L1-CHE-PRO-007 - Management of Overlapping Design Agreement

CHIEF ENGINEER PROCEDURE
MANAGEMENT OF OVERLAPPING DESIGN

AGREEMENT
L1-CHE-PRO-007 Version: 1 Effective from: 30th May 2014
Approval
Amendment Record
Approval Date Version Description

Initial issue under MTM. This procedure supersedes the
Overlapping Design Agreement, Application and Transfer Log
30/05/2014 1
documents L2-SIG-PRO-007, L4-SIG-FOR-028 and L4-SIG-
FOR-029.
Approving Manager: Chief Engineer Approval Date: 30/05/2014 Next Review Date: 30/05/2017
PRINTOUT MAY NOT BE UP-TO-DATE; REFER TO METRO INTRANET FOR THE LATEST VERSION Page 1 of 15
AGREEMENT
Table of Contents
1. Purpose .............................................................................................................................. 3
2. Background........................................................................................................................ 3
3. Abbreviations..................................................................................................................... 3
4. Definitions.......................................................................................................................... 4
5. References & Legislation ..................................................................................................4
6. Responsibilities ................................................................................................................. 5
7. Considerations .................................................................................................................. 5
8. Process .............................................................................................................................. 6
8.1 Start Up Meeting & Risk Assessment ............................................................................... 6
8.2 Approval to undertake Overlapping Design Process ......................................................... 7
8.3 Modification Process ........................................................................................................ 7
8.4 Cancellation or Rescheduling of Projects.......................................................................... 8
9. Liabilities............................................................................................................................ 8
10. Related Documents ...........................................................................................................8
11. Appendices ........................................................................................................................ 9

Appendix A - Flowchart of Overlapping Design Process................................................................. 10
Appendix B - Interim Maintenance Distribution Process ................................................................. 11
Appendix C – As-Built Submission Process ................................................................................... 12
Appendix D – Sample Temporary Title Block Locations ................................................................. 13
Appendix E – Overlapping Design Agreement Application.............................................................. 14
Appendix F – Overlapping Design Agreement Design Transfer Log ............................................... 15
AGREEMENT
1. Purpose
The purpose of this document is to highlight the process and responsibilities for an
overlapping design agreement where two or more contractors are required to produce
designs under concurrent or compressed timescales. This agreement is applicable for all
designs relating to MTM.
2. Background
Within Rail projects there are often multiple contractors involved that may require the same
engineering drawings. The Public Transport Victoria’s Drawing Management System
(DMS) is limited to the update from only one contractor at a time via a book in / book out
process. The limitation of this process is that, if a second contractor wanted to work on the
same design, the first contractor who is in control of the drawings would be required to
book the drawings back into DMS (relinquishing their control of the drawings) to allow for
the second contractor to modify the drawings. This can be both time consuming and costly.
This procedure allows for two or more contractors to “mark up” drawings in a controlled
manner and reduce the consequences of allowing only one contractor to update drawings.
Also, when more than one contractor is involved in modifying the engineering designs in
the same area of the network in parallel, there is no clear line of responsibility to ensure the
design updates are all incorporated in a coordinated manner. Hence, this procedure will
formalise and document the process that has been informally applied by a number of
projects, which has often resulted in the loss of revision control, thus allowing the drawings
to be updated in a controlled manner.
3. Abbreviations
AIS As In Service
DMS Drawing Management System
DOT Department of Transport
IFC Issued For Construction
MTM Metro Trains Melbourne
PTV Public Transport Victoria
RDE Responsible Design Engineer
RODE Responsible Overlapping Design Engineer
VRIOGS Victorian Rail Industry Operators’ Group Standards
AGREEMENT
4. Definitions
Drawing Controller MTM staff responsible for the control of drawings
booked out from DMS and allocation to the Project
Manager / Design Contractors
CAD File Computer Aided Design File that is required to modify
drawings. This can take on numerous file types
depending on the design
MTM Engineering MTM Engineering responsible for ensuring
compliance of all designs to be booked back into DMS
Primary Contractor Contractor who the drawings are booked out to. Often,
this is the contractor whose works must proceed
before the second contractor
Project Engineer MTM staff who assists the Project Manager in the
design / testing and commissioning aspects of the
Project. A Project Engineer may be required as a
conduit to communicate with the Contractor
Project Manager The lead responsible for the deliverables for a Project.
Depending on the project, there may be two Project
managers – one for each Design Contractor. It must
be the Project Manager(s) who initiate the
Overlapping Design Agreement
Responsible Design Engineer Representative of the Contractor as a direct contact
(RDE) relating to the designs. In order to avoid confusion and
ambiguity -there shall only be a single Responsible
Design Engineer for each Contractor concerned
Responsible Overlapping Person appointed by MTM for the purpose of
Design Engineer (RODE) coordination and facilitation of the Overlapping Design
Agreement.
Secondary Contractor Contractor that requires modifications to the designs
but is booked out to the Primary Contractor
5. References & Legislation

WPB-MPR-00-DES-009 Regional Rail Link: Overlapping Design Process
VRIOGS 012.1 Standard for Signalling Design and Documentation Rev. B
VRIOGS 007.2 Infrastructure Drafting Standards
L1-NAM-PRO-003 Infrastructure As-Built Drawings Management
AS 4292.1: 2006 Railway Safety Management
VRIOGS Dispensation Request to DMS
Rail Safety Act 2006
AGREEMENT
6. Responsibilities
Shown below is a breakdown of the responsibilities
Drawing
Drawing Controller Management
(MTM) System
(DMS)
Project Manager(s)
(MTM)
MTM & DMS
RODE Engineering
(MTM) (MTM)
Project Engineer / Responsible Design Engineer Project Engineer / Responsible Design Engineer
(MTM / Primary Contractor) (MTM / Secondary Contractor)
Contractor
Secondary
Primary Contractor
Contractor
Figure 1: Flowchart of Responsibilities
7. Considerations
An overlapping Design allows for more than one contractor to modify engineering designs.
The potential consequences for this are: integrity of data can be reduced, incorrect versions
of the drawings being used, confusion of responsibilities and disputes / conflict of interest
from the different contractors.
Thus, the use of overlapping designs should be limited to cases where delivery of the
projects is within a concurrent / compressed timeframe and / or there are large financial and
safety repercussions.
When considering an overlapping design agreement the following preferences should
follow (with 1 being most preferred.)
1. Reschedule works to remove the requirement for an overlapping design.
2. Utilize the same contractor to perform the designs where overlapping is expected.
3. Undertake an overlapping design arrangement as per this procedure, subject to
approval by MTM Engineering.
AGREEMENT
8. Process
The following outlines the typical process when undertaking an Overlapping Design
Agreement.
8.1 Start Up Meeting & Risk Assessment

A start up meeting is required among the contractors involved and the respective MTM
representatives to:
 Assess the feasibility and requirements for an overlapping design agreement
 Identify the need for the overlapping design agreement
 Identify the Roles and responsibilities including, but not limited to:
o Drawing Controller
o RODE (Who will be responsible for the coordination of the drawings between the
two contractors)
o Primary Contractor (The Contractor where the drawings are booked out to)
 Secondary Contractor (The Contractor who wants to mark up the drawings booked out
to the Primary Contractor)
o Agree on the timeframes and design milestones including:
 When will the Secondary Contractor be able to obtain the CAD files;
 When will the Secondary Contractor complete their changes and transfer the
design back to the Primary Contractor;
 When will the designs be submitted to Engineering for review and As In
Service (AIS)
 Ascertain the designs that will be affected
 Define who will undertake the overall re-CAD’ing of the AIS – post commissioning
(Normally this would be the Primary Contractor)
 Who will undertake the final certification of the re-CAD’ed plans (Normally the Primary
Contractor)
 Overall Tester In Charge (TIC) if the Project commissioning dates are the same
Meeting minutes should be taken and should record all the above points as a minimum
A risk assessment is to be performed with all stakeholders involved in the project to
discuss the risks associated with allowing more than one contractor to work on engineering
designs.
Note that the Overlapping Design Agreement is subject to agreement by all parties
concerned and the Contractor in control of the drawing has the right to refuse undergoing
the agreement if they had appropriate justifications.
AGREEMENT
8.2 Approval to undertake Overlapping Design Process

Upon agreement by all affected Contractors at the start-up meeting and upon completion of
a risk assessment, all related contractors must sign an agreement which highlights:
 the Contractors involved in the Overlapping Design Agreement
 the list of drawings required to be included in the Overlapping Design Agreement
 the list of drawings to be retained compliant
 the list of drawings to be made compliant
 Who will be applying for dispensation
 Who is the current Drawing Controller
 Who will be the RODE
 Who is the Project Manager(s)
A sample template of an agreement is provided in Appendix E - Overlapping Design
Agreement Application. The Project may opt to use their own form of agreement.
A mark-up of the plans, highlighting each contractor’s scope of works in a different color
and the signed design agreement shall be submitted to DMS under Dispensation ‘D1’.
8.3 Modification Process

The processes of modifying designs are outlined below1:
1. The Secondary Contractor requires a design drawing from the Primary Contractor
and notifies the RODE.
2. The RODE obtains a copy of the CAD file from the Primary Contractor. The copy of
the CAD file will have a temporary new revision box overlaid on the existing
drawing, for the purpose of the Overlapping Design Agreement.
3. The RODE logs the movement of the design. The log should contain, as a
minimum,:
 RDE / Project Engineer providing the CAD file
 RDE / Project Engineer receiving the CAD file
 Date
 Reason for Change
 Attached list of comments & issues from the Primary Contractor
The template log: “Overlapping Design Agreement: Design Transfer Log” can be
used.
The RODE shall keep all versions of the CAD files as it transfers between each
contractor. This provides the ability to ‘fall back’ to previous versions of the
drawings, if required.
4. The RODE issues the CAD file, received from the Primary Contractor, to the
Secondary Contractor. Note – the Primary Contractor and the RODE shall retain a
copy of the original CAD file booked out from DMS.
1
Refer to Appendix A for a flowchart of the Overlapping Design process.
AGREEMENT
5. The Secondary Contractor works on the CAD file copy and keeps a log of any
issues. All changes made by the Secondary Contractor should be identified by a
separate color or any other agreed methodology. The Secondary Contractor shall
ensure that their portion of the works is checked and independently reviewed (if
required) prior to sending the designs back to the Primary Contractor.
6. Once the necessary works are complete – the Secondary Contractor issues the
CAD file copy to RODE, with the temporary revision box filled in.
Examples of the temporary revision box can be seen in Appendix D – Sample
Temporary Title Block Locations.
7. The RODE logs the movement as per step 3.
8. The Primary Contractor receives the CAD file and performs any other mark ups
required (with the applicable checking and independent review requirements
satisfied).
9. In the event that the Commissioning works are within the same time frame – only 1
Master Test Copy shall be produced (typically done by the Primary Contractor
unless otherwise agreed). There should also only be a single Tester in Charge for
the scope of works of the Primary and the Secondary Contractor. This must be
agreed to prior to accepting the Overlapping Design Agreement.
10. In the event that the Commissioning dates are separate, each Contractor will be
required to perform their own commissioning works independently (e.g. Production
of Test copies, Construction Copies and Interim Maintenance copies). In this
instance, the Tester in Charge may be different for each Contractor’s
commissioning activity. Refer to Appendix B – Interim Maintenance Copies
Distribution Process and Appendix C – As-Built Submission Process.
11. It is the Primary Contractor’s responsibility (unless otherwise agreed) to bring the
drawings up to DMS Compliance or seek dispensation.
8.4 Cancellation or Rescheduling of Projects

In the event that the project is cancelled or rescheduled, all drawings will be assessed by
the RODE and their team with any required modifications to be carried out.
9. Liabilities
Each contractor is liable for their own design. Any updates made by the Contactors on
behalf of another Contractor under the Overlapping Design Agreement, does not import
any liability from the Contractor requesting the change.
The Overlapping Design Agreement will still require all Design Procedures to be followed
for each Contractors portion of works. This includes – certification, checking and
independent review.
10. Related Documents

Nil
AGREEMENT
11. Appendices
Appendix A - Flowchart of Overlapping Design Process
Appendix B - Interim Maintenance Distribution Process
Appendix C - As-Built Submission Process
Appendix D - Sample Temporary Title Block Locations
Appendix E - Overlapping Design Agreement Application
Appendix F - Overlapping Design Agreement Design Transfer Log
AGREEMENT
Appendix A - Flowchart of Overlapping Design Process
AGREEMENT
Appendix B - Interim Maintenance Distribution Process
AGREEMENT
Appendix C – As-Built Submission Process
AGREEMENT
Appendix D – Sample Temporary Title Block Locations
OR
MANAGEMENT OF OVERLAPPING DESIGN AGREEMENT
Appendix E – Overlapping Design Agreement Application
OVERLAPPING DESIGN AGREEMENT APPLICATION

The following parties agree to facilitate for Overlapping Designs. Overlapping Designs are defined as designs that require multiple
contractors to modify for the same project.
Reason for the Overlapping Design Agreement :
The Drawing Controller who will book out the Engineering

Designs shall be:
Name Email Phone Number Signature
Drawing Controller:
Organisation:
The Responsible Overlapping Design Engineer (RODE)
shall be:
Responsible Overlapping Design
Engineer
Organisation:
The RODE will be required to coordinate and track all movements related to the affected Engineering Designs between differing contractors.
It is the RODE's responsibility to ensure that integrity of the designs are preserved.
The Primary Contractor that will provide have the Engineering Designs booked to shall be:
Responsible Design Engineer
Organisation
The Primary Contractor must provide the final designs incorporating all related Contractors design modifications and comments. It is the Primary Contractors
responsibility to return the plans to DMS compliance
The Secondary Contractor(s)

shall be:
Organisation (1)

Organisation (2)
(Delete if not required)

Organisation (3)
(Delete if not required)
The Secondary Contractor will not have the designs booked under their name, yet require modifications to the designs for the same project.
The Following Engineering Designs will be undertaken via an Overlapping Design methodology
Title File Name Drawing Number Revision Location
PTV DMS
Dispensation Number (if any) :
Attached to this application shall be the Start Up meeting minutes and Risk Register
MANAGEMENT OF OVERLAPPING DESIGN AGREEMENT
Appendix F – Overlapping Design Agreement Design Transfer Log
OVERLAPPING DESIGN AGREEMENT

DESIGN TRANSFER LOG#
Date of Transfer From Transfer To Reason for Design Change

New / File Drawing Drawing Location Drawing Primary Secondary Date of
Vault Title Designs
Existing Name Number Revision Name Controller Contractor Contractor Request
Received Name Company Name Company
# Overlapping Design Agreement Design Transfer Log to be maintained by RODE for record and keeping track of the status of drawings

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CHIEF ENGINEER PROCEDURE

MANAGEMENT OF OVERLAPPING DESIGN

Approval Date Version Description

5. References & Legislation ..................................................................................................4

10. Related Documents ...........................................................................................................8

11. Appendices ........................................................................................................................ 9

5. References & Legislation

Figure 1: Flowchart of Responsibilities

8.1 Start Up Meeting & Risk Assessment

8.2 Approval to undertake Overlapping Design Process

8.3 Modification Process

8.4 Cancellation or Rescheduling of Projects

10. Related Documents

Appendix A - Flowchart of Overlapping Design Process

Appendix B - Interim Maintenance Distribution Process

Appendix C – As-Built Submission Process

Appendix D – Sample Temporary Title Block Locations

Appendix E – Overlapping Design Agreement Application

OVERLAPPING DESIGN AGREEMENT APPLICATION

The Drawing Controller who will book out the Engineering

Responsible Design Engineer

The Secondary Contractor(s)

Responsible Design Engineer

Responsible Design Engineer

Responsible Design Engineer

Title File Name Drawing Number Revision Location

Appendix F – Overlapping Design Agreement Design Transfer Log

OVERLAPPING DESIGN AGREEMENT

Date of Transfer From Transfer To Reason for Design Change

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