013300 Submittal Procedure

7/28/2019 013300 Submittal Procedure

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GENERAL REQUIREMENTS 013300

Texana Ranch Development Project SUBMITTAL PROCEDURE

PART 1 GENERAL

1.01 SECTION INCLUDES

A. Procedure for Submittals.

B. Material Orders and Invoices.

C. Site Layout and Organization Chart.

D. Health and Safety Policy Document.

E. Working / Shop Drawings.

F. Record Drawings.

G. Samples.

H. Data.

I. Test Reports and Certificates.

J. Reports.

K. Program.

1.02 RELATED SECTIONS

A. Section 01 10 00- Summary: Work sequence.

1.03 QUALITY ASSURANCE

A. Contractor's Administrative Personnel: 5 years minimum experience in using and monitoringCPM schedules on comparable projects using Primavera 6 software.

1.04 SCHEDULE FORMAT

A. Listings: In chronological order according to the start date for each activity. Identify eachactivity with the applicable specification section number.

B. Diagram Sheet Size: Maximum 24 x 36 inches (600 x 900 mm) or width required.

C. Scale and Spacing: To allow for notations and revisions.

PART 2 PRODUCTS - NOT USED

PART 3 EXECUTION

3.01 PROCEDURES

A. Wihin one week after signing the Agreement the Contractor shall submit a schedule of allrequired submittals. It shall list the forecast date for submission of each item by which allsubmittal shall be completed.

B. Approvals are given subject to the material / workmanship being in compliance with theSpecifications and/or Standards.

C. In case of any conflicts or non-performance such approval will be revoked at any time and theContractor shall arrange for replacement, reconstruction at the Contractor's costs.

D. The Contractor shall allow a minimum of four weeks for the review of each submittal and / orresubmittal by the Engineer. However the Contractor shall allow in his program for the periodrequired by the Engineer to check submittal, inspection and testing that may be necessary forassessing the quality of each material proposed. Large or multiple submittals may require up to

45 calendar days.

E. All submittals shall be through the Contractor. Submittals are not acceptable directly fromSubcontractors, suppliers or manufacturers.

F. Drawing numbers and Specification Sections, articles and paragraphs to which the submittalpertains shall be listed.

G. The manufacturer's name and address, trade or brand name, local supplier's name andaddress, catalogue numbers and cuts, brochures, terms and conditions of manufacturer'sguarantee and warranty, other required information shall be included to fully describe the item,


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and supplementary information as may be required for approval. Where several types or modelsare contained the Contractor shall delete non-applicable portions or specifically indicate whichportions are intended and applicable.

H. Submittals shall clearly indicate any deviation, substitution or variation from the contractspecification and shall state the reason for the same. All corrections shall be highlighted on thesubmittal / re-submittal to expedite review.

I. Unless otherwise specified, each submittal shall include one original and three sets of copies.

J. Where sections of submittal are not applicable, the selection must be clearly marked with NIA.

K. The material proposed in submittals must be clear and accurate marked with arrows orunderlining and must show the manufacturer's ordering code. Colour marking is not permitted.

L. Certify by stamp and signature that review, approval, verification of products required, fielddimensions, adjacent construction Work, and coordination of information are in accordance withthe requirements of the Work and Contract Documents.

M. Delays to the works, resulting from incorrect and incomplete submittals, are the soleresponsibility of the Contractor and no claim will be entertained in this respect.

N. The Contractor shall identify and immediately report to the Engineer any variations fromContract Documents and product or system limitations that may be detrimental to successfulperformance of the completed Work.

O. The Contractor shall distribute copies of reviewed submittals as appropriate and as directed bythe Engineer. Request parties to promptly report any inability to comply with requirements.

P. Make all required corrections and resubmit the required number of corrected submittals untilapproved. Direct specific attention in writing to revisions other than the corrections called for onprevious submittals.

Q. Check submittals returned for correction and ascertain if the corrections result in extra costabove that included under the Contract Documents. Give written notice to the Engineer withinfive days if such extra cost results from corrections. By failing to notify the Engineer or bystarting any Work covered by a submittal, all claims for extra costs resulting from requiredcorrections are waived.

R. Whenever a variation causes a change to the information contained in previously approvedsubmittals, submit information and data corresponding to the changed requirements forapproval.

S. Revision submittals shall be submitted following the procedures required for previouslyapproved submittals.

T. Claims for time extension andlor costs will not be entertained in case of any prolonged approvalprocesses.

3.02 MATERIAL ORDERS AND INVOICES

A. The Contractor shall provide the Engineer with three copies of all contracts withsub-contractors, orders, invoices, certificates of origin, shipping documents related to the supplyof services, materials and goods required for the works.

B. Payment for materials on site will be made only against the documentation specified above anda list detailing materials on site since last evaluation, materials received on site since last

payment, material used during said period and balance on materials in site.3.03 SITE LAYOUT PLAN

A. Wlthin two weeks of signing the Agreement, prepare and submit to the Engineer for approval asite layout plan and any modifications thereafter showing the proposed layout of facilities on thesite.

B. The site layout plan shall include, but not be limited to temporary facilities includingaccommodation, plant, storage areas, crane (or crane rail) positions, fences, gates, securitylighting, access for other contractors, Employer / Engineer's staff, visitors etc.


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3.04 CONTRACTOR'S SITE STAFF ORGANIZATION

A. No later than two weeks from the start of the mobilization periods and before commencement ofconstruction activity on Site, submit a full listing of his proposed site staff for the organization,management and supervision of the Works.

B. The list shall include all personnel from Contractor's Project Manager through to foreman leveland shall amplify and reflect the details already given by the Contractor in the Schedule of Datasubmitted with his Bid and incorporated in the Contract.

C. Such listing shall be supported by authenticated details of the qualifications and experience ofsuch personnel, for review and approval by the Engineer.

D. Before being approved, the Engineer shall have the right to interview any of the Contractor'sproposed staff and notwithstanding their approval the Engineer retains the right to instruct theremoval of any person employed by the Contractor in or about the Works, who, in their,misconducts himself, or is incompetent or negligent in the proper performance of his duties, orwhose employment is otherwise considered to be undesirable.

3.05 HEALTH AND SAFETY POLICY DOCUMENT

A. Wflhin 2 weeks after signing the Agreement, the Contractor shall submit to the Engineer, for theEngineer's approval, a company health and safety policy document. The document shall

include:1. Company Health and Safety Policy Statement, signed by the authorised signatory of theCompany.

2. Details of the Company's safety organisation, emphasizing proposed site safetyorganization, including curriculum vitae of safety officers.

3. Safety responsibilities of all Company staff and the proposed safety staff at site.

4. Details of the Company and proposed site health and safety procedures.

5. Detailed information on how the Company intends to eliminate, control or contain the mainhazardslrisks applicable to the Contract.

3.06 PRODUCTS

A. At such time as the Engineer has approved the list of materials and equipments schedule, theContractor shall provide four (4) sets of manufacturers technical and maintenance literatureincluding data on characteristics and features of the products, to the Engineer.

B. Data sheets shall provide sufficient technical information to identify each product and shallinclude the name and the address of the nearest supplier and details of the local representative.Preformatted Technical Data Sheets for all approved items shall be submitted for this purpose.

C. Manufacturers qualification statement.

D. Installers qualification statement.

E. Sufficient information on the products and material to acertain compliance with theSpecifications such as;

1. Suppliers name,2. Product name,

3. Detailed product description,4. Manufacturers technical data,5. Storage instructions,

6. Relevant test results of all materials specified,7. Reference list and previous approvals,8. Installation instructions,

9. Testing procedures and frequencies,10. Test results from an independent laboratory or one as directed by the Engineer,11. QA / QC procedures.

F. Information on Sub Base and Sub Grade material including required test results.


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G. The Contractor shall submit to the Engineer for approval neatly bound itemized, indexedmanuals containing details of all products proposed for the execution of the Works. Eachmanual shall cover the items related to a particular aspect of the Works or items, which arerelated.

H. For each item, include the manufacturer's name and address, trade or brand name, localsupplier's name and address, catalog numbers and cuts, brochures, terms and conditions of

manufacturer's guarantee and warranty, other information to fully describe the item, andsupplementary information as may be required for approval. Cuts, brochures, and data shall bemarked to indicate the items proposed and their intended use. Unless othewise specified, eachsubmittal shall include one original and three copies of each manual.

I. Each product submittal shall include instructions of the manufacturer(s) for delivery, handling,storage, assembly, installation, start-up, adjusting, and finishing. Special procedures, conditionsrequiring special attention, and special environmental criteria required for application orinstallation shall be indicated.

J. Mark each copy to identify applicable products, models, options, and other data. Supplementmanufacturers' standard data to provide information specific to this Project.

K. Indicate Product utility and electrical characteristics, utility connection requirements, andlocation of utility outlets for service for functional equipment and appliances.

L. After review distribute in accordance with the Submittal Procedures article above and providecopies for record documents.

3.07 INSTALLATIONS, TESTING AND MAINTENANCE MANUALS.

A. The Contractor shall submit his proposed work method statement for approval prior tocommencing work. The statement shall detail proposed sequence of work, hold points, testingfrequency and document control.

B. The Contractor shall submit to the Engineer the following documentation for review andapproval before substantial completion and handing over.

1. Manufacturers' Recommendations. Manufacturer's recommendation for each product orprocedure, including recommended spare material to be stored, installation temperature,humidity .. etc., and all relevant operational data. The Contractor shall have a copy of themanufacturers' instructions available onsite at all times while work is in progress, and shall

follow these instructions unless otherwise authorized to deviate by the Engineer .2. As Built Drawings. The Contractor shall maintain one set of "As Built" drawings. All

approved changes and all completed and approved work shall be recorded on thesedrawings. The Contractor shall maintain these drawings on a daily basis and provide themas requested by the Engineer. At the Completion of the Contract, the Contractor shallsubmit to the Engineer one (1) complete "As Built" set of drawings of the entire Contract

Area for approval 90 days prior to the Contract Completion date. Once the drawings havebeen approved, the Contractor shall prepare and submit three (3) sets of fully book bounddrawings and three (3) soft PDF copy on CDIDVD with scanned literature as necessary atcompletion handing over.

3. The final content of the manual shall be agreed with the Engineer but shall include thefollowing:

a. A3 copies of As Built drawings.

b. Logic of installation and maintenance of the works.c. Description of material:

1) Performance curves, data sheets, test reports, relevant catalogues andwarranties

2) Complete nomenclature, illustrations, drawings, diagrams required formaintenance.

d. Bill of Quantities of Material used in the Contract. (A typical format can be obtainedfrom the Engineer .)

e. Project manpower allocation


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C. Scheduled dates for Submittals to be arranged in chronological order by the date required bythe construction schedule. Submit list of submittals a maximum of (30) thirty days after thecontract is executed. Submit three copies with the following information:1. Schedule date for first Submittal.

2. Specification Section number and title.

3. Submittal Category: action and or information.

4. Names of subcontractors/ suppliers and contact information of key personnel.5. Description of the Work covered.6. Time required for review, re-submittal, ordering, manufacturing, fabrication, and delivery

shall be considered while establishing dates

D.

3.08 SHOP DRAWINGS

A. Prior to the execution of any Works, the Contractor shall prepare detailed working drawings asrequired for the proper execution of the Works and submit these with full explanatory notes forthe Engineer's approval.

B. Working drawings shall be based on the Contract Drawings and shall include all necessaryadditional information and details to enable proper execution of Works.

C. Working drawings shall also apply to all temporary works which shall include where requiredsuch aspects as:

1. Traffic diversions2. Dewatering systems and discharge routes3. Earthworks

4. Pipeline installation5. Concreting activities6. Pipeline test sections and methods

7. Formwork8. Arrangements for Non-Disruptive Method of Pipeline Construction

9. Phasing of works

10. Dealing with existing services.

D. The Contractor shall submit in triplicate to the Engineer's approval the below listed drawings.

One copy shall be returned to the Contractor stamped 'APPROVED" andlor marked up with anynecessary alteration. Where any modification or revision is required, the Contractor shall makethe amendments and resubmit the drawing as specified. After the drawing has been approvedthe Contractor shall submit to the Engineer 6 copies and one digital copy.

E. Structural Drawings shall be accompanied by the consent of the appropriate Authorities (if sorequired under the regulations in force) and it shall be the Contractor's responsibility to obtainsuch permits.

F. The Contractor shall carefully check and verify all dimensions on the Contract drawings andshall report all variations to the Engineer and obtain Engineer's decision before progressingfurther. Engineer's decision will be regarded as the final. Metric units are used for all workunless specified otherwise.

G. Shop drawings shall be prepared to detail and include any installation not completely detailed inthe Contract drawings, or to detail any alterations to the Contract drawings and shall include, allrelated works listed below but not limited to:

1. Civil works - Indicate on shop drawings, layout of products, special design layout,elevations, and affected adjacent construction.

2. Structural calculations showing stability under dead and imposed loads.3. Layouts showing actual distances, offsets etc. sections where works shall be carried out,

details, levels and other relevant details..

4. Supports, openings through walls and slabs.5. Detailed drawings and calculations.


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6. Any other drawings and calculations required for the proper execution of the works andrequired by the Engineer.

H. The approval of shop drawings shall not relieve the Contractor of any of his responsibility underthe Contract for a successful and timely completion of the work.

I. Scales for shop drawings shall be as follows:1. Details 1:1, 1:5, 1:10, 1:20

2. Construction 1:50, 1:1003. Layout and Site Plan 1:100 or 1:200 or 1:250

3.09 RECORD DRAWINGS

A. In addition to the requirements under "Shop Drawings" given above, full details of the followingshall be presented to the Engineer:

1. Position and extent of all support construction left in any excavation.

2. Precise location of all services encountered by them.3. Soils encountered during all excavation work.

4. Amendments to approved working drawings as a consequence of construction.

5. Measured depths of construction.6. Measured horizontal and vertical locations of underground utilities and appurtenances,

referenced to permanent surface improvements.

7. Measured locations of internal utilities and appurtenances concealed in construction,referenced to visible and accessible features of the Work.

8. Field changes of dimension and detail.9. Details not on original Contract drawings.

3.10 SAMPLES

A. Unless otherwise specified, each submittal shall include two sets of samples. One set ofapproved samples and all disapproved samples will be returned. Samples of value retained bythe Engineer will be returned after completion of the Work if the Contractor requests its return.

B. Approved samples of manufactured items may be installed in the Work if the locations arerecorded and the samples bear temporary identification as such.

C. The Contractor shall submit samples to illustrate functional and aesthetic characteristics of theProduct, with integral parts and attachment devices. Coordinate sample submittals for

interfacing work.

D. Each sample shall be clearly identified including full Project information.

E. Samples will not be used for testing purposes unless specifically stated in the specificationsection.

3.11 DESIGN DATA

A. Submit all data which were used in preparing Shop Drawings and Designs in the form ofCatalogs, Data Sheets, Publications, Manuals and similar to facilitate Engineer's reviewprocess.

3.12 EQUIPMENT DATA

A. Submit six copies, one of which must be an original, of complete technical and catalog data forevery item of mechanical and electrical equipment and machinery to be incorporated in the

Works, including components as specified under Sections dealing with mechanical and electricequipment.

3.13 TEST REPORTS AND CERTIFICATES

A. The Engineer may examine and may require testing any materials or goods to be used in theworks.

B. The Contractor shall give the Engineer unrestricted access to his, and his sub-contractos,manufacturers and supplier premises for such purposes at all times.


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C. The Contractor shall afford the Engineer all facilities, assistance, labour and appliancesnecessary for the convenient examination, testing, weighing or analysis of all materials andgoods.

D. The Contractor shall prepare test pieces, which the Engineer may require. Tests carried out offthe Site shall not relieve the Contractor of the responsibility of ensuring that the materials passany required tests when they are incorporated in the Permanent Works.

E. Should the Engineer not inspect any materials or goods at the place of manufacture, then theContractor shall obtain through his supplier test certificates from an independent TestingInstitute, approved by the Engineer, and forward three copies of such certificates to theEngineer.

F. Such certificates shall certify that the materials or goods have been tested in accordance withthe appropriate Specification and approved Standards, and shall give the results of the tests,which have been camed out.

G. The Contractor shall provide adequate means on site to identify the materials or goods with theirrespective test certificates.

H. Costs for such tests and certificates are to be borne by the Contractor and are deemed to beincluded in his Contract Price.

I. Upon request of the Engineer, the manufacturers shall provide field-reports, test results,certificates or other information required to the Engineer to be submitted in duplicate within fourweeks.

3.14 REPORTS

A. Prepare and submit Reports described hereinafter in a form approved by the Engineer.

B. Work activities and procurement reports should be referenced where relevant to the approvedContractor's Construction Schedule.

3.15 DAILY REPORT

A. The Contractor shall prepare for each working site separate Daily Reports in the form approvedby the Engineer. Reports shall be submitted daily, signed by the Contractor's Project Manager,to the Engineer's Representative, preferably at the end of the working hours but not later thanthe following day, for comments and signature. The original of these reports shall be kept at the

Engineer's Sie Office, one copy shall be returned to the Contractor after review and signature ofthe Engineer's representative.

B. Daily reports shall record staff on site as number of engineers, foremen, surveyors, skilledlaborers (each category), unskilled laborers, number and type of plant (separately statingworking, idling, break-down), work executed during the day, work tested and accepted, detailsof tests carried out, sufficient space shall be provided for recording remarks of the Engineer'srepresentative and the Contractor.

C. Within 2 weeks after receiving Notice to Proceed, the Contractor shall submit to the Engineer,for the Engineer's approval, the form of daily reports he proposes to use. Any amendmentrequired by the Engineer shall be complied with.

3.16 MONTHLY PROGRESS REPORT

A. The Contractor shall report monthly progress to the Engineer on charts showing actual work

done superimposed on copies of his approved program. He shall state his proposals forimproving progress should this be lacking in any respect.

B. The report shall be delivered to the Engineer within one week after the end of each month. Thereport shall detail all plant, its value and labor employed on Site together with details of theirlocation on the Works as well as include a list of all materials delivered to the Site.

C. The Contractor shall provide a digital photographic record of the execution of the Works byhaving color photographs taken at monthly intervals from such points as the Engineer maydirect from time to time. The number of such photographs shall not exceed 15 per month. The


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Contractor shall supply 5 sets of hard copies, size 9x13 cm, fixed onto album sheets, captionedand dated as well as the digital files.

D. The Contractor's monthly progress report shall include:1. The updated program as specified.

2. A list of manpower detailing number of skilled laborer in each trade, unskilled laborers,engineers, foremen, surveyors, technicians etc., actual on site shall be printed against the

originally foreseen personnel.3. A list of construction plant, detailing plant on Site, in working condition, idling, under repair

shall be plotted against the originally scheduled equipment.4. A monthly list of Material submittals containing:

a. Number of submittalb. Short description of submittalc. Date of submittal

d. Date of Engineer's comments, if any.e. Date of re-submittal(s)f. Date of Engineer's comments on re-submittal(s), if any.

g. Date of Engineer's approval.h. Date of placing order (copy of order to be enclosed).

5. A monthly list of shop drawings containing:

a. Number of shop drawing submittal.b. Short description of shop drawing submittal.c. Date of shop drawing submittal.

d. Date of Engineer's comments, if any.e. Date of shop drawing re-submittal(s).

f. Date of Engineer's comments on re-submittal(s), if any.

g. Date of Engineer's approval6. Three hard copies of each report in a suitable scale plus a copy of the updated program(s)

/ report(s) in digital format shall be submitted to the Engineer at the end of each month.

3.17 PROCUREMENT STATUS REPORT

A. Submit a Procurement Status Report on weekly basis. The report shall include a list of materialsand items that have been procured and a list of materials and items that have been delivered to

Site. The report shall also give references to all correspondence and transmittals between theContractor and the Engineer regarding approval of such materials and items.

3.18 DAILY PROGRAM

A. In addition to the daily reports, the Contractor shall provide a daily program showing theactivities proposed to be executed the following day as well as the personnel and plant(labor/plant return) required to carry out these works.

3.19 CORRESPONDENCE

A. All correspondence to the Engineer shall be submitted as follows:

1. One original and three photocopies including all attachments shall be delivered toEngineer's head offices at Abu Dhabi, Al Salam Street, Al Ferdous Building, Flat 1701.

2. All correspondence from the Contractor to the Engineer shall be signed only by theContractor's authorized person (approved Contract I General Manager) and submitted on

A4 size paper whenever possible.B. All correspondence shall clearly indicate:

1. Contract Title and Number

2. Contractor's Name3. Date and reference number of the correspondence.

C. One Copy of the same correspondence shall be submitted to the Engineer's site offices.


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3.20 METHOD STATEMENTS

A. The Contractor shall submit for the Engineers review and approval method statements for eachkey activity, as directed by the Engineer.

B. Method statements shall comprise detailed information about the working method to be appliedincluding but not limited to the following and/or as otherwise specified in the ContractDocuments:

1. Detailed working method including sequence of works, Definitions of abbreviations oracronyms used.

2. References listing applicable specifications, standards, reports, test plans etc.

3. Sub - contractors, providing full details of experience, resources etc.

4. Preparatory works.5. List of materials encountered in the works.

6. Related drawings.

7. Safety procedures.

8. Required approvals from concerned Authorities.9. List of equipment to be used (incl. relevant technical data).

10. Executing staff, manpower (incl. experience, certificates if required).

11. Definition of responsibilities, e.g. engineer, foremen, sub - contractor etc.

12. QAIQC procedures on site along with sample QAIQC formats.13. Documentation formats.

14. Remedial works (if applicable).15. Other relevant information as required by the Engineer.

END OF SECTION