QUALITY ASSURANCE AND QUALITY CONTROL
2. Interface Control Document
The Interface Control Document shall cover the content set out in the following table wherever applicable. The demarcation of works to be provided by each Works Package Contractor shall be clearly stated. Interface Control Document (Typical Table of Contents) 1 Introduction 2 Reference Documents 3 Abbreviations and Definitions 4 Interface Task Allocation 4.1 Interface Task Allocation Table 5 Interface Details: 5.1 System Configuration 5.1.1 Interface Demarcation Diagram 5.2 Physical Interface
5.2.1 Nature, Naming Convention, Location and Quantity Nature, Location and Quantity 5.2.2 Electrical Interface 5.2.3 Mechanical Interface 5.3 Functional Interface 5.4 Protocols 5.5 Software and Data Interface 5.6 Design Constraints 5.7 Environmental conditions and Electromagnetic Compatibility 6 Scope of Supply 7 Delivery and Installation 8 Inspection and Testing 8.1 Test Methodology 8.2 Protocol Tests 8.3 Independent Tests 8.4 Point‐to‐Point Tests 8.5 Integrated System Functional Tests 8.6 Logical sequence and dependence of the Tests 9 Interface Requirement Verification Matrix 10 Programme
Appendices and Drawings App 1 Detailed Data Interface Schedules App 2 Cables Termination Schedules / Drawings App 3 System Start‐up parameters App 4 Access dates, Key dates and schedule for information exchange App 5 List of critical interface items App 6 Table of Deliverables App 7 Time Schedule for Inspection and Testing END OF SECTION
SECTION G14
DOCUMENT MANAGEMENT
Documents, submissions and correspondenceG14.1 (1) All documents which shall be submitted to the PDP in accordance with the requirements of the Contract, shall be provided in the standards established by the PDP. Documentation and drawings shall consist of a series of diagrams, schematics, drawings, layouts, plans, tables, method statements, handbooks, manuals etc. which together shall comprehensively describe and detail the whole of the Works in every respect. Such documentation and drawings shall contain sufficient information and details so as to facilitate provision of the Works and to permit the Railway Operator to eventually maintain, operate and carry out engineering modifications to the Works.
(2) Copies of correspondence relevant to the execution of the Works and received from or dispatched to Relevant Authorities, utility undertakings and Other Works Contractors shall be provided to the PDP for information as soon as possible but in any case not later than one (1) working day after receipt or dispatch.
(3) All documents shall be submitted to the PDP in both hard and soft copy format. For soft copies, the associated electronic files shall be submitted as a Portable Document Format (PDF) file converted either from a scanned copy of the printed document or directly from the original native electronic file. Each document shall be submitted as a single PDF file, except in cases where the file size exceeds 100MB in which case the document may be submitted as multiple files. For the submission of deliverables, a copy of the original native electronic files used to create the document shall also be provided.
(4) All documentation shall be clearly legible, comprehensively indexed, fully cross referenced, set out logically and consistent in the use of symbols, texts, layouts, title boxes etc. Each and every sheet of documentation and drawings shall contain at least but not limited to the following:
a) Project title;
b) Originator; c) Main title; d) Sheet Number;
e) Sheet Title;
f) Issue Type e.g. Preliminary, Inspection, Approval, Construction, Testing, As‐Built etc.;
g) Modification Status;
h) Revision Number and Date; and
i) Signature in respect of preparation, checking, approval of originating organisation.
(5) The hard copy of all documents shall be the contractual copy. Before electronic files of documents are submitted to the PDP, the Works Package Contractor shall verify that the electronic files exactly match the hard copy documents.
(6) Unless otherwise specified or as instructed by the PDP, the Works Package Contractor shall submit the number of copies of documentation and drawings to the PDP based on the following: For Document Submissions: Issue No. of Copies Inspection / Approval 3 (A4 or A3 size) Testing Records / Reports 2 (A4 or A3 size) Monthly / Weekly Reports 3 (A4 or A3 size) Commissioning / Maintenance Copies 2 (A4 or A3 size) Final As‐Built Records 4 (A4 or A3 size)
Final Manuals, Handbooks etc. (including operational manuals)
6 (A4 or A3 size)
General submissions other than the above 3 (A4 or A3 size)
All of the above shall also include one (1) electronic copy on CD ROM in pdf format and in the native file format.
For Drawing Submissions:
One (1) A1 size original, three (3) sets of A1 prints, six (6) unbound sets of A3 size prints reduced from the A1 size original, six (6) electronic copies (AutoCAD and pdf file formats), and a drawing list in hard copy and soft copy (WORD or EXCEL file).
G14.2 Electronic File Formats
Standard format for electronic files
G14.2.1 For deliverables which are to be submitted in electronic format, the submission shall be in English version and shall comply with the
following formats compatible with Intel®/Windows® based personal computers, or their natural successors, unless otherwise specified in the Contract: • Text documents – Microsoft Word (.doc or .docx format) • Spreadsheets – Microsoft Excel (.xls or .xlsx format) • Presentations – Microsoft PowerPoint (.ppt or .pptx format) • Databases – Microsoft Access (file format to be agreed with the PDP) • Programming / Scheduling – Primavera P6 • CAD produced drawings – Refer to the PDP’s CAD Guidelines • Digital Photographs (as individual files) – JPEG format (minimum size of 5 megapixels and minimum resolution of 300dpi)
• Scanned documents – PDF format at a minimum resolution of 300dpi
Document layout standard
G14.2.2 To ensure consistency and to enable automatic uploading of submitted electronic data, where applicable and specified in the Contract, the Works Package Contractor shall: a) use the electronic document templates provided by the PDP in preparing his submissions; and b) use the application systems provided by the PDP in, but not limited to, entering and uploading project data, data analysis and report generation.
Copy protection G14.2.3 The Works Package Contractor shall provide, together with the submission, any applicable decryption key, password or certificate to enable the PDP to review the submitted electronic data. Submission media G14.2.4 Electronic files shall be submitted on CD‐ROM discs or other media approved by the PDP. Submissions programme
G14.3 (1) The Works Package Contractor shall, within thirty (30) days of the date of the Letter of Acceptance, submit a programme covering all proposed submissions to the PDP.
(2) The submissions programme shall include each submission stated in the Contract as being required to be submitted. (3) The submission programme shall ensure that all submissions
are properly co‐ordinated with the Works Package Contractor’s overall programme, particularly in respect of the following:‐
testing work; b) Co‐ordination with Other Works Contractors; c) Including due allowance for the PDP’s review process to be undertaken and including the time needed for any re‐submissions.
(4) The Works Package Contractor shall include in the monthly report, a full list of all submissions and their current status in comparison to the submissions programme. Reasons shall be provided for any delayed submission and the proposed corrective action that will ensure that the delay does not affect any overall or stage completion dates, particularly those that interface with other parties. Submission and review procedure G14.4 (1) Except where specific procedures are given for certain items, all submissions shall be submitted and reviewed according to the procedure laid down in the following clauses. The Works Package Contractor shall demonstrate that individual submission documents have been subject to his internal review process prior to submission to the PDP.
(2) Each submission shall be made under cover of a submission form and include a brief introduction to explain to which sub‐system, part or section of the Works the submission refers, listing the documents enclosed with the submission, and describing in outline how all relevant requirements of the Specifications are achieved by the proposals. (3) Within twenty one (21) days of receipt of the submission, the PDP shall respond to the Works Package Contractor in one of three codes: (a) CODE 1: Approved (Work May Proceed); (b) CODE 2: Approved With Comment; and (c) CODE 3: Resubmit (Physical Work Cannot Proceed).
(4) If the PDP, having reviewed the submission, has not discovered any non‐compliances under the Contract, he shall respond with the review status ‘Approved’, and which shall entitle the Works Package Contractor to proceed to the next stage of the programme of work.
(5) If the PDP discovers minor non‐compliances, discrepancies, or omissions etc. that, in his opinion, are not of a fundamental nature, he shall respond with ‘Approved With Comments’, including a list of the features that require to be amended, included or improved to comply with the Contract. Issue of such a response serves as a notice of Approval which
entitles the Works Package Contractor to proceed to the next stage of the programme of work provided that all of the PDP’s comments are adequately addressed within fourteen (14) days from the issue of the PDP’s comments.
(6) If the PDP discovers major non‐compliances, discrepancies, or omissions etc. that, in his opinion, are of a fundamental nature, he shall respond with ‘Resubmit’, including a list of the features that require to be amended, included or improved to comply with the Contract. Issue of such response serves as a notice of rejection which does not entitle the Contractor to proceed to the next stage of the programme of work until all of the PDP’s comments are adequately addressed and a re‐submission has been approved by the PDP.
(7) The Works Package Contractor shall attend meetings to review submissions and related activities on a regular and/or ad hoc basis, upon receiving reasonable notice from the PDP.
(8) Any approval, check, certificate, consent, examination, inspection, instruction, notice, proposal, request, test, or similar act by the PDP (including absence of disapproval) shall not constitute a waiver nor relieve the Works Package Contractor from any responsibility, obligations or liabilities he has under the Contract, including responsibility for errors, omissions, discrepancies and non‐compliances.
Project records G14.5 (1) The Works Package Contractor shall use a database program for registering all the Project documents following the document numbering schemes approved by the PDP.
(2) The Works Package Contractor shall ensure the full and timely submission of the Contract Deliverables.
(3) The Works Package Contractor shall establish and maintain the Project records containing the originals. The index for the Project records shall be kept up to date and shall indicate the location of the files for ease of access.
(4) The Works Package Contractor shall maintain the Project records files in good condition, and filed in accordance with the prescribed document numbering system, if applicable, or any other established indexing system.
(5) The Works Package Contractor shall control access to the Project records and removal of the records temporarily or permanently until the Project records, in part or in their entirety, are handed over to the PDP on an on‐going basis or at the practical completion of the Works.
identify the types of records to be handed over for review by the PDP ninety (90) days in advance of the intended hand over of any Project records or earlier as required by the PDP including those at the time when the Works Package Contractor applies for a Certificate of Practical Completion of the Works. The final documents handed over to the PDP shall be in hard copy and include software copy on ROM disc media or hard disk format. The hard copies and electronic files shall bear document numbers and revision identifications.
(7) Site Records Office:
a) The Works Package Contractor shall establish and maintain at the Site a records office which contains the Project documents until such time the documents are all handed over to the PDP.
b) Site Records ‐ The Works Package Contractor shall file and store in the Site records office all documents which relate to the quality and as‐constructed condition of the Works including, without limitation: i) Controlled copies of quality system
documents;
ii) Progress records or progress reports not previously submitted to the PDP;
iii) Certificates for manufactured goods and materials;
iv) Records of sampling, inspections and tests; v) Records of inspections by Relevant
Authorities;
vi) Reports of nonconformities and their disposition;
vii) Reports and data relating to concessions; viii) Records of surveys of the Permanent Works or
E&M parts of the Permanent Works;
ix) Any construction or manufacturing drawings containing marked up details of as‐built dimensions or properties;
x) Any other data relevant to the as‐constructed Permanent Works; and
required by the PDP.
c) The documents stored at the Site shall be the original
versions and not photocopies unless the original versions have been dispatched to the PDP or third parties and are no longer in the Works Package Contractor's possession.
d) Filing and storage:
All documents shall be filed, indexed and suitably stored to permit easy identification and access on a frequent basis. Media containing master copies of electronic files of all deliverables and Contract data shall be stored in a safe with a four (4) hour fire rating.
e) Each records office shall be suitably sized, have a fire rating of at least 2 hours and, as a minimum, 24‐hour air conditioning for humidity and temperature control.
f) The Works Package Contractor shall ensure that each
records office is provided with adequate colour photocopying facilities and shall provide the PDP with such photocopies of the stored documents as he may request.
g) Take over of documents:
The Works Package Contractor shall ensure that the Project records are properly filed and indexed and in a fit condition to be taken over by the PDP at the time that the Works Package Contractor applies for a Certificate of Practical Completion for the Works. The Works Package Contractor shall provide the Site records documents for final handover. The Works Package Contractor shall provide detailed filing indexes to the records to be handed over when the PDP notifies his intention to takeover the documents or the Works Package Contractor shall, not later than thirty (30) days before the anticipated date of applying for a Certificate of Practical Completion for the Works, notify the PDP that such documents will be available for collection.
h) At the appropriate time as determined by the PDP, or
within fourteen (14) days of receipt of an application for a Certificate of Practical Completion for the Works, or upon termination of the Works Package Contractor's employment under the Contract, the
PDP may notify the Works Package Contractor that the PDP intends to take over the Project documents, in which case the Works Package Contractor shall allow the PDP immediate access to such documents and shall provide a detailed filing index, provide the materials and labour in packaging and transferring all the records, as agreed by the PDP, certify completeness of the records and do all other things necessary for the purpose of transferring them to the custody of the PDP.
i) Upon notice being given by the PDP or Works
Package Contractor the Project documents shall vest in the PDP.
k) PDP's custody of documents:
i) The PDP shall establish and maintain premises in which he shall store any documents of the Works Package Contractor taken over for a period of not less than six (6) years from the completion of the Defects Liability Period for the Works.
ii) The PDP shall not, without the consent of the Works Package Contractor, otherwise destroy or part with possession of any such documents prior to expiration of the period referred to in sub‐clause i) above.
iii) The PDP shall, upon reasonable notice, allow the Works Package Contractor access to all documents taken over and shall provide copies of any such documents as the Works Package Contractor might reasonably request.
l) Works Package Contractor's custody of documents:
The Works Package Contractor shall maintain in Malaysia his archive of all documents in connection with and arising out of the Contract, excluding any documents taken over by the PDP, for a period of six (6) years from the completion of the Defects Liability Period for the Works. END OF SECTION