CFRC / SunRail

SunRail

Communications

Standard Operating Procedure

CATEGORY:

Electronic Equipment - Stations

TOPIC:

Protecting Electronic Equipment

SOP#:

E350.00

TITLE:

Preservation of Electronic Equipment on SunRail Station

Platforms

LATEST REVISION NO.

1.00

ORIGINATION DATE

(Original Document)

06/02/2015

LATEST REVIEW DATE:

06/24/2022

EXPIRATION DATE

No Expiration

LATEST REVISION

DATE:

6/24/2022

DATE REVIEW DUE:

06/24/2024

DEPARTMENT / INDIVIDUAL OF PRIMARY

RESPONSIBILITY:

Communications Technical Advisor

SOP APPLIES TO: All, SOP will be shared with local jurisdictions

COORDINATION WITH OTHER PUBLICATIONS: CFRC/SunRail Internal Control Plan 49 CFR Part 225, SunRail Quality Management System Plan, SunRail System Safety Program Plan

APPROVAL:

John Pierce

Communications Technical Advisor

DIRECTED BY:

Charles M. Heffinger Jr., P.E.

Chief Operating Officer

Reviewed/Approved by:

Michael Carman

Director of Operations

Roger Masten, PMP, FCCM, FCCN Contracts Manager

Gerald Hendley, WSO-CSSD Quality Assurance Manager

Pamela McCombe, P.Eng.

Safety and Security Manager

DocuSign Envelope ID: FA15F542-03EB-497F-820D-D3FB9A7DFF40

Preservation of Electronic Equipment on SunRail Station Platforms

E350.00 Rev. 1.00 Revision Date 6/24/2022

Printed versions are not controlled! Check for latest version Document

No. 2

REVISION CONTROL RECORD

Revision Date Description Author Checked Reviewed Approved

Original 06/02/2015

Preservation of

Electronic Equipment on

SunRail Station

Platforms

TR MK MT

1.0 06/24/2022 Update SOP, table and use new SOP format.

GH DL/JP PM/MC/RM/AN/JP CH

Revision Issue approved

Date issued Issued to Comments

1.0 06/24/2022 06/24/2022 All

No. 3

1. ABBREVIATIONS and ACRONYMS

CEO Chief Executive Officer

CFRC Central Florida Rail Corridor

COO Chief Operating Officer

DCM Document Control Manager

DPR Department of Primary Responsibility

ECB Emergency Call Box

FDOT Florida Department of Transportation

O&M Operations & Maintenance

PAT Passenger Assistance Telephone

PDF Portable Data Format

PPE Personal Protective Equipment

QAM Quality Assurance Manager

SDS Safety Data Sheet

SOP Standard Operating Procedure

SSM Safety and Security Manager

TVM Ticket Vending Machines

TVU Ticket Validator Unit

VMS Variable Message Sign

No. 4

2. DEFINITIONS

2.1 Asset: an asset in the SunRail environment is identified but not limited to revenue and non-revenue, rolling stock, buildings, systems, components, revenue generation, electrical power infrastructure, and right-of-way systems devices necessary for rail service.

2.2 Departments: Area of staff responsibility such as but not limited to: SunRail, Maintenance, Facilities, Signals.

2.3 Manager: Lead person in charge of assigned area.

2.4 Staff: Any Florida Department of Transportation (FDOT) personnel, contractors or consultants that work for or on-behalf of SunRail.

2.5 SunRail: Used to identify Central Florida Rail Corridor (CFRC), the SunRail commuter rail system and all activities within the described areas of responsibilities.

Printed versions are not controlled! Check for latest version Document No.

3. PURPOSE

This Standard Operating Procedure (SOP) will be shared with outside groups (local government partner and cleaning contractors) to provide guidelines and responsibility for preserving the electronic equipment that is installed on SunRail platforms.

Preserving SunRail assets from damage is important to all involved in this SOP.

The SunRail stations are owned by the FDOT and are managed by SunRail.

4. SCOPE

This SOP describes the procedures required, by the cleaning contractors, to protect the electronic equipment located on any SunRail platform during cleaning.

This SOP applies to all departments and staff regardless of type, size, or complexity.

This SOP is shared with local governments and contractors that have the responsibility to clean stations and protect SunRail equipment in that process.

This SOP is applicable to all with no exceptions.

5. RESPONSIBILITIES

Tasks may be delegated however the responsibility remains with the position.

5.1 Department of Primary Responsibility (DPR):

The DPR for this SOP is the Communications Technical Advisor

5.1.1 Has the responsibility to notify all affected departments of this SOP or changes to SOP through the SunRail email system.

5.1.2 Allow the affected departments to review and have input to SOP or changes to the

SOP.

5.1.3 Ensure an email is sent to Quality Assurance Manager (QAM), Safety and Security

Manager (SSM) and the Document Control Manager (DCM) to notify them of the new or revised SOP that must reside within the approved SunRail document repository.

• The email notification shall identify the link where the SOP resides within the approved SunRail document repository

• Requesting a document control number from the DCM prior to routing the SOP for review by QAM.

• Must submit SOP (in both Portable Data Format (PDF) and Microsoft Word®) document(s) to QAM for final review prior to signatures.

5.1.4 Must submit final signed SOP to DCM to be uploaded in the approved SunRail document repository.

5.2. Chief Executive Officer (CEO)

5.2.1. Primary responsibility for administration and compliance with this SOP and its related forms.

5.3. Chief Operating Officer (COO)

5.3.1. Primary responsibility for review and content, to include technical accuracy within the

SOP.

5.3.2. Primary responsibility for implementation of this SOP within the COO area(s) of responsibility.

5.3.3. The COO shall ensure personnel are made aware of this SOP and any changes thereto, through written communication with staff and fully comply with all requirements herein.

5.4. Manager(s) reporting to the COO

5.4.1. All managers shall be responsible for adherence to this SOP and their area(s) of responsibility.

5.4.2. Responsibility for implementation of this SOP within the COO area(s) of responsibility.

5.4.3. Manager shall ensure all personnel, under their direct supervision, are made aware of this SOP and any changes thereto, through written communication with staff and fully comply with all requirements herein.

5.5. Department Manager(s) reporting to the Director of Operations

5.5.1. All managers shall be responsible for adherence to this SOP and associated forms.

5.5.2. Responsibility for implementation of this SOP within the COO area(s) of responsibility.

5.5.3. Managers shall ensure all personnel, under their direct supervision, are made aware of this SOP and any changes thereto, through written communication with staff and fully comply with all requirements herein.

5.6. Contractors operating as/for SunRail

5.6.1. Contractors are responsible for adherence to this SOP and associated forms.

5.6.2. The Contractor shall ensure all personnel, under their direct supervision, are made aware of this SOP and any changes thereto, through written communication with staff and fully comply with all requirements herein.

5.7. QAM

5.7.1. Send to SunRail SSM for review

5.7.2. Review SOP prior to signatures.

5.7.3. Ensure compliance to SunRail Quality Management System.

5.7.4. Follow up on the included corrective actions from incidents.

5.8. SSM

5.8.1. Review SOP prior to signatures:

• To ensure conformance to safety documents (e.g., System Safety Program Plan

(SSPP), Safety Data Sheet (SDS)).

• To ensure proper Personal Protective Equipment (PPE) or other safety equipment is included and used.

5.8.2. Review documents for reimbursement approval

5.9. DCM

5.9.1. Issue SOP number to document.

5.9.2. Responsible for retaining and archiving the SOP (PDF and Microsoft Word® document) in the SunRail approved repository.

5.9.3. Responsible for the electronic distribution of the approved SOP via email.

5.10. SunRail’s Operations & Maintenance (O&M) Systems & Communications Manager

5.10.1. Responsible to repair and or replace damaged electronics, excluding fare collection devices.

5.10.2. Responsible to report using CFRC Unusual Occurrence Report for electronics damaged from lack of following this SOP.

5.10.3. Shall forward Form CFRC 1005: Unusual Event Report per sections 6.4.2 and 6.5.

5.11. SunRail’s Fare Collection - Field Services Manager

5.11.1. Responsible to repair and or replace damaged fare collection devices.

5.11.2. Responsible to report using CFRC Unusual Occurrence Report for electronics damaged from lack of following this SOP.

5.12. SunRail Corridor Manager

5.12.1. Review documents for reimbursement approval

5.12.2. Submit the claim to the Local Government Partner for reimbursement

6. PROCEDURES

Cleaning contractor(s) shall coordinate with SunRail’s O&M Communication Systems

Manager at (407)732-6732 before cleaning of any SunRail station.

During any cleaning of a SunRail Station, the cleaning contractor shall ensure that all electronic equipment is adequately protected from damage.

Damage replacement estimates are provided on Table 1 (section 6.4.3), when electronic equipment is damaged beyond repair.

Direct contact with any electronic equipment, using high pressure water, shall be always avoided.

6.1 Safety

Safety equipment and information

6.1.1 PPE

• All required PPE shall be worn during cleaning operations.

6.1.2 SDS

• SDS is required for all cleaning products used during work under this SOP.

• SDS shall be available when requested

6.2 Protecting Equipment

All electronic equipment must be protected during all cleaning operations. Care shall be taken in protecting the equipment by inspecting the tarp and sealing items prior to cleaning.

6.2.1 Ticket Vending Machines (TVM)

• Cover the TVM with a tarp of the proper size to cover the entire machine (2 per platform).

• Use Duct tape or straps to ensure that the tarp will stay in place during the station cleaning.

• Remove the tarp when the station is dry.

• Hand clean the TVM.

6.2.2 Ticket Validator Unit (TVU)

• Cover the TVU with a tarp of the proper size to cover the entire Validator (3 per platform).

• Use Duct tape or straps to ensure that the tarp will stay in place during the station cleaning.

• Remove the tarp when the station is dry.

• Hand clean the TVU.

6.2.3 Variable Message Signs (VMS) with enclosed camera

• Cover the Variable Message Sign (VMS) & Camera with a tarp of the proper size to cover the entire sign, camera and horn strobe.

• The seal around the pipes must be made so that they are watertight, paying special attention to the pipes that affix the sign to the overhead.

Ensuring that no water will get into the VMS or attached camera.

• Remove the tarp when the station is dry.

• DO NOT clean the VMS & affixed camera.

NOTE: Care and cleaning of the clear acrylic domes shall be performed by SunRail’s

Communications Department.

6.2.4 Free hanging cameras

• Cover the free hanging camera with a tarp of the proper size to cover the camera housing and pipe that connects the housing to the overhead.

• The seal around the pipes must be made so that they are watertight, so that no water will get into the camera, paying special attention to the pipes that affix the camera to the overhead.

• Remove the tarp when the station is dry.

• DO NOT clean the affixed camera.

NOTE: Care and cleaning of the Clear Acrylic domes shall be performed by SunRail’s

Communications Department.

6.2.5 Passenger Assist Telephone (PAT) and Emergency Call Box (ECB)

• Cover the PAT (1 per platform) and ECB (1 per platform) with a waterproof tarp of the proper size to cover the Passenger Assist Telephone and Emergency Call Box.

• Use Duct tape or straps to ensure that the tarp will stay in place during the cleaning process.

• Remove the tarp when the station is dry.

• Clean the PAT and ECB according to manufacture directions below.

Manufacturer Suggested Directions for Cleaning of PAT and ECB:

o It is recommended to periodically clean the surface of the ECB and the PAT with a mild cleanser and water mixture.

o Wipe the plate dry when finished.

6.3 Failure to Protect Station Platform Electronics

In the event the Local Government Partner or Local Government Partner’s contractor fails to protect station platform electronics the following shall occur.

6.3.1 Cleaning Contractor

The cleaning contractor will be required to reimburse SunRail for the cost of damaged components plus the labor hours that are incurred by the SunRail contractor.

6.3.2 SunRail’s O&M Contractor

• Will complete a CFRC Unusual Event Report

• Obtain video of incident

• Provide a repair estimate, via the Form FDOT 850-005-02: State Force and

Contract Cost Documentation, to the SunRail Corridor Manager and the SunRail

SSM for reimbursement approval.

6.3.3 SunRail’s Corridor Manager

Will follow the procedures in section 6.4 to submit the claim to the Local Government

Partner for reimbursement of the damaged asset and labor.

6.4 Reimbursement

In the event the Local Government Partner or Local Government Partner’s contractor fails to protect station platform electronics; the Local Government Partner’s contractor will be required to reimburse SunRail for the cost of damaged components plus the labor hours that are incurred by the SunRail contractor to repair/replace the damaged equipment.

6.4.1 Forms and Records

To support claims for reimbursement, SunRail’s O&M Contractor is required to complete the forms listed below, in detail describing the date, time, witnesses (if any) and the nature of the incident. These forms are used as an aid in conducting investigations, as well as serving as the record of all reportable and accountable injuries and illnesses:

• Form CFRC 1005: Unusual Event Report, obtain video record of incident

• Provide a repair estimate via the Form FDOT 850-005-02: State Force and

Contract Cost Documentation.

6.4.2 Concurrence and Approval

SunRail’s O&M Contractor must:

• Have concurrence signature from the SunRail Director of Operations.

• Provide these documents to the SunRail Corridor Manager (Primary FRA

Accident/Incident Reporting Officer) and the SunRail SSM (Primary SSO

Accident/Incident Reporting Officer) for reimbursement approval.

• The completed forms are to be submitted to the SunRail Corridor Manager and the SSM within 24 hours (one business day) of the occurrence.

6.4.3 Submittal

SunRail’s Corridor Manager must submit the claim to the Local Government Partner for reimbursement for the damaged asset. Table 1 provides the cost of each electronic component.

Table 1 – Illustrated Parts List for SunRail Station Electronics as of 5/2022

6.5 Quality

SunRail’s Operations and Maintenance Contractor must forward Form CFRC 1005: Unusual

Event Report to the SunRail QAM for follow up on the included corrective actions.

7. REFERENCES

CFRC/SunRail Internal Control Plan 49 CFR Part 225

SunRail Quality Management System Plan

CFRC SunRail 270 System Safety Program Plan

8. RECORDS

• UNUSUAL EVENT REPORT CFRC Form 1005

• FDOT 850-005-02: State Force and Contract Cost Documentation

ATTACHMENT 1 UNUSUAL EVENT REPORT CFRC Form 1005

ATTACHMENT 2 State Force and Contract Cost Documentation

Form FDOT 850-005-02

State Force and

Contract Cost Documentation Form FDOT 850-005-02.doc