27.1 CED Projects / Review
All PCFC design & construction projects are monitored by CED. CED requires consultants to submit project related documents before starting, during different stages and at the completion of the project. This section identifies the requirements for submitting such documents.
27.2 General Requirements
• All documents should be submitted in PDF format (portable document format).
• A list of all submitted documents should be provided as a Microsoft Excel Sheet in digital format.
• Documents shall be combined in a single polished PDF file and arranged in such a way as listed in the document and drawing list required for each stage of submission as listed below.
• Drawings created in PDF shall be in their original/intended plotting paper scale.
• There should be no file security restrictions on submitted files. • Bookmarks shall be created to facilitate navigation, directing
browsers to their main category or discipline for drawings. For reports/documents, their ‘table of contents’ should be created in the bookmarks.
• In order to facilitate review, all resubmitted documents shall be accompanied with the ‘reply’ of the previous submission, if applicable.
• Each comment in the previous submission should be replied to using the Adobe Acrobat/Reader and can be submitted as a PDF or FDF file.
There are four stages in a project when documents need to be submitted viz. Preliminary study, Preliminary design, Final design and Tender Documents. Submission requirements are different at each stage of the project. For each stage, documents need to be submitted for review and if there are comments from CED, documents will need to be resubmitted. Once all issues are resolved, a final set of documents should be submitted for CED records. The following sections outline the requirements at various stages. 27.3 Preliminary Study
For review – PDF format (and other native application format as required).
Approved for records – PDF format and other native application format i.e. dwg, word, excel etc.
27.4 Preliminary Design
For review – PDF format (and other native application format as required).
Approved for records – PDF format and other native application format i.e. dwg, word, excel etc.
27.5 Final Design • Volume I – Tendering and Contract Conditions • Volume II - Specifications • Volume III - Bill of Quantities • Volume IV - Drawings • Volume V – Soil Investigations • Structural Calculation • Other Calculations i.e. A/C, Drainage etc. For review – a single polished PDF file per ‘Volume’, attach excel file of BOQ filled up tables, structural calculations design parameters etc. Approved for records – PDF format and attach in PDF file other native application format i.e. dwg, word, excel, structural calculation design parameters etc. 27.6 Tender Documents • Volume I – Tendering and Contract Conditions • Volume II - Specifications • Volume III - Bill of Quantities • Volume IV - Drawings • Volume V – Soil Investigations For review – a single polished PDF file per ‘Volume’, attach excel file of BOQ filled up tables etc.
Approved for records – PDF format and attach in PDF file other native application format i.e. DWG, word, excel, etc.
27.7 As-Built Drawings
All tender and construction drawings should be revised to ‘As Built’ status. The consultant/contractor should contact CED and request drawing numbers to be used for the compilation of the ‘As Built’ drawings. All digital drawings shall be renumbered as in the following example:
a. Construction/Contract drawing number and title:
A01 – Location Plan
b. Project Title: “P123JA – Building”
c. As Built Drawing Number and Title: P1-01 Location Plan. The new ‘As Built’ drawing number (i.e. P123-01) should be marked on the drawing
List of drawings should be submitted as an ‘excel’ sheet in line with the format below:
SECTION H (PROJECT NUMBER & TITLE) AS BUILT DRAWING
NUMBER DRAWING TITLE/DESCRIPTION RELATED WORKING DWG. NO.
P1-00 LIST OF DRAWINGS G-01
P1-01 LOCATION PLAN A-01
P1-0 P1-0
As Built drawings will have to be systematically arranged by creating folder/sub-folders for each different category and should be submitted in a CD/DVD-ROM with the following documents:
a) Excel sheet containing a list of drawings.
b) DWG file in AutoCAD 2000 format of all ‘as built’ drawings including its plot style table (CTB) file.
c) DWG file in AutoCAD 000 format of the combined topography, services etc. drawings, in DLTM coordinates
d) List and As Built drawings in PDF (portable document format) format, as follows:
i) All lists and drawings shall be combined in a single polished PDF file arranged as listed in the drawing list. If it is not feasible to combine all documents into one single PDF file, documents can be created as separate PDF files, one for each category such as Architectural, Structural etc.
ii) Drawings created in PDF shall be in their original/intended plotting paper scale.
iii) There should be no file security restrictions.
iv) Bookmarks shall be created to facilitate navigation, directing
browsers to their main category or discipline.
v) Documents shall be signed and stamped digitally (by the consultant/contractor) certifying their compliance with the contract and specifications.
27.8 Operations and Maintenance Manual
At the completion of any construction project of PCFC, the consultant/ contractor submits an Operations & Maintenance manual (O & M manual) to CED. The O & M manual contains project’s information on engineering plant installed, operating requirements, maintenance instructions and schedules. This consist of the description of works, list of materials and equipment suppliers, equipment operating and maintenance manuals, planned maintenance schedule for the works, spare parts list, testing and commissioning results, equipment guarantees and related ‘as built’ drawings and/or as stated in the project’s contract documents.
27.8.1 O & M Manual Final Submission Requirements
A complete set of softcopy arranged as stipulated in the contract specification in portable document format (PDF) in CD/DVD-ROM as per the following guidelines
• All documents and drawings shall be combined in one (whenever possible) PDF file and arranged in such a way as listed in the table of contents of the manual.
• All scanned documents shall be converted to searchable text using the “OCR” function while preserving any images there in.
• Documents and drawings created in PDF shall be in their original/ intended printing/plotting paper scale.
• No file security restriction.
• Bookmarks shall be created as per the table of contents of the manual to facilitate navigation, directing browsers to their main category or discipline.
• CAD dwg format of all related drawings shall be attached.
• Documents shall be signed and stamped digitally (by the consultant/ contractor) certifying their compliance with the contract and specifications.
• In case of opting to organize the PDF document into different file/s, documents shall be systematically arranged categorically into folders and/or sub-folders
Number of Digital (CD ROM) Copies • One set for Civil Engineering Department • One set for Maintenance Department • One set for Technical Department (for DP World projects only) • One set for PCFC EHSS Department • One set for PCFC Fire Department • One set for Marine Department (for related projects only) • One set for End User
8.1 Appendix A: Document Transmittal Form
CIVIL
e
NGINEERING DEPARTMENTPLEASE RETURN TO CIVIL ENGINEERING DEPARTMENT No.
P.O. BOX : 17000, DUBAI, UNITED ARAB EMIRATES
Internal
DOCUMENT TRANSMITTAL External
To
Date: Our Ref : Your Ref :
For Attention of Project:
Dear Sirs,
We enclose / are sending you under separate cover the undernoted document/s. Please acknowledge receipt via e-mail.
Rev. No. of Description Remarks Status Document / Drawing No. Soft Copy
THE STATUS OF THE ABOVE DRAWINGS IS INDICATED IN THE FINAL COLUMN (SEE KEY BELOW).
1 Approved 6 Information
2 Examined & Returned 7 As Requested with Comments
3 Advance Information 8 Final Records
4 Forward Planning 9 Design
5 Approval or Comments 10Distribution Cc:
Note: Information supplied are merely indicative. It's the recipient's responsibilty to verify the accuracy of the information.
Ports, Customs & Free Zone Corporation
Civil Engineering Department
P.O. Box 17000, Dubai, United Arab Emirates Tel : +971-4-8819444, Fax : +971-4-8815227
8. Appendix B: Sample Lease Drawings