Attachment B3 - Specification Section 01 33 30 Asset Turnover Feb 2024.PDF

PROJECT NUMBER (GLWA NUMBER) PROJECT NAME

DATE(MONTH YEAR)) PROJECT LOCATION

GREAT LAKES WATER AUTHORITY ASSET TURNOVER PROCESS REQUIREMENTS

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DOCUMENT NUMBER 01 33 30 4/24/2024

This specifications should be used by both Water and Wastewater Ops.

DELETE THIS AND SUBSEQUENT NTS WHEN FINISHED.

SECTION 01 33 30

ASSET TURNOVER/ PROCESS REQUIREMENTS

PART 1 - GENERAL

1.01 SUMMARY

A. Scope:

1. This Section covers all labor, equipment, materials, and incidentals required for asset data onboarding and turnover activities, including asset data requirements and documentation for new assets and/or refurbishment or demolition of existing assets under the Contract. This section does not cover Contract Substantial Completion, which governs when asset turnover occurs, and needs to be coordinated. Asset onboarding work shall include, but not be limited to the following:

a. Furnishing all asset data and documentation described in this Section.

b. Furnishing asset data for vertical assets in electronic format (Microsoft Excel) in an

Asset Turnover Form (ATF) provided and maintained by Owner via a secured online intranet site. Asset data to be provided as specified herein.

c. Furnishing detailed Preventive Maintenance (PM) information for each asset as defined herein.

d. Furnishing linear asset (underground and assets not within a building) data and attributes using a pre-formatted Esri GIS geodatabase (.gdb) provided by Owner.

e. Furnishing specified information in accordance with the timelines specified in this Section.

f. Furnishing specified information in an acceptable format via platforms, such as a secure website, email or other sharing application mutually agreed upon by the Contractor and Owner.

g. Assisting in asset tagging as specified herein.

2. . Owner shall have the right to deny payment or final acceptance of equipment related to the Contract if the requirements of this Section are not satisfactorily met by the

Contractor per the Schedule of Values Section 01 29 73.

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NTS: EDIT PARAGRAPH B. BELOW, REMOVING ANY NAMED SECTIONS NOT INCLUDED IN THE

PROJECT.

B. Related Sections:

1. Section 01 29 73,.

2. Section 01 29 76.

3. Section 01 31 26, Electronic Communications Protocols.

4. Section 01 33 00,.

5. Section 01 75 11, Checkout and Startup Procedures.

6. Section 01 78 23, Operation and Maintenance Data.

7. Section 01 78 36, Warranties.

8. Section 01 78 39, Project Record Documents.

9. Section 01 78 40, OnBase Digital Document Turnover.

10. Section 01 79 23, Instruction of Operation and Maintenance Personnel.

11. Section 01 91 00, Commissioning.

1.02 REFERENCES

A. Abbreviations and Acronyms:

1. AMIS: Asset Management Information Systems

2. ATF: Asset Turnover Form

3. CMMS: Computerized Maintenance Management System.

4. EAMS: Enterprise Asset Management System.

5. GIS: Geographic Information System.

6. PMPT: Preventative Maintenance Procedure Template.

B. Definitions: The following terms used in this section are defined as follows:

1. Asset: An item, defined by the owner, for which an owner will make management decisions to repair, rehabilitate, or replace.

2. Asset ID: A unique asset identification number auto-generated by the Owner’s EAMS.

3. Asset Turnover Form (ATF): Electronic form used to collect, record and document asset data related to the scope of work contained in this contract.

4. Enterprise Asset Management System: Owner’s Asset Management Information Systems

(AMIS) used to manage the life of its assets, including, its CMMS, GIS and additional tools used to make informed asset management decisions.

5. Geodatabase: A native data structure for ArcGIS by Esri consisting of a collection of GIS datasets of various types held in a common file system folder.

6. Linear Asset: Horizontal/Underground assets and assets not within buildings. For example, water transmission mains, valves, fittings, electrical conduit, junction boxes, gas mains, telecommunications, light posts, etc.

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7. Preventative Maintenance Procedure Template: GLWA supplied electronic template used for the Contractor to provide installation specific maintenance procedures.

8. Vertical Asset: An Asset within a building and/or facility also known as an above-ground asset. For example, pumps, valves, and tanks at GLWA owned water treatment plants, water resource recovery facility, pump stations, and reservoirs.

1.03 ASSET TURNOVER PROCESS DETAILS

A. Asset Onboarding:

1. Coordination:

a. Contractor shall be responsible for requesting meetings with Owner, to understand the Asset Onboarding process and clarify asset data requirements at the onset of the project and during the course of the Asset Turnover Process as assets are being delivered, installed and placed into service as specified herein.

b. Vertical Asset Coordination: Each numbered subparagraph in this paragraph denotes a step in the Contractor-Owner asset collaboration sequence. Each step in the collaboration sequence shall be initiated by Contractor. Each lettered subparagraph subsequent to each step details the support the Owner will provide during that step in the process.

1) Contractor shall be responsible for requesting a meeting with Owner within 90 days of the date noted in the Notice to Proceed to clarify asset data requirements specified herein.

2) Contractor is responsible for reviewing the data requirements on the ATF provided by Owner in the bid documents prior to the first meeting to come prepared with questions or clarifications required.

3) Contractor shall request secure on-line edit access to the electronic copy of the

ATF and the PMPT from Owner prior to or at the time of the first meeting.

a) Owner shall provide access to the electronic copy of the ATF and the PMPT.

i

4) Contractor shall be responsible for updating and maintaining the on-line Asset

Turnover Form throughout the duration of the Project. The ATF shall be updated as assets are installed or retired, and the PMPT shall be completed as assets are purchased and ready for installation. Filling out the ATF does not cover when asset turnover occurs which is governed by Contract Substantial Completion under the contract.

5) Contractor shall coordinate with Owner regarding any questions that the

Contractor may have about the ATF and documentation requirements.

a)

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6) Contractor shall coordinate with Owner regarding any questions that the

Contractor may have about the PMPT and documentation requirements.

Contractor shall have skilled trade personnel create the installation specific maintenance procedures using the PMPT.

a) .

7) Contractor shall organize/facilitate workshops with Owner to receive feedback and modify preventive maintenance templates as directed by Owner.

8) Contractor shall gather and enter asset data provided by the manufacturer into the ATF prior to the delivery of the asset(s) to the Owner’s facility (Note:

Installation is not required during this time).

a) Owner will review the data provided by Contractor in the ATF and verify the completeness and accuracy of the data as each asset delivered to the

Owner’s facility(ies). In the event the data on the ATF is inaccurate and does not match the data on the asset, Owner shall notify Contractor and request the data be corrected and resubmitted

9) The contractor is required to engage qualified skilled trade personnel to meticulously review the manufacturer's recommended preventative maintenance information. This includes a thorough examination of the site-specific installation of each asset identified on the ATF. Subsequently, the contractor shall formulate site-specific preventative maintenance procedures for each asset. These procedures will adhere to principles of reliability centered maintenance and encompass all necessary elements such as equipment, tools, labor, and supplies essential for the execution of preventative maintenance procedures.

10) A preventative maintenance procedure shall be created for each different preventative maintenance activity indicated by the manufacturer using the

PMPT. All completed electronic copies of the PMPTs shall be provided by the

Contractor to the Owner for review and vetting via the Owner provided electronic storage location a minimum of four months before asset checkout-startup is scheduled.

11) Preventive maintenance procedures should be developed with an understanding of:

i. The operational context and functional requirements of the asset.

ii. All associated warranty requirements.

iii. The consequence of failure of the asset.

iv. The knowledge of failure modes of an asset including manufacturer recommended and Owner experienced.

v. The detectability of a failure, and the expected lead time between insipient failure and functional failure.

vi. Parts and skilled labor requirements to resolve expected maintenance

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issues.

a) Owner shall review the PMPTs and provide comments and owner experienced failures modes of the assets within 4 weeks of receival.

12) Contractor shall incorporate Owner provided comments into the maintenance procedures, and submit via the Owner provided electronic storage location within 4 weeks thereafter.

13) Contractor shall submit the following asset documentation for each asset as applicable according to Section 01 78 40 OnBase Digital Document Turnover.

Contractor shall provide per asset in a manner which allows for rapid upload into GLWA IT systems (as specified by GLWA Asset Management at the start of construction):

i. Vendor supplied Operation and Maintenance Manual

ii. Applicable Equipment commissioning reports

iii. Equipment bill of materials

iv. Applicable Shop drawings

v. Equipment invoices

14) Contractor shall submit a validated list of critical spare items which should be stocked by Owner. Contractor shall supply this list for each asset with identified preventive maintenance procedure (if applicable). Vendor shall further identify long lead time components (procurement time of greater than four weeks) and identify potential vendors of such components at the time of asset data submittal.

c. Linear Asset Coordination:

1) Contractor shall request the latest pre-formatted geodatabase template from

Owner after receiving the Notice to Proceed and coordinate with Owner regarding any questions related to the format, data standards, and requirements.

2) Polyline splitting rules for the Owner’s geodatabase are provided following the End of this Section as attachment 01 33 30.C.

d. Training: As part of the Asset Onboarding Process, Contractor shall invite the Owner’s

Asset Onboading team to the Operations and Maintenance asset training sessions, per

Section 01 79 23, with at least two weeks prior notice.

2. Submittals:

NTS: EDIT SUBPARAGRAPH a. BELOW IF NAMED SECTIONS ARE NOT INCLUDED IN THE PROJECT.

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a. Contractor shall submit all data and documentation in an acceptable format via platform(s) such as a secure website, Email, On-Base Import, or other sharing application as determined by Owner either in this section, Section 01 33 00, Submittal

Procedures, Section 01 31 26, Electronic Communication Protocols and Section 01 78

40 OnBase Digital Document Turnover.

b. Contractor shall submit all asset information, forms, and documents required herein as a condition of final acceptance of each asset removed, installed, furnished, and/or decommissioned by the Contractor(s) and its Subcontractors as a part of this

Contract.

c. Vertical Assets: Final record documentation submittal: Contractor shall complete all asset data entries on the online ATF.

For vertical assets, the completed on-line ATF, PMPT and other identified documentation accepted by Owner as final and complete prior to final acceptance of the asset(s) or prior to Owner assuming responsibility for operation and maintenance of the asset(s), whichever comes first. Furnishing a completed and accepted ATF, PMPTs and other identified documentation pursuant to this standard to Owner is a prerequisite to final payment.

d. For linear assets, a copy of the updated Geodatabase containing all new and/or modified assets accepted by Owner as final. Furnishing a completed and accepted updated Geodatabase to Owner is a prerequisite to final payment.

e. Preventative maintenance procedures shall be submitted and accepted before any partial payment is made for each asset except as provided in article 9.3.2 of the

General Conditions and Section 01 29 76, Progress Payment Procedure.

NTS: GENERAL CONDITIONS ARTICLE 9.3.2 ALLOWS FOR THE PAYMENTS TO BE MADE FOR MATERIALS

AND EQUIPMENT NOT YET INCORPORATED IN THE WORK AND POSSIBLY NOT YET DELIVERED TO THE

SITE, WITH PRIOR WRITTEN APPROVAL OF THE CONTRACTING OFFICER. SECTION 01 29 76, PROGRESS

PAYMENT PROCEDURES ALLOWS THE SPECIFIER TO ADD A LISTING OF ITEMS FOR WHICH PARTIAL

PAYMENT WILL BE CONSIDERED BEFORE DELIVERY AND INCORPORATION AT THE SITE. SINCE FINAL

ACCEPTANCE OF THE PREVENTATIVE MAINTENANCE PROCEDURES CANNOT TAKE PLACE UNTIL AFTER

THE ASSETS ARE INSTALLED, THIS CREATES AN EXCEPTION TO THE STATEMENT BELOW THAT NEEDS

TO BE RECOGNIZED.

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3. Scheduling:

a. Contractor shall secure the asset data and manufacturers preventative maintenance data as part of the purchase agreement when the order is placed with the vendor.

b. Contractor shall update the ATF with asset data provided by the manufacturer prior to the delivery of the asset(s) to the Owner’s facility.

c. Contractor shall provide all final preventative maintenance procedures for each asset a minimum of two months before the scheduled startup of the asset.

d. For linear assets Provide ArcGIS geodatabase, record drawing CAD files and PDFs within 30 days after Work is completed.

e. Owner shall hold payment for delivered assets until asset data has been submitted to

Owner except as provided in article 9.3.2 of the General Conditions and Section 01 29

76, Progress Payment Procedures.

4. Contractor Responsibilities:

a. Vertical Assets:

1) Maintain and complete all items identified under Scheduling herein and in accordance with Owner’s requirements.

2) Update Owner-furnished secured online electronic ATF (See sample ATF form) on a timely basis and in accordance with the requirements specified herein and in the ATF.

3) Create preventative maintenance procedures using the Owner-furnished secure online electronic PMPT and upload to the Owner provided electronic storage location. The PMPT must be in an editable format such as MS Word.

4) Verify all required data, documents and record drawings are complete and submitted to Owner on time and in accordance with the requirements of this section, Section 01 33 00, Submittal Procedures, Section 01 75 11, Checkout and

Startup Procedures, Section 01 78 23, Operation and Maintenance Data, Section

01 78 36, Warranties, Section 01 78 39, Project Record Documents, Section 01

78 23, Operation and Maintenance Data, Section 01 78 43, Spare Parts, Section

01 79 23, Instruction of Operation and Maintenance Personnel, and Section 01

91 00, Commissioning.

5) To ensure accurate data is efficiently submitted via the ATF and the PMPT, the following will be enforced.

a) Contractor shall be allowed one submission requiring revisions, after which

Owner will track time and costs for each subsequent review and time to coordinate revisions with Contractor and these costs shall be offset against

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(deducted from) the monies due to the Contractor in the asset turnover line item of the schedule of values.

i. Owner shall review and provide feedback on each submission, detailing the issues that need to be corrected.

ii. Owner’s review of the original and first revised submittal will not incur offsets against the Contract Price.

iii. Review of the third and each and every subsequent submission will result in offsets to the Contract Price.

b. Linear Assets:

1) Maintain and complete all items specified herein, within the timeframes specified and in accordance with the Contractor’s schedule. Verify all required data, documents and record drawings are complete and submitted to Owner on time and in accordance with the requirements of this section, Section 01 33 00, Submittal Procedures, Section 01 75 11, Checkout and Startup Procedures, Section 01 78 23, Operation and Maintenance Data, Section 01 78 36, Warranties, Section 01 78 39, Project Record Documents, Section 01 78 23, Operation and

Maintenance Data, Section 01 78 43, Spare Parts, Section 01 79 23, Instruction of

Operation and Maintenance Personnel, and Section 01 91 00, Commissioning.

2) Asset data will adhere to the database template established by Owner. Any changes to the geodatabase format must be approved by Owner in writing.

Spatial data shall be entered in this format and conform to the

NAD_1983_HARN_StatePlane_Michigan_South_FIPS_2113_Feet_Intl Coordinate system, unless agreed to by the Owner in writing.

3) Provide linear asset data in a pre-formatted geodatabase adhering to GLWA’s schema and data standards, captured and projected in the

NAD_1983_HARN_StatePlane_Michigan_South_FIPS_2113_Feet_Intl coordinate system, as well as record drawings in CAD (.dwg) and PDF format. The civil site drawings in CAD format shall also be in the

NAD_1983_HARN_StatePlane_Michigan_South_FIPS_2113_Feet_Intl coordinate system. All GPS equipment and measurements to capture GIS data shall be sub-foot level accuracy or better. Location accuracy achieved shall be entered into the GIS attributes. Measure down equipment must be capable of accurately measuring below the manhole rim to the manhole, pipe or equipment inverts within 0.1 foot, as well as internal pipe diameters to the nearest inch.

4) All GIS work shall be performed using ArcGIS Pro 2.9 (or later) [preferred] unless otherwise approved by Owner. All horizontal data (x-, y- coordinates) shall be delivered using the NAD 1983 HARN State Plane Michigan, South FIPS

2113, International Feet coordinate system and all vertical data (z coordinates) shall be delivered using the Detroit City Datum system with a cross reference to

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NAVD 1988 vertical datum. The GIS data deliverables format shall be coordinated with Owner. If recommended for use for asset planning or hydraulic modeling related to the contract, Innovyze InfoAsset Planner, InfoWater Pro and/or PCSWWM software deliverables format and versions shall be coordinated with Owner. All data related to Owner’s existing assets must reference a GIS feature ID (unique identifier as provided to Contractor) to be accepted.

5. Owner Responsibilities

a. Coordinate onboarding and information requirements with the Contractor.

b. Provide asset identification numbers (Asset IDs) for each vertical asset on the ATF and

GIS identification numbers (Feature IDs) for each linear asset.

c. Enter and/or transfer data furnished by the Contractor in accordance with the requirements of the Contract into the Owner EAMS.

d. Approve all work for asset onboarding as specified in this Section.

e. Provide Contractor access to the ATF via a secured online intranet site for vertical assets until the project has been completed and all information has been provided.

f. Provide ArcGIS geodatabase template, if required for the Project, for Contractor to enter GIS data in Owner’s requested format. If Project impacts existing linear assets, the existing linear asset data shall be supplied within the template.

B. Asset Tagging:

1. Owner shall generate and print asset tags from the EAM system based on the information provided by the Contractor on the ATF. Owner shall affix tags on assets with the assistance of the Contractor.

2. Contractor shall assist Owner in tagging assets to ensure the correct tags are affixed on the appropriate assets. Multiple tags may be required for large assets or assets where their footprint may be distributed amongst different floors or rooms.

PART 2 - PRODUCTS NOT USED

PART 3 - EXECUTION

3.01 ATTACHMENTS

A. The attachments listed below, following the “END of SECTION” designation, are a part of this section:

1. 01 33 30.A - Sample Asset Turnover Form, ATF, (one page).

2. 01 33 30.B - Sample Preventative Maintenance Procedure Template, PMPT, (one page).

3. 01 33 30.C - Sample Water & Wastewater System GIS Split Rules, Types and Diagram

(four pages).

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END OF SECTION

GREAT LAKES WATER AUTHORITY SAMPLE ASSET TURNOVER FORM (ATF)

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Sample Asset Turnover Form, ATF

Project specific asset list may be attached or can be found in the general section of the

Drawings. An editable electronic version of the Project specific ATF will be provided to the

Contractor, via a secured online GLWA intranet site to update data in real time.

GREAT LAKES WATER AUTHORITY SAMPLE (PMPT)

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GLWA Preventative Maintenance Procedure Template (PMPT)

Contractor to provide a separate detailed description of each PM Schedule

GREAT LAKES WATER AUTHORITY SAMPLE WATER AND WASTEWATER SYSTEM GIS SCHEMA

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Sample Water & Wastewater GIS Split Rules, Types and Diagram.

Sample Water System GIS Split Rules, Types and Diagram

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Sample Wastewater System GIS Split Rules, Types and Diagram

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14) Contractor shall submit a validated list of critical spare items which should be stocked by Owner. Contractor shall supply this list for each asset with identified preventive maintenance procedure (if applicable). Vendor shall further identify lon...

END OF SECTION