COnsultant Procedure Manual ABU DHABI

CONSULTANT PROCEDURE MANUAL
(2001 Edition)
2001 Edition / MUNICIPILITY OF ABU DHABI CITY - Consultant Procedure Manual
CONTENTS
SECTION 1: INTRODUCTION
2.1.6.2 INSURANCE REQUIREMENTS
2-9
1.1 PURPOSE
2.1.6.3 DELIVERABLES
2-9
1-1
1.2 CONTENTS AND ORGANIZATION
1-1
2.1.6.4 MEETINGS
2-10
1.3 REVISIONS AND UPDATES
1-2
2.1.6.5 DESIGN PROGRESS REPORTS
2-10
1.4 BIBLIOGRAPHY
1-2
2.1.6.6 CONTRACT AMENDMENTS
2-11
2.1.6.7 BILLING PROCEDURES
2-11
2.1.6.8 CONTRACT CLOSEOUT
2-11
SECTION 2: CONSULTANT PROCEDURES

2.1 CONSULTANT MANAGEMENT
2-1
2.2 CONSULTANT QUALIFICATIONS AND PERFORMANCE
2-11
2.1.1 ORGANIZATION AND CONTROL
2-1
2.2.1 WORKING RELATIONSHIP
2-11
2.1.2 COMMUNICATION AND LINES OF AUTHORITY
2-1
2.2.2 QUALIFICATIONS OF KEY STAFF
2-12
2-1
2.2.3 REVIEW OF CONSULTANT PERFORMANCE
2-12
2.1.2.1 PROJECT MANAGER
2.1.2.2 RECORDS OF MEETINGS AND CONVERSATIONS 2-3
2.1.3 PROJECT INCEPTION
SECTION 3: DESIGN PROCEDURES
2-3
3.1 GENERAL
3-1
2.1.3.1 PROJECT IDENTIFICATION AND NUMBERING
2-3
3.2 DESIGN PREREQUISITES
3-1
2.1.3.2 PRELIMINARY ANALYSIS OF PROJECT
2-3
3-1
3.2.1 ANALYSIS OF COST EFFECTIVENESS
2.1.3.2.1 Terms of Reference
2-3
3.2.1.1 PRESENTATION OF ALTERNATIVES
3-1
2.1.3.2.2 Schedule and Cost Estimates
2-4
3.2.1.2 VALUE ENGINEERING
3-2
2-4
2-4
3.3 DESIGN PROCESS
3-2
3-3
2.1.3.3 CONTRACTS AND COMPENSATION
3.2.2 QUALITY CONTROL AND QUALITY ASSURANCE
3-2
2.1.3.3.1 Compensation for Design Work
2.1.3.3.2 Compensation for Construction Supervision 2-4
2.1.3.3.3 Progress Billing 2-4
3.3.1.1 PURPOSE OF CONCEPTUAL DESIGN
3-3
2-5
3.3.1.2 DESIGN ALTERNATIVE SUMMARY REPORT
3-4
2.1.4 TECHNICAL PROPOSALS
3.3.1 CONCEPTUAL DESIGN
2.1.4.1 REQUEST FOR PROPOSAL (RFP)
2-5
3.3.2 PRELIMINARY DESIGN
3-4
2.1.4.2 PREPARATION OF PROPOSALS
2-6
3.3.3 FINAL DESIGN
3-5
2.1.4.2.1 Proposal Content
2-6
3.3.3.1 TENDER DOCUMENTS
3-5
2.1.4.2.2 Submission Instructions
2-7
3.3.3.2 FINAL COST ESTIMATE
3-5
3.3.3.3 FINAL DESIGN REPORT
3-5
2.1.4.3 PREPROPOSAL CONFERENCE
2-7
2.1.4.4 RESPONSE TO TECHNICAL INQUIRIES
2-7
3.4 DESIGN REVIEW PROCEDURES
3-6
2-8
3.4.1 APPROACH TO DESIGN REVIEW
3-6
2-8
3.4.2 REVIEW PROCESS
3-7
3.4.3 REVIEW CHECKLISTS
3-7
2.1.5 CONSULTANT SELECTION
2.1.5.1 EVALUATION OF PROPOSALS
2.1.5.1.1 Proposal Evaluation Procedure
2-8
2.1.5.1.2 Oral Presentations
2-8
3.4.3.1 CALCULATIONS
3-7
2-9
3.4.3.2 DRAWINGS
3-7
2-9
2-9
3.5 TENDER DOCUMENTS
2.1.5.2 Award of Contract
2.1.6 CONTRACT ADMINISTRATION
2.1.6.1 SCOPE OF SERVICES
3.4.4 ACCEPTANCE
3-8
3-8
CONTENTS

3.5.1 OVERVIEW OF TENDER DOCUMENTS
3-8
Staging (C9 series)
3.5.2 ELEMENTS OF TENDER DOCUMENTS
3-8
3.6.4.2.10 Signs and Other Traffic Control
3-17
3.5.2.1 GENERAL CONDITIONS OF CONTRACT
3-9
Devices (C10 series)
3-17
3.5.2.2 SPECIAL CONDITIONS OF CONTRACT
3-9
3.6.4.2.11 Miscellaneous Details (C11 series)
3-17
3.6.4.2.12 Slope Protection (C12 series)
3-17
3.5.2.2.1 Specialty Work
3-9
3.5.2.2.2 Options and Alternatives
3-9
3.5.2.2.3 Penalties
3.6.4.3 UTILITIES DRAWINGS
3-17
3-10
3.6.4.3.1 Existing Conditions (U1 series)
3-17
3-17
3.5.2.3 STANDARD SPECIFICATIONS
3-10
3.6.4.3.2 Utilities Plan (U2 series)
3.5.2.4 PARTICULAR SPECIFICATIONS
3-10
3.6.4.3.3 Service Reservation and Duct Plan
3.5.2.5 BILL OF QUANTITIES
3-11
(U3 series)
3.6 DESIGN DRAWING PRESENTATION
3-11
3.6.4.3.4 Miscellaneous Utilities Details (U4 series) 3-19
3-11
3.6.4.4 ELECTRICAL DRAWINGS (E1 - E4 SERIES)
3-19
3-11
3.6.4.5 MECHANICAL DRAWINGS (M1 - M3 SERIES)
3-19
3.6.4.6 STRUCTURAL DRAWINGS
3-19
3.6.1 STYLE
3.6.1.1 TERMINOLOGY
3.6.1.2 SYMBOLS, ABBREVIATIONS,
AND OMISSION OF PERIODS
3.6.1.3 DRAWING TITLES
3-19
3-12
3.6.4.6.1 General Structural Notes (S1 series)
3-19
3-12
3.6.4.6.2 General Plan and Elevations (S2 series)
3-19
3.6.2 CALCULATIONS
3-12
3.6.4.6.3 Superstructure Plans and Details (S3 series) 3-20
3.6.3 DRAWING FORMAT AND GENERAL REQUIREMENTS
3-12
3.6.4.6.4 Piers (S4 series)
3.6.4 DRAWING CONTENT
3-12
3.6.4.6.5 Abutments, Wingwalls, and
3-12
Retaining Walls (S5 series)
3.6.4.1 GENERAL DRAWINGS
3-21
3-21
3.6.4.1.1 Cover
3-12
3.6.4.6.6 Expansion Joint, Bearing,
3.6.4.1.2 Location Plan (G1 series)
3-13
and Barrier Joint Details (S6 series)
3.6.4.1.3 List of Drawings (G2 series)
3-13
3.6.4.6.7 Other Structural Detail Drawing Categories 3-21
3.6.4.1.4 Legend and Abbreviations
3-13
3.6.5
CADD STANDARDS
3.6.4.1.5 General Notes
3-13
3.6.5.1 GENERAL
3-21
3-13
3.6.5.2 CADD FILE STRUCTURE
3-22
3.6.4.2 CIVIL DRAWINGS
3-21
3-21
3.6.4.2.1 Typical Sections (C1 series)
3-13
3.6.5.3 COORDINATES AND PROJECTION SYSTEMS
3-22
3.6.4.2.2 Cross Sections (C2 series)
3-13
3.6.5.4 CADD STANDARDS MANUAL
3-22
3.6.4.2.3 General Plans (C3 series)
3-13
3.6.5.5 CADD FILE STRUCTURE FOR SUBMISSION
3.6.4.2.4 Profiles (C4 series)
3-16
3.6.4.2.5 Grading Plans (C5 series)
3-16
3.6.4.2.6 Proposed Plan (C6 series)
3-16
3.6.6.1 AMENDMENT DESCRIPTION BLOCK
3-23
3.6.4.2.7 Survey Control and Alignment (C7 series) 3-16
3.6.6.2 GENERAL NOTES
3-25
3.6.4.2.8 Ramp Terminal Details (C8 series)
3.6.6.3 SCALE BARS
3-25
3.6.4.2.9 Maintenance of Traffic and Construction
3-17
TO DEPARTMENT
3.6.6 TITLE BLOCKS
3.6.7 DRAWING SCALES AND DIMENSIONING
3-22
3-23
3-25
CONTENTS

3.6.7.1 GENERAL
3-25
APPENDICES
3.6.7.2 PREFERRED DIMENSIONING UNITS
3-25
A Sample Terms of Reference for Consultant Services
3.6.8 DESIGNATING DETAILS
3-25
B Sample Notice to Proceed to Consultant
3.6.9 DRAWING SEQUENCE AND NUMBERING SYSTEM
3-26
C Sample Consultant Contract
3-26
D Sample Monthly Design Progress Report
3.6.9.1 DRAWING SEQUENCE WITHIN A SERIES
3.6.9.2 DRAWING NUMBERING FOR MULTIPLE
STRUCTURES
3.6.10 STATIONING
E Consultant Performance Evaluation Forms

3-26
F Drawing Checklists
3-26
G SI Base Units, SI Derived Units, and Their Multiples
3.6.10.1 MAIN ROAD STATIONING
3-26
H Sample Addendum to Contract Documents
3.6.10.2 SECTOR ROAD STATIONING
3-26
3.6.10.3 RAMP STATIONING
3-27
3.6.11 NORTH ARROWS
3-27
3.6.12 RAMP DESIGNATION CONVENTION
3-28
Sample Tender Analysis Report
GLOSSARY
3.6.12.1 DIAMOND AND URBAN TYPE
TRAFFIC INTERCHANGES
3-28
2-1 Consultant Management During the Design Phase
3.6.12.2 DIRECTIONAL INTERCHANGES
3-28
LIST OF FIGURES
SECTION 4: PROJECT TENDERING
from the Perspective of the Department
2-2
2-2 Request for Proposal Process
2-5
2-3 Overview of the Consultant Selection Process
2-8
4.1 GENERAL
4-1
3-1 Sample Cover Sheet
3-14
4.2 FINAL PROJECT APPROVAL
4-1
3-2 Sample List of Drawings Sheet
3-15
4.2.1 NOTICE OF INTENT TO TENDER
4-1
3-3 Sample Survey Control and Alignment She
3-18
4.2.2 REVIEW BY OTHER DEPARTMENTS
4-2
3-4 Contract Drawing CADD File Organization
3-23
4.3 AUTHORIZATION TO ADVERTISE
4-2
3-5 Standard Border
3-24
4.4 OTHER DOCUMENTS NECESSARY FOR TENDERING
4-2
3-6 Example Amendment Description Box
3-25
4.4.1 ADVERTISEMENT FOR TENDERS
4-3
3-7 Detail Drawing Reference Symbol
3-26
4.4.2 INSTRUCTIONS TO TENDERERS
4-3
4.4.3 FORM OF TENDER
4-3
LIST OF TABLES
4.5 ADDENDA
4-4
3-1 Design Phases Main Tasks and Deliverables
4.6 RECEIPT OF TENDERS
4.3
3-2 Lettering Sizes for Contract Drawings
3-23
4.7 TENDER ANALYSIS
4-4
3-3 Contract Drawing Categories and Series
3-27
4.7.1 FINANCIAL ANALYSIS
4-5
4.7.2 TECHNICAL REVIEW
4-5
4.8 TENDER ANALYSIS REPORT
4-5
4.9 CONTRACT AWARD
4-6
3-3
INTRODUCTION
1 INTRODUCTION
1.1 PURPOSE
The Consultant Procedure Manual is intended as a guide for contractual relationships
between the Road Section of the Abu Dhabi Municipality (referred to throughout this manual
Construction Supervision Manual, 1999.
Standard Specifications for Road and Bridge Construction, 1997.
Standard Drawings, 1998.
as the Department) and consultants providing civil engineering and other professional
As required, revisions and updates to this manual will be made as described in Section 1.3,
services. For Department staff, the manual defines a structured, uniform approach to
below. To accommodate updating, the manual is published in loose-leaf form.
managing and administrating consultant contracts. For consultants, the manual identifies
Contents of this manual are based in part on similar manuals and procedures in use
and explains the Departments expectations within a framework of local law, policies, and
throughout the world. It is assumed that users of this manual have the required educational
customs.
and engineering experience to understand and properly implement its procedures,

standards, and criteria.
Furthermore, the manual describes the design development process, standards for design
deliverables, and consultant responsibilities during the construction tendering process.
Under any particular contract, if the consultants scope of services (or other items) conflicts
Consistent and thoughtful use of the Consultant Procedure Manual will promote the
with the contents of this manual, the terms of the contract govern.
following desired outcomes:

The process of selection of consultants will be orderly, efficient, fair, and easily
1.2 CONTENTS AND ORGANIZATION
understood.

Consultant proposals will be of uniformly high quality in terms of responsiveness to the

Departments scope of services, contract, and budgetary requirements, both general
and specific.
The incidence of contractual disputes will be minimized, and satisfactory resolution of
consultants. This includes:
Inception of projects by the Department.
The request for proposal (RFP) process.
formats that do not vary significantly from project to project or from consultant to
Contracts between the Department and consultants.
consultant.
The last part of Section 2 discusses, in general terms, working relationships between the
Department and consultant procedures for technical review, revision, and acceptance of
Department and consultants, as well as qualifications of key consultant staff.
work will be expedited.
Section 3, Design Procedures, covers consultant obligations in a design contract and
Cost efficiency of consultant services will be increased through early understanding of
describes the design process, with detailed descriptions of typical deliverables. Section 3
standardized contractual procedures and performance criteria.
also covers preparation of tender documents and design presentation.
The Consultant Procedure Manual is part of a series of manuals and supporting
Section 4 describes the consultants role in the construction tendering process.
documents that standardize the planning, design, construction, specifications,
A series of appendices follows Section 4 and a glossary of relevant terms is located at the
and practices of engineering projects under the administration of the Department.
very back of the manual.
Engineering plans and other products of work will have consistent, well-organized
Companion documents to this manual include the following:
10
Consultant Procedures, covers the entire business relationship between the Department and
disputes will be achieved quickly and equitably.

Besides this introduction, this manual is comprised of three main sections. Section 2,
The procedures in this manual are primarily related to design contracts. From time to time,
Roadway Design Manual Roads and Bridges, 1998.
the Department also contracts with consultants for studies and other professional services
Roadway Design Manual Drainage, 1998.
besides design. While some of the information in Section 2 may be applicable in these
11
1 INTRODUCTION
cases, consultant procedures for those types of contracts are specified in the Terms of
Kangari, R. and Lucas, C. L., Managing International Operations: A Guide for Engineers,
Reference for the specific study or special project.
Architects, and Construction Managers. American Society of Civil Engineers (ASCE Press),
1997.
1.3 REVISIONS AND UPDATES
Male, S., et al, editors. Value Management: The Value Management Benchmark A Good
Practice Framework for Clients and Practitioners. American Society of Civil Engineers
From time to time, the Department may need to revise or supplement information in this
manual. As necessary, the Department will transmit a letter to consultants informing them
of any changes or supplemental information that is to be incorporated into the manual. On
receipt of such a letter, a consultant is to apply its instructions to all projects.
(Thomas Telford, Ltd.), 1998.

Snell, Michael. Cost-Benefit Analysis for Engineers and Planners and Decision-Makers.
American Society of Civil Engineers (Thomas Telford, Ltd.), 1997.
Instructions in this manual may also be overridden on a project-specific or consultantspecific basis. In this case, the Department will transmit a letter to affected consultants only.
These specific overrides apply only to the projects, tasks, or consultants stipulated in the
letter.
Furthermore, the Department may have or may impose policies and procedures that are not
covered in this manual. In that case, consultants will be informed by Department directives
and those directives shall take precedence over this manual.
1.4 BIBLIOGRAPHY
The following reference documents are excellent sources of information for consultant
procedures related to design engineering.
AASHTO Guidelines for Preconstruction Engineering Management. American Association of
State Highway and Transportation Officials, 1991.
AASHTO Guidelines for Value Engineering. American Association of State Highway and
Transportation Officials, 1987.
A Guide to Quality Based Selection of Consultants: A Key to Design Quality. Construction
Industry Council.
American National Standards Institute: Quality Systems Model for Quality Assurance
in Design, Development, Production, Installation, and Servicing (ANSI/ISO/ASQC Q90011994). American Society for Quality Control, 1994.
Armstrong, J., Robinson, S., and Dixon R. The Decision Makers: Ethics for Engineers.
American Society of Civil Engineers (Thomas Telford, Ltd.), 1991.
Effective Management of Engineering Design. American Society of Civil Engineers, 1971.
12
13
CONSULTANT
PROCEDURES
2 CONSULTANT PROCEDURES
2.1 CONSULTANT MANAGEMENT
This section describes the Departments management of consultants throughout the
design phase of a project, from the decision to proceed with a project (inception) through
award of the construction contract. Procedures for the construction phase of a project are
described in a companion document to this manual, the Construction Supervision Manual.
Subsections of this section provide detailed information on procedures and expectations for
each of the four general phases of consultant management:
1. Organization and control.
2. Project inception phase.
3. Consultant selection phase.
2.1.2 COMMUNICATION AND LINES OF AUTHORITY

2.1.2.1 PROJECT MANAGER
Soon after a potential project is brought under consideration, a Department staff member is
assigned as Project Manager. The Project Manager serves as a coordinator for all projectrelated activities and as a contact point for involved parties and individuals. The Project
Manager supervises the proposal and tender processes to ensure they are orderly, timely,
equitable, and complete.
The Department staff member assigned as Project Manager is familiar with the specific
project, study, or service request, as well as with
CONSULTANT PROCEDURE MANUAL
4. Contract management phase.

2.1.1 ORGANIZATION AND CONTROL
The organization and control of consultant contracts requires contract and financial
administration, as well as technical coordination and management.
Contract administration consists of the following:
Inviting and receiving proposals.
Managing proposal review and the consultant selection process.
Awarding contracts and issuing notices to proceed.
Processing progress payment requests.
Administering the change-order process.
Processing contract closeout.
Issuing the final payment.
The technical aspects of contract management consist of the following:
Preparing the Terms of Reference.
Collecting all available project-specific information and documentation.
Participating in the technical review of proposals.
Conducting the design kick-off meeting.
Approving and monitoring the consultants design schedule.
Providing technical guidance and fostering coordination between the consultant and
other sections of the Municipality, as well as between the consultant and other agencies
(e.g., ADWEA, Etisalat, etc.).
Conducting progress-review meetings and reviewing the actual progress against the
approved schedule.
Reviewing design change-order requests and expediting their processing.
Conducting the design review process.
Assisting with the tendering process.
Managing and coordinating all technical issues that arise during the life of the design contract.
It is important that the Departments contract administrators and Project Managers work
together and coordinate their respective activities with the consultant. Good communication
and coordination is necessary for a successful project.
Figure 21- is a graphic overview of consultant management during the design phase from
the perspective of the Department.
16
Project Inception
Contract
Administration
Twice-monthly
meetings between
consultant
and Project Manager
Design Process
Management
Review of
conceptual design
Coordination
Presentation
by consultant
Review of
preliminary design
Presentation
by consultant
Review of
final design
Presentation
by consultant
Review of progress
reports in support
of invoices
Processing payment
to consultant
Acceptance of
final design
Project-specific
coordination
with utilities, other
agencies, and
affected stakeholders:
Town Planning
Department
ADWEA Electricity
ADWEA Water
Etisalat
Town Drainage
Sewerage Projects
Department
Agriculture Section
Civil Defence
Traffic Police
Directorate of
Military Works
Directorate of the
Signal
The Private
Departments
Civil Aviation
Department
Seaport Authority
ADNOC
Any other concerned
parties
Quality Control/
Quality Assurance
Quality assurance
reviews of consultant
Value engineering
reviews
Monitoring and analysis

of total project
cost estimates
Processing change
orders, as required
Acceptance of
Tender Documents
Tendering Process
Acceptance of
Tender Analysis Report
Figure 2 - 1
Consultant Management During the Design Phase from the Perspective of the Department
17
Department contracting procedures. The Department recognizes the advantages of
a Project Manager remaining involved in a project throughout its study, design, and
construction phases. This is in the best interest of continuity, consistency, and institutional
memory.
The Project Manager is responsible for day-to-day contacts between the Department and
the consultant. All consultant contact with the Department is made through the Project
Manager unless the Department specifies an alternative arrangement.
While a Project Manager is a consultants liaison in everyday relations with the Department,
all formal correspondence between a consultant and the Department is through the Chief of
the Road Section or higher Municipality authority.
2.1.2.2 RECORDS OF MEETINGS AND CONVERSATIONS
A consultant is responsible for documenting all contacts with the Department in writing.
This documentation includes preparing minutes of meetings and summarizing telephone
conversations in memoranda. Minutes or memoranda must be submitted to the Project
Manager within one week of any meeting or conversation. Records of meetings or
conversations prepared by the consultant are subject to endorsement by the Department.
Any correspondence related to a project between the consultant and another authority or
agency is to be copied to the Department.
2.1.3.2.1 Terms of Reference

Terms of Reference are made up of the final project scope of services along with other
information that a consultant needs to prepare a proposal. The comprehensiveness of
a Terms of Reference depends greatly on the complexity of the project. Straightforward
projects generally require very little detail in the Terms of Reference for a consultant to
understand the task. Complicated or multifaceted projects require a proportionally more
thorough Terms of Reference.
A Terms of Reference may include any or all of the following general categories of
information:

Description, location, and purpose of the project requiring consultant services.
Applicable standards, specifications, policies, and design criteria.
Detailed descriptions of the required consultant services, organized by phase and task.
Required deliverables (submittals of work products such as drawings and reports).
Materials (reports, drawings, equipment, instrumentation, etc.) provided by the Department.
Tasks and services, if any, to be performed by the Department.
Procedures for project management (progress reports, meetings, payment submittals,

change orders, etc.).
2.1.3 PROJECT INCEPTION
2.1.3.2.2 Schedule and Cost Estimates
When a potential project is identified, the Department must determine if there is a need for
consultant services. As part of the process of determining this need, the Department does
the following tasks:
Schedule and cost estimates are based on the scope of services, previously completed
similar projects, and other related information, such as government-imposed deadlines or
unique project-specific requirements.
Identifies the scope of the services required.
Estimates the probable cost of the services required.
Initiates project management and tracking procedures.
The results of this work provide the Department the information it needs to determine if the
project should go forward and if so, whether or not there is a need to contract for consultant
services.
The approximate schedule is developed primarily by comparison with total expended

labor (usually in person-hours or person-months) of recent projects with similar scopes
of services. Costs are developed by multiplying total labor by an average cost factor. The
average cost factor falls within a range of minimum and maximum values reflecting varying
degrees of project difficulty and risk. The minimum and maximum values are adjusted
periodically in accordance with changing business conditions, including the labor market
and general economic factors such as inflation.
2.1.3.1 PROJECT IDENTIFICATION AND NUMBERING
2.1.3.3 CONTRACTS AND COMPENSATION
The Department assigns a title and number for each project. This information is to
be included on all drawings, reports, correspondence, calculations, and other design
documentation prepared for the particular project.
The Department contracts consultants on an assignment-specific basis. Contracts with

consultants start with a notice of award and end when the consultant has completed all
work in the assignments Terms of Reference. For a particular project, a consultant may be
contracted for design, construction supervision, or both.
2.1.3.2 PRELIMINARY ANALYSIS OF PROJECT

In order to determine the need for consultant services on a given project, the Department
prepares a preliminary scope of services for design work. Estimates of project schedule and
cost are also calculated.
Three different systems of compensation are used in consultant contracts. For design work,
compensation is either lump sum or fee as percentage of cost. For construction supervision
work, compensation is made based on man-monthly billing.
Where an agreement with a consultant includes both design and construction supervision,
lump-sum compensation is usually used during the design phase and man-monthly billing is
used during construction supervision.
18
19
2.1.3.3.1 Compensation for Design Work
Design work is compensated either by agreed lump sum or by fee as percentage of
construction cost.
1. lump sum
With lump-sum compensation, the consultant is compensated by an agreed, fixed
amount that includes all labor, fees, and expenses. Typically, lump-sum compensation is
characterized by budgetary certainty and accounting simplicity. It is advantageous to use
lump-sum compensation whenever contract scope, extent, budget, and duration can be
readily determined and evaluated by all parties.
2. fee as percentage of construction cost In this arrangement, a fee is paid based on a
percentage of a projects estimated final construction cost. Adjustment of the compensation
to reflect actual construction costs is made after final construction costs are known. In
certain cases where final construction costs can not be accurately forecast until construction
is completed, fees may be incrementally adjusted based on interim cost estimates, with final
adjustments made after final construction costs are known.
committee is made up of officials and administrators from various Municipality departments,

including the Road Section. From the Municipality Projects Committee, the short list is
forwarded to the General Projects Committee, made up of high-ranking officials from the
Municipality and other government agencies. Once the General Projects Committee has
completed its review, the short list is passed on to the Executive Council.
It is important to note that any of these three oversight authorities the Municipality
Projects Committee, the General Projects Committee, and the Executive Council may
add consultants to or delete consultants from the short list originally prepared by the
Department. Thus, issuance of the final short list is a deliberate and thoroughly considered
decision.
When the Executive Council has approved a final short list of consultants, the Department
invites these consultants to prepare proposals for the project in response to a request for
proposal.
Department selects consultants, with approval of

oversight authorities, from whom to invite proposals.
2.1.3.3.2 Compensation for Construction Supervision

A consultant is compensated on the basis of the number of man-months at an agreed
rate. Compensation is based on a flat rate per man or broken down into separate rates for
different personnel based on job classification.
Request for proposals transmitted to consultants
2.1.3.3.3 Progress Billing

Payment for design work is made at agreed benchmarks in the assignment or at project
completion and is usually tied to acceptance of a contract deliverable. The number of
payments and their percentage of the total compensation depend on the number of
deliverables specified in the contract.
Construction supervision is compensated monthly, upon receipt of the consultants invoice.
Figure 22- is an overview of the request for proposal process up to the submission of
proposals.
2.1.4 TECHNICAL PROPOSALS
As a fundamental prerequisite, consultants wishing to compete for a Department (or
any Abu Dhabi Municipality) contract must be registered in Abu Dhabi with the Planning
Department and with the Municipality and Town Planning Department. Registration
with these departments is the responsibility of a consultant. However, registration with
these departments does not imply that a consultant will be invited to bid on any specific
Department project.
In preparation for issuing a request for proposal, the Department drafts a short list of
registered consultants deemed best qualified for the specific project. In preparing the
short list, the Department may contact consultants to request additional information on
qualifications and experience.
When the short list is completed, it is submitted to the Municipality Projects Committee. This
20
During proposal preparation period, Department offers

limited technical guidance to consultants
As deemed necessary, preproposal conference held

during proposal preparation period. Minutes of the
conference become part of the Terms of Reference
Answers to consultants technical questions and

minutes of preproposal conference transmitted to
consultants
Figure 2 - 2
Request for Proposal Process
21
2.1.4.1 REQUEST FOR PROPOSAL (RFP)
Prospective consultants short-listed for a specific project are issued an RFP. Depending
on the complexity of a project, an RFP from the Department may be a brief letter or a
substantial collection of instructions and support documents. The Department would issue
a brief RFP for a straightforward project involving, for example, only road construction. A
larger, more detailed RFP would be prepared for more complicated, intricate projects, such
as bridges, tunnels, and interchanges.
Based on the complexity of the project, the RFP may include any or all of the following
elements:
approach to work: a detailed narrative demonstrating an understanding of project

conditions and a step-by-step response to the scope of services.
graphic work schedule: a chart illustrating the proposed schedule of work, typically in
bar-graph (plotting time against task) or critical-path method (CPM) format.
firm and key personnel qualifications: a narrative summary of experience and

qualifications specifically relevant to the proposal, including rsums, details on past
projects and assignments, references, and geographic proximity of key consultant-team
personnel to Abu Dhabi.
Instructions for preparation of the technical proposal, including required contents,

format, and submittal deadlines.
quality assurance statement: a statement of the teams standards and procedures for
maintaining and certifying quality of work and adherence to schedule and budget.
Notice of a preproposal conference.
Method of contract payment with instructions for preparation of a financial proposal This
may include forms on which the consultant is to insert proposed fees.
man-hour breakdown: a table or list of specific design tasks with the estimated time
required to complete each task. The man-hour breakdown may also include details on
tasks by personnel type (e.g., draftsman, senior engineer, etc.).
The Terms of Reference, which includes the scope of consultant services and
statements of particular conditions such as project start and completion dates,
budgetary limits, legal disclaimers, and minimum insurance requirements.
Attachments such as sample drawings, aerial photography, and reports.
supporting material: any additional material deemed by the proposer to enhance the
proposal, such as firm brochures, detailed personnel rsums, project descriptions and
photos, testimonial letters, and so forth. It is important to note that supporting material
is considered informational only and is given no weight in the evaluation of a proposal.
financial proposal: a separate submittal, wherein the consultant indicates its proposed
fees for completing the work described in the Terms of Reference. The financial proposal
is submitted in a separate, sealed envelope.
RFPs are transmitted to consultants by post or consultants are contacted and requested to
collect the packages from the Department office.
Almost all Department contracts with consultants are for both project design and
construction supervision.
A typical Department Terms of Reference for design and construction supervision can be
found in Appendix A.
2.1.4.2 PREPARATION OF PROPOSALS
Proposals are prepared by consultants based on information and instructions included
in the RFP. During the preparation period, consultants may seek direct, limited guidance
from the Department on technical matters and the Department will, in some cases, hold a
preproposal conference open to interested consultants.
Proposals may be limited to a maximum number of pages, as specified in the RFP. Page
limits may also be set for various proposal sections.
2.1.4.2.1 Proposal Content
Generally, the level of detail needed in and the comprehensiveness of a proposal are in direct
response to the RFP itself. A brief RFP requires an equally brief proposal. Likewise, a large,
highly detailed RFP calls for a more thorough proposal.
If a detailed proposal is required, the Department will specify its contents along with page
limitations. Contents of a proposal may include any of the following:
22
approach to work and qualifications of key personnel.
letter of transmittal: a formal transmission of the proposal on the letterhead of the prime
(or managing) consultant.
executive summary: a narrative summary of the highlights of the proposal, including
2.1.4.2.2 Submission Instructions

Except for the financial proposal, which is to be submitted in a sealed envelope, all material
in the proposal must be bound into a single document or in multiple documents as specified
in the RFP. The method of binding and other requirements may be specified in the RFP.
Proposals have a cover bearing the name of the project (or study, required special services,
etc.), the name of the submitting firm, and other information as specified in the RFP.
Other typical information on the proposal cover includes submission date, names of any
subconsultants, and the project number.
Typically, three copies (the original and two copies) of a proposal are required for submission.
If additional copies are required, the number of required copies is specified in the RFP.
Proposals must be received at the location and by the date and time specified in the RFP.
Late or improperly delivered proposals will not be considered.
2.1.4.3 PREPROPOSAL CONFERENCE
If deemed necessary, the Department may hold a preproposal conference for the benefit
of interested consultants between the time an RFP is issued and the deadline for proposal
submittal. The purpose of the conference is to present details of the Terms of Reference
and to answer questions raised by interested consultants. The minutes of the preproposal
conference are considered part of the proposals Terms of Reference in the same manner as
material included in the RFP.
In order that information presented at a preproposal conference may be integrated into
consultant proposals, the conference is scheduled within two weeks of the issuance
23
of an RFP and always more than one week before the deadline for proposal submittal.
Details on date, time, and location of a preproposal conference may be included in an
RFP. Alternatively, the Department may convene a preproposal conference by notifying all
interested consultants during the proposal preparation period.
2.1.4.4 RESPONSE TO TECHNICAL INQUIRIES
The Department will accept questions from consultants related to an RFP. Questions should
be directed to the Department staff member (usually the Project Manager) specified in the
RFP. Questions may be submitted formally, in writing, or informally, by fax or telephone.
5. The Department forwards a formal letter, ranking all proposals and recommending a
specific proposal for award, to the Municipality Projects Committee for its review and
approval. The Municipality Projects Committee reviews the Departments submittal
and forwards its recommendation to the General Projects Committee. The General
Projects Committee reviews the Municipalitys recommendation and forwards its own
recommendation for consideration by the Executive Council.
Tender Opening Committee at Planning

Department receives proposals from consultants
The following policies apply to technical inquiries:

Questions must be submitted at least seven days prior to the date that proposals are
due. Questions submitted within seven days of the date when proposals are due will not
be answered.
Questions of simple clarification may be answered directly without further action or

follow-up by the Department.
In the case of complex questions or questions requiring interpretation, the questions

and the Departments answers will be transmitted to all interested consultants as
an official addendum to the RFP. Typically, a single RFP addendum, addressing all
answered questions, will be transmitted immediately after the inquiry deadline (seven
days prior to the proposal due date).
The Department reserves full discretion in determining the nature of any question
(simple, complex, interpretive, etc.) and whether or not to provide an answer.
Incomplete or improperly submitted proposals are

identified and may be disqualified
Panel of Department staff members evaluate and score

submitted proposals
2.1.5 CONSULTANT SELECTION

2.1.5.1 EVALUATION OF PROPOSALS
Evaluation of proposals is performed by a panel comprised of Department staff members
who are professionally qualified, experienced in the areas of service required, and familiar
with the specific project, study, or special service request. The objective of proposal
evaluation is to select the consultant with the best overall proposal to execute the work.
Figure 23- is an overview of the consultant selection process.
2.1.5.1.1 Proposal Evaluation Procedure
Panel may request oral presentations by consultants
Panel and Project Manager assess submittals and pass

recommendation on to oversight authorities
Consultant proposals are judged and scored by a Department panel. The proposal
evaluation procedure is broken down into five primary steps:
1. The panel holds a preparatory meeting to discuss procedures and scoring factors.
2. Panel members review and score each proposal based on the scoring factors
established for that project.
3. In some cases, proposers are required to make an oral presentation to the evaluation
panel in support of their technical proposals.
4. When all evaluations are completed, the evaluation panel meets to compile and analyze results.
Taking into consideration both technical and financial criteria, the panel ranks the proposals.
24
If Executive Council approves, Department executes a

contract with the selected consultant
Figure 23Overview of the Consultant Selection Process

25
2.1.5.1.2 Oral Presentations
In some cases, where the nature or level of complexity of the project dictates, proposers are
required to make oral presentations to the evaluation panel in support of their submissions. If
applicable, the requirement for an oral presentation is stated in the RFP.
Typically, an oral presentation is divided into two parts of approximately equal time:
1. The proposer makes a formal presentation. Format and content are primarily at the
proposers discretion.
2. Members of the evaluation panel ask the proposer questions related to the proposal.
Specific details regarding the oral presentation, if required, are included in the RFP package.
Details may include overall time limits, time limits on the presentation, special scope
requirements for presentation content, and limits on multimedia presentation options.
The Project Manager oversees the performance and progress of the consultant to ensure
that all items in the scope of services are being addressed. The Project Manager also
reviews any changes to the scope of services proposed by the consultant and processes
approved changes through the contract amendment process. No additional work proposed
by the consultant may be initiated without prior Department approval.
2.1.6.2 INSURANCE REQUIREMENTS
Insurance requirements will vary depending on the size, type, and difficulty of a specific
project. Appropriate limits are defined in each projects contract. Consultants must
deliver current certificates of insurance to the Department before commencing work. The
Department keeps the certificates on file during the term of the contract.
2.1.6.3 DELIVERABLES
2.1.5.2 AWARD OF CONTRACT

When approval to award a contract is received from the Executive Council, the Department
notifies the successful consultant. After signing the contract, the Department will issue a
notice to proceed to the consultant.
Occasionally it is necessary or desirable that design work not immediately commence upon
award of a contract. In this case, after the contract is signed, the consultant is required to
wait for the Department to provide a notice to proceed. A notice to proceed authorizes a
consultant to commence billable work.
A sample Notice to Proceed for consultant design work can be found in Appendix B.
A sample consultant contract for design and construction supervision can be found in
Appendix C.
2.1.6 CONTRACT ADMINISTRATION
Once a contract between the Department and a consultant has been executed, the
Department will monitor the activity of the consultant to ensure satisfactory progress is
being made. Contract administration includes the evaluation and processing of progress
payments, the ongoing facilitation of Department and consultant interaction, the timely
exchange of information and decisions that affect the course of the design work, and the
resolution of problems and potential disputes. Contract administration for any project is
guided by the projects specific contract and the general practices outlined in this section.
2.1.6.1 SCOPE OF SERVICES
The scope of services defines the authorized work for which the Department has agreed
to compensate the consultant during the term of the contract. At the outset of a project,
the scope is defined by the scope of services included in the Terms of Reference and by
any addenda. From there, the scope of services may be redefined by the Departments
acceptance of a consultant proposal that the Department finds advantageous or superior to
the existing scope of services. As the project progresses, the scope of services may further
change as the result of decisions made by the Department in light of new information. All
parties to the contract may propose such changes and, if approved by the Department, the
changes are implemented through the contract amendment process.
26
A deliverable is a tangible product that a consultant is required to produce and transmit to

the Department at a set interval during the term of a contract. Deliverables are defined in
the deliverable list in the Terms of Reference. Deliverables are generally the consultants final
products of a stage of the contract and represent
specific items paid for by the Department. The consultant is responsible for completing
every item on the deliverable list or providing documentation acceptable to the Department
that a deliverable is not necessary.
The most common deliverables under contracts with the Department are engineering design
drawings, specifications, and a variety of associated studies and reports. Such deliverables
are typically submitted at predefined levels of completion over the term of a contract.
Detailed information on design deliverables and schedules is included in Part 3, Design
Procedures, of this manual.
2.1.6.4 MEETINGS
During the course of a design contract, the Department and the consultant meet for
formal, regularly scheduled progress meetings. Progress meetings are usually held at the
Department office once every two weeks. More or less frequent meetings may be required
during certain phases of the contract.
Progress meetings are held to discuss ongoing technical, contractual, and project scope
issues. At these meetings, a consultant reports to the Department on current progress and
planned work and describes work efforts to take place before the next meeting. These
formal meetings are a forum to discuss and resolve any problems
technical, contractual, or otherwise with contract implementation. The need for any
changes to the scope of services or modifications to the approved budget can also be
discussed.
Though it need not necessarily be written, the agenda for a progress meeting is the
responsibility of the consultant. Usually, the agenda for progress meetings is simply the
27
consultant describing completed work and planned progress, as well as discussion of
other routine issues. If the subjects of discussion for a progress meeting are anticipated
and understood by all parties, the Department does not ordinarily require that a consultant
prepares a written or formal agenda.
If the consultant foresees the need to discuss a nonroutine issue or subject at a progress
meeting, the Project Manager should be informed in advance.
In either case, should the Project Manager request an advance written agenda for a
progress meeting, it is the responsibility of the consultant to provide one.
Besides regularly scheduled progress meetings, less formal coordination meetings are held
on an as-needed basis, as frequently or infrequently as necessary. These meetings may be
requested by either the Department or the consultant.
At the outset of a design contract, the Department will hold a design kick-off meeting with
the consultant. The meeting is an opportunity for both parties to mutually review the Terms
of Reference and to address any questions or concerns.
Following any meeting, the consultant prepares minutes summarizing relevant items
discussed and documenting conclusions reached. Minutes are addressed to the Chief of the
Road Section and to the attention of the Chief of Study and Design.
2.1.6.5 DESIGN PROGRESS REPORTS
Consultants are required to submit monthly progress reports to the Department. At a
minimum, these reports include the following:

Work tasks completed during the current month.
Work tasks completed to date, with an equivalent percentage completion of the project.
Work tasks planned for completion during the coming month.
Percentage completion of all work tasks.
In the case where a single consultant has multiple Department projects underway at the
same time, the consultant may produce a single monthly progress report. The report would
cover each of the current projects to the above level of detail.
A sample Monthly Design Progress Report can be found in Appendix D.
2.1.6.6 CONTRACT AMENDMENTS
Changes in the scope of services, unless of a minor nature not affecting contract value,
require that a contract be formally amended before work based on the changes can
proceed. Work beyond the scope of services and not authorized by a contract amendment
is at the consultants own risk and the consultant may not be compensated for such work.
Contract amendments are processed, approved, and implemented by change orders.
Change orders, usually in the form of a Department letter, formally document and assign
associated changes to scope, contract value, and schedule. At any point during a contract,
the current scope of services is made up of the original scope of services and any approved
change orders. Contract amendments affecting project value require Executive Council
approval.
28
2.1.6.7 BILLING PROCEDURES

The consultant prepares and submits invoices for payment in accordance with the terms
specified in the contract. Most consultant contracts specify that payment is made upon
submittal of specific deliverables, which are to be completed according to the project
schedule. An invoice submitted to the Department includes a copy of the Departments
letter of approval for the invoices related deliverable. After review and approval by the
Department, invoices are forwarded to the Municipality Finance Department for issuance of
compensation.
Where a consultants contract for services covers an extended period of time (e.g., two
years) and there are few deliverables, the Department may make some compensation
not directly related to specific deliverables. In this case, a consultant would submit bills
according to a schedule specified in the contract. Under these circumstances, the
Department evaluates an invoice based on its associated monthly progress report to ensure
that the portion of the work completed matches or exceeds the portion of the compensation
being invoiced.
2.1.6.8 CONTRACT CLOSEOUT
After submittal of all required deliverables and completion of all tasks in the scope of
services, the design phase of the contract between the Department and the consultant
will be closed out. Where a contract includes both design and construction supervision (as
most Department contracts do), the project closeout will be for the design phase only. At
this point, the Department may arrange to have the consultant hand over copies of record
files, original drawings, computer files, and any other data that the Department needs to fully
document the project.
Consultants should be aware that some additional, minor design work may be needed
during the construction phase of a project.
2.2 CONSULTANT QUALIFICATIONS AND PERFORMANCE
2.2.1 WORKING RELATIONSHIP
During the course of a project, the consultants key staff members and Department
representatives need to foster effective working relationships. However, the conduct of these
working relationships must be carefully monitored by all parties to avoid actual or perceived
improprieties, which could compromise the course of the work or adversely affect the
Departments best interests.
Adversarial or hostile relationships may detract from the successful or timely completion of a
project and also adversely affect the Departments best interests.
Development and maintenance of a successful Department and consultant partnership
requires that all parties act in a professional, cooperative, and businesslike manner at
all times. The Department expects consultants and their key personnel to be honest,
accountable, straightforward, and ethical.
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2.2.2 QUALIFICATIONS OF KEY STAFF
A consultants key staff members are vital to the successful completion of any project. It is
expected that all consultant personnel possess the necessary skills, capabilities, and professional qualifications needed to perform work within their areas of expertise. The quality of
key staff members is a prime consideration when the Department is evaluating consultants.
The Department routinely reviews the qualifications of consultant staff members as part of
its evaluation of prospective consultants. In its reviews, the Department considers, among
other things, the following:

Educational qualifications.
Experience with the consultant firm.
Experience in the designated area of responsibility.
Experience in the UAE.
Overall experience.
Professional affiliations.
In addition to quantifiable qualifications, key staff members should possess other qualities
needed to successfully complete their assignments. These qualities include a high level
of expressed commitment to excellence in engineering and demonstrated leadership,
communication, and decision-making abilities.
In selecting consultants, the Department may actively screen personnel by contacting
references on past projects and through interviewing during the final phase of consultant
selection.
2.2.3 REVIEW OF CONSULTANT PERFORMANCE
The Department carefully monitors a consultants performance throughout a contract.
In addition, formal performance evaluations are also conducted at specific points in a
contracts life cycle. These formal evaluations are done at the completion of design and at
closeout of construction.
The formal consultant performance evaluations are done using the Departments standard
Consultant Performance Evaluation Forms. Copies of the two forms, one for design and one
for construction supervision, can be found in Appendix E.
The performance evaluation forms are completed by the Project Manager and other
Department staff members working with the consultant on the project. Under certain
circumstances, a consultant may be invited to present any information thought relevant to
the results of an evaluation.
A consultants past performance is a major criterion when the Department is short-listing
consultants and awarding new projects.
30
31
DESIGN
PROCEDURES
3 DESIGN PROCEDURES
3.1 GENERAL
3.2.1.1 PRESENTATION OF ALTERNATIVES
In addition to this general subsection, this chapter is divided into five main subsections:
Throughout the development of a design, decisions are made between alternatives.

During conceptual design, a decision may be as major and basic as a roads alignment. In
preliminary design, decisions must be made between different construction methods. During
final design, details remain to be resolved and choices
between different types of street furniture or luminaires, for example must be made.
Section 3.2, Design Prerequisites, describes two processes or systems that a

consultant must have in place before beginning design work.
Section 3.3, Design Process, is a description of the three general phases of design
development and their respective deliverables.
Section 3.4, Design Review Procedures, describes the reviews to be conducted by the
consultant before submitting a design deliverable.
When presenting alternatives, it is a consultants responsibility to ensure that the Department

is presented with clear, objective information on which to make its decisions. Cost
effectiveness
Section 3.5, Tender Documents, describes the preparation and standards of the
components that make up a typical set of tender documents.
of an alternative is a major consideration. Thus, thorough analysis of cost effectiveness is a

primary consultant responsibility.
Section 3.6, Design Drawing Presentation, defines the Departments requirements for
design drawings. Standards for style, format, drawing order, and CADD practices are
included.
3.2.1.2 VALUE ENGINEERING
3.2 DESIGN PREREQUISITES

Before starting the design work of a project, a consultant needs documented procedures in
place for:

Analysis of cost effectiveness.
Quality control.
These two procedures run parallel, though autonomously, to the design process itself. They
should be systematic and ongoing throughout the entire design process.
The following subsections describe the Departments expectations for consultant
performance with regard to these procedures.
3.2.1 ANALYSIS OF COST EFFECTIVENESS
From the beginning of conceptual design through the completion of final design, all aspects
of a project should be regularly analyzed from the perspective of cost effectiveness. Cost
effectiveness is a major factor in decisions made at all levels of design completion.
The most cost-effective design is not necessarily the least expensive design. Many factors
need to be examined when analyzing cost effectiveness. Life-cycle and indirect costs must
be factored into any analysis of cost effectiveness. A low initial investment may very well
be an expensive choice in the long run. Likewise, a costlier design may in fact be the most
cost effective once factors such as maintenance and other indirect costs are added to the
equation.
Consultants are expected to document analysis of cost effectiveness and to keep records of
all related correspondence, calculations, and back- up material. The Department maintains
the right to request and review these records at any time during a contract.
Analysis of cost effectiveness has two related objectives. First, it is a fundamental consideration when reviewing alternatives. Second, it is often the key to identifying project
elements that may benefit from value engineering.
34
As part of ongoing analysis of cost effectiveness, a consultant is expected to consider value

engineering in the design of all elements of a project. Value engineering includes examination
of the various project elements (e.g., bridge structures, interchange geometrics, drainage)
for the purpose of identifying realizable potential savings. If a significant potential cost saving
or advantage is identified, the consultant submits a written statement or memorandum
describing these findings to the Department. The statement needs to be to sufficient detail
to enable the Department to determine if an in-depth value-engineering study should
be undertaken. If the saving or advantage is clearly substantiated by the consultant, the
Department may decide to request a change in design without further study.
3.2.2 QUALITY CONTROL AND QUALITY ASSURANCE
A consultant holds full responsibility for the accuracy and completeness of the plans,
calculations, and related documents furnished under a scope of services. To help ensure
that accuracy and completeness are achieved, the Department requires consultants to
implement and follow a quality-control plan.
A meaningful quality-control plan needs to be in place before design work begins and
remain in effect throughout the duration of a design contract. At a minimum, a functional
quality-control plan establishes processes to ensure the following:

That all final plans and calculations are checked and back-checked. Checking is done
by a second party. The checker must be an experienced engineer who did not originally
produce the plans. Check prints of all drawings and calculations are to be maintained
for a minimum of seven years from the completion of a design contract.
That all related correspondence and memoranda are received by affected persons and
maintained in the project files within an established document control system.
That coordination and checks are provided on those drawings that show different work
in the same area (e.g., roadway plans coordinated with signalization plans), to ensure
that conflicts and misalignment do not occur between plan sheets, and between the
plans and specifications.
35
3 DESIGN PROCEDURES

That overall appearance, format, and content of the tender documents correspond to
the expectations of the Department.
A consultant is expected to perform an internal quality-control review of deliverables at all

levels of design completion. These reviews are to be carried out by engineers experienced in
the relevant disciplines. The purpose of the reviews is to satisfy the consultant that the plans
and specifications are of a quality acceptable to the Department as well as to the consultant.
Existence of a functioning quality-control plan may be periodically confirmed by the
Department.
3.3 DESIGN PROCESS
Actual design procedures vary depending on the type and complexity of a project. The
objective of the design process is to develop comprehensive design and construction
documents including plans, specifications, and Bills of Quantities. Design elements are
prepared in accordance with the concepts and guidelines presented in the various technical
documents developed during the conceptual and preliminary design stages. In addition,
design is governed by guidelines contained in this manual and supplementary manuals
adopted or developed by the Department.
Quality design document production is a primary objective throughout the design process.
This objective is facilitated by a three-stage design process that culminates with the
completion of the tender documents. The three stages of the design process are as follows:
1 Conceptual design.
Depending on the complexity of a design project, the Department may or may not require
a formal deliverable at the end of the conceptual design stage. Preliminary design and final
design culminate with approval of specific deliverables identified in the Terms of Reference.
At the discretion of the Department and only in limited circumstances, a consultant may be
required to provide additional submittals during the design process.
The consultant may continue design efforts while design submittals are being reviewed by
the Department. Doing so, however, in no way relieves the consultant of the responsibility
to incorporate review comments into the design nor does it entitle the consultant to any
additional design fees as a result of changes introduced through the review process.
The design process is punctuated by submittal of formal deliverables, where the consultant
provides a report, drawings, or other documents recording work completed. However,
it is incumbent on both the consultant and the Department to ensure that there is close,
ongoing coordination and good communications throughout the design process. All issues
or questions concerning a design should have been raised, discussed, and resolved by
the consultant and the Department before a deliverable is submitted. A deliverable should
contain no surprises for the Department, but should be a tangible product of what has been
discussed and agreed previously.
The process of design development and review
including a description of technical tasks, required plans, reports, documents, and their
associated levels of design completion is presented in the following subsections.
3.3.1 CONCEPTUAL DESIGN
2. Preliminary design.
3. Final design.
3.3.1.1 PURPOSE OF CONCEPTUAL DESIGN
Table 31- lists the design phases with the associated main tasks and deliverables. A design
phase is considered complete when the Department has accepted its related deliverable(s).
The process of conceptual design includes the collection and analysis of data related to
existing conditions and the Departments stated need for the design. During the conceptual
design phase, the consultant conducts numerous studies and investigations and develops
alternative design concepts.
With the completion of each of these three design phases, the consultant is required to
make a formal presentation to the Department describing work completed and details of the
design itself.
Table 3 - 1
Design Phases Main Tasks and Deliverables
Design Ph ase
Conceptual Design
Main Tasks
Deliv erables
Collection of existing site data
Design Alternative Summary Report (if
Conceptualization of solutions
required by Department)
Development and analysis of

alternative concepts
Preliminary Design
Final Design
36
Presentation to Department
Collection of detailed site data
Design Concept Report
In-depth analysis of data
Draft Particular Specifications
First phase of design on selected
Draft Special Conditions
alternative
Preliminary design calculations
Complete set of tender documents
Contract Drawings
Most of the major decisions related to a design will be made at the conceptual design
stage, including the Departments selection from alternative design concepts. For this
reason, it is important that a consultant and the Department maintain good and frequent
communications during conceptual design. Major design decisions made during conceptual
design will be documented by Department letter.
Not all design projects require a formal deliverable at the conceptual design stage.
The Department generally does not require a conceptual design deliverable for a
straightforward project, such as sector improvement. More complex projects, such as an
interchange, almost always require a deliverable at this stage of design. The requirement,
or lack thereof, for a conceptual design deliverable on a particular project is indicated in the
Terms of Reference.
3.3.1.2 DESIGN ALTERNATIVE SUMMARY REPORT
ready for construction tendering
Particular Specifications
Special Conditions
Final cost estimates
Bill of Quantities
Final Design Report
If required, the formal conceptual design deliverable is the Design Alternative Summary
Report. The report is compiled using existing topographic, soil, traffic, and other existing
conditions data, supplemented with a minimum amount of current data gathered by the
37
3 DESIGN PROCEDURES
consultant on site. This data is used to develop alternative design concepts.
Section 200 and Section 300 of Roadway Design Manual Roads and Bridges.
Very little effort is applied to analysis, calculations, or drawings at this point in the design
process. Instead, within the context of the Departments needs and constraints and the
options available at the site, the report focuses on creative problem-solving and conceptualization of solutions.
Some elements of the Design Concept Report may be requested by the Department during
the preliminary design process, prior to formal delivery of the Design Concept Report.
The Design Alternative Summary Report analyzes a project from the following perspectives:
Drafts of required Special Conditions of Contract clauses.
Transportation planning and traffic engineering.
Drafts of required Particular Specifications clauses.
Highway engineering.
Preliminary engineering calculations.
Drainage engineering.
Structural engineering.
Consultants should take initiative in providing any of the above items during the preliminary
design stage if the consultant deems the item a major consideration in final design.
Geotechnical and foundation engineering.
Architecture and landscape.
Electromechanical, utility, and lighting engineering.
3.3.3 FINAL DESIGN
Environmental considerations.
The product of final design is a complete set of construction tender documents, final cost
estimates, and a Final Design Report.
Cost estimate.
3.3.3.1 TENDER DOCUMENTS
Constructibility.
Safety.
Tender documents include:
Except for transportation planning and traffic engineering, which is the basis of the study,
the priority or importance of the other perspectives is flexible depending on the requirements
of the specific project. For example, on an urban project, utilities would be a high-priority
consideration, as existing and additional utilities are a prime concern and constraint. In
contrast, the subject of utilities would need very little attention for a road being built across
undeveloped desert.
All plan sheets, incorporating all comments and revisions from previous reviews.
Final and complete Bill of Quantities.
Final versions of required Special Condi- tions and Particular Specifications.
Instructions to Tenderers.
Form of Tender.
The product of the Design Alternative Summary Report is a range of alternative design
concepts. A consultant identifies two or three alternatives for the design, analyzes the merits
and drawbacks of each, and makes a recommendation to the Department.
These items are covered in detail in Section 3.5 and Section 3.6.
3.3.2 PRELIMINARY DESIGN
Cost estimates provided during final design are based on applying an appropriate unit cost
to each quantified item listed in the Bill of Quantities.
Preliminary design is the first phase of detailed design performed on a specific alternative
selected and approved by the Department. The Departments selection and approval is
usually based on the consultants recommended alternative, which is identified during the
conceptual design stage.
During preliminary design, progress meetings between the Department and the consultant
concentrate on reviewing work done and monitoring progress being made. These review
meetings also serve to coordinate long-lead items, such as utilities relocations and
jurisdictional approvals.
The Design Concept Report is the primary deliverable of the preliminary design stage.
The Design Concept Report is a compilation and summary of all work done through the
preliminary design stage. It provides a comprehensive record of data gathered, describes
analysis of that data, and the conclusions reached.
A detailed description of the contents of the Design Concept Report is provided in Part 1,
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In addition to the Design Concept Report, the Department may request that any of the
following items be provided during the preliminary design stage:
3.3.3.2 FINAL COST ESTIMATE
Cost estimates are not considered part of or included in the tender documents. Unless
otherwise directed by the Department, all cost estimates are considered confidential information and the consultant is not allowed to disclose this information to outside parties. Cost
estimates are to be delivered to the Department in a sealed envelope along with the tender
documents.
3.3.3.3 FINAL DESIGN REPORT
The Final Design Report is a comprehensive record of the projects design history and a
detailed description of the conditions and decisions that led to the final design. The Final
Design Report should be organized like the Design Concept Report (see Part 1, Section 200
and Section 300 of Roadway Design Manual Roads and Bridges) and provide the same
or a greater level of detail.
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Some information presented in a projects Design Concept Report may not have changed
or need updating. In this case, the information presented in the Design Concept Report can
simply be republished in the Final Design Report. However, the Final Design Report must
thoroughly document any new conditions or design changes made since acceptance of the
Design Concept Report. Furthermore, information such as utility plans and lighting plans
can not be known before the final design phase and so should be presented in the Final
Design Report.
minimize misunderstanding between the contractor and the consultant engineer on site
and reduce the need for change orders. Clarity means that the plans are neat, properly
formatted, in logical order, and written to preclude ambiguities. Cross-referencing is provided
where needed and drawings are not obscured by excessive notations or redundant data.
Tender documents are prepared in the manner prescribed by the Department.
As the Final Design Report is a reference document for the project in the future, it includes
appendices of the following items:
Language, drafting symbols, drawings, and details are all standardized.
Contract Drawings are compatible with the
One complete set of tender documents.
A copy of the Tender Analysis Report.
Final design calculations, including legible, supporting calculations that have been
checked independently for accuracy.
Calculations are to support the consultants final estimate of project cost.

As required, revised geotechnical reports.
Copies of all correspondence related to the project between the consultant and the
Department or other authorities and agencies. This appendix should also contain copies
of minutes of all meetings between the consultant and these entities.
3.4 DESIGN REVIEW PROCEDURES

The Department reviews a design submittal to ensure it provides the product required and
to verify that correct engineering practices were used in the design. The Department, as
client, verifies that it is acquiring an appropriate, high-quality product. It is the consultants
responsibility to ensure that a design meets the needs and the standards of the Department,
and that a design will stand up to a Department review.
As a reference to consultants, the following subsections outline and describe recommended
design review procedures that a consultant should use internally before submitting a design
to the Department.
The design review procedures described here should be used on all levels of design
submittals, though not every procedure may be applicable at the conceptual or preliminary
stage.
3.4.1 APPROACH TO DESIGN REVIEW
During the actual design review process, a reviewer should keep in mind the six Cs. These
are clarity, consistency, correctness, constructibility, cost effectiveness, and completeness.
These attributes, though less concrete than actual, specific items to be checked, are
nonetheless valid. Specific checklist items are the parts; these qualities become apparent
when the design is viewed as a whole. For this reason, the six Cs are a useful perspective
from which to work when reviewing a design. Furthermore, the six Cs are applicable not just
to drawings, but to specifications, calculations, and other design-related products.
Clarity is essential. A clear set of plans improves the tendering procedure and results in
lower tenders. Plans and specifications that properly communicate the designers intent
40
Consistency results from using the proper, established, uniform procedures in preparing
plans and other documents. It ensures that:
Departments CADD standards.

Contract Drawings are compatible with adjacent projects so that projects begin and end
(at the match lines) without interruption, discontinuity, or conflict.
Correctness deals with presentation of design concepts. The design concepts must be
presented as intended, and the reviewer must see to it that symbols, drawings, and details
are used appropriately and not misapplied. Correctness also applies to the use of proper
procedures for plan preparation, as described in Section 3.6 of this document.
Constructibility is the quality related to relative ease of achievement. Plans should be
reviewed to ensure that they can be implemented as presented. Considerations for
constructibility include phasing, detour sequencing, machinery and tool clearances, and
appropriate dimensions and tolerances.
Cost effectiveness is related to constructibility and value engineering. The lowest estimated
construction cost may not be the most cost effective if the overall cost of ownership, (accessibility and maintenance) is not economical.
Completeness implies that the design covers all important aspects relevant to the
various engineering disciplines, that all analysis and recommendations are based on solid
engineering practices, and that all aspects of and steps in the design are thoroughly
documented.
3.4.2 REVIEW PROCESS
The Department recommends that consultants incorporate the following procedures into
their own design review processes.
1. Examine the deliverable to ensure that it is at the proper stage of completion.
2. Unless performing a general review, restrict comments to ones own discipline.
3. When reviewing an overlapping discipline, comments should be coordinated with the
other discipline at the time of review. Coordination should not be deferred to a later time
when comments are being consolidated.
4. Keep the level of submittal in mind. Do not comment on that which would be premature
for the stage.
5. Preclude personal preferences when reviewing a design.
6. Check to verify that earlier review comments have been addressed. Items commented
on at an earlier level of review should only be revisited when necessary.
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7. Be aware that review comments tend to be interpreted as design directives. As such,
they may incur undesired or unintended outcomes and responsibilities.
of responsibility for the documents correctness and completeness. Errors and omissions
within the tender documents (excluding standard documents prepared and supplied by the
Department or other agencies) are the full responsibility of the consultant.
3.4.3 REVIEW CHECKLISTS

3.5 TENDER DOCUMENTS
The Department expects consultants to have and use design review checklists for both
drawings and calculations. Care must be taken to ensure that the checklists cover the most
critical aspects and considerations in a design.
For design review checking to be effective, the checker must be an individual with
knowledge in the relevant discipline who was not responsible for the creation of the
calculation or drawing being checked. This enables the checker to bring a fresh eye to the
review, helping ensure that the intentions of the designer were accurately conveyed to the
calculations and drawings.
Tender documents prepared by the consultant are typically used for a number of objectives,
including the following:

To allow interested parties to reach agreement on the scope, features, and general
construction procedures of the proposed project before construction begins.
In order to ensure the correctness of calculations, calculation checking should be a twostep process. The first step is to verify the validity of all assumptions, given parameters, and
formu- lation. The second step is checking math for correctness.
To enable the Department to program and monitor the proposed project, in terms
of financial requirements, needed governmental action, and coordination with other
adjacent transportation and nontransportation projects, both before and during
construction.
To assist the Department in securing tenders and eventually executing a contract with a
selected contractor.
3.4.3.2 DRAWINGS
To define for the contractor what needs to be constructed and any limitations on procedures.
The size of the project will dictate how much information is contained on each drawing.
More than one drawing checklist may have to be used to check a single drawing containing
more than one design discipline. For example, under certain circumstances, a single
drawing may contain utilities, existing conditions, and proposed plans. In this case, each of
the relevant checklists would be applied to the drawing. In other cases, a single checklist
may have to be applied to several drawings.
To serve as a record of what has been built and to aid planning and monitoring postconstruction maintenance activities and roadway operations.
3.4.3.1 CALCULATIONS
To meet these objectives the consultant is guided by the following principles during the
preparation of tender documents:

Review methodology may need to be adjusted for projects that have late design changes or
when the development of one design element is delayed. In these cases, previously checked
work needs to be rechecked in the context of the design change or development.
Although made up of a number of independent elements, tender documents are to

be considered a single document. The combined tender documents need to be clear,
concise, correct, unambiguous, and internally consistent in terms of language.
Checking of drawings is done in conjunction with a review of specifications written for the
project. A check is made to ensure that necessary supplemental information is provided by
the specifications and that plans and specifications are not conflicting.
Particular Specifications and Contract Drawings are developed only for those situations
where no Standard Specification and Standard Drawing can be used. Standard
Specifications and Standard Drawings are the designers first resources.
During preparation of the tender documents, the consultant should welcome guidance
from the Project Manager and solicit such guidance without hesitation when needed.
Remember that in checking the purpose is to make sure everything is right: that each
drawing properly and adequately relates to the others in the set, is reflective of the design
analysis, uses the current standards of presentation, and provides all details needed for
construction.
3.5.2 ELEMENTS OF TENDER DOCUMENTS
Appendix F includes 10 sample design review checklists for common design elements.
These samples are not comprehensive, and the Department expects a consultants in-house
reviews, prior to submittal, to be more thorough and exacting.
General Conditions of Contract in the Field of Contracts of Civil Works.
Special Conditions of Contract.
Standard Specifications for Road and Bridge
3.4.4 ACCEPTANCE
When the Department is satisfied with the tender documents produced by the consultant,
the Department indicates acceptance by instructing the consultant to print the documents.
Acceptance by the Department of the tender documents does not relieve the consultant
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3.5.1 OVERVIEW OF TENDER DOCUMENTS
As discussed herein, tender documents include the following:
Construction.

Standard Drawings.
Particular Specifications.
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Contract Drawings.
Government policies towards procurement of materials and services.
Bill of Quantities (BOQ).
Insurance and guarantees.
Together, physically or by reference, the above items, along with Instructions to Tenderers
and the Form of Tender, typically comprise the tender documents that are issued to secure
tenders from interested contractors.
In addition, special construction issues may also warrant preparation of Special Conditions
of Contract. Discussed in more detail below, Special Conditions of Contract related to
construction issues may include the following:
Several of these items, either whole or in part, are published by the Department:
Specialty work.
Tendering instructions and procedures.
Options and alternatives.
General Conditions of Contract in the Field of Contracts of Civil Works.
Potential use of penalties.
Any recently instituted or unique Special Conditions of Contract (either complete or in

outline form).
Standard Specifications for Road and Bridge Construction.
Standard Drawings.
Shortly after notice to proceed, the consultant and Project Manager jointly identify those
issues that may need to be addressed by Special Conditions. The Project Manager also
furnishes the format (or samples showing the format) to be used for Special Conditions
of Contract. As part of the Design Concept Report, the consultant provides appropriate
discussion of issues that may need to be addressed by Special Conditions.
The Departments standard Bill of Quantities (BOQ).
Copies of these items will be furnished to new consultants when they start work for the
Department. Any updates or changes to these items will be provided to all registered
consultants through a Department directive. These items form the basis for development of
all other required tender documents.
A strict distinction between conditions and specifications is not required. However, the
following working definitions may be helpful:

Conditions generally impose contractual requirements on the contractors activities

during construction but are not physically reflected in the project as constructed.
Specifications typically impose material and construction process requirements that are
physically reflected in the project as constructed.
Draft Special Conditions may be required as part of a preliminary design submittal. Since
Special Conditions may have a major bearing on construction procedures that need to
be reflected in design, Special Conditions are an early priority in the design process.
Consultants need to ensure that development of Special Conditions is closely coordinated
with the Department.

3.5.2.2.1 Specialty Work
Text-based elements of tender documents are discussed in the following subsections.

Contract Drawings are covered in detail in Section 3.6.
Most projects cannot be effectively completed solely by a general contractor. Specialty

work (e.g., electrical, mechanical) requires that a general contractor select and contract
with subcontractors that have the qualifications and equipment to do the specialty work.
During preparation of tender documents, a consultant needs to anticipate the potential need
for subcontractors by clearly delineating and describing specialty work and identifying, if
necessary, when it needs to occur in the overall sequence of construction.
3.5.2.1 GENERAL CONDITIONS OF CONTRACT
3.5.2.2.2 Options and Alternatives
General Conditions of Contract in the Field of Contracts of Civil Works (hereon referred to as
General Conditions) is a standard document that describes contractual terms common to
all construction contracts issued by the Department. Construction contracts are based on
General Conditions and supplemented with Special Conditions of Contract, which describe
project-specific contractual terms.
In general, tender documents should be written to give tenderers wide latitude in proposing
procedures, sequences, and materials to be used on a project. Ideally, this approach
yields economies that result in lower tenders. This goal is best achieved by a reliance on
performance-based specifications whenever possible, in lieu of design-based or proprietary
specifications.
3.5.2.2 SPECIAL CONDITIONS OF CONTRACT

Each project has unique implementation requirements that may not be adequately
addressed in General Conditions or Standard Specifications. A consultant may need to
create Special Conditions of Contract to ensure that contractor activities are completed in
manners responsive to issues such as the following:
In special cases, value engineering may be further advanced by allowing the contractor
to tender alternative designs for portions of the project when such alternatives do not
compromise project objectives. During design development, a consultant brings to the
Departments attention as early as possible any situation where the Department may benefit
from developing and having prospective contractors tender alternative designs. However,
the consultant may not commence development of alternative designs unless these tasks
are included in the consultant contract or are added subsequently by contract amendment.
Public safety concerns.

Minimization of community disruption.
Coordination with adjacent projects.
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3.5.2.2.3 Penalties
If deemed necessary, the Special Conditions may include articles describing penalties to be
applied against a contractor in case of failure to perform. Generally, penalties are related to
failure to complete a project or a particular portion of a project within a specified time frame.
Provisions for penalties may also be included in the Special Conditions to discourage a
contractor from violating defined restrictions on construction operations.
3.5.2.3 STANDARD SPECIFICATIONS
Standard Specifications are defined in the Departments document, Standard Specifications
for Road and Bridge Construction. This document reflects the unique requirements of the
Department, many years of local-condition construction experience, and the characteristics
of native materials (both in situ and manufactured). Thus, designs developed by a consultant
adhere to the Standard Specifications without modification whenever practical.
Standard Specifications for Road and Bridge Construction is updated and republished
periodically. Between revisions, the Department may develop interim Standard Specifications
for eventual incorporation into the next edition of the document.
3.5.2.4 PARTICULAR SPECIFICATIONS
Two types of Particular Specifications may be included in tender documents:
Interim Standard Specifications.
Specifications created by the consultant to meet unique requirements of a specific project.
No distinction is to be made between the two types within the Particular Specifications.
The Particular Specifications for a project are presented separately from the Standard
Specifications, but are divided by sections, subsections, and clauses that are numbered
and titled similarly and in parallel to those in the Standard Specifications. In many cases, a
Particular Specification clause involves deleting, revising, or expanding a matching clause of
the Standard Specifications.
Many clauses of the Standard Specifications include, by reference, codes and standards
defined by other organizations and recognized internationally in the highway construction
industry. When a Standard Specification needs to be expanded by creating a Particular
Specification, a consultant, as much as possible, refers to the same codes and standards
referred to in the Standard Specification. If a Particular Specification describes a certain
product, material, or process not covered in the Standard Specifications, the Particular
Specification is abstracted from recognized sources and rewritten to reflect the language
used in the Standard Specifications.
As a general rule, all work shown on the Contract Drawings must have a related Standard
Specification or Particular Specification that defines the method of measurement and basis
of payment.
Shortly after notice to proceed, the consultant is furnished with current interim Standard
Specifications and a description or sample of the format to be used in preparing Particular
Specifications. As part of preliminary design documentation, the consultant provides a table listing
the Standard Specification clauses, by number and title, that may need to be modified by creating
corresponding Particular Specification clauses, with brief explanations justifying each modification.
46
Any proposed Particular Specification that will have a major bearing on the final design of
a project is provided in draft form as part of the preliminary design submittal. This will allow
interested parties to review and approve the Particular Specification, as needed, before the
consultant proceeds beyond preliminary design.
In writing Particular Specifications, a consultant avoids using brand names of materials
or items. Instead, a consultant provides detailed information on a materials required
standards and performance. Brand names are specified only when it is essential to exclude
materials of lesser quality than is necessary, and when this can not be achieved by a generic
description.
3.5.2.5 BILL OF QUANTITIES
The consultant prepares the projects Bill of Quantities (BOQ) using the Departments
standard list of bill item numbers, descriptions, and format. Whenever possible, the
consultant uses items included in the Departments existing standard BOQ. If a new BOQ
item is required in support of a Particular Specification, it should resemble standard BOQ
items in terms of numbering, language, and style.
The consultant prepares a quantity calculation for each item in the BOQ. BOQ items
are organized in numerical order, by sections and subsections that parallel and crossreference Standard Specifications and Particular Specifications. BOQ items related to
Particular Specifications are inserted after standard BOQ items by section. For example,
Particular Specification BOQ items for earthworks would appear immediately after Standard
Specification BOQ items for earthworks.
Quantity calculations are kept in a series of binders that are indexed, cross-referenced, and
show the project number and title on each binder
cover and page. The indexes are in the form of tables of contents that identify each
calculation by pay item and page number. A single binder may contain information for more
than one section but information for any one section is not to be extended beyond a single
binder unless absolutely necessary.
As a matter of good record-keeping, quantity calculations are kept on-hand for seven years
after design contract closeout. The Department may request copies of quantity calculations
at any time throughout the design or construction stages of the project.
The final BOQ, which is one part of the tender documents, is submitted to the Department
as part of the final design deliverable.
3.6 DESIGN DRAWING PRESENTATION
The following sections contain guidelines to be followed in preparing design drawings for the
Department. The objectives of the guidelines are the following:
To standardize drawing format for all design projects.
To facilitate similar and well-organized drawing appearance.
To simplify reference among drawings between and within each discipline.
To improve the technical review process by standardizing composition and sequence of
drawings for each design project.
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3.6.1 STYLE
3.6.4 DRAWING CONTENT
3.6.1.1 TERMINOLOGY
The Departments Standard Drawings, a document containing all Standard Drawings, is

included, physically or by reference, as part of any set of tender documents. As the intent of
Standard Drawings is to provide uniformity in design and construction, Contract Drawings
are developed only as absolutely necessary.
The word plan(s) in this text refers to a view on a specific drawing or series of drawings (e.g.,
general plans or geometric plans showing plan views). The standard-size sheet or drawing
that is prepared as a tender document is referred to as a drawing and any cross-reference
reads as follows:
See Standard Drawing No. or See Contract
Dwg. No. .
3.6.1.2 SYMBOLS, ABBREVIATIONS, AND OMISSION OF PERIODS

International Standard (SI) units and their correct symbols are to be used whenever possible.
Abbreviations are not to be used where meaning may be in doubt. For example, min must
not be used, as it may be interpreted as minimum or minute. If any potential for confusion
exists, a word is spelled out. Standard abbreviations can be found in the Departments
Standard Drawings.
SI unit symbols are not altered in the plural (e.g., 22 kg, 40 m3, 24 mm). Abbreviations are
usually made plural by adding an s (e.g., figs., nos.).
Omission of periods after abbreviations on drawings is acceptable. However, abbreviations
that also spell complete words (e.g., fig. and fig or no. and no) must be followed by periods
to preclude potential confusion.
3.6.1.3 DRAWING TITLES
In some cases, a drawing or drawing type need not be presented in its own, exclusive
section in a set of Contract Drawings. For example, ramp terminal detail drawings are often
incorporated into general plans or proposed plans. When practical, combining drawings
improves ease of reference and reduces the total number of drawings in a plan set. Of
course, this is not done in any situation where clarity would be compromised. Consultants
are expected to exercise professional judgement in determining if drawing types can be
combined.
The following subsections describe general content requirements for different types of
Contract Drawings. The intent of this section is to give consultants an overview of content
requirements.
Beside the name of each drawing type in the following subsections there appears a series
designation to be used for drawing numbering. Details on the order and numbering of
Contract Drawings are provided in Section 3.6.9.
3.6.4.1 GENERAL DRAWINGS
3.6.4.1.1 Cover
Drawing titles are spelled out in full. Abbreviations are not used in titles.
Each set of drawings has a cover sheet

(sometimes called a title sheet). The consultants name and logo may be placed on the
cover sheet, so long as it is discreet.
3.6.2 CALCULATIONS
Figure 31- is a sample cover sheet for a set of Contract Drawings.
A consultant is expected to retain records of all design calculations for a minimum of seven
years after design contract closeout. Records may be maintained in hard copy or digital
format. The Department may request copies of calculation records at any time.
3.6.4.1.2 Location Plan (G1 series)
If helpful, sketches clarifying calculations can be prepared as part of the calculation records.
All assumptions, references, units, and conclusions are to be clearly stated.
3.6.3 DRAWING FORMAT AND GENERAL REQUIREMENTS
All Contract Drawings are prepared for plotting on A-3 white paper and presented in
accordance with the Departments CADD standards (see Section 3.6.5 of this manual).
Each drawing is to be signed by an engineer with the consultants signature authority and
initialed by the drafter, designer, and checker, as appropriate, in the drawings review and
pproval block.
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Where a Contract Drawing references another drawing, the reference is included as a note.
The reference specifies the drawing number and whether the drawing is a Standard Drawing
or Contract Drawing.
Where it is useful and informative, a project location plan may be included as the first page
immediately inside of the cover of a set of Contract Drawings, before the list of drawings.
3.6.4.1.3 List of Drawings (G2 series)
The list of drawings sheet is prepared in accordance with the sample in Figure 32-. Except
in cases where a location plan is included in the set of drawings, the list of drawings
immediately follows the title sheet.
3.6.4.1.4 Legend and Abbreviations
Comprehensive legend and abbreviations sheets are included in Standard Drawings. For
this reason, a separate legend and abbreviation sheet is not included as part of a set of
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Contract Drawings. If a Contract Drawing contains symbols and abbreviations not included
in Standard Drawings, those symbols and abbreviations are defined on the specific drawing
on which they appear.
3.6.4.1.5 General Notes
a consultants discretion and if possible without compromising clarity, corresponding general

plan sections and profile sections may appear together on the same sheet. If separate
sheets are used for general plan sections and profile sections, such sections correspond
in drawing scale, station limits, and match lines. In certain limited cases, such as when a
bridge is part of the roadway, station limits and match lines between key plan sections and
profile sections may be different, though the scale remains the same
A general notes drawing is not included in a set of Contract Drawings. Any notes needed
as part of a set of Contract Drawings are to be included on the specific drawing to which
they apply. Section 3.6.6.2 describes guidelines for general notes on individual Contract
Drawings.
An exception to this is as relates to structural drawings. See Section 3.6.4.6.1 for details on
general structural notes drawings.
3.6.4.2 CIVIL DRAWINGS
3.6.4.2.1 Typical Sections (C1 series)
Typical section drawings are adequately dimensioned and depict (or provide reference
to) pavement structures, side slopes, cut-ditch dimensions, roadway and drainage profile
points, and other pertinent information. Recurring dimensions are repeated throughout
typical sections, as this has been found to be helpful to the Engineer and to contractors on
site.
Figure 3 -1
Sample Cover Sheet
Typical section drawings depict the varying configurations of the roadway(s) throughout the
physical length of the project. The number of typical sections depends on the number of
significantly different roadway/pavement structure conditions. Examples of what is included
on the typical sections include the normal cross-slope conditions, superelevation conditions,
median dimensions, sidewalks, parking areas, existing and finished grade relationships, curb
and barrier types, and drainage structure locations.
At least one typical section drawing depicts all the facilities within the limits of the right-ofway. Care should be taken to limit the number of typical section sheets by the use of details
depicting small local changes in the typical section, such as applied to sidewalks, islands,
and parking areas.
3.6.4.2.2 Cross Sections (C2 series)
Cross section drawings depict roadway sections at specific points along the centerline and
are required where the roadway covers extreme variations in terrain. These drawings include
stationing data and are included in Contract Drawings only as necessary.
3.6.4.2.3 General Plans (C3 series)
General plan drawings show all general construction information, such as asphalt paving
areas, vehicular and pedestrian paving areas, sidewalk tile locations, Town Planning
Department plot numbers and boundaries, service reservations, and landscape (green)
areas. Key geographical points are labeled.
General plan sheets are drawn at a scale that shows all proposed improvements clearly. At
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3.6.4.2.4 Profiles (C4 series)
Figure 3 - 2
Sample List of Drawings Sheet
With the exceptions mentioned immediately above, profile sections are drawn at the same
scale and with the same station limits and match lines as general plan sections. In addition
to pertinent vertical control data, profile sheets include the following:

Location and elevation of crossing pipes.
Points of minimum vertical clearance to structures.
Utilities crossings.
Monument locations.
Superelevation diagrams.
Embankment fill or cut slopes to existing ground conditions at limits of construction.
Profile drawings show a minimum amount of information. Vertical-curve information is

limited to elevation, length, and point-of- vertical-intersection station. This information is not
enclosed in a square. Profile grade line elevations are given at 50-meter intervals. No other
edge-of-pavement elevations are given.
Profile drawings are drawn at 1:1000 scale in horizontal and 1:100 scale in vertical.
Normally, vertical curve data is given every 50 meters. If a road profile is particularly
uneven, it may be necessary to provide elevations at 10-meter intervals in vertical curves.
Superelevation information appears in a line of dimensions across the profile. Stations are
given at transition points. If the roadway has dual profile grades, a separate profile sheet with
superelevation information is prepared for each profile grade line.
If superelevation rates or normal crown are constant over long stretches of roadway with a
uniform existing ground profile, the profile may be broken with a notation that superelevation
is constant. Where intersection grading details take precedence, the applicable limits are
noted on the superelevation diagram with appropriate reference to drawing numbers.
3.6.4.2.5 Grading Plans (C5 series)
Grading plans are prepared at intersections where the normal crown or superelevation rates
shown on the roadway profile are not applicable.
Finish-grade elevations are specified at 10-meter intervals at the roadway centerline,
curb lines, and at geometric break points, such as beginnings and ends of curb returns.
Intermediate points paralleling the roadway centerline may be necessary for wider pavement
sections. The selection of elevation control lines and spot elevation locations is based on the
positioning of traffic lanes (pavement markings) and constructibility Special grading details
are provided for areas within the project limits where the finished- grade elevations cannot
be determined from the typical sections, roadway profiles, or proposed plans.
3.6.4.2.6 Proposed Plan (C6 series)
Proposed plan drawings include alignment and geometry based on the general plans and
field surveys. The proposed plan drawings show service-reservation locations relative to
roadway geometrics. Guide sign locations are also included in proposed plan drawings. The
proposed plans are normally drawn at 1:1000 scale.
As necessary, a key plan may be inserted as the first drawing in this series.
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3.6.4.2.7 Survey Control and Alignment (C7 series)
3.6.4.3 UTILITIES DRAWINGS
The survey control and alignment sheets are single-line drawings depicting survey control
lines, such as main-road, sector-road, and parking-area centerlines. The survey control data
(e.g., control points, curve data) is provided for all roadway work. Details of monuments are
to be provided. The survey control data is to match that provided by the centerline control
drawings.
3.6.4.3.1 Existing Conditions (U1 series)
Curves are to be designated as numeric or alphanumeric, whichever is more appropriate to

the particular project. Curve data is to be tabulated in a manner similar to that shown in the
sample survey control and alignment sheet in Figure 33-.
Match lines are not required on survey control and alignment sheets.
3.6.4.2.8 Ramp Terminal Details (C8 series)
For interchanges, ramp terminal detail drawings are prepared on an as-needed basis, as
geometric definition is normally provided on the general plans and proposed plans. However,
special details or scale enlargement of specific areas may be necessary to adequately
represent the proposed construction.
3.6.4.2.9 Maintenance of Traffic and Construction Staging (C9 series)
Maintenance of traffic and construction staging drawings depict the overall sequencing of
the proposed construction operations as well as the phasing required in order to maintain
existing traffic patterns with a minimum of disruption.
Close coordination is required with the construction sequencing and traffic control of
adjacent roadway design projects. Preparation of these drawings also requires close
coordination with the Traffic Police.
3.6.4.2.10 Signs and Other Traffic Control Devices (C10 series)
Signs and other traffic control devices drawings depict details of sign sizes, content, as well as
dimensioning of letters and arrows. Traffic signals and pavement marking are also included in
this drawing category. Note that guide sign locations are specified on proposed plans.
3.6.4.2.11 Miscellaneous Details (C11 series)
3.6.4.3.2 Utilities Plan (U2 series)

Utilities plan sheets define the scope of proposed utilities work indicating all proposed or
relocated services except CCTV, electrical, and lighting. Service lines to be relocated are
shown as existing. The relocated route is shown schematically and noted. Services to be
constructed will fall under one of two categories:
1. Construction by others (note accordingly).
2. Construction under this project (note reference to the relocation plans).
Figure 3 - 3
Sample Survey Control and Alignment Sheet
The alignment sheets include curve data, coordinate data, and monument locations and
data. These sheets usually contain a schematic drawing of the project showing the proximity
of the monuments along with a tabulation of the data.
Existing condition sheets are drawn at 1:1000 scale and are used to show existing features
that will be encountered on the project. Existing condition sheets include locations of
existing utilities and utilities structures, trees, roads, buildings, and other conflicting elements
to be removed or relocated.
The stormwater drainage schematic drawings show pipe size, structures, flow direction,
cover level and invert level of the structures, and location of the outfall structure.
All existing stormwater drainage, sanitary sewer, irrigation, military communication, and gas
lines are shown. Water, telephone, and sewer facilities are typically under the jurisdiction of
individual consultants responsible for all construction or relocation of the respective utilities
and existing conditions are shown on their attachment drawings. Utilities improvement plans
and specifications are normally prepared concur- rently with the road design and included
with the roadway construction package. If the relocation package for these utilities is not
included in the tender documents, then utilities drawings show the existing conditions of
water, telephone, and sewer services. Protection requirements for existing services to remain
in place are also shown.
3.6.4.3.3 Service Reservation and Duct Plan (U3 series)
Service reservation and duct plans are typically drawn at the same scale as the roadway
drawings. Other scales may be used when appropriate. The service reservation and duct
plans show the following design information:
Service reservation locations by station and offset relative to roadway.
Duct locations, sizes, and descriptions of ductways and utility type.
Service reservation and duct drawings may be combined with lighting and electrical
drawings so long as clarity is not compromised.
Miscellaneous detail drawings depict details of items not included in Standard Drawings.
These detail drawings may include items such as fencing, barriers, telephone booths,
landscaped (green) areas, or special signing or pavement-marking features.
3.6.4.2.12 Slope Protection (C12 series)
Generally prepared for interchanges, these drawings depict details related to slope
protection, including elevations and other relevant information.
54
55
3 DESIGN PROCEDURES
3.6.4.3.4 Miscellaneous Utilities Details (U4 series)
3.6.4.6.2 General Plan and Elevations (S2 series)
Included as necessary, miscellaneous utilities detail drawings depict specialized items such
as special drainage structures or utilities components.
General plan and elevation drawings (one or more as required) provide an overall design
description of the structure. This category includes the following specific views:
3.6.4.4 ELECTRICAL DRAWINGS (E1 - E4 SERIES)
Plan
Electrical drawings depict all features of roadway and structure lighting. These drawings
include:
Information depicted includes all elements of the proposed structure (e.g., approach
slabs, abutments, span, deck, light blisters, slope treatments, affected utilities, drains),
relevant design geometry (e.g., curve data, skews, road and structure widths, cross
slopes, horizontal and vertical clearances), and controls (e.g., reference bearings,
centerlines, roadway stationing at 30-meter intervals, beginning and ending stations of
the structure).
Pole types.
Pole locations (by station).
Pullboxes.
Control cabinets.
Elevation
Circuitry details.
Sign lighting.
Structure lighting (interior and exterior).
Wiring ducts.
Information depicted includes all proposed elements, including substructure, expansion

joints, falsework openings, and slope treatments such as riprap and paving. The
elevation view also includes relevant dimensions and elevations, such as bearing center
to center, overall lengths, stations and grade elevations, minimum vertical clearance,
bottom of footing elevations, existing ground lines, water levels, and discharge data.
Soil Borings
Foundation data drawings document the results of geotechnical investigations

associated with structural footing design. The drawings contain the following
information:
Mechanical drawings depict mechanical features, such as water services, ventilation,

irrigation, and drainage.
Plan view of the site showing all test-boring locations, an outline of the proposed
structure, and other relevant local information (e.g., street names, construction
centerlines and stationing, stream-flow direction, etc.).
3.6.4.6 STRUCTURAL DRAWINGS
Required notes and legends.
Boring logs and supporting data for each test-boring location (maximum three
logs per sheet).
Electrical work shown on these drawings is related to lighting requirements, and the source
of electrical power for all lighting circuits is indicated in coordination with the Water and
Electricity Authority. CCTV duct routes and pullboxes are shown schematically.
3.6.4.5 MECHANICAL DRAWINGS (M1 - M3 SERIES)
Structural drawings specifically cover the engineering design of bridges and other structures
associated with roadways. Examples of other structures include retaining walls, tunnels,
and drainage works (box culverts, headwalls, lined channels, etc.). For detailed information
on structural design of roadway-related elements, refer to Part 3 of the Roadway Design
Manual Roads and Bridges.
The following structural drawing categories, in the order in which they are to be presented
in a set of drawings, apply specifically to bridges, but may be adapted to other types of
structures as required.
3.6.4.6.1 General Structural Notes (S1 series)
General structural notes drawings contain information related to structural design. As
necessary, the sheet may contain a variety of additional information, such as supplementary
legend symbols, a construction phasing diagram, and so forth.
56
Location Plan
Separate location plan drawings are required only for long or unusual structures where
the general plan and elevation drawings do not show sufficient detail. Location plan
drawings (one or more sheets as required) include a plan view of the structure with
elevation contours and a longitudinal section.
Other Sheets
Sheets as required to include profile grades, horizontal curve data, superelevation diagrams, sheet index, notes, and so forth.
3.6.4.6.3 Superstructure Plans and Details (S3 series)

Superstructure plans and details include typical section drawings and girder and deck
design drawings.
57
3 DESIGN PROCEDURES

Typical section drawings indicate structure depth, out-to-out deck dimensions, bridge
rails, traffic lanes and shoulders, cross slopes, and pier construction, with references to
construction centerlines and profile grades.
Girder and deck design drawings include plans, elevations, cross sections, details,
and supporting notes covering design, fabri- cation, layout, and installation of girders
and deck. Specific content of drawings depends on girder type (steel, concrete box,
precast, precast/post-tensioned, etc.). Typical views include the following:

Plan information drawings depict layout of girders and deck, diaphragms,

bearing points, skew angle, steel reinforcement, deck drainage, electrical service
elements, supports (signs, lighting, etc.), and all associated elevations, dimensions,
centerlines, and stationing.
Bearing points.
Bottom of footing elevations.
Centerlines and stationing of substructure elements, such as piers, columns, and

abutments.
Existing features, such as topography, stream flow, and utilities.
Supporting notes, standards, and details, such as design loads, allowable bearing
pressures, and design details for piles or drilled shafts.
3.6.4.6.6 Expansion Joint, Bearing, and Barrier Joint Details (S6 series)
Elevation (or centerline section) drawings include all girder and deck features visible
in elevation or centerline section view. The level of detail is equivalent to that of the
plan view.
Drawings in this category depict locations, plans, and details of all aspects related to
bearing systems and components. The level of detail is similar to abutment design drawings.
Specific views, details, and design data (e.g., loads and movement capacities) depend on
the type of bearing selected.
Cross section drawings depict all elements visible in cross-section view, including
deck superelevation (if applicable). The level of detail is equivalent to that of the
elevation view.
3.6.4.6.7 Other Structural Detail Drawing Categories
Details and notes drawings include all additional design details, notes, calculations,
diagrams, and standards required to complete the girder and deck installation.
Typical items include screed elevations, falsework design, post-tensioning details,
deck-pour schedules, and specific elements, such as approach slabs, barriers,
railings, street furniture, and architectural treatments. Specific content varies
according to bridge type. Design details are covered by Standard Drawings
whenever possible.
3.6.4.6.4 Piers (S4 series)

Pier design drawings include plans, elevations, cross sections, details, and supporting notes
covering design and construction of piers and associated elements (e.g., columns and
bents). The level of detail is similar to that of abutment design sheets.
As necessary and when they cannot be incorporated into other structural drawing
categories, three other structural detail drawing categories may be necessary in a set of
Contract Drawings. They are:

Approach slab details (S7 series).
Architectural details (S8 series).
Foundation waterproofing details and miscellaneous details including slope protection

(S9 series).
3.6.5 CADD STANDARDS

3.6.5.1 GENERAL
3.6.4.6.5 Abutments, Wingwalls, and Retaining Walls (S5 series)
Contract Drawings are to be prepared using CADD software approved by the Department.
When delivered to the Department in digital form, drawings are to be in AutoCad .dwg or
Microstation .dgn format.
Abutment, wingwall, and retaining wall drawings depict abutment designs as well as
foundation design.
CADD work performed as part of a Department design contract is to conform to the

following general guidelines:
58
Abutment design sheets include plans, elevations, cross sections, details, and
supporting notes covering design and construction of abutments and wingwalls. The
level of detail is similar to that of foundation design sheets, with particular emphasis on
connection details (e.g., bearing pads, anchors, seats, and cable restrainers) and details
of the back-wall drainage system.
The foundation design sheets include all information regarding design and construction
of footings. Information includes layout and dimensions of the following:
Footing elements, such as spread footings, drilled shafts, and piles.
Skew angles.
All elements in CADD files are drawn at 1:1 scale and in the right coordinates. Drawings
are plotted at other scales as required.
CADD files are organized by discipline: civil, utilities, structural, etc.
CADD files follow well-defined standards for levels or layers, element colors, line
weights, and line styles.
CADD work is done in a manner to ensure that the same information is not duplicated
in different files. As far as possible, the information of one discipline is not copied for
use by other disciplines, but referenced by other disciplines using the tools provided by
standard CADD software.
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3 DESIGN PROCEDURES
3.6.5.2 CADD FILE STRUCTURE
CADD files related to a project are stored in a single project-specific directory. Files are
organized following the concept of model files and sheet files. Model files contain design
information for the project. Each project has a number of discipline-specific model files.
Examples of model files include existing conditions, horizontal alignment, stormwater
drainage, electrical, and structural layout.
Sheet files contain the complete information of design drawings that are to be issued for
tender. There is one sheet file for each Contract Drawing. The sheet files refer to the model
files for design information. All scale-specific information like annotation, notes, dimensions,
and patterning is placed in the sheet files. The computer file name of a sheet file is the
issued Contract Drawing number.
In this convention, xxxx represents the contract number and yyyy represents the drawing
number (the contract number or drawing number may be more or less than four characters).
The file extension, zzz, would be either .dwg or .dgn.
Drawings do not have any reference files attached and all reference files/xrefs are merged
into the drawing file.
The References subdirectory contains the model files for the contract. Each of these files
contains, in true coordinates, all works related to the geometry of the different disciplines.
For example, there would be one model file each for water, electrical, telephone, roadway
layout, and drainage information. The model files contain the geometry for the whole project
and should have minimum annotation or text information.
To help ensure uniformity throughout a set of Contract Drawings, every project needs a set
of standard seed files or templates for creating new CADD files for the project. These seed
files/templates contain predefined CADD standards such as layer and symbology definitions,
working units, color table, fonts and line styles, dimensioning settings, and so forth.
Figure 34Contract Drawing CADD File Organization
3.6.5.3 COORDINATES AND PROJECTION SYSTEMS

CADD work is to be done in such a way that coordinates read from a CADD file are the true
coordinates for all geometric and utilities files. Coordinates are to be based on the Town
Planning Department projection system.
3.6.5.4 CADD STANDARDS MANUAL
The Department recommends that consultants develop and maintain an internal CADD
standards manual for use as a reference document by CADD personnel. Useful CADD
standards include levels/layer definitions, line styles and thickness, model and sheet files,
library of frequently used graphic elements (cells/blocks), plot configuration files, and other
relevant information.
3.6.5.5 CADD FILE STRUCTURE FOR SUBMISSION TO DEPARTMENT
All CADD Contract Drawings are submitted to the Department on CD-ROM at closeout of
the design phase of the project.
The required CADD file structure and format for Contract Drawings to be submitted to the
Department is detailed in Figure 34-.
As seen in Figure 34-, a set of Contract
Drawings is split into three subdirectories:
1.
Contract Drawings.
Table 3 - 2
Lettering Sizes for Contract Drawings
Item
Size
drawing
5 mm
0.35 mm
contract numbe
5 mm
0.35 mm
main title
6 mm
0.50 mm
5 mm
0.25 mm
subtitle
amendment block
general
notes
Item
Table
3-2
3 mm
Lettering Sizes for Contract Drawings
Line Thickness
0.25 mm
3Size
mm
0.25 mm
Line Thickness
scale bars
drawing
35 mm
mm
0.350.25
mm mm
body of
drawing
contract
numbe
35 mm
mm
0.350.25
mm mm
main titlebody of drawing

emphasized
mm
56 mm
0.500.35
mm mm
2. References.
subtitle
5 mm
0.25 mm
3. Resources.
amendment block
3 mm
0.25 mm
general notes
3 mm
0.25 mm
scale bars
3 mm
0.25 mm
body of drawing
3 mm
0.25 mm
emphasized body of drawing
5 mm
0.35 mm
In the Contract Drawings subdirectory, there is a single file for each Contract Drawing. Files
are to be named using the following convention:
xxxxyyyy.zzz
60
Figure 34Contract Drawing CADD File Organization
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3 DESIGN PROCEDURES
The Resources subdirectory contains the supporting files used in the CADD program.
Examples of files to be included in this subdirectory are fonts, custom line styles, plotter
configuration files, cell libraries, user settings, and configuration files.
In general, the CD-ROM should not contain any duplicate files or files that are not directly
related to the project. A Contract Drawing should not contain any unrelated graphic outside
of the border. Finally, a Contract Drawing submitted on CD-ROM should be the same as the
submitted paper drawing.
3.6.6 TITLE BLOCKS

Except for cover sheets, Contract Drawings are to be prepared using the Departments standard
drawing border, illustrated in Figure 35-. The following subsections provide guidance for
completion of drawing title blocks. Table 32- lists drawing text items, including title block items,
by letter size and line thickness.
3.6.6.1 AMENDMENT DESCRIPTION BLOCK
The amendment description block is reserved for revisions made by addendum after the initial
plan set has been issued for tender. It is not to be used for tracking design changes made
prior to advertising. The date of the amendment is entered by day/month/year. Figure 36- is an
example.
On the drawing proper, the addendum change would be indicated by placing a numbered
triangle to the upper left of (or as near as possible to) the revision.
Figure 3 - 6
Example Amendment Description Box
NO.
DATE
AMENDMENT DESCRIPTION
20/ 02/ 90
REVISED PARKING LAYOUT
Figure 3 - 5
Standard Border
3.6.6.2 GENERAL NOTES

The general notes block has space for only about five lines of text. Notes are entered from the
top of the block down, even if there is only a single note, to allow for the possibility of additional
notes as needed If general notes exceed the space provided in the general notes block, they are
placed in the upper right hand corner of the drawing. Within the general notes block the designer
then enters See above. General notes are formatted similarly on each drawing on which they
appear.
All general notes, whether inside the block or not, are numbered, even if there is only a single note.
3.6.6.3 SCALE BARS
The scale bar block can contain a maximum of two scale bars. The drafting work required in this
area depends on the specifics of the sheet:

If a drawing contains only text and/or symbols, the scale bars are left as is (do not delete).
f a drawing is not to scale, the words NOT TO SCALE are inserted above the scale bar.
f a drawing is a plan view sheet (no profile or elevations), the scale bar is marked at the
approximate division points.
For a drawing requiring both vertical and horizontal scales, a second scale bar is added. The
scale bars are placed one above the other and words HOR for horizontal and VER for
vertical are added to the left of the respective scale bars.
n the event a variety of scales is used on a drawing (e.g., a location plan at 1:500, a blow-up
of an area at 1:100, and details at 1:5), each plan, elevation, detail, etc., has the appropriate scale
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3 DESIGN PROCEDURES
written below its title (e.g., SCALE: 1:100) and AS SHOWN is inserted above the scale bar.
Only three numbers are to be added above scale bars: the zero at the left end and appropriate
numbers at the midpoint and right end. For example, with a 1:200 scale, the numbers to be
added would be 0, 4, and 8.
Contract Drawings are to follow the Departments drawing sequence and numbering system.
3.6.7 DRAWING SCALES AND DIMENSIONING

3.6.7.1 GENERAL
Drawings are plotted at scales suitable to convey the necessary information. Scales indicated
in this manual are general recommendations, to be modified as necessary to clearly depict the
design.
3.6.7.2 PREFERRED DIMENSIONING UNITS
Whenever possible, correct International System (SI) units are to be used in drawings. A list of SI
units, derivatives, and multiples can be found in Appendix G.
The Department recognizes that in certain cases, other, nonstandard units must be used.
For example, a 38-/inch pipe must be identified as such and the measurement should not be
converted to SI units.
On drawings showing dimensional data, dimensional units are indicated in the general notes. For
example, the first note may read: All dimensions are given in millimeters unless otherwise noted.
3.6.8 DESIGNATING DETAILS
Detail drawings are created to portray special details that may be required to fully define a
project. The scale used for details is such that proposed work can be presented accurately
and legibly when reduced to half size. It is important that references between details and other
drawings be clear and accurate.
On a given drawing, a detail is referenced using a symbol as shown in Figure 37-.
A
xxx
Figure 3 - 7
Detail Drawing Reference Symbol (not to scale)
In Figure 37-, the xxx at the bottom of the circle is the number of the drawing on which the detail
appears. Several details may appear on a single drawing. In this case, the A designates the detail
itself. Other details on the same drawing would be designated B, C, and so on.
The same system is used to reference the detail back to its parent view. In that case, A
represents the view and xxx represents the drawing number on which the view appears.
If a detail appears on the same drawing as its parent view, the reference may be made with a
single letter designation in the circle and no reference to the drawing number.
If a particular detail is referenced by several drawings throughout a plan set, a reference chart
is drawn adjacent to the detail indicating the drawing numbers where it is applied, along with
stationing information, if applicable.
The reference symbol is drawn 20 millimeters in diameter.
64
Table 33- lists the drawing categories and series within those categories.
As much as possible, the drawing sequence within a series is to be consistent with the proposed
plan drawings (C6 series). For example, the plan view in a hypothetical drawing C611- would be
the same view as in drawings U211- or E111-. In the event a drawing series contains only one
sheet, the drawing number retains its sequence position. For example, if a set of plans had only
one service reservation and duct plan drawing (U3 series) and it corresponds to C64-, then it is
numbered U34-, even if there are no other drawings in the series.
Obvious exceptions to this rule are structural drawings and, in many cases, mechanical
drawings.
3.6.9.2 DRAWING NUMBERING FOR MULTIPLE STRUCTURES
If a project involves two or more structures, such as bridges, the drawing numbering system
must be adapted to ensure that drawings for one structure are numbered differently than the
equivalent drawings for another structure.
A solution in such cases may be to name the structures A and B and add that letter
designation immediately after the category designation in the drawing number.
For example, a superstructure drawing for structure A would be numbered SA3-x. The
equivalent drawing for structure B would be numbered SB3-x.
3.6.10 STATIONING
Main road stationing is drawn increasing from left to right on drawings. Additionally, the graphic
is oriented such that the north arrow points to the top or to the right of the sheet. In cases where
there is a conflict between the direction of stationing and north arrow orientation, north arrow
orientation governs.
Sector road stationing increases from left to right looking up-station on the mainline.
For all diamond and urban type traffic interchanges, ramp stationing begins with station
0000+ and increases in the direction of traffic flow.
3.6.11 NORTH ARROWS
A standard north arrow is included with each plan. North arrows are drawn as specified in
Standard Drawings. For small details, the north arrow may be reduced to 60 percent of the
standard-sized arrow.
Interchange ramps and turning roadways are designated as outlined in the following
subsections.
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3 DESIGN PROCEDURES
3.6.12.1 DIAMOND AND URBAN TYPE TRAFFIC INTERCHANGES
Ramps are assigned an alphabetical letter (e.g.,
A, B, C, etc.).
Table 3 - 3
Contract Drawing Categories and Series
Ca t e g o r y
Dr awi n g T y pe
General
G1Location Plan

Connecting and turning roadway names are based on a traffic-directional naming system
(i.e., the direction of traffic approaching the connector and the direction of traffic leaving the
connector). For example, eastbound traffic on a mainline connecting to southbound traffic
on another mainline would result in the designation E-S (for east to south) for the connecting
roadway. Connecting roadways are designated as ramps, not as lanes.
Ser i es
G2List of Drawings
Civil
C1
Typical Sections
C2
Cross Sections
C3
General Plans
C4
Profiles
C5
Grading Plan
C6
Proposed Plan
C7
Survey Control and Alignment
C8
Ramp Terminal Details
C9
Maintenance of Traffic and Construction Staging
C10
Signs and Other Traffic Control Devices
C11
Miscellaneous Details
C12
Slope Protection
U1
Existing Conditions
U2
Utilities Plan
U3
Service Reservation and Duct Plan
U4
Miscellaneous Utilities Details
E1
Electrical, Lighting, and CCTV Plan
E2
Decorative Lighting Plan
E3
Lighting Plan for Miscellaneous Roadway Structures
E4
Lighting Plan for Miscellaneous Other Facilities
M1
Mechanical Services for Pedestrian Underpass
M2
Mechanical Services for Fountains
M3
Mechanical Services for Miscellaneous Facilities
Utilities
Electrical
Mechanical
Structures and Architecture
66
S1
General Structural Notes
S2
General Plan and Elevations
S3
Superstructure Plans and Details
S4
Piers
S5
Abutments, Wingwalls, and Retaining Walls
S6
Expansion Joint and Bearing Details, and Barrier Joint Details
S7
Approach Slab Details
S8
Architectural Details
S9
Foundation Waterproofing Details and Miscellaneous Details
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3 DESIGN PROCEDURES
If a particular detail is referenced by several drawings throughout a plan set, a reference chart
is drawn adjacent to the detail indicating the drawing numbers where it is applied, along with
stationing information, if applicable.
The reference symbol is drawn 20 millimeters in diameter.
Interchange ramps and turning roadways are designated as outlined in the following
subsections.
3.6.12.1 DIAMOND AND URBAN TYPE TRAFFIC INTERCHANGES
Contract Drawings are to follow the Departments drawing sequence and numbering system.
Table 33- lists the drawing categories and series within those categories.
Ramps are assigned an alphabetical letter (e.g.,

A, B, C, etc.).
As much as possible, the drawing sequence within a series is to be consistent with the proposed
plan drawings (C6 series). For example, the plan view in a hypothetical drawing C611- would be
the same view as in drawings U211- or E111-. In the event a drawing series contains only one
sheet, the drawing number retains its sequence position. For example, if a set of plans had only
one service reservation and duct plan drawing (U3 series) and it corresponds to C64-, then it is
numbered U34-, even if there are no other drawings in the series.
Connecting and turning roadway names are based on a traffic-directional naming system
(i.e., the direction of traffic approaching the connector and the direction of traffic leaving the
connector). For example, eastbound traffic on a mainline connecting to southbound traffic
on another mainline would result in the designation E-S (for east to south) for the connecting
roadway. Connecting roadways are designated as ramps, not as lanes.
Obvious exceptions to this rule are structural drawings and, in many cases, mechanical drawings.
3.6.9.2 DRAWING NUMBERING FOR MULTIPLE STRUCTURES
If a project involves two or more structures, such as bridges, the drawing numbering system
must be adapted to ensure that drawings for one structure are numbered differently than the
equivalent drawings for another structure.
A solution in such cases may be to name the structures A and B and add that letter
designation immediately after the category designation in the drawing number.
For example, a superstructure drawing for structure A would be numbered SA3-x. The
equivalent drawing for structure B would be numbered SB3-x.
3.6.10 STATIONING
Main road stationing is drawn increasing from left to right on drawings. Additionally, the graphic
is oriented such that the north arrow points to the top or to the right of the sheet. In cases where
there is a conflict between the direction of stationing and north arrow orientation, north arrow
orientation governs.
Sector road stationing increases from left to right looking up-station on the mainline.
For all diamond and urban type traffic interchanges, ramp stationing begins with station
0000+ and increases in the direction of traffic flow.
3.6.11 NORTH ARROWS
A standard north arrow is included with each plan. North arrows are drawn as specified in
Standard Drawings. For small details, the north arrow may be reduced to 60 percent of the
standard-sized arrow.
68
69
PROJECT
TENDERING
4 PROJECT TENDERING
4.1 GENERAL
Project tendering is the formal, legal process used by the Department to secure competitive
tenders for a proposed project from prequalified contractors, with the objective of awarding the
work to the tenderer submitting the most favorable offer. The tendering process includes the
following sequence of steps:
project. Such parties are typically known as stakeholders. Principal stakeholders include
the Department itself, other Municipality departments, utilities agencies, the Military Works
Department, the Civil Defense Department, oil companies, and others (see the Coordination
track of Figure 21- on page 22- for a comprehensive list of potential stakeholders). The purpose
of the notice of intent to tender is to give stakeholders a final opportunity to express concerns
and make special requests before the design is tendered.
Final project approval by the Department of the design and all tender documents.
The notice of intent to tender includes the following:
Authorization to advertise for tenders.
Issuance of tender documents defining the proposed construction, along with the
instructions to tenderers.
Notice of intent to tender letter, describing all relevant project information (location, physical
description, purpose, estimated schedule for construction, expected construction-related
negative effects, contact persons during construction, etc).
Response to tenderers inquiries.
When necessary, the subsequent issuance of addenda in the form of clarifications or

modified project information.
Representative project drawings and illustrations (plans, sections, elevations, artists

renderings, etc.).
Response form.
Receipt and analysis of tenders.
Contract award.
During the construction tendering process, consultants are responsible for the following services
and deliverables:

Tender addenda.
Tender analysis and the Tender Analysis Report.
The following discussion is a general outline of the construction tendering process. For any
particular project, a consultants specific responsibilities would be defined in the scope of
services.
4.2 FINAL PROJECT APPROVAL
Final project approval must be obtained prior to initiating the construction tendering process.
Steps in the approval process include the following:

A recommendation by the Department to oversight authorities that the project be approved

for tendering.
Receipt of interim approval by oversight authorities that the Department may proceed with
further steps in the tendering process.
The Department notifies all potentially affected parties, public and private, of its intent to
tender.
Receipt of responses from affected parties indicating no objection to the project or outlining
issues of concern related to the construction process.
The Planning Department and the Finance Department review and comment on the tender
documents.
Resolution of issues and concerns based on feedback and comments from stakeholders,
the Planning Department, and the Finance Department.
Final project approval issued by the Department and other oversight authorities.
4.2.1 NOTICE OF INTENT TO TENDER

After receipt of interim approval to proceed, the Department transmits a notice of intent to tender
to any public or private agency, group, or individual party that may be affected by the proposed
72
As stated in the notice, stakeholders are given a reasonable deadline (usually two weeks) to
return response forms to the Department. The Department, working with the consultant as
required, then revises the design as necessary to reasonably satisfy stakeholder issues and
concerns.
In response to stakeholders concerns, it may be necessary to revise the design or Special
Conditions of Contract. Stakeholder response to the notice of intent to tender is a final
opportunity for concerns to be resolved prior to tendering. The design or the Special Conditions
of Contract may need to be revised to address these concerns at this point in the projects
development. However, changes to the design or the Special Conditions of Contract in response
to these concerns may have significant technical and financial ramifications. Thus, it is important
that the consultant and the Department work closely with stakeholders and approving parties as
early as possible during design development in order to resolve any potential issues and allow
sufficient time for technical and financial issues to be resolved prior to final project approval.
4.2.2 REVIEW BY OTHER DEPARTMENTS
At least two weeks prior to project tendering, the Department sends complete sets of tender
documents to the Planning Department and the Finance Department for their review. Any
questions or concerns raised by either of these departments may be answered directly by the
Road Section or referred by the Road Section back to the consultant. In some instances, it may
be necessary for the consultant to make adjustments to the tender documents to address the
concerns of these departments.
4.3 AUTHORIZATION TO ADVERTISE
The Department is responsible for securing authorization to advertise through intra- Municipality
and governmental channels.
Consultants may, however, be called upon in a support role during this process.
Decisions that must be made prior to authorizing advertisement for construction tenders include
the following:

Date the project will be advertised.
Time period given to contractors for tender preparation.
Time and place that tenders will be opened.
Tentative contract execution period.
Construction completion dates for defined project segments and the whole project.
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4 PROJECT TENDERING
The timing of construction for a project may need to be coordinated with related or independent
projects that must be completed first, or with other projects that will be underway at the same
time in the area.
The amount of time given for tender preparation by prospective contractors and evaluation
by the consultant depends on the complexity of the project. Added time for preparation and
evaluation is usually needed if contractors are asked to tender options.
The Department generally attempts to stagger the timing of advertisements for tenders so that
qualified contractors can focus on one project tender at a time.
Amount of tender guarantee and a description on how the surety will be returned to
unsuccessful tenderers.
Amount of contract guarantee, which pledges the selected contractor to perform the work
faithfully.
Conditions of award (e.g., the Department reserves the right to reject all tenders).
Name of the consultant or other appropriate contact parties and where additional copies of
the tender documents may be obtained.
The consultant and the Project Manager need to recognize the above considerations and advise
Department staff accordingly so that logical dates and time periods can be established for
advertising, tender preparation, tender review, and construction.
4.4.2 INSTRUCTIONS TO TENDERERS
4.4 OTHER DOCUMENTS NECESSARY FOR TENDERING
Requirements as to the tenderers qualifications and experience.
In addition to the tender documents prepared during design, three other documents are integral
to the tendering process. They are:
A description of the steps to be followed in preparing and submitting the tender.
A list of the tender documents that constitute the full description of the project and limitations
on construction procedures.
The Instructions to Tenderers provide detailed directions and requirements for preparing the
tender and include the following:
The advertisement for tenders.
Instructions to Tenderers.
Time periods for completion of the project, either in total or in defined milestones.
The Form of Tender.
Further identification of Special Conditions of Contract that will be an integral part of the
agreement for construction.
Details of any formalities required in the tender and provisions for tender rejection based on
procedural grounds.
Reference to the legal basis for the proposed contract.
While the advertisement for tenders is considered part of the tender documents, consultants
have no responsibility for preparing or placing advertisements for tenders.
If the consultant is to assemble and distribute tender documents to interested contractors, the
Department provides the consultant with substantially completed versions of the Instructions
to Tenderers and the Form of Tender. A certain amount of minor information is added to these
documents by the consultant (e.g., project control numbers, the amount of the initial guarantee
or bid bond).
To simplify distribution and to help ensure that each prospective tenderer receives a complete set
of documents, consultants should bind the Instructions to Tenderers, the Form of Tender, and all
of the design-related tender documents (with the exception of the Contract Drawings) in as few
volumes as practical. The Department may charge a nominal fee for tender documents to cover
the costs of printing and distribution. The names and addresses of interested contractors are
recorded as they collect their copies of the tender documents.
A copy of the Departments standard Instructions to Tenderers is available upon request from the
Department.
4.4.3 FORM OF TENDER
The Form of Tender is the document that tenderers complete to ensure that all tenders are
uniformly presented based on a common understanding of the project. In completing the Form
of Tender, the tenderer provides the following data:

The total sum of the Bill of Quantities for completion of the specified work.
Descriptions of the design-related tender documents are provided in Sections 3.5 and 3.6 of this
document. The advertisement for tenders, the Instructions to Tenderers, and the Form of Tender
are described in the following subsections.
A pledge as to the completion time for the total project and/or specified milestones.
Verification that a tender guarantee is being provided.
An agreement to furnish a contract guarantee if selected.
4.4.1 ADVERTISEMENT FOR TENDERS
Acknowledgment of receipt of all tender documents.
A statement that the project site has been examined and that all tender documents are
understood.
Signature.
The advertisement for tenders gives a summary description of the project and invites
construction tenders from qualified contractors. The advertisement may include some or all of
the following information:
74
Location and brief description of the project.
The governmental unit that will be the contracting party.
The deadline and location for receipt of tenders.
The date, time, and place that tenders will be opened.
Major items of work with approximate quantities.
A copy of the Departments standard Form of Tender is available upon request from the
Department.
4.5 ADDENDA
Addenda are documents that modify or clarify information distributed in the initial tender
documents. Addenda modify the legal description of the project and thus become an integral
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4 PROJECT TENDERING
part of the tender documents, typically affecting the contractors estimate by changing material
types, quantities, or other factors. Addenda are transmitted to all prospective tenderers that have
already received the initial tender documents.
If an addendum is limited in size and available considerably in advance of the date when a tender
is due, the Department may elect to mail, fax, or send the addendum by courier to interested
parties. If an addendum is substantial in size or being issued relatively close to the date a tender
is due, the Department informs tenderers of the addendum, but requires that tenderers pick up
the addendum or make other timely arrangements for delivery.
Each addendum includes a page that tenderers must complete to acknowledge receipt of the
addendum. This acknowledgment is returned as part of the tender documents.
In many cases, an addendum is issued in response to a question submitted by a prospective
tenderer, and very often those questions are submitted directly to the consultant. Consultants
should send copies of all tender-related questions to the Department. The consultants response
to tenderers questions and any addenda are to be reviewed and approved by the Department
before they are distributed. The Department is also sent copies of any addenda when they are
issued by the consultant.
An example of an addendum can be found in Appendix H. When issuing addenda, consultants
should follow the format presented in Appendix H.
4.6 RECEIPT OF TENDERS
Contractors may submit tenders at any time prior to the tender deadline and may withdraw
their tenders at any time before the official tender opening. A representative from the Planning
Department formally records the tenders as they are opened. The Planning Department has a
special form for this purpose.
Generally, a representative of the consultant is expected to attend the tender opening.
At the designated time and place, all tenders are opened and the tender amounts are read
aloud. Later, the tender amounts are posted outside the offices of the Planning Department so
that all tenderers and other parties can view the tender opening results.
4.7 TENDER ANALYSIS
Consultants are responsible for tender analysis. As a general rule, a Tender Analysis Report
should be complete and submitted to the Department within one month of a tender opening.
However, a different time frame for completion may be required by the Department.
Incomplete information.
Mathematical mistakes.
Unbalanced tenders.
If any of these irregularities is identified as serious, a tender may be disqualified.

In the case where a tender is based on unit prices for various items, if a mistake is made by
the tenderer in multiplying the unit price by a given quantity, the product shown on the BOQ is
ignored and replaced with a corrected product based on multiplying the unit price tendered by
the quantity. After all products are verified or corrected, the tenderers total price for all items
is verified or changed to reflect the actual total sum of the corrected products. A review of all
corrected tenders then identifies the tender with the apparent lowest cost (and second lowest,
third lowest, etc.).
On the BOQ, prices written in words take precedence over the prices written in numbers.
A tender is considered balanced if each BOQ item is priced to reflect its actual expected cost
plus the contractors overhead and profit. An unbalanced tender could result from a contractor
intentionally submitting an inflated price for an early work item so that a larger progress payment
would be received early on in the project.
If, after identifying the lowest tender, any irregularity is identified, the tender may be rejected and
the second-lowest tender is then given further consideration. This process continues through
the remaining tenders in order of ascending tender price until the lowest-priced tender without
irregularities is identified. At any point in this process, the Department may elect to reject all
tenders and put the project out for a second round of tendering.
4.7.2 TECHNICAL REVIEW
A technical review of completed tender documents ensures that all requirements have been met.
This review verifies that the apparent lowest-tendering contractor has furnished all requested
information and that the contractors qualifications are acceptable. The information regarding any
proposed subcontractors is also reviewed to verify qualifications and to check that a significant
amount of the total work will still be performed directly by the prime contractor.
If the technical information provided by the apparent lowest-tendering contractor is incomplete,
incorrect, or unacceptable, the tender may be disqualified, and analysis then focused on the
information provided in the second-lowest tender. This process continues until the qualified
contractor with the lowest tender is identified.
The identification of the apparent lowest-priced, qualified tender requires the following two
unrelated activities:
4.8 TENDER ANALYSIS REPORT
An analysis of all tenders to determine that there are no financial irregularities.
A review of the three or four lowest-priced tenders to ensure all technical requirements are
met.
The Tender Analysis Report is (usually) the final deliverable to be prepared by the consultant for
the design portion of a contract. In the report, the consultant provides:
4.7.1 FINANCIAL ANALYSIS

Preliminary tender analysis occurs at the tender opening. For most projects, however, more time
is required to adequately review all the information in the tender documents. This is especially
true if tenders have been requested for options. Only after analyzing all tenders can approving
parties make a decision as to which option or options will be the basis of the project.
A brief description of the project and its status.
A financial summary, in table form, of all tenders.
Detailed summaries of the three lowest- priced tenders, both from a financial and a technical
perspective.
A recommendation to the Department of the contractor to whom the project should be

awarded.
In analyzing the financial aspect of a tender, reviewers check for the following:
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4 PROJECT TENDERING
A model for the Tender Analysis Report is provided in Appendix I. The Department expects
Tender Analysis Reports to follow this format as closely as possible.
4.9 CONTRACT AWARD
Based on its review of the Tender Analysis Report, the Department makes a recommendation
to the General Projects Committee for award of the contract. Then, with Executive Council
approval, a formal notice of award is transmitted to the selected contractor.
The consultants recommendation of a contractor is in no way binding to the Department or any
other government authority.
After a final review to ensure all legal requirements have been met by both contracting parties,
the Departments consultant issues a notice to proceed to the selected contractor.
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79
APPENDICES
EMIRATE OF ABU DHABI
ABU DHABI MUNICIPALITY AND TOWN PLANNING DEPARTMENT
P.O. BOX 263
ABU DHABI, UAE
TERMS OF REFERENCE PROJECT:
1.5. Ownership
All data, documents, drawings, design material, or any other material produced by the
Consultant under this Project become the property of the Department, shall be at the sole
disposal of the Department, and shall not be subsequently altered or reproduced without the
prior permission of the Department.
2. SCOPE OF CONSULTANCY SERVICES
1. GENERAL
1.1. Appointment of Consultant
The Abu Dhabi Municipality Road Section (hereinafter referred to as the Department) intend
to appoint a qualified consulting firm (hereinafter referred to as the Consultant) to render the
required consultancy services for the above-mentioned Project as described in the Project
Description.
The Department will appoint the Consultant to undertake and perform the duties described,
subject to the Terms and Conditions contained herein and in compliance with the rules and
regulations of Abu Dhabi Emirate, and the Consultant shall agree to perform such duties in
accordance with the said Terms and Conditions in a professional and acceptable manner.
Abu Dhabi Municipality Road Section requires the services of a Consultant with broad experience
in all aspects of road design and supervision of construction. The required services aim at the
development of a comprehensive design; coordination with services and other relevant authorities;
and preparation of construction documents including plans, specifications, and Bill of Quantities.
The scope of services involves two main stages. The first, Design Stage, deals with the design
process, which is divided into four different phases (conceptual design, preliminary design, final
design, and tendering). The second, Construction Supervision Stage, deals with the supervision of
Project construction The consultancy services shall include the following:
2.1. Design Stage
The Design Stage involves the following phases:
1.2. Definitions
2.1.1. Conceptual Design Phase
The following words or expressions used in these Terms of Reference (TOR) shall have the
meanings assigned to them unless otherwise stated in the text.
The Conceptual Design phase of the Project involves, but is not limited to, the following tasks:
The Department means Abu Dhabi Municipality Road Section.
The Consultant means the selected Consulting Firm.
Project means the works in whole necessary and fully required from the Consultant in
accordance with a Contract Agreement between the Department and the Consultant
including data collection, site investigation, studies, design, tendering, and construction
supervision.
Services and other relevant Authorities means the various public and private authorities
including, but not limited to, Abu Dhabi Water and Electricity Authority (ADWEA), Abu Dhabi
Town Planning Department, Abu Dhabi Works Department, Etisalat, Sewerage Projects
Committee, Traffic Police, Abu Dhabi National Oil Company (ADNOC), etc.
Collection and analysis of site data related to existing conditions. The site data includes
available planning schemes, utilities inventory, topographical data, conceptual geotechnical
investigation, traffic surveys, and other needed data.
Conceptualization of solutions to any existing site constraints within the context of the
Departments needs.
Development and analysis of alternative concepts. The Consultant shall identify alternatives
for the design and analyze the merits and weaknesses of each alternative from several
perspectives including, but not limited to, transportation planning, traffic and highway
engineering, drainage, structural engineering, geotechnical investigation, environmental and
safety considerations, utility impact, and cost estimate.
Preparation of a Design Alternative Summary Report comprising the analysis of the project
design alternatives and recommendations to the Department on the selection of the
optimum design alternative.
Presentation to the Department through which the Consultant will ensure that the
Department is presented with clear, objective information on which to make its decisions.
1.3. Project Description

The Project area is located . . . . The Project comprises the design and supervision of
construction of a proposed . . . , including storm water drainage, street lighting, services and
other relevant works. A key map for the Project location is attached in exhibit (1).
1.4. Standards
All works shall be based on the design manuals, guidelines, procedures, standards, and
specifications of the Department.
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2.1.2. Preliminary Design Phase

The Preliminary Design phase of the Project involves, but is not limited to, the following tasks:
Collection and in-depth analysis of detailed site data.
Conduct of detailed technical investigations including, but not limited to, detailed utilities
inventory, topographical survey, geotechnical investigation, traffic study, and other needed
investigations.
Coordination with services and other relevant authorities with regard to their related
requirements. Review and recommendations with respect to these requirements.
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APPENDICES
Preparation of preliminary design of the selected design alternative including, but not limited to,
traffic analysis, design data, typical sections, geometrics, interchange/intersection configuration,
hydrology and hydraulics, structural design, lighting concept, utility impact analysis, and
preliminary cost estimates.
2.2. Construction Supervision Stage
Preparation of preliminary design drawings.
Preparation of draft Special Conditions of Contract and draft Particular Specifications and
preliminary engineering calculations
Preparation of Design Concept (Preliminary) Report, which is a compilation and summary of

all work done through the preliminary design phase.
The Consultant shall also name a Project Manager as a representative of the Consultants main
office, for the follow-up with the Department on all aspects of the Project during the construction
supervision stage. The Consultant will not be compensated for the services of the Project
Manager.
A presentation to the Department summarizing the Design Concept Report and describing,
in detail, the design being prepared.
2.1.3. Final Design Phase

The Final Design phase of the Project involves, but is not limited to, the following tasks:

Preparation of detailed design.
Preparation of final design calculations and cost estimates
Preparations of Tender Documents including, but not limited to, Tender Drawings, Special
Conditions of Contract, Particular Specifications, and Bill of Quantities.
2.1.4. Tendering Phase

During the Tendering phase the Consultant will provide technical assistance as required by the
Department. The process of tendering for the construction of the Project will follow the general
procedure listed below:
The Department will advertise the tender for the construction of the Project and will collect the
tender fee.
Upon presentation of fee receipt, the Department will supply each tenderer with one complete set
of tender documents.
During the tender pricing period, the Consultant shall reply to any tender enquiries raised by the
Tenderers and, if needed, issue Addenda as per Department instructions.
After tender opening and registration of the tenders, the Consultant will be provided with copies of
the tenders.
Using the provided information, the Consultant shall prepare a complete Tender Analysis
Report and make recommendations to the Department within a period to be agreed on by the
Department or specified by this TOR.
Should it be necessary for any reason to retender the project, the Consultant shall carry out the
previous tasks and submit a new Tender Analysis Report and recommendations at no extra cost
to the Department.
Upon appointment of the successful Contractor, the Consultant shall produce and issue to the
Contractor all Contract Documents in accordance with the Department procedures in addition to
any other documents or design material necessary for the satisfactory and expeditious execution
of the works.
Upon the Departments instructions, the Consultant shall prepare and submit to the Department
(8) full sets of Contract Documents signed and stamped by both the Consultant and the
Contractor.
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During the execution of the Project on site, the Consultant shall supply full-time supervisory staff
qualified to the required standards set by the Department.
The Consultant shall mobilize all or part of the following staff members on site as per the
Contract to be signed between the Consultant and the Department:
Staff Member
Title
Resident Engineer.
(Roads & Bridges)
Material Engineer
Quantity Surveyor.
Road Surveyors
(2) Nos.
Road Inspectors
(2) Nos.
Laboratory
Technician.
CADD
Technician.
Minimum Qualification
Bachelor of Science (B.Sc.)
in Civil Engineering.
B.Sc. in Civil Engineering
B.Sc. in Civil Engineering

or Quantity Surveying.
(3) year Diploma in Civil
Engineering/Surveying.
Engineering.
Engineering/B.Sc. in
Geology or Chemistry.
(3) year Diploma in Civil or
Computer Engineering.
Minimum Experience
& Other Requirements
(10) years in the relevant field
out of which (5) years were
with the Consultant.
(8) years in the relevant field
out of which (5) years were
with the Consultant.
(8) years in the relevant field.
The supervisory staff shall be directly employed for the works and shall take instructions from the
Consultant and the Department only. The Consultant shall refrain from assigning the supervisory
staff to any other Project either under design or construction.
The Department shall approve the supervisory staff members prior to their appointment to the
Project. The Consultant shall provide the Department with their qualifications certified by the
Ministry of Higher Education and arrange for examinations, interviews, or other requirements set
by the Department for approval. After commencement of work on site, the supervisory staff will
be subject to a probation period of (3) months.
The Department may withdraw the supervisory staff approvals at any time and without any
explanation, whereupon the individual concerned shall be withdrawn from the Project and shall
be replaced at the Consultants expense and at no cost to or claim against the Department.
The Consultant shall prepare (1) original and (5) copies of As-Built Drawings for each part of the
works completed on site and for the Project works as a whole, to be approved and handed over
to the Department and certified by Services and other relevant Authorities.
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1 . C o n cept D esi g n D r aw i n g s.
2 . P r el i m i n ar y D esi g n D r aw i n g s.
APPENDICES
2001 Edition / MUNICIPILITY OF ABU DHABI CITY

5 - Consultant Procedure Manual
3 . T en der D r aw i n g s.
30
4 . C o n t r act D r aw i n g s.
5. Technical investigation drawings, design drawings and

sketches, color presentation drawings on boards, etc.
As requested by
the Department
3. DELIVERABLES
4. TIMETABLE
The Consultant shall submit Documents and Drawings as per the Project schedule and in
accordance with the Department design manuals and standards and shall submit additional
Documents and/or Drawings (original, copies, or in computer format) upon the Departments
request.
The following Timetable is set for the Consultant to complete his services. The review and
approval periods of the Department and other government bodies are not included.
Project Stages
Drawings, designs, documents, reports, and other deliverables submitted to the Department
for approval will not be accepted if there is no evidence of the Consultants internal, qualified
checking or if the quality of the contents of the deliverables clearly indicate that they have not
been checked thoroughly. Partial or incomplete submittals will not be accepted.
C o n cept u al D esi g n .
4 5 day s
P r el i m i n ar y D esi g n .
7 5 d ay s
F i n al D esi g n .
6 0 day s
T en der A n al y si s.
3 0 day s
2. Construction Supervision Stage.
To be specified by the Department
Drawings:
3.1. Documents
D o cu m en t T i t l e
1 . D esi g n A l t er n at i v e S u m m ar y R epo r t .
N u m b er o f
Copies
5
2 . D esi g n C o n cept ( P r el i m i n ar y ) R epo r t .
3 . T en der D o cu m en t s.
30
4 . T en der A n al y si s R epo r t .
5 . C o n t r act D o cu m en t s.
6. Technical investigation reports, progress reports, minutes

of meetings, design calculations, design clarification, etc.
As requested by
the Department
3.2. Drawings
Drawings Set Title
Number of
Copies
1 . C o n cept D esi g n D r aw i n g s.
2 . P r el i m i n ar y D esi g n D r aw i n g s.
3 . T en der D r aw i n g s.
30
4 . C o n t r act D r aw i n g s.
5. Technical investigation drawings, design drawings and

sketches, color presentation drawings on boards, etc.
Project Stages
1. Design Stage:
As requested by
the Department
Duration
Duration
1. Design Stage:
The Consultant Deliverables shall include, but not be limited to, the following Documents and
84
5. TECHNICAL PROPOSAL
The Consultant shall submit a detailed Technical Proposal for the Project taking into full account
the relevant sections of the TOR. Also, the Consultant shall not limit himself to only the contents
of the TOR but shall identify any additional work needed.
The Technical Proposal shall include a method statement and the time schedule for conducting
the different tasks.
The Consultant shall address the following main points in his Technical Proposal:

A brief description of the Consultants organization and an outline of recent experience on

projects of a similar nature.
A brief statement regarding the Consultants understanding of the Project. This shall show
clearly the depth and extent of expert consideration that the Consultant has given to the
realization of the Project requirements.
The Consultant shall set out for each stage of the services to be provided, his proposed
methodology, the topics to be covered, the expected output, the staff to be engaged and
the duration of the activity both in UAE and elsewhere if needed.
The Consultant shall include detailed method statements for the conduct of detailed
technical investigations comprising, but not limited to, topographical survey, traffic study, and
geotechnical investigation in accordance with the following guidelines:
- The detailed method statement for the topographical survey shall include, but not be
limited to, topographical survey data collection, checking, reduction and analysis methods.
- The detailed method statement for traffic study shall include the conduct of a sub-area
traffic study. The study shall include, but not be limited to, inventory of existing conditions
(assessment of existing traffic demand for the road network, intersections, interchanges,
parking areas, pedestrian facilities), traffic demand forecasting, capacity and level of service
analysis.
- The detailed method statement for the geotechnical investigation shall include, but not
be limited to, investigation methodology, site works, sampling, site testing, laboratory
testing, factual reporting and interpretive reporting to be carried out in accordance with the
Department guidelines and to its full satisfaction.
85
APPENDICES
When using the services of a geotechnical sub-consultant, the Consultant shall ensure that
the geotechnical investigation sub-consultant is approved by the Department to undertake
the geotechnical investigation covering the area of the Project. Furthermore, the method
statement shall include the names and qualifications of the geotechnical sub- consultant and the
geotechnical engineer who shall be responsible for the preparation of the interpretive report.

6. FINANCIAL PROPOSAL
The Consultant shall submit a Financial Proposal for the Project taking into full account the
relevant sections of the TOR.
The Consultant shall include in his Financial Proposal his detailed fees for the services as follows:
The Consultant shall illustrate his appreciation of the scope of works by means of bar charts
of activities and man-month utilization and inputs.
An estimate of the total time effort is to be provided for the services in man-months by each
level of the Consultants proposed staff illustrated, when appropriate, by bar charts or other
graphics.
The composition of the proposed design team, positions and names, the tasks which will be
assigned to each and the timing of activities. Resumes of the key personnel. Key information
shall include years of experience, years with the firm, and degree of responsibility held in
various assignments. The resumes should be limited wherever possible to not more than
four pages.
The Technical Proposal shall be indicative of the minimum staff and resources to be
deployed and shall in no way be binding upon the Department in terms of additional costs
should the Consultant require an increase in man-months or resources in order to achieve
the Project objectives and deadlines.
P r oj ect St age
F ee
(UAE Dhs)
1. DESIGN STAGE:
Total lump-sum fee for design (in numbers)
Total lump-sum fee for design (in words)
2. CONSTRUCTION SUPERVISION STAGE:
(lump-sum per month)
1 . R esi den t E n g i n eer .

2 . M at er i al E n g i n ee r .
3 . Q u an t i t y S u r v e y o r .
The Consultant shall submit (1) original and (2) copies of the Technical Proposal. The following
shall be written on each copy:
TECHNICAL PROPOSAL
FOR
4 . I n sp ect o r s ( 2 ) N o .
2x
5 . L an d S u r v e y o r s ( 2 ) N o .
2x
6 . L ab o r a t o r y T e c h n i c i a n .
7 . C A D D T ech n i ci an .
T o t a l f o r o n e m o n t h ( i n n u m b er s)
Total for one month (in words)
The Consultant should comply with the following instructions while preparing his Financial
Proposal:
86
The Consultant shall not include any condition in his Financial Proposal. Any Condition may
have negative impact on the submittal.
The lump-sum fee for the Design Stage shall be inclusive. The Department will not
compensate the Consultant for any extra cost, over and above his lump-sum fee, needed
for the adequate completion of the consultancy services of this Project to the Departments
full satisfaction.
The Consultant fee for the Design is deemed to include for the cost of procurement of any
data, drawing, or document for which a charge may be levied by any Government authority.
The Construction supervision fee shall be inclusive and shall include all costs related to the
supervision of construction including supervisory staff salaries, housing, transportation,
annual leave, medical, etc.
The Construction supervision fee will be paid for the actual number of the Consultants staff
engaged on site as per the Departments instructions.
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APPENDICES
The Consultant shall submit (1) original and (2) copies of the Financial Proposals. The following
shall be written on each:
FINANCIAL PROPOSAL
FOR
.
7. PAYMENT FOR THE DESIGN STAGE

Payment to the Consultant for the Design Stage will be made upon the issuance of the
Departments written approval of each completed Design Phase and in accordance with the
following payment schedule:
Project Design Phase
Fee (UAE Dhs)
Conceptual Design
15% of lum-sum design fee
Preliminary Design
Final Design.
Tender Analysis
Sum to be paid when site is handed over

to contractor.
8. SUBMITTAL OF PROPOSAL
The complete proposal shall be submitted in three separate sealed envelopes, one envelope
containing one original Technical Proposal and one original Financial Proposal; and two
envelopes each containing one copy of the Technical Proposal and one copy of the Financial
Proposal. The following shall be written on each envelope:
Abu Dhabi Municipality

No: BA/2/L/______
Date:
M/s. Subject:
We refer to Executive Council Resolution Number , Session , dated____/____ /____ , and

Contract Number BA/2/L/____, signed by you on____/____/____for the design and supervision
of.
You are requested to prepare the design required for the said project according to the second
paragraph of the Tender Notice and submit preliminary drawings for approval within days of this
date.
Please take into consideration full compliance with the general and special conditions of
contract, Tenders, Auctions, and Stores Law Number 4 for 1977, and Executive Council
Resolution in Rule Number 283/ for amendment of some provisions of Rule Number 3 for 1977
pertaining to issuance of Executive Regulations of Tender Law Number 4 for 1977. Please
add a paragraph for site supervision staff fees and adhere to the contents of Executive Council
Resolution Number 47, Session 285/, concerning resolution of disputes and the amendment
issued in this regard. You are requested to adhere to General Conditions of Contract in the Field
of Contracts of Civil Works such that the tender documents are written within the frame of laws,
regulations, and financial and administrative rules required in the frame of Tenders, Auctions, and
Stores Law Number 4 for 1977 and the General Conditions of Contract in the Field of Contracts
of Civil Works, together with their amendments and changes.
Also please adhere to Finance Department Circular Number 288/ regarding consultant facilities in
the project documents.
c.c. Finance Department

Financial Affairs

Road Section
88
89
APPENDICES
3.
Prepare a survey study, including statistics of existing and future traffic with respect to
number and type of cars, projecting for a period of 10 years.
No: BA/2/L/______
Date:
4.
Conduct a detailed study showing all important soil characteristics in order to choose
the best and lowest-cost methods of construction. The consultant shall also conduct
a detailed study of types of materials available and soil layers of the road alignment.
5.
Manage the project technically and administratively in the way the consultant deems
suitable in each case.
6.
Provide consultation to the First Party concerning preparation of any contracts for the
offers accepted for Works execution.
7.
Preparation and accomplishment of any design or drawings required for contractors

to enable them to execute the Works.
8.
Auditing and checking of suggestions submitted by contractors.
9.
Nomination of resident supervision staff according to the conditions and provisions of

Article 3, Paragraph B.
10. Provide consultation to the First Party regarding supervision of the Works and tests for
materials and equipment used in the execution of the contract, and take necessary
actions to supervise the Works and test materials and equipment on behalf of the First
Party.
11. Issue instructions to contractors.
12. Verify and transmit Contractor payment certificates to the Department.
13. Submit details for estimates and account of payment to First Party.
14. Carry out any duties that may be required from the Consultant in accordance with any
contract for execution of Works, on condition that the Consultant has agreed to this
contract.
15. When Works are accomplished the Consultant shall submit to the First Party the basic
design and detailed drawings according to which the project was executed.
16. Consultant shall submit to the First Party, during work progress, all correspondence
between the Consultant and the contractor pertaining to the contract, all daily work
lists, and lists of tests required for Works which warrant work completion.
17. Assist in settlement of disputes that may arise between the First Party and the
contractor, except arbitration and law suits.
18. Choose and determine borrow locations for fill and backfill materials and other Works
according to the requirements and technical and practical principles.
19. Consultant shall supervise Works throughout the maintenance period, which is
Agreement for Assignment of Consultant for Design and Supervision of Project Construction
This agreement is made on this day____/____ /____between
1. His Excellency Sheikh Mohammed Bin Butti Al Hamid
Chairman, Abu Dhabi Municipality and Town Planning Department, on behalf of the Abu
Dhabi government, herein referred to as the First Party.
and
2. M/s. Consultant___________________________________________________________, herein
referred to as the Second Party.
where the first party wishes to appoint a consultant for design and supervision of construction of
the following works:
Project
and as per Executive Council Resolution Number____, Session___/___, dated___/___/___, the
consultant was asked to carry out the design and supervision of construction of the above
works. The Second Party has agreed to do these works according to the following conditions.
Accordingly, the two parties agreed to the following:
First: Appointment of Consultant
The First Party appoints the above consultant according to this agreement and the consultant
has accepted this appointment according to the conditions stipulated in this agreement.
Second: Consultant Duties

Consultant duties shall be as follows:
1.
2.
Preparation of design and detailed drawings for the above works according to
technical and practical principles with scale 1:1250 horizontal and 1:100 vertical, in
addition to slopes of water drainage and other concrete works shown with suitable
scale. The consultant shall be technically responsible for all project aspects and submit
several proposals for approval.
Consultant shall prepare and submit the design mentioned in the previous article
within a period of days for preliminary design from the date of contract signing, and a
period of days for final design. He shall submit copies of the tender documents and
copies of the plan sets.

90
91
APPENDICES
one year from the completion date. In case any damage is found in any part of the
work the Consultant should give instructions to the contractor to rectify the damage
according to project specifications.

20. In case the Consultant is delayed in preparation and submittal of the design in Article
2 (above), a penalty shall be deducted in the amount of DH for each day of delay
without the need of notification or warning.
Third: Consultant Fees

(a) Design

Consultant shall receive DH for design work and preparation of tender and contract
documents according to Article Second, to be paid as follows:
Forty-five percent (45%) when preliminary drawings are submitted. Forty percent (40%)
when all final project documents are submitted.
Ten percent (10%) when all tender analysis is carried out and a contract is awarded. Five
percent (5%) when site is handed over to contractor.
(b
Supervision of Construction
The Consultant shall submit the following supervision staff according to the billing rates
listed in connection with each of them as contained in the offer submitted by him.
Position
a
b
c
d
e
f
g
No. of Positions
to be Filled
Monthly
Rate (DH)
Total (DH)
Resident Engineer
Materials Engineer
Quantity Surveyor
Road Surveyor
Road Inspector
Laboratory Technician
(b1) Names and qualifications of resident supervision staff members should be approved by the
First Party before they start their jobs. The First Party has the right to withdraw approval any
time and the employee will be suspended from work on the project and deported to his
country immediately.
(b2) Supervision staff members and their families residing in Abu Dhabi shall be entitled to free
medical services available in Abu Dhabi according to prevailing government regulations.
(b3) The First Party, through the Contractor, shall provide the site office with necessary
furnishings, air conditioning, and telephones for use by the Consultant supervision staff.
The Consultant is responsible for providing accommodation, transportation, leave, and
all allowances for supervision staff at the Consultants own expense and included in the
monthly billing rates mentioned in the contract.
(b4) Supervision staff members shall dedicate all their time for supervision of the construction
of the Works assigned to them and receive instructions from the Consultant. (c) Invoices
and Payment The Consultant shall submit the monthly invoice due to him to the First Party.
It will be paid to the Consultant after completing necessary procedures. The Consultant
supervision period will be the same as the construction contract period. The Consultant
contract may be extended if the First Party deems it necessary. The Consultant monthly
installments shall remain valid throughout the contract extension period and with the same
billing rate. The Consultant fees will be paid in United Arab Emirates Dirhams.
Fourth:
The Consultant shall undertake to practice all possible skill and exert all efforts to perform the
work assigned to him. He shall not have the right to make any amendments to the Works
without previous approval from the First Party.
Fifth: Disputes
If any dispute arises about the items of this agreement it will be raised to the competent courts in
the country.
Sixth: Agreement Cancellation
These (site supervision) billing rates include salaries, air tickets, leave dues, allowances,
insurance, accommodation, and taxes, if applicable.
Fee payment to any supervision staff member will be stopped if he absents himself from the
site for any period unless he is replaced by a qualified person accepted by the Department
and the Department has approved the replacement.
The First Party has the right to terminate this agreement any time and without providing
justification, after giving a written notice at least 30 days before the date of cancellation. The
Consultant shall, at the receipt of the cancellation notice, proceed with cancellation procedures
in an organized, quick, and economical manner, and take necessary action towards terminating
Consultant services due through this agreement in due time after canceling the agreement.
____________________________ ____________________________
Consultant
Mohammed Bin Butti Al Hamid
(Second Party)
Chairman, Abu Dhabi Municipality
(First Party)
92
93
APPENDICES
Sample Monthly Design Progress Report
Contract 418, Bridge Interchange in Abu Ahmar at MIP-129
Period ending: 31 October 2000
Con s u ltan t:
Project:
Ev alu ator:
MisrConsult
Project Manager:
Engineer General Faisal Taie
Cost:
Budgeted: 100 million Dirhams
Estimated: 97 million Dirhams
S cheduled
A ctu a l
Scheduled completion date:
26 December 2000
TBD
Conceptual design completion date:
3 0 A p ri l 2 0 0 0
30 May 2 000
Preliminary design completion date:
29 Ju ly 200 0
27 O cto b er 2000
Overall percentage complete:
72%
66%
Percentage completed during month:
23%
120 days
90%
Technical Expertise
5 technical ability/application of knowledge
Consultant is innovative and has the ability to incorporate state-of-the-art principles, systems, and
materials. Has local availability of multidisciplinary engineering staff and expertise.
6 quality of work/accuracy
Consultant produces the design and related Contract Documents correctly and with clarity. Justifies design
details through proper engineering analysis. Complies with design manuals and other Municipality
procedures.
7 economy of design/application of value engineering
Consultant presents cost-effective design and specifications. Value management is part of the design
process. Includes cost as a factor when presenting design alternatives.
80%
140 days
140 days
110 days
60%
50%
40%
30%
Conceptual Design - Scheduled
20%
Conceptual Design - Actual
Relationship with Client

8 cooperation and positive attitude
Consultant is receptive and responsive to client's design requirements. Advises and supports client during
tender process.
Preliminary Design -Scheduled
10%
Preliminary Design -Actual

Final Design-Scheduled
0%
30
60
90
120
150
180
210
240
270
300
330
360
Time Scale in Days
Breakdown of Principal Tasks by Contract Phase

Contract Phase
Conceptual
Design
No.
1
2
3
4
5
1
2
3
4
5
1
2
3
4
5
1
2
Task*
site survey and documentation

alternative design concepts identified
Design Alternative Summary Report ( 100% indicates delivery)
other tasks, as applicable
Preliminary
data collection
Design
traffic study
site investigation, surface and subsurface
preliminary design drawings
Final Design
F inal Design Drawings
Particular Specifications
Bill of Quantities
Other utilities drawings and BOQ
Tender Preparation
compilation and submission of tender documents
Tender Analysis Report
Pending Issues
Item
Action
1. Design Concept Report under review
Municipality
2. Planning revisions, Sector M-8
Town Planning
94
Score
2 problem-solving skills
Consultant meets design challenges and develops viable solutions. Justifies new systems and materials in
drawings and particular specifications in terms of need, technical sufficiency, and economics.
3 planning, organization, and administrative skills
Consultant submits reports correctly and on time. Design deliverables are completed on schedule. Invoices
are submitted accurately.
4 dependability/commitment to excellence
Consultant possesses and uses well-defined quality assurance procedures. Keeps agreements.
Progress by Design Phase
70%
Criterion
Approach to Work
1 shows initiative/motivation/creativity
Consultant offers alternatives. Is active in suggesting new procedures, guidelines, and practical and
creative approaches to improve quality, reduce cost, and facilitate implementation.
100%
110 days
Rel ation s h i p of Ev al u ator to Project:
No.
Project Overview
Consultant:
Date:
Pos ition of Ev alu ator:
Percent
Complete
100%
100%
100%
100%
100%
100%
100%
5%
0%
0%
0%
9 responsiveness/communication skills
Consultant responds promptly and fully to client. Keeps client fully and promptly informed of progress,
problems, constraints, and other issues.
10 positive working relationships
Consultant relations with client are constructive and positive. Demonstrates honesty, openness, and
flexibility.
total
average (total divided by number of criteria)
12- = unacceptable
34- = fair
56- = satisfactory
78- = excellent
910- = superior
Additional comments:
0%
0%
The tasks presented here are examples and are not intended as prescriptive. Tasks listed should be based on the Terms of
Reference and the consultant's accepted proposal.
95
APPENDICES
Consultant Performance Evaluation Form Construction Supervision
Con s u ltan t:
Project:
Date:
Pos iti on of Ev al u ator:
Ev alu ator:
Relation s h ip of Ev alu ator to Project:
No.
Criterion
Score
Approach to Work
1 planning, organization, and administration skills
The consultant effectively plans the implementation of all commitments, delegates appropriate tasks to
specialized staff, and thoroughly documents important events, decisions, problems, progress, and delays.
2 dependability/commitment to excellence
Consultant possesses and uses well-defined quality assurance procedures for construction supervision
work.
3 problem-solving ability
Consultant facilitates construction and averts potential problems through foresight, flexibility, and creativity.
Execution of Responsibilities
4 management and project documentation
Consultant delivers all reports and other documents as necessary, scheduled, or requested. Reports are
prepared per client's instructions. Complete records are kept at all times.
5 quality of work/accuracy
Consultant carries out construction supervision in accordance with Contract Documents. Conscientiously
ensures the quality of the product delivered to the client.
6 technical ability
Consultant demonstrates ability to manage on-site incorporation of state-of-the-art principles and
construction technology on site. Consultant has local, multidisciplinary engineering staff and expertise to
support construction supervision, materials testing, and administration.
7 safety consciousness
Consultant demonstrates awareness of safety issues and is vigilant in monitoring and addressing
hazardous practices or situations.
Relationship with Client and Contractor
8 objectivity/honesty
Consultant protects interests of client during construction. Ensures any problems or issues are brought to
the client's attention. Demonstrates integrity and impartiality.
9 cooperation and positive attitude
Consultant maintains constructive, positive relations with client and contractor. Responds to client's needs
adequately and quickly. Complies with the terms of its agreement with the client.
10 leadership and development capability
Consultant is active in suggesting new procedures, guidelines, or manuals, etc., to improve quality, reduce
cost, and facilitate implementation.
total
average (total divided by number of criteria)
12- = unacceptable
Additional comments:
This appendix contains 10 sample design drawing review checklists for common design
elements. These samples are not comprehensive, and the Department expects a consultants
in-house reviews, prior to submittal, to be more thorough and exacting.
34- = fair
56- = satisfactory
78- = excellent
910- = superior
Drawing type or element

Other documents required
All drawings
scope of services with all additions

specifications
Standard Drawings
quantity estimates and item schedules
Department manuals
Methodology
Check correctness of line weights, lettering sizes, and style
Check that notes referring to standard or detail drawings give names of drawings
Check that notes do not have blank spaces
Check that details are clear and easy to read (consider the possibility that the drawing may be
reproduced at half size)
Check the title block for correct formats, project name and number, Department name, location
identification, consultant name
Check that a legend is included (if needed)
Check location map for accuracy and ensure that proper area is highlighted
Check for consistency of project title and identification with specifications, the Bill of Quantities, and
other Contract Documents
Check drawing number, sheet number, and total number of sheets
Check that quantity estimates and item schedules, match plan, profile, and cross-section data
Add up all quantity item totals shown on plans and similarly all item totals in estimate calculation
book irrespective of individual item measurements. The totals should be the same
Check spelling, punctuation, and grammar
Check that any required professional seals or signatures are properly affixed
Check references to specifications, other drawings, and BOQ. Verify no conflicts or redundancies
exist
Check for proper labeling of features
Check north arrow for proper orientation
Check symbols and abbreviations against standards
Check match lines for compatibility
Check scale
Check for clarity of presentation
Compare sheet number, drawing number, and description in title block with the list of drawings
Sector number and road names are properly labeled
Notes

General plan and key plan
Other documents required Proposed plans
Methodology
Compare limits of construction, stationing, and overall configuration with proposed plans
Compare limits of match lines and drawing numbers with proposed plans
Notes
96
97
APPENDICES
Alignment and curve data
alignment calculations and plots

Standard Drawings
Department manuals
Methodology
Compare calculations with all alignment data on drawings. Compare linework with legend and
standards
Check labeling of alignments and curves
Check sight distances with design speeds. Particular attention should be paid to curves in cut
sections, with median barriers, and involving bridge railings.
Notes
Alignment and curve data drawings may be combined with survey and
monument drawings

Typical sections
specifications
Standard Drawings
pavement structure calculations
proposed plans
existing conditions plans
Department manuals
Bill of Quantities
Methodology
Compare pavement structure with design standards or calculations
Check the keyed materials list against the sections for accuracy and that materials match bid items
Check the cross section against the plan view
Check the stationing against the proposed plans
Check that typical sections are available for all portions of the mainline, side roads, ramps, tapers,
appropriate existing conditions, driveways, and temporary construction
Check dimensioning of typical section widths, thicknesses, slopes, lanes, ties, tie bars, curb and
gutter, sidewalk, topsoil underdrains, geotextile fabrics, islands, barriers, fences, retaining walls, and
other roadways
Check typical section with road classification
Check station-to-station location on adjacent intersecting roads
Check that section contains the proposed improvement, identifies all payment items, and crown or
superelevation, grade point, and slopes
Check lane drops with sight distances
Notes
98

Proposed plans
existing conditions plans

alignment data
specifications
Standard Drawings
survey notes
Department manuals
Methodology
Check stationing, point-of-curvature and point-of-tangent stationing, equations, superelevation and
other curve data, and curve radii against alignment calculations
Check noses, tapers, islands, passing lanes, barriers, widths, and shoulder dimensions against
design standards.
Check that all features are labeled (e.g., crown line, northbound and southbound lanes, striping,
curbing, side streets, tie points)
Check that all features are located (e.g., edge of pavement, sidewalks, frames, grates, ditches,
fencing)
Check to see that the project drains
Check labeling of contour lines
Check for compatibility with structures
Check that work to be done by others is properly annotated
Check that all removals are shown on the drawings, and that materials to be salvaged are covered
by notes or specifications
Generally check to ensure the project is constructible as presented
Check utility locations for conflicts
Check that limits of construction cover entire area of construction
Check that slope intercept lines are shown
Check boundary coordinate calculations
Check for constructibility within limits of construction. Identify temporary easements if necessary
Verify any necessary permits and licenses have been acquired or provided for in the specifications
Check that contractor has adequate information to set limits of construction lines if necessary
Check that adjacent properties are not severed from access by the project
Verify that control of access is achieved through fencing or other appropriate means
Verify that any lift stations have proper access/egress
Verify permission to reconnect private driveways
Notes
99
APPENDICES
Profile
vertical alignment profiles

utilities services reservations or surveys
drainage design summary
proposed plans
Standard Drawings
Department manuals
Methodology
Compare calculations with drawing (e.g., grades, points of intersection)
Check point of vertical intersection elevations, vertical curve lengths, balance points
Check station equations against proposed plans
Check utility locations against service reservations or current location surveys
Check drainage structures against drainage criteria. Check grades for channel changes against
calculations. Check high water elevations against design standards
Check location of overhead structures against proposed plans
Check clearance to overhead structures against design standards
Check labeling of profile grade line, beginning and end stations of project
Check existing ground line to survey or contour maps
Check intersecting roadways and ramps to see that they meet
Compare stream profiles against hydrologic data
Compare sight distances to design standards
Check that datum is labeled
Check for conformance with design criteria (slopes, curve length, etc.)
Check superelevation calculations and data
Check gate levels
Notes

Staging plans
Other documents required Proposed plans
Methodology
Check that staging provides adequate access for contractors
Check staging for constructibility
Check traffic control plan for safety and adequacy
Check that all temporary works are properly labeled as such and that descriptions match the pay
items
Notes
100

Drainage plan
drainage calculations
proposed plans
profiles
grading plans
specifications
Methodology
Compare drainage tables with calculations
Check section or detail references for accuracy
Compare drainage plan with proposed plan, profiles, and grading plans
Compare ditch or pipe flow with profile
Check elevations
Check to see that all alignment equations are shown
Check that existing and proposed elements are clearly differentiated
Check that limits of work are shown and "meet existing" areas are properly labeled
Check that features specified are consistent with documentation
Review for constructibility
Check open-channel flow velocities against allowable for a given soil
Check for erosion protection at concentrated discharge locations
Check grade control structure inverts, cut-off walls, and energy dissipaters
Check for weep holes and filters to control seepage and piping
Notes

Grading plan
proposed plans
profiles
drainage plans
Standard Drawings
typical sections
Department manuals
Methodology
Compare with proposed plans
Check elevation against profile
Compare with drainage plans
Check slopes against design standards
Review for constructibility
Check slopes against typical sections
Notes
101
APPENDICES
Utilities
utilities service reservations

utilities surveys/reports
field notes
proposed plans
Standard Drawings
specifications
Methodology
Check base drawing against proposed plans
Check utility locations against source data
Check for conflicts at crossings
Check to see that existing and relocated utilities are clearly delineated
Check cross sections or details against the references on the plan drawing
Check profiles against plan drawing
Check to see that force account work or not-in-contract activities are clearly delineated
Check clearances or limit-of-construction lines for adherence to standards
Check for instructions to notify and coordinate with utility agencies
Check for cautionary notes at hazardous utilities
Verify that clearances at critical points account for correct cover, encasement allowance, wall and
lining thicknesses, etc.
Check utilities stationing against survey control
Check stationing against lengths specified in profile
Compare graphic location of facilities against noted station and offset
Check that utilities to be extended in the future are terminated in a accessible location
Check for conflicts with other new facilities not shown in utility plans (e.g., drainage, signing and
lighting, irrigation)
Verify pipe size, type, and class against design calculations
Check that thrust blocks will not be disturbed by construction or maintenance of other nearby
underground facilities
Check for sign-off and approval from appropriate utility agencies
Check ventilation and blow-off scheme for water lines
Check noted slopes using lengths and elevations specified on plans
Check for adequate references to standard drawings
Verify encasement provided where required
Check that bedding and trenching details agree with design calculations
Verify that lines can be isolated for later testing and extension
Verify compatibility of data with noted benchmarks or with roadway plans
Verify that corrosion protection measures are included if specified in the design
Check that notes for appurtenances (valves, bends, etc.) agree with schematic depiction
Check that utility lines can be staked from field monuments and information given on plans
Check for consideration of construction sequence where required
Check for notes assigning responsibility for support of crossing utilities during construction
Check for specifics on use of owner-furnished material
Verify manhole and valve-cover elevations where subsequent raising or lowering may be required
Notes
102
SI Base Units, SI Derived Units, and Their Multiples

Table G-1 is a list of SI base units and an abridged list of SI derived units along with their symbols. Table G-2 is an
abridged list of decimal multiples and submultiples of SI units and their prefixes. Note that this table is not
comprehensive and does include all SI units.
Table G-1
SI Base Units and Derived Units
SI base units
Name
meter
kilogram
second
ampere
kelvin
mole
candela
SI derived units
area
square meter
volume
cubic meter
speed, velocity
meter per second
acceleration
meter per second squared
wave number
reciprocal meter
mass density (density)
kilogram per cubic meter
specific volume
cubic meter per kilogram
current density
ampere per square meter
magnetic field strength
ampere per meter
amount-of-substance concentration (concentration)
mole per cubic meter
luminance
candela per square meter
plane angle
radian
solid angle
steradian
frequency
hertz
force
newton
pressure, stress
pascal
energy, work, quantity of heat
joule
power, radiant flux
watt
electric charge, quantity of electricity
coulomb
electric potential, potential difference, electromotive force volt
capacitance
farad
electric resistance
ohm
electric conductance
siemens
magnetic flux
weber
magnetic flux density
tesla
inductance
henry
Celsius temperature
degree Celsius
luminous flux
lumen
illuminance
lux
moment of force
newton meter
surface tension
newton per meter
thermal conductivity
watt per meter kelvin
Quantity
length
mass
time
electric current
thermodynamic temperature
amount of substance
luminous intensity
Symbol
m
kg
s
A
K
mol
cd
m2
m3
m/s
m/s2
m-1
kg/ m3
m3/kg
A/m2
A/m
mol/m3
cd/m2
rad
sr
Hz
N
Pa
J
W
C
V
F
S
Wb
T
H
C
lm
lx
Nm
N/m
W/(m K)
Table G-2
Decimal Multiples and Submultiples of SI Units: SI Prefixes
Factor
109
106
103
102
101
Prefix
giga
mega
kilo
hecto
deka
Symbol
G
M
k
h
da
Factor
10-1
10-2
10-3
10-6
10-9
Prefix
deci
centi
milli
micro
nano
Symbol
d
c
m
103
APPENDICES
Sample Addendum to Contract Documents (page 1 of 2)
ADDENDUM NO. 2
TO CONTRACT DOCUMENTS OF
THE MUNICIPALITY AND TOWN PLANNING DEPARTMENT ABU DHABI, UNITED ARAB
EMIRATES
FOR
SAMPLE PROJECT
CONTRACT NO. XXX DATE:
23 FEBRUARY 1999
Sample Addendum to Contract Documents (page 2 of 2)

Section Document
Existing Pages
to be Superseded
Revised Pages
for Replacement
V.
Bill of Quantities

XXIV-1 thru XXIV-5

(30.11.98)
XXIV-1 thru XXIV

(23.02.99)
VI.
Daily Works Schedule
No changes
VII.
Tenderers Questions
No changes
X.
Additional General
Index 4, 8, and 9 (30.11.98), Index 4, 8, and 9 (23.02.99),

Specifications Parking PXXIV-26 thru PXXIV-33
PXXIV-26 thru PXXIV-33
Structure
(30.11.98)
(23.02.99)
TO ALL PRIME CONTRACT TENDERERS OF RECORD:

GENERAL DESCRIPTION OF ADDENDUM No. 2
In general, the revisions to the previously issued Contract Documents contained in this
Addendum No. 2 consist of the following:
1.
2.
3.
4.
5.
6.
Revisions to Tendering Procedure List of Documents.

Revisions to Particular Specifications.
Revisions to Bills of Quantities.
Revision to Additional General Specifications Parking Structures.
Addendum No. 2 to Attachment 2.
Revisions to Contract Drawings.
SPECIFIC CHANGES
Following are the specific revisions which are herein made to the previously issued Contract
Documents. These revisions are listed on a section by section basis. Specific changes are
identified on the replacement page with |brackets| and bold-faced print. In cases of deletions, a
bracketed asterisk appears (|*|). Specific changes to the Drawings are denoted with the following
symbol: 2 This Addendum No. 2 revises previously issued Contract Documents and where these
revisions conflict with other parts of the Contract Documents, this Addendum No. 2 shall govern.

Section Document
Existing Pages
to be Superseded
Attachment 2
All (06.02.99)
All (17.02.99)
Drawings

MF-6, MW-2, and MW-2

(Jan. 99)
MF-6, MW-1, and MW-2

(Feb. 99)
ADDENDUM ACKNOWLEDGMENT
Each tenderer shall acknowledge receipt of this Addendum No. 2 to Contract Documents of the
Municipality and Town Planning Department, Abu Dhabi, United Arab Emirates for Construction
of Contract XXX. Addendum No. 2 consists of AD21- of 2 through AD22- of 2, 21 pages of
documents, 3 drawings, and a 12-page Etisalat Addendum No. 2, plus a summary sheet and
1-page cover letter by Etisalat.
Acknowledgment shall be made by signing and dating in the appropriate space below and
submitting same with tender. Failure to do so shall subject the tenderer to disqualification.
Tenderer:
Revised Pages
for Replacement
Dated:
I.
Instructions to Tenderers No change
II.
Tendering Procedure

B-1 thru B-3 and B-8

(11.02.99)
III.
Special Conditions of
No changes
Contract
IV.
Particular Specifications 10-1 (30.11.98)
B-1 thru B-3 and B-8

(23.02.99)
10-2 (23.02.99)
(.Date) (Ref. No..)
104
105
APPENDICES
H. E. Sheikh Mohammed Bin Butti Al Hamid
Chairman
P.O. Box 263
Abu Dhabi, U.A.E.
Due to GPC Resolution No. 6, Session 289/, all tenderers were required to submit a work
program showing how their Contract work would be completed and the equipment and
manpower needed to accomplish this work within their proposed Contract period.
We comment in more detail on the three lowest tenderers:
Subject: Recommendation of Award

Project No. ............
(.Description of Project..)
1.
[.Name of Lowest Tenderer..]
[Tender amount of the lowest tenderer and the corrected amount]
Document Submittal
[Write whether the contractor submitted all the documents required to be submitted in
accordance with the instructions to tenderers]
Preliminary Work Program
[Comment on the contractors preliminary work program submitted along with the tender]
Bid Prices/Unit Rates
[Comment on the contractors bid prices/unit rates. Advise regarding any unbalanced rates]
Tenderers Staff
[Comment on the contractors staffing submitted along with the tender]
Plant, Equipment, and Labor
[Comment on the plant, equipment, and labor submitted]
Work in Abu Dhabi
[Specify the contractors incomplete works in Abu Dhabi]
Your Excellency,
Project No. .. was tendered on . with an advertised tender
opening date of.... The following is the analysis of the tender.
DESCRIPTION OF THE PROJECT
[Describe the main features of the project]
Tenders Received on
Contractor
Tender
Submitted
(Dhs)
Tender
Arithmetically
Corrected (Dhs)
Construction
Time
(Days)
1.
2.
3.
4.
5.
6.
7.
Subcontractors
8.
[List the name of the subcontractors included in the contractors tender submittal]
Works Outside Abu Dhabi
The consultants estimate was Dhs

Tender Review
[List the contractors work outside Abu Dhabi Emirate]

Additional Comments
The three lowest tender submittals were checked for mathematical errors and their total tender
prices adjusted arithmetically as necessary. All tenders submitted were checked for special
conditions imposed by the tenderer that may have an effect on how their tender is viewed,
including a review of rates to ensure there was no significant unbalancing of rates.
[Advise the percentage difference between the contractors tender amount and the
consultants estimate. Also advise the percentage difference between the contractors
tender amount and the tender amount of the next lowest tenderer. Note any additional
merit of the contractor.]
9.
10.
11.
106
107
APPENDICES
GLOSSARY
2.
[.Details of Second Lowest Tenderer ..]
3.
[.Details of Third Lowest Tenderer ..] Conclusion and Recommendation
Acceptance: Formal acceptance by the Department of specific work performed under contact
by the consultant, indicating fulfillment of all contractual obligations related to the specific design
work.
Based on the detailed analysis of the tenders submitted, it is the consultants recommendation
that.(Name of the contractor). be awarded Contract No. . in the amount
of Dhs.. with a period of execution of days.
We look forward to taking action on the Governments decision regarding the award of Contract
No.. and would be pleased to provide any additional information that is determined
to be of help in finalizing this important decision.
Very truly yours,
-------------------------------------------------(Authorized Signature]
(Name of Company Representative)
Addenda: Directives issued by the Department that modify the conditions of work being
proposed upon by the consultant. Addenda are issued during the time in which proposals for
service are being prepared. Addenda may also modify any item in the proposal package (scope
of services, Special Conditions, etc.).
Addenda are also issued by consultants to modify the conditions of work after a design has been
completed and is being considered by contractors during the construction tendering process.
Advertisement for tenders: Published notices to prospective construction contractors, inviting
the preparation and submittal of tenders for a construction project.
Bill of quantities (BOQ): As a part of the Contract Documents, a prepared schedule containing
the estimated quantities of the pay items for which unit prices are invited from tenderers.
CADD: (acronym) Computer-aided design and drafting. All drawings are to be prepared using
CADD unless specifically excepted.
Calculations: A product of the design process documenting mathematical calculations
associated with engineering design.
Change order: See contract amendment.
Encl. As stated above
Conceptual design: The first stage in the process of engineering design. Depending on project
size or complexity, the Department may require a deliverable a Design Alternative Summary
Report at the completion of the conceptual design stage.
Closeout: The process of winding down and completing a contract for services, including final
payments and acceptance of work.
Consultant: A professional service firm (or individual) performing engineering design or other
professional services under contract to the Department.
Contract administration: Routine procedures performed by the Department in administrating
the terms of the contract, such as the processing of invoices for payment, distribution of meeting
minutes, and issuance of addenda.
Contract amendment: An official instrument (also known as a change order) issued by the
Department that changes the terms of a contract during its execution, usually resulting in an
adjustment of compensation to a consultant or a contractor. Most contract amendments modify
a contracts scope of services.
Contract management: Procedures used by the Department to facilitate the consultants
timely, cost-efficient, and accurate execution of the contracts scope of services. Procedures
include periodic progress meetings and review of design submittals.
Certain specialized terms and abbreviations are used frequently throughout this manual. The
following glossary lists such terms and their definitions in the contexts of this manual and of
contractual relationships between consultants and the Department.
Note that contractual terms defined here, unless specified otherwise, are in relation to consultant
contracts. For definitions of equivalent terminology related to construction contracts, refer to the
Construction Supervision Manual.
Contractor: A constructor of an engineering project, usually selected through an evaluation of

competitive tenders.
Deliverable: An item of service (drawing, report, etc.) that the consultant must complete and
deliver to the Department, as defined in the scope of services.
Department: As used in this document, the Abu Dhabi Municipality Road Section.
Design Alternative Summary Report: For large or complex design contracts, the major
108
109
APPENDICES
deliverable of the conceptual design phase. It includes presentation of existing data and offers
alternative design concepts.
Design Concept Report (DCR): A major deliverable of the preliminary design stage,
summarizing the needs, alternatives, costs, and effects of a proposed road or bridge project.
Design Progress Report: The report submitted by a consultant on a periodic basis during the
course of a contract. The Design Progress Report describes work completed, upcoming tasks,
status of project budget, and unresolved issues.
DGN: A CADD file format used by Microstation. Along with AutoCad DWG, it is one of the two
CADD file formats acceptable by the Department.
DWG: See DGN, above.
Fee as percentage of construction cost: A type of contract compensation. The fee is based
on a negotiated percentage of the final construction cost of the project. Interim billings are based
on cost estimates, and final billing is based on an audit of actual costs, adjusted to account for
differences between actual costs and earlier estimated costs.
Final design: The final stage of engineering design, resulting in deliverables (Contract
Documents) suitable for construction tendering.
Final Design Report: One of the deliverables of the final design stage. It is a comprehensive
record of the projects design history.
Financial proposal: An element of a consultants proposal that presents the consultants fee
and supporting information.
Form of tender: A standard form, provided by the Department, on which tenderers record
their tender prices (total amount of priced Bill of Quantities) and other required declarations. The
tender includes the Form of Tender, Bill of Quantities, and tender guarantee.
General Conditions of Contract: A document provided by the Department that contains
contract terms common to all contracts. All civil works contracts include the General Conditions
(included in content or by reference) and Special Conditions. The complete title is General
Conditions of Contract in the Field of Contracts of Civil Works.
Instructions to tenderers: An element of the tender package outlining all requirements that
tenderers must meet in preparing and submitting their tenders.
Key staff: The group of individuals on the consultants team most responsible for the completion
of contracted services. Key staff members include the consultants project manager and principal
engineers (or other professionals), as well as key subconsultant staff.
Lump sum: A type of contract compensation. The fee is a single, fixed price for which all
services under contract are completed. Depending on specific contracts, lump sums may
include expenses or expenses may be billed directly.
Notice of award (of contract): Official notice by the Department of an award of contract to
a tenderer for construction work. A notice of award is not permission for construction work to
proceed. Construction work may not commence until receipt of a notice to proceed (NTP).
Notice of intent to tender: Official notice to interested and affected parties (stakeholders)
that the Department intends to invite construction tenders for a project. The notice instructs
stakeholders to respond with issues and concerns or to declare no objection to the project.
110
Notice to proceed (NTP): Official notice to a contractor or consultant that work under a
contract may commence. Work begun before an NTP is received is at the consultants or
contractors own risk and may not be accepted or compensated.
Particular Specifications: Specifications developed for a specific project and used as a
supplement to the Standard Specifications.
Penalty: A conditional negative incentive made a part of a contract for service to ensure timely
and accurate performance by the consultant. Provisions for penalties may also be part of
construction contracts.
Performance review: A process used by the Department to evaluate the performance of
a consultant after the contract for services is completed. The Department formally reviews
consultant performance for both design and for construction supervision.
Preliminary design: The second stage in the process of engineering design, usually culminating
in the completion and submittal of a Design Concept Report.
Preproposal conference: A formal meeting sometimes held by the Department during the
preparation period of proposals. The conference allows consultants to ask questions and seek
clarifications prior to submitting proposals.
Progress payment: A fee and expense payment made to a consultant or contractor during
the course of a contract, usually periodically (e.g., monthly) or at a specific completion milestone
(e.g., upon approval of a deliverable).
Project Manager: The Road Section staff member responsible for direct administration of the
design or construction contract on behalf of the Department.
Project-specific contract: A contract related to a specific design project or other service
request.
Quality control (QC) plan: A set of guidelines and procedures maintained by a consultant or
contractor to ensure the production of complete and accurate work. QC plans usually include
specific procedures for checking and correcting work prior to submittal of the work to the
Department.
Request for proposals (RFP): An invitation to submit a proposal for design or other consultant
services. An RFP contains a complete set of instructions for preparing and submitting a
proposal.
Road Section: The agency of the Abu Dhabi Municipality responsible for developing
transportation engineering projects. In this document, the Road Section is referred to as the
Department.
Scope of services: Related to consultants, a comprehensive description of all project
requirements organized by task and schedule. A consultants proposal is based on the scope of
services, which constitutes the primary element of a request for proposal.
Scope of work: Related to contractors, a comprehensive description of all project requirements

organized by task and schedule. A contractors proposal is based on a scope of work, which
constitutes a primary element of the tender documents.
Special Conditions of Contract: Contract terms developed for a specific project, used to
expand or amend the General Conditions that apply to all contracts.
111
APPENDICES
Specialty work: In construction, work performed by specialized subcontractors working under
the prime contractor.
Unit price: In tenders, a price offered by a contractor for one unit of work, that unit being
defined in the project specifications.
Stakeholders: Agencies, parties, or individuals directly affected by a proposed engineering

project. Input from stakeholders is solicited through a notice of intent to tender.
Value engineering: A structured review of engineering design that seeks to achieve the project
objectives at the lowest possible cost.
Standard Drawings: A reference document developed by the Department that includes

construction drawings of standard designs for elements of engineering projects. In specific
Contract Drawings, such elements are incorporated by reference.
Works: The project (or service request) as a whole, usually defined by the scope of services or
tender documents.
Standard Specifications for Road and Bridge Construction (usually referred to as

Standard Specifications): A reference document developed by the Department that includes
Standard Specifications covering most products and procedures encountered in construction
of engineering projects. In specific Contract Documents, Standard Specifications are usually
incorporated by reference.
Stationing: A standardized system of survey control used in engineering design and
construction. Stations occur at regular intervals along a centerline extending through a project.
The centerline and stations provide a reference for all local project dimensions.
Technical proposal: A proposal for design or other services submitted by a consultant in
response to a request for proposal. In this document, generally referred to simply as proposal.
Tender: An offer to perform construction services submitted by a contractor in response to an
advertisement for tenders.
Tender analysis: The process of analyzing tenders for accuracy, completeness, and cost
effectiveness prior to award of a construction contract.
Tender Analysis Report: Prepared by the consultant, the Tender Analysis Report is a technical
and financial analysis of construction tenders. The report includes a recommendation, to the
Department, of which contractor should be awarded the project.
Tender documents: The package of design drawings, specifications, addenda, and other items
that define a construction project for the purposes of tendering. The tender documents are one
of the consultants final deliverables in the design process.
Tender guarantee: A monetary instrument purchased by a tendering contractor. The guarantee
ensures the tender price will be honored if the tender is accepted. If the contractor cannot honor
the tendered price, the face value of the guarantee is forfeited to the Department. Other types of
guarantees may cover aspects of performance by the contractor during the life of the contract
(see Construction Supervision Manual).
Terms of Reference (TOR): A description of the Departments proposed project, including
the intent and goals to be accomplished. A typical TOR would include a scope of services
(a consultants proposed roles, duties, and tasks), schedule requirements, and expected
deliverables, all defined to at least a preliminary level of detail. A TOR is a major part of a Request
for Proposals.
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113

COnsultant Procedure Manual ABU DHABI

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CONSULTANT PROCEDURE MANUAL

2001 Edition / MUNICIPILITY OF ABU DHABI CITY - Consultant Procedure Manual

2.1.6.2 INSURANCE REQUIREMENTS

1.2 CONTENTS AND ORGANIZATION

1.3 REVISIONS AND UPDATES

2.1.6.5 DESIGN PROGRESS REPORTS

2.1.6.6 CONTRACT AMENDMENTS

2.1.6.7 BILLING PROCEDURES

2.1.6.8 CONTRACT CLOSEOUT

SECTION 2: CONSULTANT PROCEDURES

2.2 CONSULTANT QUALIFICATIONS AND PERFORMANCE

2.1.1 ORGANIZATION AND CONTROL

2.2.1 WORKING RELATIONSHIP

2.1.2 COMMUNICATION AND LINES OF AUTHORITY

2.2.2 QUALIFICATIONS OF KEY STAFF

2.2.3 REVIEW OF CONSULTANT PERFORMANCE

2.1.2.1 PROJECT MANAGER

2.1.2.2 RECORDS OF MEETINGS AND CONVERSATIONS 2-3

2.1.3 PROJECT INCEPTION

SECTION 3: DESIGN PROCEDURES

2.1.3.1 PROJECT IDENTIFICATION AND NUMBERING

3.2 DESIGN PREREQUISITES

2.1.3.2 PRELIMINARY ANALYSIS OF PROJECT

3.2.1 ANALYSIS OF COST EFFECTIVENESS

2.1.3.2.1 Terms of Reference

3.2.1.1 PRESENTATION OF ALTERNATIVES

2.1.3.2.2 Schedule and Cost Estimates

3.2.1.2 VALUE ENGINEERING

3.3 DESIGN PROCESS

2.1.3.3 CONTRACTS AND COMPENSATION

3.2.2 QUALITY CONTROL AND QUALITY ASSURANCE

2.1.3.3.1 Compensation for Design Work

2.1.3.3.2 Compensation for Construction Supervision 2-4

2.1.3.3.3 Progress Billing 2-4

3.3.1.1 PURPOSE OF CONCEPTUAL DESIGN

3.3.1.2 DESIGN ALTERNATIVE SUMMARY REPORT

2.1.4 TECHNICAL PROPOSALS

3.3.1 CONCEPTUAL DESIGN

2.1.4.1 REQUEST FOR PROPOSAL (RFP)

3.3.2 PRELIMINARY DESIGN

2.1.4.2 PREPARATION OF PROPOSALS

3.3.3 FINAL DESIGN

2.1.4.2.1 Proposal Content

3.3.3.1 TENDER DOCUMENTS

2.1.4.2.2 Submission Instructions

3.3.3.2 FINAL COST ESTIMATE

3.3.3.3 FINAL DESIGN REPORT

2.1.4.3 PREPROPOSAL CONFERENCE

2.1.4.4 RESPONSE TO TECHNICAL INQUIRIES

3.4 DESIGN REVIEW PROCEDURES

3.4.1 APPROACH TO DESIGN REVIEW

3.4.2 REVIEW PROCESS

3.4.3 REVIEW CHECKLISTS

2.1.5 CONSULTANT SELECTION

2.1.5.1 EVALUATION OF PROPOSALS

2.1.5.1.1 Proposal Evaluation Procedure

2.1.5.1.2 Oral Presentations

3.5 TENDER DOCUMENTS

2.1.5.2 Award of Contract

2.1.6 CONTRACT ADMINISTRATION

2.1.6.1 SCOPE OF SERVICES

2001 Edition / MUNICIPILITY OF ABU DHABI CITY - Consultant Procedure Manual

3.5.1 OVERVIEW OF TENDER DOCUMENTS