PLAN SECTIONS:
1. GENERAL
2. ROLES AND RESPONSIBILITIES
3. PURPOSE OF DEPLOYMENT PLAN
4. SYSTEM DEPLOYMENT PERSONNEL
5. INSTALLATION EQUIPMENT AND TOOLS
6. ELECTRONIC TOLL SYSTEM DOCUMENTATION
7. INSTALLATION CONSIDERATIONS
8. SYSTEM TESTING AND ACCEPTANCE
9. INSTALLATION SCHEDULE
10. INTEGRATOR TRAINING
11. CONCLUSION
The Smart Lane Deployment Plan will provide the details of the planned installation of the Smart Lane ETS roadside, TDC, TMC, and system enforcement equipment and subsystems. This document provides guidelines for the creation of the Deployment Plan by the Integrator.
To ensure successful Smart Lane deployment and operations, and to make certain that the delivered tolling system operates according to the RFP and Contract requirements, the Smart Lane project engineering organization will have various roles and responsibilities. Listed below are starting points for defining the various organizational responsibilities.
The JPA ED shall have full contractual responsibility for all of the Smart Lane equipment and system deployment activities, and will work closely with the consultant and Integrator staff to ensure that equipment and system deployment is performed correctly.
The JPA’s Smart Lane tolling system consultant personnel will be responsible for ensuring that the Integrator creates and properly maintains equipment and system deployment engineering related processes, policies, and operating procedures. Consultant staff shall participate in all facets of the deployment activities to verify that the deployment activities are conducted and administered correctly. The consultant shall provide any required technical assistance to the Integrator and JPA staff during the equipment and system deployment process.
The Integrator systems engineering personnel for the Smart Lane Project shall be responsible for developing all the documents required to support the Smart Lane equipment and system deployment process. Integrator staff shall perform all the work associated with deploying the ETS, including the required field testing, as described in the Verification (Test) Plan, the RFP, and the Contract documents.
The Integrator shall ensure that the equipment and system deployment requirements and processes are adhered to, including confirmation that the requirements within the trace matrix are met.
Integrator staff shall develop all the required system deployment documentation, which will be subject to the review and approval of the JPA. Integrator staff shall also perform any required testing and re-testing activities identified by the ED and the consultant staff. More details of the Integrator’s staff are described in Section 4 below.
The Deployment Plan shall include, at a minimum, a comprehensive Installation Plan that includes a detailed schedule, a Training Plan, and an Installation Safety Plan.
The equipment and software deployment techniques that will be used on the Smart Lane Project by the Integrator shall be clearly defined in the Installation Plan and, if accepted by the JPA, will be applied to all the equipment, subsystem, and software installations. Specific step-by-step sequenced scenarios for the installation of roadside equipment, communications network, TDC equipment, enforcement equipment, and the TMC subsystem shall be provided by the Integrator, combined with the Installation Plan Schedule of these various activities. The objective of requesting that the Integrator present the information in this manner is to provide clear and concise details concerning specific installation requirements and techniques. The Installation Plan Schedule, which will be a sub-schedule of the Integrator Project Schedule, as described in the Development Plan Guidelines, shall match the relevant milestone dates that are presented in the Overall Project Schedule.
The following simplified sequence of deployment activities will be performed by the Integrator. The detailed Installation Plan Schedule, which will be provided by the Integrator, will show the individual tasks associated with the installation of equipment for each subsystem.
- Verify civil and conduit work.
- Work with the JPA to finalize the Installation Plan, Installation Schedule and other deployment documents.
- Ensure that all safety procedures are in place.
- Secure Caltrans Encroachment Permit.
- FasTrak Antennas and Readers.
- Tolling Zone Lane Controllers.
- Enforcement Beacons.
- Vehicle Detection System (VDS) Equipment.
- CCTV Equipment.
- Communications Network Equipment.
- Other equipment as identified in the RFP and civil plans.
- Trip Processor Hardware and Software.
- CSR workstations.
- JPA Smart Lane Website.
- Interface to the BATA RCSC.
- Interface to the Caltrans TMC.
- Interface to the CHP Enforcement Equipment.
- Other equipment as identified in the RFP and civil plans.
- Verify that all the equipment and software is installed properly.
- Verify that each internal subsystem communicates properly to each other.
- Verify that all installed equipment and software operates properly by conducting end-to-end systems testing.
The Integrator shall be fully responsible for all Smart Lane deployment activities and will provide leadership in the management of the equipment and system integration, installation, testing, and commissioning process. The Integrator shall provide the full, complete ETS, with full integration of the various other subsystem components that are expected to be procured from vendors, including the FasTrak equipment, VDS equipment, CCTV equipment, workstations, etc. It will be the responsibility of the Integrator to conduct the electrical work or to bring an Electrical Subcontractor on board to perform this work. The chosen Electrical Subcontractor shall be approved by the JPA prior to any work that is conducted in the field.
Only qualified Integrator personnel and their subcontractor representatives shall be present on site to perform any pre-installation or actual installation work. Integrator staff should have all required electrical licenses and other required installation permits prior to starting any work. Only highly skilled Integrator staff, with many years of toll system implementation experience, shall oversee the equipment and system deployment activities.
During the equipment and system deployment, and operational testing activities (as defined in the Verification Plan), the Integrator shall provide an integrated, well organized Smart Lane Management Team of staff from the Integrator and any of their subcontractors, including the FasTrak equipment vendor. All system deployment Team members shall be knowledgeable and experienced in their respective fields of expertise, and will provide a quality product within the schedule parameters that are established by the JPA. As part of the response to the RFP, the Integrator shall provide an organization chart clearly depicting the deployment Team along with documentation of their qualifications. The staffing shall be subject to the approval of the JPA.
The Integrator shall nominate a Project Manager (PM) who will be subject to the approval of the JPA. The Integrator’s PM shall be the JPA’s single point of contact throughout the entire Project. During the deployment effort, the Integrator PM’s primary responsibilities shall include, at a minimum:
· Primary communications with the JPA and their consultants;
· ETS Contract administration;
· Ensure that the Integrator adheres to the quality assurance and control process;
· Schedule and administer the ETS Project status meetings;
· Interface with the Integrator’s Installation Manager and all of the Integrator’s subcontractors; and
· Coordinate with California regulatory agencies, Caltrans staff, BATA personnel, permitting agencies, vendors, etc.
The Integrator PM shall ensure that all resources are allocated to the Smart Lane Project and are used in the most advantageous manner. Additional Integrator Deployment Team members are listed below with their areas of expertise and their specific responsibilities.
The Integrator Chief Technology Officer (CTO) shall be responsible for all technical functions on the Smart Lane Project. During the equipment and system deployment and installation activities, the CTO’s responsibilities, at a minimum, shall include:
· Equipment specifications (hardware and software);
· Contractual documentation;
· Testing and acceptance procedures;
· Integration testing and debugging; and
· 90-Day System Performance Testing.
The Integrator’s Installation Manager shall be responsible for the proper installation of all on site equipment as well as local installation support requirements and purchases. The Installation Manager will remain on site during the entire equipment and system installation phase of the Smart Lane Project, including the post-commissioning testing phase. The Installation Manager will be responsible to confirm that all of the subcontractor work is completed properly and meets the System Requirements as approved by the JPA. The Installation Manager shall recommend acceptance of the equipment and system by the JPA.
The Installation Manager’s responsibilities would include, at a minimum:
· Site survey;
· Verify civil work;
· Supervise cable and fiber optic installation, splicing and testing;
· Supervise equipment installation and start‑up;
· Warehouse and inventory control;
· Maintain field records and installation logging; and
· Develop and maintain safety records.
The Integrator’s Hardware Installation Engineer shall be responsible for the hands-on installation of all roadside equipment and all hardware installed at the TDC, on the CHP vehicles, and at the Caltrans TMC. The Hardware Installation Engineer shall be on-site as necessary during the installation phase of the Smart Lane Project and shall have, at a minimum, the following responsibilities:
· Supervision of other Integrator hardware installation personnel;
· Installation of the roadside equipment;
· Supervision of any subcontractors that might provide FasTrak, CCTV, VDS and enforcement equipment;
· Supervision of the Electrical Subcontractor, if the Integrator chooses to use the services of a subcontractor, on roadside equipment power wiring terminations;
· Terminations of roadside, enforcement and TDC equipment control wiring; and
· Lane equipment start‑up and verification testing.
The Integrator’s TDC Installation Engineer shall be responsible for the required hands-on installation of TDC hardware and software, including the interfaces to the Caltrans TMC, the BATA RCSC, and the CHP vehicles in support of the enforcement process. The TDC Installation Engineer shall be on-site after the communications network has been successfully installed and tested. The TDC Installation Engineer shall have, at a minimum, the following responsibilities:
· Supervise other TDC related Integrator hardware and software personnel;
· Install all required switches and hubs to the TDC patch panels;
· Test the TDC local area network (LAN) to ensure its proper operation;
· Install all the TDC servers and software;
· Configure TDC servers operating system;
· Configure and install the various TDC workstations and peripheral hardware;
· Install the application software on the TDC servers and workstations; and
· Test roadside, BATA, Caltrans and CHP enforcement equipment connectivity and data transfer process.
The Integrator shall also appoint a Roadside Equipment Software Support Engineer to the Smart Lane Project who will be responsible for overseeing the Integrator’s roadside equipment and subsystem testing activities. The Engineer shall be on-site as necessary subsequent to the successful installation and pre-testing of the roadside equipment by the Integrator’s Hardware Installation Engineer. The Roadside Equipment Software Support Engineer shall have, at a minimum, the following responsibilities:
· Oversee the fine tuning of the FasTrak equipment once the antennas have been successfully tuned by the vendor;
· Oversee the Integrator testing activities of the roadside ETS equipment to include both the low speed and high speed testing (of up to 100 mph); and
· Ensure that the FasTrak lanes provide the correct data and other system information to the lane controllers and on to the TDC, in close cooperation with the TDC Installation Engineer.
All Smart Lane work proposed to be performed by a subcontractor(s) shall be clearly defined in the Integrator’s Technical Proposal, and in the equipment and system deployment and installation documentation that they shall be required to develop. The JPA shall have the right to accept or reject any subcontractor.
During the equipment and system installation process, the Integrator installation crews will have at their disposal all the necessary drills, cutters, and hardware tools to support the installation effort. The Integrator shall provide a detailed list of all required equipment and tools needed to support the deployment effort. Below is a typical list of the different types of equipment and tools required to properly install a tolling system:
· All required safety equipment necessary for a safe system installation, including (but not limited to) steel-toe boots, safety cones, hard hats, eye protection, fall protection to 6 feet, safety vests, first aid kits, etc;
· All necessary layout, electrical and mechanical drawings;
· Platform truck for canopy installation and a palette jack and/or truck lift gate to unload heavy equipment;
· Fiber optic polishing and termination tool kit, mesh slings to grasp cable ends that must be pulled from conduits, conduit mandrill to clean out blocked conduits, cable markers, a bonding product to secure loop and wires in a VDS loop cut, inductive loop cutting machine, loop sealant; and
· An assortment of tools, including hammers, measuring tapes, hacksaws, pliers, screwdrivers, step ladders in varying sizes, tools for terminating various types of cables, etc.
During the initial 90-Day Operational Test, a complete software development system shall be made available by the Integrator for quick on-site debugging capabilities.
A complete and updated set of ETS related documentation shall be kept by the Integrator at their Smart Lane Project office, which should be located near the three tolling zone locations and the TDC site. Integrator technicians shall retain their own set of documentation in accordance with their specific needs, in a secure manner, which will periodically be checked by the appropriate Integrator manager to ensure its revision validity. All documentation shall be conveyed to the JPA both in hard copy and electronically. The JPA shall retain an updated version documentation file for Project consistency.
During the equipment and system deployment process, at all times, job safety shall be of paramount importance for everyone who might have access to the roadside and TDC equipment. All Integrator personnel, before being allowed to provide direct installation support, shall comply with all safety and drug screening requirements established by the JPA. Integrator staff working on the installation phase of the Smart Lane Project shall also participate in a JPA approved safety orientation session, which will include information about Caltrans encroachment permit requirements. The Integrator installation staff is also required by the JPA to use the following personnel safety equipment:
· Hard hats;
· Eye protection;
· Steel-toe boots;
· Reflective safety vests, and
· Fall Protection (up to 6 feet).
All Integrator and subcontractor installation personnel shall be provided with the JPA safety requirements to ensure that they are familiar with the various on-site job safety requirements. The Integrator shall also provide weekly safety briefings that involve all Integrator and subcontract personnel to confirm that they are adhering to the JPA safety requirements. The Integrator shall be required to develop, submit for JPA approval, and periodically update a General Safety Plan. This Plan shall be adhered to in order to ensure the safety and well being of all involved installation personnel, as well as motorists and pedestrians near or approaching the work site.
All applicable codes and standards shall be adhered to by the Integrator. The JPA will periodically check to confirm that all required standards are being met by the Integrator.
As described previously in this document, a detailed Installation Schedule shall be developed by the Integrator, submitted to the JPA for approval and periodically updated. Any changes are subject to approval by the JPA. This Schedule shall be updated on a weekly basis with the progress of detailed tasks in a percentage completion format. This Schedule will be formatted to provide a separate schedule with at least a two-week look ahead feature that will be used during the Integrator/JPA weekly progress and planning meetings. The Integrator will be expected to closely coordinate all work with other Smart Lane Contractors as required to ensure that simultaneous work efforts can be accomplished as quickly as possible.
The Integrator should make every effort to plan for weather delays and productivity concerns during bad weather conditions. For example, some of the work at the TDC could be saved as a fall back for when bad weather appears. The emphasis during good weather should be focused on outside work, including gantry or canopy equipment and conduit installation.
The Integrator shall be required to develop and submit shop drawings prior to the installation, to enable sufficient time for the JPA review and approval process. The drawings shall be updated and revised to reflect the actual installation conditions. The updated shop drawings would be resubmitted by the Integrator as final As Built drawings.
The Integrator and their Subcontractors shall thoroughly clean up their work area on a daily basis and leave the installation site in an orderly manner.
A detailed installation log of the Integrator’s work effort at each location shall be developed, maintained carefully, and submitted as part of the weekly review meetings with the JPA.
Once the Smart Lane system has been subjected to complete Integrator and JPA verification testing and commissioned as defined in the approved Verification Plan, the Operational 90-Day Test period shall commence to ensure that the system is operating at a level that warrants acceptance by the JPA. During the Operational 90-Day Test period, the Integrator shall provide full system support and maintenance. Refer to the Verification (test) Plan for additional details.
During this testing period, Integrator personnel shall be available on-site to perform all their required duties. Integrator staff shall perform all preventive, corrective, and emergency maintenance, as necessary, to ensure the proper performance and operation of the Smart Lane system. As equipment, subsystem, and overall system reliability is the primary testing concern during this period, the Integrator shall strictly adhere to all JPA mandated maintenance and testing procedures. Closely observing this common sense approach will permit the Integrator to achieve successful levels of performance, reliability, maintainability, and therefore system availability and performance. The goal during this Test is for the Integrator to provide the JPA with sufficient evidence that the installed Smart Lane system meets all the reliability and operating requirements presented in the RFP and the other Contract documents. Concurrently during the test, the various maintainability requirements shall be demonstrated by the Integrator.
Integrator staff will keep various operational and maintenance records during the test period. All identified problems, failures, malfunctions, service calls, and any inappropriate performance of the equipment, software, subsystems, or overall system shall be clearly documented and submitted for review by the JPA on at least a weekly basis.
Any problems that surface during the 90-Day Test that might reveal that a piece of equipment does not meet the operational, reliability, maintainability or accuracy requirements, will be analyzed and resolved by implementing an appropriate revision. The JPA shall be kept completely informed of the situation and, when it is resolved, the JPA will be provided with the details of the revision and/or solution that was implemented.
A copy of accurate service reports shall be submitted by the Integrator to the JPA on at least a monthly basis. JPA staff will have access to all service records at all times. A hardware and software Maintenance Log shall be kept continuously by Integrator personnel. All preventive, corrective, emergency maintenance, software changes, and/or upgrades performed on any equipment during the Test period will be carefully noted in the Maintenance Log.
The Log will require a description of the fault and the effort to repair it, the serial numbers and the name of the equipment that was worked on, the date and time of the start and finish, the technician's name(s), the problem notification time, tolling zone location, and signature boxes for both the JPA and Integrator staff to sign. This data will provide valuable records of the equipment and system operations which will help the JPA and the Integrator in establishing, after analysis, more accurate preventive maintenance schedules, spare parts levels, maintenance personnel requirements, and a clear indication of reoccurring problems to particular pieces of equipment. This data will become especially important as the Integrator closely tracks equipment, subsystem and system operation during the 12-month Warranty Period.
As described previously in this document, the Integrator shall develop and submit, for JPA review and approval, a detailed Smart Lane Installation Schedule. The Schedule shall include a clear and concise description of what piece of equipment, subsystem, etc., that the Integrator proposes to install at what location. It will also state the expected time it will take for each piece of equipment, subsystem, etc. to be installed, tested and deployed. Integrator and JPA personnel shall follow the various dates presented in the Installation Schedule to ensure the Smart Lane system deployment process stays on schedule.
The training of JPA personnel shall be provided shortly before they initiate hands-on operation of the Smart Lane system, in order to retain as much of the training knowledge as possible. The training process overview will be as follows:
The Integrator will develop System Deployment Plan Guidelines that clearly describe the management approach that will be implemented to ensure that the Smart Lane ETS deployment activities are performed correctly. The Integrator’s Deployment Plan shall include all required information regarding their approach to managing the equipment, software and system installation and deployment process, their planned testing procedures that will be used, etc.