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SUBMITTAL PROCEDURES
INDEX TO ARTICLES
PART 1 - GENERAL
1.1 Scope of Work
1.2 List of Submittals
1.3 Definitions of Submittals
1.4 General Requirements for Submittals
1.5 Contractor's Responsibilities
1.6 General Procedures
1.7 Contractor's Distribution
1.8 Additional Submittal
1.9 Photographs of completed project

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01 01 10
SUBMITTAL PROCEDURES
1. GENERAL
1.1 Scope of Work
All submittals shall comply with the requirements of the Contract Documents and shall be
provided as further defined herein.
The requirements herein describe the list of submittals required, definitions, general
requirements, responsibilities and general procedures that are applicable to the Project.
All charges in connection with the delivery and/or distribution of the submittals and/or
resubmission of the submittals to or from the Architect's office or where otherwise directed by
the Architect shall be borne by the Contractor. Charges shall include all costs for packaging,
crating, import duties, custom duty, brokerage fees, insurance, mailing, delivery and handling
to the point of destination. The Contractor may refer to the list of overseas Consultants
involved in this project notwithstanding submissions are not limited to the list of Consultants
only.
Any submittal which is not properly prepared or identified shall be not accepted for review and
will not be returned unless requested for by the Contractor, who shall bear all charges in
connection with the return of said submittal.
The Contractor shall forward submittals in sufficient time to permit proper consideration and
approval by the Architect. Time submission to assure adequate lead time for procurement of
contract. Any delays attributable to untimely and rejected submittals will not serve as a basis
for extension of time claims.
Schedules called for in specifications and shown on shop drawings shall be submitted for use
and information of the Architect. However, the Contractor shall assume responsibility for
coordinating and verifying schedules. The Architect assumes no responsibility for checking
schedules or layout drawings for exact sizes, exact numbers and detailed positioning of items.
The responsibility for the submission of the Shop Drawings rest with the Contractor who shall
ensure that the submission and any resubmission required is minimum 4 weeks ahead of the
Contractor's Construction Programme Schedule.
The Architect reserves the right to request for additional Shop Drawings where deemed
necessary to meet the requirements of the Project. The cost in connection with additional
Shop Drawings shall be borne by the Contractor.
All submittals shall comply with the detailed procedures hereinafter described.
1.2 List of Submittals
1.2.1 The following is a general list of submittals to be submitted by the Contractor prior to
or during the construction of the Project where appropriate:
a) Construction Programme Schedule. (CPS)
b) Critical Path Method Schedule.
c) Submittal Schedule.
d) Shop Drawing Schedule.
e) Mock-Up Programme.
f) Substitution Schedule.
g) Delivery Schedule.
h) Operating and Maintenance Data.
i) Progress Photographs.

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 j) List of Sub-Contractors.
k) All other submittals as requested by the Architect.
1.2.2 Submission of drawings shall include the following which shall conform with the
requirements stated herein:
a) Shop Drawings.
b) Coordinated Working Drawings.
c) Record Drawings.
d) “As-Built” drawings.
1.2.3 Other submittals described hereunder shall be submitted in accordance with the
General Requirements and Specific Requirements of each section of the
Specification:
a) Sample.
b) Product Data.
c) Schedule.
d) Test Results and Test Certificates.
e) Track Record.
f) Construction Procedure.
g) Mock-Up.
h) Indemnity.
i) Reports.
j) Notifications
k) Any other relevant data required.
1.2.4 All Submittals shall be written in the English language and shall use the metric
system.
1.2.5 Unless otherwise directed all Submittals shall be submitted to the Office of the
Architect.
1.2.6 The Contractor shall coordinate all submittal requirements specified throughout the
Contract Documents.
1.3 Definitions of Submittals
1.3.1 Shop Drawings are drawings, diagrams, schedules and other data specially prepared
for the Work by the Contractor or any Sub-Contractor, manufacturer, supplier or
distributor to illustrate some or all portion of the Work as required by the Architect.
1.3.2 Co-ordinated Working Drawings are drawings which show the inter-relationship of the
work of the Contractor and/or various sub-contractors, and are required to clearly
illustrate proper installation, clearances, appearance and accessibility to the works.
1.3.3 Record Drawings are drawings, diagrams, photographs or other data of those parts
of the Work which will become hidden due to the progress of the Work.
1.3.4 “As-Built” Drawings are drawings comprising the plans, sections, elevations and
details to a scale of 1:500, 1:200, 1:100 or 1:50 as may be appropriate to fully illustrate
the completed Work.
1.4 Related Requirements
1.4.1 Unless otherwise indicated herein, the specific requirements for providing particular
submittals shall be as stated in the respective trade sections of the Specifications.

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 1.4.2 The Contractor is to check with the manufacturers on the compatibilities of all
proprietary products being specified and used together in certain Sections of the
Works, and should there be any incompatibility being used together between them, it
must be reported to the ARCHITECT immediately.
1.4.3 Where and to the extent that materials, products and workmanship are not fully
detailed or specified, they are to be:
a) Of a standard appropriate to the works and are suitable for the purposes
stated in or reasonably to be inferred from the contract documents;
b) In accordance with good building practice
c) All products, materials specified in Contract Drawings, specifications or Bills
of Quantities are to be approved for use in Kingdom of Bahrain.
1.4.4 The Contractor will be required to coordinate all submittal requirements specified
throughout the Contract Documents.
1.4.5 The following is a general listing of submittal requirements of the Contract Documents
by the Contractor during or prior to construction of this Project:
a) Critical Path Method. (CPM)
b) Detailed M&E Programme reflecting Testing and Commissioning. (T&C)
c) Mock-Up Programme.
d) Substitutions.
e) Submittal Schedule.
f) Delivery Schedule.
g) Operating and Maintenance Data.
h) Progress Photographs.
i) Confirmed Construction (Record) Documents.
j) All other submittals required by the Contract Documents.
1.5 General Requirements for Submittals
1.5.1 To show the design, materials (kind, thickness and finish), dimensions including
actual field dimensions, constraints, connections and other details necessary to
ensure that they accurately interpret the design intent in the Contract Drawings and
Specifications and are fully coordinated with other work in other section of the
Specification.
1.5.2 To show adjoining Work in such detail as may be required to provide proper
connection with the same.
1.5.3 To show specific location and extent of the work covered.
1.5.4 To show interfacing requirements with related work provided for in other section of
the Specification.
1.5.5 Shop Drawings.
a) General:
i) The submission of Shop Drawings shall be in accordance with the
Schedule of Submission for Shop Drawings that has been approved by
the Architect.

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 ii) The Contractor shall provide the ARCHITECT, and other Consultants
as required with four sets of prints for review and comment and upon
clearance by the ARCHITECT, the Contractor shall provide four sets
of prints of full and complete Shop Drawings for all Shop Drawings. The
Drawings shall be constantly updated in accordance with as-built
situation.
iii) Shopdrawings required for work of various trades, shall be checked
before submission by technically qualified employees of Contractor for
accuracy, completeness and compliance with contract requirements.
These drawings and schedules shall be stamped and signed by
Contractor certifying to such check.
iv) When work is directly related and involves more than one trade, shop
drawings shall be submitted to Architect under one cover.
v) The Shop Drawings shall be constantly updated in accordance with the
as-built situation.
ix) Shop Drawings or Construction Drawings shall be submitted in ample
time for checking and for resubmission of any amendments desired, so
as not in any way to jeopardize the time for completion of the Contract.
Schedule of submissions shall generally be in accordance with a
submission schedule to be agreed with the ARCHITECT on award of
the contract.
vi) At least three weeks shall be allowed for the examination of each
submission of Shop Drawings by the Architect.
vii) Delays resulting from the failure by the Contractor to allow adequate
time for examination shall not be a qualification for the grant of an
extension of time for completion.
vii) Any work carried out before the relevant Shop Drawings have been
checked and approved shall be carried out by the Contractor at his own
risk.
viii) All Shop Drawings shall take into account all as-built information and
conditions.
b) Preparation :
i) Drawings shall be presented in a clear and thorough manner with each
drawing identified. Each drawing shall have sufficient clear space
(127mm x 127mm minimum) for the submittal Stamp of the Contractor,
Specialist Contractor, Architect, or his Consultants.
c) Sheet Sizes:
i) Minimum sheet size:
420mm x 297mm (A3)
ii) Maximum sheet size:
No larger than contract drawing size,
841mm x 1189mm (AO)
iii) Shop Drawings for each trade or series of trade shall be uniform in size.
e) When Shop Drawings are prepared with items of work shown to be carried
out "by others", "Not in Contract" ("NIC"), or similar direction, the Contractor
shall identify the Specialist Contractor responsible for that item of the Work
and indicate the same on the drawings.

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 f) Identification:
All Shop Drawings shall be identified in a title box located at the lower right
corner of each drawing. The identification shall include the following:-
i) Name of Project and project number, for which the Shop Drawings are
being submitted.
ii) Architect's name and project number.
iii) Contractor's name, stamp and signature.
iv) Engineer’s name and address
v) QS’s name and adress
iv) Specialist Contractor's name.
v) Date of submittal.
vi) Drawing title and drawing number.
vii) Revision number and date of each revision, if any.
viii) Reference to the section number in the Specification under which the
Work is to be performed
ix) Drawing and detail numbers that relate to the Shop Drawings.
x) Standards applicable, if any
xi) Architect’s Review Statement as follows:-
 NO EXCEPTION TAKEN  REVISE AND RESUBMIT
 REJECTED  FOR RECORD
 CORRECTIONS NOTED  SUBMIT SPECIFIC ITEM

Ref : ……………………………………………………………………………………………..…
Architect / Engineer review of Shop Drawings is solely for general conformance with
the design concept and general compliance with contract documents pertaining and
limited to Architectural / Structural works only.

Markings or comments shall not be construed as relieving the contractor from full
responsibility for any errors or omission and from compliance with the project plans
and specifications, nor departures therefrom. The contractor remains responsible for
details and accuracy; for conforming and correlating all quantities and dimensions; for
selecting fabrication processes; for techniques of assembly; for sequence of
construction; for coordination of his work with the works of all other trades; and for
performing his work in a satisfactory and safe manner.

Signature: …………………………… Date: …………………………………

1.5.6 Co-ordinated Services Working Drawings.

a) The Contractor shall prepare four set of Co-ordinated Services Working
Drawings combining all of the requirements of the Architect's and other
Consultants' requirements including the requirements of the Specialist
Contractors where applicable which are shown in the Drawings and
Specifications. These Drawings shall show clearly the work to be carried out
and completed by means of:
i) Large scale details,
ii) Detailed dimensions computed from overall dimensions shown on the
Drawings and actual field dimensions,

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 iii) Combined details shown on all relevant Drawings,
iv) Transforming tables, schedules and written information into visual form
of sketches and diagrams and
b) All the information in the Co-ordinated Services Working Drawing required by
the site personnel shall be submitted progressively for each portion of the
work to enable to work to be carried out and completed progressively.
c) The approved Co-ordinated Services Working Drawings shall be submitted
and approved in time for the construction work to begin in order to meet the
requirement of the approved Construction Program.
1.5.7 Record Drawings.
a) The records shall be checked by the Architect while the work is open for
inspection.
b) The Contractor shall also keep records of alterations, changes, omissions
and additions to the Works.
c) All records shall be recorded by the Contractor. It shall be amplified with
supplementary dimensioned sketches where necessary and submitted to the
Architect within two weeks of completion of the item of work.
1.5.8 "As-Built" Drawings.
a) “As-Built” drawings for architectural and structural works shall be submitted
as soon as any part of the work is completed or as agreed by the Architect.
“As-Built” Drawings in respect of all other Works shall be submitted within 6
weeks of the date of issuance of the Completion Certificate.
b) The submission of “As-Built” Drawings shall comprise six sets of paper prints
and six sets of of soft copies (DWG) in CD.
c) For structural works, any amendment to the design drawing shall be recorded
by the Contractor. It shall be amplified by the Contractor with supplementary
dimensioned sketches and submitted to the Architect within 4 weeks of the
completion of that work. “As-Built” Drawings for structural works shall include
steelwork Shop Drawings and the Contractor's design calculation for
steelwork connections.
1.6 Contractor's Responsibilities
1.6.1 The Contractor shall prepare all the submittals promptly in accordance with the
Schedule of Submittals, and in such sequence that it will not delay the Work.
1.6.2 The Contractor shall coordinate each submittal with the requirements of the Work and
of the Contract Documents.
1.6.3 The Contractor shall review and check all submittals for conformance prior to the
submission to the Architect for review.
1.6.4 The Architect shall be notified of any deviation from the requirements of the Contract
Documents or alternative proposal in the Contractor’s submittals
1.6.5 The Contractor shall allow ample time in his schedule for the review of any deviation
and the deviation shall not delay the submittal process.
1.6.6 The Contractor shall determine and verify where necessary, all items indicated
herein, and all other information required for a complete and proper submission
including but shall not limited to the following:
a) Conformance with Contract Documents.
b) Conformance with Submittal requirements.

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 c) Catalogue/model numbers or similar data.
d) Site measurements and modular setting-out.
e) Site construction criteria.
f) Clearances and Tolerances.
g) Connections.
h) Accessibility.
i) Servicing.
j) Maintenance.
1.6.7 Prior to the submission, each submittal shall be affixed with the Contractor's company
stamp, date of submission, authorized signatory certifying the submittal has been
reviewed and the product has been verified, name of person responsible for the
coordination of the information within the submittal, site measurements and site
construction criterias.
1.6.8 The Contractor is to carry out their submissions earlier if they are of the opinion that
the drawings will not be approved during the first review.
1.7 General Procedures
The following Submissions by the Contractor are to be accompanied by Standard Submission
Forms:

(a) Contractor’s Submission, including Shopdrawings and Product Data.

(Refer to Appendix A)

(b) Material & Sample Submission. (Refer to Appendix B)

1.7.1 Transmittals:
a) All submittals shall be accompanied by a transmittal form from the Contractor
bearing the letterhead of the Contractor’s firm and setting forth the following
minimum identification information :-
i) Project Title.
ii) Architect's Job Reference Number.
iii) Date of submission and Architect’s file number or date of resubmission
in the case of a resubmission.
iv) Related section number(s) of the Specification, where applicable.
v) The transmittal form shall be duly filled with the drawing number,
drawing title stated in full for each drawing and stating the quantity of
drawing submitted.
b) Letters in lieu of transmittal forms shall not be permitted.
c) Separate transmittal forms shall be used for the submission of each of the
subcontractor’s proposal.
d) The Contractor shall number each transmittal form consecutively.
1.7.2 Shop Drawings:
a) The Contractor shall submit Shop Drawings in accordance with the Submittal
Procedure Number listed below and in quantities as specified herein.
b) Submittal Procedures:

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 i) Submittal Procedure No. 1 - For Architectural Shop Drawings: Two (2)
sets of prints of the Shop Drawings shall be submitted to the Architect
for review and comment. Upon approval by the Architect, Three (3)
sets of prints and Four (4) set of softcopies (DWG) in CD, where
required of each drawing shall be submitted directly to Architect's
office, unless otherwise directed.
ii) Submittal Procedure No. 2 - For Structural, Mechanical, Electrical and
plumbing Shop Drawings: Two (2) set of prints of the Shop Drawings
shall be submitted to the Structural Engineer and MEP Consultant
respectively for their review and comment. Upon approval by the
Structural Engineer and MEP Consultant respectively or in some cases
the where it includes the Architect, Three (3) prints and Four (4) set of
softcopies (DWG) in CD of each drawing, where required, shall be
submitted directly to Architect's office, unless otherwise directed.
iii) Submittal Procedure No. 3 - For Vertical Transportation and Special
Equipment (i.e., Lifts, Window Washing Systems, etc.) Shop Drawings:
Two (2) set of prints of the Shop Drawings shall be submitted to the
MEP Consultant for his review and comment. Upon approval by the
MEP Consultant or in some cases where it includes the Architect,
Three (3) prints and Four (4) set of softcopies (DWG) in CD of each
drawing, shall be submitted directly to Architect's office, unless
otherwise directed.
1.7.3 Architect's Review And Distribution.
a) Architect's Review
i) All submittals shall be submitted in accordance with the following
procedures.
ii) The Contractor shall note that the Architect's review of Shop Drawings
shall be to verify conformance with the design concept of the Project
and for information given in the Contract Documents.
iii) Non conformities and errors detected during review shall be noted in
Shop Drawings returned to the Contractor upon the completion of
Architect's review.
iv) The Architect shall not be responsible for the completeness or
accuracy of the Contractor's Shop Drawings, nor shall he be
responsible for checking the dimensions.
v) Acceptance of the Shop Drawings including deviations not detected
during review shall not relieve the Contractor from his sole
responsibility to provide Work conforming strictly to the Contract
Documents.
vi) Shop Drawings review shall include all relevant engineering
calculations necessary to support the content in the shop drawings.
vii) Following the Architect's review, a "stamp" shall be affixed to each
submittal with the initial or signatures of the person who reviewed the
submittal, date of review, and bearingany one of the following stamp
where appropriate :-
- "NO EXCEPTIONS TAKEN" which shall mean that the
construction, fabrication and/or manufacture may proceed
subject to the provision that the Work is carried out in accordance
with the requirements of the Contract. Final acceptance of the
Work shall be contingent upon such compliance.

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 - "MAKE CORRECTIONS NOTED" which shall mean that the
construction, fabrication and/or manufacture may proceed,
subject to minor corrections indicated on the Shop Drawings and
subject to the provision that the Work is carried out in accordance
with the requirements of the Contract. Final acceptance of the
Work shall be contingent upon such compliance.
- "REVISE AND RESUBMIT" which shall mean that the Shop
Drawings do not reflect the design intent and no construction
fabrication and/or manufacture shall be permitted. Work may not
proceed on site.
- “REJECTED” means that the drawings do not comply with the
requirements of the submission. Work may not proceed on site.
- “FOR RECORD” means that the drawing issued is not meant for
construction but as advance information to the Contractor for
their preparation of resources and co-ordination of works.
- “SUBMIT SPECIFIC ITEM” which shall means the Shop
drawings submitted is not complete. Work may not proceed on
site until the said items is submitted and accepted.
b) Architect's Distribution:
i) Shop Drawings:
The Architect shall retain the black and white prints of each drawing
and shall return the reviewed copies to the Contractor with the
Architect's stamp affixed thereto and the approval status clearly
indicated.
1.6.4 Requirements for Resubmission.
a) The Contractor shall amend all the submittals in accordance with the
requirements of the Architect and shall resubmit all submittals for approval
where required until the submittals are approved. All costs and time in
connection with the resubmission shall be borne by the Contractor.
b) The Contractor shall use prominent codes or other means of acceptable
identification for any changes made including changes requested by the
Architect.
1.7 Contractor's Distribution
1.7.1 Upon approval by the Architect, the Contractor shall proceed to distribute
reproductions of the Shop Drawings which shall carry the Architect's company title
block to :
a) Job site file:
i) Copies of all Shop Drawings stamped with "Shop Drawing Reviewed
by Architect" shall be available at the Project site at all times upon
request by the Architect' or his representatives.
b) Record Documents file.
c) Subcontractors.
d) Supplier or Fabricator.
e) Others to be determined by Contractor for site distribution purpose.

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 1.8 Additional Submittals
1.8.1 The Architect retains the right to request additional Shop Drawings, Product Data or
Samples as deemed necessary to satisfy the required project requirements or the
Employer's requirements.
1.8.2 Said additional data to the Architect shall be in full compliance with all submittal
requirements, at no additional cost to the Employer.
1.9 Photographs of completed project.
1.9.1 Upon completion of the project, the Contractor shall engage a professional
photographer approved by the Architect to take 24 colour photographs (5R size) and
24 colour slides. The angles for the photos shall comprise the exterior, interior,
details, landscape and birdeye view, which include the day and night scene. These
shall be submitted to the Architect in an album and a slide box respectively. The
Architect shall then select and inform the Contractor of the 6 photographs chosen for
cropping and enlargement (maximum size 210 x 297mm). The Contractor shall
arrange to send the negatives to an approved laboratory enlargement; and furnish
the 6 photographs in an album, together with all the colour negatives to the
Architect. In addition, the Contractor shall also submit the softcopy of the photos
having at least 300dpi resolution and in TIFF format. The ownership and copyrights
of all photographs, negatives and slides shall be vested in the Employer.

- END -

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