ATTACHMENT B PROJECT DATA & DELIVERABLES STANDARDS

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EASTERLY SECONDARY SYSTEMS IMPROVEMENTS WBS NO. TP.E. 1255

JANUARY 2011

ATTACHMENT B

PROJECT DATA & DELIVERABLES

STANDARDS

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ATTACHMENT B DATA AND DELIVERABLES STANDARDS

Attachment B Project Data & Deliverables Standards

Overview

This Attachment, Project Standards & Requirements – Data, Drawings & Deliverables, includes the following sections:

• Data Collection & Management Plan

• Project/District Information Technology Standards

• Project Data Management System(s) & GIS Data Standards

• Coordination with Other Projects/Departments

• Project Data Dissemination/Communication

• Project Drawings & Deliverables

Note: Not all sections of this document may by applicable for the project. If there are any questions, please contact the project manager. For applicable items, discussion addressing each shall be included in the Consultant’s proposal.

Note (2): There may be additional requirements in order to comply with the District’s Program Management and Records Management Program. If necessary, this information will be provided to the Consultants.

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Project Data Collection and Management Plan

If required by the project scope of work, the Consultant shall develop a Project Data Collection and Management Plan in the form of a Technical Memorandum. The sections of the Data Collection and Management Plan shall be submitted for District review prior to inclusion in the final Data Collection and Management Plan. Two (2) copies of the final Data Collection and Management Plan shall be produced and submitted in a 3-ring binder and in appropriate electronic format. 1 copy of the final Data Collection and Management Plan shall remain with the Project Manager, 1 copy shall be sent to the Engineering Library for the central project file. The Data Collection and Management Plan shall be revised as necessary throughout the project and, at a minimum, shall include the following sections:

• Data Needs Assessment & Collection – This section shall document the project data needs and collection processes and procedures, as specified in the Scope of Work and Consultant proposal. The data needs assessment and collection plan shall also include appropriate QA/QC processes and procedures.

• Data Management Plan – This section shall document the processes and procedures for managing, accessing, displaying and delivering project data gathered and created during this project, with consideration to and in conjunction with other application District-wide information management system requirements. The data management plan shall also include appropriate QA/QC processes and procedures.

• Hardware/Software Information – This section shall document all applicable computer hardware, software and related equipment to be purchased, developed and/or utilized on this project. Procurement shall be coordinated with the District’s IT and EI&T Departments.

• Project Metadata – Metadata shall be developed for all applicable data collected or created during the project. The Consultant shall coordinate with the District’s Engineering Information & Technology Group regarding the development and creation of Project Metadata and adherence/applicability of the current District GIS Metadata Standards.

• Additional Sections - Additional sections may be required as a result of the Consultant’s project approach or at the request of the District.

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Attachment B Project Data & Deliverables Standards Page 4 of 11

Project/District Information Technology (i.e. Hardware/Software) Standards

The following table lists the District’s current allowable software products (as of January 2010):

File Types Allowable Software Products* Word Processing Microsoft Word

(Version 2003 or newer – The District’s current version is Word 2003/2007)

Spreadsheet Microsoft Excel

(Version 2000 or newer – The District’s current version is Excel 2003/2007)

Presentation Microsoft PowerPoint

(Version 2000 or newer – The District’s current version is PowerPoint 2003/2007)

Scheduling Primavera

(Version details to be finalized during project negotiations)

Note: Use of any other scheduling software packages must receive written approval from the District.

Database Microsoft Access and/or Oracle

The extent of use for any database software shall be identified and discussed during Contract Negotiations. The District’s current versions are Access 2003 and Oracle 10g for GIS databases.

GIS/Mapping ESRI – ArcGIS (9.x)

The extent of use for any GIS/mapping software shall be identified and discussed during Contract Negotiations and in coordination with the District’s Engineering Information & Technology Group.

Graphics Adobe Creative Suite (e.g. Illustrator)

(All graphics generated during this Project shall be turned over to the District in two formats; 1. A “read-only”/printable format (Adobe .pdf files), and 2. The original, or “editable” format, such as .ai, .jpg, or.gif)

Email – Calendar Compatible w/ Novell:Groupwise

The District’s current E-Mail package is Novell: GroupWise. The Consultant ‘s recommended technical solution shall be compatible with Novell: GroupWise. Modeling Software If needed - to be identified and discussed during Contract Negotiations.

Design/Drafting AutoCAD

Version 2006 or newer – The District’s current version is AutoCAD 2006/2010 Note: Use of any other Design/Drafting software packages must receive written approval from the District. The Consultant shall indicate which version they will use for design projects.

Document Exchange .PDF

For miscellaneous documents to be exchanged in a read-only format – PDF files that are viewable by Adobe Acrobat Reader (V. 6 or newer) are accepted.

Other Software Any other software not listed shall need written approval from the District.

Operating System Platform – The District’s current standard operating system platform is Windows 2003 and Netware 6.5 for servers and Windows XP for the desktop PCs. For additional information regarding current network infrastructure, contact the District’s IT Department.

Server and Desktop Software – The District’s IT Department manages a 3-year replacement cycle for desktop systems, and routinely monitors and evaluates performance of servers to determine replacement strategies. For additional information, contact the District’s IT Department.

*Software Versions – Versions of all software products shall be determined during the Project negotiations, with any variations to these standards requiring written approval from the District.

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Proprietary Software: No proprietary software shall be used to perform any Project efforts without prior written approval from the District. Proprietary software may include, but is not limited to, the following:

• Consultant-modified hydraulic/hydrologic modeling software

• Consultant-developed analytical software tools; and

• Consultant-developed GIS/data management applications.

The purchase of computer hardware/software and related equipment necessary for the Project shall be identified, discussed and finalized during contract negotiations.

Coordination with other District project consultants may be necessary to avoid duplication of software licenses. (See Coordination with Other Projects for additional information)

Custom Applications: No custom software applications shall be developed during the project without proper coordination and approval from the District. Custom applications may include, but is not limited to, the following:

• Project Website/Coordination Tools hosted by Consultant that may be expected to be delivered to the District;

• Custom document/records management applications;

• Custom tools that provide technical analysis or are add-ons to COTS (Commercial Off the Shelf) software.

The development of any custom applications for the project shall be identified, discussed and finalized during contract negotiations. If deemed necessary, the District’s IT Department will also be involved in the discussion and approval process.

Coordination with other District project consultants may be necessary to avoid duplication of application development. (See Coordination with Other Projects for additional information)

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Project Data Management System(s) & GIS Data Standards

Project Data Management System(s) – Whenever possible, the Consultant shall utilize existing District information management systems, standards and procedures to manage project data. In cases where existing systems, standards and procedures do not meet the project’s data management requirements, the Consultant shall develop or purchase Project Data Management System that will consolidate and manage the applicable project information. The Project Data Management System shall include, at a minimum, the following:

• Data collected and/or generated during the Project;

• Related data collected from external sources; and

• Information from previous projects.

Coordination with the District’s IT and Engineering Information & Technology Department is necessary prior to any Project Data Management System development or purchase.

Project GIS Data Standards – If the Consultant anticipates utilizing any GIS applications to collect, manage or analyze project-related data, the Consultant shall utilize the current District GIS Standards and Procedures as appropriate. The Consultant will coordinate with the District to ensure proper utilization of applicable standards for the project. If necessary, the Consultant may need to establish Project GIS Standards and Procedures. Project GIS Standards and Procedures may include, but may not be limited to, the following:

• GIS Database Documentation – The District has established standards for documenting GIS Databases (Data Model(s), Geodatabase/Data & Domain Dictionaries). Templates for documenting the project GIS databases will be provided as needed.

• GIS Symbology Standards – The District will provide the most current District GIS Symbology standards to the Consultant. Project-based Symbology will be documented accordingly.

• GIS Metadata – The District will provide the most current District GIS Metadata standards to the Consultant. All data collected or generated during the project will need to have the appropriate GIS metadata developed by the Consultant.

• District GIS Geodatabase – The Consultant will be provided with a version of the District’s GIS Geodatabase to be used during the project. This GIS Geodatabase shall replace any copy provided during the RFP/Proposal stages of the project. This Geodatabase will include applicable copies of current digital orthos and other GIS data layers as available.

• District-wide GIS Standards and Procedures – Additional GIS-related standards and procedures are included in the District-wide GIS Standards and Procedures Manual.

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Coordination with Other Projects/Departments

The Consultant may need to coordinate project activities with other District project consultants in order to:

• Avoid duplication of effort in data collection, data management and other project activities,

• Maximize the use of previous District expenditures in data and application development,

• Coordinate and share (if necessary) applicable software licenses (e.g. ArcInfo),

• Coordinate application development activities (e.g. GIS or modeling applications)

• Establish and maintain consistent standards for all project data management activities, and

• Perform other data collection and management-related functions as deemed necessary.

Project Data Dissemination/Communication

If the Consultant proposes using web-based technology (i.e. Project Intranet/Internet Website) for data management activities, particularly project data dissemination and communication, all associated details regarding the development, use, location, standards, maintenance, of a project website shall be discussed and finalized during Contract Negotiations. The Consultant’s proposal should outline plans for use of this technology, in collaboration with the District’s IT Department.

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Project Drawings & Deliverables

All project deliverables (reports, technical memorandums, appendixes, maps, databases, etc.) as defined in the RFP shall be delivered in hardcopy format as specified in the scope of work, and electronically in both original software format (CD, DVD or external hard drive) and PDF format (CD, DVD or external hard drive) as required.

Additional requirements regarding specific project deliverables for the Engineering Library are as follows:

Plans & Drawings – CAD Standards

The Engineering & Construction Department is developing various CAD-related standards. At this time the following standards are developed:

• Sheet Layout

• Sheet Naming Convention

Note: Contact Alex Render – [email protected] or Engineering Technical Services – Design Technicians for the actual Sheet Layout AutoCAD .dwg template file and latest Sheet Naming Convention.

For any plans & drawings created during the project, the above CAD standards should be utilized.

During contract negotiations/initiation, the Consultant shall follow-up with appropriate Engineering and Construction staff to determine if updated or additional CAD standards have been developed.

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ATTACHMENT B DATA AND DELIVERABLES STANDARDS Plans & Drawings – Engineering Library Deliverable Requirements

For all plans, design drawings & related documents (i.e. specifications) developed during District planning, design and construction projects, the Engineering Library should receive a specified number of copies and formats to support records management and reference needs. The following outlines the requirements for submitting plans and drawings to the Engineering Library:

Design Phase: During the design phase of a project, the following should be provided to the Engineering Library (from appropriate Consultant of District Design staff):

• PTI Set/Approval (OEPA) – Drawing set with the OEPA approval stamp on front

Deliverables – 1 Bond copy set to be kept permanently on-site

• Review Sets – For each milestone review set produced (e.g. 25%, 50%, 75%, 90%)

Deliverables – 1 copy (Bond or electronic) of project drawing set.

The review sets will be kept on-site in the library until the Bid (100% Design) Set is received.

• Bid Set (100% Design)

Deliverables – 1 Bond copy to be kept permanently on-site

– 2 copies CD/DVD in both PDF and DWG formats (1 copy to be kept on-site in the library for future use) (1 copy to send off-site w/ project records)

• Posted Set (Bid Set + Addendums)

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Construction/Post-Construction Phase: During the construction/post-construction phases of a project, the following should be provided to the Engineering Library (from appropriate Contractor, Consultant or District Construction Supervisor):

• Mark-ups/Redlines

Deliverables – 1 Copy of each to be sent off-site w/ project records

– 1 Digital Copy on CD to be kept on-site (may be scanned)

• Shop Drawings/Submittals

Deliverables – 1 Copy of each to be sent off-site w/ project records

– 1 Digital Copy on CD to be kept on-site (may be scanned)

• Record Set (Final As-Builts)

Deliverables – 1 Mylar Copy to be kept permanently on-site

– 2 Copies CD/DVD in both PDF and DWG formats (1 copy to be kept on-site in the library for future use) (1 copy to send off-site w/ project records)

Notes:

• Please utilize the Project Record/Deliverables Submittal Form to forward project plans and drawings to the Library. The form is attached to this standard and can be found on the District’s Intranet – Engineering and Construction Budget Center Standards Page.

• CAD Standards/Naming Conventions – Additional details to be provided as developed.

• Retention of all Engineering Library copies will be guided by District Records Retention Program requirements.

Operations & Maintenance Manuals – Engineering Library Deliverable Requirements If the scope of work requires the development of an Operation & Maintenance (O&M) Manual(s), the following should be provided to the Engineering Library (from appropriate Contractor, Consultant or District Construction Supervisor):

• O&M Manuals

Deliverables – 1 Electronic Copy in original file format (CD/DVD) (to be kept with project records either on/off-site)

– 1 Electronic Copy in PDF format

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PROJECT DELIVERABLES - SUBMITTAL FORM DATE:_______

SUBMITTED COMPONENTS

DELIVERABLE – DESCRIPTION FORMAT QUANTITY COPIES

1 2 3 4 5 6 7 8 9 10 PROJECT NAME:

PROJECT MANAGER: PHONE:

SUBMITTED BY: PHONE:

BRIEF DESCRIPTION: