DESIGN MANAGEMENT INSTRUCTIONS

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DESIGN MANAGEMENT INSTRUCTIONS

• (Best Practices) rev1

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Module Objectives

• To identify best practices for maximizing the
  effectiveness of a Design Manager
• To consolidate design management directives
  presented in the Design Guides so the DM ADM
  have a convenient source for reference

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AUTHORITY RESPONSIBILITY of D M

• Verifies scope of work, Concept of Operations
  design goals w Stakeholders

• Develops and executes the Project Plan, including
  identifying review milestones
• Prepares coordinated Drawing Control Index (DCI)
  Specification Control Index (SCI)
• Performs a Risk Analysis on the project

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AUTHORITY RESPONSIBILITY of D M

• Controls quality of all design document CONTENT
  (what should be there is there not their
  technical correctness)
• Assures documents address the full scope
  drawings, specs design analyses
• Assures client reps are informed, involved,
  empowered members of the design team

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AUTHORITY RESPONSIBILITY of D M

• Chairs meetings between designers clients on
  technical/functional issues
• Establish acceptance criteria for operations
  maintenance
• Assure that clients understand design scope
• Identifies Real Estate needs, limits
  constraints assures these are met

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AUTHORITY RESPONSIBILITY of D M

• Coordinates Survey, Boring Soil contamination
  evaluation
• Identifies Permits/Approvals of Public Private
  Agencies DEC, DEP, DOT, C of E, Parks,
  Utilities, Fire Dept, Landmarks, etc.
• Assures these are gotten
• Obtains utility plates as necessary

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AUTHORITY RESPONSIBILITY of D M

• Assures sufficient Community outreach
• Keeps all interested affected groups informed
  through the CM
• Establishes DSR budgets by discipline
• tracks fiscal performance (EFA/time)
• Organizes chairs at least one Peer Review prior
  to 35 milestone

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AUTHORITY RESPONSIBILITY of D M

• Manages coordination among disciplines
• Identifies assembles coordination dwgs.
  prepared by Task Leaders
• Runs coordination meetings
• Manages technical conflicts between disciplines
• Runs specification coordination reviews

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AUTHORITY RESPONSIBILITY of D M

• Manages coordination among disciplines
• Assists in preparing/assembling the 10, 35, 65
  90 review documents
• Assists packaging Final Bid Documents
• Provides business input to the Special Conditions
  General Requirements

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AUTHORITY RESPONSIBILITY of D M

• Obtains Intermediate Final Approvals
• Informs Program Managers on matters of fiscal
  performance and scope related problems
• Confers w Principal Engineer/Architect on scope
  problems, matters of technical adequacy and
  technical conflicts not resolved w Task Leaders

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AUTHORITY RESPONSIBILITY of D M

• Identifies internal coordination needs with
  Operation Depts assures they are met
• Tracks assures client satisfaction on all
  projects (functional needs)
• Assures Task Leaders are performing efficiently
  and effectively
• Reports at monthly program review meetings and
  informs Program Managers

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Best Practices

• Coordinate with Estimator disciplines outside
  of CPM Consultants to assure they have
  sufficient info their input satisfies scope
• Gather back-up justification for a change
• Provide the CM input for permits
• Assure new specification sections developed are
  given to DVP Engrg. Svc filed for future

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Best Practices

• Spot check that CADD files are being backed-up at
  noon, nightly weekly as well as weekly tapes
  sent off site
• Assure the CADD standard of UNIX/ Intel processor
  based Microstation V8 with
• Fieldworks (civil)
• Triforma (architectural)
• drawing file format of DGN
• being used by those outside of CPM

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Best Practices

• Review drawings for obvious errors omissions
• Make distributions of design documents for
  review. See DG 106, pg 9 for details
• Assure all are using same background drawings
• Identify these with Task Leaders by CADD file
  name distribute them to each designer

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Best Practices

• Determine acceptable scales for the drawings with
  the Task Leaders
• Details 1/8 to 1 1
• Plans Arch 1/8 3/16 1
• Engrg 1 10/20/40

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TASK LEADER RESPONSIBILITY

• Technical quality of each disciplines outputs
• Interface w client on specific technical issues
• Fiscal performance (time EFA) for all projects
  assigned
• Manage DSR input

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TASK LEADER RESPONSIBILITY

• Perform horizontal coordination check between
  discipline drawings those drawings and their
  specifications
• Coordinate with other Task Leaders to assure all
  prescriptive functional issues are addressed
• Coordinate vertically between disciplines

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TASK LEADER RESPONSIBILITY

• Assists DM in prep of Project Plan
• project description
• organization chart EFA
• schedule of tasks with dependencies
• DCI SCI construction cost estimate
• initial design assumptions stds
• functional layouts
• deliverables at each review milestone

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TASK LEADER RESPONSIBILITY

• Develops data for Special Conditions
• Assures designers clients communicate as fully
  as possible
• Resolves all scope related problems or elevates
  to DM for higher resolution
• Provides training and guidance to designers so
  they perform as effective team members

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TASK LEADER RESPONSIBILITY

• Manage preparation of 10 35 Project Report
• Perform detailed review of Final documents
  including coordination between disciplines
• Review Design Analysis for completeness, clear
  logic, proper format, coordination with other
  disciplines
• Sit on other Program Area Peer Review Groups

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PRE-DESIGN SCOPES

• starting point Capital Project Summary
• develop pre-design document
• more clearly defines project
• capital engineering costs
• apply engineering experience
• do site investigations
• address operational requirements
• prior to projects design start

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Scope considerations

• If no technical reason for not giving client what
  is desired attempt to fully satisfy - to budget
  limit or historical cost target
• Help revise scope if costs are higher than target
• Simple, easily maintainable, low energy using
  solutions
• - better design than complex/ hi energy
  solutions
• - develop a strong bias in that direction

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Scope considerations

• Send Scope to Program Manager (PM) for approval
• Things that cannot be determined until after
  design start should be listed when developing the
  EFA
• With above info, PM can talk with User
  departments on specific ways to improve project
• Late changes in scope only mean schedule slips
  and design cost increases, which no one wants

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Scope considerations

• Develop project scopes w same team of designers
  who are going to design project
• They will be more thorough if they know theyre
  preparing their own base information
• Use Project Planning Checklist to develop scope
• Give Checklist to User, Maintainer other
  stakeholders prior to scope meeting

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Scope considerations

• Study field investigation requirements useful
  clarifying understanding problems to be solved
• Look for old contracts, borings, utility
  drawings, etc. to prepare for field meeting
• The more that is known earlier, the better

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Site Investigations

• Identify soil conditions utilities within the
  project boundaries that may impact construction
  costs and design costs
• Obtain approvals and permits from the various
  utility companies and city agencies by the
  completion of the preliminary design phase.

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Life Cycle Commissioning-LCCx Process Planning
design

• Master Plan-Owners Perform Reqmnts
• System Engineering Mgt Plan (SEMP)
• Concept of Operations (ConOps) (Prelim)
• Design
• Defining System Requirements
• Defining Subsystem Requirements
• Define Component Level, Detailed Requirements

Basis of design BOD
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Life Cycle Commissioning-LCCx Process
verification/validation

• Construction Phase
• Unit Level Test Verification
• Subsystem Integration Verification
• System Integration Verification
• Operation Phase
• System Validation

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Lifecycle Commissioning -LCCx

• Prepare and implement plan that defines
• Purpose and objective of project
• Project objectives benefits to be achieved, per
  the Users Profile verified with Stakeholders
• Owner/Operators Performance Requirements of
  projects systems (OPR)
• Modes of operation and philosophies of operation
  maintenance (Concept of Operations)
• Reasons for replacement, upgrading or addition of
  new facilities/systems.

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Lifecycle Commissioning -LCCx

• Prepare and implement plan that defines
• Integration with ea other legacy systems
• O M needs impacts of new systems on existing
• Verification methods for performance acceptance
• Optimization of system performance integration
  under actual working conditions

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Lifecycle Commissioning -LCCx

• Prepare and implement plan that defines
• Training, tools and personnel
• Revised maintenance cycles
• Necessary environmental conditions for operation
• Rational disposal methods of new waste products
• Requirements for any future planned expansion /
  reconfiguration

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Lifecycle Commissioning -LCCx

• Prepare and implement plan that defines

• Existing Conditions
• Results of site visits with the Sponsor
  (evaluate its general condition and suitability
  to meet the needs of the project)
• Results of Field Investigations /or Studies
• Describe the existing facilities/operations from
  a functional viewpoint

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Lifecycle Commissioning -LCCx

• Prepare and implement plan that defines

• Proposed Improvements
• Project location, work limits, boundaries
• Alternate systems that may be considered
• Approx. quantity estimate of major work items
• -square footage of buildings
• -linear footage of track
• -number of elements to be replaced
• -tons of air conditioning to be installed,
  etc.
• Demolition/displacement of people equipment

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Lifecycle Commissioning -LCCx

• Prepare and implement plan that defines

• Proposed Improvements
• If temporary facilities are required indicate
  site access
• Existing /or future maintenance / operational
  systems that will interface with new systems
• Environmental impacts possible mitigations

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Lifecycle Commissioning -LCCx

• Prepare and implement plan that defines
• Proposed Improvements
• Integrated project construction schedule
• EFA requirements
• Each disciplines Project design responsibilities
• (Basis of Design)
• Unresolved but necessary info for designers
  estimators required for meeting project objectives

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Owners Operational /Functional Needs (OPR)

• Includes
• Con Ops and/or SEMP
• Basis of Design (BOD)
• Operability/ Maintainability Plan

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Concept of Operations

• A document prepared at the Master Plan stage or
  the pre-design stage
• Explain each operator and maintainers role the
  relationships that must exist for optimum process
  flow
• Describe the current system, how it is used, its
  drawbacks and limitations
• Use a combination of bubble relational diagrams
  flow charts

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Concept of Operations

• Show all primary support functions along the
  process, with the information needed for each
  stake-holder to perform their task
• A full Needs Assessment if issues are not clear
  enough to lead to reasons for the proposed
  improvement
• Discuss the nature of the planned changes and a
  justification for them

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Concept of Operations

• List and describe the alternative concepts
  examined, followed by an evaluation assessment
  of each
• Justify the selected approach
• Describe in a high-level way, the operational
  concept for selected approach. This isnt design
• Include operational process models for sequence
  relationships

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Concept of Operations

• Use only as much detail as needed to be able to
  develop meaningful, User-oriented scenarios
• Focus on strategies, tactics, policies, and
  constraints
• Describe the stakeholders what they do when
  in what order operations take place, personnel
  capabilities, organizational structures,
  inter-agency interactions, activities

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Systems Engrg Mgt Plan (SEMP)

• May be required, separate from Con Ops, for
  Systems development
• Owner is inexperienced with process
• Large number of stakeholders who need to know how
  outputs will be produced
• Software is custom made vs. COTS
• - Coordinate with Con Ops
• - Dont repeat tasks at that level of detail

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SEMP

• Existing Electronic control system
• Describe what the system needs to do that it is
  not currently doing
• Describe the total systems full scope
• - users
• - its interfaces, states and modes
• - planned capabilities goals objectives
• - system architecture

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SEMP

• Electronic control system
• The system architecture is not a design that
  will be done later.
• Describe the operations, in terms of where they
  will be carried out the lines of communication
• Describe the physical, operational support
  environment
• facilities, equipment, computing hardware,
  software, personnel, operational procedures,
  support necessary to operate

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SEMP

• Electronic control system
• Describe the personnel
• -expected experience
• -skills training
• -typical work hours
• -concurrently performed activities
• Describe each scenario
• sequence of events activities carried out by
  the user, the system, and the environment

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SEMP

• Include detailed outline of systems tasks, risk
  analysis, mgt plan design processes/ analyses
  needed
• Address Stakeholder involvement, size and
  expertise of the staff, other outputs a
  verification plan
• Necessary coordination for integration with
  existing systems
• Configuration mgt in-depth analysis of all plan
  or software changes correction plan of negative
  impacts

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SEMP

• Electronic control system
• Specify what triggers each sequence
• - who or what performs each step
• - when communications occur
• - to whom or what e.g., a log file it is given
  
• - what information is being communicated

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SEMP

• Electronic control system
• The scenarios will need to cover
• - all normal conditions
• - stress conditions, failure events
• - maintenance, anomalies exceptions
• Present scenarios so that each stakeholder can
  clearly see what his expected role is

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Con Ops / SEMP

• Analysis of Impacts
• Show proposed systems effect on each stakeholder
  their operations, presented from their readily
  understood viewpoint
• Document any constraints on system development
• Show the concept of operation for each level of
  activity

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Con Ops / SEMP

• Analysis of Impacts
• Identify both short and long term maintenance
  requirements so that necessary redundancy is
  included in the design solution
• Identify the levels of expected performance with
  measurable criteria for each system the methods
  for performance verification
• Include expected future expansion or phased
  roll-out of the facility in the narrative

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Project Plan/Basis of design

• Purpose
• Describe an organized/ systematic approach for
  managing controlling the project for successful
  completion
• Plans preparation effort the detail contained
  proportional to project size and complexity

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Project Plan/Basis of Design

• Content (High level)
• Goals, strategies tactics to be used
• project scope and purpose
• Inputs approach to design tasks
• Deliverables specifications , systems hardware
  or software verification plans and codes
• Budget by task / schedule

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Basis of Design (BOD)

• A detailed narrative expansion of the Con
  Ops by each discipline, developed at
  pre-design/followed in design
• Specific criteria expected performances design
  assumptions codes standards
• System level needed functions the integrated
  system performance requirements, operating
  conditions constraints
• Design level outputs system architecture
  interfaces subsystems in general detailed
  component requirements

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Basis of Design (BOD)

• Integration between components who is involved
  what must be done at each step
• Verification systems functioning per specs
  outline the detailed steps for each test how to
  present results
• Deployment plan describe rollout strategy, if
  multi-year funding is involved detail each
  step. developed near the end, when components
  characteristics are known

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Operability/Maintainability Plan

• Develop during design assure Users functional
  needs are satisfied
• Con Ops document standard for verification that
  operation maintenance needs are understood and
  planned for
• Details of specific OM activities added after
  system characteristics are known

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Operability/Maintainability Plan

• Cover at least the following
• Personnel positions, qualifications, specialty
  skills needed
• of time for system operation or maintenance, if
  not full time
• Furniture, equipment, and tools
• Training for ops maint personnel off-site
  on-site courses hands-on training

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Operability/Maintainability Plan

• Building space
• - rooms space within rooms
• - specialty areas workshops
• - raised floor areas
• Utilities
• - future air conditioning needs
• - future power needs
• - future communications trunks
• - etc

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Commissioning Plan

• Prepared by Design Team finalized by Contractor
• Includes
• Project Overview
• Outline of LCCx processes
• Deliverables and Schedule
• Stakeholders roles and responsibilities
• Communication protocols
• Its finalization requires extensive coordination
  with the subcontractors and vendors

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Commissioning Issues

• Indoor air quality / outside makeup-air
  requirements Hazardous material control
• Fire safety /smoke control / emergency alarms and
  lighting Security Differential pressure between
  spaces
• Energy conservation / system optimization / heat
  recovery Controls interconnectivity (HVAC fire
  detection)

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Commissioning Issues

• Precedence of building automation systems vs
  life-safety systems i.e. fan shut-down for freeze
  protection vs keeping it running for smoke
  control
• Limit protection logic and reaction, i.e.
  overpressure control for each device, unit of
  equipment, system and interconnection
• Development issues for electronic systems
  including configuration management, and their
  integration with legacy systems

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Commissioning Specification

• Details deliverables for OPR, BOD, Design,
  Construction, Acceptance, and Optimization phases
• Overall objective, scope and implementation
  requirements of these phases roles and
  responsibilities
• Coordination w other specs training OM manual
  development precedence
• Sequence of tests functions to be verified

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Commissioning Agent (CA) Systems
Integrator (SI)

• Manager and implementer of the commissioning/integ
  ration process during construction
• Should have their duties/ authorities clearly
  delineated coordinated with Quality Control
  Manager (QM)

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Certification of Readiness

• Responsibility of QM
• For each system, verifying completion to CA /SI
• - of the installation
• - system preparation flushing, etc
• - static tests pressure or amperage
• - calibration, adjustments, balancing
• System ready functional performance tests

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Pre-functional Checklist

• Prepared by CA/SI and QM
• Include necessary linking of equipment with
  related components and systems
• QM responsible to verify its completion

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Functional test procedures

• Step-by-step tasks acceptance criteria methods
  of data verification recording list those
  involved
• Tests should be dynamic, over full range of
  operating conditions and loads
• Verify all sequences of operation along w
  responses interlocks w other systems

65
Functional test procedures

• Tester Sign and date tests
• Failure reports state the problem, consequences,
  root cause and correction
• CA/SI maintain a master Issues Log for control
  of the process
• Assure all control portions are in automatic mode
  vs locked in manual

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Systems Manual

• A composite document
• Developed by Owners Commissioning Group
• Expands on OM manuals based on info gathered
  during commissioning process
• Used to validate and optimize the systems after
  acceptance during the first year of operation

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Building Automation Systems

• Critical systems, other than life-safety, has
• a complete specific sequence of control with
  clear statements of all operating conditions and
  required functions i.e. normal shift, weekend,
  summer, winter, overrides
• one line diagrams and specifications
• monitoring and trend logging requirements

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Building Automation Systems

• Life safety systems should define
• parameters where they are live but dormant
• the conditions that activate them
• the interrelationships that must exist during
  emergency condition operation
• the conditions, if any, under which they cease
  operation

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Operation Maintenance Manuals include

• Plan of ongoing monitoring adjustment
• emergency shutdown and restart
• operation under emergency power and restoration
  to normal operation
• spare parts list

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LCCx Schedule

• Identify
• Milestone for hiring CA/SI
• Milestone for test contractor mob.(if applicable)
• Time for OM manual submission, completion
  training syllabus development
• Time for testing procedures forms development,
  w time for correction retesting

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References

• Some good references to systems engineering
  include
• INCOSE Systems Engineering Handbook
  www.INCOSE.org
• CALTRANS -Systems Engineering Guidebook for ITS
  www.fhwa.dot.gov/cadiv/segb
• NASA Systems Engineering Handbook

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Schedule of Design Activities

• Intermediate milestones and dependencies
• Activities critical to completion of initial
  final design w restraints dependencies
• Support Activities instrument surveys, field
  condition surveys, borings, utility relocations
  and approvals, alternatives studies
• Steps to obtain outside agency and operating and
  maintenance department approvals

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LIST OF DRAWINGS (DCI) SPECIFICATIONS (SCI)

• Focus on prep of base multidiscipline plans
  elevations cross sections well coordinated
  individual discipline drawings
• Note joint discipline responsibility for
  specifications as appropriate.

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DESIGN ASSUMPTIONS CRITERIA

• PART OF THE BOD ea discipline
• LIST OF DELIVERABLES
• PROJECT AND TECHNICAL ALTERNATIVES
• PROJECT COST

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PEER REVIEW

• The Principals Design Manager should convene at
  least one Peer Review before 35
• By 10 of project D M Principals decide on
  make up of the group, giving weight to
  disciplines having greatest input
• Other Peer Reviews may be convened to resolve any
  specific problem

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PEER REVIEW

• Benefit
• a) Produce better design
• b) Eliminate recurrences of problems by using
  persons experienced in solving those problems
• c) Expose the designers to the problems and
  experiences of other projects
• d) Provides early Principal CM review
• e) Encourage critical thinking

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Peer Review Team

• A Chief Architect/Engineer
• A Principal Architect/Engineer
• Two (2) Task Leaders not involved in project
• Construction Manager of the project
• CM with prior experience of a similar project or
  type of construction

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Schedule For Peer Review Presentation

• DM, schedule after 10 milestone but no later
  than immediately after 35 meeting
• Subsequently, soon as possible after a problem is
  uncovered requiring an in-depth review
• Identify it as a single or multi-discipline
  review
• Request the discipline Task Leaders involved to
  make a presentation on their portion, or the
  senior designer in each discipline

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Peer Review Team Responsibilities

• Determine question all major assumptions
• Question all major conclusions
• Research applicable lessons learned from past
  projects
• Search for hidden problems
• Suggest alternate solutions

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Peer Review Presentation

• Use project diagrams/drawings to demonstrate
  broad concepts problems
• The use of special drawings for this purpose is
  unnecessary and undesirable

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The Presentation should include

1. Scope of Work
2. Design Concepts, Assumptions, Conclusions
3. Cost Estimates / E F A
4. Lessons learned from previous projects
5. Missing Input, Problems Proposed Solutions
6. Deviations from PMPs / DGs
7. Site investigations for existing conditions

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After the Presentation

• D M prepare minutes enumerating
• a) Topics discussed
• b) Recommendations, comments suggestions
• c) Actions taken or to be taken to incorporate
  the recommendations and to resolve problems
• Distribute to all concerned within five (5)
  working days after the Peer Review meeting

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SPECIFICATION TASKS

• DESIGN MANAGER
• List all spec sections to be used (SCI) and
  identify the coordination needs
• ID sections for coordination by affected
  disciplines
• Assure up-to-date masters are used
• Check Table of Contents vs SCI

84
SPECIFICATION TASKS

• DESIGN MANAGER
• Initiate, input monitor Affirmative Action
  Goals process
• Interpret detailed cost estimate for Affirmative
  Action Officer to choose reasonable areas for
  S/D/W inclusion
• Tracking and coordinating to secure goals on a
  timely basis

85
SPECIFICATION TASKS

• DESIGN MANAGER
• Check sections for unit price inclusions,
  exclusions methods of measurement
• Assemble marked-up specs for reviews
• Scan finals for typos
• Prepare Data Sheets (bid, tour, pre-bid
  conference dates, etc) Price Schedule

86
SPECIFICATION TASKS

• DESIGN MANAGER
• Legal Approval
  review Contract Documents with Law Dept
• Give Law Dept comments to PAs PEs suitable
  action esp comments to be addressed before
  approval is given

87
SPECIFICATION TASKS

• DESIGN MANAGER
• Liaise between Law Dept Contract Dept
• Coordinate assemble Legal, Special Conditions,
  Technical Specs Appendix
• Deliver to Contract Dept for Advertising

88
SPECIFICATION TASKS

• DESIGN MANAGER
• Initiate, track, coordinate Authorization to
  Advertise Provide Final Estimate to Procurement
• Prepare Adoption letter and Memorandum (bid date,
  estimate range)

89
SPECIFICATION TASKS

• DESIGN MANAGER
• Submit completed Memorandum and ENR advertisement
  to Contract Management Pre bid tours , meetings
  , Bid Dates
• Print Contract Drawings Specifications
• Management of Addenda
• Conformed Dwgs / Specs

90
SPECIFICATION TASKS

• DISCIPLINES
• Markup latest master spec delete what isnt
  needed insert where called for
• Clear all revisions/additions with Sponsor,
  Principal and Chief Engineer/Architect
• Proof read for gross content
• Prepare Addenda as necessary

91
SPECIFICATION TASKS

• DISCIPLINES
• Consult with DM coordinate with other
  disciplines who have input
• Identify coordination needs to the other
  disciplines
• Prepare Conformed Spec

92
SPECIFICATION TASKS

• Constr Mgr
• Schedule
• Liquidated damages
• Beneficial Use
• Permits
• 1D- Manner of Prosecution
• 1E- Maint. Prot. of Traffic
• 1F- Mobilization
• 1K- Construction Mgt

93
SPECIFICATION TASKS

• Task Leaders
• Check that all necessary sections are included in
  the package
• Assure that all comments are received managed
  for contract inclusion
• Assure that Unit Price items are idd early so
  payment clauses are added methods of
  measurement are determined

94
SPECIFICATION TASKS

• Task Leaders
• Proof read all sections for content
• Assure Master Section prompts are removed
• Assure submittal lists are included and accurate
  especially when a section was used that did not
  originally have a submittal list
• Assure that design review specs are marked up and
  not neat, so they can be reviewed without
  reference to another Master

95
SPECIFICATION TASKS

• Principal Architect/Engineers
• Review specs assure completeness good quality
• Specification Modifications require Sponsor
  approval
• Spec Mods only made if change is generic (i.e.
  can be used on other similar type projects). Add
  to the Master Section with appropriate notes to
  the designer

96
SPECIFICATION TASKS

• Principal Architect/Engineers
• Spec Mods that are project specific apply to
  one project should not be made.
  -Have Sponsor approve add by schedule or
  note to the contract drawings
• Specification completion changes that are
  indicated as designers choices either by note,
  by blank space or by choice of several values or
  products
• Specification completions should be done without
  any further contact with the Sponsor

97
SPECIFICATIONS (PRESCRIPTIVE)

• Scope What the spec. does and does not cover
• STDS Codes Those that are applicable by
  reference in the body of the spec.
• Other Spec sections That must apply to this
  item. Designer must identify and deal with
  possible conflicts

98
SPECIFICATIONS (PRESCRIPTIVE)

• Materials
• Description / applicable code / where used
• Generic physical characteristics or 3 acceptable
  brands (mfgr) model
• Acceptance criteria at delivery C of Cs labels
  lab tests factory tests pre-shipment
  inspections
• Storage criteria include haz/mat right to know
  info-marking inventory control (especially for
  small items like items)

99
SPECIFICATIONS (PRESCRIPTIVE)

• Installation
• Experience required of installer
• Preparation of surfaces in contact with the item
• Environmental conditions out of range
  mitigation
• Specific QWP and SWP items if applicable
• Preparation of item prior to installing
• Installation requirements time consistency
  temperature attachments notifications
• Acceptance criteria / tests/training/sp. parts

100
SPECIFICATIONS (PRESCRIPTIVE)

• Warrantees Special requirements
• Operation Maintenance Manuals, training
• Notes to the Designer
• clear delineate
• (1) where information must be added
• (2) where paragraphs/ sentences can be deleted
• (3) where/what choices must be made
• (4) coordination to be done w other disciplines
• (5) drawings/ details to include coordinate

101
SPECIFICATIONS (PERFORMANCE)

• Scope What is included excluded
• STDS Codes Those that are applicable by
  reference in the body of the spec
• Other Spec Sections that must apply to this
  item. Designer should identify and deal with
  possible conflicts
• Functional and/or Performance Criteria macro
  goals that must be met (requirements must be
  measurable and observable)

102
SPECIFICATIONS (PERFORMANCE)

• Materials
• durability / useful life
• maintainability operability
• cost of maintenance and/or operation
• ease of replacement
• safety during operation maintenance
• compatibility w surroundings points of contact
• ease of getting spare parts
• history/ experience of mfgr or supplier with this
  or similar items
• environmental considerations
• appearance capacity size

103
SPECIFICATIONS (PERFORMANCE)

• Installation Limitation Time season noise
  odors inconveniences notifications training
• Operation results that must be achieved
  functions that must be performed efficiency
  functions / results that must not be included
  who will operate/ maintain? Operability and
  maintainability compatibility w legacy systems
  etc

104
SPECIFICATIONS (PERFORMANCE)

• Acceptance Criteria Tests / Training / Spare
  parts / Manuals / Dwgs./etc. Conformance must be
  verifiable thru calculations, analyses, material
  testing at design or performance testing at
  fabrication /construction stages
• Warrantees special requirements
• Notes to the Designer options

105
DESIGN ANALYSES

• PURPOSE
• To provide a clear trail of documentation
  indicating the conformity of the design with the
  established relevant codes and criteria
• To provide Design basis for Contract Documents in
  a systematic manner consistent with
  - acceptable Engineering practices
  - T A Guidelines and Procedures
  - function for which facility is
  designed

106
DESIGN ANALYSES

• PURPOSE
• To insure design approach is consistent with
  field conditions project can be constructed in
  a safe, economical and timely manner
• To provide a complete, permanent record of the
  assumptions, functional requirements and
  technical methodology used in arriving at the
  projects design solution

107
PREP APPVL of DESIGN ANALYSES

• Process Definitions
• Design Check
• Independent verification of the completeness
  accuracy of
• the design approach
• assumptions
• use of reference data
• computations
• drawings in conformance with the analysis

108
PREP APPVL of DESIGN ANALYSES

• Process Definitions
• Design Analysis Review
• verification by Task Leader of design check
  process
• spot exam of computations for errors or omissions
• X-check of 1/3 of dwgs analyses to assure
  agreement
• Review of all dwgs for lg errors obvious
  omissions using rules of thumb
• Design Analysis Overall Review
• verification by Principal Engr/Arch no major
  flaws

109
PREP APPVL of DESIGN ANALYSES

• Process Definitions
• Design Coordination Drawings
• final drawings 10 of whole set plans,
  elevations sections for each discipline
• Ea drawing signed by all checkers from the
  involved disciplines
• Submitted with the Design Analysis
• Reference Data info used as basis for design
  calculations and contract documents or necessary
  for construction

110
PREP APPVL of DESIGN ANALYSES

• RESPONSIBILITIES
• Design Manager responsible for insuring
• Drawings specs approved Scope of Work
• Design Analysis is complete in proper format
• Task Leader
• Perform a verifiable design analysis review
• Maintain a bound indexed design analysis
• file

111
PREP APPVL of DESIGN ANALYSES

• RESPONSIBILITIES
• Principal Engineer/Architect Design Analysis
  Overall Review
• Perform verifiable spot check of design analysis
• Verify procedures for design, checking and design
  review are being followed
• Chief Discipline Engineer/Architect
• verify that procedures for design, checking and
  review are being followed

112
PREP APPVL of DESIGN ANALYSES

• RESPONSIBILITIES
• The Design Checker
• making independent design calculations
• line by line verifiable check of calcs
  reasoning
• The Designer
• Preparing a legible, complete accurate design
  analysis and calculations in the proper format
• Preparing or guiding preparation of contract
  drawings that conform w design analysis

113
PREP APPVL of DESIGN ANALYSES

• PREPARATION
• On Standard T A Calculation Sheets
• job title
• contract number
• system being designed
• discipline-identified sheet no. (M-1)
• dates designed and checked
• Designers and checkers signature

114
PREP APPVL of DESIGN ANALYSES

• PREPARATION
• Each system-1st page
• approved functional technical criteria
• Other than T A facilities
• use appropriate utility/public agency stds,
  except where T A is more conservative

115
PREP APPVL of DESIGN ANALYSES

• CONTENT
• Purpose structure for U/G substation, sewer
  work for U/G substation, track work for yard
  expansion, AC power for new signal tower, etc
• Assumptions consistent with furnished data, or
  field conditions
• A clear decision path should be evident throughout

116
PREP APPVL of DESIGN ANALYSES

• CONTENT
• Approach for designing each item
• codes, formulae, theories, logic consistent w
  professional principles, T A stds policy
• Field notes/reports on existing conditions
• Sketches of elements being designed
• An outline or table of contents

117
PREP APPVL of DESIGN ANALYSES

• CONTENT
• Computations, w explanations of the results
• Source of the formulas being used
• Computations for existing items found to be over
  or undersized
• Computer program
• Name describe program
• Include how program reaches a solution
• How the program was validated

118
PREP APPVL of DESIGN ANALYSES

• CONTENT
• Include capabilities of all equipment
• manufacturers make/model weight
• flows (pipe duct)
• IC logic diagrams panel layout with power
  schematics logic dependencies
• expansion capability of CPU
• environmental analyses
• etc

119
PREP APPVL of DESIGN ANALYSES

• Design Checkers
• Confirm design is consistent coordinated with
  work shown on the plans by all disciplines
• Sign a set of coordination drawings to certify
  that review has been done
• Design calculations are legible, clear,
  professionally done w all points addressed

120
PREP APPVL of DESIGN ANALYSES

• Design Checkers
• Cross-reference to the design if the check is an
  independent, parallel set of calculations
• Initial each calculation for a line-by-line check
  
• Where design check is by a non-licensed engineer
  
• professional licensed person must co-check the
  design approach, assumptions, use of reference
  data and design computations

121
PREP APPVL of DESIGN ANALYSES

• Task Leader (T/L)
• review design assumptions criteria
• responsible for content legibility of analyses
  
• all comments answers become part of analysis
• Analysis indexed, bound, kept until bid opening
  send to DM
• all sets unbound 8 1/2 X 11 or 11 X 17 sheets
• all pages sequentially numbered at top right
  corner from page 1 (w discipline id)

122
PREP APPVL of DESIGN ANALYSES

• Cover page format
• Project description / Date
• Program Area
• Description of calculation
• Separate each discipline by sheets with
  description (Mechanical, Structural etc.)
• Deliver analysis to Drawing Control Unit
  basement room DB 15-B.20- Marvin Greenberg x-4693

123
PREP APPVL of DESIGN ANALYSES

• Design Manager
• Assemble full design analysis, comments, answers
  notices of scope changes
• Prepare a table of contents for full document
• Present full document to VP, Engineering Services
  for approval drawing signing

124
PREP APPVL of DESIGN ANALYSES

• Design Manager
• Have original design analysis scanned
  electronically between bid opening contract
  award
• Return the original to the T/Ls for reference
  during construction phase

125
PREP APPVL of DESIGN ANALYSES

• Design Manager
• Designs during the construction phase
• comply with requirements for original analysis
• analyses by Contractor for approval of shop
  drawings shall also conform
• submit with the new documents for scanning after
  substantial completion

126
DRAWINGS CHECKING PROCEDURES

• A) Coordination Check 
• 1. Ea T/ L review other disciplines dwgs
• 2. Done jointly, or individually
• 3. Use overlays (CADD grey line, etc.)
• 4. Use coordination cross-check lists

127
DRAWINGS CHECKING PROCEDURES

• B) Technical Check - clear, complete, sound.
•   1.Done by the Checker
• 2. Use Quality Issues list and address each
  issue in color. Red corrections needed Yellow
  O.K. Orange Questions
• C) Designer- Purple (or some other color)
  - Answer questions/indicate disagreement
  - Resolve issues as necessary
•   
• D) Checker- Review corrected dwgs and sign 

128
SPEC CHECKING PROCEDURES

• A) Designer
• - Mark-up master spec  
• - assure specd items procedures do not
  conflict with drawings 
• B) Checker
• - Review marked-up master spec 
• - Mark corrections in Red, questions in
  Orange
• - Review corrected spec and initial 

129
QUALITY ISSUES

• COMPLETE
• Design Mgr
• 1.Every original added User Scope item has
  been included listed and checked
• 2.Scope item impacting several disciplines
• - 1st evaluated for impact
• - check if it was taken into account
• 3.Scope item impacting a local, state or
  national code or std
• - check for inclusion of codes requirements

130
QUALITY ISSUES

• COMPLETE
• Designer
• 1.Every item
• design analysis
• independently checked by another
• reviewed by T/ L Principal
• documented proof of these reviews
• archived

131
QUALITY ISSUES

• COMPLETE
• Designer
• 2. peer review
• by upper level designers
• all new/problem issues considered
• Lessons Learned
• operation/ maintenance concerns
• 3.Specifications marked up for review

132
QUALITY ISSUES

• COMPLETE
• Comment Control
• - control document sets (dwgs specs) -
  assure each comment accounted for
• - incorporated
• - or removed w consent of reviewer

133
QUALITY ISSUES

• COORDINATED
• 1.
• joint review
• by lead designers T/L of all disciplines
• assure each impacting item has been taken into
  account by all those affected
• before each review milestone

134
QUALITY ISSUES

• COORDINATED
• 2.
• Coordination review meeting
• Extremely important after final review before
  drawings are sent for sign off
• Each discipline
• show, or describe location or capacity changes
  made
• other disciplines indicate if they have to make
  changes what those would be

135
QUALITY ISSUES

• COORDINATED
• 3.
• General arrangement drawings
• rooms with operating equipment
• congested locations
• streets where underground utilities new
  structures must co-exist
• show scaled sizes adjacencies of all items

136
QUALITY ISSUES

• CONSISTENT
• 1.Multiple sites
• use one set of notes and details
• Separate notes and details / different design
  teams inconsistencies
• 2.Master Specifications
• use latest version
• check during design for later revisions
• 3.Design Guides
• latest version
• cite in the design analysis

137
QUALITY ISSUES

• CONSISTENT
• 4.Master Drawing Notes/details
• latest version
• 5.Standard drawings
• latest version
• tailored to the project
• 6.Revisions to Master Specs., D Gs, Master Notes
  
• disseminate to all on-going designs
• assure of implementation

138
QUALITY ISSUES

• CONTACT POINTS DETAILED
• 1.Joining new materials to existing
• source of many AWOs due to absence or lack of
  clarity of these details
• Check water infiltration, vibration,
  instability, methods of attachment, surface
  preparation
• 2.Operation maintenance activities _at_ material
  joints sealing from water during floor/ wall
  washing
• Vandal-resistant attachments require special
  details

139
QUALITY ISSUES

• CONTACT POINTS DETAILED
• 3.Phased construction special contact needs for
  temporary closure, protection, support, future
  joining, or surface prep
• 4.Architectural details
• expansion due to temperature
• capillary action
• vertical rise of water due to skin friction

140
QUALITY ISSUES

• CLARITY CONSISENESS
• 1.Notes should be full sentences
• 2.Sentences should be declarative and simple -
  not compound - not run-on
• 3.Drawings are much preferred to sentences
• 4. Arrange paragraphs so most important comes
  first least important last

141
QUALITY ISSUES

• CLARITY CONSISENESS
• 5.A process or object description should state
  what it must be must not be, to set clear
  limits
• 6.Descriptions that take a full page or more
  should be done with drawings, charts or diagrams
• 7.Display different types of same material class
  in a matrix paint, caulking /sealants, concrete,
  additives, lubricants, hardware, etc.

142
MEETINGS Running Them

• Prepare agenda w issues requiring
  resolution/decision clearly defined. Set time
  limits for each item
• Notify everyone involved early to minimize
  schedule conflicts
• Reserve conference room
• Send written notice specifying purpose of the
  meeting, date, time, place, duration
• Enclose agenda

143
MEETINGS Running Them

• Check room clean enough chairs lighting ok
  visual aids handouts in place
• Welcome introduce yourself state the purpose of
  the meeting
• Have everyone introduce themselves
• Go down the agenda

144
MEETINGS Running Them

• Control discussion with time
• Do not allow any person to monopolize or get off
  track
• Politely stop, get back on track
• Assure each person gets chance to speak
• Leave time to summarize
• Vote on a decision as appropriate

145
MEETINGS Running Them

• Have someone keep the minutes - the
  chair cant do this
• At the end, review all decisions
• Reiterate
• action items to be done
• who has the responsibility
• when the report or feedback is due
• Set date time for next meeting

146
Minutes/Presentations/ Letters

• TAKING MINUTES
• Record
• each issue
• the decision reached
• the action to be taken
• by whom
• date due
• Do not record
• peoples statements
• opinions
• arguments this is not a transcript.

147
Minutes/Presentations/ Letters

• PRESENTATIONS
• Tell them
• What youre going to say
• Say it
• What you said

148
Minutes/Presentations/ Letters

• LETTERS
• 1st paragraph state clearly, the purpose of the
  letter
• In the absence of any other way, begin The
  purpose of this letter is. 
• Last paragraph state or restate what is wanted
  from the person(s) addressed approval,
  concurrence, etc
•  

149
Minutes/Presentations/ Letters

• LETTERS
•  Confirming a verbal decision reached
  - always sent to memorialize the agreement
  - do not wait for the other party
•  Answering a letter
• - reference it in the Subject or
• - use the first sentence Reference your
  12/25/ memo concerning the above subject.
• - list each item in the referenced letter
• - answer each in a separate paragraph to
  assure your answer is complete  

150
Discipline Specific Requirements
151
Communications Engineering DG 250

• Telephone Radio Fiber Optics Emergency Alarm
  Public Address Systems Systems CCTV
  Fire/Smoke Intercom Radio
• Applies primarily to work at existing passenger
  stations
• Additional DGs, applicable to future extensions
  of the Railroad, are being prepared as part of
  the design effort for the 2nd Ave Subway
• Communications design criteria also appear in
  other dgs.
• Optical Networking design, or work at bus depots,
  car maintenance facilities, etc, see dgs on TENS
  
• Design Manager assure checklists found in DG250
  are used signed off

152
Auxiliary Electrical Power, Lighting and Controls
DG 254

• Applies to Tunnel, General, Yard Station
  lighting (AC/DC 600 volts or less)
• Does not apply to Signals, DC, Comm or Buses
• DM confirm w T/L that maintainability
  reliability have been maxed while minimizing
  power outages TA labor. Schedule service
  requests to Con Ed, etc field surveys early
• T/L set up design file include design analysis
  that addresses the 11 areas mentioned in DG

153
Stray Current Control DG 255

• Guidance for construction on or in proximity to
  the existing rapid transit system to minimize
  unintended paths for neg DC return stray
  currents
• Resistance calculations structure to earth
  structure to structure soil
• Other calcs Structure stray current levels
  evaluation of location interactions of
  substations pos neg feed points type of neg
  return sys bonding signals sys
• Site investigation structure connection
  relationships Shops/barns tests determine
  isolation from other buildings/utilities. Pvt
  buildings electrolysis drain ckts.

154
Power Substations (DC) DG 256

• Follow guidance for general requirements in DG254

155
DC Connections DG 257

• Use standard drawings
• Address distribution of 600 volt D.C. traction
  power to c/rs, shops barns all required
  negative returns
• A. cable connections (feeds) from substa to c/r
  or CBH
• B. - cable connections (returns) from substa to
  neg rails or to a backside negative bus
• C. Layout equip of CBHs cable conns to c/rs
• D. Bridging of all reqd breaks in c/r
  (transpositions, expansion gaps, shoe clearance
  gaps, etc.) w cable jumpers

156
DC Connections DG 257

• E. Bridging of all breaks in neg rail (rail
  joints, spec wk, transpositions, etc.) by cable
  jumpers or bonds
• F. Neg equalizers bonds to elevated structure
  as reqd
• G. Expansion gaps shoe clearance gaps as
  required. Section gaps used to divide c/r into
  sections (zones)
• H. Power to a section of c/r can be turned off in
  an emergency or for maintenance w/o a complete
  stop of traffic. Section gaps are bridged by
  substa feeds, CBHs or hand switches

157
Fiber Optics DG 259

• Backbone of TAs SONET/ATM commo network
• Will provide commo transport generated from 468
  stas, PBX locations, bus depots data ctrs
• Network will serve supervisory control data
  acquisition, emergency alarm, public address,
  train dispatching police radio
• SONET/ATM will phase out legacy, proprietary
  asynchronous installations

158
Electrical Engineering Design DG260

• DM assure the process checklist is used for the
  Electrical Power and Infrastructure/Facility
  design

159
Critical Fan Plants DG302

• Meet the following
• Sufficient capacity to achieve NFPA 130 critical
  velocity in tunnel (air movement past train so
  all smoke hot gases are forced in desired dir)
• Achieved in both directions in tunnels served
• Critical velocity achieved for 2 design base
  fires????????
• Max Design Base Fire 1 car completely engulfed
  40 x 106 Btuh.
• Low Intensity Design Base Fire Clark Street
  Electrical Fire 150,000 Btuh.

160
Critical Fan Plants DG302

• meet the following
• a. Capacity meets requirements for controlling a
  lo intensity fire min w/i a given tunnel section
• b. Crit Vel for Max Design Base Fire by
  simultaneous operation of all plants serving the
  tunnel section
• c. Tunnels served by 2 or more fan plants
  critical velocity for the Low Intensity Base
  Fire achieve w 1 fan plant out of service

161
Critical Fan Plants DG302

• d. Tunnels served by 2 or more fan plants min
  velocity of 200 fpm w 1 plant out of service
  (cold smoke removal)
• e. Passengers not subjected to airflow at
  track level exceeding NFPA 130 limit (2200 fpm)
• f. Ea plant serving a tunnel section approx
  capacity
• g. Achieve Critical velocity w/i tunnel section
  served to w/i 300 ft of contiguous station
  platforms or tunnel entry portals

162
Pump Rooms DG 303

• Provide two pumps for normal service
• Sized based on past anticipated future wet
  weather flow data
• Or to limit pump cycling depends on pump
  capacity sump capacity
• Electric motor driven submersible, quick
  disconnect, shoe piece pumps preferred
• Motor voltage 200 or 460 volts AC, 3 phased

163
Pump Rooms DG 303

• Provide structural design of all required MHs
• New AC services handle 50 increase in load
• Vertical conduits passing through ceilings seal
  at all electrical boxes condulets
• New electric service installed before pump room
  taken over by Contractor
• Temporary pumps fed from new service

164
Pump Rooms DG 303

• All emergency DC lighting McPhilben No.
  97VP/802536 DC fixtures or apprved
• Pumps controlled utilizing a PLC
• Each pump individual control to start pumps at
  predetermined settings within the sump, and a
  Hands-Off-Auto switch
• Green design criteria to extent indicated

165
Pneumatic Sewage Ejector Plant DG304

• Duplex type w 2 cast iron ejector pots (50 gal
  min)
• Stainless Steel float
• Air operated auto value
• Air manifold if needed, air compressor
• 2 x 3 x 3 deep sump
• Direct access to track
• Trolley beam

166
Mechanical Engineering Design DG 305

• T/L to fill out this checklist found in DG
• 1. Provide input for Scope of Work submit to DM
• 2. Comply w following Design Guidelines (list
  applicable Mechanical Design Guidelines)
• 3. Review Prelim and Final Scope of Works
• 4. Provide input for following docs and submit to
  D M
• a) Drawing Control Index (DCI)
• b) Specification Control Index (SCI)

167
Mechanical Engineering Design DG 305

• T/L to fill out this checklist found in DG
• 5. Provide input for Engrg Force Acct to D M
• 6. Review Final Force Account for adequacy
• 7 Request gas service from appropriate utility
• 8. Support Utility