717.1 Submission roadmap

Stages, forms, and dependencies. Roadmap avoids HVM bollard rework (938, 133).

Start with a clear path: pre-submission meeting (optional), formal submission, review cycle, queries, resubmittal, and decision. Map dependencies so test evidence for certificates, structural calcs, and the Site Acceptance Test are ready when reviewers ask. Capture regulator-specific float in the programme using an authority variations overview so procurement and construction dates aren’t at risk.

Use a single submission index referencing each file version. In many regions, a pre-application discussion reduces iteration. In Dubai, align with SIRA early to confirm scope (e.g., CCTV tie-ins or bollard control room provisions). Close the loop by scheduling your witness slot only after prerequisites in the roadmap are “ready to test.”

717.2 Required documents list

Certificates, drawings, calcs, RAMS, ITP (431, 333, 721–714). List satisfies crash rated bollard reviewers.

Compile a checklist that covers: crash test evidence (certificates, unedited video, report numbers), structural design calcs tied to the actual footing detail, drawings (GA, sections, rebar, ducting), Method Statement and Risk Assessment, and an ITP that places witness points at the right stages.

Include controls evidence for automatic lanes: control architecture, interlock matrix, and alarm philosophy. For UAE projects, add SIRA-relevant pieces (CCTV, access control policy). Use the submission-pack guidance to validate completeness before upload.

717.3 Formatting & language

Use authority templates and bilingual where needed (133). Formatting accelerates HVM bollard approval.

Adopt the regulator’s forms and naming patterns. Use the site’s File Index & Naming Rules so filenames show project, stage, and revision clearly. Keep a bilingual cover where required; a one-page index & cover helps reviewers navigate. Apply consistent unit systems and symbols used in your design pages (e.g., foundation checks).

For clarity, insert a short “reader guide” page in the pack that explains how to interpret the rating string and the interlock matrix. This reduces back-and-forth and keeps the review on substance rather than formatting.

717.4 Witness/inspection bookings

Lead times, prerequisites, and agendas (638, 134). Bookings keep crash rated bollard schedule.

Book witnessing with realistic lead time and a clear SAT procedure. Prerequisites typically include power-on health checks, loop/sensor proving, and interlock verification (632 to 634). Share an agenda and roles in advance, with a named lead witness contact.

In Dubai, some SIRA inspections are separate from SAT; confirm sequence and scope on the booking form (SIRA hub). Protect the programme by adding explicit inspection timeline float and a fallback slot in case of site delays.

717.5 Responses to queries

Track RFI, minutes, and deltas (539). Responses protect HVM bollard scope.

Log every authority question as an RFI/clarification with a unique ID, your answer, and delta-highlights to drawings or calcs. Keep responses factual and reference controlled documents to avoid scope creep. Where appropriate, include a short “why” that ties back to risk and performance (e.g., why a fail-safe/secure choice stands).

Close the loop in minutes of meeting. If a change is requested, route it through change control & versioning (CR) before resubmittal, so the pack and programme remain coherent.

717.6 Variations & addenda

Submit change evidence and impacts (718). Variations must not dilute crash rated bollard performance.

When a variation is unavoidable, submit an addendum pack that shows the before/after drawing deltas, updated calcs, and a short impact note on security performance (e.g., unchanged standards equivalency or interlocks). Use the change log to capture reason, date, and approvals.

For automatic lanes, a small sensor or logic tweak can alter safety behavior; reflect it in the HMI, interlocks (352), and the FDS. Resubmit only the affected pages plus the updated index to keep reviews efficient.

717.7 Version control in packs

Lock file sets with indices (115, 911). Control prevents HVM bollard confusion.

Freeze each submission with a unique release ID and a front-sheet that lists file names, revs, and dates (matching your naming rules). Include a “superseded file list” so reviewers know what changed. Export a single snapshot PDF of the full pack for audit.

Controls teams should mirror the same discipline inside the PLC/HMI world (build checksums, signed manifests). That way, field changes cannot silently drift away from the submitted baseline.

717.8 Approval conditions

List conditions and closure path. Conditions guide crash rated bollard delivery.

Track “approved with comments/conditions” explicitly. For each condition, record the required action, owner, due date, and evidence type (e.g., post-pour photos of rebar, updated loop layout, or SAT retest of a specific obstruction scenario). Keep the list live in the submission index so the reviewer always sees closure status.

Where conditions touch legal obligations (e.g., public-realm signage), confirm with the permits/inspection timeline that the work can proceed without risk. For SIRA, ensure conditional items are addressed before the final certificate visit.

717.9 Final sign-off filing

Archive approvals and stamps (731). Filing secures HVM bollard compliance record.

On final approval, file stamped drawings, decision letters, and the signed SAT report into your as-builts and handover pack. Add a short archive & retrieval note so future maintenance teams can locate approvals quickly.

Close any open RFIs and change requests, then issue a release note stating the final “Issue-for-Use” status. This protects the delivered HVM lane against later undocumented changes.

717 Authority Submittals — FAQ