One click to the right file.
Reviewers approve faster when packs are navigable. Build an index with clear sections, cross-references to certificates, drawings, calcs, QA, and SAT records, and cover sheets that summarize what’s inside. Filename/version policies and links to Page-IDs reduce back-and-forth and make HVM bollard submission packs easy to sign off. 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.
917.1 Pack index template
Auto-numbered sections mapping to drawings, calcs, certificates (931, 914, 431). Keeps HVM bollard approvals linear.
Use a single-page one-page index that mirrors your document tree. Group items by discipline and reader sequence: (a) cover & purpose; (b) product compliance and crash rating; (c) drawings; (d) calculations; (e) QA/test evidence; (f) transmittal & decisions. Reference the CAD/BIM Standards (931), the Calculations Pack Template (914), and Documentation & Certificates (431).
Each index line should include: file name per File Index & Naming Rules (911), revision, status (Issue-for-Use/For Review), and a short purpose. Add “evidence links” that jump to the exact page/figure in a bookmarked PDF.
For crash-rated content, keep the index “rating-first”: product code, rating string, certificate ID, and as-tested configuration. This prevents mix-ups when similar drawings exist for HVM vs low-speed variants.
| Aspect | What matters | Where to verify |
|---|---|---|
| Performance | Tested system (bollard + footing) | Crash-Standards Overview (411) |
| Documents | Correct file naming & status | File Index & Naming (911) |
| Navigation | Bookmarks & page-level links | Submission-Pack Guidance (938) |
917.2 Cover letter template
Concise purpose, scope, deviations, and asks. Mentions crash rated bollard standards used (411–414).
Keep the cover to one page: project identifiers, purpose of submission, scope boundaries, and specific reviewer “asks” (e.g., approve, comment, or condition). Cite the standard used (e.g., ASTM F2656 / IWA 14-1 (411) and equivalency (414)). Include a short reader sequence and link to the index.
If UAE approvals are in scope, add a sentence that the pack aligns with SIRA guidance for HVM bollards. Note any variations/change log and summarize deviations from the spec with references to the Inspection & Test Plan (714).
917.3 Transmittal form
Sender/recipient, document list, status, Page IDs (911). Avoids lost items.
Use a simple transmittal with “to/from”, date, project/contract, and a table listing each file: title, code, revision, status, and a Page-ID link. Reference the File Index & Naming Rules (911) so statuses stay consistent across submissions.
Include a field for the reviewer’s decision and comments, and capture the distribution list for traceability. Keep a running transmittal log in the pack index.
917.4 Compliance matrix
Line-by-line response to spec/ITP (852, 714). Evidence links per row.
Build a two-column document matrix: (1) requirement line from the spec/ITP; (2) your response and where the evidence lives. For example, “Spec §32 — ‘Provide IWA 14-1 rating…’ → see Certificate ID, Drawing XYZ, Calculation §5.2.”
Use anchors to deep-link rows to the exact proof: certificate page, drawing number, or calc clause. For structure, link to Specification Sections (852) and to the ITP (714). This lets reviewers verify in seconds rather than hunting through files.
917.5 Variations appendix
Log for alternates and VE claims (718, 338, 414). Prevents downgrade.
Maintain a dedicated appendix listing every alternate, VE proposal, and impact. For each, show the “rating parity” check against the original requirement; where equivalence is claimed, link to Standards Equivalency (414) and your Equivalence Evidence Pack.
Cross-reference to Variations & Change Log (718) and note where VE intersects with design efficiency options in Value Engineering (338).
917.6 NCR/close-out summary
Status of NCRs, CAPA links (719, 858). Reviewers see closure.
Provide a one-page status of all open/closed NCRs. For each item include root cause, CAPA actions, and verification evidence. Link back to Nonconformance & Defects (719) and any surveillance notes from Quality Audits & Surveillance (858).
917.7 Drawing register
Sheets, revs, titles, status (915, 931). Prevents mixing old/new.
Create a register that captures sheet title, number, discipline, revision, and status, aligned to CAD/BIM Standards (931) and Drawing Sheet & Title Block Standards (915). Add a “Superseded list” section and link to the active files in the index so reviewers don’t use stale drawings.
For HVM products, include the rating string on relevant GA sheets to keep rating context visible throughout reviews.
917.8 Certificate register
Test houses, models, limits (431). Ties to installed HVM bollard IDs (421).
Maintain a certificate table: laboratory, report number, product/model, rating, certificate scope, and expiry/updates. Link each row to the report number and to the rating-critical dependencies (421) relevant to installation.
Where a project installs multiple families/variants, add a cross-map to product IDs and locations so field inspections can confirm the right rated units are on site.
917.9 Submission email text
Plain message body with pointers, deadlines, and contact. Speeds feedback loops.
Put the essentials in the email body: purpose of submission, deadlines/SLA for feedback, a link to the pack index, and direct pointers to the 2–3 items that usually drive decisions (e.g., compliance matrix, certificate list, and critical drawings). State the decision you’re asking for and the next meeting/workshop date if needed.
Attach the cover letter and transmittal as PDFs and provide a single ZIP (see ZIP bundle recipe) containing the same files and a release note that highlights deltas since the last issue.
Related
External resources
- BSI — Impact test specifications & terminology
- ASTM F2656 — Crash-Rated Overview
- NPSA — HVM Guidance
917 Submission Index & Covers — FAQ
What should be on the first page of a submission pack?
The first page should be a one-page index with clear groups (cover, compliance, drawings, calcs, certificates, QA/test). Include file names that follow the naming rules, revisions/status, and deep links/bookmarks to evidence so reviewers can jump straight to the right page.
How do I show compliance without overloading the reviewer?
Use a compliance matrix: one row per requirement from the spec/ITP, and one concise response with a link to proof (certificate ID, drawing number, calc clause). Keep the full proof in appendices—your matrix is the signpost, not the whole story.
Where do variations or alternates go in the pack?
Put them in a dedicated “Variations appendix” with a rating-parity check and a link to your Equivalence Evidence Pack if you’re proposing alternates. Summarize deltas in the release note and update the index so nothing is missed.
What does the reviewer expect in the transmittal email?
A short purpose line, the requested decision and due date, a link to the pack index, and 2–3 direct pointers to the most decision-critical documents. Attach the cover letter and transmittal, and include a single ZIP bundle with the same file set.