D-086-0508_Technical_Documentation_Standard_Rev_1.pdf

REVISION No. A

SPECIFICATION OR

STATEMENT OF WORK

COVER SHEET

TITLE

Technical Documentation Specifications (Technical Publications and Drawings)

Requirements and Standards

SPECIFICATION NUMBER

D-086-0508

ORIGINATED BY Mitch Frid DATE 4 April 08

ORIGINATOR’S COMMAND Engineering Logistics Center

DEPARTMENT/DIVISION Technical Information Management Branch

USCG – ELC

04/08

SPEC NUMBER: D-086-0508

REVISION: A

Specification Number – D-086-0508

1.0 SCOPE

1.1. Technical Documentation

1.1.1. Documentation shall be delivered in both electronic and paper copy form as directed in this specification. Documents prepared for this contract by the contractor shall be in electronic format that allows imbedded text and graphics and shall be Microsoft® Office Word format or Microsoft® Office Excel format (where applicable) that is compatible with Windows® XP/Vista. Drawings shall be developed in AutoCAD® as required by COMDTINST M9085.1 (Series) "Naval Engineering Computer Aided Design Standards." Any Commercial Off-the-Shelf (COTS) manuals from vendors that are not in the above format shall be an unlocked .pdf file.

1.1.2. Technical Publications

1.1.2.1. A technical publication shall be provided for the equipment and accessories of the system. The Coast Guard Contracting Officer upon request by the Contractor will provide a copy of the current Coast Guard technical publication for the equipment/system.

1.1.2.2. The technical publication shall provide, as a minimum, the necessary information to provide instructions to operate and maintain the equipment at the organizational level. This includes a description of system start-up, operation, shutdown, safety and emergency procedures. The publication shall also contain information concerning checkout, inspection, preventive and corrective maintenance, calibration, adjustment, troubleshooting, replacement of parts, repair, and use of tools and test equipment in accordance with the maintenance concept. No Coast Guard assigned numbered drawings shall be inserted into the Technical Publication; however those drawings shall be referenced. The following sections, as a minimum, shall be included:

a. General Information and Safety Precautions – An introduction to identify the equipment, equipment description, location, associated equipment, general safety instructions, and drawings or diagrams showing general arrangements.

b. Theory of Operation – Identify and describe the theory of operation of the equipment/ system and all components.

SPEC NUMBER: D-086-0508

REVISION: A

c. System Description – Identify and describe the purpose, interconnection, and functional operation of the equipment/system and all components.

d. Component Description – Include sufficient information to identify and describe all major system components.

e. Functional Description – Discuss the control philosophy used by the system design and provide a detailed description of the controls used.

f. Installation – Include drawings and information sufficient to install or remove the equipment, including handling procedures, special tools, access clearances and supporting services (crane, welding, etc.) required. The locations of lifting eyes and special rigging shall be discussed.

g. Operating Procedures – Identify all normal system operations and evolutions, which involve personnel. Detailed step-by-step operating procedures for these operations and evolutions shall be provided.

h. Maintenance Procedures – Identify all preventive and corrective maintenance operations and evolutions, which involve personnel.

Detailed step-by-step procedures, including disassembly and reassembly procedures, for maintaining the equipment/system and all components shall be provided.

i. Emergency Procedures – Identify conditions requiring emergency operations and provide procedures to be followed in the event of their occurrence. Emergency operation is defined as operation under conditions of system malfunction or failure such as loss of power, component failure, physical damage, or fire. Detailed step-by-step procedures for dealing with emergencies shall be provided.

j. Troubleshooting Guide/Aid and Procedures – Identify and provide detailed step-by step troubleshooting procedures for determining causes of equipment/system malfunction or failure.

k. System Limitations, Precautions, Set Points – Identify all system operational limitations. State all precautions to be taken during normal operation to preclude potentially unsafe conditions. List

SPEC NUMBER: D-086-0508

REVISION: A

system operation and safety set points, which represent the normal operation of the system.

l. Illustrated Parts List – Identify parts associated with the equipment/system. An exploded illustration shall show the location of the parts. The parts list shall identify the piece part number of the illustration, quantity installed, nomenclature, designation, original manufacturer, and part number.

m. Spare Parts – The recommended spare parts list developed shall be included in the publication.

n. Appendices (as necessary) – Provide tabular appendices for technical data and literature, repair and overhaul information on major subassemblies and supportable components such as motors, motor controllers, gearboxes, etc.

1.1.2.3. Format

a. Text – Text shall be single-column and single-spaced, with one-inch left-hand margins and unjustified right-hand margins. Text size shall be 12 point in a standard, easily readable font. Titles and headers shall follow a heading style hierocracy. Footnotes, notes and other side information shall be 8 point or larger.

b. Paper Size – Page size shall be 8-1/2 inches by 11 inches. Text shall be printed on both sides of the paper, head to head.

c. Prefix – The manual shall have a title page showing the publication title; Technical Publication Number (USCG assigned); hull applicability; the manufacturer’s name; the system or equipment designation and model number; and the equipment serial numbers.

The publication shall have a List of Effective Pages, Change Record Sheet, Table of Contents, List of Illustrations, List of Tables, a listing of applicable abbreviations and acronyms, and a safety summary.

d. Page Numbers – Pages shall be numbered sequentially within a publication. Page numbers shall be shown at the bottom center.

The bottom unbound corner shall be reserved for a change identifier. For fold-in pages, the page number shall be shown at the bottom right hand corner, together with the change identifier.

SPEC NUMBER: D-086-0508

REVISION: A

e. Dividers (Optional) – Major chapters, sections, and appendices shall be clearly identified with tab dividers.

f. Drawings – Drawings and parts lists shall be included in the manuals. The maximum drawing size within the technical publication shall be ANSI size B, 11x17, and accordion folded.

Prints of larger drawing sizes shall be reduced, as necessary, to fit the 17-inch wide fold-in, and remain legible.

1.1.2.4. Pre-printed Material – Catalog sheets and other preprinted material that are reproduced in a technical publication shall be clarified to indicate exactly which parts or accessories are applicable by use of arrows, pointing fingers, strikeouts or the information encircled.

The preprinted sheets shall clearly indicate the component manufacturer. Advertising brochures without specific technical merit shall not be included.

1.1.2.5. Illustrations – Illustrations included in the publication shall be legible. Complete functional block diagrams and schematic diagrams shall be provided for all electrical and electronic circuits.

Controller schematics shall be provided for the entire electrical system, including ladder diagrams that match the copy provided and mounted inside of the controller door.

1.1.2.6. Assembly – The Technical Publication shall be assembled in accordance with MIL-STD-38784, “Standard Practice for Manuals, Technical: General Style and Format Requirements.”

1.1.2.7. Review and Approval – The Technical Publication shall be submitted to the Coast Guard Contracting Officer or his/her representative for review and approval.

1.1.2.8. Deliverables – One paper and one electronic copy of the Coast

Guard approved Technical Publication shall be provided to the Coast Guard Contracting Officer or his/her representative.

Electronic files shall be prepared as indicated at the beginning of this section. Electronic files include any source files used to produce the Technical Publication.

SPEC NUMBER: D-086-0508

REVISION: A

Specification Number – D-086-0508

1.1.2.9. Data Rights – The vendor shall provide data rights documentation that allows publication on the Coast Guard Intranet and distribution to the fleet.

1.1.3. Technical Manual Update Revisions

1.1.3.1. If changes to an existing Tech Pub affects 25 percent or more of the original pages in the manual, or if the scope of the changes makes the Tech Pub difficult to use, as determined by the Government, the manual shall be totally revised.

1.1.3.2. Format – A revision incorporates the basic manual, previous changes, and new data that would require the issuance of an additional change.

1.1.3.3. Preparation – Preparation shall conform to the style and format used in the basic manual.

1.1.3.4. Manual Numbering – The manual shall not be assigned a new

Technical Publication Number. It will use the existing Technical Publication Number along with an “alpha” character.

1.1.3.5. Deliverables – One paper and one electronic copy of the Coast

Guard approved Technical Publication Revision shall be provided to the Coast Guard Contracting Officer or his/her representative.

Electronic files shall be prepared as indicated at the beginning of

1.1.3.6. Data Rights – The vendor shall provide data rights documentation

1.1.4. Technical Publication Amendments

1.1.4.1. Change Package – The Change Sheet shall be the first page of each change package. It will provide detailed instruction for making the changes to the Technical Publication and identify the reason for the change. Additionally, the Change Package will provide a List of Effective Pages, Change Record, and page for page replacement of materials to be amended.

SPEC NUMBER: D-086-0508

REVISION: A

Specification Number – D-086-0508

1.1.4.2. Change Identifier – Each change to a manual shall be numbered in sequence and dated. The change date shall be the date at which the material to be included was received (copy freeze date).

Amendment Numbers and Change Numbers are not necessarily the same.

1.1.4.3. Deletions – Where a change deletes a paragraph, illustration, or table without substituting another, the space formerly occupied by the paragraph, illustration, or table can be used for other instructions, except for sufficient space to provide 1/4 inch above and below a sentence such as "Paragraph 4-2 deleted." The Table of Contents, List of Illustrations, List of Tables, and Alphabetical Index shall be changed as necessary.

1.1.4.4. Page Numbers – When page number continuity is broken by deletion of a page and a blank page results, an insert sheet describing the page(s) effected will be inserted. The List of Effective Pages, Table of Contents, List of Illustrations, List of Tables, and Alphabetical Index shall be changed as necessary.

1.1.4.5. Change Symbols – Changes to the List of Effective Pages, Change

Record, Table of Contents, List of Illustrations, List of Tables, text, line drawings, charts, graphs, diagrams, schematics, and tables (including new material on added pages) shall be indicated by a vertical line in the margin. Arrows are appropriate for indicating changes in drawings/diagrams/schematics.

1.1.4.6. Supplements and Appendices – Supplements and appendices applicable to the equipment or machinery being installed may be used to update a Technical Publication.

1.1.4.7. Page Handling – Change page packages proposed for distribution after original Tech Pub are identified as Amendments.

1.1.4.8. Deliverables – One paper and one electronic copy of the Coast

Guard approved Technical Publication Revision shall be provided to the Coast Guard Contracting Officer or his/her representative.

Electronic files shall be prepared as indicated at the beginning of

SPEC NUMBER: D-086-0508

REVISION: A

Specification Number – D-086-0508

1.1.4.9. Data Rights – The vendor shall provide data rights documentation

1.1.5. Drawings

All drawings and drawing files provided shall become the property of the U.S.

Coast Guard.

1.1.5.1. Coast Guard Drawing Standards – New drawings and revisions of existing AutoCAD® drawings shall be prepared in accordance with COMDTINST M9085.1 (Series) "Naval Engineering Computer Aided Design Standards" and COMDTINST M9000.6 (Series) "Naval Engineering Manual", Chapter 85. The Contractor via the Coast Guard Contracting Officer or his/her representative shall request Coast Guard drawing numbers and titles for new drawings in accordance with these standards. Standard Coast Guard AutoCAD® drawing border templates and COMDTINST M9085.1 (Series) are available via the internet at:

http://www.uscg.mil/hq/elcbalt/ or upon request via the Coast Guard Contracting Officer or his/her representative.

1.1.5.2.New or Revised Drawings – New or revised drawings shall be provided for installed equipment/systems and sub-systems (fuel, air, electrical, mechanical, etc.). Rip-out drawings shall be developed to assist with equipment and interference removal when applicable or required by the statement of work. Rip-out drawings follow the same requirements as new drawings and must be approved by the Coast Guard before use.

1.1.5.2.

a. The Contractor shall provide drawings to cover the manufacture, arrangement, and assembly of each equipment/system being provided. Sub-assembly drawings of each hardware item shall be included, if not included in the technical publication. Drawings shall completely identify the physical characteristics, weight, center of gravity, locations and function of each major piece of the system.

b. Piping diagrams shall specify pipe materials, pipe size and routing.

c. Electrical diagrams shall depict both power and control wiring and equipment. Diagrams shall specify cable types, wire gages, where

Formatted: Bullets and Numbering

Formatted: Space After: 12 pt, Outline numbered + Level: 4 + Numbering Style: 1, 2, 3, … + Start at: 1 + Alignment: Left + Aligned at: 0" + Tab after: 0.55" + Indent at: 1" http://www.uscg.mil/hq/elcbalt/

SPEC NUMBER: D-086-0508

REVISION: A

and how the system connects to ship service power, and the location and routing of all cables and wiring. The color-coding of wires shall be indicated.

d. A list of material shall be incorporated into the engineering drawing provided for each system. The list of material shall consist of, at a minimum, item and/or piece number, a description of the component, quantity, unit of issue, the original equipment manufacturer (OEM) part numbers, design and material standards.

A standard material list AutoCAD® block is available within the Coast Guard standard drawing border template files (see section 1.1.5.1).

1.1.5.3. The revised Coast Guard drawings and new drawings developed by the Contractor shall be submitted to the Coast Guard Contracting Officer or his/her representative for review and approval.

1.1.5.4. Deliverables – One electronic copy on CD-ROM of each new and revised AutoCAD® drawing (dwg file) shall be submitted to the Coast Guard Contracting Officer or his/her representative for review and approval. Electronic files shall be prepared in accordance with COMDTINST M9085.1 (Series) "Naval Engineering Computer Aided Design Standards". Each drawing sheet shall be provided in a separate and unique drawing file. Nested or multi-sheet AutoCAD® drawings do not meet current Coast Guard drawing requirements and are not acceptable for use.