01Compare assemblies instead of facing materials
A segmental block, concrete, rock, large-block or other wall label describes only part of the proposed work. Require each option to identify bearing preparation, structural elements, reinforcement, retained fill, filtration, drainage, outlets, caps, transitions and surface restoration. Use the same wall limits and site plan for every option. A visually preferred face does not resolve whether the complete assembly suits the soil, geometry, loading and water conditions.
- All hidden and visible components
- Matching wall limits for each system
- Design responsibility stated explicitly
02Match assumptions to West Kelowna site evidence
List what each system assumes about retained height, back slope, foundation material, groundwater, surcharge, seismic design inputs, nearby structures and property boundaries. Record who verifies each assumption and when. Product charts or standard details may support a submittal, but they do not replace project-specific design where professional services are required. An unresolved soil or loading assumption should remain a decision item rather than disappearing into a generic installation detail.
- Geometry and loading basis
- Soil and water evidence
- Assumptions assigned to a verifier
03Test whether the system can actually be constructed
Draw the excavation width, reinforcement zone, equipment reach, haul route, stockpile areas and restoration limits required by each alternative. Include temporary support, water control, occupied routes and neighbouring access. A finished wall can fit a narrow strip while the construction sequence cannot. Ask proponents to explain how materials enter, excavated soil leaves, utilities are protected and the slope remains managed during each stage of work.
- Finished footprint and construction footprint
- Equipment and material movement
- Temporary-condition responsibilities
04Compare drainage interfaces system by system
For each wall option, trace surface water, behind-wall collection, filtration, conveyance, outlets and overflow. Show how drainage intersects reinforcement, footings, steps, returns, stairs, landscaping and adjacent walls. Identify inspection and maintenance access. Avoid accepting the same generic drainage note for systems with different geometry or construction. The drainage concept should be coordinated with professional design and current City requirements for the actual property.
- Collection-to-discharge route
- Interfaces at every transition
- Maintenance and overflow access
05Define finish, transitions and long-term upkeep
Record the visible face, colour, texture, coping, joints and expected variation for each proposal, then document transitions to grade, stairs, fences, guards, paving and planting. Ask for maintenance instructions supported by the selected system and accepted documents. Do not invent lifespan claims or present one material as maintenance-free. Staining, vegetation, freeze-thaw exposure and outlet access should be discussed without guaranteeing appearance or performance.
- Approved samples and finish references
- Edge and transition details
- Documented inspection and upkeep tasks
06Build a product and submittal register
List exact product names, current technical data, compatible components, installation instructions, environmental limitations, drawings, calculations where required, samples, field-review points and substitution rules. Connect each submittal to a drawing callout and revision. A contractor’s alternative should be reviewed before purchase or installation, not documented after concealment. Keep manufacturer information separate from professional conclusions about project-specific suitability.
- Exact models and current documents
- Drawing and submittal cross-reference
- Written review of substitutions
07Record the accepted wall system at closeout
Create an assembly schedule showing what was proposed, approved and documented as installed for each wall segment. Link photographs, delivery records, reviewed substitutions, field observations, outlet locations, surface grades and maintenance access. Note evidence that was not collected and conditions outside the project scope. The final record should help a future owner understand the system without claiming that documentation alone proves installation quality, stability under every condition or a guaranteed service life.
- Segment-by-segment assembly schedule
- Concealed-work evidence indexed
- Unverified conditions stated honestly