial tender documents. If an Addendum is limited in size and available considerably in advance of the date when a tender is due, the Department may elect to mail, fax, or send the Addendum by courier to interested parties. If an Addendum is substantial in size or being issued relatively close to the date a tender is due, the Department informs tenderers of the Addendum, but requires that tenderers pick up the Addendum or make other timely arrangements for delivery. Page 62 of 69

65 Each Addendum includes a page that tenderers must complete to acknowledge receipt of the Addendum. This acknowledgment is returned as part of the tender documents. In many cases, an Addendum is issued in response to a question submitted by a prospective tenderer, and very often those questions are submitted directly to the consultant. Consultants should send copies of all tender-related questions to the Department. The consultant s response to tenderers questions and any Addenda are to be reviewed and approved by the Department before they are distributed. The Department is also sent copies of any Addenda when they are issued by the consultant Mid Tender Meeting Depending on the size and the complexity of the project, mid-tender meetings may be required during the bidding process. Any meetings with bidders need to be authorized by the Department. It is the consultant s responsibility to formally minute these meetings and circulate to all tenderers as agreed with the Department. 3.8 RECEIPT OF TENDERS Contractors may submit tenders at any time prior to the tender deadline and may withdraw their tenders at any time before the official tender opening. A representative from the Planning Department formally records the tenders as they are opened. The Planning Department has a special form for this purpose. Generally, a representative of the consultant is expected to attend the tender opening. At the designated time and place, all tenders are opened and the tender amounts are read aloud. Later, the tender amounts are posted outside the offices of the Planning Department so that all tenderers and other parties can view the tender opening results. 3.9 TENDER ANALYSIS Consultants are responsible for tender analysis. The consultant is responsible to perform an evaluation of the Tenders for its technical and financial compliance with the final design and tender documents including acceptance or otherwise of tenderers proposed alternatives. The consultant provides technical assistance with the tender evaluation process, including the evaluation of proposed alternates in liaison with the Tenderers and Department. As a general rule, a Tender Analysis Report should be complete and submitted to the Department within one month of a tender opening. However, a different time frame for completion may be required by the Department. The identification of the apparent lowest-priced, qualified tender requires the following two unrelated activities: Page 63 of 69

66 An analysis of all tenders to determine that there are no financial irregularities. A review of the three or four lowest-priced tenders to ensure all technical requirements are met. Note: The Department may evaluate the tenders based on weighted scores for both technical and commercial. Details of the evaluation criteria will be noted in the tender document (Instructions to Tenderers) Financial Analysis Preliminary tender analysis occurs at the tender opening. For most projects, however, more time is required to adequately review all the information in the tender documents. This is especially true if tenders have been requested for options. Only after analyzing all tenders can approving parties make a decision as to which option or options will be the basis of the project. In analyzing the financial aspect of a tender, reviewers check for the following: Incomplete information. Mathematical mistakes. Unbalanced tenders. If any of these irregularities is identified as serious, a tender may be disqualified. In the case where a tender is based on unit prices for various items, if a mistake is made by the tenderer in multiplying the unit price by a given quantity, the product shown on the BOQ is ignored and replaced with a corrected product based on multiplying the unit price tendered by the quantity. After all products are verified or corrected, the tenderers total price for all items is verified or changed to reflect the actual total sum of the corrected products. A review of all corrected tenders then identifies the tender with the apparent lowest cost (and second lowest, third lowest, etc.). On the BOQ, prices written in words take precedence over the prices written in numbers. A tender is considered balanced if each BOQ item is priced to reflect its actual expected cost plus the contractor s overhead and profit. An unbalanced tender could result from a contractor intentionally submitting an inflated price for an early work item so that a larger progress payment would be received early on in the project. If, after identifying the lowest tender, any irregularity is identified, the tender may be rejected and the second-lowest tender is then given further consideration. This process continues through the remaining tenders in order of ascending tender price until the lowest-priced tender without irregularities is identified. At any point in this process, the Department may elect to reject all tenders and put the project out for a second round of tendering. Page 64 of 69

67 3.9.2 Technical Review Appraisal A technical review of completed tender documents ensures that all requirements have been met. This review verifies that the apparent lowest-tendering contractor has furnished all requested information and that the contractor s qualifications are acceptable. The information regarding any proposed subcontractors is also reviewed to verify qualifications and to check that a significant amount of the total work will still be performed directly by the prime contractor. If the technical information provided by the apparent lowest-tendering contractor is incomplete, incorrect, or unacceptable, the tender may be disqualified, and analysis then focused on the information provided in the second-lowest tender. This process continues until the qualified contractor with the lowest tender is identified TENDER ANALYSIS REPORTS The Tender Analysis Reports are (usually) the final deliverables to be prepared by the consultant for the design portion of a contract. There will be two Tender Analysis Reports, one for the Technical Evaluation and a second report produced for the Financial Evaluation (contractors who pass the Technical Evaluation). Details of the evaluation criteria will be noted in the Instructions to Tenderers. A model for the Tender Analysis Reports is available upon request from the Department. The Department expects Tender Analysis Reports to follow this format as closely as possible CONTRACT AWARD Based on its review of the Tender Analysis Report, the Department makes a recommendation to the General Projects Committee for award of the contract. Then, with Executive Council approval, a formal notice of award is transmitted to the selected contractor. The consultant s recommendation of a contractor is in no way binding to the Department or any other government authority. After a final review to ensure all legal requirements have been met by both contracting parties, the Department s consultant issues a notice to proceed to the selected contractor. Page 65 of 69

68 APPENDICES Page 66 of 69

69 APPENDIX A COST CONTROL DURING DESIGN PROCESS Page 67 of 69

70 Cost Control During Design Process Consultant finish Concept/ Preliminary/ Final design (including the Utilities Agencies Sub-Consultants Design) then forward the Design & estimated construction cost to PM for Review and Approval PM to fill cost Control Template then forward a copy of the design to CM Then CM to forward the same to QS QS will verify the Design with the approved Budget and indicate discrepancy in the Cost Control Template if cost exceeding budget. Then forward back to CM If the proposed cost is equal or less than approved budget cost then indicate the same in the template Note: - Consultant to carry out Cost Control during the Design in parallel - ADM PM to ensure receive Material Specialist, ADM QS and Consultant Cost Control Report prior to actioning the next step - Value Engineering shall be done throughout whole design stages - In case a need for Budget Revision EC memo to be drafted (In case of discrepancy PM to lead Value Engineering or Cost Reduction Exercise after obtaining PD & Div Manager Approval ) and the modified design finished then fill Cost Control Template then forward to CM FIGURE A1 CM to review & forward the said filled Cost Control Template to PM (cc: Div Manager, PD & TM) requesting ADM PM to Action Abbreviations: PM Project Manager TM Technical Manager or Design Manager CM Construction Manager PD Project Director QS Quantity Surveyor

71 APPENDIX B DESIGN SUBMISSION AND DESIGN REVIEW Page 68 of 69

72 Design Review by Design Section or On Call Consultant (ADM Design or Developer s Design) Design Consultant / Contractor submit the Design to the PM A1 Option 1. Design Scope available within Design Section Team s Specialty Please refer to Process E1 PM to forward the Design submittal to TM & other Staff i.e. CM, Planning Manager Material Specialist, TSS (if applicable) B1 Option 2. Design Scope NOT available within Design Section Team s Specialty or the Section is overloaded D1 Please refer to Process E2 TM to send the submittal to Design Section (cc: PD, PM) (via Figure B5 Project Review Request Form) and highlight the Disciplines to be reviewed. C1 Design Consultant to ensure compliance with QA/QC Manual (TM to carryout verification) FIGURE B1 D2 Abbreviations: PM Project Manager TM Technical Manager or Design Manager CM Construction Manager TSS Traffic Services Section PD Project Director

73 Design Review by Design Section or On Call Consultant Option 1. Design Scope available within Design Section Team s Specialty Design Section Head to send the design to the relevant specialist Specialist to review the Design and forward back approval / comment to TM via the same transmittal form signed off by Design Section Head TM and Design Engineer to review the design comments, then TM/ Design Engineer to prepare the reply letter to Design Consultant (letter to be initialled by TM/PM and signed off by PD) cc: Planning Management Consultant, Contract Management Consultant PD to sign off the Design Approval status Letter and issue the same to Design Consultant Design Consultant to resubmit the Design addressing all the Comments E1 F1 G1 H1 I1 Please refer to Design Section Review process (next page) Design Engineer is accountable to follow up with the Design Section to finalize and complete the Design Review on time FIGURE B2 Abbreviations: PM Project Manager TM Technical Manager or Design Manager PD Project Director

74 Design Review by Design Section or On Call Consultant Option 2. Design Scope NOT available within Design Section Team s Specialty or the Section is overloaded Design Section Head to send the submittal to ON Call Consultant ADM Coordinator ADM Coordinator to request On Call Consultant a Cost and Time Proposal and /or to report that Documents are sufficient for review of the relevant design stage Once Proposal is Approved ADM Coordinator to confirm On Call Consultant s Cost and Time Proposal And to request the officially to start the review On Call Consultant to send the review report to the On Call Consultant ADM Coordinator E2 F2 G2 H2 I2 On Call Consultant Coordinator to review then forward the report to TM (cc: Design Section Head, PD, PM) TM and Design Engineer to review the design comments then TM/Design Engineer to prepare the reply letter to Design Consultant (letter to be initialled by TM, PM and signed off by PD) cc: Planning Management Consultant, Contract Management Consultant J2 PD to sign off the Design Approval status letter and issue the same to Design Consultant K2 Design Consultant to resubmit the Design addressing all the Comments L2 Design Engineer is accountable to follow up with Design Section to finalize and complete the Design Review on time Note: Design Engineer to lead technical meetings between the On Call Consultant and Design Consultant (in case there is a disagreement from the Design Consultant on the On Call Consultant report) the On Call Coordinator to be informed on the conclusion. FIGURE B3 Abbreviations: PM Project Manager TM Technical Manager or Design Manager PD Project Director

75 Project Review Flowchart Project Received by Section Head Task Leader (TL) Assigned (via Figure B6 Design Section Action Form) Project & Deliverable logged on the track sheet by the TL Technical experts complete the review (via Figure B7 Design Review Comments Form and Figure B8 Check List for Design Approval); record completion date and approval status on track sheet and return documents to TL Deliverable distributed to technical experts (incl. TSS/RSU/MQS) by the TL, for review Deliverable (softcopy) saved in the shared folder by the TL TL compiles all review comments and records the final approval status on track sheet TL /admin. prepare the response letter (Figures B9 & B10 Design Review / Approval Letter) or transmittal Section Head reviews and signs the letter Letter / Transmittal Out FIGURE B4 Abbreviations: TL Team Leader TSS Traffic Services Section RSU Road Safety Unit MQS Materials Quality Section

76 ADM IRI - Project Review Request Form Design Section Technical Review Team TSS & RSU MQS No. Project Name - Contract No. ADM Project Manager ADM Design Manager Consultant Project Stage Y/N Document Dated Road Geometry Pavement Structures Storm Water Street Lighting Traffic Studies, Signs & Markings Road Safety Audit, Safety Review Geotechnical / Material Others (Specify) ADM PROJECTS Study / Pre-concept Conceptual 1 Preliminary Detailed Tender Construction Study / Pre-concept Conceptual 2 Preliminary Detailed Tender Construction Study / Pre-concept Conceptual 3 Preliminary Detailed Tender Construction Study / Pre-concept Conceptual 4 Preliminary Detailed Tender Construction Study / Pre-concept Conceptual 5 Preliminary Detailed Tender Construction FIGURE - B5 Sheet 1 of 1 10/04/2014

77

78 DESIGN REVIEW COMMENTS FORM (Example) Department: Internal Roads & Infrastructure Section : Road Design Section Project Name: Project Stage : Design Consultant: The owner of the Project : Deliverable: Date (in): Consultant's Letter Ref. No / Date: / (out): Review Status: A, B or C ADM Action Form Ref. No. : Road Geometry Item No. Drawing / Item No. Rev. ADM Comments and Remarks Consultant's Response ADM's Response Date Date Date Legend for Review Status: (A): Approved, (B): Approved as Noted (Comments shall be fulfilled in next design stage), (C): Not Approved (revise and/or incorporate comments and resubmit) Reviewed by: Eng. - ADM Project Design Consultant Signature: FIGURE - B7

79 Tender Documents Final Design Preliminary Design Conceptual Design Check List For Design Approval Stage Required Documents Required Approval Y N N/A Remarks 1. Geometric Design (layout) Geometric Eng: Design Section Investment Office 2. Pavement Design Pavement Eng. - Design Section 3. Draft Traffic Impact Study (TIS) Circulation Plan Traffic Eng. - Traffic Services Section (TSS) 4. Lighting Design (layout) Lighting Eng. & Electric Eng. - Maintenance Section 5. Landscape Design Landscape Eng. 6. Geotechnical Report Geotechnical Eng. - Material Section 7. Stormwater Design Stormwater Eng. - Design Section 8. Irrigation Design Irrigation Eng. - Design Section in PRFD 9. Road Safety Audit (RSA) Stage 0 (if required) Road Safety Eng. - Road Safety Unit (RSU) in TSS 10. Service Corridors and General layout plan Town Planning Department 11. Environmental permit Environmental Agency 1. Geometric Design including Traffic signs and Road Markings Geometric Eng. - Design Section Traffic Eng. - TSS 2. Pavement Design Pavement Eng. - Design Section 3. Approved TIS form Department of Transport (DoT) Traffic Eng. - TSS 4. Lighting Design ( layout and calculations) Lighting Eng. & Electric Eng. - Maintenance Section 5. Landscape Design Landscape Eng. 6. Geotechnical Report Geotechnical Eng. - Material Section 7. Stormwater Design Stormwater Eng. - Design Section 8. Irrigation Design Irrigation Eng.- Design Section in PRFD 9. RSA Stage 1 Road Safety Eng. - RSU in TSS 10. Structure Design Structure Eng. - Design Section 11. Service Corridors and General layout Plan Town Planning Department 12. Stormwater Connection Points Operations & Maintenance (O&M) 13. Irrigation Taping Points O&M - PRFD 1. Geometric Design including Traffic Signs and Road Markings (Layout Calculations - Particular Specifications) Geometric Eng. - Design Section Traffic Eng. - TSS 2. Pavement Design + (Particular Specifications) Pavement Eng. - Design Section 3. Lighting Design + (Particular Specifications) Lighting Eng. & Electric Eng. - Maintenance Section 4. Landscape Design + (Particular Specifications) Landscape Eng. 5. Stormwater Design + (Particular Specifications) Stormwater Eng. - Design Section 6. Irrigation Design + (Particular Specifications) Irrigation Eng. - Design Section in PRFD 7. RSA Stage 2 Road Safety Eng. - RSU in TSS 8. Structure Design + (Particular Specifications) Structure Eng. - Design Section 9. Draft Tender Documents 10. Maintenance Cost Report for 10 years 1. Volume 1 - General Conditions & Particular Conditions of Contract PM QS Planning & Contracts Support Team 2. Volume 2 - Standard Specifications 3. Volume 3 - Particular Specifications 4. Volume 4 - Instructions to Tenderers & BOQ QS Maintenance Section Material Section Specialists PM QS Planning & Contracts Support Team 5. Volume 5 - Standard & Particular Drawings Maintenance Section Each approval should attach with evidence. FIGURE B8