Att H_OFPM PR_2023_01.pdf

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OFPM PR 2023.01

Certificate of Occupancy Template

CFMO PR 2023.01

Issue Date: 12/4/2023

Effective Date: 12/4/2023

Purpose

The purpose of this procedure is to provide OFPM with a Contents Template for the Certificate of Occupancy (COO) binder when required. The COO binder serves as the formal documentation to justify and request the COO for a building, or building area, subject to new construction or renovation. The Contents Template was built with the assistance and concurrence of the NIST Authority Having Jurisdiction (AHJ). This directive shall be reviewed every four years and will remain effective until superseded by an OSHE suborder which will incorporate the information herein.

Applicability

This procedure is applicable to all newly constructed or renovated buildings and may be applicable to areas of existing buildings undergoing new additions or larger renovation. This procedure is not applicable to one-for-one replacements or equipment upgrades. Through early conversation and coordination with the PM/COR, the AHJ is to decide if a building area undergoing new construction or renovation requires a new COO.

References

1. OFPM COO Binder Contents Template (See attachment A)

Scope

When required, an approved COO is necessary before any personnel are allowed to occupy a new or renovated building or building area. The Authority Having Jurisdiction (AHJ) works for the Office of Safety, Health, and the Environment (OSHE) and is responsible for the COO approval. OFPM’s role in the process is to build the COO binder, provide the binder to the AHJ, facilitate the AHJ’s review, and ultimately obtain the COO approval from the AHJ. OFPM’s work is conducted by the project’s assigned Contracting Officer Representative (COR) along with supporting assigned Government and contracted personnel.

This procedure provides a Contents Template for the COO binder. The COO binder serves as the formal documentation to request the COO and justify its approval. CORs should be aware that a single project could have multiple COO binders required for various areas of the project, the

AHJ makes this distinction. This Contents Template is a guide and can be revised based on guidance from the AHJ.

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Procedure

The COO process should be initiated during the design process or when developing the Program of Requirements for Design-Build efforts. At this point the COR confirms with the AHJ if a

COO Binder is required and what areas of the building require a revised or new COO. While it’s possible the AHJ’s guidance may change through project execution due to change orders, it is necessary to obtain an early understanding of the areas requiring a certificate so the number of binders required can be determined.

Once the COR understands the areas requiring the COO, an Action Officer should be selected to initiate and build the COO binder. This person can be the COR themselves, another Government employee or project contracted personnel. The COR should take care to ensure that the Action

Officer assigned has the experience required to complete the build to avoid delays with AHJ

COO approval at the end of the project.

The COO Action Officer then initiates the build of the COO binder with the use of the Content

Template provided with this procedure. The Action Officer will make room in the binder for all

“Areas” and “Sub Areas” specified on the content template. Once the draft COO binder is developed it should be reviewed with the AHJ for concurrence.

Once AHJ concurrence is provided on the draft binder then the Action Officer collets the required contents, as completed through project execution, and installs them in the binder. This process for Contents concurrence should be conducted through the execution of the project to speed approval at the end of execution.

Once the project nears beneficial occupancy or construction completion, a final concurrence on

Contents should be conducted. At this point the binder is provided to the AHJ and their review is completed. The COR and the Action Officer work with the AHJ to address questions or Contents revision. Upon review completion, the binder is finalized and formally issued from the COR to the AHJ for certification. Once the AHJ certifies the binder then the COO can be issued to the

COR.

Responsibility

The proponent of this policy is the Chief Facilities Management Officer (CFMO). The CFMO has the authority to approve exceptions or waivers.

Authority Having Jurisdiction (AHJ) is responsible for:

• Determination of the areas requiring a COO binder

• Approve contents of COO binder

• Approval that construction matches the COO bonder contents

• Approval of the COO binder

• Issuance of the COO

• Retaining a copy of the approved COO binder and the approved COO

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Contracting Officer’s Representative (COR) is responsible for:

• Initiating early discussions with AHJ concerning COO requirements.

• Contents of the COO binder

• Selection and management of the Action Officer who builds the binder

• Final review of the COO binder before it is provided to the AHJ

• Formal issuance of the COO binder to the AHJ, requesting approval

• Retaining a copy of the COO binder and a copy of the approved COO

Action Officer is responsible for:

• Selection and management of the supporting personnel to build of the COO binder

• Build of the draft COO binder

• Obtain concurrence from AHJ that COO binder contents are correct

• Ensure construction matches the COO binder contents

• Build the final COO binder

• Provide the final COO binder to the COR for review

• Revise the CO binder as required by the COR and AHJ

Group Leader is responsible for:

• Selection and management of the COR

• Identify and overcome disagreements between the COR and AHJ in relation to COO binder contents and the overall process

• Recommend improvements to the COO Binder Contents Template to the Chief of DCD based on lessons learned

Division Chief is responsible for:

• Selection and management of the Group Leader

• Identify and overcome disagreements between the COR and AHJ in relation to COO binder contents and the overall process that the Group Leader cannot resolve

• Improve the COO Binder Contents Template and revise the OFPM procedure based on lessons learned

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Directive Owner:

195 – OFPM Gaithersburg Design and Construction Division

Attachments:

A. OFPM COO Binder Contents Template

Appendices

A. Revision History

Approval: _______________________________

Chief Facilities Management Officer

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Attachment A

OFPM COO Binder Contents Template - See following page

OFPM COO Binder Contents Template As of 3/1/2023

Item # Area Sub Area

Product Name Primary Reviewer Secondary Reviewer OFPM NOTES OSHE Comments Deliverable Duplicate Required

AHJ Visual Inspection Required

Required STD Form

1 1 - General 1 Certificate of Occupancy The AHJ issues the certificate after reviewing and approving the COO binder

Yes N/A N/A

2 1 - General 2 Code Analysis Please include any RFVs issued for the project.

COR provides AHJ listing of code references, with year, used in the design

Yes N/A N/A

3 1 - General 3 Punchlist COR provides AHJ record document that all punch items are completed

No Dependent on Punch Item(s)

N/A

4 1 - General 4 Building is free of combustible gasses, construction materials, solvents, and other similar construction materials

Sign off and confirmation by COR, no AHJ involvement needed.

COR provides AHJ email confirming requirement met

No No N/A

5 1 - General 5 Combustible Construction Debris Removed Sign off and confirmation by COR, no AHJ involvement needed.

COR provides AHJ email confirming requirement met

No No N/A

6 1 - General 6 Warranties Sign off and confirmation by COR, no AHJ involvement needed.

COR provides AHJ a copy of all warranties and a summary stating the warranties provided

No No N/A

7 1 - General 7 O&M and Training Info Turned Over COR provides AHJ a copy of all O&Ms, a copy of all training provided, and a summary stating what was provided

No No N/A

8 1 - General 8 Cx Documentation COR provide AHJ a copy of the Cx Issue Log with Corrective Action, Final Test Reports, Preliminary or/and Final (Warranty) Cx Report, System Manual, and a summary of all that was provided. COR provides AHJ record document that all Cx activities are completed.

No No N/A

9 2 - Life Safety/Egress 1 Exit Signs Operational COR provides AHJ email confirming requirement met. AHJ performs quality assurance inspection to validate.

Yes Yes N/A

10 2 - Life Safety/Egress 2 Emergency Lighting Operational COR provides AHJ email confirming requirement met. AHJ reviews the Cx or testing report to confirm installation is correct and operational

Yes Yes N/A

11 2 - Life Safety/Egress 3 Generator Test Reports AHJ visual inspection COR provides AHJ test reports with no deficiencies.

Include any fuel delivery records and equipment service records.

Yes Yes N/A

12 2 - Life Safety/Egress 4 Fire Extinguishers and AED in place and locations

COR provides AHJ drawings demonstrating requirement. AHJ performs quality assurance inspection to validate.

Yes Yes N/A

13 2 - Life Safety/Egress 5 Evacuation signs posted Sign off and confirmation by COR, no AHJ involvement needed.

COR provides the AHJ inspection report with no deficiencies

No No N/A

14 2 - Life Safety/Egress 6 Storm Message Working within Building Sign off and confirmation by COR, no AHJ involvement needed. Audibility and intelligibility will be tested as part of FA system test #22. AHJ visual changed to no

COR provides the AHJ inspection report with no deficiencies. AHJ performs quality assurance inspection to verify.

No No N/A

15 2 - Life Safety/Egress 7 Radio Repeater System Sign off and confirmation by COR, no AHJ involvement needed.

If applicable, COR provides AHJ email confirming radio repeater system is operational

No No N/A

16 3 - Fire Alarm/Sprinkler 8 Fire Pump Test AHJ visual inspection COR provides AHJ test reports stating no deficiencies

Yes Yes NFPA 20 Form 22

17 3 - Fire Alarm/Sprinkler 9 Fire Hydrant Test Reports The COR provides the AHJ a copies of the test reports

Yes No NFPA 24-OSHE

18 3 - Fire Alarm/Sprinkler 10 Fire Sprinkler Test Reports The COR provides the AHJ a copies of the test reports

Yes No N/A

19 3 - Fire Alarm/Sprinkler 11 NFPA 13 (Sprinkler) Test Reports (Gen, under/above ground piping)

AHJ visual inspection The COR provides the AHJ a copies of the test reports

No Yes NFPA 25

20 3 - Fire Alarm/Sprinkler 12 Fire Suppression Test Reports (hoods) COR provides AHJ test reports stating no deficiencies

Yes No N/A

21 3 - Fire Alarm/Sprinkler 13 Fire Sprinkler As-builts COR provides AHJ email stating as-builts were accepted. AHJ conducts quality assurance inspection to verify.

No Yes N/A

22 3 - Fire Alarm/Sprinkler 14 Fire Alarm Test Reports OSHE Visual AHJ accpetance testing COR provides AHJ test reports stating no deficiencies

No Yes N/A

23 3 - Fire Alarm/Sprinkler 15 Fire Alarm NFPA 72 Certificate Certificate from sprinkler installer COR obtains from the Fire Department and provides a copy to the AHJ

Yes No NFPA 72

24 3 - Fire Alarm/Sprinkler 16 Fire and Smoke Dampers COR provides AHJ email confirming requirement met. AHJ performs quality assurance inspection of floor plans, Fire Alarm As-Built drawings, and the Cx report to validate.

No Yes N/A

25 3 - Fire Alarm/Sprinkler 17 Fire Alarm As-builts COR provides AHJ email stating as-builts were accepted. AHJ conducts quality assurance inspection to verify.

No Yes N/A

26 3 - Fire Alarm/Sprinkler 18 Fire Doors COR provides AHJ email confirming requirement met. AHJ performs quality assurance inspection.

No Yes N/A

27 3 - Fire Alarm/Sprinkler 19 Cx Documentation per NFPA 4 COR provides AHJ Integrated System test reports, Cx Issue Log with Corrective Action, Final test reports, Preliminary or/and Final (Warranty) Cx Report and System Manual. COR provides AHJ record document that all Cx activities are completed.

No No NFPA 4 Annex B

28 Architectural 1 Roof Warranty Sign off and confirmation by COR, no AHJ involvement needed.

COR provides the AHJ a copy of the warranty No No N/A

29 Architectural 2 Roof Fall Protection Provide to OSHE - GSHED COR provides the AHJ inspection report stating no deficiencies

No No N/A

30 Architectural 3 Permanent Ladder inspection Provide to OSHE - GSHED COR provides the AHJ inspection report stating no deficiencies

No No N/A

31 Architectural 4 Overhead Roll up door safety device operational

Provide to OSHE - GSHED COR provides the AHJ inspection report stating no deficiencies

No No N/A

32 Architectural 5 Roll up shutters (emergency room) Provide to OSHE - GSHED COR provides the AHJ inspection report stating no deficiencies

No No N/A

33 Architectural 6 Crane Test Report Provide to OSHE - GSHED COR provides AHJ a copy of the test report No No N/A 34 Architectural 7 Catwalk Provide to OSHE - GSHED COR provides the AHJ inspection report stating no deficiencies No No N/A

35 Architectural 8 Structural Steel field inspection reports Sign off and confirmation by COR, no AHJ involvement needed.

COR provides the AHJ inspection report stating no deficiencies

No No N/A

36 Architectural 9 Fire Proofing COR provides the AHJ inspection report stating no deficiencies

Yes No N/A

37 Architectural 10 Floor Openings covered (non-existent drains/floor troughs)

Sign off and confirmation by COR, no AHJ involvement needed.

COR provides the AHJ inspection report stating no deficiencies

No No N/A

38 Architectural 11 Door Signs Sign off and confirmation by COR, no AHJ involvement needed.

COR provides the AHJ inspection report stating no deficiencies

No No N/A

39 Architectural 12 Windows are operable Sign off and confirmation by COR, no AHJ involvement needed.

COR provides AHJ report document verifying complete

No No N/A

40 Architectural 13 Wall coverings and window treatments – flame resistant

COR provide AHJ manufacture data including flame resistance of all wall coverings

No No N/A

41 Architectural 14 Door Force/latching COR provide email to AHJ confirming that all door force/latching is functional. AHJ conducts quality assurance inspection to verify.

No Yes N/A

42 Architectural 15 Handrail/Guardrail COR provides email to AHJ confirming that all hand and guardrails are installed per contract documents.

AHJ conducts quality assurance inspection to verify.

No Yes N/A

Product Name Primary Reviewer Secondary Reviewer OFPM NOTES OSHE Comments Deliverable Duplicate Required

AHJ Visual Inspection Required

Required STD Form

43 Architectural 16 ADA Doors operational Sign off and confirmation by COR, no AHJ involvement needed.

COR provides the AHJ report document verifying completion

No No N/A

44 Electrical 1 Equipment List Sign off and confirmation by COR, no AHJ involvement needed.

COR provides the AHJ a listing of all equipment No No N/A

45 Electrical 2 Panel Listing with Breaker Labeling Sign off and confirmation by COR, no AHJ involvement needed.

COR provides the AHJ a list of all panels with list of breakers

No No N/A

46 Electrical 3 NFPA 70 labels in place COR provides AHJ record document that all labels are in place, include some example pictures

Yes No N/A

47 Electrical 4 Arc Flash Labels on Panel Boards COR provides the AHJ the inspection report stating no deficiencies

Yes No N/A

48 Electrical 5 Circuit Breaker Main Test Reports Sign off and confirmation by COR, no AHJ involvement needed.

COR provides the AHJ the test reports stating no deficiencies

No No N/A

49 Electrical 6 Breaker Test Reports Sign off and confirmation by COR, no AHJ involvement needed.

COR provides the AHJ the test reports stating no deficiencies

No No N/A

50 Electrical 7 GFCI receptacles operational Sign off and confirmation by COR, no AHJ involvement needed.

COR provides the AHJ the test reports stating no deficiencies

No No N/A

51 Electrical 8 All Receptacles operational Sign off and confirmation by COR, no AHJ involvement needed.

COR provides the AHJ the test reports stating no deficiencies

No No N/A

52 Electrical 9 Exterior lighting – operational Sign off and confirmation by COR, no AHJ involvement needed.

COR provides the AHJ inspection report stating no deficiencies

No No N/A

53 Electrical 10 Parking Lot Lighting – operational Sign off and confirmation by COR, no AHJ involvement needed.

COR provides the AHJ inspection report stating no deficiencies

No No N/A

54 Electrical 11 UL Lightning Protection certificate Sign off and confirmation by COR, no AHJ involvement needed.

COR provides the AHJ copies of the certificate No No N/A

55 Electrical 12 Electrical Commissioning Sign off and confirmation by COR, no AHJ involvement needed.

COR provides AHJ Cx Issue Log with Corrective Action, Final test reports, Preliminary or/and Final (Warranty) Cx Report and System Manual. COR provides AHJ record document that all Cx activities are completed.

No No N/A

56 Elevator 1 Elevator Test Reports (including emergency operations)

AHJ accpetance testing COR provides the AHJ test reports stating no deficiencies

Yes Yes OSHE

57 Laboratory Specific 1 Fume Hood Certification Sign off and confirmation by COR, no AHJ involvement needed.

COR provides AHJ testing report No No N/A

58 Laboratory Specific 2 Clean Room Certification Sign off and confirmation by COR, no AHJ involvement needed.

COR provides AHJ testing report No No N/A

59 Laboratory Specific 3 Gas Sensor Alarms Sign off and confirmation by COR, no AHJ involvement needed.

COR provides AHJ inspection report stating no deficiencies

No No N/A

60 Mechanical 1 Equipment List Sign off and confirmation by COR, no AHJ involvement needed.

COR provides AHJ the equipment list No No N/A

61 Mechanical 2 HVAC System Safe for Occupancy COR provides the AHJ the report document verifying completion

No No N/A

62 Mechanical 3 HVAC Commissioning COR provides AHJ Cx Issue Log with Corrective Action, Final test reports, Preliminary or/and Final (Warranty) Cx Report and System Manual. COR provides AHJ record document verifying completion of all Cx activities.

Yes No N/A

63 Mechanical 4 Exhaust Test Reports COR provides the AHJ copies of the test reports No No N/A

64 Mechanical 4.1 Kitchen Exhaust Test Reports Sign off and confirmation by COR, no AHJ involvement needed.

COR provides the AHJ the inspection report stating no deficiencies

No No N/A

65 Mechanical 5 HVAC controls testing COR provides the AHJ the testing report No No N/A 66 Mechanical 6 Air balancing COR provides the AHJ the testing report No No N/A 67 Mechanical 7 Chilled Water pressure and weld test reports COR provides the AHJ copies of the test reports No No N/A

68 Mechanical 8 Steam Line pressure and weld test reports COR provides the AHJ copies of the test reports No No N/A

69 Mechanical 9 Air Dryer test reports COR provides the AHJ copies of the test reports No No N/A

70 Mechanical 10 Simplex Oil minder test reports COR provides the AHJ copies of the test reports No No N/A

71 Mechanical 11 Duct Detectors COR provides the AHJ the testing report No No N/A 72 Mechanical 12 Gas detection systems COR provides the AHJ the testing report No No N/A 73 Mechanical 13 Explosion prevention and control COR provides the AHJ the testing report No No N/A 74 Mechanical 14 Hydronic system balancing COR provides the AHJ the testing report No No N/A 75 Mechanical 15 Hot water systems safety COR provides AHJ email confirming work complete.

AHJ does quality assurance inspection to verify.

No Yes N/A

76 Mechanical 16 Sanitary piping and venting COR provides AHJ email confirming work complete.

AHJ does quality assurance inspection to verify.

Verify any specialty drains that feed hot/warm RAD Tanks and acid neutralization systems are installed correctly.

No Yes N/A

77 Mechanical 17 visual inspection of roof vents for blockage COR provides AHJ email confirming work complete.

AHJ does quality assurance inspection to verify.

No Yes N/A

78 Mechanical 18 drainage systems COR provides AHJ email confirming work complete.

AHJ does quality assurance inspection to verify.

No Yes N/A

79 Mechanical 19 fuel system components COR provides AHJ email confirming work complete.

AHJ does quality assurance inspection to verify.

No Yes N/A

80 Plumbing 1 Potable water test Provide to OSHE - Environmental COR provides AHJ test reports stating no deficiencies. Provide reports on system chlorinization. Provide test reports for lead, copper, and total coliforms/e coli for all drinking water sources.

No No N/A

81 Plumbing 2 Gas Line (Exterior and Interior) test reports Sign off and confirmation by COR, no AHJ involvement needed.

COR provides AHJ test reports stating no deficiencies

No No N/A

82 Plumbing 3 Floor Drains Flowed Provide to OSHE - Environmental COR provides AHJ test reports stating no deficiencies. Verify drains that feed hot/warm RAD tanks and acid neutralization systems are piped correctly.

No No N/A

83 Plumbing 4 Backflow Preventers COR provides AHJ inspection report stating no deficiencies

Yes No N/A

84 Plumbing 5 Safety Showers and Eye Washes Provide to OSHE - Environmental COR provides AHJ inspection report stating no deficiencies. Verify drainage goes to correct location, i.e., potential readiation contamination water goes to RAD holding tank.

Yes No N/A

85 Plumbing 6 Faucets and Toilets Sign off and confirmation by COR, no AHJ involvement needed.

COR provides AHJ email confirming all work and provides the testing report

No No N/A

86 Plumbing 7 Hose Bibs Sign off and confirmation by COR, no AHJ involvement needed.

Cor provides AHJ report document verifying complete

No No N/A

87 Plumbing 8 Plumbing Commissioning Sign off and confirmation by COR, no AHJ involvement needed.

COR provides AHJ Cx Issue Log with Corrective Action, Final test reports, Preliminary or/and Final (Warranty) Cx Report and System Manual. COR provides AHJ record document verifying all Cx activities are complete

No No N/A

88 Security 1 Security Exits COR provides AHJ inspection report stating no deficiencies

Yes No N/A

89 Security 2 Exit via exit doors with security system de-energized and energized

AHJ visual inspection COR provides AHJ inspection report stating no deficiencies. Testing to take place during FA test to ensure proper operation.

No Yes N/A

Product Name Primary Reviewer Secondary Reviewer OFPM NOTES OSHE Comments Deliverable Duplicate Required

AHJ Visual Inspection Required

Required STD Form

90 Security 3 Door locks and closures COR provides AHJ inspection report stating no deficiencies

No No N/A

91 Security 4 Key Turnover - Security/Customer Sign off and confirmation by COR, no AHJ involvement needed.

COR provides AHJ the confirmation report No No N/A

92 Security 5 Key Turnover - Janitorial Keys Sign off and confirmation by COR, no AHJ involvement needed.

COR provides AHJ the confirmation report No No N/A

93 Site/Exterior 1 Earthwork is safe for occupants Sign off and confirmation by COR, no AHJ involvement needed.

COR provide AHJ email stating the requirement is met

No No N/A

94 Site/Exterior 2 Gates and Fencing (sturdy/gates operational/free of sharp edges)

Sign off and confirmation by COR, no AHJ involvement needed.

COR provide inspection report stating no deficiencies

No No N/A

95 Site/Exterior 3 Loading dock height verified Sign off and confirmation by COR, no AHJ involvement needed.

COR provide AHJ email stating the requirement is met

No No N/A

96 Site/Exterior 4 Parking/sidewalks free of tripping hazards Sign off and confirmation by COR, no AHJ involvement needed.

COR provide AHJ email stating the requirement is met

No No N/A

97 Site/Exterior 5 Parking Sign off and confirmation by COR, no AHJ involvement needed.

COR provide AHJ email stating the requirement is met

No No N/A

98 Site/Exterior 6 Parking Lot Sign off and confirmation by COR, no AHJ involvement needed.

COR provide AHJ email stating the requirement is met

No No N/A

99 Site/Exterior 7 Building Envelope Commissioning Sign off and confirmation by COR, no AHJ involvement needed.

COR provide AHJ Cx Issue Log with Corrective Action, Final test reports, Preliminary or/and Final (Warranty) Cx Report and System Manual. COR provide AHJ record document verifying all Cx activities are complete.

Yes No N/A

100 Site/Exterior 8 Power Piping test reports Sign off and confirmation by COR, no AHJ involvement needed.

COR provide the AHJ a copy of the test reports No No N/A

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Appendix A

Revision History

Revision Date Responsible Person(s) Description of Change

Draft 2/7/2023 Andy Keirn (OFPM

195)

Dan Elliot (OFPM

195)

New

Rev. 01 2/23/2023 Andy Keirn (OFPM

195)

Dan Elliot (OFPM

195)

Final Draft. Changes made based on staffing comments

Rev. 02 11/6/2023 Andy Keirn (OFPM

195)

Document for final signature and publishing.

CMFO PR 2023.01 Certificate of Occupancy - Final.pdf