Documentation
1	General
1.1	Scope
The documentation provider will deliver the documentation as specified herein. 
The vendor will provide the required documentation to the owner and content provider as specified herein.
1.2	Related Sections

1.3	References

1.4	System Description
1.4.1	Integrated Documentation
The final documentation will combine the device manufacturers’ information with an in-depth analysis of a project’s integrated systems to produce an operator/maintenance-orientated package.
The documentation set will focus on providing a fully integrated package of installation-specific documentation. It binds all system installation components to the documentation package using comprehensive cross-referencing and a master reference manual.
The master reference manual will provide an overview of the entire system, providing the user with a general understanding of the system’s philosophy of operation.
The functions of all devices will be described from a technical and operational viewpoint, with respect to their operation within the system. The OEM documentation will describe any additional special configuration.
Installed system(s) will be described from both an operational and maintenance perspective.
1.4.2	Information Access
The final documentation will provide an access path to appropriate points within the documentation set from any point within the physical installation, or from within the documentation package. This is accomplished through a coordinated approach to documentation development, field referencing, and information cross-referencing working together to integrate the documentation with the system installation.
From a practical standpoint, this allows maintenance and operational field personnel to identify any physical device they wish to reference or troubleshoot by using the component’s device number to access the appropriate area of the final documentation.
The first point of access is through the systems’ parts list. The parts list identifies all schematics in which the device can be found. This allows the user to effectively begin troubleshooting the problem. Alternatively, the parts list will provide cross-referencing to the device’s OEM documentation. This allows the user to look up generic manufacturers’ documents. The master reference will enable the user to review specific device configuration and integration within the installation.
Access from the documentation to the field will be just as seamless, with cross-referencing built into the drawing package and the master reference identifying and linking all devices to physical plant locations and system functions.
In addition to being an invaluable tool for the end user, the predefined final documentation structure will allow the supplied systems data to be readily available during a project. This provides critical on-site installation and commissioning support for project personnel and reduces the amount of lost time and resources.
1.5	Submittals 
Vendors shall provide copies of the following documents to the owner for review and evaluation. The document supplier shall be copied on all submissions.
•	Product Data
o	Functional Design Specification
o	Data Sheets
o	Cable List
o	Cable and Data Termination Markers
o	Bill of Material
o	Failure Modes and Effects Analysis
o	Interfacing to Other Systems/Equipment
o	Installation and Commissioning Procedure
•	Factory Drawings
o	Block Diagrams
o	General Arrangement and Foundation Drawings
o	One Line Drawings
o	Schematics
o	Layout and 3D Models
o	Piping & Instrumentation Diagrams
•	Certified Copies of Design and Verification Test Reports
o	Quality Audit
o	Factory Acceptance Test Procedure
o	Site Acceptance Test Procedure
o	Short Circuit Study
o	Coordination Study
o	Load Analysis
o	Electrical Load List
o	Dynamic Stability Study
o	Lifting and Handling Instructions
o	Harmonic Study
o	Spare Parts List
1.6	Submittals - Final
Final product data will be provided in hard copy format, as well as electronic format and portable document format (.pdf). Electronic text files in Rich Text or Microsoft Word format will be provided when a specification is required. Electronic list files will be provided in Microsoft Excel or Access format.
Final factory drawings will be provided in hard copy format, as well as electronic format and portable document format (.pdf). Electronic drawing files will be provided in AutoCAD format.
Final certified copies of design and verification test reports will be provided in hardcopy and portable document format (.pdf).
Vendors will provide copies of installation, operation, and maintenance procedures in hard copy format, as well as electronic format and portable document format (.pdf). Electronic text files in Rich Text or Microsoft Word format will be provided when a specification is required. Electronic list files will be provided in Microsoft Excel or Access format.
1.7	Qualifications
Vendors must provide copies of submittal documents to the documentation provider.
If a piece of equipment is described by both a specification and data sheets, these data sheets will be incorporated as part of the specification by the vendor. 
When a part can be procured directly from a data sheet, a specification is not required.
Specifications and text descriptions must be provided in electronic format, as well as portable document format (.pdf). Electronic text files must be provided in Rich Text or Microsoft Word format.
Text files are to be submitted at the greatest extent of formatting possible. The hierarchical structure of text is to be indicated using the standard MS Word style level (Heading 1, Heading 2, Heading 3, etc.).
Source files for diagrams embedded in text are to be supplied separately. These source files must be supplied in Visio or AutoCAD format.
Drawings must be provided in electronic format as well as portable document format (.pdf). Electronic drawing files must be provided in AutoCAD format.
Lists must be provided in electronic format as well as portable document format (.pdf). Parts lists must include a device number as used on drawings, OEM manufacturer, OEM document titles, and OEM document file names. Electronic list files must be provided in Microsoft Excel or Access format.
All documents must be formatted for appropriate ISO or ANSI paper sizes.
1.8	Regulatory Requirements

1.9	Delivery, Storage and Handling

2	Products
2.1	Documentation Provider
A.	Aspin Kemp & Associates (AKA)
B.	_________________________
C.	_________________________
The listing of specific documentation providers above does not imply acceptance of their products that do not meet the specified requirements. Documentation providers listed above are not relieved from meeting these specifications in their entirety. Products in compliance with the specification and manufactured by others will only be considered if pre-approved by the engineer prior to bid date.
2.2	Master Reference
The Master Reference will be designed as the master access book to the technical documentation, instruction manuals, specifications, parts list, cable list, tests and trials documentation, systems software archive and the drawings and schematics for all systems. The referenced documentation will be contained within accompanying book sets.
The purpose of the Master Reference will be to facilitate the operators’ access to information by providing a range of access devices and cross-referencing to all document components. In this way, operational staff may use the Master Reference as the main reference point in their search for any installation-specific information.
Beyond its role as a reference book, the Master Reference will provide the operational philosophies of all systems with component descriptions, line diagrams, photographs, and operational and procedural information, as well as maintenance and troubleshooting techniques. This information, which will be presented in logical modules, will be provided in a simple and concise manner. This ensures that the Master Reference also serves as an effective training/reference tool throughout the life of the installation.
The Master Reference will be fully indexed and cross-referenced to all other IDS™ and field components. A glossary of terms will also be included to facilitate understanding.
The Master Reference includes the following topics:
•	Introduction to the Use of the Master Reference
•	Systems Overview
•	System Description
•	Major Devices
•	Failure Modes and Effects Analysis
•	Operating Procedures
•	Periodic Safety and Maintenance
•	Fault Diagnosis and Repair
•	Glossary and Index
2.3	System Software Archive
The system software library is a unique configuration management tool that captures, organizes, stores, protects and controls system-specific configurations for programmable devices of an entire plant. It also provides all required support material for maintenance personnel.
The system software library will be populated and used as the software ”vault” that contains the installed versions of all programmable device configurations for the installed system. Source code is then available for modification via a “check-out” system where all configuration updates are tracked and recorded.
The system software library support documentation will contain a detailed list of all programmable devices that require unique and specific configuration information to function as an integral part of the overall system. It will also provide information on the device itself, including its location and its parent sub-system and system.
2.4	Parts List and Spare Parts List
The parts list will be developed in conjunction with the development of the system drawings. The parts list will be presented in electronic and hard copy format by location, by device, by manufacturer and by part number, thereby expediting user access.
The parts database contains the following fields:
•	Device number;
•	Part number;
•	Model number;
•	Manufacturer;
•	Supplier;
•	Part description;
•	Quantity fitted;
•	Associated drawings; and
•	Sheet number.
A spare parts list is also provided in similar formats.
2.5	OEM Documentation
The OEM documentation will contain operation and maintenance manuals, as well as the technical sheets and narratives for each installed piece of equipment as supplied by the appropriate manufacturer. Manuals and other technical documentation will be catalogued according to manufacturer, and will be arranged in this book with tables of contents to facilitate the accessibility of information. OEM documentation will be referenced in the Master Reference according to book and section numbers.
2.6	Drawings and Schematics
All drawings and schematics, after being validated and determined FINAL AS BUILT, will be presented in 11” x 17” format. All drawings will be grouped into discrete binders with a contents page and a drawing index, which provides a location in the document set, drawing number, sheet number, drawing title, and all other data available through the title block. The document provider will extract and compile the relevant title block information from the AutoCAD files provided by the vendor.
All drawing development and drawing related information (i.e. parts lists, cross references) will be managed within the documentation provider’s utilities. The documentation provider’s utilities will support the engineering process through establishing the relationship between devices, functions and locations within an installation.
2.7	Cable List
An extraction of cable information from the drawings will enable the provision of detailed cable lists for the refitted systems on each installation. This is provided in both electronic and paper format.
2.8	Equipment Certification
The equipment certification binder includes copies of the qualifying documentation received from registering and approval agencies. It may also include calibration information for the systems.
2.9	Engineering Studies, Tests and Trials
Engineering studies, tests and trials is a collection of documents related to the system installation. The documents can include engineering studies used in the development and design of the system as well as test and trial results. The contents of this book set can provide insight into the purpose of the design concepts, as well as evidence of a quality process during the engineering, manufacturing and installation of the system.
Possible documents include:
•	Factory Acceptance Testing Completion Report(s)
•	Site Acceptance Testing Completion Report(s)
•	Short Circuit & Coordination Studies
2.10	Documentation Map
The purpose of the documentation map will be to provide the user with a single page content reference to the documentation set. The documentation map will be a laminated card detailing the location of each documentation component as an additional information access device for the end user.
2.11	Electronic Documentation
Installable stand-alone electronic documentation with a navigation tool will be supplied. The electronic documentation will support ongoing diagnostics, troubleshooting, maintenance and repair requirements for the engineered systems.
The electronic documentation will be fully indexed and presented in an organizational framework that makes information rapidly accessible, highly navigable and easily maintained. Cross referencing and hyper-linking will be used to facilitate effective and speedy data retrieval. Paths to access the field system and device information from the documents will be provided within the electronic documentation. Alternatively, paths to access the documentation from the field system and device information will also be provided.
The electronic documentation will include the complete documentation set and be installable on PCs.