Attachment J1 -NAVCC Documentation Standards (v1.2) (60 Pages).docx

NAVCC Documentation Package Standards

Version 1.2 Modified Date: 9/19/2024

NAVCC Drawing Package Standards

NAVCC Documentation Package Standards

Table of Contents

Version History

Overview The National Audio Visual Conservation Center (NAVCC) is charged with managing a robust and diverse set of systems and technologies to fulfill its mission. Ensuring that these systems are documented comprehensively, consistently and accurately allows NAVCC staff and contractors to understand, maintain, and enhance these systems over time. The purpose of this document is to define the standards utilized to document the NAVCC systems.

Following these standards is required on all NAVCC projects, and will be referenced in all system integration (SI) contracts, to ensure that consistency is promoted in the documentation process. However, this document details the current standards and not all older drawings will adhere to these standards. It is imperative that users follow these standards and not mimic the methods that were used in past drawings. Additionally, wherever possible, outdated drawings should be updated to conform to the new standards. If there is any uncertainty about a standard or lack thereof, NAVCC authorized personnel should be consulted to define the approach.

Reference to Position Titles This document contains several references to the position title “NAVCC Senior Media Facilities Engineer.” As of the date of this publication (see Version History), this position is not filled. Please use the following contact information:

Document Change Control All drawing authors, including contactors (i.e., system integrators) must adhere to the standards and protocols defined herein.

The LOC encourages feedback from both internal staff and contractors regarding these standards. The NAVCC will duly consider all feedback received as part of our document change control process, and will issue periodic version updates based on approved changes.

For contractors with active contracts that may be impacted by revisions (i.e., systems integration contracts), NAVCC will share proposed changes for review prior to adopting revisions. As part of the review process, NAVCC will provide a timeline for all commentary. Officially revised standards will be made available upon approval of all changes. In the case of contractors, revised versions will be made available to contractor(s) via a COR’s technical directive (if there are no cost or time implications) or via administrative contract modification (if there are cost or time implications).

Feedback on the existing, approved version of this document may be submitted by internal staff or by contractors at any time during the period of performance. All feedback must be in writing and must always be addressed to the COR (individual varies by contract) and the NAVCC Senior Media Facilities Engineer. The content of the feedback must include the following:

· Reference to the document version

· Reference to the page number(s) associated with the feedback being given

· A description of the issue, question, or concern being raised

· Reference to any engineering drawings affected by the issue, question, or concern being raised

· Recommended change(s) to the language of the standard and/or recommended change(s) to the policy inherent in the standard

· Any other information that the contractor wishes the NAVCC to consider as it relates to the feedback All version updates will be noted in the Version History table found at the beginning of this document.

Document Organization The remainder of this document is organized into the following sections.

· Drawing Types – This section provides an overview of the various drawing types that exist within the NAVCC drawing package.

· Drawing Standards – This section provides standards that should be adhered to when creating and updating/maintaining NAVCC drawings.

· Drawing Management – This section provides guidance on the review and approval cycle, as well as the drawing numbering process.

· Master Equipment List (MEL) and Integration Master Equipment List (IMEL) – This section includes information on the MEL and IMEL documents that are created based on approved drawings.

· Cabling Standards - This section provides standards that apply to cable number assignment and management.

· Specific Industry Standards – This section provides a broad overview of the industry standards that are followed by the NAVCC.

Drawing Types NAVCC has several classifications of drawings that are used to represent the systems and supporting infrastructure of the building. These drawing classifications include:

· Functional Drawings

· Physical Drawings

· Architectural Drawings

· Conceptual Drawings

· High-Level System Documentation Within each classification, NAVCC has codes assigned to the drawing types which are used in the drawing numbering schema (refer to Section 4.4 Drawing Numbers for additional detail) to provide an indication what type of drawing is depicted. The following sections provide a general description of the classifications, and a listing of the codes and associated descriptions for each classification.

Functional Drawings Functional drawings are signal flow diagrams that are specific, precise, and represent how things are actually installed and cabled. Exhibit 1 below provides a listing of the functional drawing types currently in use at the NAVCC or anticipated for use in the future.

Exhibit 1: Functional Drawing Types

Physical Drawings Physical drawings represent physical space including floor plan layout, rack elevations, furniture designs, and physical objects (e.g., patch panels & mechanical drawings of connector panels). Exhibit 2 provides a listing of the physical drawing types in use, or anticipated, at NAVCC.

Exhibit 2: Physical Drawing Types

Architectural Drawings Architectural drawings show the actual building environs, either in whole or part (e.g., rooms, groupings of rooms, or a section of the building, etc.). Architectural drawings are not typically a product of the NAVCC; they usually come from the Architect of the Capitol (AOC). However, these drawings will be consulted and could be the basis for certain NAVCC drawings types (particularly layout (“L”) and rack (“R”) drawings.)

Conceptual Drawings Conceptual drawings provide a graphical representation of a system at a high-to-medium detail level, but not with the specificity of a functional drawing. Exhibit 3 provides a listing of the conceptual drawing types in use, or anticipated, at NAVCC.

Exhibit 3: Conceptual Drawing Types

High-Level System Documentation On occasion the NAVCC uses Visio drawings to provide high-level system documentation. These drawings provide a representation of how the system pieces fit and work together. While not used significantly at NAVCC, there are several examples such as the Capitol Hill Video Transmission or the PC Technical Vision. The template for Visio drawings is attached below.

Drawing Standards NAVCC has defined standards that shall be followed to ensure consistency across drawings. Any deviations from the standards defined herein should be discussed with the appropriate NAVCC personnel. The standards are presented in the following sections:

· General Drawing Standards – applies to all drawings regardless of type

· Functional Drawing Standards – applies to functional drawings

· Physical Drawing Standards – applies to all physical drawings

· Conceptual – applies to all conceptual drawings Note: Standards for Architectural drawings have not been defined since NAVCC does not generate these drawings in house.

General Drawing Standards The following standards apply to all drawings created for NAVCC.

NAVCC Title Block Formatting All NAVCC drawings will include a Title Block that follows the guidelines below.

Note: The revision letter block is an AutoCAD block that is anchored to the Title Block. The revision text is inserted in to the AutoCAD revision block; not the Title Block itself. The graphic above is for visual anchor purposes only.

· The initial revision row should be “Rev. 0” denoting the first version

· A new Revision Letter Block will appear for each additional revision above the previous row

· A revision letter will NOT be added until the drawing is accepted by the NAVCC Senior Media Facilities Engineer. For drawings produced by contractors, Senior Media Facilities Engineer acceptance will be communicated through the COR.

· Assigned revision letter

· Description of change

· Date drawing was accepted in MM/DD/YYYY format

· System Name

· Located just below the Library of Congress Logo

· Will contain the System name if it is more than one location

· If in a specific room, the format will be Room number + System name Note: There will be only one system depicted on each drawing.

· System Title This is the descriptive text for the individual drawing.

· Located below the System Name

· Three lines available for the title (The NAVCC Senior Media Facilities Engineer will review to ensure that the nomenclature and descriptions used in the title block are consistent across drawings and with NAVCC needs.)

· First line is the device depicted in the drawing

· Second line is the description of drawing

· Third line is additional descriptive information, if needed

This is the date and person who last edited the document for any reason. This allows NAVCC to track who made updates between major revisions.

· Located below Title block

· Date format is MM/DD/YYYY

· Full name of person who made the update appears in parentheses after the date

· Example: 09/11/2024 (Nick Doshi)

This is the date this specific drawing was first created.

· Located on in left column below Last Update

· Date the drawing was first created

· Should not be updated

· Date format is MM/DD/YYYY

· Located in the left column below Date Created

· Contains name of original Project Manager

· Should not be updated

· Located in the left column below PM

· Contains name of original engineer

· Name shall be spelled out with first initial and full last name

· Should not be changed unless it is an entire system replacement

· Located in the left column below ENGR

· Contains the name of the original drawing creator

· Name shall be spelled out with first initial and full last name

· Should not be changed unless it is an entire system replacement

· Located in the left column below DRWN

· Contains the scale of the drawing and is either NTS (Not to Scale) or defines the scale (in the case of functional drawings there is generally no scale)

· Located in the right column below Last Update

· Populated with the LOC contract number under which the drawing was created; if the drawing was created internally by LOC personnel “LOC” should be placed in this field

· Does not change unless the entire drawing contents are replaced

· Located in the right column below Contract

· Populated with the task number if the drawing was created under an IDIQ task order. If the drawing was under a stand-alone contract, the contract number should be repeated.

· Does not change unless the entire drawing contents are replaced

· Located in the right column below Task

· Contains the Unique identifying number for the drawing

Notes Fields NAVCC drawings shall include notes fields as needed to provide additional information relevant to the drawing.

· Categories of notes include:

· Make and model of connectors used

· Adaptors specified by type of adaptor or adaptor cable, manufacturer and model number

· Makes and models of cable types. specified by cable type, manufacturer and cable model number: coax, Belden 1694A

· Any other information that cannot be easily conveyed in the drawing itself

Exhibit 4: Example Notes Field from P0V01 Rev. C Note: Only items that are relevant to the drawing should be included in the Notes field.

Exhibit 5: Example Notes Field from L0V01 Rev. 0 The Notes field may be placed in different locations depending on where there is sufficient room on the drawing. Where possible in the lower right-hand corner next to the title block, unless it is not graphically appropriate there. Examples of items to include in the Notes field include:

Device Nomenclature The NAVCC uses a consistent nomenclature for referring to devices within drawings. In general, devices will include a prefix and suffix. They are:

· Prefix – The prefix represents the type of device (e.g., PC (PC), SVR (Server), JF (Jackfield)).

· Appendix C: Device Prefix Standards provides a list of the commonly used prefixes within the current NAVCC drawing packages. If new device prefixes are required, they shall be provided by authorized NAVCC personnel.

· Suffix – The suffix is comprised of the rack number and device number.

Functional Drawings The following standards apply to all functional drawings (refer to Exhibit 1: Functional Drawing Types) created for NAVCC.

General Functional Drawing Standards The standards defined below are consistent across all functional drawings. Font types and sizes for all new drawings shall match those used in the current drawings.

Equipment Block

· If there is no rack number, location of the device should be used.

· Includes the cable number above the line

· Includes the connector type below the line

· Includes the cable number above the line

· Includes the connector type below the line

· Line 1 – Manufacturer

· Line 2 – Model

· Line 3 – Device Name based on Device Nomenclature standard (note this is a larger font and bold)

· Line 4 – Abbreviated note on functionality, if needed

· Includes [FUTURE] in Equipment Block title

Other Drawing Elements

· Frame and slot number(s) appear on the right-hand side, outside the equipment block.

· Appendix A: Cable provides a listing of cable prefixes and types in use at NAVCC

· Appendix B: Connector Standards provides a listing of connector prefixes and types in use at NAVCC

· If it is a jackfield, the device reference must also specify the specific patch point (e.g., RTR T41 OUT 94 VIA JF T3D-30)

· Bracket around on the block side saying what they are: e.g. [VID OUT]

· If outside the box, it is an external component (i.e., you would see it)

· If inside the box (i.e., internal), draw it inside the equipment box

· In all circumstances, Jackfield description is provided on the bottom right

· RGBS configuration and is normalled

· Also used for YC connections

Specific Functional Drawing Types Standards Some of the NAVCC functional drawing types contain specialized elements or formats relevant only to those drawing types. Additional elements/notations have been indicated for the Pulse and Reference (“P”), Data/Telecom (“DT”), and Fiber (“F”) drawings as described below.

Pulse and Reference (“P”)

· Information is on the left-hand side

· Lower text of amplifier lists the signal type being distributed

· Output cables on right

· Input on the left

· NC is used for 'not connected'

· May also be denoted on A, AV, V drawing types

Data/Telecom (“DT”)

Fiber (“F”)

Physical Drawings The following standards apply to all physical drawings (refer to Exhibit 2: Physical Drawing Types) created for NAVCC. In general, these drawings should look like “what you see”.

General Physical Drawing Standards

· Name of the panel right hand side outside the box

Specific Physical Drawing Types Standards Some of the NAVCC physical drawing types contain specialized elements or formats relevant only to those drawing types. Additional elements/notations have been indicated for the Jackfield (“J”), Layout (“L”), Rack (“R”), and Mechanical (“M”) drawings as described below.

Jackfield ("J”) Drawings

· In certain instances, the functionality of the jackfield will be included

· Virtually all ST connections are RF at NAVCC

· The jackfield numbers are above

· Switchblade port number is below

Note: Some of the older NAVCC systems have incorrectly numbered jackfield drawings (as shown below). Any system update or enhancement that requires touching an incorrectly numbered patch panel, will require that the numbering be updated to conform to the standard defined above.

Layout ("L”) Drawings Layout drawings have a top-down view (i.e., it looks like a piece of architectural drawing has been lifted out and placed on the drawing). The audio room layout diagrams do not show floor tiles but other areas which have standard 2 x 2 raised floor tiles the drawings should include the tile grid. In some of the existing drawings the Layout and Rack drawings were combined. However, the goal for future iterations of the drawings would be to separate them.

Rack ("R”) Drawings

· Total UPS capacity is provided as the second item (Note: UPS number should always be less than power number.)

· Rack function is denoted with label above (unless it is a composite function rack)

· Device name is in the upper left

· Functional descriptive info is under the device name

· Lower right make, model, device descriptive (as needed)

Mechanical ("M”) Drawings

Conceptual Drawings Conceptual drawings are intended to be a high- to mid-level representation of how the system will work. The NAVCC drawing package has some conceptual drawings (refer to Exhibit 3: Conceptual Drawing Types); however, these are not typically used. If it is determined that a conceptual drawing is needed, NAVCC has a Visio template that could be provided.

Future Equipment and Cables in Drawings The NAVCC system designs may include equipment or cabling that is not actually implemented when the overall system is installed. It is expected that NAVCC drawings will continue to have future elements and cables denoted on drawings. Any item that is future shall be indicated by a dotted line, and if the graphic allows text (such as in AutoCAD text blocks) should include the word future in brackets: [FUTURE]. In the case of equipment that has not been purchased but has been cabled (i.e., the cables exist but the equipment does not) the equipment block lines shall be dotted and the word [FUTURE] inserted in to the text of the block. Cables that have been installed but the equipment not installed and where the cables are expected to pass signal, at the point where the cables are barreled together there should be a note graphic and, in the notes field, an entry stating the barrel type used to connect the cables. Cables expected to be added in the future, shall be indicated by dotted lines.

For FUTURE equipment that has already been specified (i.e., make and model number is identified) that make and model number shall be included in the dotted line block. For items where the equipment FUNCTION is known but the specific type of equipment is not identified, the equipment function text shall specify the correct function intended and the device name, but the MAKE and MODEL fields shall have the acronym “TBD” inserted.

Note: If the entire drawing is intended for future implementation, a “Future” label layer will be inserted diagonally across the drawing.

Exhibit 6: Example Future Equipment

Drawing Management Drawing Process Flow Statuses The NAVCC follows a standard process to manage the evolution of drawings and ensure that the appropriate reviews and approvals are taking place. The process is governed by a common set of statuses so that all parties understand where the drawing is in its lifecycle. NAVCC utilizes the following three statuses for drawings:

· Draft Approval to Build – this status represents the drawings that are being developed as part of the system design phase and could be considered working version(s) of drawings for proposed systems or updates to existing systems.

· Approved to Build – this status represents that the system design has been approved and may now enter the build phase using these drawings as a guide for the build process.

· As Built - this status represents a true and accurate depiction of the constructed system.

Additional details on how drawings progress through these statuses are in the sections below. A visual depiction of the process flow is located below.

Draft Approval to Build Drawings

Note: All drawing numbers and rev. letters are assigned by NAVCC.

Note: The Rev letter is NOT applied to title block until final approval

Draft (located diagonally across drawing) Approval to Build (located mid-right)

Note: Users who modify the drawing during this period shall update the “LAST UPDATE” field to include their FULL NAME and the date they last edited the drawing. Years shall always be FOUR DIGITS (e.g., “2019”).

Note: Approval requires signature of both the Senior Media Facilities Engineer and the COR.

Approved to Build Drawings

· Draft (diagonal across drawing)

· Approved to Build (top right)

As Built Drawings

Layer (top right).

· Draft As Built (diagonal across drawing)

· “Draft As Built” bubble (around the changed areas) Note: If the entire drawing has changed, a bubble layer should be placed around the entire drawing.

Note: Approval requires signature of both the Senior Media Facilities Engineer and the COR.

(1) Draft As Built (diagonal across drawing)

(2) Draft As Built bubble (around the changed areas)

Note: Request for payment can be made upon completion of this step (if appropriate to the contract).

Process Flow Diagram

Revisions Revisions shall be indicated by incrementing a letter. The first version shall always be “0”, with the sequence of revisions being “A”, “B”, “C”, etc.

Each letter revision shall contain 3 layers within the AutoCAD drawing:

1. “REV ‘A’” layer: the layer that the changes to the drawing were actually made on

1. “REV ‘A’ bubbles” layer: bubble around the items that were added or changed on the drawing

1. “REV ‘A’ removed” layer: the items from the previous version that were removed in the current revision.

Layering Conventions Layering is meant to indicate current and previous versions of the drawing. The layers reflect the Rev letter that they belong to. (Note: Layers could also indicate planning for future components.)

· “Draft” layer will be utilized throughout the review process of the Draft Approval to Build statuses.

· “Draft” layer is turned off only when drawing is accepted by the NAVCC Senior Media Facilities Engineer as “Approved to Build.”

· The “Approved to Build” layer is turned on when the drawing is approved to build and turned off at the beginning of the As Built approval process.

· The “Draft As Built” layer is turned on when the drawing is in the As Built approval process and turned off when the drawing is approved.

· Each letter revision to a drawing shall contain 3 layers within the AutoCAD drawing:

Master Drawing Index The NAVCC assigns drawing numbers to each drawing. To ensure that drawing numbers are unique and that there is a comprehensive inventory of all drawings, NAVCC maintains a master drawing index. The master drawing index is the authoritative guide on the assignment of drawing numbers at NAVCC. In addition to numbers for existing drawings, there may also be sequences for future drawings already been assigned. The master drawing index utilizes color codes to signify where a given drawing number is in the process.

Drawing Number Request Process At the outset of a new system project or a system upgrade, contractors will be expected to assess the system and determine what drawings are needed or which existing drawings will require modifications. Note: NAVCC will provide any relevant existing drawings for review at the beginning of the project. The contractor will provide a drawing number request to the NAVCC Senior Media Facilities Engineer and COR. The drawing number request shall utilize the template provided in Appendix D: Drawing Number Request Template. The NAVCC Senior Media Facilities Engineer will issue the requested drawing numbers. Note: Contractors shall not self-assign drawing numbers.

Drawing Numbers Drawing numbers are assigned a five to seven character name as shown in the following example, broken down into a “prefix” and “suffix” as shown in the following image. Note: Drawing numbers are assigned only by NAVCC; contractors shall not create drawing numbers (even temporary ones).

Prefix The “prefix” is comprised of three to four characters.

· Character One: Drawing Type

· Character Two: Drawing Type Extension

· Character Three: System Code Letter Valid values and the associated description for each of the characters are provided in the following tables.

Drawing Type

Drawing Type Extension

System Prefix

Suffix The suffix is assigned based on what is most appropriate to the system. If it is a new system, the NAVCC Senior Media Facilities Engineer will make the determination of the appropriate suffix as part of the drawing number assignment process. Modifications to existing systems will utilize existing suffixes unless otherwise directed by the NAVCC Senior Media Facilities Engineer.

Note: In the case of audio rooms, the first two digits of the suffix can be used to determine the location of the audio room (each audio room is considered a system) as described below.

· Room name is reflected in the drawing number:

· A1.1 (3130): xxx11#

· A1.2 (3131): will become xxx12#

· A1.3 (3136): will become xxx13#

· A1.4 (3134): will become xxx14#

· A1.5 (3139): will become xxx15#

· A1.6 (3122): will become xxx16#

· A1.8 (3126): will become xxx18#

· A1.9 (3127): will become xxx19#

· A2.1 (3117): would become xxx21#

· A2.2 (3116): would become xxx22#

· A3 (3123): will become xxx30#

· For the audio support rooms:

· 3125 – Audio Support Room 1: xxx31#

· 3133 – Audio Support Room 2: xxx32#

· 3138 – Audio Support Room 3: xxx33# Since the actual functional drawings for these support rooms are assigned by the individual Audio Preservation Room, the only drawings for these rooms using the numbering sequences are the rack elevations (R0A###), the room layouts (L0A###) and shared systems such as Ethernet Patch panels (E0A###) and the design drawings for the future audio router.

File Naming Conventions NAVCC drawing files follow a consistent naming convention to provide the user basic information as to the content of the drawing without the need to open the file. The naming convention is as follows:

· Drawing Number – Assigned by NAVCC (additional detail on drawing numbers follows)

· Rev Letter – If it’s a new drawing the revision is denoted as Rev. 0 (Note: This is the number zero; not the capital letter “O”); otherwise the NAVCC Senior Media Facilities Engineer will provide the revision letter

· Date last updated – Uses the format (year-month-day) (this is the date the last change was made to the drawing; NOT the last official revision date)

· Old drawing number – Only used if the drawing is replacing an existing drawing using a different number. The format is denoted as (x-drawing number)

· Descriptive Name – Assigned by NAVCC as part of drawing number assignment

· Number – Used when the drawing must span multiple drawing files. Uses the format 1 of x, where x is the total number of related drawings.

· (unreleased) – Only used in instance where the drawing was never approved Exhibit 7: Example File Names

AVR71 Rev. C (2010-5-28) Utility AV cards 2 of 2

Drawing Package Submission At the time of delivery, contractors will need to submit a complete digital as well as printed drawing package. NAVCC requires that drawing packages be submitted using the following standards.

Printed Drawing Package In general, all printed drawings should adhere to a standard drawing size of 11x17. However, there may be specific circumstances that dictate different sizes which will be handled on a case-by-case basis.

Two copies of the printed drawing package should be provided in the following order.

1. “L” drawings – horizontal layout drawings

1. “R” drawings – vertical layout drawings

1. Audiovisual functional drawings in alphabetical order:

2. “A” – audio only

2. “AV” – audiovisual

2. “V” – video only

1. “C” – control drawings

1. “D” – data device drawings

1. “E” – Ethernet drawings

1. “EL” – electrical drawings

1. “F” – fiber optic drawings

1. “M” – mechanical drawings

1. “P” – pulse & reference drawings

1. “RF” – radio frequency drawings

1. “TC” – timecode drawings

1. Jackfield drawings (i.e., middle letter “J” with prefix letters) in alphabetical order:

12. “A” – audio including analog, digital and IP

12. “C” – control including serial, parallel, USB, etc.

12. “D” – data non-content based such as Ethernet

12. “TC” – timecode

12. “V” – video including analog, digital and IP Digital Drawing Package The digital drawing package should include both the .dwg drawing file and a pdf version. All AutoCAD drawing files must be provided as AutoCAD version 13 files. The drawings should be provided in alphabetical order within the digital drawing package.

Final Submission Activities Upon final submission, the NAVCC Senior Media Facilities Engineer will update the Master Drawing Index & Electronic Files with the new drawings as follows. Note: If a prior approved “As Built” drawing exists, NAVCC will follow the standard Deprecation Process.

· The drawing is moved to Master Drawing folder on Engineering share drive (navccnas1.loc.gov) & engineering workstations

· The two hard copies provided by the contractor are placed in the NAVCC Master Binders.

Deprecation Process When a new drawing replaces an existing drawing, the hard copy of the old drawing will remain in the NAVCC Master Binders. An orange slash shall be placed across the Title Block to indicate that it is an outdated drawing. The soft copies of the deprecated drawings will remain in the Master Drawing folder with no changes; the name, rev. letter, and date will be used to indicate the most current version of the drawings thereby providing a complete history of the drawing over time.

Master Equipment List (MEL) and Integration Master Equipment (IMEL) The Master Equipment List (MEL) contains a listing of all equipment necessary to implement the system. The term IMEL is also used at the NAVCC with the “I” standing for integration and including all equipment, supplies, and hardware necessary to wire and mount the system into the NAVCC environment. Note: Some organizations refer to this as the Bill of Materials (BOM); however, this term is not acceptable for use at the Library.

MEL Format The NAVCC does not have a required format; the contractor may use their own tool to generate the MEL. If the contractor elects to include Government Furnished Equipment (GFE) or supplies, it shall be clearly denoted. At a minimum the contractor must include the following fields in the MEL:

· Quantity

· Manufacturer

· Item Number

· Model Number

· Description

· Client Unit Cost

· Client Total Cost

· Subtotal Section (if relevant)

· Prewired Future (if relevant) IMEL Format The NAVCC does not have a required format; the contractor may use their own tool to generate the IMEL. At a minimum the IMEL shall include all contractor provided material. If the contractor elects to include Government Furnished Equipment (GFE) or supplies, it shall be clearly denoted. The contractor must include the following fields in the IMEL:

· Quantity

· Manufacturer

· Item Number

· Model Number

· Description

· Client Unit Cost

· Client Total Cost

· Subtotal Section (if relevant)

· Prewired Future (if relevant) Delivery Timeline The delivery timeframe for the MEL and IMEL is typically provided in the task order or contract. If the timeframe is not contractually defined, the MEL or IMEL must be delivered not less than 14 calendar days prior to the order deadline.

File Naming Convention The MEL and IMEL files shall be named as follows.

Submitted as Individual Files

· Task Order/Contract Number [Project Name] MEL

· Task Order/Contract Number [Project Name] IMEL Submitted as a Consolidated File

· Task Order/Contract Number [Project Name] MEL-IMEL Review Process Contractors are expected to submit the MEL to the COR and NAVCC Senior Media Facilities Engineer simultaneously. The NAVCC Senior Media Facilities Engineer will review the MEL or IMEL to ensure that it matches the approved drawings, and will work with the contractor to resolve any discrepancies. After review, the NAVCC Senior Media Facilities Engineer will make a recommendation to the COR for approval of the deliverable. The COR has responsibility for providing the final approval to the contractor. The MEL or IMEL must be approved by the COR prior to placing any equipment orders. If equipment is ordered without COR approval the NAVCC will not be responsible for payment of those items and any associated invoice will be rejected.

During the course of the project, the MEL and IMEL files are stored in the project file and then eventually moved into the system folder.

Cabling Standards Cables are assigned a cable number that provides information on their location as well as the function served. Cables are also color coded based on their use. Authorized NAVCC personnel are responsible for assigning both the cable number and cable color per the defined standards below.

Cable Number Management NAVCC authorized personnel will assign new cable numbers as needed to support the system(s). New cable numbers will be added as new entries to the cable database. When a cable number is updated, the original record shall be edited (no duplicate records shall be created) to reflect the new information. When a cable is removed from service, the record shall be updated to reflect that it is no longer connected by using “NC” in both the source and destination device field. The date of removal and the drawing number(s) and rev. letter of the last drawing(s) where the cable appeared shall be put into the notes field.

Historical Cable Numbering Patterns NAVCC does not have a specific pattern that is used for cable numbering. The NAVCC Senior Media Facilities Engineer will be responsible for identifying the proper format and numbering schema for the system as part of the cable number request process. However, there are some historical formats that are helpful to understand and may guide the numbering schema.

Communications closets at NAVCC The cable standards for the communication closets follow a different pattern than other cables and have the following specific formats. (Note: The D prefix below denotes data device.)

· Primary network switches/demarcs: cable numbers have a sequence of D+4 digits

· Small Ethernet switches: cable numbers have a sequence of D+5 digits

· Communication closet patch cables: demarc to switches: cable numbers have a sequence ofD+6 numbers

· The digit sequence has the following meaning:

· 1st digit is 9 for all

· 2nd digit is the floor (1, 2 and 3)

· 3rd digit is the communication closet: 1 for Phase 1, 1 for south closet, 2 for north closet, 3 & 4 for others south to north.

· Remaining digits are the number of the cable

· Cable numbers are assigned starting with the lowest cable number with the lowest input number Capitol Hill Video Transmission System Cable Numbering Standards The Capitol Hill Video Transmission System follows a slightly different pattern for cable numbers as well. For this system, the cable numbers are assigned reflecting the same node prefix that the drawing numbers use. Functional prefixes remain the same (“D”, “C”, “DV” etc.). Six digit numbers are used following the functional prefix letter.