Approval Amendment Record Approval Date Version Description 30/05/2014 1 Initial issue under MTM. This procedure supersedes the Overlapping Design Agreement, Application and Transfer Log documents L2-SIG-PRO-007, L4-SIG-FOR-028 and L4-SIG- FOR-029. PRINTOUT MAY NOT BE UP-TO-DATE; REFER TO METRO INTRANET FOR THE LATEST VERSION Page 1 of 15
Table of Contents 1. Purpose...3 2. Background...3 3. Abbreviations...3 4. Definitions...4 5. References & Legislation...4 6. Responsibilities...5 7. Considerations...5 8. Process...6 8.1 Start Up Meeting & Risk Assessment... 6 8.2 Approval to undertake Overlapping Design Process... 7 8.3 Modification Process... 7 8.4 Cancellation or Rescheduling of Projects... 8 9. Liabilities...8 10. Related Documents...8 11. Appendices...9 Appendix A - Flowchart of Overlapping Design Process... 10 Appendix B - Interim Maintenance Distribution Process... 11 Appendix C As-Built Submission Process... 12 Appendix D Sample Temporary Title Block Locations... 13 Appendix E Overlapping Design Agreement Application... 14 Appendix F Overlapping Design Agreement Design Transfer Log... 15 PRINTOUT MAY NOT BE UP-TO-DATE; REFER TO METRO INTRANET FOR THE LATEST VERSION Page 2 of 15
1. Purpose The purpose of this document is to highlight the process and responsibilities for an overlapping design agreement where two or more contractors are required to produce designs under concurrent or compressed timescales. This agreement is applicable for all designs relating to MTM. 2. Background Within Rail projects there are often multiple contractors involved that may require the same engineering drawings. The Public Transport Victoria s Drawing Management System (DMS) is limited to the update from only one contractor at a time via a book in / book out process. The limitation of this process is that, if a second contractor wanted to work on the same design, the first contractor who is in control of the drawings would be required to book the drawings back into DMS (relinquishing their control of the drawings) to allow for the second contractor to modify the drawings. This can be both time consuming and costly. This procedure allows for two or more contractors to mark up drawings in a controlled manner and reduce the consequences of allowing only one contractor to update drawings. Also, when more than one contractor is involved in modifying the engineering designs in the same area of the network in parallel, there is no clear line of responsibility to ensure the design updates are all incorporated in a coordinated manner. Hence, this procedure will formalise and document the process that has been informally applied by a number of projects, which has often resulted in the loss of revision control, thus allowing the drawings to be updated in a controlled manner. 3. Abbreviations AIS DMS DOT IFC MTM PTV RDE RODE VRIOGS As In Service Drawing Management System Department of Transport Issued For Construction Metro Trains Melbourne Public Transport Victoria Responsible Design Engineer Responsible Overlapping Design Engineer Victorian Rail Industry Operators Group Standards PRINTOUT MAY NOT BE UP-TO-DATE; REFER TO METRO INTRANET FOR THE LATEST VERSION Page 3 of 15
4. Definitions Drawing Controller CAD File MTM staff responsible for the control of drawings booked out from DMS and allocation to the Project Manager / Design Contractors Computer Aided Design File that is required to modify drawings. This can take on numerous file types depending on the design MTM Engineering MTM Engineering responsible for ensuring compliance of all designs to be booked back into DMS Primary Contractor Project Engineer Project Manager Responsible Design Engineer (RDE) Responsible Overlapping Design Engineer (RODE) Secondary Contractor Contractor who the drawings are booked out to. Often, this is the contractor whose works must proceed before the second contractor MTM staff who assists the Project Manager in the design / testing and commissioning aspects of the Project. A Project Engineer may be required as a conduit to communicate with the Contractor The lead responsible for the deliverables for a Project. Depending on the project, there may be two Project managers one for each Design Contractor. It must be the Project Manager(s) who initiate the Overlapping Design Agreement Representative of the Contractor as a direct contact relating to the designs. In order to avoid confusion and ambiguity -there shall only be a single Responsible Design Engineer for each Contractor concerned Person appointed by MTM for the purpose of coordination and facilitation of the Overlapping Design Agreement. Contractor that requires modifications to the designs but is booked out to the Primary Contractor 5. References & Legislation WPB-MPR-00-DES-009 Regional Rail Link: Overlapping Design Process VRIOGS 012.1 Standard for Signalling Design and Documentation Rev. B VRIOGS 007.2 Infrastructure Drafting Standards L1-NAM-PRO-003 Infrastructure As-Built Drawings Management AS 4292.1: 2006 Railway Safety Management VRIOGS Dispensation Request to DMS Rail Safety Act 2006 PRINTOUT MAY NOT BE UP-TO-DATE; REFER TO METRO INTRANET FOR THE LATEST VERSION Page 4 of 15
6. Responsibilities Shown below is a breakdown of the responsibilities Drawing Controller (MTM) Drawing Management System (DMS) MTM & DMS Project Manager(s) (MTM) RODE (MTM) Engineering (MTM) Project Engineer / Responsible Design Engineer (MTM / Primary Contractor) Project Engineer / Responsible Design Engineer (MTM / Secondary Contractor) Contractor Primary Contractor Secondary Contractor Figure 1: Flowchart of Responsibilities 7. Considerations An overlapping Design allows for more than one contractor to modify engineering designs. The potential consequences for this are: integrity of data can be reduced, incorrect versions of the drawings being used, confusion of responsibilities and disputes / conflict of interest from the different contractors. Thus, the use of overlapping designs should be limited to cases where delivery of the projects is within a concurrent / compressed timeframe and / or there are large financial and safety repercussions. When considering an overlapping design agreement the following preferences should follow (with 1 being most preferred.) 1. Reschedule works to remove the requirement for an overlapping design. 2. Utilize the same contractor to perform the designs where overlapping is expected. 3. Undertake an overlapping design arrangement as per this procedure, subject to approval by MTM Engineering. PRINTOUT MAY NOT BE UP-TO-DATE; REFER TO METRO INTRANET FOR THE LATEST VERSION Page 5 of 15
8. Process The following outlines the typical process when undertaking an Overlapping Design Agreement. 8.1 Start Up Meeting & Risk Assessment A start up meeting is required among the contractors involved and the respective MTM representatives to: Assess the feasibility and requirements for an overlapping design agreement Identify the need for the overlapping design agreement Identify the Roles and responsibilities including, but not limited to: o Drawing Controller o RODE (Who will be responsible for the coordination of the drawings between the two contractors) o Primary Contractor (The Contractor where the drawings are booked out to) Secondary Contractor (The Contractor who wants to mark up the drawings booked out to the Primary Contractor) o Agree on the timeframes and design milestones including: When will the Secondary Contractor be able to obtain the CAD files; When will the Secondary Contractor complete their changes and transfer the design back to the Primary Contractor; When will the designs be submitted to Engineering for review and As In Service (AIS) Ascertain the designs that will be affected Define who will undertake the overall re-cad ing of the AIS post commissioning (Normally this would be the Primary Contractor) Who will undertake the final certification of the re-cad ed plans (Normally the Primary Contractor) Overall Tester In Charge (TIC) if the Project commissioning dates are the same Meeting minutes should be taken and should record all the above points as a minimum A risk assessment is to be performed with all stakeholders involved in the project to discuss the risks associated with allowing more than one contractor to work on engineering designs. Note that the Overlapping Design Agreement is subject to agreement by all parties concerned and the Contractor in control of the drawing has the right to refuse undergoing the agreement if they had appropriate justifications. PRINTOUT MAY NOT BE UP-TO-DATE; REFER TO METRO INTRANET FOR THE LATEST VERSION Page 6 of 15
8.2 Approval to undertake Overlapping Design Process Upon agreement by all affected Contractors at the start-up meeting and upon completion of a risk assessment, all related contractors must sign an agreement which highlights: the Contractors involved in the Overlapping Design Agreement the list of drawings required to be included in the Overlapping Design Agreement the list of drawings to be retained compliant the list of drawings to be made compliant Who will be applying for dispensation Who is the current Drawing Controller Who will be the RODE Who is the Project Manager(s) A sample template of an agreement is provided in Appendix E - Overlapping Design Agreement Application. The Project may opt to use their own form of agreement. A mark-up of the plans, highlighting each contractor s scope of works in a different color and the signed design agreement shall be submitted to DMS under Dispensation D1. 8.3 Modification Process The processes of modifying designs are outlined below 1 : 1. The Secondary Contractor requires a design drawing from the Primary Contractor and notifies the RODE. 2. The RODE obtains a copy of the CAD file from the Primary Contractor. The copy of the CAD file will have a temporary new revision box overlaid on the existing drawing, for the purpose of the Overlapping Design Agreement. 3. The RODE logs the movement of the design. The log should contain, as a minimum,: RDE / Project Engineer providing the CAD file RDE / Project Engineer receiving the CAD file Date Reason for Change Attached list of comments & issues from the Primary Contractor The template log: Overlapping Design Agreement: Design Transfer Log can be used. The RODE shall keep all versions of the CAD files as it transfers between each contractor. This provides the ability to fall back to previous versions of the drawings, if required. 4. The RODE issues the CAD file, received from the Primary Contractor, to the Secondary Contractor. Note the Primary Contractor and the RODE shall retain a copy of the original CAD file booked out from DMS. 1 Refer to Appendix A for a flowchart of the Overlapping Design process. PRINTOUT MAY NOT BE UP-TO-DATE; REFER TO METRO INTRANET FOR THE LATEST VERSION Page 7 of 15
5. The Secondary Contractor works on the CAD file copy and keeps a log of any issues. All changes made by the Secondary Contractor should be identified by a separate color or any other agreed methodology. The Secondary Contractor shall ensure that their portion of the works is checked and independently reviewed (if required) prior to sending the designs back to the Primary Contractor. 6. Once the necessary works are complete the Secondary Contractor issues the CAD file copy to RODE, with the temporary revision box filled in. Examples of the temporary revision box can be seen in Appendix D Sample Temporary Title Block Locations. 7. The RODE logs the movement as per step 3. 8. The Primary Contractor receives the CAD file and performs any other mark ups required (with the applicable checking and independent review requirements satisfied). 9. In the event that the Commissioning works are within the same time frame only 1 Master Test Copy shall be produced (typically done by the Primary Contractor unless otherwise agreed). There should also only be a single Tester in Charge for the scope of works of the Primary and the Secondary Contractor. This must be agreed to prior to accepting the Overlapping Design Agreement. 10. In the event that the Commissioning dates are separate, each Contractor will be required to perform their own commissioning works independently (e.g. Production of Test copies, Construction Copies and Interim Maintenance copies). In this instance, the Tester in Charge may be different for each Contractor s commissioning activity. Refer to Appendix B Interim Maintenance Copies Distribution Process and Appendix C As-Built Submission Process. 11. It is the Primary Contractor s responsibility (unless otherwise agreed) to bring the drawings up to DMS Compliance or seek dispensation. 8.4 Cancellation or Rescheduling of Projects In the event that the project is cancelled or rescheduled, all drawings will be assessed by the RODE and their team with any required modifications to be carried out. 9. Liabilities Each contractor is liable for their own design. Any updates made by the Contactors on behalf of another Contractor under the Overlapping Design Agreement, does not import any liability from the Contractor requesting the change. The Overlapping Design Agreement will still require all Design Procedures to be followed for each Contractors portion of works. This includes certification, checking and independent review. 10. Related Documents Nil PRINTOUT MAY NOT BE UP-TO-DATE; REFER TO METRO INTRANET FOR THE LATEST VERSION Page 8 of 15
11. Appendices Appendix A - Flowchart of Overlapping Design Process Appendix B - Interim Maintenance Distribution Process Appendix C - As-Built Submission Process Appendix D - Sample Temporary Title Block Locations Appendix E - Overlapping Design Agreement Application Appendix F - Overlapping Design Agreement Design Transfer Log PRINTOUT MAY NOT BE UP-TO-DATE; REFER TO METRO INTRANET FOR THE LATEST VERSION Page 9 of 15
Appendix A - Flowchart of Overlapping Design Process PRINTOUT MAY NOT BE UP-TO-DATE; REFER TO METRO INTRANET FOR THE LATEST VERSION Page 10 of 15
Appendix B - Interim Maintenance Distribution Process PRINTOUT MAY NOT BE UP-TO-DATE; REFER TO METRO INTRANET FOR THE LATEST VERSION Page 11 of 15
Appendix C As-Built Submission Process PRINTOUT MAY NOT BE UP-TO-DATE; REFER TO METRO INTRANET FOR THE LATEST VERSION Page 12 of 15
Appendix D Sample Temporary Title Block Locations OR PRINTOUT MAY NOT BE UP-TO-DATE; REFER TO METRO INTRANET FOR THE LATEST VERSION Page 13 of 15
Appendix E Overlapping Design Agreement Application OVERLAPPING DESIGN APPLICATION The following parties agree to facilitate for Overlapping Designs. Overlapping Designs are defined as designs that require multiple contractors to modify for the same project. Reason for the Overlapping Design Agreement : The Drawing Controller who will book out the Engineering Designs shall be: Name Email Phone Number Signature Drawing Controller: Organisation: The Responsible Overlapping Design Engineer (RODE) shall be: Responsible Overlapping Design Engineer Organisation: Name Email Phone Number Signature The RODE will be required to coordinate and track all movements related to the affected Engineering Designs between differing contractors. It is the RODE's responsibility to ensure that integrity of the designs are preserved. The Primary Contractor that will provide have the Engineering Designs booked to shall be: Responsible Design Engineer Name Email Phone Number Signature Organisation The Primary Contractor must provide the final designs incorporating all related Contractors design modifications and comments. It is the Primary Contractors responsibility to return the plans to DMS compliance The Secondary Contractor(s) shall be: Name Email Phone Number Signature Responsible Design Engineer Organisation (1) Responsible Design Engineer Organisation (2) (Delete if not required) Responsible Design Engineer Organisation (3) (Delete if not required) The Secondary Contractor will not have the designs booked under their name, yet require modifications to the designs for the same project. The Following Engineering Designs will be undertaken via an Overlapping Design methodology Title File Name Drawing Number Revision Location PTV DMS Dispensation Number (if any) : Attached to this application shall be the Start Up meeting minutes and Risk Register PRINTOUT MAY NOT BE UP-TO-DATE; REFER TO METRO INTRANET FOR THE LATEST VERSION Page 14 of 15
Appendix F Overlapping Design Agreement Design Transfer Log OVERLAPPING DESIGN DESIGN TRANSFER LOG # Vault New / Existing File Name Drawing Number Title Drawing Revision Location Name Drawing Controller Primary Contractor Secondary Contractor Date of Request Date of Transfer From Transfer To Reason for Design Change Designs Received Name Company Name Company # Overlapping Design Agreement Design Transfer Log to be maintained by RODE for record and keeping track of the status of drawings PRINTOUT MAY NOT BE UP-TO-DATE; REFER TO METRO INTRANET FOR THE LATEST VERSION Page 15 of 15