Track: Asset Management Challenges

Moving from Construction to Revenue Operations

Track: Asset Management Challenges

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Outline

Challenge

Project Context

Solution

Lessons Learned

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Historically, agencies collect detailed Asset Management data at the WRONG time - Turnover

Contractors have already demobilized

Agency Engineering and Construction staff are looking to the next Capital Project

Operations and Maintenance Divisions are left to sift through the data to:

Populate the Asset Register

Update their asset maintenance system (MMMS, EAM).

BART Silicon Valley Extension (SVBX) Program Description Page 1

Alignment – 10-miles From Fremont, through Milpitas, into the Berryessa district of north San Jose.

Stations - two new BART stations Milpitas BART Station located in the City of Milpitas between Montague Expressway & Capitol Avenue

Berryessa BART Station located in the City of San Jose between Berryessa Road & Mabury Road

Wayside Facilities and Systems Include: Train Control, Traction Power, High Voltage Substations, Gap Breakers, Communications systems

BART Silicon Valley Extension (SVBX) Program Description Page 2

• Construction Contract Type: Design- Build & Design-Bid-Build • Five Construction Contracts: $830 million • Total Program: $2.3 billion • Scheduled to Open: Berryessa Extension 2018

CONTRACT DESCRIPTION:

Line, Track, Stations & Systems

Milpitas Station Surface Parking & Roadway Improvements

Landscaping for Station Campuses & Third Party Access

Design Build Campus Parking Structures

Berryessa Station Campus Area & Roadway

Contract No.: C700 C740 C741 C730 C742

Contract Type: Design Build Design Bid Build Design Bid Build Design Build Design Bid Build

Contractor: Skanska Shimmick Herzog, JV

Ghilotti Construction TBD McCarthy Builders Graniterock Company

Duration (Start/ estimate Finish):

02/16/2012 to 10/25/2016

3/13/2015 to 01/29/2016

2/24/2016 (estimate) to 08/1/2016

10/2/2014 to 12/24/2016

9/15/2015 to 12/16/2016

Original Amount: $772,227,000 $5,357,787

TBD $85,140,000 $26,324,931

Disposition Matrix

Asset Category/Type Assets Ownership Maintenance

GUIDEWAY & TRACK

- Guideway- Track- Track Structures- Pump Stations

VTA BART

Soundwalls VTA VTA or BARTFencing VTA VTA or BARTUPRR Bridge Various VariousUP Service Road Bridge VTA VTABART Bridge VTA BARTUPRR Trackwork UPRR UPRRRoads Various Various

STATIONS- Station building- Platform, Concourses- Elevators, Escalators

VTA BART

Station Campus / Transit Center VTA VTASurface Parking VTA VTAParking Structure VTA VTA

FACILITIES Hayward Yard assets build for/added for SVBX BART BARTPolice Facility VTA BART

VEHICLES Revenue Vehicles (BART Cars) VTA BARTNon Revenue Vehicles: Tampers, Hi-Railers, etc. BART BART

SYSTEMS

- Train Control- Traction Power- Communications- Safety/Security (CCTV)- Fare Collection

VTA BART

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Solution

Begin Building an Asset Framework early Facilities General Arrangement Location Schematic

Based on FTA SCC New Starts cost categories

Ensure Construction Contractor(s) adopt the same Framework

Assess and Implement: Integration of Project Turnover asset data into VTA Enterprise data

and data for BART to operate and maintain

Adequacy of reporting for FTA MAP 21

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1. Planning Phase – BART Silicon Valley Extension (SVBX):

– Early asset identification starts with the FTA Standard Cost Categories (SCC) required for FTA Project Funding Requests.

– Categories lay the foundation:

• Detailed asset registers needed later for turnover

• Transit Asset Management planning and State of Good Repair

– Division 1 General Requirements includes Configuration Management Plans

10 GUIDEWAY & TRACK ELEMENTS (route miles) 10.01 Guideway: At-grade exclusive right-of-way 10.02 Guideway: At-grade semi-exclusive (allows cross-traffic) 10.03 Guideway: At-grade in mixed traffic 10.04 Guideway: Aerial structure 10.05 Guideway: Built-up fill 10.06 Guideway: Underground cut & cover 10.07 Guideway: Underground tunnel 10.08 Guideway: Retained cut or fill 10.09 Track: Direct fixation 10.10 Track: Embedded 10.11 Track: Ballasted 10.12 Track: Special (switches, turnouts) 10.13 Track: Vibration and noise dampening

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1.Planning Phase SVBX – continues: the Facilities General Arrangement Schematic provides early integrated Asset view

• Created during Preliminary Engineering

• Updated throughout Design phase

• Schematics provides the general location of key project assets

①

① Track Type ID

② Alignment Location

②

See next page

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SVBX Facilities General Arrangement Schematic (FGALS) – example for Track and Structures

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2. Project Design - where asset details start to emerge – C700 Line, Track, Stations & Systems contract is awarded for

Design/Build. The contractor breaks down the line work into areas for construction management and work progress invoicing, which also helps later asset costing.

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3. Construction Phase -

• Established unified asset register based on data requirements for assets maintained by VTA and for assets maintained by BART, but owned by VTA.

– VTA requirements based on Regional Transit Capital Inventory (RTCI)/Term Lite asset reporting format for investment forecasting and reporting to Metropolitan Transportation Commission (MTC), and for SAP ERP (CMMS);

– BART requirements based on Maximo EAM system,

• Begin compiling asset data for Asset Register using:

– Updated FGALS

– Configuration Management Plans, Drawings, Bills of Materials, Equipment Lists and contractor invoices.

– Aconex Document Management System/Smart Manuals for document search and O&M documentation preparation for turnover

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Lessons Learned

Begin preparing for turnover process early

Engage asset owners and operators early

Agree on asset management framework including construction contractor (e.g., include in procurement documentation)

Coordinate with document control system

Integrate EAM and TAM inventory data needs with project turnover process