Guidebook for Considering Life-Cycle Costs in Airport Asset Procurement (2017)

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30 Guidebook for Considering Life-Cycle Costs in airport asset procurement require the evaluation of data in various forms and from different perspectives such as cost, time, program, quality, and environmental impact. With the superimposition of BIM on the decision-making process, the organization can spec- ify its information requirements for any given gateway. This information, if structured, can lead to a better decision-making process as the information is as follows: • Derived from validated sources of data (graphical and non-graphical) • Structured in the same manner regardless of source (e.g., aligned to a standard such as ISO) • Automated in production (derived from an intelligent model) • Consistent in evaluation across projects and suppliers Additional benefits derived from the BIM process are in the use of information across stages. If different suppliers are used at each stage, using a structured information model means the model can be enriched from the previous stage rather than starting from the beginning, leading to further improvements in the efficiency of the process. The information model can also be used for various functions such as the following: • Visualizations, animations • Quantity takeoffs • Land use planning • Logistics planning (construction, operations, maintenance, and decommissioning) • Cost estimating • Performance monitoring • Systems control In 2013, the Computer Integrated Construction Research Program at Pennsylvania State University published a BIM planning guide for facility owners that identifies 26 uses of BIM from planning through to operations of a facility (Figure 5-4). Case Study of Building Information Modeling on the Procurement Process The following example that outlines the principles of BIM in the procurement process is taken from the UK Environment Agency’s implementation of the BIM Level 2 standard. The Environ- ment Agency has an annual procurement value in excess of $420 million and 16,000 assets to manage across the country. Digital Plan of Work The overarching structure of the procurement process is defined in a Publicly Available Speci- fication (PAS 1192-2: 2013) that outlines the life cycle of an asset, upon which it superimposes the information requirements that are derived from the BIM process. The creation of a new asset often starts within the Opex phase with a need identified as a result of assessment (“Opex start” in Figure 5-5). This identification results in the need to engage the supply chain for services. This is shown as “Capex start” in Figure 5-5, the point where the end-user organization (or employer) defines the information requirements for each of the stages labeled 1 to 7. The supply chain then mobilizes and undertakes the required phase for which the project was procured. The value of the Employers Information Requirements is the standardization of information from any supply chain organization for any of the asset phases. For the Environment Agency, the Employers Information Requirements are split into three parts: overall information standards, information delivery plan, and asset-specific information requirements.

Building Information Modeling in the asset Management Life Cycle 31 Information Standards The information standards document outlines the standards to be applied in the following areas: • Software platforms • Data exchange formats • Coordinates • Level of definition • Training • Standards • Roles and responsibilities • Work planning and data segregation • Security • Coordination and clash avoidance • Collaboration process • Health and safety • Construction design management • Systems performance • Compliance plan • Delivery strategy for asset information Source: Computer Integrated Construction Research Program (2013). Figure 5-4. List of BIM uses.

32 Guidebook for Considering Life-Cycle Costs in airport asset procurement • Information exchanges and project deliverables • Organization’s strategic purposes This sets the requirements for BIM for every project and every phase and calls upon British and international standards in the procurement of information. Information Delivery Plan The information delivery plan sets out the specific information that the Environment Agency requires for a project and defines each deliverable, who will produce it, when, and the name of each deliverable. This means each document delivered is defined and classified in the receiving organization’s naming structure and is retrievable immediately upon handover. Figure 5-6 is an example of an information delivery plan where a project number (1) and a deliverable stage (2) are identified. For each stage, a set of deliverables is defined (3), and, for each intersection of deliverable against a stage, the resulting organization and level of definition (4) can be stated. This plan results in a structured document naming system and automation that is used to request delivered materials, formatted with a defined document mask. An example of this output is shown in Figure 5-7. Figure 5-5. Life-cycle management of an asset with BIM process overlaid. Source: PAS 1192-2 (2013).

Building Information Modeling in the asset Management Life Cycle 33 Figure 5-6. Information delivery plan. Figure 5-7. Automated delivery of information delivery plan in standardized data structure.

34 Guidebook for Considering Life-Cycle Costs in airport asset procurement This process means that the system owner defines information deliverables identified to answer business questions for a gateway before the procurement process. It also means the supply chain activities are aligned to the owner’s vision of deliverables and are thus empowered to deliver the right information at the right time to the right team. The formation of document masks, as shown in Figure 5-5, means that all deliverables are allocated with logical names and can be filed and thus retrieved effectively with little rework. Asset-Specific Information Requirements To facilitate the full life-cycle generation of modeled content and derived data, it is necessary to articulate the data needs of the final organization and create the required level of attribution in the information model. The data that is generated and then stored in the model needs to be transmitted in a form that can be read by the receiving organization. Within the UK, a subset of the buildingSMART® Industry Foundation Classes (IFC) schema has been selected as the medium by which structured data is transmitted. The subset selected is called COBie and was developed by the US Army Corps of Engineers as a method by which data about a facility can be stored such that handover of data is reliable. The IFC data model is intended to describe building and construction industry data. The IFC model specification is open and available. It is registered by ISO as ISO 16739:2013. It is a platform-neutral, open-file-format specification that is not controlled by a single vendor or group of vendors. It is an object-based file format with a data model developed by build- ingSMART. A subset of the data view of an IFC model is the COBie data schema as illustrated in Figure 5-8. As the COBie schema is a data model used to describe an asset from an asset management perspective, the Environment Agency has placed all the asset attribution requirements within the data model and can thus deliver, in a structured data format, its requirements for leveraging asset-level information for any asset and project phase. In its simplest form, the COBie data model is represented as a series of tabs in a spreadsheet format and is thus accessible to any organization. The use of COBie as a data schema has many advantages. Modeling applications within which data is generated and stored can export data in this schema as defined by an ISO standard. Newer facility management applications are being released that are able to read the COBie schema and can thus facilitate the transmission of data peer to peer, thus automating the flow of data. Even if software is not able to read the applications, the benefit of having data from the supply chain in a consistent and standardized format means routines can be written to extract data from the Note: The following areas in the data model are not shown for clarity: Contact, Assembly, Connection, Spare, Resource, Job, Impact, Document, Attribute, Coordinate, Issue. Source: British Standard 1192-4 (2014). Facility Zones Locaon Region Type Systems Component Figure 5-8. COBie schema showing only the overview structure.

Building Information Modeling in the asset Management Life Cycle 35 COBie file. This routine need only be written once for a translation to work multiple times across projects and stages. Figure 5-9 shows an example of a COBie file used to state information requirements. It shows the required name for each attribute for a modeled outfall structure. The point at which infor- mation is required is given in the “Value” column. This is the gateway stage aligned to that in Figure 5-6. The structure of this portion of the Information Requirement is that a detailed delivery of information can be requested at a specified portion of the project development at the asset level. This enables delivery of key data to drive earlier or better decisions. Overall, this implies better understanding of TCO and the impacts of different engineering design, specifications, and procurement strategies. Development of the asset-level information prior to procurement means that there is a greater level and granularity of information received at the required stage, facilitating the evaluation of the depreciation, operating costs, maintenance, and decommissioning. Results The case study presented here is a real-life application of BIM for the procurement of services by the UK Environment Agency, in line with the BIM Level 2 standards as set out by the UK BIM Task Group and the British Standards. In the whole-life view of the procurement process, the standards by which asset information is structured (COBie) and the level of attribution required in the information model, including who supplies it, are outlined for each stage of the project life cycle. The asset-level information requirements were derived to meet the current information needs of the Environment Agency and reflect only that which is held by the current systems. The Envi- ronment Agency spent more than 1 year developing the framework, aligning its supply chain, Note: The required attributes are in the Name column and the stage in which this value is required is given in the Value column. Units are also specified. This extract is taken from the Environment Agency COBie file for an Outfall, Attributes tab. Figure 5-9. Extract of a COBie file outlining the required information for an outfall.

36 Guidebook for Considering Life-Cycle Costs in airport asset procurement reviewing the data requirements, and building tools such as the information delivery plan to enable BIM processes on its projects. Having the supply chain deliver information that is hand typed into the facility management system is valued at over $2.8 million per year in time savings alone. This framework and methodology was tested during 2015 and then applied to all procured projects nationally starting in January 2016. As of March 2016, more than 50 projects have been aligned to the BIM Level 2 requirements. The results of these developments are not fully realized but early indications include the following: • Consistent naming conventions to documents and thus easy information storage and retrieval in the Data Environment across all new projects and document types. • Standardization of content being developed in line with COBie information deliverables. Current processes are manual but automation is looking likely to increase efficiencies. • Software vendors (AutoDesk and Bentley) developed federating tools that import and export COBie data files in SQL, XML, and XLSX formats. This unlocks data from a model and thus enables the delivery of data in industry-standard formats. • Supply chains are creating structured data in the COBie data model with the attribution requirements specific to the Environment Agency assets. These benefits will be compounded by the reduction of time required to locate data, an increase in efficiency across the supply chain, and better quality of data overall. Future developments will build upon these benefits and will include the following: • Automated verification of deliverables against the information delivery plan • Delivery of residual risks and environmental data at asset level • Performance requirements for new assets • Sensory/feedback from assets • Comparison of sensory feedback against performance requirements and thus improvements in future procurement processes • TCO estimating (Opex) • Just-in-time intervention or “sweating” an asset based on good quality data baselined against design criteria and historical sensory data Implementing Building Information Modeling To successfully implement BIM within an organization, a number of items need to be reviewed and put in place to provide a holistic framework that meets the organization’s needs for infor- mation, the capabilities of the supply chain, and the management of people and technology to realize that ambition. Information Modeling for Asset Management To successfully manage the information across multiple projects and assets and during vari- ous phases, an organization needs to understand and document the decision-making process for an asset or multiple assets. A matrix format can be used with review stages as headings and rows of questions. The deliverables required to answer the questions can then be placed in the matrix. Table 5-1 is an example of this method. The matrix can then be refined to standardize the outputs needed and provides a mechanism that links asset management needs and information requirements together. This matrix then forms the basis for the data drops or information exchanges as outlined in Figures 5-3 and 5-5.