853.1 Milestone breakdown

Design, procurement, civils, install, SAT, handover (736). Align to HVM bollard risks.

Start by mapping the valuation schedule to the project’s risk path: design approval, procurement of crash-rated components, civil works, installation, SAT, and handover. Each stage should reference a measurable output (e.g., signed drawings, delivery dockets, pour records, and SAT forms) so an application for payment is anchored to evidence. Keep terminology aligned to global crash ratings and to the site’s approved ITP.

Design valuation: tie release to issue-for-use packages (calculations, GA drawings, interface control notes). Procurement valuation: link to factory release and delivery into controlled storage (see 856). Civils/installation valuation: release by completed foundations, set-out, ducting, and verified spacing rules. Commissioning valuation: release after functional tests and witness points passed. Handover valuation: release on complete Handover Pack Index (736).

853.2 Evidence for claims

Photos, test sheets, as-builts (716, 731). Evidence validates crash rated bollard progress.

Applications for payment must include an evidence set (716): geo-tagged photos, signed test sheets, and redlined drawings. For foundations, include pour tickets, cube results, rebar inspection photos, and location proofs (Datum & Alignment Checks). For controls, include loop proving, KPI screens, and alarm logs.

For as-builts (731), attach PDFs and native files with a clear file index and naming rules. Evidence should trace back to the approved FDS and the specific rating-critical dependencies.

853.3 Materials on site/off site

Rules for title, storage, insurance (856). Protects HVM bollard equipment.

When valuing materials, define title transfer, storage conditions, and insurance responsibilities. Off-site valuation should be limited to long-lead, serialized equipment (e.g., bollard heads, HPUs, control panels) stored under auditable conditions with inspection rights. On-site valuation should require secure, weather-proof storage and a storage & handling plan (856) with photographic evidence.

Where possible, tie payment to readiness for installation: verified serial numbers, asset register entries (732), and completed pre-delivery inspections. For UAE projects, note any authority constraints (e.g., SIRA) on custody and access; include a link to SIRA Bollards (UAE) in your record pack if approvals affect storage or release.

853.4 Variations pricing

Use 718 logs and BOQ bases (851). Transparent crash rated bollard changes.

Price changes through a disciplined process: log the change in the Variations & Change Log (718), reference the baseline quantities in the BOQ Skeleton (851), and document any time impact in the programme. Where a different product family or foundation class is proposed, check anti-downgrade clauses (435) and record equivalence evidence.

For transparency, attach rate build-ups, supplier quotes, and any design deltas marked on drawings (use a mark-up standard). Keep a clear NCR boundary so defects are not mis-priced as variations.

853.5 Retentions & defects

Retention tied to 639 closeout. Ensures snag resolution.

Define retention as a percentage held back until the system is proven in service. Link the first release to SAT acceptance and the second release to the Closeout Checklist (639), including snag rectification and document delivery. State the retention period and the defects-liability window explicitly.

To avoid disputes, align the snag register to evidence: before/after photos, signed test repeats, and updated maintenance plans (734) where fixes affect upkeep. Where SIRA or other authorities require attendance or re-witnessing, make that a release condition and file the witness procedure with signatures.

853.6 Performance holdbacks

Link release to SAT pass (638) and KPIs (542). Aligns incentives.

Performance holdbacks are small, targeted amounts released only when the system demonstrates operational KPIs over a defined period (e.g., 30 days). Tie these to KPI thresholds (542)—such as cycle time, health pings, and alarm rates—and to fault-free service windows. Record results via the site’s operational dashboard or exported logs.

Set the initial gate as a witnessed SAT pass (638), then release further amounts when trend reports show stability (e.g., no nuisance alarms, zero failed raises). This aligns incentives toward reliable operations, not just installation completeness.

853.7 Advance payments

Security instruments; delivery milestones. Balance HVM bollard cashflow.

Advance payments help fund molds, long-lead parts, or factory slots. Mitigate risk with security instruments (e.g., guarantees) and milestone-based claw-backs. Release tranches on objective evidence: purchase orders placed, factory FAT booked, and shipment into bonded storage with inspection rights (see Logistics, Storage & Handling (856)).

To keep cashflow balanced, pair advances with early deliverables—draft FDS, Site Acceptance Plan, and updated schedules. Document repayment logic if dates slip (offsets against upcoming valuations) and capture any currency exposure in the contract (see 853.8).

853.8 Currency & escalation

Indexation for long-lead items (847). Shields crash rated bollard budgets.

For projects with imported systems, define currency baselines and indexation for long-lead items. Reference the Procurement Strategy (847) and specify which indices apply (materials, freight), how often adjustments occur, and what evidence is required (supplier letters, invoices). Keep a simple worked example in the appendix so reviewers can recalculate quickly.

Where exchange risk is material, ring-fence it to named equipment (e.g., automatic bollards, control panels) and cap exposure with thresholds. Record actuals in the progress controls (859) pack and mirror adjustments in payment certificates with a clear audit trail.

853.9 Final account

Reconcile with 739 archive. Clean close for all parties.

Close out by reconciling the valuation ledger to the closeout checklist (739) and the final asset register (732). Confirm that all approval records, test forms, and training certificates are filed and indexed. Release remaining retention only when defects are cleared and warranty conditions (spares policy, service levels) are acknowledged.

Publish a concise after-action note that captures lessons learned for future procurements (850). Archive the final account, retrieval index (939), and training sign-offs together so future audits are frictionless.

853 Valuation & Payments — FAQ