Attachment B1 - Specification Section 01 78 40 - OnBase Digital Document Turnover.PDF
PDF 271 KB Posted
- Solicitation number
- REQ - 0009198
- Issued by
- Wayne County, Michigan
About this file
This is a specification document (Section 01 78 40) issued by the Great Lakes Water Authority (GLWA) for the OnBase Digital Document Turnover process, applicable to project record documents for the Site Improvements at St. Aubin, Belle Isle, and Baby Creek CSO Facilities contract in Michigan. The specification requires contractors to provide all labor, materials, equipment, and services necessary to prepare and submit project record documents in formats compatible with GLWA's OnBase document management system by Hyland. Contractors must deliver documents in specified file formats (PDF preferred, with .tif and .zip acceptable; media files in .jpg, .png, .avi, .mov, or .mp4), organize them according to a provided folder structure, and complete up to three workshops with the owner to discuss document turnover at various project stages. The contractor must submit a test upload of ten sample documents after the first workshop for verification and address any upload conflicts in subsequent workshops. Failure to comply with formatting and submittal requirements may result in document rejection, resubmission requirements, and potential withholding of retainage and associated line items in the schedule of values.
The specification establishes detailed data collection and indexing requirements for six document categories: Agreements, Asset and O&M documentation, Drawings, Media, Permits, and Reports. Each category requires completion of specific mandatory data fields (such as file names, file types, document dates, and document types) and allows for optional supplementary fields. Contractors must utilize the OnBase Document Upload Template (DIP Index File) provided by GLWA and maintain strict adherence to character limits, formatting standards, and naming conventions for all submissions. Prior to commencing work, contractors must request the latest version of the DIP template from the owner and develop a comprehensive document turnover plan identifying submission schedules and their quality assurance and quality control processes to ensure compliance with all specification requirements.
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PROJECT NUMBER (GLWA NUMBER) PROJECT NAME
DATE(MONTH YEAR)) PROJECT LOCATION
GREAT LAKES WATER AUTHORITY ONBASE DIGITAL DOCUMENT TURNOVER
MS REV 0.0 01 78 40-1
DOCUMENT NUMBER 01 78 40 4/24/2024
DELETE THIS AND SUBSEQUENT NTS WHEN FINISHED.
SECTION 01 78 40
ONBASE DIGITAL DOCUMENT TURNOVER
PART 1 - GENERAL
1.01 SUMMARY
A. Scope:
1. Contractor shall provide all labor, materials, equipment and incidentals as shown, specified and required to turnover project record documents in a form that facilitates their automatic import into Owner’s document management system which utilizes OnBase® by Hyland®.
a. The system software relies on a proprietary document import processor, or
DIP, that enables Owner to import multiple electronic file types into OnBase, along with their associated keyword values, which are provided in an Index file, hereinafter referred to as the DIP Index File, or Template, whichever applies.
B. Coordination:
1. Contractor shall be responsible for maintaining record documents and provide the final record documentation at the completion of the Contract. Note that this is a generalized specification for project record documents turnover and all document
(and media) types included within this specification may not be applicable to every contract. The list of applicable document/media types for submittals and close-out submittals for the given scope of work will be specified at contract commencement and OnBase Document Upload Template spreadsheet provided.
a. Review listing of items considered record documents in Section 01 78 39, Project Record Documents.
MS REV 0.0 01 78 40-2
2. Contractor shall utilize the information contained in this specification as guidance for naming and filing of documents, and the OnBase Document Upload Template, DIP, to assemble all applicable turnover document types, corresponding “location” and “process area” naming codifications, and provide such DIP Index files thereof to Owner in the required formats. (01 78 40.A, Sample OnBase Document Upload
Template, DIP, is found at the end of this section.)
a. PDF files are preferred; however, .tif, and .zip formats are accepted. Media files may be .jpg, .png, .avi, .mov, or .mp4. No raw files shall be provided including Microsoft Office, AutoCAD, and GIS formats. Failure to provide in the required formats will result in the documents being rejected by Owner and require the Contractor to re-submit. Failure to complete this requirement may result in Owner not releasing retainage and any associated line items in the schedule of values associated with project record documents.
b. Note that this Specification section should not be considered as the authoritative data source for any information in the above two referenced attachments. Changes to the DIP Index File content in these two attachments should prompt alignment of the Specification to the DIP Index File changes.
C. Related Sections:
1. Section 01 78 39, Project Record Documents.
1.02 REFERENCES
A. Abbreviations and Acronyms:
1. DIP: Document Import Processor.
1.03 QUALITY ASSURANCE
A. Contractor shall hold up to 3 workshops with Owner to discuss document turnover at various points in the project.
1. Contractor shall coordinate with Owner after the first workshop to provide a test upload of documents to verify the upload documents and process are properly completed.
a. Contractor shall submit a test of turnover documents to Owner for evaluation consisting of ten documents, filled out in the DIP Index File.
2. The second and third workshops are to discuss any issues and resolve any upload conflicts.
MS REV 0.0 01 78 40-3
1.04 SUBMITTALS
A. The list of applicable document/media types shall include, but is not limited to:
1. Agreements: Agreement documentation shall be provided in format(s) specified.
Each agreement shall be noted with required elements noted below. For additional details on attributes, please refer to the DIP Index File.
a. The following data collection fields that are required to be provided:
1) File Name:
a) Alphanumeric.
b) Actual file name should match this field value.
2) File Path:
a) Example: C:\Agreements.
b) Alphanumeric.
3) File Type:
a) Examples: .pdf (preferred), .tif, .zip.
b) Alphanumeric.
4) Document Type:
a) Must be specified as “Agreements”.
b) Alphanumeric.
5) Agreement Date:
a) Must be in the following format: mm/dd/yyyy.
6) Agreement Type:
a) Select one of the options listed in Appendix A, examples:
i. Water Service Agreements.
ii. Sewer Service Agreements.
iii. Water Easement Agreements.
iv. Sewer Easement Agreements.
b) Cannot exceed 30 characters in length.
c) Alphanumeric/Drop-Down List.
7) Agreement Title:
a) Example: Allen Park Amendment 3.
b) Cannot exceed 250 characters in length.
c) Alphanumeric.
b. The following additional data collection fields can also be provided but are not required:
1) Member Partner(s):
a) Select one or more of the options listed in Sample DIP, Appendix B:
i. Single or multiple values separated by a semi-colon (;).
ii. Each value cannot exceed 50 characters in length.
MS REV 0.0 01 78 40-4
iii. Total field value cannot exceed 32000 characters in length.
iv. Alphanumeric/Drop-Down List.
2) GIS Feature ID(s):
a) Single or multiple values separated by a semi-colon (;).
b) Each value cannot exceed 15 characters in length.
c) Total field value cannot exceed 32000 characters in length.
d) Alphanumeric.
3) WAM Asset ID(s):
a) Single or multiple values separated by a semi-colon (;).
b) Each value cannot exceed 15 characters in length.
c) Total field value cannot exceed 32000 characters in length.
d) Alphanumeric.
4) Comments:
a) Example: Amendment No.3.
b) Cannot exceed 250 characters in length.
c) Alphanumeric.
5) Agreement Grantor:
a) Cannot exceed 50 characters in length.
b) Alphanumeric.
6) Agreement Grantee:
a) Cannot exceed 50 characters in length.
b) Alphanumeric.
2. Asset and O&M: Asset O&M documentation shall be provided in format(s) specified. Each asset O&M shall be noted with required elements noted below. For additional details on attributes, please refer to the sample DIP, Index File.
a. The following data collection fields that are required to be provided:
1) File Name:
a) Alphanumeric.
b) Actual file name should match this field value.
2) File Path:
a) Example: C:\Asset Info.
3) File Type:
a) Examples: .pdf (preferred), .tif, .zip.
4) Document Type:
a) Must be specified as “Asset O&M”.
5) Document Date:
a) Must be in the following format: mm/dd/yyyy.
MS REV 0.0 01 78 40-5
6) Document Type: Select one of the options listed in sample DIP, Appendix
A:
a) Bill of Material.
b) Contract Book.
c) Inspection.
d) Log.
e) Manual.
f) Product Data Sheet.
g) Specifications.
h) Standard Operating Procedure.
i) Submittal.
j) Warranty.
7) Document Title:
a) Example: O&M Chemical Feed Pumping System.
b) Cannot exceed 250 characters in length.
c) Must contain identifier info on associated equipment and/or submittal and revision numbers (as it applies).
d) Alphanumeric.
8) Manufacturer:
a) Cannot exceed 50 characters in length.
b) Example: CHEM Pumps, LLC.
c) Alphanumeric/Drop-Down List.
9) Contract Number:
a) Cannot exceed 15 characters in length.
b) Alphanumeric.
10) GLWA Facilities Location(s):
a) Select one or more of the options listed in sample DIP, Sample DIP, Appendix B.
b) Single or multiple values separated by a semi-colon (;).
c) Each value cannot exceed 150 characters in length.
d) Total field value cannot exceed 32000 characters in length.
e) Alphanumeric/Drop-Down List.
b. The following additional data collection fields can also be provided but are not required:
1) Contractor-Vendor Name:
a) Example: ABC Products, Inc..
b) Cannot exceed 50 characters in length.
c) Alphanumeric/Drop-Down List.
MS REV 0.0 01 78 40-6
2) Model:
a) Example: 123-ABC.xzy.
b) Cannot exceed 50 characters in length.
c) Alphanumeric.
3) GIS Feature ID(s):
a) Single or multiple values separated by a semi-colon (;).
b) Each value cannot exceed 15 characters in length.
c) Total field value cannot exceed 32000 characters in length.
d) Alphanumeric.
4) Asset ID(s):
a) Single or multiple values separated by a semi-colon (;).
b) Each value cannot exceed 15 characters in length.
c) Total field value cannot exceed 32000 characters in length.
d) Alphanumeric.
5) Bill of Materials ID(s):
a) Single or multiple values separated by a semi-colon (;).
b) Each value cannot exceed 15 characters in length.
c) Total field value cannot exceed 32000 characters in length.
d) Alphanumeric.
6) Work Order Number(s):
a) Single or multiple values separated by a semi-colon (;).
b) Each value cannot exceed 15 characters in length.
c) Total field value cannot exceed 32000 characters in length.
d) Alphanumeric.
7) CIP #:
a) Cannot exceed 20 characters in length.
b) Alphanumeric.
8) Contract Title:
a) Cannot exceed 150 characters in length.
b) Alphanumeric.
9) Inventory Stock Code:
a) Cannot exceed 15 characters in length.
b) Alphanumeric.
10) Inventory Storeroom:
a) Cannot exceed 5 characters in length.
b) Alphanumeric.
11) Inventory Primary Bin:
a) Cannot exceed 10 characters in length.
b) Alphanumeric.
MS REV 0.0 01 78 40-7
12) Member Partner(s):
a) Select one or more of the options listed in Sample DIP, Appendix B.
b) Single or multiple values separated by a semi-colon (;).
c) Each value cannot exceed 50 characters in length.
d) Total field value cannot exceed 32000 characters in length.
e) Alphanumeric/Drop-Down List.
13) Process Area(s):
a) Select one or more of the options listed in Sample DIP, Appendix B.
b) Single or multiple values separated by a semi-colon (;).
c) Each value cannot exceed 50 characters in length.
d) Total field value cannot exceed 32000 characters in length.
e) Alphanumeric/Drop-Down List.
14) Buildings and Infrastructure:
a) Select one or more of the options listed in Sample DIP, Appendix B.
b) Single or multiple values separated by a semi-colon (;).
c) Each value cannot exceed 50 characters in length.
d) Total field value cannot exceed 32000 characters in length.
e) Alphanumeric/Drop-Down List.
15) Comments:
a) Cannot exceed 250 characters in length.
b) Alphanumeric.
16) Submittal ID:
a) Cannot exceed 20 characters in length.
b) Alphanumeric.
17) Submittal Status:
a) Cannot exceed 10 characters in length.
b) Alphanumeric/Drop-down List.
c) Select one of the options listed in Appendix A, examples:
i. A.
ii. AAN.
iii. AAN/C.
iv. AAN/R.
v. NA.
vi. ACK.
18) Contract Drawing Tag:
a) Cannot exceed 30 characters in length.
MS REV 0.0 01 78 40-8
19) Contract Drawing Tag:
a) Cannot exceed 15 characters in length.
b) Alphanumeric.
3. Drawings: Drawings shall be provided in both PDF and CAD Formats. For CAD drawings, the entire project shall be zipped up into one zip file. The Zip file should contain all AutoCAD and REVIT drawings, external references, shape files, font files, plot files, and color table block files necessary to reproduce the drawings from the native AutoCAD and REVIT files. PDFs should be a contiguous sets of drawings. For additional details on attributes, please refer to 01 78 40.A, Sample OnBase
Document Upload Template, DIP.
a. The following data collection fields that are required to be provided:
1) File Name.
a) Alphanumeric:
b) Actual file name should match this field value.
2) File Path:
a) Example: C:\Drawings.
3) File Type:
a) Examples: .pdf (preferred), .tif, .zip (do not provide .dwg files, etc.).
4) Document Type:
a) Must be specified as “Drawings”.
5) Drawing Date:
a) Must be in the following format: mm/dd/yyyy.
6) Drawing Type: Select one of the options listed in Appendix A:
a) Cannot exceed 30 characters in length.
b) Alphanumeric/Drop-Down List.
7) Drawing Title:
a) Example: 50% Design Submittal.
b) Cannot exceed 250 characters in length.
c) Alphanumeric.
8) Contract Number:
a) Cannot exceed 15 characters in length.
b) Alphanumeric.
9) Record Drawing: Select one of the options listed in Appendix A:
a) Cannot exceed 3 characters in length.
b) Alphanumeric/Drop-Down List.
10) GLWA Facilities Location(s):
a) Select one or more of the options listed in Sample DIP, Appendix B.
b) Single or multiple values separated by a semi-colon (;).
MS REV 0.0 01 78 40-9
c) Each value cannot exceed 15 characters in length.
d) Total field value cannot exceed 32000 characters in length.
e) Alphanumeric/Drop-Down List.
b. The following additional data collection fields can also be provided but are not required:
1) Revision Number:
a) Cannot exceed 10 characters in length.
b) Alphanumeric.
2) Discipline:
a) Select one or more of the options listed in Appendix A.
b) Single or multiple values separated by a semi-colon (;).
c) Each value cannot exceed 30 characters in length.
d) Total field value cannot exceed 32000 characters in length.
e) Alphanumeric/Drop-Down List.
3) Drafted By Firm:
a) Example: ABC Design, Corp.
b) Select one or more of the options listed in Sample DIP, Appendix B.
c) Single or multiple values separated by a semi-colon (;).
d) Each value cannot exceed 250 characters in length.
e) Total field value cannot exceed 32000 characters in length.
f) Alphanumeric/Drop-Down List.
4) GIS Feature ID(s):
a) Single or multiple values separated by a semi-colon (;).
b) Each value cannot exceed 15 characters in length.
c) Total field value cannot exceed 32000 characters in length.
d) Alphanumeric.
5) Asset ID(s):
a) Single or multiple values separated by a semi-colon (;).
b) Each value cannot exceed 15 characters in length.
c) Total field value cannot exceed 32000 characters in length.
d) Alphanumeric .
6) Work Order Number(s):
a) Single or multiple values separated by a semi-colon (;).
b) Each value cannot exceed 15 characters in length.
c) Total field value cannot exceed 32000 characters in length.
d) Alphanumeric.
7) CIP Number:
a) Cannot exceed 20 characters in length.
MS REV 0.0 01 78 40-10
8) Contract Title:
a) Cannot exceed 150 characters in length.
b) Alphanumeric.
9) Member Partner(s):
a) Select one or more of the options listed in Sample DIP, Appendix B.
b) Single or multiple values separated by a semi-colon (;).
c) Each value cannot exceed 50 characters in length.
d) Total field value cannot exceed 32000 characters in length.
e) Alphanumeric/Drop-Down List.
10) Process Area(s):
a) Select one or more of the options listed in Sample DIP, Appendix B.
b) Single or multiple values separated by a semi-colon (;).
c) Each value cannot exceed 50 characters in length.
d) Total field value cannot exceed 32000 characters in length.
e) Alphanumeric/Drop-Down List.
11) Building and Infrastructure:
a) Select one or more of the options listed in Sample DIP, Appendix B.
b) Single or multiple values separated by a semi-colon (;).
c) Each value cannot exceed 50 characters in length.
d) Total field value cannot exceed 32000 characters in length.
e) Alphanumeric/Drop-Down List.
12) Drawing Number:
a) Cannot exceed 15 characters in length.
b) Alphanumeric.
13) Comments:
a) Cannot exceed 250 characters in length.
b) Alphanumeric.
4. Media: Media documentation shall be provided in format(s) specified. Each media shall be noted with required elements noted below. Examples of media include photos and videos. For additional details on attributes, please refer to the DIP Index
File.
a. The following data collection fields that are required to be provided:
1) File Name:
a) Alphanumeric.
b) Actual file name should match this field value.
2) File Path:
a) Example: C:\Photos.
3) File Type:
a) Example: .jpg (preferred), .png, .tif, .avi, .mov, .mp4.
MS REV 0.0 01 78 40-11
4) Document Type:
a) Must be specified as “Media”.
5) Media Date:
a) Must be in the following format: mm/dd/yyyy.
6) Media Type:
a) Select one of the options listed in Appendix A:
i. Photo.
ii. Video.
b) Cannot exceed 10 characters in length.
c) Alphanumeric/Drop-Down List.
7) Media Title:
a) Example: New Gate.
b) Cannot exceed 250 characters in length.
c) Alphanumeric.
8) Contract Number:
a) Cannot exceed 15 characters in length.
b) Alphanumeric.
9) GLWA Facilities Location(s): Select one or more of the options listed in
Sample DIP, Appendix B:
a) Single or multiple values separated by a semi-colon (;).
b) Each value cannot exceed 15 characters in length.
c) Total field value cannot exceed 250 characters in length.
d) Alphanumeric/Drop-Down List.
b. The following additional data collection fields can also be provided but are not required:
1) GIS Feature ID(s):
a) Single or multiple values separated by a semi-colon (;).
b) Each value cannot exceed 15 characters in length.
c) Total field value cannot exceed 32000 characters in length.
d) Alphanumeric.
2) WAM Asset ID(s):
a) Single or multiple values separated by a semi-colon (;).
b) Each value cannot exceed 15 characters in length.
c) Total field value cannot exceed 32000 characters in length.
d) Alphanumeric.
3) Work Order Number(s):
a) Single or multiple values separated by a semi-colon (;).
b) Each value cannot exceed 15 characters in length.
MS REV 0.0 01 78 40-12
c) Total field value cannot exceed 32000 characters in length.
d) Alphanumeric.
4) CIP Number:
a) Cannot exceed 20 characters in length.
b) Alphanumeric.
5) Contract Title:
a) Cannot exceed 150 characters in length.
6) Inventory Stock Code:
a) Cannot exceed 15 characters in length.
b) Alphanumeric.
7) Inventory Storeroom:
a) Cannot exceed 5 characters in length.
b) Alphanumeric.
8) Inventory Primary Bin:
a) Cannot exceed 10 characters in length.
b) Alphanumeric.
9) Process Area(s):
a) Select one or more of the options listed in Sample DIP, Appendix B.
b) Single or multiple values separated by a semi-colon (;).
c) Each value cannot exceed 50 characters in length.
d) Total field value cannot exceed 32000 characters in length.
e) Alphanumeric/Drop-Down List.
10) Buildings and Infrastructure:
a) Select one or more of the options listed in Sample DIP, Appendix B.
b) Single or multiple values separated by a semi-colon (;).
c) Each value cannot exceed 50 characters in length.
d) Total field value cannot exceed 32000 characters in length.
e) Alphanumeric/Drop-Down List.
11) Comments:
a) Cannot exceed 250 characters in length.
b) Alphanumeric.
5. Permits: Permit documentation shall be provided in format(s) specified. Each permit shall be noted with required elements noted below. For additional details on attributes, please refer to the DIP Index File.
a. The following data collection fields that are required to be provided:
1) File Name:
a) Alphanumeric.
b) Actual file name should match this field value.
MS REV 0.0 01 78 40-13
2) File Path:
a) Example: C:\Permits.
3) File Type:
a) Example: .pdf (preferred), .tif and .zip.
4) Document Type:
a) Must be specified as “Permits”.
5) Permit Issuer:
a) Select one of the options listed in Appendix A, examples:
i. City of Detroit.
ii. GLWA.
iii. MDOT.
iv. Conflict Review.
v. NPDES.
vi. Part 303-Wetland.
vii. Right-of-Way.
viii. Soil Erosion.
b) Cannot exceed 30 characters in length.
c) Alphanumeric/Drop-Down List.
6) Permit Type:
a) Select one of the options listed in Appendix A.
b) Cannot exceed 50 characters in length.
c) Alphanumeric/Drop-Down List.
7) Permit Application Date:
a) Must be in the following format: mm/dd/yyyy.
b) Date.
8) Permit Number:
a) Cannot exceed 10 characters in length.
b) Alphanumeric.
b. The following additional data collection fields can also be provided but are not required:
1) Permit Issuance Date:
a) Must be in the following format: mm/dd/yyyy.
2) Permit Title:
a) Cannot exceed 250 characters in length.
b) Alphanumeric.
3) GIS Feature ID(s):
a) Single or multiple values separated by a semi-colon (;).
b) Each value cannot exceed 15 characters in length.
MS REV 0.0 01 78 40-14
c) Total field value cannot exceed 32000 characters in length.
d) Alphanumeric.
4) Asset ID(s):
a) Single or multiple values separated by a semi-colon (;).
b) Each value cannot exceed 15 characters in length.
c) Total field value cannot exceed 32000 characters in length.
d) Alphanumeric.
5) CIP #:
a) Cannot exceed 20 characters in length.
b) Alphanumeric.
6) Contract Title:
a) Cannot exceed 150 characters in length.
b) Alphanumeric.
7) Contract Number:
a) Cannot exceed 15 characters in length.
b) Alphanumeric.
8) Work Order Number(s):
a) Single or multiple values separated by a semi-colon (;).
b) Each value cannot exceed 15 characters in length.
c) Total field value cannot exceed 32000 characters in length.
d) Alphanumeric.
9) GLWA Facilities Location(s):
a) Select one or more of the options listed in Sample DIP, Appendix B.
b) Single or multiple values separated by a semi-colon (;).
c) Each value cannot exceed 150 characters in length.
d) Total field value cannot exceed 32000 characters in length.
e) Alphanumeric/Drop-Down List.
10) Process Area(s):
a) Select one or more of the options listed in Sample DIP, Appendix B.
b) Single or multiple values separated by a semi-colon (;).
c) Each value cannot exceed 50 characters in length.
d) Total field value cannot exceed 32000 characters in length.
e) Alphanumeric/Drop-Down List.
11) Buildings and Infrastructure:
a) Select one or more of the options listed in Sample DIP, Appendix B.
b) Single or multiple values separated by a semi-colon (;).
c) Each value cannot exceed 50 characters in length.
d) Total field value cannot exceed 32000 characters in length.
e) Alphanumeric/Drop-Down List.
MS REV 0.0 01 78 40-15
12) Comments:
a) Cannot exceed 250 characters in length.
b) Alphanumeric.
6. Reports: Report documentation shall be provided in format(s) specified. Each report shall be noted with required elements noted below. For additional details on attributes, please refer to the DIP Index File.
a. The following data collection fields that are required to be provided:
1) File Name:
a) Alphanumeric:
b) Actual file name should match this field value.
2) File Path:
a) Example: C:\Reports.
3) File Type:
a) Example: .pdf (preferred), .tif, .zip.
4) Document Type:
a) Must be specified as “Reports”.
5) Report Date:
a) Must be in the following format: mm/dd/yyyy.
6) Report Type:
a) Select one or more of the options listed in Appendix A, examples:
i. Asset Management.
ii. Basis of Design.
iii. Bench Scale Test.
iv. Calculations.
v. Capital Improvement Plan.
vi. Emergency Response Plan.
vii. Engineering.
viii. Geotechnical.
ix. Hydraulic Modeling.
x. Inspection.
xi. Inspectors Daily Report.
xii. Needs Assessment.
xiii. Pump Data/Curves.
xiv. Regulatory.
xv. Technical Memorandum.
xvi. Water Quality.
b) Cannot exceed 50 characters in length.
c) Alphanumeric/Drop-Down List.
MS REV 0.0 01 78 40-16
7) Report Title:
a) Cannot exceed 250 characters in length.
b) Alphanumeric.
8) Report Creator:
a) Cannot exceed 50 characters in length.
b) Alphanumeric.
9) Contract Number:
a) Cannot exceed 15 characters in length.
b) Alphanumeric.
b. The following additional data collection fields can also be provided but are not required:
1) GIS Feature ID(s):
a) Single or multiple values separated by a semi-colon (;).
b) Each value cannot exceed 15 characters in length.
c) Total field value cannot exceed 32000 characters in length.
d) Alphanumeric.
2) Asset ID(s):
a) Single or multiple values separated by a semi-colon (;).
b) Each value cannot exceed 15 characters in length.
c) Total field value cannot exceed 32000 characters in length.
d) Alphanumeric.
3) Work Order Number(s):
a) Single or multiple values separated by a semi-colon (;).
b) Each value cannot exceed 15 characters in length.
c) Total field value cannot exceed 32000 characters in length.
d) Alphanumeric.
4) CIP Number:
a) Cannot exceed 20 characters in length.
b) Alphanumeric.
5) Contract Title:
a) Cannot exceed 150 characters in length.
b) Alphanumeric.
6) Member Partner(s):
a) Select one or more of the options listed in Sample DIP, Appendix B.
b) Single or multiple values separated by a semi-colon (;).
c) Each value cannot exceed 50 characters in length.
d) Total field value cannot exceed 32000 characters in length.
e) Alphanumeric/Drop-Down List.
MS REV 0.0 01 78 40-17
7) GLWA Facilities Location(s):
a) Select one or more of the options listed in Sample DIP, Appendix B.
b) Single or multiple values separated by a semi-colon (;).
c) Each value cannot exceed 150 characters in length.
d) Total field value cannot exceed 32000 characters in length.
e) Alphanumeric/Drop-Down List.
8) Process Area(s):
a) Select one or more of the options listed in Sample DIP, Appendix B.
b) Single or multiple values separated by a semi-colon (;).
c) Each value cannot exceed 50 characters in length.
d) Total field value cannot exceed 32000 characters in length.
e) Alphanumeric/Drop-Down List.
9) Buildings and Infrastructure:
a) Select one or more of the options listed in Sample DIP, Appendix B.
b) Single or multiple values separated by a semi-colon (;).
c) Each value cannot exceed 50 characters in length.
d) Total field value cannot exceed 32000 characters in length.
e) Alphanumeric/Drop-Down List.
10) Comments:
a) Cannot exceed 250 characters in length.
b) Alphanumeric.
PART 2 - PRODUCTS NOT USED
PART 3 - EXECUTION
3.01 PREPARATION
A. Contractor shall request the latest OnBase Document Upload Template, DIP, from
Owner prior to commencing this Work. The template provided with the Contract
Documents is a sample for the Contractor to understand the extent of the Work required.
B. Contractor shall develop a plan for document turnover and provide this plan to Owner.
The plan shall identify the schedule for when documents will be turned over, and the
QA/QC process they will follow to ensure the data is turned over in accordance with this specification.
3.02 APPLICATION
A. Contractor shall ensure the folder structure supplied to them with reference documents is being adhered to for final document turnover.
MS REV 0.0 01 78 40-18
3.03 ATTACHMENTS
A. The attachment listed below, following this section’s “End of Section” designation, is part of this Specifications section:
1. 01 78 40.A - Sample OnBase Document Upload Template, DIP, spreadsheet.
END OF SECTION
| SECTION 01 78 40 |
| ONBASE DIGITAL DOCUMENT TURNOVER |
| PART 1 - GENERAL |
| 1.01 summary |
| A. Scope: |
| 1. Contractor shall provide all labor, materials, equipment and incidentals as shown, specified and required to turnover project record documents in a form that facilitates their automatic import into Owner’s document management system which utilizes ... |
| a. The system software relies on a proprietary document import processor, or DIP, that enables Owner to import multiple electronic file types into OnBase, along with their associated keyword values, which are provided in an Index file, hereinafter ref... |
| B. Coordination: |
| 1. Contractor shall be responsible for maintaining record documents and provide the final record documentation at the completion of the Contract. Note that this is a generalized specification for project record documents turnover and all document (an... |
| a. Review listing of items considered record documents in Section 01 78 39, Project Record Documents. |
| 2. Contractor shall utilize the information contained in this specification as guidance for naming and filing of documents, and the OnBase Document Upload Template, DIP, to assemble all applicable turnover document types, corresponding “location” and ... |
| a. PDF files are preferred; however, .tif, and .zip formats are accepted. Media files may be .jpg, .png, .avi, .mov, or .mp4. No raw files shall be provided including Microsoft Office, AutoCAD, and GIS formats. Failure to provide in the required for... |
| b. Note that this Specification section should not be considered as the authoritative data source for any information in the above two referenced attachments. Changes to the DIP Index File content in these two attachments should prompt alignment of t... |
| C. Related Sections: |
| 1. Section 01 78 39, Project Record Documents. |
| 1.02 References |
| A. Abbreviations and Acronyms: |
| 1. DIP: Document Import Processor. |
| 1.03 Quality Assurance |
| A. Contractor shall hold up to 3 workshops with Owner to discuss document turnover at various points in the project. |
| 1. Contractor shall coordinate with Owner after the first workshop to provide a test upload of documents to verify the upload documents and process are properly completed. |
| a. Contractor shall submit a test of turnover documents to Owner for evaluation consisting of ten documents, filled out in the DIP Index File. |
2. The second and third workshops are to discuss any issues and resolve any upload conflicts.
| 1.04 Submittals |
| A. The list of applicable document/media types shall include, but is not limited to: |
| 1. Agreements: Agreement documentation shall be provided in format(s) specified. Each agreement shall be noted with required elements noted below. For additional details on attributes, please refer to the DIP Index File. |
| a. The following data collection fields that are required to be provided: |
| 1) File Name: |
| a) Alphanumeric. |
| b) Actual file name should match this field value. |
| 2) File Path: |
| a) Example: C:\Agreements. |
| b) Alphanumeric. |
| 3) File Type: |
| a) Examples: .pdf (preferred), .tif, .zip. |
| b) Alphanumeric. |
| 4) Document Type: |
| a) Must be specified as “Agreements”. |
| b) Alphanumeric. |
| 5) Agreement Date: |
| a) Must be in the following format: mm/dd/yyyy. |
| 6) Agreement Type: |
| a) Select one of the options listed in Appendix A, examples: |
| i. Water Service Agreements. |
| ii. Sewer Service Agreements. |
| iii. Water Easement Agreements. |
| iv. Sewer Easement Agreements. |
| b) Cannot exceed 30 characters in length. |
| c) Alphanumeric/Drop-Down List. |
| 7) Agreement Title: |
| a) Example: Allen Park Amendment 3. |
| b) Cannot exceed 250 characters in length. |
| c) Alphanumeric. |
| b. The following additional data collection fields can also be provided but are not required: |
| 1) Member Partner(s): |
| a) Select one or more of the options listed in Sample DIP, Appendix B: |
| i. Single or multiple values separated by a semi-colon (;). |
| ii. Each value cannot exceed 50 characters in length. |
| iii. Total field value cannot exceed 32000 characters in length. |
| iv. Alphanumeric/Drop-Down List. |
| 2) GIS Feature ID(s): |
| a) Single or multiple values separated by a semi-colon (;). |
| b) Each value cannot exceed 15 characters in length. |
| c) Total field value cannot exceed 32000 characters in length. |
| d) Alphanumeric. |
| 3) WAM Asset ID(s): |
| a) Single or multiple values separated by a semi-colon (;). |
| b) Each value cannot exceed 15 characters in length. |
| c) Total field value cannot exceed 32000 characters in length. |
| d) Alphanumeric. |
| 4) Comments: |
| a) Example: Amendment No.3. |
| b) Cannot exceed 250 characters in length. |
| c) Alphanumeric. |
| 5) Agreement Grantor: |
| a) Cannot exceed 50 characters in length. |
| b) Alphanumeric. |
| 6) Agreement Grantee: |
| a) Cannot exceed 50 characters in length. |
| b) Alphanumeric. |
| 2. Asset and O&M: Asset O&M documentation shall be provided in format(s) specified. Each asset O&M shall be noted with required elements noted below. For additional details on attributes, please refer to the sample DIP, Index File. |
| a. The following data collection fields that are required to be provided: |
| 1) File Name: |
| a) Alphanumeric. |
| b) Actual file name should match this field value. |
| 2) File Path: |
| a) Example: C:\Asset Info. |
| 3) File Type: |
| a) Examples: .pdf (preferred), .tif, .zip. |
| 4) Document Type: |
| a) Must be specified as “Asset O&M”. |
| 5) Document Date: |
| a) Must be in the following format: mm/dd/yyyy. |
| 6) Document Type: Select one of the options listed in sample DIP, Appendix A: |
| a) Bill of Material. |
| b) Contract Book. |
| c) Inspection. |
| d) Log. |
| e) Manual. |
| f) Product Data Sheet. |
| g) Specifications. |
| h) Standard Operating Procedure. |
| i) Submittal. |
| j) Warranty. |
| 7) Document Title: |
| a) Example: O&M Chemical Feed Pumping System. |
| b) Cannot exceed 250 characters in length. |
| c) Must contain identifier info on associated equipment and/or submittal and revision numbers (as it applies). |
| d) Alphanumeric. |
| 8) Manufacturer: |
| a) Cannot exceed 50 characters in length. |
| b) Example: CHEM Pumps, LLC. |
| c) Alphanumeric/Drop-Down List. |
| 9) Contract Number: |
| a) Cannot exceed 15 characters in length. |
| b) Alphanumeric. |
| 10) GLWA Facilities Location(s): |
| a) Select one or more of the options listed in sample DIP, Sample DIP, Appendix B. |
| b) Single or multiple values separated by a semi-colon (;). |
| c) Each value cannot exceed 150 characters in length. |
| d) Total field value cannot exceed 32000 characters in length. |
| e) Alphanumeric/Drop-Down List. |
| b. The following additional data collection fields can also be provided but are not required: |
| 1) Contractor-Vendor Name: |
| a) Example: ABC Products, Inc.. |
| b) Cannot exceed 50 characters in length. |
| c) Alphanumeric/Drop-Down List. |
| 2) Model: |
| a) Example: 123-ABC.xzy. |
| b) Cannot exceed 50 characters in length. |
| c) Alphanumeric. |
| 3) GIS Feature ID(s): |
| a) Single or multiple values separated by a semi-colon (;). |
| b) Each value cannot exceed 15 characters in length. |
| c) Total field value cannot exceed 32000 characters in length. |
| d) Alphanumeric. |
| 4) Asset ID(s): |
| a) Single or multiple values separated by a semi-colon (;). |
| b) Each value cannot exceed 15 characters in length. |
| c) Total field value cannot exceed 32000 characters in length. |
| d) Alphanumeric. |
| 5) Bill of Materials ID(s): |
| a) Single or multiple values separated by a semi-colon (;). |
| b) Each value cannot exceed 15 characters in length. |
| c) Total field value cannot exceed 32000 characters in length. |
| d) Alphanumeric. |
| 6) Work Order Number(s): |
| a) Single or multiple values separated by a semi-colon (;). |
| b) Each value cannot exceed 15 characters in length. |
| c) Total field value cannot exceed 32000 characters in length. |
| d) Alphanumeric. |
| 7) CIP #: |
| a) Cannot exceed 20 characters in length. |
| b) Alphanumeric. |
| 8) Contract Title: |
| a) Cannot exceed 150 characters in length. |
| b) Alphanumeric. |
| 9) Inventory Stock Code: |
| a) Cannot exceed 15 characters in length. |
| b) Alphanumeric. |
| 10) Inventory Storeroom: |
| a) Cannot exceed 5 characters in length. |
| b) Alphanumeric. |
| 11) Inventory Primary Bin: |
| a) Cannot exceed 10 characters in length. |
| b) Alphanumeric. |
| 12) Member Partner(s): |
| a) Select one or more of the options listed in Sample DIP, Appendix B. |
| b) Single or multiple values separated by a semi-colon (;). |
| c) Each value cannot exceed 50 characters in length. |
| d) Total field value cannot exceed 32000 characters in length. |
| e) Alphanumeric/Drop-Down List. |
| 13) Process Area(s): |
| a) Select one or more of the options listed in Sample DIP, Appendix B. |
| b) Single or multiple values separated by a semi-colon (;). |
| c) Each value cannot exceed 50 characters in length. |
| d) Total field value cannot exceed 32000 characters in length. |
| e) Alphanumeric/Drop-Down List. |
| 14) Buildings and Infrastructure: |
| a) Select one or more of the options listed in Sample DIP, Appendix B. |
| b) Single or multiple values separated by a semi-colon (;). |
| c) Each value cannot exceed 50 characters in length. |
| d) Total field value cannot exceed 32000 characters in length. |
| e) Alphanumeric/Drop-Down List. |
| 15) Comments: |
| a) Cannot exceed 250 characters in length. |
| b) Alphanumeric. |
| 16) Submittal ID: |
| a) Cannot exceed 20 characters in length. |
| b) Alphanumeric. |
| 17) Submittal Status: |
| a) Cannot exceed 10 characters in length. |
| b) Alphanumeric/Drop-down List. |
| c) Select one of the options listed in Appendix A, examples: |
| i. A. |
| ii. AAN. |
| iii. AAN/C. |
| iv. AAN/R. |
| v. NA. |
| vi. ACK. |
| 18) Contract Drawing Tag: |
| a) Cannot exceed 30 characters in length. |
| b) Alphanumeric. |
| 19) Contract Drawing Tag: |
| a) Cannot exceed 15 characters in length. |
| b) Alphanumeric. |
| 3. Drawings: Drawings shall be provided in both PDF and CAD Formats. For CAD drawings, the entire project shall be zipped up into one zip file. The Zip file should contain all AutoCAD and REVIT drawings, external references, shape files, font files,... |
| a. The following data collection fields that are required to be provided: |
| 1) File Name. |
| a) Alphanumeric: |
| b) Actual file name should match this field value. |
| 2) File Path: |
| a) Example: C:\Drawings. |
| 3) File Type: |
| a) Examples: .pdf (preferred), .tif, .zip (do not provide .dwg files, etc.). |
| 4) Document Type: |
| a) Must be specified as “Drawings”. |
| 5) Drawing Date: |
| a) Must be in the following format: mm/dd/yyyy. |
| 6) Drawing Type: Select one of the options listed in Appendix A: |
| a) Cannot exceed 30 characters in length. |
| b) Alphanumeric/Drop-Down List. |
| 7) Drawing Title: |
| a) Example: 50% Design Submittal. |
| b) Cannot exceed 250 characters in length. |
| c) Alphanumeric. |
| 8) Contract Number: |
| a) Cannot exceed 15 characters in length. |
| b) Alphanumeric. |
| 9) Record Drawing: Select one of the options listed in Appendix A: |
| a) Cannot exceed 3 characters in length. |
| b) Alphanumeric/Drop-Down List. |
| 10) GLWA Facilities Location(s): |
| a) Select one or more of the options listed in Sample DIP, Appendix B. |
| b) Single or multiple values separated by a semi-colon (;). |
| c) Each value cannot exceed 15 characters in length. |
| d) Total field value cannot exceed 32000 characters in length. |
| e) Alphanumeric/Drop-Down List. |
| b. The following additional data collection fields can also be provided but are not required: |
| 1) Revision Number: |
| a) Cannot exceed 10 characters in length. |
| b) Alphanumeric. |
| 2) Discipline: |
| a) Select one or more of the options listed in Appendix A. |
| b) Single or multiple values separated by a semi-colon (;). |
| c) Each value cannot exceed 30 characters in length. |
| d) Total field value cannot exceed 32000 characters in length. |
| e) Alphanumeric/Drop-Down List. |
| 3) Drafted By Firm: |
| a) Example: ABC Design, Corp. |
| b) Select one or more of the options listed in Sample DIP, Appendix B. |
| c) Single or multiple values separated by a semi-colon (;). |
| d) Each value cannot exceed 250 characters in length. |
| e) Total field value cannot exceed 32000 characters in length. |
| f) Alphanumeric/Drop-Down List. |
| 4) GIS Feature ID(s): |
| a) Single or multiple values separated by a semi-colon (;). |
| b) Each value cannot exceed 15 characters in length. |
| c) Total field value cannot exceed 32000 characters in length. |
| d) Alphanumeric. |
| 5) Asset ID(s): |
| a) Single or multiple values separated by a semi-colon (;). |
| b) Each value cannot exceed 15 characters in length. |
| c) Total field value cannot exceed 32000 characters in length. |
| d) Alphanumeric . |
| 6) Work Order Number(s): |
| a) Single or multiple values separated by a semi-colon (;). |
| b) Each value cannot exceed 15 characters in length. |
| c) Total field value cannot exceed 32000 characters in length. |
| d) Alphanumeric. |
| 7) CIP Number: |
| a) Cannot exceed 20 characters in length. |
| b) Alphanumeric. |
| 8) Contract Title: |
| a) Cannot exceed 150 characters in length. |
| b) Alphanumeric. |
| 9) Member Partner(s): |
| a) Select one or more of the options listed in Sample DIP, Appendix B. |
| b) Single or multiple values separated by a semi-colon (;). |
| c) Each value cannot exceed 50 characters in length. |
| d) Total field value cannot exceed 32000 characters in length. |
| e) Alphanumeric/Drop-Down List. |
| 10) Process Area(s): |
| a) Select one or more of the options listed in Sample DIP, Appendix B. |
| b) Single or multiple values separated by a semi-colon (;). |
| c) Each value cannot exceed 50 characters in length. |
| d) Total field value cannot exceed 32000 characters in length. |
| e) Alphanumeric/Drop-Down List. |
| 11) Building and Infrastructure: |
| a) Select one or more of the options listed in Sample DIP, Appendix B. |
| b) Single or multiple values separated by a semi-colon (;). |
| c) Each value cannot exceed 50 characters in length. |
| d) Total field value cannot exceed 32000 characters in length. |
| e) Alphanumeric/Drop-Down List. |
| 12) Drawing Number: |
| a) Cannot exceed 15 characters in length. |
| b) Alphanumeric. |
| 13) Comments: |
| a) Cannot exceed 250 characters in length. |
| b) Alphanumeric. |
| 4. Media: Media documentation shall be provided in format(s) specified. Each media shall be noted with required elements noted below. Examples of media include photos and videos. For additional details on attributes, please refer to the DIP Index F... |
| a. The following data collection fields that are required to be provided: |
| 1) File Name: |
| a) Alphanumeric. |
| b) Actual file name should match this field value. |
| 2) File Path: |
| a) Example: C:\Photos. |
| 3) File Type: |
| a) Example: .jpg (preferred), .png, .tif, .avi, .mov, .mp4. |
| 4) Document Type: |
| a) Must be specified as “Media”. |
| 5) Media Date: |
| a) Must be in the following format: mm/dd/yyyy. |
| 6) Media Type: |
| a) Select one of the options listed in Appendix A: |
| i. Photo. |
| ii. Video. |
| b) Cannot exceed 10 characters in length. |
| c) Alphanumeric/Drop-Down List. |
| 7) Media Title: |
| a) Example: New Gate. |
| b) Cannot exceed 250 characters in length. |
| c) Alphanumeric. |
| 8) Contract Number: |
| a) Cannot exceed 15 characters in length. |
| b) Alphanumeric. |
| 9) GLWA Facilities Location(s): Select one or more of the options listed in Sample DIP, Appendix B: |
| a) Single or multiple values separated by a semi-colon (;). |
| b) Each value cannot exceed 15 characters in length. |
| c) Total field value cannot exceed 250 characters in length. |
| d) Alphanumeric/Drop-Down List. |
| b. The following additional data collection fields can also be provided but are not required: |
| 1) GIS Feature ID(s): |
| a) Single or multiple values separated by a semi-colon (;). |
| b) Each value cannot exceed 15 characters in length. |
| c) Total field value cannot exceed 32000 characters in length. |
| d) Alphanumeric. |
| 2) WAM Asset ID(s): |
| a) Single or multiple values separated by a semi-colon (;). |
| b) Each value cannot exceed 15 characters in length. |
| c) Total field value cannot exceed 32000 characters in length. |
| d) Alphanumeric. |
| 3) Work Order Number(s): |
| a) Single or multiple values separated by a semi-colon (;). |
| b) Each value cannot exceed 15 characters in length. |
| c) Total field value cannot exceed 32000 characters in length. |
| d) Alphanumeric. |
| 4) CIP Number: |
| a) Cannot exceed 20 characters in length. |
| b) Alphanumeric. |
| 5) Contract Title: |
| a) Cannot exceed 150 characters in length. |
| 6) Inventory Stock Code: |
| a) Cannot exceed 15 characters in length. |
| b) Alphanumeric. |
| 7) Inventory Storeroom: |
| a) Cannot exceed 5 characters in length. |
| b) Alphanumeric. |
| 8) Inventory Primary Bin: |
| a) Cannot exceed 10 characters in length. |
| b) Alphanumeric. |
| 9) Process Area(s): |
| a) Select one or more of the options listed in Sample DIP, Appendix B. |
| b) Single or multiple values separated by a semi-colon (;). |
| c) Each value cannot exceed 50 characters in length. |
| d) Total field value cannot exceed 32000 characters in length. |
| e) Alphanumeric/Drop-Down List. |
| 10) Buildings and Infrastructure: |
| a) Select one or more of the options listed in Sample DIP, Appendix B. |
| b) Single or multiple values separated by a semi-colon (;). |
| c) Each value cannot exceed 50 characters in length. |
| d) Total field value cannot exceed 32000 characters in length. |
| e) Alphanumeric/Drop-Down List. |
| 11) Comments: |
| a) Cannot exceed 250 characters in length. |
| b) Alphanumeric. |
| 5. Permits: Permit documentation shall be provided in format(s) specified. Each permit shall be noted with required elements noted below. For additional details on attributes, please refer to the DIP Index File. |
| a. The following data collection fields that are required to be provided: |
| 1) File Name: |
| a) Alphanumeric. |
| b) Actual file name should match this field value. |
| 2) File Path: |
| a) Example: C:\Permits. |
| 3) File Type: |
| a) Example: .pdf (preferred), .tif and .zip. |
| 4) Document Type: |
| a) Must be specified as “Permits”. |
| 5) Permit Issuer: |
| a) Select one of the options listed in Appendix A, examples: |
| i. City of Detroit. |
| ii. GLWA. |
| iii. MDOT. |
| iv. Conflict Review. |
| v. NPDES. |
| vi. Part 303-Wetland. |
| vii. Right-of-Way. |
| viii. Soil Erosion. |
| b) Cannot exceed 30 characters in length. |
| c) Alphanumeric/Drop-Down List. |
| 6) Permit Type: |
| a) Select one of the options listed in Appendix A. |
| b) Cannot exceed 50 characters in length. |
| c) Alphanumeric/Drop-Down List. |
| 7) Permit Application Date: |
| a) Must be in the following format: mm/dd/yyyy. |
| b) Date. |
| 8) Permit Number: |
| a) Cannot exceed 10 characters in length. |
| b) Alphanumeric. |
| b. The following additional data collection fields can also be provided but are not required: |
| 1) Permit Issuance Date: |
| a) Must be in the following format: mm/dd/yyyy. |
| 2) Permit Title: |
| a) Cannot exceed 250 characters in length. |
| b) Alphanumeric. |
| 3) GIS Feature ID(s): |
| a) Single or multiple values separated by a semi-colon (;). |
| b) Each value cannot exceed 15 characters in length. |
| c) Total field value cannot exceed 32000 characters in length. |
| d) Alphanumeric. |
| 4) Asset ID(s): |
| a) Single or multiple values separated by a semi-colon (;). |
| b) Each value cannot exceed 15 characters in length. |
| c) Total field value cannot exceed 32000 characters in length. |
| d) Alphanumeric. |
| 5) CIP #: |
| a) Cannot exceed 20 characters in length. |
| b) Alphanumeric. |
| 6) Contract Title: |
| a) Cannot exceed 150 characters in length. |
| b) Alphanumeric. |
| 7) Contract Number: |
| a) Cannot exceed 15 characters in length. |
| b) Alphanumeric. |
| 8) Work Order Number(s): |
| a) Single or multiple values separated by a semi-colon (;). |
| b) Each value cannot exceed 15 characters in length. |
| c) Total field value cannot exceed 32000 characters in length. |
| d) Alphanumeric. |
| 9) GLWA Facilities Location(s): |
| a) Select one or more of the options listed in Sample DIP, Appendix B. |
| b) Single or multiple values separated by a semi-colon (;). |
| c) Each value cannot exceed 150 characters in length. |
| d) Total field value cannot exceed 32000 characters in length. |
| e) Alphanumeric/Drop-Down List. |
| 10) Process Area(s): |
| a) Select one or more of the options listed in Sample DIP, Appendix B. |
| b) Single or multiple values separated by a semi-colon (;). |
| c) Each value cannot exceed 50 characters in length. |
| d) Total field value cannot exceed 32000 characters in length. |
| e) Alphanumeric/Drop-Down List. |
| 11) Buildings and Infrastructure: |
| a) Select one or more of the options listed in Sample DIP, Appendix B. |
| b) Single or multiple values separated by a semi-colon (;). |
| c) Each value cannot exceed 50 characters in length. |
| d) Total field value cannot exceed 32000 characters in length. |
| e) Alphanumeric/Drop-Down List. |
| 12) Comments: |
| a) Cannot exceed 250 characters in length. |
| b) Alphanumeric. |
| 6. Reports: Report documentation shall be provided in format(s) specified. Each report shall be noted with required elements noted below. For additional details on attributes, please refer to the DIP Index File. |
| a. The following data collection fields that are required to be provided: |
| 1) File Name: |
| a) Alphanumeric: |
| b) Actual file name should match this field value. |
| 2) File Path: |
| a) Example: C:\Reports. |
| 3) File Type: |
| a) Example: .pdf (preferred), .tif, .zip. |
| 4) Document Type: |
| a) Must be specified as “Reports”. |
| 5) Report Date: |
| a) Must be in the following format: mm/dd/yyyy. |
| 6) Report Type: |
| a) Select one or more of the options listed in Appendix A, examples: |
| i. Asset Management. |
| ii. Basis of Design. |
| iii. Bench Scale Test. |
| iv. Calculations. |
| v. Capital Improvement Plan. |
| vi. Emergency Response Plan. |
| vii. Engineering. |
| viii. Geotechnical. |
| ix. Hydraulic Modeling. |
| x. Inspection. |
| xi. Inspectors Daily Report. |
| xii. Needs Assessment. |
| xiii. Pump Data/Curves. |
| xiv. Regulatory. |
| xv. Technical Memorandum. |
| xvi. Water Quality. |
| b) Cannot exceed 50 characters in length. |
| c) Alphanumeric/Drop-Down List. |
| 7) Report Title: |
| a) Cannot exceed 250 characters in length. |
| b) Alphanumeric. |
| 8) Report Creator: |
| a) Cannot exceed 50 characters in length. |
| b) Alphanumeric. |
| 9) Contract Number: |
| a) Cannot exceed 15 characters in length. |
| b) Alphanumeric. |
| b. The following additional data collection fields can also be provided but are not required: |
| 1) GIS Feature ID(s): |
| a) Single or multiple values separated by a semi-colon (;). |
| b) Each value cannot exceed 15 characters in length. |
| c) Total field value cannot exceed 32000 characters in length. |
| d) Alphanumeric. |
| 2) Asset ID(s): |
| a) Single or multiple values separated by a semi-colon (;). |
| b) Each value cannot exceed 15 characters in length. |
| c) Total field value cannot exceed 32000 characters in length. |
| d) Alphanumeric. |
| 3) Work Order Number(s): |
| a) Single or multiple values separated by a semi-colon (;). |
| b) Each value cannot exceed 15 characters in length. |
| c) Total field value cannot exceed 32000 characters in length. |
| d) Alphanumeric. |
| 4) CIP Number: |
| a) Cannot exceed 20 characters in length. |
| b) Alphanumeric. |
| 5) Contract Title: |
| a) Cannot exceed 150 characters in length. |
| b) Alphanumeric. |
| 6) Member Partner(s): |
| a) Select one or more of the options listed in Sample DIP, Appendix B. |
| b) Single or multiple values separated by a semi-colon (;). |
| c) Each value cannot exceed 50 characters in length. |
| d) Total field value cannot exceed 32000 characters in length. |
| e) Alphanumeric/Drop-Down List. |
| 7) GLWA Facilities Location(s): |
| a) Select one or more of the options listed in Sample DIP, Appendix B. |
| b) Single or multiple values separated by a semi-colon (;). |
| c) Each value cannot exceed 150 characters in length. |
| d) Total field value cannot exceed 32000 characters in length. |
| e) Alphanumeric/Drop-Down List. |
| 8) Process Area(s): |
| a) Select one or more of the options listed in Sample DIP, Appendix B. |
| b) Single or multiple values separated by a semi-colon (;). |
| c) Each value cannot exceed 50 characters in length. |
| d) Total field value cannot exceed 32000 characters in length. |
| e) Alphanumeric/Drop-Down List. |
| 9) Buildings and Infrastructure: |
| a) Select one or more of the options listed in Sample DIP, Appendix B. |
| b) Single or multiple values separated by a semi-colon (;). |
| c) Each value cannot exceed 50 characters in length. |
| d) Total field value cannot exceed 32000 characters in length. |
| e) Alphanumeric/Drop-Down List. |
| 10) Comments: |
| a) Cannot exceed 250 characters in length. |
| b) Alphanumeric. |
| PART 2 - PRODUCTS not used |
| PART 3 - EXECUTION |
| 3.01 Preparation |
| A. Contractor shall request the latest OnBase Document Upload Template, DIP, from Owner prior to commencing this Work. The template provided with the Contract Documents is a sample for the Contractor to understand the extent of the Work required. |
| B. Contractor shall develop a plan for document turnover and provide this plan to Owner. The plan shall identify the schedule for when documents will be turned over, and the QA/QC process they will follow to ensure the data is turned over in accorda... |
| 3.02 application |
| A. Contractor shall ensure the folder structure supplied to them with reference documents is being adhered to for final document turnover. |
| 3.03 ATTACHMENTS |
| A. The attachment listed below, following this section’s “End of Section” designation, is part of this Specifications section: |
| 1. 01 78 40.A - Sample OnBase Document Upload Template, DIP, spreadsheet. |
END OF SECTION
File details come from the government source that posted it. Updated .