01 78 39 - Project Record Documents.pdf

01 78 39 – Project Record Documents

1.0 General

1.1 Summary

A. Section Includes:

1. Project record documents.

2. Miscellaneous Record Submittals.

B. Related Sections:

1. Section 01 77 00 - Closeout Procedures: General closeout procedures.

2. Individual Sections for specific requirements for Project Record Documents of the

Work in those Sections.

1.2 PROJECT RECORD DOCUMENTS

A. Throughout construction, the Contractor shall maintain on Site one set of the following record documents; record actual revisions to the Work:

1. Drawings.

2. Specifications.

3. Addenda.

4. Change Orders and other modifications to the Contract.

5. Reviewed Shop Drawings, product data, and Samples.

6. Manufacturer's instruction for assembly, installation, and adjusting.

B. The Contractor shall GPS locate points of significant water and sewer assets as outlined in part 4.0 of the Capital Region Water “Contractor Requirements – Data Deliverables for Water and Sewer Infrastructure Construction Projects,” (Section 1 78 39.B), attached to the end of this section.

C. Ensure entries are complete and accurate, enabling future reference by Owner.

D. Store record documents separate from documents used for construction.

E. Record information concurrent with construction progress, not less than weekly.

F. Service Card: Contractor to complete a service card for each water service line replaced as part of the project. Contractor to use the “Capital Region Water – Service

Card” (Section 01 78 39.A), attached to the end of this Section.

G. Specifications: Legibly mark and record, at each product Section, description of actual products installed, including the following:

1. Manufacturer's name and product model and number.

2. Suppliers name and contact.

3. Product substitutions or alternates used.

4. Changes made by Addenda and modifications.

H. Record Drawings:

1. Preparation: The Contractor shall mark Contract Drawings to show the actual installation. Require individual or entity who obtained record data to prepare the marked-up Record Prints.

a. Give particular attention to information on concealed elements that would be difficult to identify or measure and record later.

b. Accurately record information in an understandable drawing technique.

c. Record data as soon as possible after obtaining it. Record and check the markup before enclosing concealed installations.

d. Refer to Contractor Requirements – Data Deliverables for Water and Sewer

Infrastructure Construction Projects attached to the end of this section.

2. Content: Types of items requiring marking include, but are not limited to, the following:

a. Dimensional changes to Drawings.

b. Revisions to details shown on Drawings.

c. Depths of foundations in relation to plant datum.

d. Measured horizontal and vertical locations of underground utilities and appurtenances, referenced to permanent surface improvements:

i. Depth of buried utility lines.

ii. Dimension distances from permanent facility components that are parallel to utilities.

iii. Dimension ends, corners, and junctions of buried utilities to permanent facility components using triangulation.

iv. Identify and locate existing buried or concealed items encountered during

Project.

e. Revisions to electrical circuitry.

f. Actual equipment locations.

g. Locations of concealed internal utilities.

h. Changes made by Addendum, Field Order, or Change Order.

i. Details not on the original Contract Drawings.

j. Field records for variable and concealed conditions.

k. Record information on the Work that is shown only schematically.

3. Mark the Contract Drawings or Shop Drawings, whichever is most capable of showing actual physical conditions, completely and accurately. If Shop Drawings are marked, show cross-reference on the Contract Drawings.

4. Mark record sets with erasable, red-colored pencil. Use other colors to distinguish between changes for different categories of the Work at same location.

5. Mark important additional information that was either shown schematically or omitted from original Drawings.

6. Note Addendum numbers, Field Order numbers, Change Order numbers, and similar identification, where applicable.

7. Prepare new Drawings where neither the Contract Drawings nor Shop Drawings are suitable to show actual installation:

a. New Drawings may be required when a Change Order is issued as a result of accepting an alternate, substitution, or other modification.

8. Format: Identify and date each Record Drawing; include the designation "PROJECT

RECORD DRAWING" in a prominent location:

a. Cross out Engineer’s title block and seal from all sheets and stamp all sheets with name of Contractor.

b. Record Drawings: Organize Record Drawings into manageable sets. Bind each set with durable paper cover sheets. Include identification on cover sheets.

I. Submit one (1) electronic working copy with every application for payment.

J. Submit one (1) marked-up paper copy documents to Engineer before Substantial

Completion.

K. Submit electronic files of the Record Drawings (as-built plan set) and other marked-up documents to Engineer before Substantial Completion. The form of the final as-built plan set shall be as outlined in Part 2.0 of Section 01 78 39B “Contractor

Requirements – Data Deliverables for Water and Sewer Infrastructure Construction

Projects”, attached to the end of this Section.

1.3 MISCELLANEOUS RECORD SUBMITTALS

A. Assemble miscellaneous records required by other Sections. Bind or file miscellaneous records and identify each. Miscellaneous records include the following:

1. Material and equipment test and inspection reports.

2. Equipment and material delivery slips.

B. Asset Attribute Data Spreadsheet – The Contractor shall request the Asset Attribute

Data Spreadsheet (which exists as a Microsoft Excel [.xls] file) from the Owner, and shall fill out the same and return to the Owner, as outlined in Part 3.0 of Section 01

78 39.B “Contractor Requirements – Data Deliverables for Water and Sewer

Infrastructure Construction Projects” document, attached to the end of this section.

2.0 PRODUCTS – Not Used.

3.0 EXECUTION – Not Used.

END OF SECTION

01 78 39.A - 1

Capital Region Water - Service Card

*Record of Service* *Report of Tapper*

Project: 2027 Sewer System Improvements Date: Water Main Size: IN. Main Material:

Service Address: Depth of Main (Top of Pipe): FT. IN.

Depth of Service at Curb Stop: FT. IN.

Material Size Quantity Distance from Main to Curb Stop: FT. IN.

Service Saddle Was a lead gooseneck present and removed at main? (Y/N) __________

List service line material removed between main and curb stop: _________

Was the service line replaced between the curb stop and building? (Y/N)___

If NO – List existing service line material reconnected to on building side: ________________

If YES – List the new service line material between the curb stop and building: _____________

*As Built*

Corp Stop

Pipe (List Type )

Curb Stop

Curb Box

Detectable Tape

Meter Pit

Meter Size

Completed Diagram with Correct Distance on Report of Tapper

Work Completed By:

(Contractor)

01 78 39.B - Contractor Requirements -

Data Deliverables for Water and Sewer

Infrastructure Construction Projects

1.0 General

1.1 The requirements and data deliverables identified below are for asset construction projects performed by Contractors to be submitted to the Consulting Engineer/CRW upon project completion or when the project is substantially complete. The Contractor will be required to provide drawings/maps and specific attribute information for all water and sewer system asset relevant to the current project. This information will be used by CRW to update the existing water and sewer system assets into the GIS and Computerized Maintenance Management System (CMMS). The Contractor will be provided with an electronic template detailing the asset attribute information to be populated by the Contractor. The following list briefly describes the approved formats:

2.0 Expected Data Deliverables

2.1 Two copies of the final as-built plan set:

A. As-built plans should include any mark-up captured during the final walk through.

B. Copies:

1. One copy in native AutoCAD format (.dwg)

2. One copy in PDF format.

C. See additional details in Part 3, below.

2.2 Asset Attribute Data Spreadsheet:

A. CRW-provided Microsoft Excel template to be populated with asset information and required asset attributes. See additional details in Part 4, below.

2.3 GPS survey location data:

A. Submitted as either GIS data file (geodatabase or shapefile) or as comma-delimited text file with appropriate header information.

B. Horizontal and vertical accuracy report in PDF format. Accuracy must be the Accuracy

Standards published by the Pennsylvania Society of Land Survey Standards of Practice.

C. See additional details in Part 5, below.

Infrastructure Construction Projects

2.4 Operations & Maintenance (O&M) manuals if required by the contract per CRW standard SECTION 01 77 00 – CLOSEOUT PROCEDURES.

2.5 The above deliverables are to be provided as a zip file to the Consulting Engineer and CRW. Each deliverable is explained in more detail below.

3.0 Final As-Built Plan Set

3.1 The Contractor will submit two copies of the final as-built plan set. One copy will be electronic, in its native AutoCAD format (.dwg). and the other copy will be provided as a

PDF file. The as-builts should include any mark-up captured during the final walk through.

3.2 The final as-built shall be the entire plan set in its native AutoCAD format (.dwg). It should include, at a minimum, cover sheets, any notes or specification sheets, all detail pages, additional inclusions, and attribution. These include, but are not limited to the following:

A. Notes/details depicting assets that are to be retired. Please include whether the assets were abandoned in place or removed from the ground. If abandoned, please make an entry for the abandoned asset in the Asset Attribute Data Spreadsheet, reference the current CRW asset ID in the row, and set the row’s LifeCycleStatus column value to “Abandoned”.

B. Easements acquired, along with all relevant sketches and legal descriptions.

C. All field sketches that show variances from the design plan set.

D. Detailed sketches depicting intersections and tie-ins.

4.0 Asset Attribute Data Spreadsheet

4.1 The Contractor will submit the completed Asset Attribute Data Spreadsheet (Microsoft

Excel format) with a completed row for each constructed/replaced/abandoned asset on the appropriate spreadsheet tab. The “START HERE” tab in the spreadsheet provides a detailed explanation of attributes the Contractor is required to complete for each water and sewer attribute constructed, replaced, or abandoned under the project.

4.2 Assets are to be populated by the Contractor on the appropriate spreadsheet tab based on the asset category.

4.3 Attribute fields that are required to be populated are highlighted light orange, as per the instructions provided on the “START HERE” tab of the Asset Attribute Data

Infrastructure Construction Projects

Spreadsheet.

4.4 Each new asset entered in the spreadsheet should be annotated with the same temporary ID assigned to it in the final as-built plan set (and the GPS data if applicable).

4.5 Any attribute with a choice list to select a value from will be limited to those values.

4.6 The Contractor will submit the final completed Asset Attribute Data Spreadsheet without any changes in structure, column headings, drop-down menus or other non-data items. Should any pre-defined choice lists be inadequate for the product at hand, the Contractor will contact CRW for direction.

Infrastructure Construction Projects

5.0 GPS Data Deliverables

5.1 The Contractor is responsible for collecting GPS points for water and sewer assets and locations as follows:

Water Distribution Data – Table 5.1.1

Asset/Location Description Contractor’s Collection Method

Valves GPS

Fittings – various types Various, GPS not required but accepted if can be captured prior to backfilling trench

Hydrants GPS

Tanks GPS

Mains N/A (As-built plans)

Service Lines N/A (As-built plans)

Sewer Collection Data – Table 5.1.2

Asset/Location Description Contractor’s Collection Method

Manholes GPS

Clean-outs GPS

Valves GPS

Fittings – various types Various, GPS not required but accepted if can be captured prior to backfilling trench

Gravity mains N/A (As-built plans)

Force mains N/A (As-built plans)

Service connections N/A (As-built plans)

5.2 Additional locations to be GPS’ed include:

A. The location of each connection to existing facilities.

B. The corners of all easements being granted to CRW as part of the project.

5.3 For projects that include the installation of service lines, GPS points will be required for all service line related corporation stops, unions/couplings, reducers, valves up to and including the curb stop. This data shall be collected after the piping and appurtenances are installed, but before the trench is backfilled.

5.4 As discussed in the preceding section, all new valves, hydrants, fittings, curb stops and, if applicable, and corporation stops, shall have records created within the provided

Asset Attribute Data Spreadsheet. It is within this spreadsheet that the descriptive detail of each asset is captured.

Infrastructure Construction Projects

5.5 Each GPS point collected shall be assigned a unique temporary ID and that same temporary ID shall be used within the Asset Attribute Data Spreadsheet to allow for the association of point to record.

5.6 GPS Deliverable Requirements

A. The Contractor will provide CRW with the following GPS data deliverables:

1. GIS shapefile (or geodatabase) of survey points including asset identifier for each point.

Alternatively, the coordinates can be provided comma-delimited text file with appropriate header information.

2. Horizontal accuracy report (PDF format) for all delivered survey points.

6.0 Field Survey Data Collection Requirements

6.1 Accuracy must be the Accuracy Standards published by the Pennsylvania Society of

Land Survey Standards of Practice.

6.2 The coordinate system must be defined as below:

a. Coordinate System: NAD 1983 State Plane, Pennsylvania South, FIPS 3702, US Survey

Feet (WKID 2272).

b. Projection: Lambert Conformal Conic.

6.3 A Control Point GPS shot must be collected at the start of GPS data collection, as well as again at the end of GPS data collection.

a. If you are not using a real time processing solution and are post-processing your data, please collect a Control Point at the start of each week of collection. Control Point requirements:

i. Please use an NGS-listed Control Point. Nearby Control Points can be located using the following web site: http://www.ngs.noaa.gov/NGSDataExplorer/

ii. Vertical only benchmarks are not allowed.

6.4 GPS coordinates must be captured at the center of each manhole, fitting, valve, hydrant, etc.

6.5 Sewer manholes require elevation data for the manhole rim and each pipe invert to be captured. Pipe invert elevations should be either directly surveyed or supplied by grade rod measurement from the manhole rim to the pipe invert measured to the nearest 0.1

(one-tenth) of a foot. Elevations must be referenced to the NAVD88 datum.

http://www.ngs.noaa.gov/NGSDataExplorer/

Infrastructure Construction Projects

7.0 Data Deliverable Folder Structure

Please place all GIS Project Deliverables within a folder named to include the CRW project # and name (e.g., XXXXX – Elm Street Water Main Replacement 2022). Zip this folder up and provide to

Consulting Engineer and CRW. Files should be organized under this folder using the following folder structure:

Folder Description of Content

As-Builts As-built drawing file(s) in PDF format As-built drawing file(s) in DWG format

Asset Attributes Asset attribute data spreadsheet in Excel format

GPS GPS Accuracy report in PDF format

GPS data in Esri shapefile (SHP and related files) or comma-delimited text (CSV) file format

2.0 PRODUCTS – Not Used.

3.0 EXECUTION – Not Used.