How to assemble drawings/models for acceptance.
Build a reviewer-friendly pack that passes first time. Follow the structure, assemble certificates and ratings evidence (431, 413–414), drawings/calcs (331–333, 931), method and RAMS (721–723), and commissioning records (631–638). Use naming/versioning from 911, address common rejection reasons, and include sign-offs and delivery media. Archive properly so every HVM bollard and crash rated bollard remains traceable. Include one-sentence context that naturally links upward to the parent hubs (this section and the chapter hub). Add SIRA context with a link to SIRA Bollards (UAE) when relevant. Link installation pages only if helpful: What to Expect and Installation Guide.
Important: This is a general guide. For live projects we develop a tailored
Method Statement & Risk Assessment (MS/RA) and align with authority approvals (e.g., SIRA) where in scope.
938.1 What goes in the pack
Index, cover, compliance matrix, drawings (931), calcs (914), certificates (431), evidence (716), forms (918). HVM bollard and crash rated bollard scope explicit.
Start with a clear Pack Cover and one-page index that lists every exhibit with status and hyperlinks. Include a concise compliance matrix mapping spec/authority clauses to proof. The core technical set is the signed drawings/models (931) tied to a numbered Calculations Pack (914). Add product certificates from 431, plus photo/video evidence (716) and signed forms from 918. State the certificate scope and whether the submission covers fixed, VSB system, or both.
| Aspect | What matters | Where to verify |
|---|---|---|
| Performance | Tested system (bollard + footing) | Crash Ratings Explained (413) |
| Operations | Duty cycles, fail-state, safety devices & measures | Installation Guide |
| Traceability | Serials, archive manifest, checksums | Final Archive (939) |
938.2 Drawings & calculations set
Tie arrays/spacing to calcs (321–322, 331–333). Cross-refs prevent disputes.
Keep drawing references and calc references synchronized. Where you show array patterns (321) and clear-gap calculations (322), cite the specific sheet/paragraph in the Calculation Pack. Foundation loads (331) and checks (333) should appear both as design actions on the drawings and as worked examples in the pack. Use sheet standards (931), with bookmarked PDFs for navigation. If SIRA applies, add a short note and link to SIRA Bollards (UAE).
938.3 Product certificates & tests
Include full certificates, photos, limits (411–416, 431). Note family/variant rules (415).
Attach the complete certificate/report with report number, lab accreditation, and scope/limits. Summarize rating strings per 412 and show orientation/vehicle class as-tested. For families and variants, follow 415. If using simulation evidence, document correlation per 416. Include unedited test footage links where permitted.
938.4 Method statements & RAMS
Civils, controls, drainage, SAT safety (721–723, 334, 638). RAMS align with site realities.
Provide an MS/RA that covers civils (610–629), controls (500–547), and commissioning interfaces. Reference 721 for format and 722 for the risk matrix. Where drainage pits, sumps, or HPUs are included, show measures consistent with 334. Define SAT witness safety, barricades, and exclusion zones.
938.5 ITP/FAT/SAT/commissioning docs
Signed ITP lines (714), FAT/SAT scripts/results (715, 638). Evidence is pass/fail clear.
Include the signed ITP (714) with hold/witness points and acceptance criteria. Add FAT readiness and scripts per 715, then the site SAT pack (638) with results, photos, and sign-offs. Cross-reference commissioning checks from 630 including loops (633), interlocks (634), and duty/EFO tests (636–637). Make pass/fail unambiguous and add a brief release note for any resubmittal.
938.6 Compliance matrices
Spec and authority checklists (852, 133). Each row links to proof.
Build one matrix per governing document: project spec (section map from 852) and authority rules (133). Each row states the clause, a plain-English requirement, where it is met, and a live link to the exact exhibit (sheet/page/timecode). Use row traceability and record any conditional approvals from reviewers.
938.7 Checklists & indexes
Registers for drawings/certs/photos (917). Reviewers navigate fast.
Use the 917 index templates to list drawings, certificates, photos, and videos with status, version, and links. Add a photo/video log per 937 and an evidence checklist for commissioning (630–638). Close the set with a SHA-256 checksum CSV for all files included.
938.8 Naming & file rules
911 scheme, PDF bookmarks, manifest CSV (919). No loose ends.
Apply the 911 naming rules and keep versioning tidy (version notes encouraged). Export bookmarked PDFs and include a machine-readable manifest (919) with filenames, sizes, and hashes. Keep a Final Archive plan (939) so superseded files remain traceable.
938.9 Common rejection reasons
Missing dependencies (421), unclear gaps (232), poor drainage detail (334), weak equivalence proof (414). Pre-empt with targeted exhibits.
Most rejections relate to incomplete dependency statements (421), undocumented spacing exceptions (232), or missing drainage safeguards (334). For equivalence arguments, align with 414 and provide an Equivalence Evidence Pack with a concise pass/fail statement.
Related
External resources
938 Submission-Pack Guidance — FAQ
What minimum documents must every submission pack include?
At a minimum: a cover and index, a compliance matrix, CAD/BIM drawings and a Calculations Pack, product certificates with rating strings, evidence logs (photos/video), signed MS/RA where in scope, and commissioning records (ITP, FAT/SAT). Add a manifest with checksums and keep all PDFs bookmarked for navigation.
How do I prove that drawings match the calculations?
Cross-reference each critical value on the drawings to the Calculation Pack line item (e.g., clear-gap, foundation moment, duty/EFO). Use stable IDs and note them in the drawing register; reviewers should be able to click from sheet to calc instantly.
What causes most rejections and how can I avoid them?
Common causes are missing rating-critical dependencies, unclear spacing exceptions, weak drainage details, and incomplete equivalence proofs. Pre-empt by citing 421/232/334/414 respectively, then attach the exact exhibits with a short pass/fail statement.
When do I need SIRA-specific content?
Add SIRA notes and references whenever the project is in Dubai or requires authority approval. Include the specific submittal forms, witness requirements, and any additional evidence the authority requests, and link to the SIRA overview page for context.