February 18, Reed Caldwell Gold Coast Transit 301 East Third Street Oxnard, CA Dear Reed,

Transcription

1 February 18, 2014 Reed Caldwell 301 East Third Street Oxnard, CA Dear Reed, Please provide as much information as possible for each section of this questionnaire. This information will be used in the programming effort for the New Administration, Operations and Maintenance Facility. Your Participation is greatly appreciated. 1. The mature fleet makeup at the new facility: a. How many 40 foot buses fueling at this new facility? Total fleet and spare ratio. 54 b. How many paratransit buses fueling at this new facility? Total fleet and spare ratio. 24 c. How many other vehicles fueling at this new facility? Total fleet and spare ratio The mature fleet fuel consumption (estimated averages) at the new facility: a. How much fuel per day per 40 foot bus (average and specify the fuel type and unit (for example CNG in Therms)? SEE ATTACHED ANNUAL USAGE b. How much fuel per day per paratransit bus (average and specify the fuel type and unit (for example CNG in Therms)? SEE ATTACHED ANNUAL USAGE c. How much fuel per day per other vehicles (average and specify the fuel type and unit (for example CNG in Therms)? SEE ATTACHED ANNUAL USAGE 3. The primary fueling window at the new facility: a. 40 foot buses (for example 8 pm to 2 am)? 5:00 pm to 5:00 am b. Paratransit buses (for example 4 pm to 6 am)? 5:00 am to 5:00 pm c. Other vehicles (for example 8 am to 5 pm)? 5:00 pm to 5:00 am 4. With respect to the current station and facility: a. What is the average total hours of operation on each of the three compressors? Comp A = 6,136 Comp B = 6,135

2 Comp C = 6,128 How many hours per year are going on each compressor? 1,150 b. What is the general condition of the current CNG station? Are there any significant operational problems and issues that would impair the long term us of this equipment? Excellent Condition c. What is the KW rating on the current diesel generator? 380 kw d. Once the GCT main fleet is relocated to the new property, will there be any vehicles operating out of the current location? Please provide the same detail as requested above for the new facility. Please indicate the total daily fuel throughput estimated for this facility. SITE WILL NOT BE USED BY GCT 5. FTA Issues: a. When will the current equipment be fully depreciated per FTA requirements? b. What is the estimated annual penalty if this existing equipment is depreciated early? UNKNOWN c. Is a paratransit fleet load on the existing station enough to avoid paying this penalty? UNKNOWN d. Will the new CNG station be eligible for full FTA funding if the existing station is retired? UNKNOWN 6. Rob Adams (Fueling Consultant with Marathon Tech Services) asks for GCT to authorize Steve Anthony of SoCal Gas to speak directly with Rob Adams regarding gas pressure, quality and loads. Thank you for your time in completing this questionnaire

3 CNG Usage for the CNG Station Therms Used Jan-12 89,051 Feb-12 87,194 Mar-12 92,988 Apr-12 90,630 May-12 94,023 Jun-12 89,650 Jul-12 92,086 Aug-12 92,655 Sep-12 91,379 Oct-12 94,239 Nov-12 82,834 Dec-12 81,459 Jan-13 88,448 Feb-13 83,673 Mar-13 96,917 Apr ,042 May ,313 Jun-13 97,436 Jul-13 94,446 Aug-13 96,697 Sep ,569 Oct ,814 Nov-13 94,174 Dec-13 94,725 *Received from GCT March 6, 2014

4 QUALITY MANAGEMENT PLAN GCT Administration & Operations Facility Oxnard, California March 2014 Functional Innovative Sustainable

5 Administration & Operations Facility Quality Management Program QUALITY STATEMENT Quality is the responsibility of every partner, consultant, subconsultant, and employee. Consultants, subconsultants, and suppliers shall be organized in such a manner that quality is achieved and maintained by those responsible for performance of the work and that the quality achievement is verified by persons or organizations not directly responsible for performance of the work. Although certain Quality Assurance and Quality Control responsibilities may be assigned to subconsultants, overall Quality Assurance/Quality Control accountability will remain with the Maintenance Design Group Team. Oxnard, CA 1 Maintenance Design Group, LLC

6 Administration & Operations Facility Quality Management Program TABLE OF CONTENTS What is a Quality Management Program?...1 Who is Responsible for Quality Control?...1 Which Documents will be Quality Controlled?... 1 What Documents will be Quality Controlled?...2 Quality Control Check/Reviews...2 Quality Control Personnel and Roles...3 Quality Control Color Coding System...4 Quality Control Stamps...5 Quality Control Sign-off Sheets...5 Round Robin Review...6 Quality Control Review Comment and Resolution Form...6 Quality Control Schedule...7 Quality Assurance Audit...8 Quality Control Process Overview...9 Oxnard, CA 2 Maintenance Design Group, LLC

7 What is a Quality Management Program? Administration & Operations Facility Quality Management Program This Quality Management Program is Maintenance Design Group s (MDG s) overall project specific quality plan that is to be used for the final design phases of GCT Administration & Operations Facility project. This plan will ensure that all designs, calculations, specifications, and reports are in accordance with the project s requirements. Following the plan encourages early detection and correction of potential problems, minimizing costs and prevents delays. The plan includes a uniform system of documentation that allows easy access for audit and evaluation of adherence to the plan for specific task(s). This plan is intended to formalize the quality assurance process to ensure the highest level of quality expected by the, and to satisfy the requirements of the contract, project goals, and project standards. This Quality Management Program promotes prevention and a proactive approach, and focuses on documenting and improving the Design Team project delivery processes. The Quality Management Program is the quality assurance plan prepared by MDG to supplement the policies and procedures utilized by GCT Administration & Operations Facility and to ensure quality. The Quality Management Program is intended to produce design products (Plans and Specifications), in a well-defined and systematic fashion, that meet the highest level of quality expected by Gold Coast Transit, and satisfies the requirements of the contract, project goals, and project standards. The Plan promotes prevention and a proactive approach, and focuses on documenting and improving the MDG Team project delivery processes. Who is Responsible for Quality Control? YOU!! We are a Design Team made up of many participants. Each and every one of us has a role that, when performed properly, will enable us to provide a quality product. Quality starts with the initial design and development and follows all the way through to the end of construction. Taking care to do your work right the first time will reduce the need for rework and potential time delays later. Oxnard, CA 3 Maintenance Design Group, LLC

8 Which Documents Will Be Quality Controlled? Administration & Operations Facility Quality Management Program Quality Control reviews will be conducted and documented on any work product that directly or indirectly constitutes a deliverable. Design Reports or Studies Calculations Hand Calculations Input to Software Calculations Spreadsheets Construction Specifications Construction Estimates Construction Drawings Revisions to Construction Documents Oxnard, CA 4 Maintenance Design Group, LLC

9 Administration & Operations Facility Quality Management Program Quality Control Check/Reviews Types Detail Technical Check A typical internal review within the discipline that consists of each discipline s standard Quality Control procedures. This check is informal and does not require documentation or a stamp. Level 1: Quality Control Review An internal senior level review by the project manager within the discipline for design approach, suitability, conformance with client criteria, standards, and project requirements. Level 2: Interdiscipline Design Review An interdisciplinary review of necessary project documents for conflicts or improvements performed by senior level staff. Level 2 reviewer shall be independent of Level 1 reviewer. Following the review, a Round Robin will be held to discuss Level 2 s comments. The Round Robin encourages face-to-face interaction between each discipline on the Design Team to resolve review comments. Level 3: Final Package Review Design discipline lead review for compliance with the program commitments and requirements. Usually performed prior to submittal of the final deliverable. Level 3 reviewer shall be independent of Level 1 and Level 2 reviewers. Oxnard, CA 5 Maintenance Design Group, LLC

10 Quality Control Personnel and Roles MDG Quality Manager Administration & Operations Facility Quality Management Program The MDG Quality Manager is responsible for managing and assuring compliance with the Quality Management Plan. While the MDG Quality Manager will review and audit the Quality Assurance documentation, this role does not perform a technical review. Design Team Roles Originator The Originator is responsible for creating and coordinating a design document. Documents include reports, drawings, technical specifications, cost estimates and all other deliverables required by the contract and scope of work. Level 1 Reviewer The Checker shall perform calculation, drawing, or report checking. The Checker shall be independent of the Originator, and shall have qualifications equivalent to or greater than the Originator. The Level 1 Reviewer shall be familiar with the project requirements. Level 2 Reviewer The Level 2 Reviewer is responsible for conducting and documenting Quality Control Reviews on any work product that directly or indirectly constitutes a deliverable. A Level 2 Reviewer shall be an experienced person, who if possible is not otherwise involved in producing the deliverable documents, but is experienced in the discipline(s) required and understand the requirements of the Contract. Updater The Updater is the Originator. The Updater shall physically implement all corrections and revisions to the applicable document (i.e., calculation sheet, Revit drawing), as approved by the Reviewers and Backchecker. Backchecker The Backchecker shall be assigned by the Discipline Lead, and may not be the Originator/Updater but can be the Level 1 or Level 2 Reviewer. The Backchecker shall review the changes, edits, and/or comments, and the implementation of those changes. The Backchecker shall resolve comments or differences, and discuss any non-conformance issues with the Originator/Updater. The Backchecker shall be familiar with the project requirements, including the design criteria, the Quality Management Program, the applicable federal, state, and local requirements, and other requirements of the Project. Oxnard, CA 6 Maintenance Design Group, LLC

11 Quality Control Color Coding System Administration & Operations Facility Quality Management Program A color coding system is used for marking on a Check Print to identify various actions to be taken and to identify the various stages of the checking process. The color coding system is presented below. Red (Reviewer): Red is used by the Reviewer to mark-up corrections, changes and additions. Yellow (Updater): Yellow highlighter is used by the Updater to indicate that changes to the original drawing have been made. Green (Backchecker): Green is used by the Backchecker to indicate approval ( ) or disapproval (x) of Checker s mark-ups and to verify that the changes made to the original drawing by the Updater are correct. Blue: Blue or blue cloud is used for non-record comments or instructions. Non-record questions, for example, need to be answered in blue. If there is an action by the Backchecker or Updater, then the Quality Control process is followed on the comment. If the comment results in a significant correction or addition to the document, then a check print with the change specifically checked is required. Oxnard, CA 7 Maintenance Design Group, LLC

12 Quality Control Stamps Administration & Operations Facility Quality Management Program Use the appropriate Quality Control Review Stamp for all types of Quality Control Check/Reviews associated with; Construction Drawings Revisions to Construction Documents Use Avery 5524 labels for printing stamps Quality Control Sign-off Sheets Use the appropriate Quality Control Sign-off sheet for all types of Quality Control Check/Reviews associated with; Calculations Hand Calculations Input to Software Calculations Spreadsheets Construction Specifications Construction Estimates Design Reports or Studies Oxnard, CA 8 Maintenance Design Group, LLC

13 Administration & Operations Facility Quality Management Program Round Robin Review Overview The Round Robin review encourages face-to-face, cross-disciplinary interaction between the Level 2 Reviewer and Originator (or other representative). During this time, the Level 2 Reviewer shares his/her review comments with each discipline Originator. This allows for those Originators and Level 2 Reviewer to respond to design conflicts or collaborate for design opportunities. Process Each discipline will have a representative to receive comments (preferably the Originator and/or Project Manager). The Level 2 Reviewer will remain at their designated station throughout the Round Robin and the Originators will rotate from station to station to receive comments. Originators will have a certain time period to receive comments from the Level 2 Reviewer before moving on to the next station. Quality Control Review Comment and Resolution Form The Quality Control Review Comment and Resolution Form is used in the event a Round Robin is not actionable. Each discipline will be required to review all documents produced by other disciplines for each submittal. The Level 2 Reviewer will make comments on drawings, specifications, calculations, etc. These comments must then be compiled in the Quality Control Review Log. The Comment and Resolution form and marked-up documents will be scanned and sent to the MDG Quality Manager who will send to each respective discipline for review. During this time, each discipline will respond to each comment made by the Reviewer using the log and, if necessary, updating the marked-up document. Each discipline must respond to all comments and issue the log, along with updated documents, to the MDG Quality Manager. These documents are then compiled and submitted to the Gold Coast Transit. Oxnard, CA 9 Maintenance Design Group, LLC

14 Quality Control Schedule Administration & Operations Facility Quality Management Program Quality Assurance reviews will be performed for deliverables specified in the scope of work. Preliminarily Design Submittals 30% Submittal Considered a Preliminary Design deliverable document used to define the major elements of the program. Requires a Detail Technical Check, a Level 1, Level 2, and a Round Robin review. Final Design Submittals 60% Submittal: An intermediate submittal to the to show the design development and is intended to obtain the concurrence to proceed to final design. Requires a Detail Technical Check, a Level 1, Level 2, and a Round Robin review. 90% Submittal: The final design submitted to the for concurrence that all review comments (both the MDG Project Team and the ) have been addressed satisfactorily and are ready for final design efforts. Requires a Detail Technical Check, a Level 1, Level 2, and a Round Robin review. 100% Submittal: The final design submitted to the for concurrence that all review comments (both the MDG Project Team and the ) have been addressed satisfactorily and are ready for release to construction. Requires a Level 1 to ensure the review comments have been addressed satisfactorily and a Level 3: Final Package Review. Oxnard, CA 10 Maintenance Design Group, LLC

15 Administration & Operations Facility Quality Management Program Quality Assurance Audit What is required to conduct a Quality Assurance Audit? Check print set Complete set (updated) Design Quality Control Review Forms and Comment Sheets (as applicable) Evidence of Review Comment Resolution (not applicable to initial submittal) What is being reviewed in a Quality Assurance Audit? The audit is performed by MDG Quality Manager. Comments were incorporated Substantial comments were resolved The Quality Control steps did occur Processes defined in the Quality Management Program were followed Oxnard, CA 11 Maintenance Design Group, LLC

16 Administration & Operations Facility Quality Management Program Quality Control Process Overview Steps 1. The Design Discipline Lead and the Design Team determines the design document is ready for a Quality Control Review. 2. The Design Discipline Lead will determine who will perform the Quality Control review (i.e. who will be the Reviewer ). The Design Discipline Lead will forward the document and forms to the assigned individual for review. 3. The Quality Control review process will be performed, which includes the review and necessary updates. The Design Discipline Lead (or his designee) will ensure all forms, signatures, and documents are properly completed. 4. The Quality Control documentation will be submitted to the MDG Quality Manager, or his designee, for review and audit on compliance with the process. Insufficient: If the Quality Control documentation is insufficient, the MDG Quality Manager will request the missing information be provided to supplement the package or the MDG Quality Manager will reject the package and return it to the Design Discipline Lead (or his designee) for updates or corrections. This process will continue until the Quality Control documentation is deemed to comply with the project requirements and agrees it may be submitted. Sufficient: If the Quality Control documentation is determined to be sufficient, then proceed to step The Design Discipline Lead will submit documentation in accordance with the project s Document Control Procedures or standard submittal process. Hard Copies Submit the color coded system Quality Control documentation, including appropriate forms, checklists, and evidence of comment resolution/closure. These documents will be filed in accordance with the Document Control Procedures. Submit one (1) clean hard copy of the Quality Controlled documents. Electronic Copies Document Control Procedures may require an electronic copy of the color coded system Quality Control documentation. MDG will coordinate the manner and effort to provide the files with Document Control (i.e. provide the electronic documents or Document Control agrees to create by scanning). Oxnard, CA 12 Maintenance Design Group, LLC

17 Assigned Level 2 Reviewers Administration & Operations Facility Quality Management Program Level 2 Reviewers for s Administration and Operations Facility are as follows: Level 2 Reviewers: Firm: Name: Quality Manager MDG Mark Ellis Architecture RNL Ed Carfagno Structural Miyamoto International Ken Wong Civil Huitt-Zollars Marc Haslinger Mechanical MDG Mike Stern Electrical MDG Mike Stern Plumbing MDG Mike Stern Industrial Design MDG Kai Fishman Landscape JGB Paul Jordan Oxnard, CA 13 Maintenance Design Group, LLC

18 Administration and Operations Facility System Operational Safety Plan System Operational Safety Plan Approved By: Date: Oxnard, CA Maintenance Design Group, LLC

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20 Administration and Operations Facility System Operational Safety Plan Table of Contents 1.0 Preface Acronym Definitions Reference Documents Overview Purpose Background Program Scope Roles & Responsibilities Roles & Responsibilities Overview Responsibilities of Other Departments Documentation Responsibilities Reporting Responsibilities The Safety Certification Process Certification Process Activities Hazard Management and Threat Assessment Responsibility Hazard Identification Threat and Vulnerability Assessment Designing for Safety Developing the Certifiable Elements List Implementing & Monitoring Safety Testing Conduct & Manage Test Requirements Acceptance Testing Integrated Tests and Integrated Test Permits Verifying Results & Issuing Certifications Preparation and Recommendations Final Hazard Report Final Certification Final Verification Report Appendix A - Certificates Appendix B - Certifiable Elements List Appendix C - Checklists Appendix D - Reports Appendix E - Permits Oxnard, CA i Maintenance Design Group, LLC

21 Administration and Operations Facility System Operational Safety Plan Tables & Figures Tables Table 1-1: Acronym List... 1 Table 8-1: Detail Certifiable Elements List Table 8-2: Safety Certification Checklist Figures Figure 4-1: Safety and Security Certification Process Figure 4-2: Design Criteria and Project Specifications Development Process Figure 8-1: Certificate of Compliance Figure 8-2: Construction Certifiable Element Compliance Certificate Figure 8-3: Visual Inspection Report Figure 8-4: Integration Test Permit Oxnard, CA ii Maintenance Design Group, LLC

22 1.0 Preface Administration and Operations Facility System Operational Safety Plan This document describes the processes used to implement the s (GCT) System Operational Safety Plan (SOSP). Safety and Security Certification is the series of processes that collectively verify the safety and security readiness of a project for public use. Safety and Security Certification is required for all GCT projects that have a Full Funding Grant Agreement (FFGA) or are designated as a Major Capital Project. The SOSP is the approved safety certification process for GCT Transportation, Operational Facilities and Bus Programs. The SOSP verifies that all GCT projects have the highest practical level of safety for passengers, employees, emergency responders, and the general public. GCT evaluates relevant projects and initiates the Safety and Security Certification process on an as-needed basis depending on the project s impact on system safety. This document describes GCT s processes for safety certification of capital projects that meet the following criteria: receive federal or state funding of any kind; identified as having a potential safety or security risk to passengers, employees, emergency responders, and/or the general public. 1.1 Acronym Definitions The following table defines the acronyms used in this document. Table 1-1: Acronym List Acronym COC FFGA FTA GEC GCT HRI NJTF ORI OSHA PHA RAI SEPP Definition Certificate of Compliance Full Funding Grant Agreement Federal Transportation Administration General Engineering Consultants Hazard Rating Index National Joint Terrorism Taskforce Operational Readiness Inspection Occupational Safety and Health Administration Preliminary Hazard Analysis Risk Assessment Index Security and Emergency Preparedness Plan Oxnard, CA 1 Maintenance Design Group, LLC

23 Administration and Operations Facility System Operational Safety Plan Acronym SCC SOP SSCC SHA SSPP SSWG TRR TUN TSA TVA Definition Safety Construction Certificate Standard Operating Procedure Safety and Security Certification Committee System Hazard Analysis System Safety Program Plan System Safety Working Group Test Readiness Review Temporary Use Notice Transportation Safety Administration Threat and Vulnerability Assessment 1.2 Reference Documents Documents that support the SOSP include the following: DOT-FTA-MA : Federal Transit Administration Compliance Guidelines for States with New Start Projects, June 2000 DOT-FTA-MA : Federal Transit Administration (FTA), Hazard Analysis Guidelines for Transit Project, January, 2002 FTA-MA : FTA Handbook for Transit Safety and Security Certification, Final Report, November 2002 MIL-STD-882D: System Safety Program Requirements, February 2000 National Fire Protection Association (NFPA), transit industry, and other applicable codes and standards Contractual documents and specifications that define the safety and security features of facilities, systems, and equipment. Oxnard, CA 2 Maintenance Design Group, LLC

24 2.0 Overview Administration and Operations Facility System Operational Safety Plan The SOSP presents a comprehensive approach to ensuring the safety and security of future extensions, capital improvements, and the integration of new and rehabilitated facilities and equipment. This Plan includes the organizational responsibilities of the identified stakeholders of a project and describes the processes and procedures used to implement the SOSP. The SOSP establishes a process between contractors and GCT s cross-functional project team(s) to perform evaluations, analyze designs and specifications, and ensure that ongoing inspections and documentation occur over the lifecycle of the project. These activities culminate in the issuance of a final certification package prior to placing the new or modified assets into revenue operation. 2.1 Purpose The purpose of the System Operational Safety Plan (SOSP) is to ensure that: Hazards and security vulnerabilities are identified in the design of a project, and are evaluated and properly controlled or mitigated, prior to the commencement of passenger use and service; All critical system elements are evaluated for compliance with the identified safety and security requirements during the design phase, construction/installation phase, testing phase, and verification phase of a project; GCT bus systems are operationally safe and secure for customers, employees, emergency personnel and the general public, prior to entering revenue service or use by GCT personnel. This plan references the Hazard Management Process that instructs System Safety Engineering and System Safety Management on how to identify, evaluate, and eliminate hazards and/or reduce the associated safety risk to an acceptable level. The process is intended to ensure safety requirements are properly considered and included in the design and specification phase of the project. The Safety Certification Process includes analyses that reduce the need for expensive retrofitting to correct hazards or vulnerabilities after the system is placed in revenue service. Certification also supports improved integration of operational considerations into project design, which offers the following opportunities: Improved functionality of system design Promotion of effective and efficient use of resources Reduced work-arounds and change orders during construction Reduced hazards during service and maintenance activities as an essential element of safety certification Ensures that emergency plans are in place for new systems, and proper integration into existing systems is performed, reducing incidents on the entire system. 2.2 Background The SOSP is modeled after the FTA Handbook for Transit Safety and Security Certification Handbook (Reference 1.9.5), and the requirements of GCT operations. Oxnard, CA 3 Maintenance Design Group, LLC

25 2.3 Program Scope Administration and Operations Facility System Operational Safety Plan The System Operational Safety Plan (SOSP) is applicable to relevant systems, facilities, equipment, and operational elements that may pose a hazard or security concern to passengers, GCT employees, and emergency response personnel. The scope encompasses processes and procedures used by, but not limited to the following: Facilities: Bus Operations and Maintenance Facilities, Bus Stops System Elements: Bus Vehicles, Voice and Data Communications, Intrusion Detection Systems, Fare Vending Machines Equipment Maintenance and Inspection Training: Bus Maintenance Facilities, Fiber Optics, Bus Vehicles, and Mechanical Equipment Operations and Emergency Training: Bus Operators, Bus Field Supervisors, Bus Controllers, Police and Emergency Responders, Bus Maintainers Operations Plans and Procedures: Emergency Preparedness Plans, Rule Book, Standard Operating Procedures, Emergency Procedures, Abnormal Operating Conditions Program Plan Goals and Objectives It is GCT s primary goal to provide safe, secure, reliable, and cost-effective transportation. The overall intent of the SOSP is to achieve an acceptable level of risk and to verify that all applicable safety standards and security criteria items meet or exceed requirements in the design, construction, and integration phases of the project prior to operations. The SOSP Process includes the activities performed to ensure that the objectives are met. The program includes three overlapping functional areas: System Safety, Fire/Life Safety, and Occupational Safety. The goals and objectives of the SOSP are to: Demonstrate a systematic approach to hazard and vulnerability management Verify that all applicable safety and security requirements are integrated into the design of relevant projects Verify that the safety and security requirements are specified in the contract documents and those requirements are met during construction and implementation Mitigate or control design and operating hazards to passengers, employees, and the general public Control security vulnerabilities Ensure that facilities, systems, and equipment are designed, constructed, installed, manufactured, and tested in accordance with applicable safety and security codes, standards, criteria, and specifications Verify that training programs and documents are developed for the training of operations and maintenance personnel and emergency responders Emergency response plans and procedures are developed and implemented Verify that relevant system safety tests have been conducted, including, but not limited to: Design verification tests Acceptance tests Start-up tests Safety Certification and the Hazard Management Process Oxnard, CA 4 Maintenance Design Group, LLC

26 Administration and Operations Facility System Operational Safety Plan The SOSP is closely aligned with the Hazard Identification and Resolution Process ensuring proper analysis, evaluation, and satisfactory resolution of any potential safety hazards or security vulnerabilities are addressed. All potential hazards and safety risks are identified as part of the Safety Certification Process. Identified hazards are monitored throughout the lifecycle of the project and resolved or noted as part of the final certification documents prior to acceptance of the project for revenue service operation. The SOSP also integrates with GCT s Safety and Security Program Plan requirements. This ensures that all appropriate safety and security criteria and standards are established for the design, procurement, construction, inspection, testing and training associated with any project prior to final safety and security certification for transit operations readiness Additional Key Processes The Safety Certification Process integrates with other sub-processes to accomplish the required tasks and goals. These processes may include: Certifiable Elements Certification Process Design Criteria and Project Specification Development Process Threat and Vulnerability Assessment Process Open Items List Process Security Risk Assessment Process Oxnard, CA 5 Maintenance Design Group, LLC

27 3.0 Roles & Responsibilities Administration and Operations Facility System Operational Safety Plan The Director of Safety oversees the following activities as part of the SOSP: Negotiate safety, quality, and certifiable items as required in conjunction with consultants and contractors engaged in GCT projects. Ensure that sub-contractors conduct safety and security certification activities in compliance with GCT standards. 3.1 Roles & Responsibilities Overview The GCT Program Office and Engineering Department play key roles in the design and safety certification process. The implementation of the Safety Certification Program is the responsibility of project staff, including: GCT employees, contractors and the General Engineering Consultants (GECs) Key management stakeholders that manage program implementation and the processes within their respective departments GCT Program Office and Engineering Safety and Security Certification Committee Safety and Security Certification Committee (SSCC) In addition to a Safety Certification Engineer, the Safety Certification Program may establish a System Safety Certification Committee (SSCC) to advise, monitor, inspect, and evaluate certification activities and issue the final certifications. The committee personnel can vary depending on the project scope. Activities can include: Identifying and defining the certifiable elements, items, and safety and security requirements Developing the compliance checklists Reviewing verification documentation for each certifiable element to ensure compliance with the identified safety and security requirements Ensuring that safety and security requirements and safety certification checklists are developed, reviewed, and approved for the design and construction of capital projects Resolving any safety and security issues Ensuring that processes exist to facilitate interdepartmental coordination and concurrence with modifications to equipment, policies, plans, rules, and procedures Tracking, mitigating and/or resolving hazards identified during the Safety and Security Certification Process Determining the hazard severity, probability, and hazard risk index of identified hazards, as applicable. Establishing a hazard/threat log to track all identified safety hazards and security vulnerabilities to resolution Providing a final Safety and Security Certification Report for each project Preparing for issuance of Certificates of Compliance for each certifiable element and the system as a whole 3.2 Responsibilities of Other Departments The following topics describe the responsibilities of other departments in relation to the SOSP. Oxnard, CA 6 Maintenance Design Group, LLC

28 3.2.1 Responsibilities of the Office of Safety Administration and Operations Facility System Operational Safety Plan GCT is responsible for managing and monitoring implementation of the SOSP and for verifying completion of all tasks related to safety and security critical elements. Director of Safety ensures that proper system safety requirements are established and that reviews are performed at each phase of the project. In addition, sufficient documentation supporting the reviews and resolutions is required. Safety tasks related to the SOSP include: Reviewing and updating, as required, the System Operational Safety Plan including recommended revisions to the System Operational Safety Plan Advising the SSCC of documentation discrepancies or completeness that require resolution Auditing the Safety and Security Certification process Transmitting a final Safety and Security Certification Report for each GCT project Safety Certification Engineer Responsibilities The Safety Certification Engineer monitors completion of the Safety and Security Safety Certification Checklists, the Safety Open Items List, witnesses safety/security critical tests, monitors start-up activities and audits appropriate project files to ensure that the verification documentation supports the safety and security requirements. The Safety Certification Engineer will chair the Safety and Security Certification Committee, if one is deemed necessary. The Safety Certification Engineer is responsible for ensuring that hazard analyses are performed to identify and define hazardous condition/risks for the purpose of their elimination and control Facility Project Manager Responsibilities The Facility Project Manager is responsible for implementing the safety certification actions as directed by the Safety Certification Engineer and/or SSCC when safety and security certification is required. Additional responsibilities include: Assisting in the identification of safety and security certifiable elements, items and requirements Assisting in the development of safety and security compliance checklists Assurance that the project management organization (internal and consultants) incorporate safety and security requirements into the project design criteria and specifications Providing design and specification documents Assurance that project staff and/or the contractor(s) develop an adequate project document record keeping and submittal system to facilitate the verification process, including inspections documentation Assurance that the contractor meets identified safety and security specification requirements, as defined under their control Assurance of the successful completion of all safety/security related specification and integration of test program activities Oxnard, CA 7 Maintenance Design Group, LLC

29 Administration and Operations Facility System Operational Safety Plan Development of the testing plans and procedures for the newly installed equipment and systems. GCT oversees the implementation of the Testing Plans and Procedures, including management of all integrated testing. The checklist is reviewed, amended (as needed), and approved by the Safety Certification Engineer. Ensures all safety-critical issues are brought to the attention of the Safety Certification Engineer Contractor Responsibilities The contractor shall prepare a project-specific Safety Certification Plan compliant with the requirements identified in this document. The contractor shall place special emphasis on describing how to ensure the identification, elimination, and/or control of potential hazards, which could lead to injury, loss of personnel or damage to revenue equipment throughout the complete cycle of the program. 3.3 Documentation Responsibilities Documentation related to the project will be reviewed and analyzed to ensure it provides for the safe operation during normal and emergency conditions. Additions or deletions from these documents, that affect the safe operation of the system, should be coordinated through GCT S Facility Project Manager and other affected departments for approval prior to implementation. Proper documentation promotes: Accountability Timeliness Accessibility Procurement Documents Prior to release, GCT quality personnel review the procurement documents issued from the contractor s plant sites and facilities, or other divisions or subsidiaries of the contractor. Certification for safety and security is not contractual acceptance, and further contractual acceptance does not constitute safety and security certification. 3.4 Reporting Responsibilities Reporting is a key element of the safety certification process. The Safety Certification Engineer gathers reports from the key stakeholders throughout the project, and maintains the status of the Certifiable Elements List and Identified Hazards Periodic Reports Periodic reports are prepared and issued by the Safety Certification Engineer. The frequency of the reports is dependent on certification activity levels, but will be quarterly at a minimum. The reports may include the following: System Operational Safety Plan progress Changes to Project Certifiable Items Lists, if any Significant problems encountered in the certification effort Safety and Security Certificates of Compliance completed during the reporting period Oxnard, CA 8 Maintenance Design Group, LLC

30 Administration and Operations Facility System Operational Safety Plan Safety and Security Certificates expected to be issued in the next reporting period Certification Program audit findings and recommendations for improvement, if any The Director of Safety may prepare project certification progress reports for FTA, as required. Oxnard, CA 9 Maintenance Design Group, LLC

31 4.0 The Safety Certification Process Administration and Operations Facility System Operational Safety Plan The Safety and Security Certification Process illustrated below is a high-level presentation of the typical activities performed for the Certification Process. Since project aspects vary, each must develop a project-specific Safety Certification Plan. Figure 4-1: Safety and Security Certification Process Identify Certifiable Elements Develop Safety and Security Design Criteria Develop and Complete Design Criteria Conformance Checklist Perform Construction Specification Conformance (Inspections) Identify Additional Safety and Security Test Requirements Perform Testing and Validation Collect Integrated Test Data Manage OPEN Items List Verify Operational Readiness Conduct Final Review Issue Safety and Security Certification Certificate Oxnard, CA 10 Maintenance Design Group, LLC

32 4.1 Certification Process Activities Administration and Operations Facility System Operational Safety Plan The Safety Certification Process includes the following activities: An evaluation is conducted on relevant capital projects to determine if Safety Certification is required. Criteria is developed for Safety Certification The System Safety Engineer initiates a Project Safety Analysis in conjunction with Engineering s Design Process The System Safety Engineer creates the Safety Certification Plan in collaboration with Engineering and Project Management The System Safety Engineer creates the Certifiable Elements and Certifiable Items Lists The System Safety Engineer Reviews Design and Compliance Documents provided by Engineering The System Safety Engineer identifies potential hazards related to the project and invokes the Hazard Management process for management and resolution The System Safety Engineer may issue a temporary safety permit for the project contingent upon progress and inspections Engineering Contractors and Construction Contractors manage their implementation processes in conjunction with affected Operations facilities. Construction Safety Certification Checklists are developed and approved to verify that facility and systems equipment construction and installation have been completed in accordance with the design Emergency response agency personnel including Police, Fire Department and EMS personnel will be involved in tabletop exercises and emergency response field drills, as required, prior to the start of revenue operations The Contractor monitors and supports the certification program to demonstrate that the design of hardware is capable of meeting the requirements. The contractor will assure that adequate documentation is maintained to substantiate and track activities in meeting certification requirements imposed by the contract. Final Project Safety and Security Certificates are prepared under the guidance of the System Safety Engineer, for the approval by the Director of Safety. The following safety compliance certificates are developed as part of the Safety Certification Engineer s responsibilities: Compliance Certification Design Criteria Compliance Specification and Operations Readiness Compliance Construction Compliance Training and Exercises Compliance Risk Resolution Compliance Rules and Procedures Compliance Test Inspection Compliance Oxnard, CA 11 Maintenance Design Group, LLC

33 4.1.1 Design Criteria Certification Administration and Operations Facility System Operational Safety Plan The GCT Design Criteria and Contract Documents for GCT Capital Projects, Safety Program Plan, and existing GCT Bus System Rules and Standard Operating Procedures are the source for project requirements. Furthermore, all applicable Federal, State and Local safety and security codes and regulations, standards, and industry practice must be identified and included in the design Develop Safety and Security Design Criteria Suitable guidelines and controls are needed to guide the project s design so that safety and security aspects of each certifiable item are addressed. These guidelines and controls form specific criteria that are used to govern the project s design. Safety and Security Design Criteria are generated from the following: Technical specifications from previous contracts Existing agency design and performance criteria Transit agency lessons learned from operating experience The results of the Preliminary Hazard Analysis (PHA) The results of the Threat and Vulnerability Assessment (TVA) Transit industry safety and security practice and reports Applicable safety and security codes, standards, and regulations defined by Federal, State, and local agencies and standards boards and organizations The process for Safety Design Criteria and Project Specifications Development is described in the following figure. Figure 4-2: Design Criteria and Project Specifications Development Process Oxnard, CA 12 Maintenance Design Group, LLC

34 4.1.3 Develop Checklist and Review Compliance with Design Criteria Administration and Operations Facility System Operational Safety Plan Safety and Security are addressed during project design through the identification of Safety and Security Design Criteria for each certifiable element. Safety and Security Design Criteria are intended to provide guidance to the project design team to support the definition of systems, sub-systems, and components, the development of performance requirements, and the final specification of the engineered system. Whenever possible, reference to their identification and documentation are included in the procurement package for design services. A criteria compliance checklist is used to verify that the safety and security-related criteria requirements are reflected in the contract design documents from the preliminary to final design review stages. Refer to Appendix B. The checklist documents require that: Designs meet safety code and regulatory compliance Designs reflect current transit industry safety and security standards and practices Safety and security-related design comments are addressed and successfully resolved. The Lead Safety Certification Engineer will develop and complete a design checklist at the beginning of certification to verify compliance of contract specifications with safety and security criteria. A construction checklist is developed and completed to verify that facilities and systems are constructed, manufactured, or installed according to design Specification Compliance and Operational Readiness Specification Compliance establishes a formal process to verify that all safety and security-related specifications and contract document requirements are satisfied during the construction, installation, and testing phases of the project. GCT Staff must complete the Specification section of a Compliance Checklist prior to beginning the Construction/Installation phase of the project. Many of the safety and security requirements in the specifications take the form of specific deliverables, such as manuals, hazard analyses, reports, approved contract submittals, factory test procedures and results, and inspection reports. However, other safety requirements may not take the form of specific contractor or in-house deliverable documents, but still require verification. Compliance with these types of safety and security-related requirements are subject to verification during audits, inspections, and tests Specification Compliance and Operational Readiness Checklists The safety and security requirements are derived from the contract documents, codes, and standards. Tests conducted by the contractor and manufacturer that verify safety or security functionality or performance requirements are included on the checklist. When consensus is reached on this section of the checklist, the checklist is given to GCT for completion. The assigned Project Construction Manager is responsible for completing the Construction/Installation/Test portion of the checklist. Oxnard, CA 13 Maintenance Design Group, LLC

35 Administration and Operations Facility System Operational Safety Plan As this section of the checklist is completed, Construction staff prepares a binder that is used to assemble and organize the required verification documentation. Verification documentation includes: Formal and Visual Inspection reports Photos Test reports Witnessing safety/security critical tests Drawings sets and other large volume documentation are only referenced Checklists are used to manage the certification process, the criteria, code, and other requirements are integrated with the Specification Compliance and Operational Readiness Checklists. This approach enables the use of a single checklist and maintains a safety/security requirements continuity link as the project moves from the design phase to the specification/construction/installation phase. The Safety Certification Engineer is responsible for the initial development of the checklist. The checklist is then sent forward to Project staff within GCT for review and concurrence. Project staff may recommend that: Items that are not safety or security related be removed Requirements considered to be safety or security critical are incorporated Information to clarify the specific requirement and/or reference for an item be included Accepted industry practices be incorporated The Safety Certification Engineer incorporates changes to the checklist, if any, and assigns it to the appropriate design team leader for completion. The design team leader is responsible for having the appropriate design team member affirm that the design conforms to the referenced, pre-established codes, standards, and criteria and that these have been properly incorporated into the specifications and drawings. The design team member completes the design portion of the checklist by identifying the specification sections and drawings, and other verification documentation and by signature. As the checklists are completed, the Safety Certification Engineer audits the documentation to ensure it supports the compliance with the criteria, codes, and standards. Any unresolved issues are placed on an Open Items List for tracking to resolution Construction Specification Certification Construction Specification Certification verifies that safety/security related contract specification requirements are constructed and installed in accordance with the requirements. Using the specification documents as a reference, the lead certification engineer develops the safety/security construction certificates for each certifiable element. A checklist is sent to the appropriate Project staff for review. Project staff may recommend that: Items that are not safety or security related be removed Other items considered to be safety or security critical be incorporated Information to clarify the specific requirement for the item be included Accepted industry-wide practice be included Oxnard, CA 14 Maintenance Design Group, LLC

36 Administration and Operations Facility System Operational Safety Plan Construction Specifications Certification Checklist The Construction Contractor verifies that certifiable elements are constructed in compliance with design drawings and specification requirements. The contractor signs the appropriate Construction Safety Certification Checklists. Field verification of a specification includes visual inspection, measurements, and testing. Testing may consist of laboratory testing results, manufacturer quality inspection reports, testing results, integration testing, and "In Service Acceptance" testing with equipment. Each completed Safety Construction Certificate (SCC) includes the following sections: The certifiable element The specific sub-system for which the safety/security is certified Identification of the document justifying or providing the basis for verification of the certifiable item Signatures and dates of the persons verifying conformance Supporting documentation and location. After field verification is complete, the signed certifications are submitted to GCT for verification that the certifiable items have been constructed and tested in accordance with specifications. The Safety Certification Engineer is responsible for reviewing the completed Safety Construction Certificates to make certain that they are properly prepared and completed in time to support the project schedule. The Safety Certification Engineer reviews and approves the completed Certificates. The Safety Construction Certificates then can be issued to the Director of Safety for approval. Oxnard, CA 15 Maintenance Design Group, LLC

37 5.0 Hazard Management and Threat Assessment Administration and Operations Facility System Operational Safety Plan This section provides an overview of GCT s Hazard Management Process, which is integral to GCT s Safety and Security Certification Program. The Hazard Management program details are contained in GCT s safety document entitled, Hazard Management Process, a Supplemental Document to the System Safety Program Plan. 5.1 Responsibility Safety in the design of the GCT system is an inherent responsibility of the GCT program office and engineering support. The Safety Certification Engineer is responsible for ensuring that hazard analyses are performed to identify and define hazardous condition/risks for the purpose of their elimination and control. GCT staff will ensure all issues affecting safety are brought to the attention of the Safety Certification Safety Engineer. 5.2 Hazard Identification The effective and timely resolution of hazards is critical to achieving an optimum level of safety for GCT transit projects. Hazard identification, analysis and resolution is the formal process to identify, evaluate and mitigate hazards associated with the GCT bus operation for patrons, employees and the general public. This also applies to the design, construction, or renovation of facilities or the procurement or retrofit of vehicles. All known hazards identified by the Office of Safety are categorized by severity and probability of occurrence. They are analyzed for potential impact and resolved by design, procedures, warning devices or other methods so that they fall within the prescribed level of risk acceptable to GCT. 5.3 Threat and Vulnerability Assessment Threat and vulnerability analysis is a technique for identifying, assessing, and resolving security threats to the system. GCT is responsible for conducting formal Threat and Vulnerability Assessments (TVA) and for coordinating TVAs performed by external agencies, such as the Office of Domestic Preparedness (ODP) and the FTA. The threat and vulnerability resolution process encompasses the following steps: Identify asset criticality Identify threats to critical assets Develop threat scenarios Assess consequences of threat scenarios Prioritize vulnerabilities and countermeasures Audit implemented measures Develop formal threat and vulnerability analysis based on FTA, FBI, DOD and/or TSA guidelines Security equipment maintenance, testing, and inspections Emergency preparedness exercises and drills Security data acquisition and analysis Oxnard, CA 16 Maintenance Design Group, LLC

38 Administration and Operations Facility System Operational Safety Plan There is a hierarchy to the GCT TVA. The four methods or practices include GCT working with local and regional agencies to address proactively security issues, including the California Office of Homeland Security (COHS), the government of the City of Oxnard, the Transportation Safety Administration (TSA) and others. The System Operational Security Plan provides full details of the GCT TVA processes. Oxnard, CA 17 Maintenance Design Group, LLC

39 Administration and Operations Facility System Operational Safety Plan 6.0 Designing for Safety At the start of the Design Phase, GCT and the Design Team begin the design process, including the development of the project design and specification documents. The System Safety Engineer performs the following activities: Performs project analysis Creates a safety certification plan, based on project-specific requirements Reviews the design and compliance documents for safety elements Develops the Certifiable Elements List Identifies hazards and performs risk assessments May issue temporary use permits 6.1 Developing the Certifiable Elements List The process of safety and security certification begins with the development of a certifiable elements and sub-elements list. The SSCC is responsible for preparing and issuing the initial certifiable elements list. What are Certifiable Elements? Certifiable elements are those project elements that can affect the safety and security of passengers, GCT employees, emergency responders or the public. The elements consist of physical facilities, equipment, procedures, and training programs. All identified Certifiable Elements must be closed as "satisfactorily completed" prior to verifying the operational readiness of the new or rehabilitated system and prior to revenue service. A more detail example of a Certifiable elements Listed is listed in Appendix B, Table Creating the Certifiable Elements List Many of the major certifiable elements are comprised of numerous items. These items are part of the element, but require individual safety or security verification before the element is certified as safe, and secure for use. These sub-items must be contained in the Certifiable Items List. Specific items on the list may be dependent on other items within the project. The Safety and Security Certification Engineer prepares the Certifiable Items List, with the assistance of the Project designers. The Safety Certification Engineer is responsible for ensuring that the list is reviewed periodically and updated throughout the project lifecycle Hazard Identification and Management Process Hazard identification and management are key components of the safety certification process. A project element cannot be safety certified without consideration to hazards that may be introduced and/or re-opened due to a new or modified system. This applies to the design, construction, or renovation of facilities or the procurement or retrofit of all vehicles. Detailed information about the Hazard Management Process can be found in the Hazard Management Process supplemental document. Oxnard, CA 18 Maintenance Design Group, LLC

40 Administration and Operations Facility System Operational Safety Plan Open Items List An Open items list is maintained throughout the project by the System Safety Certification Engineer and coordinated with the Project Team and stakeholders until closure. All open safety issues are mitigated to eliminate the hazard and/or reduce the associated safety risk. All Catastrophic and Critical hazards are eliminated or controlled to an acceptable level with concurrence by the GCT Program Director. Oxnard, CA 19 Maintenance Design Group, LLC

41 7.0 Implementing and Monitoring Safety Testing Administration and Operations Facility System Operational Safety Plan This section describes the activities performed during the implementation phase of the project. During this phase, GCT and the Contractor will continue to perform activities that are part of their individual processes. The Safety Certification Engineer monitors the activities. Inspections are conducted, documentation is gathered and reviewed, and training is provided. The Safety Certification Engineer maintains and reports the status of the Certifiable Elements and identified hazards. 7.1 Conduct and Manage Requirements The following topics describe how inspections, checklists, and tests are used to monitor safety requirements for certification Conformance to Specifications Operational Readiness Inspection The contractor s generated specifications and procedures for manufacturing, testing, and operations are reviewed to assure that these activities do not negate the inherent safety of the design. Prior to performing any operation or test and ORI are performed for: potentially hazardous to personnel or hardware, has high risk in terms of program importance, or involves test hardware, facilities or effort having high dollar value, the contractor will prepare an Operational Readiness Inspection (ORI) checklist Testing, Inspections and Checklists Contractors will plan and conduct inspections and tests, which demonstrate that the contract drawings and specification requirements have been met on all articles and materials, procured and produced. These tests will provide evidence that the quality inherent in the design is maintained throughout the contract. The contractor will provide the necessary planning functions to inspect, test, and provide adequate documentation that substantiates their accomplishment. This planning function will provide for: Timely testing throughout all phases of the contract performance Inspection and test operations traceable to the individual responsible for its accomplishment Coordination and sequencing of inspection and testing successive levels of assembly. Economical and effective use of equipment, facilities, and personnel Availability of calibrated inspection and test equipment Coordination of inspections and tests conducted by a subcontractor Test procedures are approved before any test results are considered as meeting the test requirements. The test results are then verified per the procedures. The need for tests in addition to those specified in the contracts may arise. In these cases, the Safety Certification Engineer determines the need and, if warranted, requests that the additional tests be conducted. The added tests are included in the Specification Compliance Checklist and their results documented. The Safety Certification Engineer and Oxnard Police participate, as required, in all safety/security critical contractor and manufacturer audits, inspections, and tests. These audits, inspections, and tests cover both facilities Oxnard, CA 20 Maintenance Design Group, LLC

42 Administration and Operations Facility System Operational Safety Plan and system elements. Included are First Article Inspections, Mockup Reviews, Qualification Tests, Performance Tests, and Acceptance Tests. Similarly, the checklists are updated when subsequent approved engineering changes affect safety or security. As certification activities progress, the Safety Certification Engineer monitors progress on the various checklists. This step ensures that the documentation effort is keeping pace with the project schedule. Any items that are lagging in the certification documentation or experience problems achieving certification are logged on the Open Items List and discussed at the project meetings for resolution. After completing the Construction/Installation/Test portion of the checklist, the Construction Project Manager submits the checklist to the Safety Certification Engineer for review. The Safety Certification Engineer audits the documentation to ensure that it supports the identified requirements. As a component of the audit process, walk-through inspections of completed facilities, stations, vehicle rights-of-way, and vehicles are performed to determine that safety, security, and fire/life safety requirements have been incorporated into the construction/installation of unidentified hazards are not present Walk-Through Inspections and Visual Reports The Contractor quality organization conducts periodic walk-through inspections to identify the major move points in the fabrication and assembly phase. A visual inspection report may be used to report compliance with safety and security requirements that cannot be verified with other documentation. A completed and signed visual inspection report, including comments to demonstrate compliance, is referenced on the Compliance Checklist. This report becomes part of the certification documentation. 7.2 Acceptance Testing GCT or its designee will review all acceptance test requirements to ensure that they are adequate for performance verification and to detect manufacturing defects. Margin of Safety Testing: Provision will be made to ensure that adequate validation tests are performed on critical devices or components to determine the degree of hazard or margin of safety of design. These types of tests will be specified in the Contractors Safety Certification Plan. 7.3 Integrated Tests and Integrated Test Permits Integrated Tests are used to verify the safe/security performance of systems supplied under more than one contract. Integrated tests verify the compatibility and coordination of different systems, equipment, and facilities. Integrated tests are conducted in accordance with the Acceptance Testing Plans and Procedures identifying the required tests for ensuring the dependable working partnership between the new systems and sub systems. Integrated Test Procedures are reviewed for safety requirements, and safety procedural content, including test pre-requisites. Safety requirements will be determined from the Closure References in the System Hazard Analysis (SHA). Refer to the Hazard Management Plan document for more information. Oxnard, CA 21 Maintenance Design Group, LLC

43 Administration and Operations Facility System Operational Safety Plan Safety Critical Integrated Test Reports are reviewed to ensure that the safety closure requirements and parameters established by the approved test procedure have been included in the SHA. Any test non-compliances must be resolved prior to closure Test Plan Requirements GCT specified tests might include integrated and pre-operational demonstration tests. Many of these tests are incorporated in the contract documents. Others are not necessarily required by contract specifications, but are required as part of an overall Test Plan. These tests are developed to verify the compatibly and safety/security functionality of equipment and systems. Non-contractual integrated/pre-operational demonstration tests are entered on the Integrated Test checklist for tracking purposes. GCT s Project Manager is responsible for the development and implementation of the integrated and pre-operational test demonstration plans, including test procedures related to each test, and the logging of all test documentation. The Safety Certification Engineer assists in the development and/or reviews the test plans and procedures. A Test Readiness Review (TRR) is performed by a TRR Board consisting of responsible, knowledgeable personnel directly associated with the test to review test plan procedures and to assess all open issues associated with the test. Test Readiness Reviews (TRRs) shall be conducted in all hazardous test area and on all critical tests prior to each new test program to evaluate the adequacy of test plans and test procedures, configuration and certification, operational safety, and qualification of test team member prior to commencing the test. Any open safety issues will be resolved by the TRR Board. In addition, a final walk-through inspection of completed facilities and systems is performed Test Permits Prior to conducting an integrated test, a number of safety and security specification compliance requirements and issues must be completed. Requirements and issues are dependent on the type and nature of the test Notification The GCT Project Manager notifies the Safety Certification Engineer of the intent to conduct an integrated test. The Safety Certification Engineer determines the current level of verification for each element involved in the test, and issues an Integration Test Permit. If the safety/security certification of the elements required for the test is not complete, the Safety Certification Engineer will issue a Temporary Use Notice (TUN). The TUN is forwarded to the engineer responsible for the particular element involved in the test. Only signatures for those elements that have not been issued a Certificate of Compliance are obtained. Any operation or test restriction is noted on the permit and the test procedure. Oxnard, CA 22 Maintenance Design Group, LLC

44 Administration and Operations Facility System Operational Safety Plan Temporary Use Permits If certification of the required elements for the test is not complete, the Safety Certification Engineer may issue a Temporary Use Permit. The permit is forwarded to each engineer responsible for each element. Only signatures for those elements that have not been issued a Certificate of Conformance or a Temporary Use Permit must be obtained. Oxnard, CA 23 Maintenance Design Group, LLC

45 8.0 Verifying Results and Issuing Certifications Administration and Operations Facility System Operational Safety Plan This section describes the verification process for preparing and issuing safety certification. 8.1 Preparation and Recommendations When an element is ready for certification, the Safety Certification Engineer and GCT evaluate all evidence, documentation and any restrictions and recommendations received. A Certificate of Conformance package is prepared. For each certifiable element, a written statement is issued and signed by the Certification Committee prior to revenue service. GCT Staff attest that a project element is in accordance with specified system safety and security requirements Failure to Comply If GCT Staff determines that the requirements have not been met, then it is the Director of Safety s responsibility and authority to cease operation of the system until the issue is resolved Documentation of Records A master safety certification file resides within GCT s offices. The Project Safety and Security Certification file contains the following: Plan Updates and Corrections Certifiable Elements and Items Lists A summary sheet showing the certification status for the design, construction, testing, and pre-revenue phases of the project Original copies of the completed checklists for each certifiable element Supporting documentation that may not be contained within project files, including but not limited to: Visual Inspection Reports Copies of Test Reports for Safety Critical Systems Copies of Integration Test Reports. Originals of the Temporary Use Notices Originals of the Integration Test Permits Originals of the Certificates of Compliance for each certifiable element Originals of the System Safety and Security Certificates for the project 8.2 Final Hazard Report The Safety Certification Engineer will review and approve applicable work, documents, and subsequence changes to determine the adequacy of controls invoked to minimize potential hazards and/or risks. Hazard documentation is critical to the success of the Safety and Security Certification Program Oxnard, CA 24 Maintenance Design Group, LLC

46 Administration and Operations Facility System Operational Safety Plan 8.3 Final Certification The Safety Certification Engineer verifies and documents that the highest practical level of operational safety has been achieved for the Project. The final safety certification package includes the following items: A Certificate of Safety Certification signed by the Safety Certification Engineer, GCT Project Manager and the GCT Director of Safety stating that all hazards identified in the Project s Hazard Analysis have been resolved or being tracked to closure. The certificate documentation will identify all Certifiable Elements and verify that all identified hazards have been mitigated or controlled to an acceptable level. Certification by GCT that all system, subsystem, and interface testing have been completed satisfactorily A final Open Items List identifying all items opened during the life cycle of the project and their current closure status. 8.4 Final Verification Report A final Safety Verification Report will be prepared by the Safety Certification Engineer and submitted to the Director s Office of Safety for concurrence. Oxnard, CA 25 Maintenance Design Group, LLC

47 Administration and Operations Facility System Operational Safety Plan Appendix A - Certificates This Appendix contains examples of a Certificate of Compliance and a Construction Certifiable Element Compliance Certificate. Figure 8-1: Certificate of Compliance GCT SAFETY AND SECURITY CERTIFICATION PROGRAM PROJECT SAFETY AND SECURITY CERTIFICATE OF COMPLIANCE CERTIFIABLE ELEMENT: Program Technical Specification The PROJECT SAFETY AND SECURITY CERTIFICATE indicates that all safety and security requirements have been successfully completed and the project is certified for revenue service, but with any noted restrictions. RESTRICTIONS Prepared By: GCT Safety Certification Engineer Date: Approved By: GCT Program Manager Date: GCT Director of Safety Date: Oxnard, CA 26 Maintenance Design Group, LLC

48 Administration and Operations Facility System Operational Safety Plan Figure 8-2: Construction Certifiable Element Compliance Certificate Certifiable Element: Location: Construction Certifiable Element Compliance Certificate Status C = Compliance N = Noncompliance P = Partial Compliance No. Description Design or Specification Cross Reference NOTES AND RESTRICTIONS: Construction/Testing Status Initial Date SAFETY CERTIFICATION ENGINEER VERIFICATION Name: Signature: Date: Title: Organization: CONSTRUCTION VERIFICATION Name: Signature: Date: Title: Organization: Oxnard, CA 27 Maintenance Design Group, LLC

49 Administration and Operations Facility System Operational Safety Plan Appendix B - Certifiable Elements List The following Table is an example of a detail Certifiable Elements List. Not all items listed in this example are presently certified by GCT on every project. Those most applicable and relevant to each project are identified as part of the Safety Certification process. Table 8-1: Detail Certifiable Elements List Number Certifiable Element Certifiable Sub-Element 1 Facilities Administration and Operations Building Certifiable Items Entrance Doors, Gates (ADA Compliance) Stairs/Ramps/Emergency Exit Capacity Elevator Walking Surface/Platform Edges Wall Finishes Lighting Railings and Balusters Canopies and Roofs Fire Protection Communications Clearances Electrification (AC Distribution System) Utilities Security (CCTV, Intrusion Alarm, etc.) Signage and Graphics Oxnard, CA 28 Maintenance Design Group, LLC

50 Administration and Operations Facility System Operational Safety Plan Appendix C - Checklists The following table is an example of the Safety Certification Checklist Table 8-2: Safety Certification Checklist CERTIFIABLE ELEMENT: SUB-ELEMENT: REVISION: 0 CONTRACT NO. CHECKLIST TYPE: MASTER: X SUB: SAFETY CERTIFICATION PROGRAM B1 VITAL RELAYS SAFETY CERTIFICATION CHECKLIST SAFETY: SECURITY: PAGE OF PREPARED BY: APPROVED BY: VERIFICATION APPROVAL: DATE: DATE: DATE: Item NO. SAFETY REQUIREMENTS DESCRIPTION 1 Describe item DESIGN/SPECIFICATION CONSTRUCTION/INSTALLATION/TEST FINAL VERIFICATION Industry Codes or Standards Specification or Drawings Design Verified By/Date Verification Means Test/ Inspection Date Verified Verified By Status Verified By Date Verified Oxnard, CA 29 Maintenance Design Group, LLC

51 Administration and Operations Facility System Operational Safety Plan Appendix D - Reports The following Figure is an example of a Visual Inspection Report Figure 8-3: Visual Inspection Report Certifiable Element: GOLD COAST TRANSIT SAFETY AND SECURITY CERTIFICATION PROGRAM VISUAL INSPECTION REPORT Sub-element: Safety/Security Requirement Item No: Safety/Security Requirement: Comments: This is to certify that conformance with the specified requirement was verified by visual inspection. Verified By: Date: Oxnard, CA 30 Maintenance Design Group, LLC

52 Administration and Operations Facility System Operational Safety Plan Appendix E - Permits The following Figure is an example of an integration test permit. Figure 8-4: Integration Test Report GOLD COAST TRANSIT SAFETY AND SECURITY CERTIFICATION PROGRAM INTEGRATION TEST PERMIT Permit No: Start Date: End Date: Test Title: Test Location: Certifiable Elements/Sub-Elements: Restrictions Noted: Project Manager System Engineering Manager Integration Engineer Safety Certification Engineer Date: Date: Date: Date: INTEGRATION TEST PERMIT EXPIRES AT THE END OF THE TEST PERIOD Oxnard, CA 31 Maintenance Design Group, LLC

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65 MEETING MINUTES To: Reed Caldwell Date: 02/21/2014 From: Jared Weismantel Project Name: Project City, State: Administration and Operations Facility Oxnard, CA MDG Project No: 14P002 Meeting Information: Date: 02/20/2014 Time: 11:00 AM Facilitator: Don Leidy Location:, 301 E 3rd Street, Oxnard CA Meeting Subject: Plan Review Meeting for Site and Admin/Ops Building Layouts - Informal Progress Review Discussion Topics: 1. Discuss Site layout a. MDG suggested Wash Bay flip with Wash Equipment Room and Electrical Room for easier bus maneuvering between Fuel Lanes and Wash Bay. b. Change Future Wash Bay to Day Clean / Hand Wash Bay c. GCT asked if there would be Security located at bus drive aisle near Nissan dealership i. Security is located in Lobby of Admin/Ops Building d. Design Team is to design bus shelter on property similar to Admin/Ops Building i. Location of bus shelter to be determined e. Need wall along northern property line in effort to reduce dust and dirt being blown onsite f. Provide sidewalk along bus drive aisle aligned with crosswalk at Paseo Mercado and Auto Center Drive g. Show employee Bike Storage Area in Courtyard outside Training Room h. Locate secure gate with card reader east of Board Room for Maintenance Staff to enter Courtyard to Maintenance Building 2. Discuss Admin/Ops Building First Level a. Do not make Lobby two-story space i. GCT heard it is difficult to clean and maintain high clerestory windows b. Remove door leading to Public Restrooms near Lobby i. Provide single door east of Training Room doors to secure public areas from Operations c. Provide countertops in Training Room i. Provide sufficient wall space and electrical outlet. ii. Clerestory windows to Courtyard for natural daylight d. Drivers Room i. Provide double doors leading to Courtyard 3. Discuss Admin/Ops Building Second Level a. Need Assistant General Manager b. Expand to Gridline A1, GCT will fill/occupy space in future i. GCT will look to lower cost per square foot to build future expansion space now ii. Show Patio to west side of building c. Locate Director of Administration along south bar d. Provide upper and lower cabinets in Copy Room e. Provide card reader at exit stair leading to Courtyard

66 MEETING MINUTES Next Meeting: Friday, February 28, 2014 Review Site, Maintenance Building, and Fuel/Wash Buildings End of Minutes Unless additions or corrections to these minutes are received within five (5) working days from the date of receipt, these minutes are deemed to be accurate. Jared Weismantel Facility Designer Maintenance Design Group

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73 MEETING MINUTES To: Attendees Date: March 7, 2014 From: Project Name: Project City, State: MDG Project No: Jon Holler - Administration and Operations Facility Oxnard, CA 14P001 Meeting Information: Date: February 24, 2014 Time: 2:00pm Facilitator: Reed Caldwell Location: Meeting Subject: 301 E 3rd Street, Oxnard, CA Environmental Documentation Name: Agency / Firm: Title: Reed Caldwell (GCT) Project Manager Jon Holler Maintenance Design Group (MDG) Design Team Manager Randy Chapman Huitt-Zollars (HZ) Civil Engineer Joe Power Rincon Principal Douglas Brown Rincon Associate Environmental Planner Discussion Topics: Status: Action: By: 1. The purpose of the meeting was to meet the City of Oxnard's environmental consultant to review and discuss technical exhibits and data needed the design team to support the environmental process. 2. The following technical exhibits and data are required: a. Site Plan b. Points of Access (Site entry/exit points) c. Operational Data: Activities (Administration, Operations, Maintenance, Fueling, Wash), Hours of Operation, Number of Employees working at the facility, Bus Pull-in/out Schedule. In Progress In Progress In Progress Finalize Conceptual Site Master Plan Identify on Conceptual Site Master Plan Provide Narrative MDG MDG MDG Page 1 of 2

74 MEETING MINUTES Discussion Topics: Status: Action: By: d. Noise Sources e. Preliminary Grading Plan f. Preliminary Hydrology Report 3. The exhibits and data listed above will be delivered to Gold Coast Transit on or before March 31, GCT will provide to Rincon. 4. Rincon indicated that this project would most likely require a mitigated Negative Declaration. Next Meeting: TBD In Progress Waiting for existing Site Topo in order to develop Preliminary Grading Plan In Progress Under review and in discussion with City of Oxnard and FTA Identify on Conceptual Site Master Plan and describe in Narrative Determine Study, Documentation Required MDG HZ HZ MDG, GCT Rincon End of Minutes Unless additions or corrections to these minutes are received within five (5) working days from the date of receipt, these minutes are deemed to be accurate. Jon Holler Project Manager Maintenance Design Group Page 2 of 2

75 To: Reed Caldwell Date: 03/24/2014 Meeting Information: From: Jared Weismantel Project Name: Project City, State: MDG Project No: MEETING MINUTES Administration and Operations Facility Oxnard, CA 14P002 Date: 02/27/2014 Time: 9:30 AM - 1:00 PM Facilitator: Mark Ellis Location: Meeting Subject:, 301 E 3rd Street, Oxnard CA Plan Review Meeting for Site, Maintenance, and Fuel/Wash Building Layouts - Informal Progress Review Name: Agency / Firm: Title: Chuck McQuary (GCT) Facility Coordinator Jeff Gaertner Jorge Arellano Juan De La Rosa (GCT) (GCT) (GCT) Reed Caldwell (GCT) Project Manager Robert Lurie Rodger Stephens (GCT) (GCT) Steve Brown (GCT) Director of Administrative Services Jon Holler Maintenance Design Group (MDG) Design Team Manager Jared Weismantel Maintenance Design Group (MDG) Facility Designer Discussion Topics: Status: Action: By: 1. Site layout DRAFT a. Remove reference to Future Bus Parking. 125 buses plus three service vehicles in yard. i. GCT is submitting plans as 125-bus Program b. Dash in future parking in employee parking area. i. Specific Plan Amendment requires project show all parking required (based on total square footage) Ongoing Extra spaces in yard to be shown as Service vehicles RNL RNL

76 MEETING MINUTES Discussion Topics: Status: Action: By: c. Split ADA parking stalls to visitor parking area and secure employee parking area. d. Turnaround for vehicles at Auto Center Drive and Private Drive Aisle i. Located near intersection or controlled through employee parking. e. Perimeter walls i. Show wall along Paseo Mercado. ii. Show perimeter wall along north and west property lines. iii. Heights to be determined by Specific Plan Amendment. iv. Existing walls along Nissan dealership property f. Coordinate CNG meter locations with Steve Anthony, GCT s account representative. i. Steve to be primary contact for gas. ii. Ask gas company if they will bring gas far onto site and review where meter is located. g. Determine locations for CNG meter set, transformer, backflow preventer. h. GCT asked when they would be able to review security issues. i. Security/Data/Communications consultant will meet with GCT to establish criteria following Preliminary Tasks. i. Extend Non-Revenue Parking to accommodate Service staff (20 vehicles) Confirm ADA parking can be split as described Provide turnaround and secure gate Provide secure gate on Private Drive Aisle DRAFT i. During charrette, it was determined no employee vehicles would have access to bus yard. ii. GCT wants to allow Service staff parking closer to Fuel and Wash Buildings for employee safety. j. Location of Maintenance Building will move south to allow 70-feet clearance plus 10-feet of landscaping to property line. k. Fix circulation near fare collection area. RNL Huitt-Zollars

77 MEETING MINUTES Discussion Topics: Status: Action: By: l. Drive aisles to be adjusted and consistent. m. Next plan to show: i. Curb/gutter ii. Gates iii. 10-foot buffer on back (north), next to dealership, and on west side of employee parking lot. n. Bus Stop i. Review City of Oxnard s Bus Stop Criteria 2. Maintenance Building First Level a. GCT has concerns about firm, structural walls and future flexibility. i. Prefer fewer walls within spaces to be structural to allow for future demolition and renovation of spaces. b. GCT wants office sizes to be consistent throughout the facility. i. Example: All Manager offices are equal square footage. ii. Reed will provide GCT standards for office sizes. c. Evaluate storage space allocation shown on plans i. Employee records ii. Marketing iii. Driver s records iv. Space shown on plan of Maintenance Building is a staging area d. Provide roll-up overhead door at Facility Maintenance Shop. e. Move main Electrical Room east of Men s/women s Provide GCT space standards Reed Caldwell, GCT DRAFT Lockers and Restrooms. i. Electrical Room should be near Transformer. f. Admin Supervisors Office i. Add door to Admin Supervisor offices near Shop floor. ii. Discussed separating into two offices 1) Keep as shared office with two workstations. Confirm two workstations in shared office per Program GCT

78 MEETING MINUTES Discussion Topics: Status: Action: By: g. Combine Common Work Area with Brake Shop. i. Add overhead door between gridlines BE and BF to provide forklift access to Common Work Area and Brake Shop. h. Remove Non-Revenue Shop i. Non-Revenue work will be performed in Common Work Area i. Provide one office for Parts i. Include minimum two workstations 1) Three workstations if possible j. Work order locations i. Primary work orders to be placed at Tech Manuals area near Parts Window. ii. Computer cabinets (for maintenance) will be located throughout Shop floor. k. Vertical Lift Modules and Parts Carousels i. GCT concerned about 1) Ability to see parts within high density storage system. 2) Ability to inventory parts easily a) What are inventory management systems and how are they associated with VLMs/Carousels? 3) Programmed maintenance required similar to other equipment throughout buildings. l. Provide space for forklift storage, hand dollies, etc. Confirm workstation quantities MDG to provide list of existing locations of VLMs/ Carousels to GCT DRAFT m. How can equipment be phased/added as GCT grows? n. Look at Tire Storage area o. Make Lube/Compressor Room larger p. Locker Rooms Locate designated space in Parts Storeroom Layout tire storage, determine capacity Size will be refined when equipment is placed during Task 2-30% Design Provide layouts GCT MDG MDG/RNL MDG MDG/RNL MDG/RNL

79 MEETING MINUTES Discussion Topics: Status: Action: By: i. Toilet area must be separate from Lockers and Sinks ii. Showers adjacent to Lockers, not Toilets iii. Minimum fixture count to be dictated by Code 1) MDG typically designs women s fixture count per code and men s fixture count at 100% maintenance staff q. Additional Toilet Room(s) on Shop floor r. Locate Break Room adjacent to Courtyard and hallway. s. Locate Training Room near Repair Bay if possible. i. Proximity is not priority for GCT but would be beneficial. t. Toolbox Storage and Portable Equipment Storage near Bay 1 need to be reconfigured to provide more square footage. u. Electronics Shop and Farebox Repair Shop can be combined into one space (roughly 1,000 square feet). v. Facilities Maintenance Shop is over-program i. Shown at 700+ square feet ii. Program for 600 square feet w. Provide solid partition wall between Break Room and Training Room i. Discussed having foldable partition wall, but would permit too much sound transmission x. Maintenance Supervisors office too small showing minimum fixture count and typical industry counts Provide additional toilet room(s) near Parts Storeroom Revise layout to provide more storage Combine spaces Reduce size to meet program Make interior dimensions 12 by 36 (6 standard workstations) DRAFT y. Relocate Bike Storage to Fuel Building i. Service staff will remove bikes from Buses during Service cycle. ii. Drivers will not remove bikes from buses after shift. 1) Previously located Bike Storage near Money Room in Maintenance Building to allow drivers opportunity to remove bikes from buses when returning to site. 3. Maintenance Building Mezzanine Level RNL MDG RNL RNL RNL

80 MEETING MINUTES Discussion Topics: Status: Action: By: a. Add mezzanine in south bar i. Need to add stair with parts lift for access to this mezzanine. ii. Will primarily be used for Admin storage b. Add mezzanine above Lube/Compressor Room, Admin Supervisors, and Tool Crib areas. i. Connect with designed mezzanine above Parts Window, High-Density Storage, Portable Equipment Storage areas. 4. Discuss Fuel/Wash Building a. No Stops and Zone Storage area required. b. Move Supervisor Office to southeast corner of building. c. Add space for Bike Storage i. Previously located in Maintenance Building near Money Room ii. Locate in-line with front of bus when pulled into fuel position. d. Locate Bus Books (Transfers) Storage near Cleaning Supply Storage. i. Locate adjacent to Lube/Compressor and Vacuum Rooms. ii. Place door connecting Cleaning Supply Storage and Bus Books (Transfers) Storage e. Cleaning Supply Room to be open to Fuel Lanes. f. Provide space for washer/dryer for rags adjacent to Fuel Lanes. DRAFT g. Janitor s closet should be larger h. Service staff will be working graveyard shift, need to make building self-sufficient. i. Provide larger Break Room. ii. Provide lockers in alcove, not located in Men s/women s Lockers i. Wet area for rain gear j. Make Vehicle Wash Bay 100-feet long. Provide Mud Room RNL

81 MEETING MINUTES Discussion Topics: Status: Action: By: k. Non-Revenue vehicles will be hand-washed at Day Clean lane(s) i. Non-Revenue vehicles will be hand-washed at Day Clean lane(s) l. Provide sufficient lighting at Day Clean canopy for night detailing work. m. Service shifts: i. First Shift: 10 AM - 6 PM 1) One (1) Supervisor 2) Six (6) Service staff ii. Second Shift: 6 PM - 2 AM 1) One (1) Supervisor 2) 12 Service staff n. Transfers (Bus Book Storage) stored at Fuel Island o. No concrete islands between Fuel Lanes. i. Concrete islands create tripping hazards. p. Add provisions for money collection at Fuel Island i. Space and utilities for vault, probe, data (all three lanes) q. Canopies over CNG equipment if possible i. Rob Adams (Marathon Technical Services, Fueling consultant) to provide comment for specific CNG equipment which requires canopy. r. Add dumpsters and recycling bins at Fuel Island. s. Add CNG station maintenance space near CNG yard. i. Add provisions to store oils. t. Move Wash Equipment Room and Electrical Room to Additional CNG Yard. DRAFT i. Add second Day Clean Bay 1) Can be converted to Automated Vehicle Wash Bay in future if necessary. ii. Locate each Day Clean Bay on opposing sides of Automated Vehicle Wash Bay. u. Doors/openings adjacent to dispensers v. Wash manufacturers Review code Provide data on various wash systems to MDG, RNL, MTS MDG

82 MEETING MINUTES Discussion Topics: Status: Action: By: w. Vacuum systems Next Meeting: TBD Next Steps: DRAFT GCT Provide data on various vacuum systems to GCT Revise floor plans Schedule equipment review meeting o MDG to provide DRAFT Maintenance Equipment Manual with Task 1 deliverables Images of other facilities to understand layout/design (Fuel Island paint strips vs. concrete islands) Identify wall types in Maintenance Building (literature on high-impact wall board) End of Minutes Unless additions or corrections to these minutes are received within five (5) working days from the date of receipt, these minutes are deemed to be accurate. Jared Weismantel Facility Designer Maintenance Design Group MDG

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89 MEETING MINUTES DRAFT To: Attendees Date: March 24, 2014 From: Jon Holler - Administration Project Name: and Operations Facility Project City, Oxnard, CA State: MDG Project 14P001 No: Meeting Information: Date: March 13, 2014 Time: 1:30pm Facilitator: Elisabeth Newell Location: 301 E 3rd Street, Oxnard, CA Meeting Subject: Sustainability Workshop Name: Agency / Firm: Title: Andrew Mikkelson (GCT) Chuck McQuary (GCT) Facility Coordinator Claire Johnson-Winegar (GCT) Transit Planner Jeff Gaertner (GCT) Marlena Kohler (GCT) Purchasing Manager Reed Caldwell (GCT) Project Manager Robert Lurie (GCT) Steve Brown (GCT) General Manager Vanessa Rauschenberger (GCT) Chief Planner Jon Holler Maintenance Design Group (MDG) Design Team Manager Avinash Gautam Ambient Energy Elisabeth Newell Ambient Energy LEED Advisor Barbara Berastegui RNL Henry Leung RNL Lissy Ziesing RNL Molly Weismantel RNL David Intner SCE Discussion Topics: Status: Action: By: 1. Introductions 2. Elisabeth provided an overview of what LEED is and how it compares to the requirements of CalGreen a. LEED is not required, CalGreen is required b. LEED = Leadership in Energy and Environmental Design 3. Commissioning Agent Page 1 of 4

90 MEETING MINUTES Discussion Topics: Status: Action: By: a. Makes sure the Owner's Project Requirements (OPR) are met. i. OPR is for the Commissioning Agent - to know what the performance requirements are of the Client. b. The Commissioning Agent is a person or entity not directly involved with design (i.e. not the architect or engineer of record) c. Fundamental commissioning is required by CalGreen d. Commissioning Agent commissions items such as electrical systems, HVAC, lighting. 4. Other programs similar to LEED (Green Globes, Living Building Challenge) a. Other programs are either incompatible with this facility type or do not dovetail well with CalGreen 5. Incentive Programs a. SCE / Savings by Design: Provides incentive programs to Clients, as advised by CPUC, to reduce demands for energy consumption. b. Programs designed to assist Client with ideas for reducing energy costs c. Revised maintenance and service schedule 6. HVAC system selection for office areas vs repair bays 7. Operable Windows a. GCT open to operable windows Process to start in Task 2 Not Started Ongoing Develop OPR Review of OPR Submit Letter of Interest / Commitment Letter, if interested. John Solomon/SCE Engineer can help look at load-shifting, off-peak rates Evaluate areas where heavy energy use might be done during off-peak hours Review and select appropriate systems Evaluate areas where operable windows are appropriate for use GCT Ambient Energy DRAFT GCT SCE GCT MDG Design Team MDG Design Team Page 2 of 4

91 MEETING MINUTES DRAFT Discussion Topics: Status: Action: By: b. GCT concerned that AC system won't shut off when Look at MDG Design windows are open, thus wasting energy. designing Team sensors that tell the AC system to shut off if windows are open. 8. Energy Management System (EMS) Not Started Research and MDG Design recommend Team EMS. 9. Site Lighting a. GCT concerned with lighting an entire site when it will only Research and MDG Design be partially occupied/used at move-in recommend Team ways to light only occupied/used areas (i.e. high/low occupancy sensors) 10. LEED process a. Application Not Started b. Design points, Construction points Identify on MDG Design LEED Team Scorecard c. Check-ins (how are we doing) along the way Update LEED MDG Design Scorecard, Team review with GCT d. LEED Scorecard Submit as part MDG Design of Task 1 Team Deliverables 11. SCE / Savings by Design: Dave Intner provided general Complete GCT overview of program and process going forward Letter of Interest now and Owner Agreement when design is substantially complete. Next Meeting: TBD Page 3 of 4

92 End of Minutes MEETING MINUTES Unless additions or corrections to these minutes are received within five (5) working days from the date of receipt, these minutes are deemed to be accurate. Jon Holler Project Manager Maintenance Design Group DRAFT Page 4 of 4

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98 To: Reed Caldwell Date: 03/24/2014 Meeting Information: From: Jared Weismantel Project Name: Project City, State: MDG Project No: MEETING MINUTES Administration and Operations Facility Oxnard, CA 14P002 Date: 03/20/2014 Time: 10 AM - 12 PM Facilitator: Jon Holler Location: Meeting Subject: Andrew Mikkelson, 301 E 3rd Street, Oxnard CA Client/User Group Meeting Name: Agency / Firm: Title: (GCT) Chuck McQuary (GCT) Facility Coordinator Cynthia Torres (GCT) Communications & Marketing Manager Margaret Heath (GCT) Paratransit Manager Reed Caldwell (GCT) Project Manager Robert Lurie (GCT) Steve Brown (GCT) General Manager Steve Rosenberg (GCT) Vanessa Rauschenberger (GCT) Chief Planner Jon Holler Maintenance Design Group (MDG) Design Team Manager Jared Weismantel Maintenance Design Group (MDG) Facility Designer Barbara Berastegui Lissy Ziesing Molly Weismantel RNL RNL RNL DRAFT Discussion Topics: Status: Action: By: 1. Contracts 2. Schedule a. Task 1 - March 31, 2014 i. Conceptual Design Complete ii. GCT Review Period: 2 weeks Negotiations ongoing Finalize prior to Task 1 completion GCT, MDG

99 MEETING MINUTES Discussion Topics: Status: Action: By: iii. March 31 is Cesar Chavez holiday for GCT iv. GCT staff will be present to receive deliverable b. Task 2 - June 16, 2014 i. 30% Design (Schematics) Complete ii. GCT Review Period: 3 weeks c. Task 3 - October 20, 2014 i. 60% Design Complete ii. GCT Review Period: 2 weeks d. Task 4 - February 9, 2014 i. 90% Design (100%) Complete ii. GCT Review Period: 4 weeks iii. Drawings go to City for Plan Check e. Task 5 - March 30, 2015 i. Start competitive bidding period ii. GCT Review Period: 1 week f. Task 6 - July 27, 2015 i. Bid Opening - June 4, 2015 ii. NTP for Construction - July 27, 2015 g. Task 7 - January 20, 2017 i. Construction complete h. Monthly Client/User Group Meetings i. March 20, 2014 ii. April 17, ) Client/User Group and Maintenance & Service Equipment Review Meeting iii. May 22, 2014 iv. June 19, 2014 v. July 17, 2014 vi. August 21, 2014 DRAFT vii. September 18, 2014 viii. October 23, 2014 ix. November 20, 2014 x. December 18, 2014 xi. January 22, Task 1 Deliverables a. Survey Ongoing Provide to GCT MDG as part of Task

100 MEETING MINUTES Discussion Topics: Status: Action: By: i. Plat ii. Topography iii. Utilities b. Geotechnical Investigations i. Boring Locations ii. Preliminary Findings iii. Schedule for Final Results and Recommendations c. Environmental Documentation i. Site Plan 1) Access Points 2) Noise Sources ii. Project Description d. Furniture, Maintenance Equipment, and CNG Equipment Inventories e. Draft Maintenance Equipment Manual f. Cost Estimate i. Added Program (Mezzanines, Clean Bays, Admin Expansion Space, PV Canopies) g. Description of Equipment Processes h. Space Need Program i. GCT is developing new space standards for offices and workstations for staff i. Sustainable Design / LEED Ongoing Ongoing Ongoing Ongoing Ongoing Ongoing Ongoing 1 Deliverables Provide as part of Task 1 Deliverables Lab testing and analysis will be completed in April 2014 Provide as part of Task 1 Deliverables Provide as part of Task 1 Deliverables Provide as part of Task 1 Deliverables Provide as part of Task 1 Deliverables Provide as part of Task 1 Deliverables Define space standards MDG Design Team DRAFT i. Approach, Analysis, and Recommendations 4. Maintenance Equipment Manual 5. Presentation of Conceptual Building Design Options a. Option 1 - Masonry, Metal, Stucco b. Option 2 - Tilt-up concrete, Metal c. Option 3 - Masonry, Metal, Standing seam sloped metal roofs above Maintenance Bays, Stucco accent colors Ongoing Ongoing Provide as part of Task 1 Deliverables Provide draft as part of Task 1 Deliverables MDG MDG Design Team MDG MDG MDG GCT MDG MDG

101 MEETING MINUTES Discussion Topics: Status: Action: By: d. Design Team confirmed all three options included the additional/flex space requested by GCT at the design charrette e. GCT has concerns about security and windows in Board Room f. South mezzanine in Maintenance Building will be used for long-term Admin storage g. Eliminate/reduce cantilevers to lower construction cost h. Sunlight in courtyard i. Roofs i. Roof designs (flat vs sloped) are interchangeable j. Yellow bus concept 6. Other Next Meeting: April 17, 2014 Next Steps: Ongoing Ongoing Ongoing Ongoing Ongoing Review alternatives and/or additional security measures Review alternate locations for mezzanine on south bar of Maintenance Building and relationship to Admin/Ops Storage on first level Sun study of sunlight in courtyard space throughout year Develop concept using metal stud with metal panel (Admin) and CMU with metal stud and metal panel (Maintenance) MDG, RNL, AVS MDG, RNL, Miyamoto MDG Design Team MDG Design Team DRAFT Task 1 deliverables to GCT March 31, 2014 Schedule equipment review meeting RNL

102 End of Minutes MEETING MINUTES Unless additions or corrections to these minutes are received within five (5) working days from the date of receipt, these minutes are deemed to be accurate. Jared Weismantel Facility Designer Maintenance Design Group DRAFT

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