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The George Washington University BIM Manual | 1 Version 1.0 - May 2014

FIM Procedures Manual August 2014 | Version 1.0

© Copyright 2014 The George Washington University All Rights Reserved. For questions regarding this manual, contact: Judd Fuoto Building Information Systems Manager The George Washington University [email protected] (202) 994-3130

The George Washington University FIM Procedures Manual | 1 Version 1.0 - August 2014

Table of Contents

Goals/Expectations ............................................................................................................................................ 3

Use of this Manual on Non-BIM Projects ........................................................................................................... 4

Project Development .......................................................................................... 7

Will this Project Utilize BIM? .............................................................................................................................. 9

RFP Language for Inclusion ............................................................................................................................ 11

Selection Criteria for Designer ......................................................................................................................... 11

Contractor RFP ................................................................................................................... 12

RFP Language for Inclusion ............................................................................................................................ 12

Selection Criteria for Contractor ...................................................................................................................... 12

Contractual Documents ..................................................................................................... 13

Design ................................................................................................................ 15

BIM Project Execution Plan ............................................................................................... 18

Purpose ........................................................................................................................................................... 18

BIM Authoring Software ................................................................................................................................... 19

Procedures ...................................................................................................................................................... 19

Revisions to Plan ............................................................................................................................................. 19

File Storage and Handover .............................................................................................................................. 20

LOD Definition .................................................................................................................... 21

Levels of Development .................................................................................................................................... 21

Model Progression ........................................................................................................................................... 26

Naming Conventions ......................................................................................................... 28

Model Names ................................................................................................................................................... 29

Drawing Numbering/Sheet Views .................................................................................................................... 29

Space and Asset Data Management ............................................................................................................... 30

Room Numbering ............................................................................................................................................. 43

Asset Classification ........................................................................................................... 44

Creation of OmniClass Table 23 ..................................................................................................................... 44

Population of MasterFormat Cross List ........................................................................................................... 45

Maintaining Lists During the Project ................................................................................................................ 45

Construction ..................................................................................................... 47

Submittals ........................................................................................................................... 50

Shop Drawings and Product Data ................................................................................................................... 51

Trade Contractor Models ................................................................................................................................. 52

Information Exchange ........................................................................................................ 53

Asset Types ..................................................................................................................................................... 54


Completing the Spreadsheet ........................................................................................................................... 55

Required Data Fields ....................................................................................................................................... 55

Exchange Template Imports ............................................................................................................................ 56

As-Built Notations .............................................................................................................. 57

Transition of Electronic Files ........................................................................................................................... 57

Verification of As-Built Notations ..................................................................................................................... 58

Record Specifications ...................................................................................................................................... 58

Non-BIM Projects ............................................................................................................................................. 58

Facilities Turnover ............................................................................................ 59

Closeout Documents ......................................................................................................... 62

Closeout Kickoff Meeting ................................................................................................................................. 63

Designer Deliverables ...................................................................................................................................... 63

Contractor Deliverables ................................................................................................................................... 65

Document Formatting ...................................................................................................................................... 67

File Transmission ............................................................................................................................................. 68

Internal Archiving Process ............................................................................................................................... 68

As-Built Record Model ....................................................................................................... 70

Model Turnover ................................................................................................................................................ 70

Non-BIM Projects ............................................................................................................................................. 71

Archiving Process ............................................................................................................................................ 71

Operating & Maintenance Manuals ................................................................................... 72

Format ............................................................................................................................................................. 72

Timing and Approvals ...................................................................................................................................... 73

Preparation ...................................................................................................................................................... 73

Non-MEP Assets ............................................................................................................................................. 74

MEP Assets ..................................................................................................................................................... 75

Maintaining Files after Completion ................................................................................... 77

Appendix ........................................................................................................... 79

Definitions ........................................................................................................................... 80

GW Roles and Responsibilities ......................................................................................... 82

Forms .................................................................................................................................. 83

Form 1 - BIM Project Execution Plan .............................................................................................................. 83

Form 2 - OmniClass Table 23 ......................................................................................................................... 83

Form 3 - Exchange Template .......................................................................................................................... 83

Form 4 - O and M Transmittal Checklist .......................................................................................................... 83

Form 5 - Revit File Template ........................................................................................................................... 83

Form 6 - DWG Space Layering Template ....................................................................................................... 83

References .......................................................................................................................... 84


The purpose of this manual is to communicate within GW and to its external design and construction partners, the type and level of information and data required to effectively manage properties after turnover. This manual defines the procedures and practices necessary to accomplish these goals, resulting in a consistent set of data and deliverables for GW's use.

This manual does not address future revisions that may look at a more seamless approach to interoperability between the design/construction process and GW's Facilities Management (FM) platform. Future study and evaluation will be needed after the protocols defined in this manual have been executed on several project deliverables.

Goals/Expectations

GW’s goal with this manual is to prioritize information needed based on available resources and workflows when working with external partners throughout a construction program. GW’s goals for this manual include:

‐ Collaborative model creation and maintenance process with the architect and contractor, resulting in one model with all relevant data at the end of the project

‐ Definition of data needs from design and construction team for manual integration into GW’s facility management system

‐ Standardization and continuity among project deliverables to facilitate the activation process post-construction

‐ Alignment of data attribute requirements with GW and industry standards

‐ Creation of accurate as-built models for use by maintenance and in future renovations

GW's intention is to receive one model complete with all design details and as-built information, with separate files for all operational data, including approved submittals, operating and maintenance manuals, and warranties. Future goals will be to evaluate a more seamless integration of data from the BIM model for the purposes of FM interoperability, to potentially include a graphical interface for use by facilities personnel.


Use of this Manual on Non-BIM Projects

Tasks within this manual are relevant to all projects at GW, regardless if Building Information Modeling is used in the construction process. In order to clarify the requirements on non-BIM projects, please review the table below for specific considerations on non-BIM work by chapter.

Manual Chapter Designer Considerations Contractor Considerations

Design

BIM Project Execution Plan

Not applicable Not applicable

LOD Definition Not applicable Not applicable

Naming Conventions

Naming conventions provided for CAD files Policy for room numbering Establish AutoCAD layering standards

Not applicable

Asset Classification Not applicable Not applicable

Construction

Submittals

Utilize electronic process for reviewing submittals Edit Division 1 specification for submittal requirements

Naming conventions for electronic submittal files Turnover approved submittals at end of submittal process to GW

Information Exchange Not applicable Creation and turnover of excel document for assets in project

As-Built Notations

Confirm responsibility for as-built preparation Perform regular reviews of as-builts during construction for compliance

Maintain red-lined as-builts for turnover to GW or Designer

Facilities Turnover

Closeout Documents

Edit Division 1 specification for closeout requirements Prepare closeout documents with required formats and naming conventions per table of non-BIM jobs

Prepare closeout documents with required formats and naming conventions per table of non-BIM jobs

As-Built Record Model Confirm responsibility for as-built preparation

Maintain red-lined as-builts for turnover to GW or Designer

Operating & Maintenance Manuals

Edit Division 1 spec for O & M requirements Review manuals for compliance

Prepare electronic O & Ms as outlined


This manual has been divided into four chapters, to follow the project delivery process:

Project Development

Design

Construction

Facilities Turnover

Each section begins with a summary of responsibilities for each part of the Project Team – GW, Designer, and Contractor. These project team designations are general categories so that they work with a variety of project delivery methods. The designations are defined as follows:

Designer = Architect, Engineer, Consultants

Contractor = CM, GC, Subcontractors

GW = tasks are defined by each role at GW

Some tips when navigating the manual:

‐ Colors divide the chapters

‐ Each chapter is divided into procedure sections

‐ Responsibilities are located at the beginning of each chapter and procedure section

This summary is then followed by a detailed explanation of the related procedure. New users of this manual should read each section carefully to thoroughly understand the procedures. Return users may rely on the bulleted directions for their responsibilities in a given section.

Sample of summary at beginning of each chapter


This page intentionally left blank.


Project Development Project Development

Designer RFP

Contractor RFP

Contractual Documents


Project Development

GW

Confirm project’s utilization of BIM

Include FIM language in RFP as applicable

Evaluate RFP informaton for design firm credentials


Evaluate RFP information for Contractor firm credentials

GW

Incorporate contractual language modifications for Designer and Contractor

Designer RFP Contractor RFP



Designer RFP

GW

Confirm project’s utilization of BIM


Evaluate RFP information for design firm credentials

Will this Project Utilize BIM?

All new projects should seek to utilize these FIM standards. For new construction, the Designer will create the base models as a starting point for the process. For renovation of facilities that do not have an existing model, GW will need to determine if this project should create one as a starting point. Refer to the flow chart in this section as a guideline for determination of BIM usage, as well as determining who will update any existing documents.

To determine whether BIM or CAD files already exist for the property in the case of a renovation, the GW Development Manager should discuss with the GW BIS Manager the existence of files as well as the proposed decision on whether to utilize BIM or CAD.

Designer RFP


RFP Language for Inclusion

During the drafting of the Designer RFP, as well as the selection process, it is important to communicate GW’s requirements and expectations as it relates to FIM. One of the most significant challenges with FIM utilization is to create a common understanding of goals among all team participants so that expectations are clear from the onset prior to contracting. In order to explain these needs, language has been prepared for inclusion in the RFP. This language outlines the Selected Firm’s role in the FIM process, as well as the steps that will be expected during each design deliverable and during construction administration. Specific highlights include:

‐ Reference to GW’s FIM Manual as a basis for development of the model and project-specific BIM Execution Plan

‐ Responsibility for the Selected Firm to review Contractor’s closeout information, including record drawings, Asset Table (further defined in the Information Exchange section), and Operating & Maintenance manuals.

‐ Expectation that the Selected Firm will work in a collaborative environment to facilitate the sharing and expansion of content within the model beyond design needs.

If it has been determined that FIM requirements will not be solicited in the RFP process, this language should be omitted from the RFP. Refer to the section at the beginning of this manual titled “Use of this Manual on Non-BIM Projects” for guidance on requirements and considerations for project documentation.

Selection Criteria for Designer

To evaluate a Designer’s experience as it relates to preparation of BIM to collect FM data, Designers will be asked to identify the following:

‐ BIM Manager - Identify the individual that will serve in this role. Later, in the contract, this will be a named key individual in the Personnel section that will not be replaced without GW approval. GW will evaluate the competence and past experience of this individual participating in the development and facilitation of BIM Execution Plans, specifically on projects that led to a significant amount of turnover information for use by the client.

‐ Experience with BIM - Demonstrate knowledge of BIM and the competence of individuals who will participate on the project, including experience sharing models and information with consultants and the construction team. GW is looking for firms that have experience with model sharing and will be collaborative working with others in the expansion of content within the model.


Contractor RFP

GW


Evaluate RFP information for Contractor firm credentials

RFP Language for Inclusion

If FIM requirements have been included in the Architect RFP, then applicable FIM language needs to be included in the Contractor RFP as well. The language outlines the role of the Contractor in the FIM process, as well as the type of information expected during the planning process, into construction, and at closeout. Specific highlights include:

‐ Participation in developing and updating the project BIM execution plan

‐ Requirement to utilize Autodesk Revit or IFC compliant format for the preparation of as-built notations on models prepared by the Designer

‐ Turnover of system shop drawings and coordinated MEP models in either Autodesk Revit (preferred) or IFC compliant format to be compiled as a part of the overall model deliverable to GW

Selection Criteria for Contractor

To evaluate a Contractor’s experience as it relates to preparation of BIM to collect FM data, Contractors will be asked to identify the following:

‐ BIM Manager – Identify an individual who will serve in this role. This person will be a named key individual in the Personnel section who will not be replaced without GW approval. GW will evaluate the competence and past experience of this individual, specifically experience on projects that had a significant amount of turnover information to the client.

‐ Experience with BIM – The BIM knowledge and competence of individuals who will be participating on the project, including experience working with the design team and owner on BIM procedures in a collaborative environment. The Contractor will also be asked to provide a sample of a project specific BIM Execution Plan where the project started with the design model and expanded the content for as-built and closeout information.

Contractor RFP



GW

Incorporate contractual language modifications for Designer and Contractor

The FIM language required for the Designer and Contractor is defined in the following hierarchy of documents:

Project-Specific BIM plan Outline provided for project teams to define how collaboration of sharing will take place to be in compliance with the FIM Manual

BIM Procedures Manual Step-by-step implementation of each FIM requirement

Contract Definition of terms, ownership of model and information, overall deliverables, and references made to the FIM Manual

RFP Parameters and requirements for bidding purposes

Contract Language

Both the Designer and Contractor agreements address the following:

‐ Include this FIM Manual in the contract exhibits

‐ Create and share models with project participants to facilitate the meeting of requirements

‐ GW is the owner of project documents. GW will maintain models and project information for maintenance and future renovations.

‐ Definition of the transfer of models and CAD files between the Designer and Contractor. Separate licensing agreements utilized by Designers or Contractors should not be utilized on GW projects to avoid contradicting the language framework under the GW-Architect agreement.



‐ Importance of BIM Managers, and naming of this role within the contract. The BIM Managers cannot be changed out during the project without penalty. This modification highlights the importance of this role in executing the requirements within the BIM Procedures Manual and providing consistency throughout the project.

‐ Clarification of closeout document requirements. As-built preparation is no longer a Designer responsibility, but that of the Contractor, providing consistency with the methodology now approached within the FIM Procedures Manual.


Design

Design


Naming Conventions

LOD Definition

Asset Classification


Design

Des

ign

er

Lead creation and updating of the BIM Project Execution Plan

Lead development of Model Progression Schedule during creation of BIM Execution Plan

Meet minimum requirements of LOD progression at each model deliverable

Transmit model files to GW at the end of each design deliverable

Co

ntr

acto

r

Participate in development and updating of BIM Project Execution Plan

Understand requirements for LOD progression at project turnover

GW

Participate in development and updating of BIM Project Execution Plan

Receive models at the end of each design deliverable and file on the network

Review model files for conformance to appropriate LOD at each deliverable

BIM Project Execution Plan LOD Definition


Des

ign

er

Establish the model utilizing latest

version of AutoDesk Revit

Utilize naming conventions for models in accordance with GW standards

Establish sheet views and CAD file numbering to comply with naming conventions

Establish room numbers

Utilize layering standards for CAD conversions and space planning

Create edited OmniClass Table 23 utilizing GW customized template

Confirm numbers used in OmniClass Table 23 against those used in the BIM Model

Populate cross list of OmniClass numbers to MasterFormat for project

Co

ntr

acto

r

Confirm use of Revit or IFC compliant software for preparation of as-builts and coordinated drawings


Confirm OmniClass Table 23 and BIM model contain same OmniClass numbers

Maintain edited OmniClass Table 23 throughout project and turnover updated version at end of project

Use OmniClass Table 23 for preparation of project submittal register

GW

Provide official project name and number for naming of files

Review room numbering at DD and 75% CDs for compliance

Provide edited OmniClass Table 23 for project team use

Review completed OmniClass Table 23 at end of CDs for any modifications needed


Naming Conventions Asset Classification



Des

ign

er

Lead creating and updating BIM Project Execution Plan

Co

ntr

acto

r

Participate in developing and updating BIM Project Execution Plan

GW

Participate in developing and updatingf BIM Project Execution Plan

Confirm that regular updates of the BIM Project Execution Plan have been performed by the Designer

A template for the BIM Project Execution Plan can be found in the Appendix. This form will be utilized for all GW projects utilizing BIM and will be established within 30 days of project award.

Purpose

The purpose of this BIM Project Execution Plan manual is to create a standard format across all GW projects that utilize BIM to work in concert with the GW BIM Manual. The GW BIM Manual defines the type and level of information and data needed by GW at project closeout to have the data necessary to effectively manage properties.

This BIM Project Execution Plan has been formatted to facilitate the conversations between the design and construction partners to prepare for the collection of this data, as well as to encourage the project team to explore other ways in which the use of BIM can enhance project delivery. Meetings involving the preparation of the BIM Project Execution Plan should include representatives from all project participants.



BIM Authoring Software

All project models will be created and maintained within the latest version of Autodesk Revit. The version used for this project Will be identified in the BIM Project Execution Plan. This requirement continues throughout the entire project use, including models prepared and/or updated by the Contractor and their Subcontractors. Whenever possible, all drawings will be prepared from the model in order to ensure consistency between 2D documents and 3D models. Any changes during the project will be documented in both the model and the drawings. The Contractor and their Subcontractors may utilize IFC compliant software in lieu of Revit if their internal systems are not set up for Revit use, however the Contractor will be responsible for compiling all the information together to produce one Revit model for turnover. By insisting that all project related data be maintained in Revit wherever possible, GW is seeking to avoid the overlapping and conflicting data that can occur by BIM data existing in multiple systems. For the Contractor, maintaining all project data in Revit as opposed to multiple systems will avoid complicated merging and re-work of model content and information prior to the ability to upload required closeout documentation. GW expects a high level of collaboration between the design and construction firms to make the BIM process successful.

Procedures

In order to implement this execution plan, the following will be performed:

- Identify team members involved in BIM implementation and project timelines

- Evaluate project’s intended BIM uses and develop BIM standards to work with final deliverables requested by GW

- Establish electronic communication requirements for the project, including software, file storage, and naming conventions

- Document collaboration procedures, including information exchange schedules and coordination meetings.

The BIM Project Execution Plan form is provided in editable Microsoft Word format so that project teams can customize the content to suit the individual’s project needs. Instructions have been included within the form where applicable to guide the project team on the intent of an individual section’s usage. A supplemental Model Progression Schedule is provided in a Microsoft Excel format.

Revisions to Plan

The BIM Project Execution Plan is created at the start of Schematic Development and updated at the following milestones:

‐ Design Development

‐ Construction Documents

‐ Hiring of Contractor

On the front of the form under Document Revision History, document that the required updates have been made.


File Storage and Handover

The Designer may utilize its own storage sites for model storage and transfer, but GW requests access to obtain files. In lieu of providing CDs at each deliverable, they may be placed on the designated site and an email sent to the GW Project Manager to let him/her know the location of files to download.

For any final deliverables, these documents will be placed on either thumb drive or removable USB drive. Do not place final deliverables on CDs or a remote computer drive for download.


LOD Definition

Des

ign

er

Lead development of Model Progression Schedule during creation of BIM Project

Execution Plan

Meet minimum requirements of LOD progression at each model deliverable

Transmit model files to GW at end of each design deliverable

Co

ntr

acto

r

Understand requirements for LOD progression at project turnover

GW

Receive models at the end of each design deliverable and file on network

Review model files for conformance to appropriate LOD at each deliverable

Levels of Development

Levels of Development (LOD) are to communicate within the project team the minimum content requirements associated with each portion of the building within the model. Different pieces of the model develop at different rates, so having a common understanding of the LOD of specific systems is needed. For GW projects, the LODs follow the standard definitions identified in AIA Exhibit G202-2013 [1].

LOD100Official definition: The Model Element may be graphically represented in the Model with a symbol or other generic representation, but does not satisfy the requirements for LOD 200. Information related to the Model Element (i.e. cost per square foot, tonnage of HVAC, etc.) can be derived from other Model Elements.

Levels of Development (LOD) Definition


At this level, the project model contains model elements with visual graphics and data sets that are suggestive of the overall dimension, area, volume, position, geographic location or project specific orientation of those elements. Models developed to this level are best used for general visualization.

LOD200Official definition: The Model Element is graphically represented within the Model as a generic system, object, or assembly with approximate quantities, size, shape, location, and orientation. Non-graphic information may also be attached to the Model Element.

At this level, the project model contains model elements with visual graphics and data sets that should be considered generic. The model elements’ shape, size, position, and orientation are considered approximations. If additional data sets, systems and/or assemblies are contained in these model elements, they are considered fundamental in their development. Models developed to this level can be used for visualization and rough quantity calculation.


LOD300Official Definition: The Model Element is graphically represented within the Model as a specific system, object or assembly in terms of quantity, size, shape, location, and orientation. Non-graphic information may also be attached to the Model Element.

At this level, the project model contains model elements with visual graphics and data sets that are specific and accurate to the elements’ shape, size, position, and orientation. Additional data sets, systems and/or assemblies may be contained in these model elements. Models developed to this level can be used for visualization, project coordination, construction logistical planning, and quantity calculations.

LOD400Official Definition: The Model Element is graphically represented within the Model as a specific system, object or assembly in terms of size, shape, location, quantity, and orientation with detailing, fabrication, assembly, and installation information. Non-graphic information may also be attached to the Model Element.


At this level, the project model contains model elements with visual graphics and data sets that are specific to the elements’ shape, size, position, and orientation. Data sets, systems and/or assemblies contained in these model elements can include fabrication information, assembly information, additional detailing, and specific information related to the model element’s physical description, performance, or operation. Models developed to this level can be used for visualization, project coordination, construction logistical planning, quantity calculations, information management, prefabrication, and FM deliverables

LOD500Official Definition: The Model Element is a field verified representation in terms of size, shape, location, quantity, and orientation. Non-graphic information may also be attached to the Model Elements.

At this level, the project model contains model elements with visual graphics and data sets that represent constructed assemblies. The elements’ shape, size, position, and orientation match the field installation as-built status. Data sets, systems and/or assemblies contained in these model elements will include fabrication information, assembly information, additional detailing, and specific information related to the model element’s physical description, performance, or operation. Models developed to this level can be used for visualization, project coordination, information management, and FM deliverables.


Here is an example of the evolution of development of a water heater from LOD 100 to 500. As the LOD evolves, additional connections to the water heater are shown, as well as the addition of service clearances.

100

200

300

400

500


Model Progression

In the Model Element Table below, the minimum Level of Development (LOD) standard for a GW project is identified by project deliverable. This minimum standard is specified so that Facilities Management personnel’s expectations for model elements are identified prior to the start of any modeling. There may be instances where a project team may desire to model to a higher LOD for use during a project – these instances should be documented during the creation of the BIM Project Execution Plan.

ModelElementTable

Building System Level of Development

SD DD CD Turnover

Substructure 0 300 300 400

Structure 100 300 300 400

Enclosure

Exterior Walls 100 300 300 400

Exterior Windows 100 200 300 400

Exterior Doors 100 300 300 400

Roof Coverings 100 200 300 400

Roof Openings 100 300 300 400

Interior

Interior Partitions 100 300 300 400

Interior Doors 100 300 300 400

Interior Specialties 0 200 300 400

Stair Construction 100 300 300 400

Wall Finishes 0 200 200 300

Ceiling Finishes 0 200 200 300

Windows 100 200 300 400

Floor/Ceiling Construction 100 300 300 400

Conveying Systems 100 200 300 400

Plumbing 100 200 300 400

HVAC 100 200 300 400

Fire Protection 100 200 300 400

Electrical 100 200 300 400

Equipment and Furnishings

Fixed Equipment 100 200 300 400

Moveable Furnishings 100 100 200 300

Special Equipment 100 200 300 400

Fixed Furnishings 100 200 300 400

Special Construction 100 200 300 400

Sitework 0 100 100 200

Site Improvements

Roadways 100 200 200 300

Parking 100 200 200 300

Pavement 100 200 200 300

Landscaping 0 100 100 200

Irrigation 0 100 200 200

Site Utilities 100 200 300 300


Now that the LOD project-specific requirements are known, the architect will lead the team in developing the Model Progression Schedule found in the project BIM Execution Plan, which will assign the level of development at each major design deliverable. The Model Element Table will be reviewed and utilized during this process. At this time, the architect will complete the SD, DD, and CD columns. Once the Contractor joins the BIM team, the document will be revisited to populate the Shop Drawings and As-Built/Record Model columns. The Architect is responsible for detailing through LOD 300.

At the end of each design deliverable, the Designer will transmit the model files to the GW Project Manager to confirm LOD modeling, as well as system compatibility and file naming standards. The GW Project Manager will file the models in accordance with the filing standard in section on GW Internal Archiving Process under Closeout Documents and notify the GW BIS Manager of receipt of files. The GW BIS Manager will perform quality control checks on the content within the model at each deliverable to confirm that team is modeling to appropriate LOD and will notify the GW Project Manager of any concerns identified.


Naming Conventions

Des

ign

er

Establish model utilizing latest version of Autodesk Revit


Establish sheet views and CAD file numbering to comply with naming conventions

Establish room numbers

Utilize layering standards for CAD conversions and space planning

Co

ntr

acto

r

Confirm use of Revit or IFC compliant software for preparation of as-builts and coordinated drawings


GW

Provide official project name and number for naming of files

Review room numbering at DD and 75% CDs for compliance

The purpose of naming standards is to create consistency among all GW properties for electronic files, which aids in the onboarding of new properties and ongoing management of facilities. In an environment that relies on BIM and electronic data to populate the asset management system, it is important that these naming conventions are established during the design process, and maintained throughout construction and facility turn-over. Naming standards begin with labels of rooms, and then continue through the physical records that are created to document and maintain spaces. These standards have also been created to align with DCRA ProjectDox requirements. For disciplines that are not designated in DCRA ProjectDox, the Designer will utilize the GW discipline designators indicated.

Naming Conventions


Model Names

The Designer will define the naming conventions for models in accordance with the following format:

Format [GW Project Number] Space [Discipline Designator] Space [-] Space [Software Version Designator] Space [Reference Date]

Example 11456 Architecture – R13 2013-11-13 11456 Structure – R13 2013-11-13 11456 Mechanical – R13 2013-11-13

The Architect should confirm with the GW BIS Manager the official project name and project number to use for model naming.

Discipline Designator

The discipline designator consists of one alphabetical character from the following list:

A Architectural Q Audio Visual

C Civil S Structural

E Electrical T Information Technology/Telecommunication

F Fire Protection & Fire Alarm V Elevators

L Landscape X Security

M Mechanical Z Zoning

P Plumbing

Depending on project size, a project may be broken into multiple models with one coordinated model file per floor, area, or level. If this segmentation is done, the major design disciplines need to be sectioned into Architectural, Structural, and Mechanical models. In this case, these additional discipline designators may be utilized:

MD Mechanical Ductwork ED Electrical Distribution and Fit-out

MH Mechanical Hydronics EL Electrical Lighting

ME Mechanical Equipment FP Fire Protection

PL Plumbing, Waste, and Vent CV Civil

Software Version Designator

The software version designator will utilize the following:

R13 Autodesk Revit 2013 R14 Autodesk Revit 2014

Reference date formatting should be written as follows: 4-digit year [-] 2-digit month [-] 2-digit day

Drawing Numbering/Sheet Views

The Designer will utilize the naming conventions for sheet views generated in the model and AutoCAD files (on non-BIM projects) in accordance with the following format:


Format [GW Project Number] Space [Discipline Designator] Space [Sheet Sequence Number] Space [-] Space [Sheet Title]

Example 11456 A0101 – First Floor Plan It is important that files are named in this exact format so as to avoid system conflicts when drawings are uploaded to GW’s asset management system and allow them to sort properly. Dots must be excluded from the sheet name. Examples of incorrect formats: A.0101 First Floor Plan A0101-First Floor Plan A0101 – First_Floor_Plan

Discipline Designator

The discipline designator consists of one alphabetical character from the following list:

A Architectural L Landscape

B Building Permits M Mechanical

C Civil P Plumbing

D Demolition Q Audio Visual

E Electrical S Structural

F Fire Protection & Fire Alarm T Information Technology/Telecommunication GWorld/Electronic Access Control Hardware

G General Notes/Information/Life Safety V Elevators

I Interior Design Z Zoning

K Kitchen Equipment

Sheet Sequence Number

The sheet sequence number consists of four numerical character from the following list:

0000 General (Symbols, Legends, Notes) 0500 Details

0100 Plans (including Reflected Ceiling Plans) 0600 Schedules and Diagrams

0200 Elevations 0700Elevators and Stairs (plans, details, sections) or User Defined (non-architecture)

0300 Sections 0800Enlarged Restroom Plans and Interior Elevations or User Defined (non-architecture)

0400 Enlarged Views (plans, sections, elevations) 0900 Interior Details, Partition Types, Window Types

Space and Asset Data Management

Part of the information GW needs to collect from Revit and AutoCAD files relates to space and asset data, including the listing of rooms and their associated square footages. Asset information will later be collected by the Contractor in the procedure on Information Exchange. In order to capture this information from either Revit models or AutoCAD files, the Designer will establish a specific configuration of these files to comply with the requirements below:


When project is utilizing Revit:

GW has established standard categories in Revit that correspond to the AutoCAD layers in the DWF export setup. These conversions are:

RVT Category AutoCAD Layer Color ID

Air Terminal Tags

A‐ANNO‐NOTE 4

Air Terminals

M-EQPT 254

Cable Tray Fitting Tags

A‐ANNO‐NOTE 4

Cable Tray Fittings

E-EQPT 255

Cable Tray Fittings Center line E-EQPT 253

Cable Tray Tags

A‐ANNO‐NOTE 4

Cable Trays

E-EQPT 253

Cable Trays Center line E-EQPT 253

Cable Trays Drop E-EQPT 253

Cable Trays Rise E-EQPT 253

Callouts

A‐ANNO‐NOTE 4

Casework

A-FLOR-EQPT 40

Casework Tags

A‐ANNO‐NOTE 4

Ceiling Tags

A‐ANNO‐NOTE 4

Color Fill Legends

A‐ANNO‐NOTE 4

Columns

S‐COLS 3

Communication Device Tags

A‐ANNO‐NOTE 4

Communication Devices

E-EQPT 253

Conduit Fitting Tags

A‐ANNO‐NOTE 4

Conduit Fittings

E-EQPT 253

Conduit Fittings Center line E-EQPT 253

Conduit Tags

A‐ANNO‐NOTE 4

Conduits

E-EQPT 253



Conduits Center line E-EQPT 253

Conduits Drop E-EQPT 253

Conduits Rise E-EQPT 253

Constraints

E-EQPT 253

Contour Labels

C-EXTR 252

Curtain Panel Tags

A‐ANNO‐NOTE 4

Curtain Panels

A-GLAZ 4

Curtain Wall Mullions

A-GLAZ 4

Data Device Tags

A‐ANNO‐NOTE 4

Data Devices

E-EQPT 253

Detail Item Tags

A‐ANNO‐NOTE 4

Dimensions

A‐ANNO‐NOTE 4

Dimensions

Automatic

Sketch

Dimensions

A‐ANNO‐NOTE 4

Door Tags

A‐ANNO‐NOTE 4

Doors

A-DOOR 3

Doors Frame/Mullion A-DOOR 3

Doors Glass A-DOOR 3

Doors Opening A-DOOR 3

Doors Panel A-DOOR 3

Duct Accessories

M-EQPT 254

Duct Accessory Tags

A‐ANNO‐NOTE 4

Duct Color Fill

A‐ANNO‐NOTE 4

Duct Color Fill Legends

A‐ANNO‐NOTE 4

Duct Fitting Tags

A‐ANNO‐NOTE 4



Duct Fittings

M-EQPT 254

Duct Tags

A‐ANNO‐NOTE 4

Ducts

M-EQPT 254

Electrical Circuit Tag

A‐ANNO‐NOTE 4

Electrical Equipment

E-EQPT 253

Electrical Equipment Tags

A‐ANNO‐NOTE 4

Electrical Fixture Tags

A‐ANNO‐NOTE 4

Electrical Fixtures

A-FLOR-EQPT 40

Elevations

A‐ANNO‐NOTE 4

Entourage

A‐ANNO‐NOTE 4

Fire Alarm Device Tags

A‐ANNO‐NOTE 4

Fire Alarm Devices

A-FLOR-EQPT 40

Flex Duct Tags

A‐ANNO‐NOTE 4

Flex Ducts

M-EQPT 254

Flex Pipe Tags

A‐ANNO‐NOTE 4

Flex Pipes

M-EQPT 254

Floors

A-FLOR-EDGE 2

Floors Cut Pattern A-FLOR-EDGE 2

Floors Hidden Lines A-FLOR-EDGE 2

Floors Slab Edges A-FLOR-EDGE 2

Floors Surface Pattern A-FLOR-EDGE 2

Foundation Span Direction

Symbol A‐ANNO‐NOTE 4

Furniture

A-FLOR-EQPT 40

Furniture System Tags

A‐ANNO‐NOTE 4



Furniture Systems

A-FLOR-EQPT 40

Furniture Tags

A‐ANNO‐NOTE 4

Generic Annotations

A‐ANNO‐NOTE 4

Generic Model Tags

A‐ANNO‐NOTE 4

Generic Models

S-EQPT

Grid Heads

A‐ANNO‐NOTE 4

Grids

A‐ANNO‐NOTE 4

Guide Grid

A‐ANNO‐NOTE 4

HVAC Zones

A‐ANNO‐NOTE 4

Imports in Families

A‐ANNO‐NOTE 4

Keynote Tags

A‐ANNO‐NOTE 4

Level Heads

A‐ANNO‐NOTE 4

Levels

A‐ANNO‐NOTE 4

Lighting Device Tags

A‐ANNO‐NOTE 4

Lighting Devices

E‐EQPT 253

Lighting Fixture Tags

A‐ANNO‐NOTE 4

Lighting Fixtures

E‐EQPT 253

Lines

A‐ANNO‐NOTE 4

Lines <Area

Boundary> A‐ANNO‐NOTE 4

Lines <Beyond> A‐ANNO‐NOTE 4

Lines <Centerline> A‐ANNO‐NOTE 4

Lines <Demolished> A‐ANNO‐NOTE 4

Lines <Hidden> A‐ANNO‐NOTE 4

Lines <Overhead> A‐ANNO‐NOTE 4



Lines <Revision

Cloud> A‐ANNO‐NOTE 4

Lines <Room

Separation> A‐ANNO‐NOTE 4

Lines <Sketch> A‐ANNO‐NOTE 4

Lines <Space

Separation> A‐ANNO‐NOTE 4

Lines Axis of Rotation A‐ANNO‐NOTE 4

Lines Insulation

Batting Lines A‐ANNO‐NOTE 4

Lines Lines A‐ANNO‐NOTE 4

Lines Medium Lines A‐ANNO‐NOTE 4

Lines Thin Lines A‐ANNO‐NOTE 4

Lines Wide Lines A‐ANNO‐NOTE 4

Mass

A‐ANNO‐NOTE 4

Mass Tags

A‐ANNO‐NOTE 4

Matchline

A‐ANNO‐NOTE 4

Material Tags

A‐ANNO‐NOTE 4

Mechanical Equipment

M‐EQPT 254

Mechanical Equipment Tags

A‐ANNO‐NOTE 4

Multi‐Category Tags

A‐ANNO‐NOTE 4

Nurse Call Device Tags

A‐ANNO‐NOTE 4

Nurse Call Devices

S-EQPT 40

Panel Schedule Graphics

A‐ANNO‐NOTE 4

Parking Tags

A‐ANNO‐NOTE 4

Pipe Accessories

M‐EQPT 254



Pipe Accessory Tags

A‐ANNO‐NOTE 4

Pipe Color Fill

A‐ANNO‐NOTE 4

Pipe Color Fill Legends

A‐ANNO‐NOTE 4

Pipe Fitting Tags

A‐ANNO‐NOTE 4

Pipe Fittings

M‐EQPT 254

Pipe Tags

A‐ANNO‐NOTE 4

Pipes

M‐EQPT 254

Planting Tags

A‐ANNO‐NOTE 4

Plumbing Fixture Tags

A‐ANNO‐NOTE 4

Plumbing Fixtures

P-FIXT 6

Property Line Segment Tags

A‐ANNO‐NOTE 4

Property Tags

A‐ANNO‐NOTE 4

Railing Tags

A‐ANNO‐NOTE 4

Railings

A‐FLOR‐HRAL 8

Railings Balusters A‐FLOR‐HRAL 8

Railings Railings Beyond

Cut Line A‐FLOR‐HRAL 8

Railings Rails A‐FLOR‐HRAL 8

Ramps

C-EXTR 252

Ramps Down Arrow A‐ANNO‐NOTE 4

Ramps DOWN text A‐ANNO‐NOTE 4

Ramps Incomplete

ramps A‐ANNO‐NOTE 4

Ramps Ramps Beyond

Cut Line C-EXTR 252

Ramps Stringers C-EXTR 252



Ramps

Stringers

Beyond Cut

Line

C-EXTR 252

Ramps Up Arrow A‐ANNO‐NOTE 4

Ramps UP text A‐ANNO‐NOTE 4

Raster Images

A‐ANNO‐NOTE 4

Reference Planes

A‐ANNO‐NOTE 4

Revision Cloud Tags

A‐ANNO‐NOTE 4

Revision Clouds

A‐ANNO‐NOTE 4

Roads

C-EXTR 252

Roof Tags

A‐ANNO‐NOTE 4

Room Polylines

U-SPAC-ROOM 6

Room Tags

U-SPAC-IDEN-RMNO 7

Rooms

U-SPAC-IDEN 7

Schedule Graphics

A‐ANNO‐NOTE 4

Scope Boxes

A‐ANNO‐NOTE 4

Sections

A‐ANNO‐NOTE 4

Security Device Tags

A‐ANNO‐NOTE 4

Security Devices

A-FLOR-EQPT 40

Site

C-EXTR 252

Site Pads C-EXTR 252

Site Property C-EXTR 252

Site Tags

A‐ANNO‐NOTE 4

Space Tags

A‐ANNO‐NOTE 4

Spaces

A‐ANNO‐NOTE 4

Spaces Color Fill A‐ANNO‐NOTE 4



Span Direction Symbol

A‐ANNO‐NOTE 4

Specialty Equipment

K-EQPT 255

Specialty Equipment Tags

A‐ANNO‐NOTE 4

Spot Coordinates

A‐ANNO‐NOTE 4

Spot Elevations

A‐ANNO‐NOTE 4

Spot Slopes

A‐ANNO‐NOTE 4

Sprinkler Tags

A‐ANNO‐NOTE 4

Sprinklers

A-FLOR-EQPT 40

Stair Tags

A‐ANNO‐NOTE 4

Stairs

A-FLOR-STRS 5

Stairs Down Arrow A‐ANNO‐NOTE 4

Stairs DOWN Text A‐ANNO‐NOTE 4

Stairs Incomplete

Stairs A-FLOR-STRS 5

Stairs Stairs Beyond

Cut Line A-FLOR-STRS 5

Stairs Stringers A-FLOR-STRS 5

Stairs

Stringers

Beyond Cut

Line

A-FLOR-STRS 5

Stairs Up Arrow A‐ANNO‐NOTE 4

Stairs UP Text A‐ANNO‐NOTE 4

Structural Area

Reinforcement Tags A‐ANNO‐NOTE 4

Structural Beam System

Tags A‐ANNO‐NOTE 4

Structural Column Tags

A‐ANNO‐NOTE 4



Structural Columns

S-COLS 3

Structural Connection Tags

A‐ANNO‐NOTE 4

Structural Foundation Tags

A‐ANNO‐NOTE 4

Structural Framing Tags

A‐ANNO‐NOTE 4

Structural Path

Reinforcement Tags A‐ANNO‐NOTE 4

Structural Rebar Tags

A‐ANNO‐NOTE 4

Structural Stiffener Tags

A‐ANNO‐NOTE 4

Structural Truss Tags

A‐ANNO‐NOTE 4

Telephone Device Tags

A‐ANNO‐NOTE 4

Telephone Devices

A-FLOR-EQPT 40

Text Notes

A‐ANNO‐NOTE 4

Title Blocks

A-TTLB-DWFL-* 7

Title Blocks Medium Lines A-TTLB-DWFL-* 7

Title Blocks Thin Lines A-TTLB-DWFL-* 7

Title Blocks Wide Lines A-TTLB-DWFL-* 7

Topography

C-EXTR 252

Topography Boundary Point C-EXTR 252

Topography Interior Point C-EXTR 252

Topography Primary

Contours C-EXTR 252

Topography Secondary

Contours C-EXTR 252

Topography Triangulation

Edges C-EXTR 252

Underlay

A‐ANNO‐NOTE 4



View Reference

A‐ANNO‐NOTE 4

View Titles

A‐ANNO‐NOTE 4

Viewports

A-TTLB-DWFL-VPRT 246

Wall Tags

A‐ANNO‐NOTE 4

Walls

A‐WALL 1

Walls Curtain Wall

Grids A-GLAZ 4

Walls Cut Pattern A‐WALL 1

Walls Hidden Lines A‐WALL 1

Walls Surface Pattern A‐WALL 1

Walls/Interior:1

A‐WALL‐INTR 1

Walls/Exterior:2

A‐WALL‐EXTR 7

Walls/Foundation:3

A‐WALL‐EXTR 7

Walls/Retaining:4

A‐WALL‐EXTR 7

Window Tags

A‐ANNO‐NOTE 4

Windows

A-GLAZ 4

Windows Frame/Mullion A-GLAZ 4

Windows Glass A-GLAZ 4

Windows Opening A-GLAZ 4

Windows Sill/Head A-GLAZ 4

Wire Tag

A‐ANNO‐NOTE 4

Wire Tick Marks

A‐ANNO‐NOTE 4

Wires

E-EQPT 253

When the Designer establishes the master model for the project, use the field conversions indicated above to aid in the setup of the category/layer conversion. Form 5: Revit File Template can be utilized to establish the master


model file, including asset parameters to work with the exchange information detailed in a later section, as well as the corresponding category/layer conversion within the Revit model.

Any models established for the project will utilize this layering conversion, and these conversions will be maintained for all project files.

Upon receipt of the Revit files at the conclusion of the project, the GW BIS Manager will either utilize a utility directly from Revit to collect space information or will generate AutoCAD files to collect the space information utilizing AIMCAD.

When project is utilizing AutoCAD:

On projects where CAD is being utilized in lieu of Revit, GW has established standard layering requirements for AutoCAD projects. The Designer will establish layers to comply with the layering standards below. On the drawing to be utilized for the space plan information (ideally the floor plan for the project), the following building elements need to be shown:

Building Elements

Exterior walls

Interior walls (both full height and partial height)

Windows

Doors

Millwork

Installed commercial kitchen equipment

Plumbing fixtures (including toilet partitions and grab bars in restrooms)

Floor openings and penetrations (i.e. – atriums, shafts, etc.)

Vertical conveyance (i.e. – elevators, stairs, etc.)

Columns


The following are the layer designators for space plans:

Layer Name Usage

A-ANNO-NOTE text not related to room numbers or room functions

A-DOOR Doors

A-ELEV elevator cabs and associated equipment

A-FLOR-EDGE slab edges at floor openings (elevator shafts, utility shafts, atriums, etc.)

A-FLOR-EQPT millwork, AV equipment, and architectural fixtures/fixed furnishings

A-FLOR-HRAL handrails on stairs, ramps, and other floor openings

A-FLOR-OPEN to denote all floor openings

A-FLOR-STRS Stairs

A-GLAZ glazing (interior and exterior)

A-WALL-EXTR exterior walls

A-WALL-INTR interior full height walls

A-WALL-INTR-PRHT interior partial height walls and cubicle partitions

C-EXTR stairs, ramps, planters, and other civil/landscaping fixtures immediately adjacent to the exterior wall, but not within the building envelope

K-EQPT fixed kitchen equipment in commercial kitchens and service areas (not in residential dorm kitchens and kitchenettes)

P-FIXT plumbing fixtures, grab bars, and restroom stall partitions

S-COLS Columns

U-SPAC-EXTR gross floor area (polyline to be drawn around all exterior faces of the building)

U-SPAC-IDEN room functions (office, classroom, mechanical room, etc.)

U-SPAC-IDEN-RMNO room numbers

U-SPAC-ROOM location area (polyline to be drawn along the face of all walls inside each individual room inside the building envelope)

U-SPAC-VRPN vertical penetration area (polyline to be drawn along the face of all slab openings)

All A-TTLB-DWFL-* layers are for the title block on the DWF tab and should not be used or otherwise edited.

In order to generate space plans, the Designer must provide the following drawing elements:

A closed polyline around the exterior face of the building envelope

A closed polyline around the face of walls in every individual room, closet, corridor, and stair with an individual room number inside the building envelope (closets without an individual room number should be included as part of the larger room to which they are connected)

A closed polyline around all floor openings at slab edge


Room number for each individual room

Room function for each individual room (i.e. – classroom, office, laboratory, electrical closet, restroom, and so on)

Layer properties for all drawn elements are included in the Form 6: DWG space layering template file.

Room Numbering

Refer to The George Washington University Design Standards for New Construction and Major Renovations Section H. Room Numbering revised 1/1/12 for requirements and guidelines related to the numbering of rooms. The GW BIS Manager will review proposed room numbering to verify compliance with GW’s room numbering standard at the following design intervals: DD and 75% CD. This will help avoid difficult and costly renumbering efforts later at project occupancy.


Asset ClassificationD

esig

ner

Create edited OmniClass Table 23 utilizing GW customized template

Confirm numbers used in OmniClass Table 23 against those used in the BIM Model

Populate cross list of OmniClass numbers to MasterFormat for project

Co

ntr

acto

r

Confirm OmniClass Table 23 and BIM model contain same OmniClass

numbers

Maintain OmniClass Table 23 throughout project and turnover updated version at end of project


GW

Provide edited OmniClass Table 23 for project team use

Review completed OmniClass Table 23 at end of CDs for any modifications needed


Creation of OmniClass Table 23

In GW’s asset management system, AiM AssetWorks, assets are defined by products (components and assemblies) to a Level 5. Within the model, the Designer will utilize OmniClass Table 23 definitions for assets. Standard will follow the OmniClass Tables 2010 version. Future releases will need to be reviewed to see if this standard should be updated. A customized version of Table 23 has been established for use on GW Projects – refer to Appendix Form 2: OmniClass Table 23. During the Construction Document process, the Designer must complete the Appendix Form 2 and save a version specific to the project. The master list should be edited to only contain items that are incorporated into the project, and rows should be deleted for products that are not found in the job. If there are any items missing from the list that appear in the model, the Designer should notify the GW Project Manager to discuss the classification and addition of these items.

At the completion of CDs, the Designer will perform a check from the model that all OmniClass numbers utilized appear on the spreadsheet, and that no extra items appear on the spreadsheets that are not a part of the project. This check should also be reviewed with the Contractor prior to the turnover of the model and the excel sheet.

Asset Classification


Population of MasterFormat Cross List

It is anticipated that Designers will utilize MasterFormat for the design process and creation of specifications. Part of this procedure will be creating a cross list to correlate MasterFormat numbers to OmniClass numbers. OmniClass classifications will continue through the documentation from the Contractor as submittals and warranties are uploaded.

Once the OmniClass numbers have been verified, the Designer will insert the corresponding MasterFormat number next to the OmniClass number in the OmniClass Table 23 document. This field is left open for Designer customization on each project. This correlation table will allow the project team to cross list MasterFormat and OmniClass numbers throughout the duration of the project, which is helpful for the submittal and field administration process.

The Designer then will include the edited OmniClass Table 23 in the Project Manual, and transmit an .XLS and .PDF version to the GW Project Manager and Contractor.

GW will utilize the initial version of OmniClass Table 23 to verify their understanding of the assets that are incorporated within the project from a facilities management view and verify if there are any modifications needed internally for how the equipment will be grouped. GW will make these modifications.

Maintaining Lists During the Project

For any design changes issued during the project, the Designer must verify that the changes do not impact the addition or deletion of rows from the OmniClass Table 23. If it does, the Designer must communicate these changes to the Contractor for inclusion in the most recent OmniClass Table 23. The Contractor will be responsible for maintaining the live file of the OmniClass Table 23 throughout construction, and then turning over this file to GW at the conclusion of the project.


Construction Construction

As‐Built Notations

Information Exchange

Submittals


Construction

Des

ign

er

Work with Contractor to establish a submittal processing procedure

Ensure models have been established during design utilizing required Revit parameters

Review first draft of Exchange Template to ensure it contains all equipment identified on the design documents

Co

ntr

acto

r

Work with the Designer to establish a submittal processing procedure

Prepare all submittal files with GW naming conventions

Turn over of all approved submittals at the end of the submittal process

Confirm specific asset requirements to include in spreadsheet

Prepare Exchange Template and transmit to GW at intervals indicated

GW

Work with project team to clarify

file naming if project consists of more than one building

Ensure receipt of approved submittal files from Contractor at end of submittal process

Upload submittal files into AiM AssetWorks

Confirm building name requirements for spreadsheet

Oversee receipt of Exchange Template at intervals indicated

Utilize Exchange Template to upload information into AiM

Submittals Information Exchange


Des

ign

er

Maintain Record Specifications for

turnover to GW

Verify monthly the Contractor’s maintenance of the as-built record model

For non-BIM projects, confirm responsibility regarding incorporation of redlined notations into an as-built record set

Co

ntr

acto

r

Maintain project as-builts in BIM model concurrently with construction process

For non-BIM projects, maintain project as-builts with redlined notations

GW

Verify Designer and Contractor are performing monthly audits of as-built record model

For non-BIM projects, confirm responsibilities for Designer and Contractor for preparation of as-builts

As-Built Notations


SubmittalsD

esig

ner

Incorporate submittal requirements into Division 1 specifications

Work with Contractor to establish a submittal processing procedure

Co

ntr

acto

r

Work with Designer to establish a submittal processing procedure

Prepare all submittal files utilizing GW naming conventions

Turn over all approved submittals at the end of the submittal process

GW

Work with project team to clarify file naming if project consists of more than one

building

Review Designer’s Division 1 specification to ensure it incorporates these submittal requirements

Ensure receipt of approved submittal files from the Contractor at end of submittal process

Upload submittal files into AiM AssetWorks

Submittals


Shop Drawings and Product Data

During the construction process, the processing of submittals will be handled electronically by the Designer and Contractor. The choice of system used for the review and processing of submittals is the choice of the Designer and Contractor. GW’s expectation is to receive a full set of approved submittals in .PDF format at the conclusion of the submittal process, using the naming conventions below. Physical samples prepared for the submittal process will be kept by the Contractor at the jobsite office.

The Designer is responsible for incorporating these requirements into the Division1 portion of the specifications Project Manual and for reviewing submittals for compliance with these procedures.

Format [GW Project Number] Space [MasterFormat Spec Section] Space [OmniClass Number] Space [Description/System Name] Space [Submittal Type]

Example 11453 083213 23-17.11.23.13 Automatic Sliding Door SD 11453 263000 23-35.11.12.11 Emergency Generator PD

For GW Project Number, if the project contains one building, the GW Project Number should be used. If the project contains more than one building, discuss this with the GW Project Manager and GW BIS Manager to determine the project numbering scheme.

The Spec Section and OmniClass Numbers shall generate from the OmniClass Table 23 document developed for the project. See the section on Asset Classification for more information.

Submittal Type

The Submittal Type will consist of two alphabetical characters utilizing the following list:

CA Calculations PE Permit

CE Certificate QD Qualification Data

LD LEED Documentation SD Shop Drawing

PD Product Data

Submittals are transmitted to the GW Project Manager on a physical media – either thumb drive, or removable USB drive. Do not place final deliverables on CDs or a remote computer drive for download.


Trade Contractor Models

For models generated by the Contractor or Subcontractors, the following naming conventions are used:

Format [GW Project Number] Space [Trade Designator] [-] [Level] [-]Area [-][Phase Code] [-] [Type Code] [-] [ Reference Date]

Example 11456 A-02-C-DSN-3D-2013-11-13

Trade Designator

The trade designator will consist of up to three alphabetical characters utilizing the following list:

A Architectural PP Plumbing Pipe

INT Casework MG Lab Piping

EE Electrical Equipment CW Curtainwall

LTS Light Fixtures PC Precast

FA Fire Alarm PA Metal Panels

FP Fire Protection S Structure

MP HVAC Mechanical Pipe SPC Special Items/Misc

MD HVAC Mechanical Duct

Level

The level shall be defined in the project BIM Execution Plan

Area

The level shall be defined in the project BIM Execution Plan

Phase Code

The phase code shall utilize one of the following choices:

DSN Documentation generated from design models

SUB Documentation generated from trade models

Type Code

The type code shall utilize one of the following choices:

2D 2-dimensional drawing documentation

3D 3-dimensional drawing documentation

When writing a reference date, use the following format: 4-digit year [-] 2-digit month [-] 2-digit day. The Contractor will require subcontractors, fabricators, suppliers, and manufactures to submit all models to the contractor in both an .NWD (Navisworks) format and an .RVT (AutoDesk Revit) format. These models should be updated after each project coordination meeting or as changes occur in the field during construction.



Des

ign

er

Ensure models have been established during design utilizing required Revit parameters

Review first draft of Exchange Template to ensure it contains all equipment identified on the design documents

Co

ntr

acto

r

Confirm specific asset requirements to include in spreadsheet

Prepare Exchange Template and transmit to GW at intervals indicated

GW

Confirm building name requirements for spreadsheet

Oversee receipt of Exchange Template at intervals indicated

Utilize Exchange Template to upload information into AiM

Within the Naming Convention section of this manual, the Designer has been provided the required Revit parameters to establish information regarding asset data. The Designer must either utilize the Form 5: Revit File Template provided to establish these parameters, or manually create these within Revit so that they are available for the Contractor to utilize for this procedure on Information Exchange.

In order to facilitate the onboarding of a new building, the Contractor must complete a spreadsheet with data on assets, particularly equipment data, in a format that facilitates upload to GW’s facility management system, AiM AssetWorks. A standard spreadsheet template in Microsoft Excel format has been provided in the Appendix – Form 3: Exchange Template.

The information required for this template may be gathered by the Contractor in a variety of ways, including:

‐ Manual entry into the spreadsheet

‐ Extraction of BIM attribute data from the BIM model to match the column headings provided on the template

‐ Utilization of a COBie compliant software to extract the data needed by GW



GW is not requesting this deliverable as a fully COBie compliant spreadsheet. The amount of information needed is less than that required under a COBie deliverable.

Asset Types

GW requires the completion of this data for assets that will have specific warranty information, as well as preventive maintenance measures to track. This includes all named products and equipment appearing in design schedules. In order to clarify the types of assets that this information is needed for, refer to the table below by MasterFormat division. The Contractor should discuss this list with the GW Project Manager in order to confirm specific requirements on a project.

Div No. Division Name Items to List

01 General Requirements None

02 Existing Conditions None

03 Concrete None

04 Masonry None

05 Metals None

06 Wood, Plastics, and Composites None

07 Thermal and Moisture Protection Roofing System

08 Openings Doors – None Windows – None Auto Entrances – by opening

09 Finishes None

10 Specialties Items with operable parts requiring maintenance

11 Equipment

Lab Equipment Parking Control Equipment Residential Equipment Food Service Equipment

12 Furnishings None

13 Special Construction None

14 Conveying Equipment Elevators

21 Fire Suppression Valves, equipment, pumps

22 Plumbing Fixtures, equipment, valves, meters

23 HVAC Equipment, valves, dampers

25 Integrated Automation Controls – equipment, valves, dampers

26 Electrical Equipment, meters Lighting

27 Communications None

28 Electronic Safety and Security None

31 Earthwork None


32 Exterior Improvements None

33 Utilities None

Completing the Spreadsheet

The spreadsheet matches the timing of when the information is available to the Contractor to complete the document. The process has been split into three phases. See below. At each phase, the Contractor sends the completed Excel document to the GW Project Manager for further processing.

Required Data Fields

There are 17 standard core fields requested by GW. These fields are the same for every type of asset. In the future, GW may look to add additional fields for certain types of assets, but this is not a requirement.

The fields needed by GW, and those that appear on the standard template are indicated below. Information on when the field should be populated is provided, as well as direction on how the field should be named.

Field When Populated Directions for Field Naming

(Where Information Comes From)

Type Name Before Arrival Utilize name found in OmniClass Table 23 under Level 3 description

Type Description Before Arrival Utilize name found in OmniClass Table 23 under Level 4 description

Building Before Arrival Consult with GW to obtain the correct naming to utilize in this field

Before Arrival

After Arrival

At Substantial Completion

This information should be completed as a part of the submittal process. The Contractor transmits a copy of the spreadsheet to GW at the completion of the submittal phase. This timing should coincide with the approved submittal deliverable requirement described in the section on Submittals. Before transmitting the Excel Document to the GW Project Manager, the Contractor must first submit the form to the Designer for review. The Designer reviews the form to ensure that the list of equipment provided in the Exchange Template includes all equipment identified on the design documents or in the BIM model.

This information should be completed as items arrive to site. The Contractor transmits a copy of the spreadsheet to GW when construction is at 75% complete. This timing should coincide with the completion of the Operating and Maintenance manuals.

This information should be completed once Substantial Completion has been met, and therefore the date of warranty starts is known. The Contractor transmits a copy of the fully completed spreadsheet to GW within 10 days after Substantial Completion.


Field When Populated Directions for Field Naming

(Where Information Comes From)

Room Before Arrival Equipment location in building

Masterformat # Before Arrival Number from spec section that equipment was specified in

OmniClass # Before Arrival Corresponding number to Masterformat number, as indicated in the OmniClass Table 23 document created for the project

Manufacturer Before Arrival Manufacturer of equipment

Model # Before Arrival Manufacturer’s indicated full model number

Replacement Value Before Arrival Purchased equipment price

Expected Life Before Arrival

Useful life anticipated for the equipment, after which it should be evaluated for replacement, expressed in number of months. This information should be obtained from the manufacturer’s recommendation

Warranty (Contractor) Before Arrival Length of warranty duration provided by Contractor from Substantial Completion, expressed in number of months. If not applicable, enter N/A

Warranty (Installer) Before Arrival Length of warranty duration provided by Installer of equipment from Substantial Completion, expressed in number of months. If not applicable, enter N/A

Warranty (Manufacturer)

Before Arrival Length of warranty duration provided by Manufacturer from Substantial Completion, expressed in number of months. If not applicable, enter N/A

Parts List Before Arrival Indicate Yes or No if available

Tag Number Leave blank – information to be entered by GW

Serial # After Arrival # affixed to equipment

GPS Latitude After Arrival This may be obtained either within the model coordinates or by utilizing a GPS device on the jobsite. Enter in decimal degrees

GPS Longitude After Arrival This may be obtained either within the model coordinates or by utilizing a GPS device on the jobsite. Enter in decimal degrees

Warranty Start At Substantial

Completion Effective date of warranty start

Exchange Template Imports

The GW Project Manager will monitor receipt of the Excel exchange template at the three phases indicated. Upon receipt, the form will be delivered to the Director, Technology & Information Management, who will upload the information into AiM Assetworks. Before import, convert the Expected Life field from number of months provided by Contractor to an actual date based on Substantial Completion.


As-Built Notations

Des

ign

er

Maintain Record Specifications for turn over to GW

Verify monthly the Contractor’s maintenance of the as-built record model

For non-BIM projects, confirm responsibility regarding incorporation of redlined notations into an as-built record set

Co

ntr

acto

r

Maintain project as-builts in BIM model concurrently with construction process

For non-BIM projects, maintain project as-builts with redlined notations

GW

Verify Designer and Contractor are performing monthly audits of as-built record model

For non-BIM projects, confirm responsibilities for Designer and Contractor for preparation of as-builts.

GW’s intention is to maintain one set of BIM working files for a facility, in lieu of maintaining separate design and construction models. To accomplish this goal, on projects utilizing BIM, the Designer and Contractor will follow the procedures outlined below to result in a singular model deliverable to GW at the conclusion of a project.

Transition of Electronic Files

The Contractor is responsible for the preparation of as-builts. On projects utilizing BIM, the Contractor will be maintaining the as-builts within the BIM model, so that GW receives one model at the conclusion of the project to maintain for the lifecycle of the project.

During the development of the BIM Project Execution Plan, the Designer and Contractor will discuss the transition of the Design Model from the Designer to the Contractor for conversion to the as-built record model. This transition should occur as early as practical after the start of construction so that as-builts can be actively maintained within the model. Note that this transition does not alleviate the Designer of their contractual obligations for the design – this is discussed more within this manual under Contractual Documents, but is more explicitly called out within both the Designer and Contractor contracts with GW.

As-Built Notations


The exact timing of this transition is left to the discretion of the entire team – Designer, Contractor, and GW – because each project is unique and there is no one-size-fits-all scenario to apply. On a project where the design is essentially complete with a formal issuing of Construction Documents, this is a good break point to transition model management from the Designer to the Contractor. On projects where there will continue to be a heavy amount of design revisions into the construction phase, it may be prudent to wait for the model transition point. However, the expectation that the process of concurrent as-built documentation is mandated by GW.

Regardless of timing selected, the Designer and Contractor will be jointly responsible to ensure that as-builts are being maintained throughout the construction process. With a real-time management of as-builts, at Substantial Completion the Contractor should be able to quickly transmit the as-builts to GW for uploading into their facilities management system.

Verification of As-Built Notations

The Contractor is responsible for maintaining as-built notations within the model, including the incorporation of RFIs answered during the construction process, field notations, and design revisions. If RFIs result in the Designer developing a model change, the Designer and Contractor will discuss how to isolate this portion of the model for export by the Designer and then import by the Contractor into the working as-built model.

As a part of the monthly payment application process, the Architect is responsible for performing an audit of the Contractor’s working as-built model to verify that it includes all design revisions and field conditions to date. This verification is a condition of the Architect approving the Contractor’s payment to GW, as well as a condition of GW approving the Architect’s payment for construction administration services.

In order to aid this verification process, the Contractor will document updates made within the model by isolating these instances as a whole and classifying them according to the specific change. For example, when an RFI is posted within the model, the Contractor will note that within the content and classify it so that a report may be generated for the Designer to review what revision updates have been made. During the BIM Project Execution Plan preparation, the Contractor and Designer will discuss how they will work together to facilitate this process and what methods will be used within the model to identify the changes.

Record Specifications

The Designer is responsible for maintenance of a set of Record Specifications throughout the design and construction process. The section on Closeout Documents indicates when and in what format this deliverable shall be prepared by the Designer.

Non-BIM Projects

For projects not utilizing BIM, GW will clarify the intent and preparation of as-built deliverables depending on several factors, including:

- Are starting AutoCAD files available for the project from previous work?

- Is the Designer responsible for an AutoCAD deliverable to GW at the conclusion of the project?

- Does the Designer have the responsibility to pick up Contractor red-lines into their documents?

At a minimum, the Contractor is responsible for maintaining a hard copy set of drawings with redlined notations of any field conditions.


Facilities Turnover Facilities Turnover

Maintaining Files after Completion


As‐Built Record Model

Closeout Documents


Facilities Turnover

Des

ign

er

Participate in Closeout Kickoff Meeting

Prepare closeout documents with required formats and naming conventions

Transmit files to GW Project Manager by timing indicated

Perform final audit of Contractor as-built record model

On non-BIM projects, confirm responsibilities regarding incorporation of red-lined notations from Contractor

Co

ntr

acto

r

Organize Closeout Kickoff Meeting



On BIM projects, deliver final as-built record model incorporating all as-built information

On non-BIM projects, deliver red-lined as-built information to the Designer or GW as directed

GW


Review closeout documents for compliance with the requirements

Archive closeout documents to systems specified

Confirm receipt of as-builts within 15 days of Substantial Completion

Upload as-built record model and drawing sheet views to AiM AssetWorks

Closeout Documents As-Built Record Model


Des

ign

er

Prepare Division 1 and specifications to work with these requirements

Review operating and maintenance manuals for compliance with GW procedures

Not applicable

Co

ntr

acto

r

Prepare operating and maintenance manuals in accordance with GW procedures

Submit draft manuals at 75% construction complete

Not applicable

GW

Oversee process to ensure operating and maintenance manuals are started at 75% construction complete

Maintain BIM models for properties once established

Update Revit files to latest version of software on annual basis




Closeout DocumentsD

esig

ner




Co

ntr

acto

r

Organize Closeout Kickoff Meeting



GW


Review closeout documents for compliance with the requirements

Archive closeout documents to systems specified

In order to facilitate the turnover process, it is important to GW that closeout documents received are accurate, useful, and timely. The closeout process begins long before Substantial Completion and building occupancy. This section will provide guidance on the types and formatting of closeout documents required, as well as the expected timing of receipt to support a more seamless transition from the design and construction process to utilization by building occupants.

Closeout Documents


Closeout Kickoff Meeting

It is recommended that a closeout kickoff meeting be held with representatives from GW, the Designer, and Contractor prior to the assembly of closeout information. Ideally, this meeting should be held when the project reaches 50% complete. The Contractor will organize the meeting with all parties..

The agenda for this meeting should include the following topics:

‐ Review of closeout documentation and responsible parties

‐ Formatting of documents, including multiple format types

‐ Naming of files

‐ Process for turnover and delivery of documents

Designer Deliverables

The documents required from the Designer are specified below, and are clarified between BIM and non-BIM projects. The information below should be coordinated with the preparation of the BIM Execution Plan for projects utilizing BIM.

BIM Projects

On BIM projects, the following deliverables are required from the Designer:

Deliverable Format Due Date

Programming Narrative

.pdf

At deliverable completion

Schematic Design Narrative Drawings

.pdf .pdf


Design Development Specifications Drawings Design Model

.pdf .pdf .rvt


Construction Documents Project Manual Drawings Design Model

.pdf .pdf .rvt


Bid Process Addenda .pdf, .rvt At deliverable completion

Construction Bulletins .pdf, .rvt At deliverable completion

OmniClass Table 23 pdf, .xls At end of CDs

LEED Documentation Uploaded to USGBC At completion of design/ construction

Record Specifications .pdf At project completion

Stormwater management plan as-builts .pdf (with signatures) At project completion


Non-BIM Projects

On non-BIM projects, the following deliverables are required from the Designer:


Programming Narrative

.pdf


Schematic Design Narrative Drawings

.pdf .pdf, .dwg


Design Development Specifications Drawings

.pdf .pdf, .dwg


Construction Documents Project Manual Drawings

.pdf .pdf, .dwg


Bid Process Addenda .pdf, .dwg At deliverable completion

Construction Bulletins .pdf, .dwg At deliverable completion

LEED Documentation Uploaded to USGBC At completion of design/ construction

Record As-Builts .pdf, .dwg At project completion

Record Specifications .pdf At project completion

Stormwater management plan as-builts .pdf (with signatures) At project completion


Contractor Deliverables

The documents required from the Contractor are specified below, and are clarified between BIM and non-BIM projects. The information below should be coordinated with the preparation of the BIM Execution Plan.

BIM Projects

On BIM projects, the following deliverables are required from the Contractor:


Coordination Models – MEP, Structural, Exterior Skin, etc.

.rvt, .dwg, native format At end of coordination

As-Built Model - Final .rvt, .dwg At project completion

OmniClass Table 23 .pdf, .xls At project completion

Exchange Template .xls At 75% project completion

Approved Submittals .pdf At completion of submittal process

Operating & Maintenance Manuals .pdf At 75% project completion

Warranties .pdf At project completion

Permits .pdf Upon receipt

Spare Parts List .pdf At 75% project completion

LEED Documentation Uploaded to USGBC At completion of construction

Project Team Directory .pdf

Training Videos .avi At project completion

Original building permit drawings .pdf (with stamp and signatures)

At project completion

Samples used during submittal verification process

Physical samples To be disposed – confirm with GW Project Manager prior that none need to be retained


Non-BIM Projects

On non-BIM projects, the following deliverables are required from the Contractor


As-Builts - Redlined Hard copy and .pdf At project completion

Exchange Template .xls At 75% project completion

Approved Submittals .pdf At completion of submittal process

Operating & Maintenance Manuals .pdf At 75% completion

Warranties .pdf At project completion

Permits .pdf Upon receipt

Spare Parts List .pdf At 75% project completion

LEED Documentation Uploaded to USGBC At completion of construction

Project Team Directory .pdf

Training Videos .avi At project completion

Original building permit drawings .pdf (with stamp and signatures)

At project completion

Samples used during submittal verification process

Physical samples To be disposed – confirm with GW Project Manager prior that none need to be retained


Document Formatting

Requirements and guidelines for formatting documents are provided to ensure that GW receives information consistently formatted between projects for use by Facility Management.

File naming shall be established utilizing the following naming conventions:

Format [GW Project Number] Space [MasterFormat Spec Section] Space [OmniClass Number] Space [Description/System Name] Space [Submittal Type]

Example

11453 083213 23-17.11.23.13 Automatic Sliding Door OM 11453 263000 23-35.11.12.11 Emergency Generator PL 11453 General Contractor WA 11453 Electrical Contractor WA 11453 263000 23-35.11.12.11 Emergency Generator WS

MasterFormat and OmniClass numbers will be omitted if the document is more general in nature, such as warranties or permits.

For GW Project Number, if the project contains one building, the GW Project Number should be used. If the project contains more than one building, discuss this with the GW Project Manager and GW BIS Manager to determine the project numbering scheme.

The Spec Section and OmniClass Numbers are generated from the OmniClass Table 23 document developed for the project. See the section on Asset Classification for more information.

Closeout Documents

The Closeout Document Type shall consist of two alphabetical characters utilizing the following list:

OM Operating & Maintenance Manual TV Training Video

PL Parts List WAWarranty – Overall warranties from Contractor and Subcontractors

PR Permit WSSpecialty Warranty – Specifically for materials or specific equipment

CE Certificates TR Test Reports

RS Record Specifications VC Valve Charts

TD Project Team Directory

For naming of drawings, refer to the section on As-Built/ Record Model. For the naming of specifications, utilize the file naming standard above, omitting the MasterFormat and OmniClass numbers.

Note that the intent is for each closeout document to be associated with one MasterFormat / OmniClass number. Items should not be bundled and indexed in PDFs; each document should be saved as a separate PDF to allow GW to attach them to the individual items in their asset management system. The Architect should ensure that any front ends developed as a part of the specifications does not call for bundled closeout document or operating and maintenance manuals.

For PDF documents, the following guidelines should be followed:

‐ For drawings, the PDF must be produced directly from the CAD application; scans from hard copies are not acceptable


‐ For scanned documents, the PDF will be configured to read horizontally (from left to right) and at a minimum 200dpi resolution

‐ The PDF must be searchable for text content

File Transmission

Submittals will be transmitted to the GW Project Manager on a physical media – either thumb drive, or removable USB drive. Do not place final deliverables on CDs or a remote computer drive for download.

Internal Archiving Process

After the GW Project Manager has received the required closeout documents, they will be delivered to the GW BIS Manager for processing and archiving.

The GW BIS Manager will archive documents in the following locations:

Design Information

Type of Document System to Store In How Filed

SDs – narrative and drawings Shared Drive Deleted at project completion

DDs – specs, drawings, model Shared Drive Deleted at project completion

CDs – specs, drawings, model Shared Drive Deleted at project completion

Bid documents – specs, drawings, model

Shared Drive Deleted at project completion

Bulletins/Construction Change Directives

Shared Drive Deleted at project completion

Final Program Shared Drive Converted to zip and uploaded to AiM at project completion

LEED documentation Shared Drive Deleted at project completion

OmniClass Table 23 Shared Drive Deleted at project completion

Final finish selections Dispose Disposed at project completion

Final furniture selections AiM PDFs tied to property

Land and property agreements Documentum / Safe Hard copies in safe, PDFs in Documentum

Soil Borings AiM PDFs tied to property

Consultant studies – traffic, environmental, asbestos, etc.

AiM PDFs tied to property

Building Survey AiM PDFs tied to property

With stamp/signature

Record Specifications AiM PDFs tied to property

AE and Contractor Contracts AiM PDFs tied to property


Construction Information

Type of Document System to Store In How Filed

Permits AiM PDFs tied to property

Original building permit drawings AiM PDFs tied to property

Project Team Directory Shared Drive Converted to zip and uploaded to AiM at project completion

RFIs Shared Drive Deleted at project completion

Training Records Shared Drive Deleted at project completion

Attic Stock Record Shared Drive Deleted at project completion

Approved Submittals AiM PDFs tied to relevant asset or when not practical, tied to property

Physical Samples Dispose Disposed at project completion

Contractor coordination drawings AiM PDFs tied to property Revit model stored in ???

As-Built Record Drawings AiM PDFs tied to property Revit model stored in “???” AutoCADs tied to property

Exchange Template AiM Uploaded to system

Certificate of Occupancy Documentum

Operating and Maintenance Manuals AiM PDFs tied to relevant asset

Valve Charts AiM PDFs and Excel tied to property

Test and Balance Reports AiM PDFs tied to property

Commissioning Reports AiM PDFs tied to property

Equipment Test Reports/Certificates AiM PDFs tied to relevant asset

Operating Permits AiM PDFs tied to property

Start Up Reports AiM PDFs tied to property or asset???

Training Videos AiM /YouTube

LEED Certification Form AiM PDF tied to property

Warranties AiM

General building warranties tied to property Manufacturer warranties tied to relevant asset

Final Inspection Certificates (i.e. elevators, electrical)

AiM PDF tied to property ???

Stormwater management plan as-builts (with stamp/signature)

AIM PDFs tied to property


As-Built Record Model

Des

ign

er

Perform final audit of Contractor as-built record model

Co

ntr

acto

r

On BIM projects, deliver the final as-built record model, incorporating all as-built information

On non-BIM projects, deliver red-lined as-built information to the Designer or GW as directed

GW

Confirm receipt of as-builts within 15 days of Substantial Completion

Upload as-built record model and drawing sheet views to AiM AssetWorks

Model Turnover

Within 15 days of Substantial Completion, the Contractor must provide the as-built record model to the GW Project Manager. The Contractor and Designer will have performed their final monthly audit prior to this transmission.

If field changes are being made at the end of the project that affect the ability to complete the as-built record model, the Contractor will contact the GW Project Manager to discuss an alternative timing for delivery of the final as-built record model. In the interim, the Contractor shall deliver an interim model for the use of GW facilities until the final version is completed.

The Contractor deliverable includes the following:


As-Built Record Model - Final .rvt Within 15 days of Substantial Completion

Sheet Views .pdf Within 15 days of Substantial Completion

As-Built Record Model


As-Built Models shall utilize the following naming conventions:

Format [GW Project Number] Space [Discipline Designator] Space [-] Space [Software Version Designator] Space [-] Space “As-Built”

Example 11456 Architecture – R13 – As-Built 11456 Structure – R13 – As-Built 11456 Mechanical – R13 – As-Built

For PDFs of sheet views, the following guidelines should be followed:

‐ The PDF must be produced directly from the CAD application; scans from hard copies are not acceptable

‐ The PDF shall be searchable for text content

‐ File naming shall utilize the Drawing Numbering/Sheet Views portion of the Naming Conventions section of this manual.

‐ Each sheet view shall be an individual file rather than a bound set of drawings in one file. This formatting will facilitate more efficient entry into the GW’s facility management system.

Non-BIM Projects

GW will clarify for non-BIM projects what organization will have the responsibility for incorporating red-lined field documents into the project AutoCAD drawings. The Contractor is responsible for preparing a red-lined markup of the latest set of drawings to indicate any RFIs, field conditions, or design revisions. These drawings shall be delivered to GW in both hard copy and .pdf formats.

On projects where the Designer will be incorporating these field notes into the CAD files, the hard copy will be transmitted from GW to the Designer. The Designer will have 4 weeks to pick up the notations and transmit back to GW an as-built set of AutoCAD drawings in both .dwg and .pdf formats. The naming convention of these files shall follow the requirements indicated in the Naming Conventions section of this manual.

Archiving Process

After the GW Project Manager has received the required as-built record model, the model will be delivered to the GW BIS Manager for processing and archiving. The GW BIS Manager will archive documents as detailed in the section on Close-out Documents.



Des

ign

er

Prepare Division 1 and specifications to work with these requirements

Review operating and maintenance manuals for compliance with GW procedures

Co

ntr

acto

r

Prepare operating and maintenance manuals in accordance with GW procedures

Submit draft manuals at 75% construction complete

GW

Oversee process to ensure operating and maintenance manuals are started at 75% construction complete

This section identifies the type of content GW expects to see in prepared operating and maintenance manuals (O & Ms), as well as outline the formatting of the documents to make them useful for Facilities Management.

The Designer should utilize this section to customize Division 1 in their prepared Project Manual so that it matches the requirements set forth in this section.

Format

GW’s operating and maintenance manuals will be a separate PDF comprised of information for one MasterFormat or OmniClass number. They will not be bundled, tabulated binders by system that have been required in the past. No paper copies will be submitted. The asset classification section explains how GW manages properties by the individual product. The intent is to have the operating and maintenance manuals be linked directly to the product it explains. Therefore, it is necessary for each O & M document to be specific to the individual product, not a group of products.


Each manual will be a separate PDF comprised of information for one MasterFormat or OmniClass number.


Operating and maintenance manuals will be submitted in PDF format. For PDF documents, the following guidelines should be followed:

‐ Use electronic files prepared by manufacturer where available. This helps with resolution of the document, as well as minimizing file sizes.

‐ Where scanning of paper documents is required, the PDF will be configured to be read horizontally (from left to right) and at a minimum 200dpi resolution

‐ The PDF will be searchable for text content

‐ Names shall be in accordance with the conventions established in the Closeout Documents section.

Each manual document will need an O & M Transmittal Checklist as the first page within the PDF document. The form is located in the Appendix, and a PDF version is available on-line at GW’s website.

Timing and Approvals

Operating and maintenance manuals need to be received prior to any user system training or Substantial Completion to allow GW the proper time to catalog and upload the files into AiM AssetWorks. This allows the review and approval process to begin much earlier than traditional delivery.

The Contractor will prepare drafts of each manual for review by the Designer following the same system utilized for submittal review. The process is as follows:

Preparation

The Designer will prepare a Division 1 specification to be included in the Project Manual outlining the requirements for preparation and delivery of the O & M manuals. This section may point to this document as a reference. Each product that needs a prepared O & M will be noted within the specification. During the preparation of the specifications during the CD phase, the Designer will review a draft of the proposed manuals for the project with the GW Project Manager. For general guidance, GW is seeking manuals for the following types of materials:

Prepare manual

Contractor works with subcontractors to develop draft manualsDue: by 75% construction complete

Review draft manuals

Designer reviews draft manuals for compliance with these procedures

Commissioning Agent reviews draft manualsDue: Comments within 15 days of receipt

Incorporate comments

Contractor incorporates notes from review and prepares final manuals

Deliver manuals

Final manuals delivered to GWDue: 1 month before owner training or final inspections, whichever occurs first


Scope Operating and Maintenance Manual Needs

Civil Materials with maintenance or cleaning requirements such as cisterns, pervious paving, or pervious asphalt

Architectural Materials with maintenance or cleaning requirements, such as flooring Products with operable parts, such as doors and Division 10 specialties

Mechanical Equipment

Electrical Equipment

The Contractor is responsible for assembling a complete operating and maintenance manual for each type of product incorporated in the project, as indicated within the Project Manual prepared by the Designer.

DOs DON’Ts

‐ Create one manual for each MasterFormat or OmniClass number

‐ Include the O & M transmittal form within each manual

‐ Customize specifically for the equipment in the project

‐ Include submittals within the O & M

‐ Include warranty documents

‐ Include installation instructions

‐ Bundle multiple types of equipment together

Where manuals contain standard printed data, include only the sheets that are relevant to the product or component installed. Delete any references to information that is not applicable.

Non-MEP Assets

The following requirements apply to assets that are non-MEP, such as architectural finishes, materials, furnishings, and other architectural components. Include the following information and items for each piece of equipment using the O & M Transmittal as the cover page:

Product Information

1. Description

2. Product model number

3. MasterFormat number

4. OmniClass number

5. Installer name and contact information

6. Supplier/Distributor name and contact information (If applicable)

7. Manufacturer name and contact information

8. Finishes or material selection (color, pattern, texture, catalog number, size, composition)


Maintenance Procedures

1. Cleaning agents, instructions, and frequency

2. Preventative maintenance requirements

3. Inspection process

4. Parts lists

5. Repair procedures (materials, sources, and instructions)

Service and Warranty Information

1. Conditions of warranty (not actual warranty document)

2. Procedures to follow and required notifications for warranty claims

MEP Assets

The following requirements apply to assets that are MEP or building system related. Include the following information and items for each piece of equipment using the O & M Transmittal as the cover page:

Product Information

1. Description

2. Product model number

3. MasterFormat number

4. OmniClass number

5. Installer name and contact information

6. Supplier/Distributor name and contact information (If applicable)

7. Manufacturer name and contact information

Operating Procedures

1. Startup, break-in, and routine normal operating instructions and sequences

2. Regulation, control, stopping, shut-down, and emergency instructions

3. Summer, winter, and any special operating instructions

4. Safety precautions

5. Emergency operations

6. Operator service requirements

7. Personnel training requirements

8. Environmental conditions


9. Testing equipment and special tool information

10. Precautions against improper use

11. License requirements, including inspection and renewal dates

12. Charts of valve tag numbers, with location and function of each valve

Maintenance Procedures

1. Standard printed maintenance instructions and bulletins

2. Drawings, diagrams, and instructions required for maintenance, including disassembly and component removal, replacement, and assembly

3. Identification and nomenclature of parts and components

4. List of items recommended to be stocked as spare parts, including local sources

5. Test and inspection instructions

6. Troubleshooting guide and diagnostic techniques

7. Precautions against improper maintenance

8. Aligning, adjusting, and checking instructions

9. Demonstration and training video, if available

10. Preventative maintenance and service schedules - Include service and lubrication requirements, list of required lubricants for equipment, and separate schedules for preventative and routine maintenance service with standard time allotment

11. Cleaning recommendations

12. Maintenance and repair procedures

13. Removal and replacement instructions

Service and Warranty Information

1. Copies of maintenance agreements with name and contact information of service agent

2. Conditions of warranty (not actual warranty document)

3. Procedures to follow and required notifications for warranty claims



GW

Maintain BIM models for properties once established

Update Revit files to latest version of software on annual basis

Once a property has a BIM model established for as-built documentation, everything possible should be done to maintain the changes within that property within the model. For any renovation work within the property, the GW Project Manager, GW BIS Manager, and the Facilities Management group should work together to identify projects that will impact as-builts, and then identify the method that the BIM model will be updated,

On an annual basis, the GW BIS Manager will review all archived Revit files, and convert these files to the latest version of software. When the files are converted, the file name will be modified to indicate the new version of software and date converted.

Format [GW Project Number] Space [Discipline Designator] Space [-] Space [Software Version Designator] Space [Reference Date]

Example 11456 Architecture – R13 2013-11-13 11456 Structure – R13 2013-11-13 11456 Mechanical – R13 2013-11-13

Maintaining Files After Completion


Appendix


Definitions Definitions A AiM AssetWorks Facility Management system utilized by GW to track all project assets and documents, including submittals, maintenance information, and warranties. As-Built Drawings Physical mark-up of a printed set of Construction Documents that captures changes and updates throughout the construction process, including RFIs, bulletins, and field conditions. This does not involve the updating of any models. As-Built Record Model Design Model that has incorporated changes and updates throughout the construction process, including RFIs, bulletins, and field conditions. Asset Individual items incorporated into the construction of a project. For GW, information is collected by this for use as facility data. B BIM Project Execution Plan A document created utilizing GW’s provided template to define procedures and roles for the preparation of electronic media during the project. BIS or BISM Building Information Systems Manager C Closeout Documents Consist of approved submittals, operating and maintenance manuals, as-builts, warranties, and other documentation and paperwork that is prepared by either the Contractor or Architect for the Owner’s information and use, and is provided as a condition precedent to Final Payment. COBie An abbreviation that stands for Construction Operations Building Information Exchange. It is way to capture information regarding assets outside of the BIM model for use by an Owner to import into their facilities management system. Contractor The firm serving as lead builder for the project, working in the capacity of either General Contractor or Contractor. Coordination Model BIM Model prepared by Contractors to further develop the Design Model for use in system fabrication or field construction. D Design Model BIM Model prepared by Designers to communicate aspects of the design. It may consist of sub-models prepared by each of the Discipline Designers, such as Architecture, Mechanical, Electrical, and Structural.


Designer The firm serving as developer of the project documents, working in the capacity of Architect, Engineer, or Consultant. .DWG File type associated with a native AutoCAD file. F Facilities Information Management (FIM) Information regarding the design and construction of a facility utilized by the University for managing buildings L Level of Development (LOD) A way to define the level of detail of elements within a BIM model. M MasterFormat A numbering system developed by CSI to organize specifications. Additional information may be found at: http://www.csinet.org/Home-Page-Category/Formats/MasterFormat/MF-use.aspx

N .NWF File type associated with a native Navisworks file. O OmniClass A numbering system developed by International Organization for Standardization (ISO) to provide structure for electronic databases. It is helpful for categorizing assets in a BIM model or facilities management system. OmniClass Table 23 Spreadsheet that contains the corresponding codes utilized in the BIM Model to categorize assets within GW’s facility management system. P Project Closeout The managed and orderly transition of the work from Substantial Completion to Final Payment, including the finalization of final paperwork. Project Team The collective group of representatives from GW, the Designer, and Contractor. R .RVT File type associated with a native AutoDesk Revit file. It is the deliverable file format for all projects. S Substantial Completion Establishes a date that the Work can be used for the purpose intended, and involves the formal transition of property management from the Contractor to GW


GW Roles and Responsibilities GW Roles and Responsibilities Throughout the manual, procedures are provided to assist in describing the steps needed to implement BIM on GW projects, as well as capture the data generated during project development. To aid in clarifying the individual roles and responsibilities within GW, the following table is provided:

Position Roles/Responsibilities in this manual

Development Manager

‐ Incorporate BIM language into design and construction RFPs and contracts ‐ Coordinate internal resources during design ‐ Participate in development of BIM Project Execution Plan

Construction Project Manager

‐ Support Development Manager with set up during design ‐ Participate in development of BIM Project Execution Plan ‐ Serve as clearinghouse for information and enforcement of BIM procedures during

construction ‐ Monitor receipt of closeout information and forward to BIS Manager for processing

Building Information Systems Manager (BISM)

‐ Review conformance of standards for naming conventions of documents and models

‐ Confirm models are received and are of formats compatible with GW systems ‐ Receive Asset Tables and forward to Director, Technology & Information

Management for uploading

Director of Standards, Planning & Design Review

‐ Perform and/or delegate drawing reviews utilizing pdfs of drawings

Production Control Manager

‐ Review Asset Table information before import into AiM

Director, Technology & Information Management

‐ Import information into AiM


Forms Forms

Form 1 - BIM Project Execution Plan

Form 2 - OmniClass Table 23

Form 3 - Exchange Template

Form 4 - O and M Transmittal Checklist

Form 5 - Revit File Template

Form 6 - DWG Space Layering Template


References References AIA, AIA Document G202 – Project Building Information Modeling Protocol Form,” American Institute of Architects, 2013.

Computer Integrated Construction Research Program. (2013). “BIM Planning Guide for Facility Owners”. Version 2.0, June, The Pennsylvania State University, University Park, PA, USA. Available at http://bim.psu.edu.

Computer Integrated Construction Research Program. (2010). “BIM Project Execution Planning Guide – Version 2.0.” July, The Pennsylvania State University, University Park, PA, USA.

MasterFormat http://www.csinet.org/Home-Page-Category/Formats/MasterFormat/MF-use.aspx

USACE Project Execution Plan Template, found at www.nationalbimstandard.org

US Army Corps of Engineers. (2008). BIM Road Map. Retrieved March 17, 2008, from BIM Road Map: www.bimroadmap.com

AIA. (2008). Model Progression Specification for BIM. Retrieved 4 20, 2009, from Integrated Project Delivery: http://ipd-ca.net

OmniClass website (http://www.omniclass.org).