Scope Tip
Clearly define what the construction documentation needs to accomplish and the level of detail required. Documentation developed for permitting or approval may require different information than documentation used for bidding and construction, and some projects will require documentation that serves multiple purposes.
Scope Item Definition
Develop the plans, specifications, drawings, maps, construction notes, and other documentation needed to communicate the trail design and construction requirements for permitting and approvals, procurement, and construction.
The type and level of construction documentation will vary significantly by project. Some projects may rely primarily on trail specifications, maps, field-marked alignments, and construction notes, while others may require detailed plans, drawings, structure or feature details, quantities, and other project-specific documentation.
Construction documentation builds on the planning and design completed for the project and provides a common basis for contractors to understand and price the work and for the owner to evaluate completed construction against the intended design and specifications.
Depending on the project, the documentation may represent the final or construction-ready level of trail design, or it may support a project in which some design decisions will continue to be made in the field during construction. The same documentation may also be incorporated into or used to support permitting, environmental review, or land-manager approval.
When / Where It Applies
Construction documentation and specifications are developed when documentation is needed to move a planned or field-designed trail project toward permitting, approval, procurement, or construction.
The required level of documentation varies significantly by project. A project with a field-designed alignment may need trail specifications, maps, GIS data, construction notes, and details for specific features or treatments. Other projects may require more detailed plans, drawings, quantities, structure details, or other construction information.
Documentation may also be required as part of permitting, environmental review, or land-manager approval. Plans, specifications, structure details, resource-protection measures, and other design information may need to be developed before permits or approvals can be completed.
Clear construction documentation is particularly valuable when a project will be competitively bid because it establishes a consistent basis for contractors to understand and price the work. It also establishes the design, specifications, and expectations against which completed construction can be evaluated and approved.
The scope should clearly define the intended uses and required level of detail for the construction documentation and specifications.
Scope Considerations
Depending on the project, the scope should consider and clearly define:
Purpose and intended use of the documentation, including permitting, approvals, bidding, construction, and construction quality and approval, as applicable.
Trail alignment and level of design development to be documented.
Required plans, drawings, details, specifications, maps, schedules, construction notes, or other construction information.
Trail dimensions, grades, cross-slopes, surfacing, and other applicable trail specifications.
Required documentation for drainage features, tread hardening, structures, specialty features, and other project-specific construction elements.
How locations and limits of different construction treatments, details, or specifications will be identified.
Required material specifications, quantities, or construction methods where applicable.
Required engineering or other technical design where applicable.
Required cost estimates or quantity takeoffs.
Applicable permitting, land-manager, accessibility, or other design requirements that must be incorporated into the documentation.
What is fixed by the documentation and specifications and what may be determined, refined, or adjusted in the field during construction.
Required review, approval, and revision process.
Required formats and level of detail for plans, drawings, specifications, GIS data, and other deliverables.
Owner-Provided Information
The owner should provide the following, if available and applicable:
Approved planning, conceptual design, field design, or other preceding project documents.
Approved trail corridor and/or alignment information, including field markings, GPS tracks, GIS data, control points, or other available documentation.
Available surveys, mapping, GIS data, topographic data, geotechnical information, or other site information.
Existing trail, road, facility, utility, infrastructure, or access information relevant to construction.
Applicable agency or land-manager standards, specifications, standard drawings, or design criteria.
Applicable permits, approvals, environmental documentation, BMPs, and resource-protection requirements.
Existing engineering, technical studies, reports, or other project-specific design information.
Available information on known site conditions, access, staging, materials, or construction constraints.
Deliverables
Depending on the scope, deliverables may include:
Construction plans, drawings, and maps.
Trail specifications and design criteria.
Trail alignment and other GIS/spatial data.
Typical trail sections and construction details.
Construction notes and material specifications.
Structure, crossing, drainage, and other feature details.
Permit or environmental review drawings and supporting design documentation.
Resource-protection or mitigation requirements.
Quantities, bid schedules, or other procurement documentation.
Construction cost estimate.
Draft, review, and final documentation.
Pricing & Payment Considerations
The solicitation should clearly define the anticipated level of effort and pricing considerations, including:
Approximate trail mileage and project complexity.
Existing level of planning and field design.
Intended use and required level of detail for the documentation.
Number and complexity of structures, crossings, drainage features, and other designed elements.
Specialized technical services or documentation required for the project.
Permitting and agency documentation requirements.
Required plans, drawings, specifications, maps, quantities, and digital files.
Anticipated review and revision cycles.
Meetings, site visits, field reviews, and agency coordination.
Mobilization and travel requirements, including whether travel time and expenses should be included in the proposed price or reimbursed separately.
Whether permitting fees, surveys, technical studies, or other direct costs are included or provided separately.
Pricing may be structured as a lump sum or time and materials with a not-to-exceed amount, depending on how clearly the required documentation, technical services, and review process can be defined.
Common Scope & Contracting Issues
Using “construction documents” or “specifications” without defining their intended purpose, required contents, level of detail, and complete deliverables.
Assuming every trail project needs the same level of construction documentation.
Providing insufficient scope, quantity, or design information for contractors to prepare comparable bids.
Not distinguishing fixed requirements from elements that may be field designed or adjusted during construction.
Over-prescribing field construction or leaving design decisions open without clear specifications, performance expectations, control points, or decision-making authority.
Not establishing criteria for evaluating construction quality and conformance with the design.
Not identifying structures, crossings, or other features needing specialized documentation or engineering.
Overlooking permitting, environmental, land-manager, professional stamping, or document-format requirements.
Not assigning responsibility for surveys, technical studies, supporting information, review, revisions, and approvals.
Assuming preparation of construction documentation also includes obtaining permits or approvals without assigning those responsibilities.