RFP Attachment 9.pdf

Saxton Transportation Operations Laboratory Operations and Maintenance Manual

Project Number: DTFH61-06-D-00005

Submitted: February 10, 2012

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Document Change History

This document is the Operations and Maintenance Manual (O&M Manual) for the Turner Fairbank Highway Research Center Saxton Transportation Operations Laboratory. The table below lists the change history for this O&M Manual. This is a living document that is intended to change and grow over time as new equipment and system capabilities are identified for inclusion in the Saxton Lab.

Version Description Date

0 Initial Outline for O&M Manual October 10, 1 Initial Draft February 10, Saxton Laboratory Operations and Maintenance Manual Page 3

1. Introduction

1.1 Document Purpose

The purpose of this manual is to supply the operation and maintenance instructions for the Saxton Transportation Operations Laboratory, hereafter referred to as the Saxton Lab. This manual contains technical information specific to the local laboratory including equipment located both within the indoor lab [Saxton Lab (T-0138) and Vehicle Preparation Bay (T-0127)] and outdoors in the Intelligent Intersection. The following chapters provide information regarding individual equipment and maintenance procedures which should be used in conjunction with relevant referenced manuals by local technicians for all maintenance activities.

1.2 How to Use the Manual

This document includes operation and maintenance procedures for the equipment installed in the Saxton Lab and is intended for use by maintenance personnel on the local laboratory equipment. The Saxton Lab is equipped with Commercial Off-The-Shelf (COTS) equipment and software and information supplied in the COTS manuals is not duplicated in this manual, but instead contained in the referenced documents. This manual provides sufficient information to enable site maintenance personnel to understand, install, troubleshoot, and repair the equipment in accordance with the Transportation Operations Laboratory Concept of Operations. Functional and schematic diagrams are also provided to aid in the maintenance of Saxton Lab equipment.

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2. Referenced Documents This section lists the documents referenced in the O&M Manual and other documents identified as important for the Saxton Lab operations and maintenance. These documents can be accessed on the USB drive stored with the O&M Manual, as a printed binder, or on the Shared Drive folder of TOL deliverables that can be accessed by the HRDO staff.

Table 1: Reference Documents

Reference Number

Document Title

Design

1 Saxton Lab Equipment and Software Summary Spreadsheet

2 Phase 1 PS&E Design

3 Phase 2 PS&E Design

4 Database Design Document

Systems Engineering

5 Transportation Operations Laboratory Revised Concept of Operations

Software

6 Aimsun Software Standard Requirements

7 Autoturn Design Software Capabilities and Features

8 MATLAB User Guide

9 Quadstone Paramics Software Standard Specifications

10 HCS 2010 Software Information & Specifications

11 Synchro Software System Requirements

12 VISSIM Software Manual

Hardware

13 APC Smart UPS 3000VA RM 208V User Manual

14 Avocent LCD Data Rack Console Specifications

15 Avocent 7ft USB CAT5 Cable Specifications

16 Avocent 7ft CAT5 Integrated Access Cable Specifications

17 CISCO Catalyst 2960 Switch Manual

18 Danpex L2 Managed Gigabit Switch Technical Specifications

19 Digi ConnectPort LTS8 Overview and Specifications

20 Hawking Outdoor Wireless Access Point Datasheet

21 Hawking Outdoor Wireless Access Point Specifications

22 HP P4014 LaserJet Printer Specifications

23 Kyanite S7310G Industrial Managed Ethernet Switch Technical Specifications

Audio-Visual

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24 Chief Adjustable Projector Column Extension Specifications

25 Chief Medium FIT Tilt Wall Mount Specifications

26 Epson Projector 1835 Technical Specifications

27 RPA Projector Mount Specifications

28 Sony 40” LCD TV Specifications

29 Dell Optiplex 790 Technical Guide

30 Dell PowerVault NX3100 Network-Attached Storage Technical Specifications

31 Dell Latitude E6420 Toughbook Technical Specifications

32 Dell PowerEdge C2100 Server Specifications

33 WTI IPS1600 Internet Power Switch Specifications

Furniture

34 Steelcase Airtouch Adjustable Table Specifications

35 Steelcase Amia Chair Specifications

36 Steelcase Enea Café Table Specifications

37 Steelcase Enea Café Stool Specifications

38 Turnstone Mobile Pedestal Storage Specifications

39 Details Privacy Screen Specifications

40 Vitra Conference Table Specifications

Equipped Vehicles

41 07 Jeep Grand Cherokee Owner’s Manual

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3. System Overview/Description The Saxton Lab includes the following facilities at Turner Fairbank Highway Research Center (TFHRC): the indoor laboratory, trailer space, Intelligent Intersection, one vehicle preparation bay, and intelligent transportation systems (ITS) equipment installed on-site at TFHRC. The system is designed so that additional equipment and capabilities can be easily integrated into the Saxton Lab in the future.

The Saxton Lab, at the highest level, serves as resource to coordinate the activities of three distinct testbeds in HRDO – the Concepts and Analysis, Enabling Technologies, and Cooperative Vehicle-Highway testbeds.1

3.1 Functional System Overview

The three components of the lab (indoor research lab, vehicle preparation area and outdoor intersection) have various system functions that are depicted in the diagrams and descriptions below.

3.1.1 Indoor Laboratory Functional Diagrams

The Indoor Laboratory serves several purposes – a location for data storage and access (Figure 1), a workspace for researchers (Figure 2), and a place to present findings from on-going research (Figure 3). The following diagrams describe these functions.

These testbeds are described in detail in Section 1 of the Transportation Operations Laboratory Revised Concept of Operations (see Referenced Documents – number 5).

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Figure 1. Analyze and Store Data functional diagram.

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Figure 2. Researchers Use Indoor Laboratory functional diagram.

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Figure 3. Present Findings functional diagram.

3.1.2 Vehicle Preparation Bay Functional Diagrams

Vehicle preparation bay activities include storing cars and maintaining vehicles (Figure 4).

Contractor staff will maintain the vehicles in accordance with the procedures outlined in this document.

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Figure 4. Vehicle Preparation Bay functional diagram.

3.1.3 Intersection Functional Diagrams

Figure 5 describes the functions required to collect data at the Intelligent Intersection and transmit this data to the Indoor Laboratory. Data is collected using devices at the Intersection and then is transmitted via a fiber-link connection to the Indoor Laboratory via an intermediary rack in the TReL trailer (trailer 1).

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Figure 5. Data collection functional diagram.

Figure 6 describes the functions required to test applications at the Intelligent Intersection.

Figure 6. Testing applications functional diagram.

Figure 7 describes the functions associated with maintaining and updating the intersection.

Users will work outside at the intersection to install new equipment and test existing equipment as needed to ensure that wireless communications are maintained at the Intelligent Intersection to support transportation operations research activities.

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Figure 7. Maintaining and Updating the Intelligent Intersection functional diagram.

3.1.4 Application/System Dependency

Table 2 - Application/System Dependency

Dependent Application/System Function Impact (if application is down)

Indoor Laboratory and Intelligent Intersection

Collect and Analyze Data If unable to collect data at Intelligent Intersection, no data will be transmitted to the Indoor Lab.

Signal Control and Indoor Laboratory

Collect and Analyze Data If signal controller cabinet is not installed, users will be unable to collect and analyze data from the traffic signal systems.

3.1.5 Constraints/Limitations

The Saxton Lab facilities, equipment and capabilities are limited to the scope as outlined in the original plans,2 and the system is therefore constrained to operate within those bounds. Future expansion and development of laboratory equipment and capabilities is possible through new application development, but may also require additional funding.

The lab’s existing networks (Internet 2, DOT, and local LAN wireless networks) have been set up in accordance with TFHRC policies regarding inter-connectivity of devices. Interoperability and advanced connectivity is therefore constrained by these regulations and can only be changed with approval from TFHRC Facilities Management.

The original design and project scope are outlined in detail in the Transportation Operations Laboratory Revised

Concept of Operations (see Referenced Documents – number 5).

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3.2 Physical System Overview

The Saxton Laboratory consists of two indoor spaces and the existing intersection as well as its surrounding areas. The indoor spaces are located in designated areas of the Turner Building, the research laboratory is located in T0138 and the vehicle preparation area is located in T0127.

The following sections depict the network setup as well as the physical construction layout of the facilities of the indoor research lab and the outdoor intersection. The vehicle preparation area is currently setup primarily for vehicle storage, but has room to incorporate maintenance equipment over time.

3.2.1 Physical Architecture

The following images diagram the physical architecture of the laboratory network:

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3.2.2 System Hardware-to-Software Specifications

Servers and desktops in the Saxton Lab Rack are described below, including software installed on each machine.

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Table 3 - Software to Hardware Matrix – Research Computer Environment

Windows Data Windows Application Linux Application

Rack / Zone TOL Rack/ Bottom TOL Rack/ Middle TOL Rack/Top

IP Address 192.168.1.220 192.168.1.225 192.168.1.230

Primary Function

Data Storage Windows Application Server Linux Application Server

Dedicated Yes Yes Yes

RAID Level (Local) RAID 1 + 5 N/A N/A

CPU

Quad Core Intel Xeon E5506, 2.13 GHz 2 Intel Xeon X5660, 2.8 GHz, 12M Cache 2 Intel Xeon X5660, 2.8 GHz, 12M Cache

Memory 6 GB 33 GB (6x4 GB and 6x2 GB) 33 GB (6x4 GB and 6x2 GB)

Primary

Hard Disk 4x 1 TB 7.2K RPM Near Line SAS 3.5” Hot Plug Hard Drives

2x 146G 15K RPM, 6gbps 2.5” Hot Plug Hard Drives

2x 146G 15K RPM, 6gbps 2.5” Hot Plug Hard Drives

O /S Windows Storage Server 2008 64-bit Windows Server 2008 64-bit RedHat Linux 64-bit

LAN VLAN-1 VLAN-1 VLAN-1

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Table 4. Desktop and Laptop Computer Environment Specifications

Computer Name

TOL-1

TOL-2

TOL-3

TOL-4

TOL-5

Rugged Laptop

Primary Function

Laboratory Manager Station

Cooperative Vehicle-Highway Testbed Station

Data Resources Testbed Station

Concepts and Analysis Testbed Station

Concepts and Analysis Testbed Station

Vehicle Preparation Bay Station

Dedicated Yes No No No No No

Environment Stand-alone PC Stand-alone PC Stand-alone PC Stand-alone PC Stand-alone PC Stand-alone Laptop

Processor Opti 790 Intel Core i5 2400 Processor (3.1 GHz, 6M)

Opti 790 Intel Core i5 2400 Processor (3.1 GHz, 6M)

Opti 790 Intel Core i5 2400 Processor (3.1 GHz, 6M)

Opti 790 Intel Core i5 2400 Processor (3.1 GHz, 6M)

Opti 790 Intel Core i5 2400 Processor (3.1 GHz, 6M)

Intel Core i5 2520M (2.50 GHz, 3M)

Memory 4 GB 4 GB 4 GB 4 GB 4 GB 8 GB

Primary

Hard Disk

250 GB SATA 6.0Gb/s and 8MB Data Burst Cache

250 GB SATA

6.0Gb/s and 8MB Data Burst Cache

250 GB SATA 6.0Gb/s and 8MB Data Burst Cache

250 GB SATA 6.0Gb/s and 8MB Data Burst Cache

250 GB SATA 6.0Gb/s and 8MB Data Burst Cache

250 GB Solid State hard drive

O /S Windows Windows Windows Windows Windows Windows

LAN VLAN-2 VLAN-2 VLAN-2 VLAN-2 VLAN-2 VLAN-2

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Table 5 - Software to Hardware Matrix (Desktop and Laptop Computer Environment)

Computer/ Software

TOL-1 TOL-2 TOL-3 TOL-4 TOL-5 Rugged Laptop

MATLAB

R2011.a X X X X X

AIMSUN X

HCS 2010 X

Office 2007 Suite X X X X X

Axis Video Server X X X X X X

VISSIM X

Quadstone Paramics X

Synchro X

Autoturn X

Epson Projector X X X X X X

Visual Studio 2010 Express

X X X X X X

Spiceworks X

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Table 6 - Software Licensing and Internet Log-In Information

Computer/ Software

License Number/ Account Number/ Contract Number

Licensed To Service Life

(START – EXPIRATION)

Website Address

MATLAB

R2011.a

Group LN: 715239 Individual Licenses:

716240 716241 716242 716243 716244

FHWA

Perpetual License

(maintenance expires 10/1/12) www.mathworks.co m/licensecenter

AIMSUN Dongle ID:

1285352987

FHWA

Perpetual License (12 months support) http://www.aimsun.

com/site/

HCS 2010

Registration

Number:

080930-00-14007

FHWA Perpetual License http://mctrans.ce.uf l.edu/hcs/

Office 2007 Suite N/A – maintained by TFHRC Facilities Management

Axis Video Server N/A Free N/A http://www.axis.co m/techsup/software

/index.htm

VISSIM 900002201 FHWA

Perpetual License

(5 Seats) www.ptvamerica.co m/software/ptv-vision/vissim

Quadstone Paramics

HASP ID:

466f7f5fbb26d9e4

Turner Fairbank Highway Research

Center

Perpetual License (12 months support and upgrades included) www.paramics-online.com/

Synchro

Synchro 8:

22082SF8001/FHWA-

2094256568328534

3-D Viewer:

22082VF8001/FHWA-

Federal Highway

Administration Turner-

Fairbank Highway

Perpetual License http://www.trafficw are.com/downloads http://www.axis.com/techsup/software/index.htm http://www.axis.com/techsup/software/index.htm http://www.axis.com/techsup/software/index.htm http://www.paramics-online.com/ http://www.paramics-online.com/ http://www.trafficware.com/downloads/ http://www.trafficware.com/downloads/ http://www.trafficware.com/downloads/

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2094261164110659 Research Center

Autoturn CD Key:

8A3B8BZ78ARP

FHWA Perpetual License www.transoftsolutio ns.com

Epson Projector N/A N/A Perpetual License

N/A (software included with CD)

Visual Studio 2010 Express N/A N/A Perpetual License

RedHat Linux

AN: 1511602

CN: 2654410

FHWA 10/25/11 – 10/24/14

http://www.redhat.

com

Windows Data Server

00477-OEM-

8400101-10605

FHWA Perpetual License www.microsoft.com /windowsserver200

8R2

Windows Server 2008

P73-04755

WO981917-0610

FHWA Perpetual License www.microsoft.com /windowsserver200

8R2 http://www.transoftsolutions.com/ http://www.transoftsolutions.com/ http://www.redhat.com/ http://www.redhat.com/ http://www.microsoft.com/windowsserver2008R2 http://www.microsoft.com/windowsserver2008R2 http://www.microsoft.com/windowsserver2008R2 http://www.microsoft.com/windowsserver2008R2 http://www.microsoft.com/windowsserver2008R2 http://www.microsoft.com/windowsserver2008R2

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3.3 System User Overview

3.3.1 Estimated Users

This section will describe the different types of users who may work in the Saxton Lab, as outlined in the following table.

Table 7. List of Estimated Saxton Lab Users

User Class Sub-User Group Primary Function Organization

TOL Research Staff

FHWA Laboratory Manager

Conduct research in the TOL as needed and provide overall direction for the scope/goals of the research program

TFHRC HRDO

TOL Contractor Lab Manager

Support researcher user groups in their daily research activities.

Contractor Staff

TOL Contractor Research Lead

Provide overarching support for TOL research activities and guidance to achieve research goals. Serve as a technical expert for TOL research needs.

TOL Project Support Staff

TOL Contractor Project Manager

Manage scope, schedule, and cost of TOL activities and interface with FHWA Laboratory Manager for joint-management of the TOL.

TOL Contractor Project Engineer

Leads Project Team efforts to design, build and operate the TOL.

Operations Manager

Provide technical support to operate the TOL including preparing O&M Manual and initial operations.

Systems Engineer

Provide leadership and primary writing responsibility for the development of systems engineering documents. Analyze activities after opening for process improvement opportunities.

TOL Contractor Vehicle Technology Specialist

Serve as the primary technician to maintain TOL equipment and provide technical expertise on setting up vehicles and equipment for tests in the CVHT.

TFHRC On-Site Researchers

Team Leaders Lead and direct activities for each of the three testbeds that are being integrated into the TOL (DRT, CoAT, and CVHT). Interact with the TOL equipment as needed to achieve their research objectives, either by physically entering the TOL or by accessing the TOL resources remotely.

TFHRC HRDO

Support Staff Interact with the TOL equipment as needed to achieve their research

TFHRC HRDO

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User Class Sub-User Group Primary Function Organization objectives, either by physically entering the TOL or by accessing the TOL resources remotely.

Remote Researchers

N/A Utilize TOL data, models, and resources to conduct research outside of TFHRC.

Undergraduate/Graduate Students Professors Contractors

Visiting Researchers

N/A Conduct research on-site to support research programs at host institutions or FHWA research for short periods of time (1-3 months), and includes interns, professors, and post-doctorates.

Undergraduate/Graduate Students Professors Contractors

TOL

Maintenance Staff

Maintain all TOL equipment and facilities to ensure research can be carried out effectively.

TOL Contractor Staff

General Visitors

N/A Visit the TOL for a demonstration, tour, or meeting.

Elected Officials School children Stakeholder groups Other Federal Employees

TFHRC Facility Management

Manage maintenance and facility operations activities at TFHRC.

TFHRC Staff

3.3.2 Peak Processing Time

It is anticipated that peak processing time will occur within the standard hours of operation, specifically between 10 AM and 5 PM.

3.3.3 Hours of Operation

The Saxton Lab is open for business during normal business hours of 8AM-5PM EST with an on-site lab manager who resides in the lab space full-time. Researchers will have the ability to enter the lab for research purposes at times outside of this window, but will not have guaranteed on-site support outside of the normal hours of operation.

The Office of Personnel Management and/or TFHRC Facility Management dictates when staff are not required to come into the office due to inclement weather and/or TFHRC facility issues.

3.3.4 User Impact for System Failure

If the Saxton Lab is not functional, users will be unable to conduct tests that require the use of the network to receive, process, and store data. If the network goes down and the server environment is not functional, users should still be able to use software stored on the individual desktop computers with locally (i.e., on each individual computer) saved data.

3.3.5 Access Control

The Saxton Lab operates primarily off-line from the USDOT/FHWA network to provide the freedom of use of the equipment for research purposes and access to transportation

Saxton Laboratory Operations and Maintenance Manual Page 23 operations research data from various institutions. The USDOT network has connectivity via a dedicated port in the lab, but only staff with USDOT-issued usernames/passwords and associated badges will be allowed to use this network.

All persons who wish to access the USDOT network and have access to TFHRC without being a visitor must be badged and have a space allotted for their use. Visitors accessing TFHRC must be escorted at all times throughout the facility and must have a valid government-issued photo ID prior to admittance onto the property.

Visiting researchers interested in using the Saxton Lab facilities for a short period of time will coordinate with the FHWA Saxton Lab Manager and the Contractor Lab Manager to obtain access to lab resources.

3.4 Modes of Operation

3.4.1 Normal Operations

The default mode of operation in the Saxton Lab includes conducting research related to transportation operations by supporting the various estimated users presented in Section 3.3.1 above during the hours of operations listed in Section 3.3.3 above.

3.4.2 Loss of Power

In the event that power is lost, the Saxton Lab team will ensure that the electronics equipment in the indoor and outdoor facilities are powered down appropriately (in the event that the on-site generator does not start in a timely fashion). Once power has been restored, staff will bring all systems back online and conduct testing to ensure all systems are functioning properly. A power outage can effectively stop ongoing research activities due to lack of functioning equipment.

3.4.3 Loss of Internet Connectivity

In the event that Internet2 connectivity is lost, systems relying on real-time data feeds (software that needs data) will no longer function. If possible, depending on the piece of equipment responsible for connectivity, data will be queued and transmitted to the Saxton Lab once Internet2 connectivity has been restored.

3.4.4 Demonstrations

The specific aspects of each tour/demonstration are dictated by the type of visitor expected, but may include a tour of the Saxton Lab facilities and sometimes a live demonstration of a vehicle driving around TFHRC. Such demonstrations may demand that ongoing research (and applicable contractors and researchers) to pause in order to set up, conduct and assist with demonstrations. In cases where no laboratory staff are required for these activities, research will continue under the Normal Operation mode described in Section 3.4.1 above.

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3.4.5 Maintenance Activities

Maintenance activities include the upkeep of existing equipment and features of the Saxton Lab. These activities will be performed during regular business hours and advance notice (48 hours) will be provided to researchers of any potential impacts the maintenance could have on research activities. If scheduled maintenance activities are not time critical and there is an impact to on-going research, staff will work to reschedule maintenance activities for a later date.

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4. Roles and Responsibilities Table 8: Roles and Responsibilities

Function Role Responsible Organizational Area

Application Software Installation(s) Project Engineer, Systems Engineer, or Systems Administrator

Contractor

Application(s) Administration Project Engineer or Systems Administrator

Contractor

Server Hardware/OS Maintenance Administration Project Engineer or Systems Administrator

Contractor

Desktop/Client Administration Project Engineer or Systems Administrator

Contractor

Backup & Recovery Project Engineer or Systems Administrator

Contractor

Infrastructure Support (LAN/WAN) Project Engineer or Systems Administrator

Contractor

Vehicle Preparation and Maintenance Vehicle Technology Specialist or Project Engineer

Contractor

Intersection-Related Needs/Requests Vehicle Technology Specialist, Project Engineer, and Lab Manager

Contractor/FHWA

Research Requests/Needs Vehicle Technology Specialist, Project Engineer, and Lab Manager

Contractor/FHWA

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5. Procedures

5.1 Saxton Laboratory (Indoor Facilities)

The indoor facilities include the furniture, equipment and data server cabinet, as well as the vehicle preparation bay. All lab furniture and equipment has been installed and should be operated and maintained in accordance with the procedures listed in the relevant COTS manual (listed in Section 2: Referenced Documents). Additional procedures are documented below.

5.1.1 Tools

For the maintenance and operation of the Saxton Lab infrastructure and equipment, there are tools provided by TOL Contractor Project Support Staff to be utilized for troubleshooting and resolving issues. Specific tools and maintenance procedures are documented in the following pages.

If a need arises where additional tools or equipment are needed to resolve an issue, The TOL Contractor Project Support Staff will submit a request via email to the FHWA Lab Manager for the tool procurement/lease of equipment.

5.1.2 Furniture

In addition to these maintenance recommendations for the furniture, the contractor will do the following to preserve and maintain the furniture installed in the laboratory (Table 9). The furniture has been set up to accommodate the current research plan and staff hosted in the laboratory, but is modular in nature and can be rearranged to accommodate future changes.

SAFETY NOTE: The height of the white workstation tables is adjustable, and can be raised/lowered using the black handle on the right side of the front of the table. They are designed to support a maximum load of 150 pounds including the work surface. Loads in excess of 75 pounds of the maximum will cause the tables to lower automatically.

Table 9. Furniture Maintenance Procedures

Need Task Steps Frequency

Wipe down furniture for dust and/or grime. 1 – Take a paper towel from the refreshment area, dampen with water and soap.

Bi-weekly

2 – Remove items from each desk and wipe down to remove dust and/or grime that may have accumulated to restore the white finish to the furniture.

3 – If there are areas that are not coming clean, please email the Contractor Lab Manager and the Contractor Project Manager or his designee immediately and describe the issue.

Check adjustable furniture weights. 1 – Raise and lower each adjustable desk and hold at the full-height position

Bi-weekly

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2 – If there are any issues with the tension holding in the desks, please email the Contractor Lab Manager and the Contractor Project Manager or his designee immediately and describe the issue.

General cleanliness procedures are documented below (Table 10). These require coordination with the TFHRC Facilities Management staff to schedule completion.

Table 10. General Cleanliness Procedures

Need Task Steps Frequency

Vacuum carpets and remove stains from carpet.

1 – Coordinate with Raven (facilities subcontractor) to ensure that carpets are being vacuumed during lunch break

(12-1 PM).

Weekly

Place trash receptacle outside door for emptying.

1 – Ensure all trash scattered across the laboratory is in the trash receptacle.

Daily

2 – Place trash receptacle outside double-doors for collection at 1 PM.

Place recycling bin outside door for emptying.

1 – Ensure all recycling scattered across the laboratory is in the recycling bin.

Weekly, on Thursdays

2 – Place recycling bin outside double-doors for collection at 1 PM.

Remove old items from refrigerator. 1 – Check the refrigerator to ensure all items are not expired or smelling odd.

Weekly, on Fridays

2 – If any items look questionable, remove from refrigerator and place in trash receptacle.

5.1.3 Computer Equipment

Procedures for testing equipment are provided below (Table 11).

Table 11. Equipment Testing Procedures

Need Task Steps Frequency

Ensure all desktop computers power-up and are functional.

1 – Press power button Monday/ Wednesday/ Friday 2 – If note about displays comes up, press F1 to accept notification

3 – Log into network:

- For DOT computers, use your sovereign credentials

- For local computers, use the user name: tol# (see diagrams in Section 3.1: Functional System Overview and password:

tol12345 for all computers)

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Need Task Steps Frequency

4 – Allow computer to load personal settings and open a program that is accessible by the computer

5 – If test program operates normally, no maintenance is required. If test program will not run for any reason, notify the Lab Manager immediately.

Ensure projector powers up and that at all desktop computers can project onto it.

1 – Using the remote control, or the projector button (ladder required), turn on the projector

Weekly

2 - Using one of the computers from the previous task, open up EasyMP Network Projection Ver.2.76

3 – Wait for the program to identify the projector, double click on the found hardware.

4 – If the projector software opens up, right click the desktop screen and select “Properties” and then the “Settings” tab and check the box “Duplicate desktop on this screen”

5 – The projector should now be projecting the same image as your home screen, if this or any other elements of this process do not function as described, please notify the Lab Manager.

6 – When the process is complete, if there are no operational issues, exit out of the projector software and close down all related equipment.

Ensure televisions power-up and can be used with the desktop computers.

1 – The wall mounted television monitors can be controlled using the local computer (Dell Optiplex 790) at the respective workstation.

Weekly

2 – Power up the computer and turn on the television monitor, which should display the same background as the desktop. If this background does not show up, right click on the desk top of the main display and select “Properties” and then the “Settings” tab. From here you can troubleshoot the connection.

For troubleshooting assistance, please contact the Lab Manager.

3 - Drag a program or image up (or to the right) from the main screen and it will display on the television.

Ensure all software licensing is still valid 1 – Some pieces of software have Weekly (at same time

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Need Task Steps Frequency and functional. licenses that expire that make a person unable to use the tool to perform their research. To subvert this, start by opening each piece of software in Table 5 on each desktop computer and ensure that it is all functional (opens and runs).

as powering up all desktop computers)

2 – Document any issues in the equipment maintenance forms and send to the Contractor Lab Manager and the Contractor Project Manager.

5.1.4 Research Computer Operations Procedures

All equipment in the Saxton Lab residing in the equipment rack is in the “constant-on” position and is available for use during normal hours. Access to lab computers (e.g., passwords) will be provided on the first day of a researcher’s time in the lab based on their specific needs, and will be documented in the pre-research coordination call conducted with the visiting researcher.

5.1.5 Production Control Procedures

Any applications that should be included on machines in the Saxton Lab should be reviewed by the Contractor Project Support Staff and the FHWA Lab Manager to approve of its applicability for approval in the lab. This will be conducted via email correspondence and approvals will be documented in bi-weekly reports to the FHWA Lab Manager for documentation purposes.

5.1.6 Diagnostic and Problem-Handling Procedures

As issues arise in the Saxton Lab, users are required to notify the contractor lab manager, who will document the issue using Spiceworks, an open-source problem tracking system. Once the lab manager is notified of an issue, he will enter the following information into Spiceworks:

- Who reported the problem

- The category of problem:

o Software o Hardware (Indoor) o Hardware (Outdoor) o Other

- Detailed description of issue (1-3 sentences)

- Initial recommended solution

- Task assignment

Spiceworks will then create a “ticket” for tracking the work as it is completed. This ticket will be forwarded to the person to whom the task has been assigned to. Persons assigned as support staff for maintaining the equipment and software in the Saxton Lab have 48 hours to identify

Saxton Laboratory Operations and Maintenance Manual Page 30 and troubleshoot problems and develop a course of action for submittal to the contractor project manager, who will forward to the FHWA lab manager as appropriate.

The lab is not connected to the public domain and does not support external email services thus the contractor is not able to take full advantage of Spiceworks full capabilities. The above paragraph describes ticket forwarding which will only be available if email services exist on the system. The lab manager will assign trouble tickets to staff for remedy via FHWA email using the FHWA issued computer.

5.1.7 Back-Up Procedures

The contractor team recommends that users save all documents related to on-going research to the shared drive that is housed in the server rack in the laboratory. It is each person’s responsibility to not save their work onto the individual hard drives in the indoor lab. Bi-weekly, Contractor Staff will review the indoor lab computers and remind users to only store data on the shared drive.

In terms of long-term back up, the rack is equipped with a dedicated network attached storage (NAS) solution with 6 1-TB hard drives installed in a RAID 1+ RAID 5 configuration to mitigate risk of data loss.

5.1.8 Restart/Recovery Procedures

If a system fails due to any unplanned activity, the contractor team will reboot all equipment and test to ensure that everything comes up correctly. There is no redundant system off-site that could be used to switch over operations in the event of an emergency. A ticket will be created in Spiceworks prior to beginning work to restart and recover the hardware/software and all decisions made will be documented using this tool and then summarized for submittal to the contractor project manager and FHWA lab manager within 48 hours of problem close-out.

5.1.9 Server Monitoring Procedures

Spiceworks will be used for monitoring system performance. Spiceworks ticketing will be used to document troubleshooting and installation activities. Summaries of troubleshooting and installation activities will be provided as a part of bi-weekly reports as issues arise.

5.1.10 Maintenance Procedures

Spiceworks will be used for tracking maintenance reports. The following procedures will be followed to ensure the data environment for the lab is maintained. These are summarized in Table 12.

Table 12. Summary of Data Environment Maintenance Procedures.

Need Frequency

Disk Defragmentation 1 – Go to “Start,” “Control Panel” on the Windows servers.

Weekly

2 – Click on System and Security – Administrative Tools and turn on

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Need Frequency scheduled defragmentation.

3 – This will occur on a weekly basis and will be monitored by Contractor Project Support staff.

Update Research Computer Software (Windows-Based Systems)

1 – Log into the Windows Update website and enter the information for the machine in question.

Monthly

2 – Download the latest version of the files to a USB drive.

3 – Plug the USB drive into the Windows systems and run Windows Update to install the updates.

Update Research Computer Software (Linux-Based Systems)

1 – Log into www.redhat.com and download the latest version of files to a USB drive.

Monthly

2 – During the first set of updates, run “install yum-utils” to ensure ease of updates in subsequent update cycles.

3 – Run “yum update” monthly to review the updates and address any compatibility warnings or errors, then proceed with updates as needed.

New Application Installation 1 – Ensure that a recent back-up has been completed successfully.

As needed

2 – Follow the instructions for the specific application involved.

Purge Data 1 – Discuss the data purge request with the FHWA Lab Manager and ensure all data privacy needs from FHWA are addressed prior to purge.

As needed

2 – Ensure that a recent back-up has been completed successfully.

3 – Delete the data using standard methods

Add a Data Set to the Data Storage System 1 – Discuss the data set with the FHWA Lab Manager and the Data Resources Testbed Manager

As needed

2 – Upon approval, review the data set to determine if adequate space is available.

3 – Discuss the findings of this data review with FHWA and determine the best way to move forward.

4 – Place the data set on the data storage system and set the necessary permissions based on FHWA privacy policies.

Monitor the Research Computers 1 – Log into each server and record the following: CPU, Memory, Disk Space

Monthly http://www.redhat.com/

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Need Frequency

(storage utilization)

2 – For a Windows system, use Task Manager and Windows Explorer to note peak memory usage.

3 – For a Linux system, use top, df -h, free -t -m, and vmstat

Note: Monthly monitoring is based on current usage levels – as lab activity and research computer demand increases, monitoring interval should be adjusted accordingly.

Network Monitoring 1 – Monitor the connectivity (heart-beat) and bandwidth usage of the Internet-2 connection.

Weekly

5.1.11 Vehicle Preparation Bay

The vehicle preparation bay adjacent to the Saxton Lab is a designated area for various activities in support of the Intelligent Intersection. Tools and other equipment for vehicle service and preparation may be stored in the garage, but will change and be moved over time.

For information regarding the operation and maintenance of current vehicle equipment, please refer to the current lab manager or support staff.

5.2 Intelligent Intersection Procedures

Any activities by other contractors or USDOT staff that should occur at the Intelligent Intersection must be coordinated with the Contractor Project Support Staff. This will include:

Changes to existing system capabilities (e.g., equipment, infrastructure);

Physical changes to infrastructure; and

Implementation of new system capabilities or infrastructure.

The following procedure will be used to engage Contractor and FHWA staff in the activities mentioned above.

1) FHWA staff should alert the Contractor Project Support Staff of upcoming activities that require coordination between the Contractor team and other parties via email two-weeks before the scheduled activity.

2) FHWA staff should coordinate activities that may impact the lab’s currently scheduled activities in advance on a project-by-project basis (some projects may require Contractor Project Support Staff involvement prior to the two-weeks listed in (1) above).

3) The Contractor Project Support Staff will coordinate a pre-activity teleconference with all parties to ensure roles, responsibilities, and needs are identified and capable of being met on the specified date.

4) The Contractor Project Manager will assign and allocate staff resources to assist with the activities, per the direction from FHWA.

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5) The Contractor Project Support Staff will require a schedule for planned activities from FHWA and/or designated parties performing work on behalf of FHWA.

6) The Contractor Project Support Staff will update the Saxton Lab schedule and calendar to reflect these activities, and will summarize involvement in bi-weekly status updates.

This ensures that staffing needs are met and that communication flow continues during activities.

7) On the day of the scheduled activities, the Contractor Project Support Staff will support activities per the schedule and will summarize final involvement after the activity in an email to FHWA.

5.3 Vehicle Maintenance Procedures

Maintenance of the equipped vehicles should be conducted in accordance with the respective vehicle owner’s manuals, as well as the manuals for installed equipment. Please refer to Section 2: Referenced Documents for information on current vehicles and equipment and consult lab manager and designated staff contacts for updates and changes.

5.3.1 Vehicle Maintenance

Under the TOL Operations and maintenance contract FHWA has turned over the responsibility of maintenance for the two 2007 Jeep Grand Cherokees over to the TOL OPS contractor.

Table 13. Vehicle Information.

Make Model Color VIN Starting Mileage Vehicle Condition

Vehicle 1 Jeep Grand Cherokee

Dark Grey

1J8HR58277C682422 8255 Miles Exterior:

Minor scratch on right side of bumper, no other major damage observed

Interior:

Needs routine cleaning, no major damage observed

Vehicle 2 Jeep Grand Cherokee

Blue 1J8HR58237C589896 32364 Miles Exterior:

No major damage observed

Interior:

Needs routine cleaning – no major damage observed

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The vehicles specified above should be maintained per the following recommended maintenance schedule.

Table 14. Vehicle Maintenance Procedures.

Maintenance Procedure Frequency

Oil Change Every 3 months

Tire Replacement Once every two years or as needed

Brakes One replacement per POP

Tune-ups One visit per POP

General Fluid Every 12 months

Mechanical and Electrical Replacement Parts

Every 12 months

Belt Replacements One per POP

Gas Refills Every 2 weeks, as needed

The contractor will perform a timely preventive maintenance checkup on a monthly basis to conduct routine general maintenance of vehicle wear-and-tear. The monthly checkup routine will consist of the following activities.

Table 15. General Monthly Vehicle Check-Up Procedures.

Vehicle Checkup Task Quantity/Measure Recommended

Motor Oil “At each stop for fuel, check the engine oil level about 5 minutes after a fully warmed engine is shut off. Add oil only when the level is at or below the ADD or MIN mark on the dipstick.”

Page 413 of the Owner’s Manual

Transmission Fluid “To check the automatic transmission fluid level properly, the following procedure must be used:

1. Operate the engine at idle speed and normal operating temperature.

2. The vehicle must be on level ground

3. Fully apply the parking brake and press the brake pedal

4. Place the gear selector momentarily in each gear position ending with the lever in P (Park)

5. Remove the dipstick, wipe it clean and reinsert it until seated.

6. Remove the dipstick again and note the fluid level on

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Vehicle Checkup Task Quantity/Measure Recommended both sides. The fluid level should be between the “HOT” (upper) reference holes on the dipstick at normal temperature. The fluid level is only valid if there is a solid coating of oil seen on both sides of the dipstick. If the fluid level is low, add as required into the dipstick tube. Do not overfill. After adding any quanityt of oil through the fill tube, wait a minimum of two (2) minutes for the oil to fully drain into the transmission before rechecking the fluid level.”

Page 387 of the Owner’s Manual

- Use Mopar ATF+4

Automatic Transmission Fluid

Windshield Wiper Fluid “The low washer fluid level will be indicated on the Vehicle Information Center. When the sensor detects a low fluid level, the windshield will light on the vehicle graphic outline and the “Washer Fluid Low” message will be displayed.”

Page 374 of Owner’s Manual

Power Steering Fluid “Checking the power steering fluid level at a defined service interval is not required. The fluid should only be checked if a leak is suspected, abnormal noises are apparent, and/or the system is not functioning as anticipated.

If necessary, add fluid to restore to the proper indicated level. With a clean cloth, wipe away any spilled fluid from all surfaces.

NOTE: Upon initial start-up in cold weather, the power steering pump may make noise for a short period of time. This is due to the cold, thick fluid in the steering system. This noise should be considered normal, and does not in any way damage the steering system” Page 373 of Owner’s Manual

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- Use Mopar Hydraulic System Power Steering Fluid or equivalent, do NOT use automatic transmission fluid.

Brake Fluid “The fluid level of the master cylinder should be checked when performing under the hood service, or immediately if the brake system warning lamp indicates system failure.

The brake master cylinder has a translucent plastic reservoir. On the outboard side of the reservoir, there is a “MAX” dot and a “MIN” dot. The fluid level must be kept within these two dots. Do not add fluid above the MAX mark, because leakage may occur at the cap. Overfilling the brake fluid reservoir can result in spilling brake fluid on hot engine parts and the brake fluid catching fire.”

Page 384 of the Owner’s Manual Use Mopar DOT 3 Brake Fluid, SAE J1703. If DOT 3 is not available, then DOT 4 is acceptable.

Tire Wear “Tread wear indicators are in the original equipment tires to help determine when tires should be replaced. These indicators are molded into the bottom of the tread grooves and will appear as bands when the tread depth becomes 1/16 inch (2mm). When the indicators appear in 2 or more adjacent grooves, the tire should be replaced.”

Page 291 of Owner’s Manual

Tire Pressure “The proper cold tire pressure is listed on either the face of the driver’s door, or the driver’s side “B” pillar. The pressure should be checked and adjusted as well as inspecting for signs of tire wear or visible damage at least once a month. Use a good quality pocket-type gauge to check tire pressure.

Do not make a visual judgment when determining proper inflation. Radial

Saxton Laboratory Operations and Maintenance Manual Page 37 tires may look properly inflated even when they are under inflated.” Page 288 of Owner’s Manual

Dents/Scratches Check for new damage

Interior cleanliness Maintain general usability

Gas Maintain ½ tank of gas at all times

The contractor will ensure as part of the weekly maintenance for the jeeps to be fueled and ready for research activities. Based on the contract the vehicles allowance for gas-up is bi-weekly but this routine can be adjusted based on research activities and vehicle usage.

The contractor will determine if the vehicle is required to be driven to the local shop for mechanical, electrical and tune-ups or other schedule maintenance based on vehicle mileage or time stamp of previous maintenance activity.

For miscellaneous service or part replacement, and external equipment maintenance please contact the current Contractor Project Support Staff for assistance with the vehicle. At any time, if the vehicle’s operation becomes inadequate for research purposes or unsafe for continued testing, the vehicle may be removed from operation and will no longer require maintenance.

5.4 Research Procedures

Another aspect of the Saxton Lab is conducting research. In-line with the Saxton Lab Concept of Operations, the research procedures outlined below detail how research requests will be reviewed, approved, and monitored throughout a visiting researcher’s time in the Saxton Lab.

5.4.1 Scheduling Research Time in the Saxton Transportation Operations Laboratory

Researchers interested in conducting researcher in the Saxton Transportation Operations Laboratory should fill out the form included in the Appendices that pertains to a research request. This form covers a series of questions to help FHWA and the TOL Contractor Project Support Team gauge the research and make a determination as to whether the specific research should be pursued in the Lab using Lab resources or not. The following procedure dictates this flow.

1. Researcher submits a research request form from the FHWA TFHRC website.

2. The FHWA TOL Laboratory Manager and the TOL Contractor Project Support Team review the research request form.

3. The Contractor Project Support Team’s research assistant schedules a meeting/teleconference with the FHWA TOL Laboratory Manager and any other necessary FHWA staff to discuss the research request, to occur within five days of receipt of the request.

4. The group meets and approves or denies the research request and drafts a response to the interested researcher. The FHWA TOL Laboratory Manager sends this response to the interested researcher via email within seven days of receipt of the request.

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5. If the request is approved, the Contractor Project Support staff’s research assistant sets up a coordination call with the researcher within fourteen days of the receipt of the request and discusses logistical matters. Meeting minutes will be submitted back to the researcher and the FHWA HRDO team members involved in the research within two days of the coordination call.

a. During this call, the contractor project support team documents the specific dates that research will be conducted, and makes a determination of whether the researcher is a “long-term” or “short-term” researcher, meaning whether a DOT badge will be required.

i. If the researcher will be working on-site for more than six weeks, then a badge will be required and the research assistant will provide the forms and work with the researcher to complete this paperwork.

5.4.2 Conducting Research in the Saxton Lab

1. On the first day of the researchers’ time in the Saxton Transportation Operations Laboratory, the research assistant provides the researcher with a detailed overview of the lab facilities, including:

a. A tour of TFHRC and the Saxton Transportation Operations Laboratory;

b. An introduction to demonstrations and other training materials developed;

c. A short video that provides an overview of the roadside equipment and on-board equipment installed in the Cooperative Vehicle-Highway Testbed at

TFHRC;

d. An introduction to HRDO and Contractor Project Support Staff;

e. A list of procedures and policies that the researcher will need to follow while working in the lab, which he/she will need to sign on their first day; and

f. A workstation that is equipped to suit their research needs (possibly in the

Saxton Lab itself or in the Operations R&D Trailer).

2. The research assistant will follow-up with the researcher after their first day to ensure all of their needs are being met for conducting research and send a first-day summary to…