O&M Data Specification 01 78 23.doc

SECTION TABLE OF CONTENTS

DIVISION 01 - GENERAL REQUIREMENTS

SECTION 01 78 23

OPERATION AND MAINTENANCE DATA

PART 1

GENERAL

1.1

REFERENCES

1.2

SUBMITTALS

1.3

OPERATION AND MAINTENANCE DATA

1.3.1 Package Quality

1.3.2 Package Content

1.3.3 Changes to Submittals

1.3.4 Commissioning Authority Review and Approval

1.5

OPERATION AND MAINTENANCE MANUAL FILE FORMAT

1.5.1 Organization

1.5.2 CD or DVD Label and Disk Holder or Case

1.6

TYPES OF INFORMATION REQUIRED IN O&M DATA PACKAGES

1.6.1 Operating Instructions

1.6.1.1 Safety Precautions and Hazards

1.6.1.2 Operator Prestart

1.6.1.3 Startup, Shutdown, and Post-Shutdown Procedures

1.6.1.4 Normal Operations

1.6.1.5 Emergency Operations

1.6.1.6 Operator Service Requirements

1.6.1.7 Environmental Conditions

1.6.1.8 Operating Log

1.6.2 Preventive Maintenance

1.6.2.1 Lubrication Data

1.6.2.2 Preventive Maintenance Plan, Schedule, and Procedures

1.6.2.3 Cleaning Recommendations

1.6.3 Repair

1.6.3.1 Troubleshooting Guides and Diagnostic Techniques

1.6.3.2 Wiring Diagrams and Control Diagrams

1.6.3.3 Repair Procedures

1.6.3.4 Removal and Replacement Instructions

1.6.3.5 Spare Parts and Supply Lists

1.6.3.6 Repair Work-Hours

1.6.5 Appendices

1.6.5.1 Product Submittal Data

1.6.5.2 Manufacturer's Instructions

1.6.5.3 O&M Submittal Data

1.6.5.4 Parts Identification

1.6.5.5 Warranty Information

1.6.5.6 Extended Warranty Information

1.6.5.7 Personnel Training Requirements

1.6.5.8 Testing Equipment and Special Tool Information

1.6.5.9 Testing and Performance Data

1.6.5.10 Field Test Reports

1.6.5.11 Contractor Information

1.7

SCHEDULE OF OPERATION AND MAINTENANCE DATA PACKAGE

1.7.4 Data Package 4

PART 2

PRODUCTS

PART 3

EXECUTION

3.1

TRAINING

3.1.1 Training Plan

3.1.2 Training Content

3.1.3 Training Outline

3.1.4 Training Video Recording

3.1.5 Unresolved Questions from Attendees

3.1.6 Validation of Training Completion

3.1.7 Quality Control Coordination

-- End of Section Table of Contents --

PART 1

GENERAL

1.1

REFERENCES

The publications listed below form a part of this specification to the extent referenced. The publications are referred to within the text by the basic designation only.

ASTM INTERNATIONAL (ASTM)

ASTM E1971

(2005; R 2011) Standard Guide for

Stewardship for the Cleaning of Commercial and Institutional Buildings

1.2

SUBMITTALS

BIA approval is required for all submittals as described in this specification.

1.3

OPERATION AND MAINTENANCE DATA

Submit Operation and Maintenance (O&M) Data for the provided equipment, product, or system, defining the importance of system interactions, troubleshooting, and long-term preventive operation and maintenance. Compile, prepare, and aggregate O&M data to include clarifying and updating the original sequences of operation to as-built conditions. Organize and present information in sufficient detail to clearly explain O&M requirements at the system, equipment, component, and subassembly level. Include an index preceding each submittal.

1.3.1 Package Quality

Documents must be fully legible. Operation and Maintenance data must be consistent with the manufacturer's standard brochures, schematics, printed instructions, general operating procedures, and safety precautions.

1.3.2 Package Content

Provide data package content in accordance with paragraph SCHEDULE OF OPERATION AND MAINTENANCE DATA PACKAGES. Comply with the data package requirements specified in the individual technical sections, including the content of the packages and addressing each product, component, and system designated for data package submission.

1.3.3 Changes to Submittals

Provide manufacturer-originated changes or revisions to submitted data if a component of an item is so affected subsequent to acceptance of the O&M Data. Submit changes, additions, or revisions required by the Contracting Officer for final acceptance of submitted data within 30 calendar days of the notification of this change requirement.

1.3.4 Commissioning Authority Review and Approval Submit the commissioned systems and equipment submittals to the Commissioning Authority (CxA) to review for completeness and applicability. Obtain validation from the CxA that the systems and equipment provided meet the requirements of the Contract documents and design intent, particularly as they relate to functionality, energy performance, water performance, maintainability, sustainability, system cost, indoor environmental quality, and local environmental impacts. The CxA communicates deficiencies to the Contracting Officer. Submit the O&M manuals to the Contracting Officer upon a successful review of the corrections, and with the CxA recommendation for approval and acceptance of these O&M manuals. This work is in addition to the normal review procedures for O&M data.

1.5

OPERATION AND MAINTENANCE MANUAL FILE FORMAT

Assemble data package into electronic Operation and Maintenance Manuals. Assemble each manual into a composite electronically indexed file using the most current version of Adobe Acrobat or similar software capable of producing PDF file format. Provide compact disks (CD) or data digital versatile disk (DVD) as appropriate, so that each one contains operation, maintenance and record files, project record documents, and training videos. Include a complete electronically linked operation and maintenance directory.

1.5.1 Organization

Bookmark Product and Drawing Information documents using the current version of CSI Masterformat numbering system, and arrange submittals using the specification sections as a structure. Use CSI Masterformat and UFGS numbers along with descriptive bookmarked titles that explain the content of the information that is being bookmarked.

1.5.2 CD or DVD Label and Disk Holder or Case

Provide the following information on the disk label and disk holder or case:

a. Building Number

b. Project Title

c. Activity and Location

d. Construction Contract Number

e. Prepared For: (Contracting Agency)

f. Prepared By: (Name, title, phone number and email address)

g. Include the disk content on the disk label

h. Date

i. Virus scanning program used

1.6

TYPE OF INFORMATION REQUIRED IN O&M DATA PACKAGE

The following are a detailed description of the data package item listed in paragraph SCHEDULE OF OPERATION AND MAINTENANCE DATA PACKAGE.

1.6.1 Operating Instructions

Provide specific instructions, procedures, and illustrations for the following phases of operation for the installed model and features of each system:

1.6.1.1 Safety Precautions and Hazards

List personnel hazards and equipment or product safety precautions for operating conditions. Provide recommended safeguards for each identified hazard.

1.6.1.2 Operator Prestart

Provide procedures required to install, set up, and prepare each system for use.

1.6.1.3 Startup, Shutdown, and Post-Shutdown Procedures

Provide narrative description for Startup, Shutdown and Post-shutdown operating procedures including the control sequence for each procedure.

1.6.1.4 Normal Operations

Provide Control Diagrams with data to explain operation and control of systems and specific equipment. Provide narrative description of Normal Operating Procedures.

1.6.1.5 Emergency Operations

Provide Emergency Procedures for equipment malfunctions to permit a short period of continued operation or to shut down the equipment to prevent further damage to systems and equipment. Provide Emergency Shutdown Instructions for fire, explosion, spills, or other foreseeable contingencies. Provide guidance and procedures for emergency operation of utility systems including required valve positions, valve locations and zones or portions of systems controlled.

1.6.1.6 Operator Service Requirements

Provide instructions for services to be performed by the operator such as lubrication, adjustment, inspection, and recording gauge readings.

1.6.1.7 Environmental Conditions

Provide a list of Environmental Conditions (temperature, humidity, and other relevant data) that are best suited for the operation of each product, component or system. Describe conditions under which the item equipment should not be allowed to run.

1.6.1.8 Operating Log

Provide forms, sample logs, and instructions for maintaining necessary operating records.

1.6.2 Preventive Maintenance

Provide the following information for preventive and scheduled maintenance to minimize repairs for the installed model and features of each system. Include potential environmental and indoor air quality impacts of recommended maintenance procedures and materials.

1.6.2.1 Lubrication Data

Include the following preventive maintenance lubrication data, in addition to instructions for lubrication required under paragraph OPERATOR SERVICE REQUIREMENTS:

a. A table showing recommended lubricants for specific temperature ranges and applications.

b. Charts with a schematic diagram of the equipment showing lubrication points, recommended types and grades of lubricants, and capacities.

c. A Lubrication Schedule showing service interval frequency.

1.6.2.2 Preventive Maintenance Plan, Schedule, and Procedures

Provide manufacturer's schedule for routine preventive maintenance, inspections, condition monitoring (predictive tests) and adjustments required to ensure proper and economical operation and to minimize repairs. Provide instructions stating when the systems should be retested. Provide manufacturer's projection of preventive maintenance work-hours on a daily, weekly, monthly, and annual basis including craft requirements by type of craft. For periodic calibrations, provide manufacturer's specified frequency and procedures for each separate operation.

a. Define the anticipated time required to perform each of each test (work-hours), test apparatus, number of personnel identified by responsibility, and a testing validation procedure permitting the record operation capability requirements within the schedule. Provide a remarks column for the testing validation procedure referencing operating limits of time, pressure, temperature, volume, voltage, current, acceleration, velocity, alignment, calibration, adjustments, cleaning, or special system notes. Delineate procedures for preventive maintenance, inspection, adjustment, lubrication and cleaning necessary to minimize repairs.

b. Repair requirements must inform operators how to check out, troubleshoot, repair, and replace components of the system. Include electrical and mechanical schematics and diagrams and diagnostic techniques necessary to enable operation and troubleshooting of the system after acceptance.

1.6.2.3 Cleaning Recommendations

Provide environmentally preferable cleaning recommendations in accordance with ASTM E1971.

1.6.3 Repair

Provide manufacturer's recommended procedures and instructions for correcting problems and making repairs for the installed model and features of each system. Include potential environmental and indoor air quality impacts of recommended maintenance procedures and materials.

1.6.3.1 Troubleshooting Guides and Diagnostic Techniques

Provide step-by-step procedures to promptly isolate the cause of typical malfunctions. Describe clearly why the checkout is performed and what conditions are to be sought. Identify tests or inspections and test equipment required to determine whether parts and equipment may be reused or require replacement.

1.6.3.2 Wiring Diagrams and Control Diagrams

Provide point-to-point drawings of wiring and control circuits including factory-field interfaces. Provide a complete and accurate depiction of the actual job specific wiring and control work. On diagrams, number electrical and electronic wiring and pneumatic control tubing and the terminals for each type, identically to actual installation configuration and numbering.

1.6.3.3 Repair Procedures

Provide instructions and a list of tools required to repair or restore the product or equipment to proper condition or operating standards.

1.6.3.4 Removal and Replacement Instructions

Provide step-by-step procedures and a list of required tools and supplies for removal, replacement, disassembly, and assembly of components, assemblies, subassemblies, accessories, and attachments. Provide tolerances, dimensions, settings and adjustments required. Use a combination of text and illustrations.

1.6.3.5 Spare Parts and Supply Lists

Provide lists of spare parts and supplies required for repair to ensure continued service or operation without unreasonable delays. Special consideration is required for facilities at remote locations. List spare parts and supplies that have a long lead-time to obtain.

1.6.3.6 Repair Work-Hours

Provide manufacturer's projection of repair work-hours including requirements by type of craft. Identify, and tabulate separately, repair that requires the equipment manufacturer to complete or to participate.

1.6.5 Appendices

Provide information required below and information not specified in the preceding paragraphs but pertinent to the maintenance or operation of the product or equipment. Include the following:

1.6.5.1 Product Submittal Data

Provide a copy of Product Data submittals documented with the required approval.

1.6.5.2 Manufacturer's Instructions

Provide a copy of Manufacturer's Instructions submittals documented with the required approval.

1.6.5.3 O&M Submittal Data

Provide a copy of Operation and Maintenance Data submittals documented with the required approval.

1.6.5.4 Parts Identification

Provide identification and coverage for the parts of each component, assembly, subassembly, and accessory of the end items subject to replacement. Include special hardware requirements, such as requirement to use high-strength bolts and nuts. Identify parts by make, model, serial number, and source of supply to allow reordering without further identification. Provide clear and legible illustrations, drawings, and exploded views to enable easy identification of the items. When illustrations omit the part numbers and description, both the illustrations and separate listing must show the index, reference, or key number that will cross-reference the illustrated part to the listed part. Group the parts shown in the listings by components, assemblies, and subassemblies in accordance with the manufacturer's standard practice. Parts data may cover more than one model or series of equipment, components, assemblies, subassemblies, attachments, or accessories, such as typically shown in a master parts catalog.

1.6.5.5 Warranty Information

List and explain the various warranties and clearly identify the servicing and technical precautions prescribed by the manufacturers or contract documents in order to keep warranties in force. Include warranty information for primary components of the system. Provide copies of warranties required.

1.6.5.6 Extended Warranty Information

List all warranties for products, equipment, components, and sub-components whose duration exceeds one year. For each warranty listed, indicate the applicable specification section, duration, start date, end date, and the point of contact for warranty fulfillment. Also, list or reference the specific operation and maintenance procedures that must be performed to keep the warranty valid. Provide copies of warranties required.

1.6.5.7 Personnel Training Requirements

Provide information available from the manufacturers that is needed for use in training designated personnel to properly operate and maintain the equipment and systems.

1.6.5.8 Testing Equipment and Special Tool Information

Include information on test equipment required to perform specified tests and on special tools needed for the operation, maintenance, and repair of components. Provide final set points.

1.6.5.9 Testing and Performance Data

Include completed prefunctional checklists, functional performance test forms, and monitoring reports. Include recommended schedule for retesting and blank test forms. Provide final set points.

1.6.5.10 Field Test Reports

Provide a copy of Field Test Reports submittals documented with the required approval.

1.6.5.11 Contractor Information

Provide a list that includes the name, address, and telephone number of the General Contractor and each Subcontractor who installed the product or equipment, or system. For each item, also provide the name address and telephone number of the manufacturer's representative and service organization that can provide replacements most convenient to the project site. Provide the name, address, and telephone number of the product, equipment, and system manufacturers.

1.7

SCHEDULE OF OPERATION AND MAINTENANCE DATA PACKAGE SUBMITTED

Provide the O&M data package specified in individual technical sections.

The information required follows:

1.7.4 Data Package SUBMITTAL REQUIREMENTS

a. Safety precautions and hazards

b. Operator prestart

c. Startup, shutdown, and post-shutdown procedures

d. Normal operations

e. Emergency operations

f. Operator service requirements

g. Environmental conditions

h. Operating log

i. Lubrication data

j. Preventive maintenance plan, schedule, and procedures

k. Cleaning recommendations

l. Troubleshooting guides and diagnostic techniques

m. Wiring diagrams and control diagrams

n. Repair procedures

o. Removal and replacement instructions

p. Spare parts and supply list

q. Repair work-hours

r. Product submittal data

s. O&M submittal data

t. Parts identification

u. Warranty information

v. Extended warranty information

w. Personnel training requirements

x. Testing equipment and special tool information

y. Testing and performance data

z. Contractor information

aa. Field test reports

PART 2

PRODUCTS

Not Used

PART 3

EXECUTION

3.1

TRAINING

Prior to acceptance of the facility by the Contracting Officer for Beneficial Occupancy, provide comprehensive training for the systems and equipment specified in the technical specifications. The training must be targeted for the Statement of Work, building maintenance personnel, and applicable building occupants. Instructors must be well-versed in the particular systems that they are presenting. Address aspects of the Operation and Maintenance Manual. Training must include classroom or field lectures based on the system operating requirements. The location of classroom training requires approval by the Contracting Officer.

3.1.1 Training Plan

Submit a written training plan to the Contracting Officer for approval at least 21 calendar days prior to the scheduled training. Training plan must be approved by the COR prior to forwarding to the Contracting Officer. Also, coordinate the training schedule with the Contracting Officer. Include within the plan the following elements:

a. Equipment included in training

b. Intended audience

c. Location of training

d. Dates of training

e. Objectives

f. Outline of the information to be presented and subjects covered including description

g. Start and finish times and duration of training on each subject

h. Methods (e.g. classroom lecture, video, site walk-through, actual operational demonstrations, written handouts)

i. Instructor names and instructor qualifications for each subject

j. List of texts and other materials to be furnished by the Contractor that are required to support training

k. Description of proposed software to be used for video recording of training sessions.

3.1.2 Training Content

The core of this training must be based on manufacturer's recommendations and the operation and maintenance information. The BIA COR is responsible for overseeing and approving the content and adequacy of the training. Spend 95 percent of the instruction time during the presentation on the OPERATION AND MAINTENANCE DATA. Include the following for each system training presentation:

a. Start-up, normal operation, shutdown, unoccupied operation, seasonal changeover, manual operation, controls set-up and programming, troubleshooting, and alarms.

b. Relevant health and safety issues.

c. Discussion of how the feature or system is environmentally responsive. Advise adjustments and optimizing methods for energy conservation.

d. Design intent.

e. Use of O&M Manual Files.

f. Review of control drawings and schematics.

g. Interactions with other systems.

h. Special maintenance and replacement sources.

i. Tenant interaction issues.

3.1.3 Training Outline

Provide a written course outline listing the major and minor topics to be discussed by the instructor on each day of the course to each trainee in the course. Provide the course outline 14 calendar days prior to the training.

3.1.4 Training Video Recording

Record classroom training session(s) on video. Provide to the Contracting Officer two copies of the training session(s) in DVD video recording format. Capture within the recording, in video and audio, the instructors' training presentations including question and answer periods with the attendees. The recording camera(s) must be attended by a person during the recording sessions to assure proper size of exhibits and projections during the recording are visible and readable when viewed as training.

3.1.5 Unresolved Questions from Attendees

If, at the end of the training course, there are questions from attendees that remain unresolved, the instructor must send the answers, in writing, to the Contracting Officer for transmittal to the attendees, and the training video must be modified to include the appropriate clarifications.

3.1.6 Validation of Training Completion

Ensure that each attendee at each training session signs a class roster daily to confirm Government participation in the training. At the completion of training, submit a signed validation letter that includes a sample record of training for reporting what systems were included in the training, who provided the training, when and where the training was performed, and copies of the signed class rosters. Provide two copies of the validation to the Contracting Officer, and one copy to the Operation and Maintenance Manual Preparer for inclusion into the Manual's documentation.

3.1.7 Quality Control Coordination

Coordinate this training with the Contracting Officer.

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