Houston National Cemetery Cx Plan - V4 - 5-5-20.pdf

COMMISSIONING PLAN

Houston National Cemetery

Phase V Development

PROJECT NO. 851PC2048

Prepared for:

United States Department of Veteran Affairs

May 5, 2020

Prepared by:

National Cemetery Administration

Houston, Texas

Contents

Commissioning Plan

I. Introduction

II. Commissioning Goals

III. Project Description

IV. Commissioning Scope

V. Systems to Be Commissioned

VI. Commissioning Team

VII. Commissioning Communications and Document Distribution

VIII. Pre-Design Phase Commissioning

IX. Design Phase Commissioning

X. Construction and Acceptance Phase Commissioning

XI. Warranty Phase Commissioning

XII. Team Member Roles and Responsibilities

XIII. Commissioning Schedule

XIV. Appendix A – Preliminary Log of Required Documentation

XV. Appendix B – Pre-Functional Checklists

XVI. Appendix C – Functional Performance Tests

Version Tracking

Version Date Submitted Reason

0 12/3/18 Pre-design phase draft submission

1 4/24/19 DD-1 update submission

2 9/6/19 CD-1 update

3 10/24/19 CD-2 update

4 5/5/20 Final submission edits

May 5, 2020 Commissioning Plan

Commissioning Plan

I. Introduction

A. The National Cemetery Administration (NCA) is committed to commissioning new facilities and systems required for the reliable, safe, and secure operation of the Houston

National Cemetery in Houston, TX. This process will verify that systems are complete and functioning properly upon project completion, and that each facility’s maintenance staff has the appropriate system documentation and training.

B. Commissioning consists of systematically documenting that specified components and systems have been installed and started up properly, functionally tested to verify that systems are complete and functioning properly upon project completion, and that the

NCA FMD staff has the appropriate system documentation and training. In addition, Owner-personnel training will be verified, and final project O&M documents will be reviewed for completeness.

C. This document is intended to be a roadmap for the parties involved in the commissioning process. The document will explain the systems to be commissioned, the process activities, the procedures to follow throughout the commissioning process, and the roles and responsibilities for each party involved. The commissioning activities will begin during the design phase of the project and proceed through the warranty period.

D. The team members for this project are committed to commissioning this facility and systems required for the reliable, safe, and secure operation of the facility. This process is intended to verify that systems are properly installed, configured and operating in accordance with the requirements of the project, and that operating personnel are adequately prepared to successfully operate the facility at project turnover.

E. The Commissioning Agent will be provided by the United States Department of Veterans

Affairs (VA) for the Houston National Cemetery Phase V Development Project.

F. In this structure, all communications on contractual issues are strictly limited to communications between the Contract Officer/Contract Officer’s Representative

(CO/COR) and the AE Team and Prime Contractor. It is the practice of the NCA to require that communication between other parties to the contractors (i.e. AE

Subconsultants, Subcontractors and Vendors) be routed through these two prime contractors and the CO/COR

G. Commissioning is a process that relies upon high levels of communication and collaboration between all parties to the construction process. By its nature, the levels of communication and cooperation between the Commissioning Agent and all other parties to the construction process (Design and the Contractor Team) is essential to the success of the commissioning effort. In the absence of the relationships, cooperation and support created by this communication, the commissioning process will likely fail to achieve its ends.

H. With this fundamental conflict in mind, this Commissioning Plan has been developed to recognize that, in the execution of the commissioning process, the Commissioning Agent must develop effective methods to communicate with every member of the NCA, A/E team, and Contractor Team involved in delivering commissioned systems while simultaneously respecting the exclusive contract authority of the Contracting Officer.

Thus, all procedures outlined in this manual must be executed within the following limitations:

1. The Commissioning Agent may maintain a continuous open communication with the Cx Team, including Design Team, the Contractor Team, installing

Subcontractors and the Owner’s Team to facilitate a collaborative commissioning process subject to the specific limitations outlined below.

2. All communications shall be copied to the Project Manager (Design Phase) and

Resident Engineer (Construction Phase).

3. All Communications shall include specific reference to these contract limitations

(e.g., “All issues identified in this Commissioning Issues Log are subject to

Paragraph 2.5: Contractual Relationships in the NCA Commissioning Process

Manual.”

4. All information from the Commissioning Agent to any party involved in the project must be transmitted with the following clear limitations:

a. No communications (verbal or written) will be deemed to constitute direction that modifies the terms of any contract between the NCA and any party to the construction project.

b. Commissioning issues communicated in writing to the General Contractor and copied to the CPM/SRE are provided to all parties to the contract to expedite communication. All issues must be understood as the professional opinion of the Commissioning Agent and suggestions for issue resolution only until expressly approved as direction by the CPM or Site Resident Engineer.

c. In the event that any commissioning issue and suggested resolution are deemed to require either an official interpretation of the construction documents or are determined to require a modification of the contract documents, the Contracting Officer will issue an official directive to this effect.

d. All parties to the commissioning process shall be individually responsible for alerting the CO of any issues that they deem to constitute a potential contract change prior to acting on these issues.

e. Authority for design and construction issues resolution rests solely with the

Contracting Officer and his/her designated representative with appropriate technical guidance from the Design Team and/or Commissioning Agent.

I. Abbreviations

1. Operations and Maintenance (O&M)

2. Contract Officer or Contract Officer’s Representative (CO/COR)

3. Project Manager and/or Site Resident Engineer (PM/SRE)

4. NCA Facilities Management Department Staff (FMD)

5. Design Professionals (D)

6. Architect and Engineer Team (AE Team)

7. Engineer of Record (EOR)

8. Construction Project Manager (CPM)

9. Installation Contractors (CONTR)

10. Global Positioning System (GPS)

11. Testing, Adjusting & Balancing Contractor (TAB)

12. Commissioning Agent (CxA)

13. Request for Information (RFI)

14. Architect’s Supplemental Instructions (ASI)

15. Design Development Documents (DD)

16. Construction Documents (CD)

17. Commissioning (Cx)

18. Functional Performance Test (FPT)

19. Pre-Functional Checklist (PFC)

20. Corrective Action Notice (CAR)

21. Quality Control (QC)

II. Commissioning Goals

A. The Commissioning Agent has developed specific commissioning goals to emphasize the role commissioning will play in the design and construction processes:

Meet or exceed NCA Project Requirements

Optimize Systems Operations

System Operation and Performance Verification

• Functional Performance Test results

• Pre-Functional Checklists

• Equipment startup

Documentation and Training for FMD Staff

• Operating instructions and documentation

• Operator equipment training

• Operator systems training

Integrate Testing Schedules into Construction Schedule

• Coordination of trades

• Coordination of DDC vendor tasks as they relate to the commissioned systems.

Early Identification and Resolution of Issues

Clear and Open Communications

III. Project Description

A. It is our understanding that the Project will provide the fifth phase of development by providing an additional ten (10) years of continued burial services to a Veteran population who has been served by this National Cemetery since it opened in 1965. This project will provide an additional 10-year inventory of pre-placed crypts for casketed interments and both in-ground sites and columbarium niches for cremated inurnments, as well as various cemetery improvements/enhancements.

B. This project will include the development of approximately 20 acres of undeveloped land to provide approximately 24,800 gravesites, including both casket and cremation sites in new burial sections. In addition to the new gravesites, irrigation will be extended into new burial sections compatible with the existing system, along with anticipated upgrades to existing security systems. This project will also include minor HVAC renovations, lighting controls upgrades, and the installment of a natural gas generator and electric panels.

The GPS/GNSS systems will be expanded into the new gravesites.

C. Scoping documents provided for determination of pricing include the RFP AE Scope of

Work, Commissioning Scope of Work, project schedule, master plan, an overlay mark-up of the Master Plan, and responses to requests for information issued by the Owner.

Additionally, the NCA Commissioning Process Manual was used to determine the deliverables for each phase of design and construction, as well as the requirements for crypt commissioning.

IV. Commissioning Scope

A. McDonough Bolyard Peck, Inc. (d/b/a MBP) will provide commissioning services to support the Houston National Cemetery project. Commissioning activities will include the tasks and deliverables outlined below.

Commissioning Scope

Project Phase

Task Description Deliverable

Design Review Schematic design

Review Schematic Design for familiarization, general conformance with Owner’s Project Requirements, Basis of Design and NCA Design Criteria.

Review comment log.

Design Review Design Development design

Review Design Development for familiarization, general conformance with Owner’s Project Requirements, Basis of Design and NCA Design Criteria.

Review comment log.

Design Commissioning Specifications

Prepare Commissioning Specification “Section 01 91 13 – General Commissioning Requirements” to be included in project manual.

Commissioning Specification

Prepare Commissioning Specification for Division 03 – Pre-Cast Burial Crypts, Division 11 – Equipment, Division 22 – Equipment, Division 23 – Equipment, Division 26 – Equipment, Division 28 – Electronic Safety and Security, Division 32 – Irrigation, and to provide detailed commissioning, O&M and training requirements for individual technical specification sections.

Commissioning Specifications

Design Preliminary Commissioning Plan

Prepare preliminary Commissioning Plan that describes the commissioning process and provides the Commissioning Team with specific roles and responsibilities. The Commissioning Plan will include a description of systems to be commissioned.

Preliminary Commissioning Plan

Project Phase Task Description Deliverable

Design Focused Design Document Review

Perform a focused review of Design Document DD-1, DD-2, CD-1 and CD-2 (final submission).

Commissioning Design Review Log (Dr Check)

Design Focused Construction Document Review

Perform a focused review of the final Construction Document submission.

This review will include a back-check of commissioning comments provided during previous reviews.

Commissioning Design Review Log (Dr Check)

Design Design Phase Meetings

Participate in selected Design Phase Owner/Architect meetings.

Meeting Notes

Design Focused Design Review Meetings

Attend selected meetings with Owner and AE Team to review the project design and specific commissioning design review comments. It is assumed this meeting will be scheduled in conjunction with scheduled Owner/Architect meetings.

Meeting Notes

Design Final Commissioning Plan

Based on the final construction documents, update the preliminary Commissioning Plan to identify specific systems to be commissioned. The Final Commissioning Plan will also include specific individual roles and responsibilities and preliminary Pre- Functional Checklists and Functional Test Plans for systems to be commissioned.

Final

Construction Construction Commissioning Kick- Off Meeting

Conduct an initial commissioning meeting with all contractors and commissioning team members. The purpose of the meeting will be to establish the purpose and proposed process for commissioning this facility in the construction, acceptance and warranties phases of the project.

Review the individual roles and responsibilities of each participating commissioning team member as specified in the Construction Documents. Meeting will be scheduled for each construction package with a commissioning scope.

Meeting Notes

Construction Duration Schedule for Commissioning Activities

Based on the final Commissioning Plan, prepare a schedule to show the duration, predecessors and successors for commissioning activities. This schedule will be provided to the Construction Project Manager for inclusion of commissioning activities into the project construction schedule.

This allows commissioning activities to be smoothly integrated into the overall construction process.

Duration schedule with commissioning activities, predecessors, successors and key milestones.

Construction Submittal and Shop Drawing Review Request

Based on final construction documents, prepare a list of selected submittals and shop drawings for review by the Commissioning Agent.

Submittal Request Checklist

Construction Submittal and Shop Drawing Review

Review selected submittals and shop drawings to support the commissioning process. Review will be for the purpose of developing appropriate Pre- Functional Checklists and Functional Performance Test Plans. Reviews will focus on the ability to commission the systems, maintainability and general conformance to owner’s requirements.

Commissioning review of submittals and shop drawings does not replace the responsibility of the Design Team for approval.

Commissioning Submittal Review Log

Construction Pre-Functional Checklists

Prepare Pre-Functional Checklists for systems, components and/or equipment to be commissioned. These Pre- Functional Checklists will be used to document completion of system, component and/or equipment installation, and to determine system readiness for functional performance testing.

Pre-Functional Checklists should be completed by the installing contractors to document the installation process.

The Contractor shall provide 15 days’ notice to CxA and SRE regarding the completion schedule for the checklists.

Completed Pre-Functional Checklists will be spot checked by the Commissioning Agent to verify systems are ready for testing.

Draft Pre-Functional Checklists for owner and contractor review.

Final Pre-Functional Checklists for use by contractors and/or CxA.

Construction Review Contractor Equipment Startup Checklists

Commissioning Agent will review selected equipment startup reports prepared by installing contractor.

Commissioning Agent will witness selected equipment startup procedures.

Seven days’ prior notice is required to schedule the Commissioning Authority witnessing the startup.

Contractor Equipment Startup Checklist (this checklist is part of the Submittal and Shop Drawing Review Checklist).

Issues Log

Construction Prepare Functional Test Plans

Based on final construction documents (including applicable changes), and approved submittals, prepare Functional Test Plans for systems to be commissioned. Draft Functional Test Plans will be issued for review by Owner, installing contractors and DDC Vendor.

Final Functional Test Plans will be prepared incorporating review comments received from owner, contractors or DDC Vendor.

Draft Functional Test Plans

Final Functional Test Plans for use in systems testing.

Construction Review O&M Manuals

Review Operations and Maintenance Manuals submitted by contractors for general conformance with specifications and Owner’s requirements.

Commissioning Review Log

Construction Prepare Systems Manuals

Prepare detailed systems manuals for commissioned systems. The manuals will provide operating staff the information needed to understand and optimally operate the commissioned systems. The manuals will describe system design, components, capacity and sequences of operations. Manuals will include descriptions of interactions with other systems and common systems failure modes and responses.

Systems Manuals – one hardcopy plus two electronic copies on thumb drive

Construction Review Training Plans

Review contractor and manufacturer training plans and agendas for general conformance with specifications and Owner’s requirements. Observe selected training for quality and general conformance with the training plan and agenda.

Commissioning Review Log

Construction Warranty Review Review contractor’s and manufacturer’s warranties for general conformance with specifications and Owner’s requirements.

Commissioning Review Log

Construction Systems Functional Testing

Direct functional testing for systems to be commissioned. Testing will be conducted as detailed on the specific Functional Test Plan for each system to be commissioned.

Functional testing will require support from the Owner, plumbing contractor, GPS contractor, DDC Vendor (if irrigation system ties into EMS), and specialty-systems installing contractors.

Installing contractors must be available to respond to issues and problems identified during testing.

Executed Functional Test Plans

Construction Construction Observation

Conduct visits to the construction site to observe construction activities. Specific attention will be given to installation of electronic safety and irrigation systems for general conformance with specifications and manufacturer’s installation requirements. Specific attention will also be given to installation of site utilities and site improvements for general conformance with plans, specifications and manufacturer’s installation requirements.

Field Observation Reports

Construction Final Commissioning Report

Compile a comprehensive commissioning report documenting all commissioning activities, including but not limited to:

• Commissioning scope

• Test methods and results

• Outstanding commissioning issues

• Issues log

• Commissioning plan

• Status reports

• Submittal and O&M manual reviews

• Training record

• Pre-Functional Checklists

• Design Review Comments

Scope includes one submission of a preliminary report for Owner review.

Scope includes one submission of the Final Commissioning Report that incorporates Owner’s review comments.

Preliminary Commissioning Report – one hardcopy for owner review.

Final

Report – one hardcopy plus two electronic submissions on thumb drive

Construction Owner, Architect and Construction Manager Meetings (Construction Phase)

Attend selected Owner/Architect/Contractor meetings.

CxA will attend meetings to discuss commissioning issues, review the Commissioning Issues Log and to maintain awareness of general construction schedule and issues.

Meeting Notes (it is assumed the Construction Manager will provide the official minutes).

Construction Commissioning Progress Meetings

Conduct Commissioning Progress Meetings to review system installation progress, system readiness, and preparation for functional performance testing. These meetings will also review status of unresolved commissioning issues and progress towards resolution of the issues. The Construction Manager, Construction Commissioning Manager, Construction Quality Control Manager, and commissioning representatives from the Mechanical/Electrical Design Team, plumbing contractor, electrical contractor, and specialty-systems installing contractors will attend these meetings.

Meeting minutes

Construction Status Reports Provide periodic status reports detailing activities, significant unresolved issues, and upcoming commissioning activities.

Prepare report outlining status of deliverables for the project. Status reports are submitted with invoices for professional services.

Monthly Narrative Status Report

Monthly Percent Complete Report

Construction Master Issues Log Maintain a Commissioning Issues Log to document commissioning issues identified during construction and functional testing. The Commissioning Issues Log will include recommended responsible party and recommendations for resolution of the issue. The Commissioning Issues Log will also be used to document progress toward resolution and the final resolution

Commissioning Issues Log

Construction Review Change Orders, ASI, and RFI

Review change orders, architect’s supplemental instructions and requests for information (with AE team response) for issues that affect commissioning.

Review is for information only and does not constitute technical or contractual approval or disapproval.

Commissioning Requests for Information

Warranty Deferred and/or Seasonal Testing

Direct testing that was deferred due to lack of system readiness or for seasonal requirements. Testing will be conducted in accordance with Functional Test Plans. Testing support will be required from the DDC Vendor and Owner. We have assumed this testing will be performed during a two-day site visit approximately 10 months after substantial completion.

Executed

Plans

Warranty Post-Occupancy Warranty Checkup

Return to the project approximately 10 months into the 12-month warranty period to review the building operation with the facility staff and discuss outstanding issues related to commissioning and outstanding warranty issues. Provide suggestions for improvements. Assist facility staff in developing reports, documents and requests for service to remedy outstanding problems. We have assumed this will be performed during a two-day site visit approximately 10 months after substantial completion

Field Observation Report

Warranty Final Commissioning Report Amendment

Amend Final Commissioning Report to document the Warranty Phase commissioning activities.

Amendment to Final

Report.

B. Design phase commissioning services will be provided by the Fairfax, VA and Columbia, MD offices of MBP.

C. Construction phase commissioning services will be provided at the construction site for the Houston National Cemetery by staff from the Fairfax, VA and Columbia, MD offices of MBP.

V. Systems to Be Commissioned

A. The systems and equipment to be commissioned are outlined in the table below.

Systems to Be Commissioned

System Pre-

Functional Checklists

Equipment Startup

Functional Testing

Sample Size

Remarks

Division 3 – Pre-Cast Burial Crypts

Burial Crypts Yes No Yes 1% Cx consists of sampling of required specification tests and test reports, observation of ‘mockup’ crypts, review of bedding and drainage prior to placement, final crypt numbering, installation, and lid removal tests with the

RE.

Division 11 – Equipment

Global Positioning System

(GPS)

Yes No Yes 1% Final Acceptance testing by

CO/COR,

witnessed by the CxA.

Geographical Information System

Yes No Yes 1% Final Acceptance testing by

CO/COR,

witnessed by the CxA.

System Pre-

Functional Checklists

Equipment Startup

Functional Testing

Sample Size

Remarks

Division 23 – Equipment

Heat Pump Split System (Replacement)

Yes No Yes 100% Final Acceptance testing by

CO/COR,

Miscellaneous Fans Yes Yes Yes 100% Final Acceptance testing by

CO/COR

Division 26 - Electrical

Lighting Replacements Yes No Yes 100% Final Acceptance testing by

CO/COR,

Natural Gas Generator Yes No Yes 100% Final testing by

CO/COR,

Electric Panel Replacements

Yes No Yes 100% Final Acceptance testing by

CO/COR,

System Pre-

Functional Checklists

Equipment Startup

Functional Testing

Sample Size

Remarks

Division 28 – Electronic Safety and Security

Closed Circuit Television (CCTV) System

Yes Yes Yes 50% (new cameras only)

Final testing by

CO/COR,

Physical Access Control System (PACS)

Yes Yes Yes 50%

(new)

Final Acceptance testing by

CO/COR,

Division 32 –Irrigation

Irrigation System (New and Existing)

Yes Yes Yes 100%

(new)

Installed by contractors, commissioned by RFP AE Irrigation Consultant.

Forms provided by CxA.

Witnessed by the Engineer of Record.

VI. Commissioning Team

A. The Commissioning Team shall consist of representatives from the following parties involved in the design and construction of this facility. The time at which individual members join the team and the level of their participation during the different phases of the project will vary from member to member.

Commissioning Team

Item Team Member Description Contact Information

AE

Team

Architect and Engineering Team

Representatives from the Architect and Engineering Team

Mark Dyck and Jason Gerhart

Gordon

148 S. Queen St., Suite 201

Martinsburg, WV 25401

304-725-8456 (office) mdyck@gordon.us.com jgerhart@gordon.us.com

AE

Team

Architect and Engineering Team

Subcontractors to the Architect and Engineering Team

Eric Ruffel

AES

11031 S. Pikes Peak Dr., Suite

Parker, CO 80318

303-886-8941 (cell) eric.ruffel@aes-grp.com

AE

Team

Architect and Engineering Team

Subcontractors to the Architect and Engineering Team

Karl Komatsu

Komatsu

3880 Hulen Street, Suite 300

Fort Worth, TX 76107

817-710-1344 (office)

817-992-4992 (cell) kkomatsu@komatsu-inc.com

Item Team Member Description Contact Information

SRE Site Resident Engineer On-site technical representative of the Contracting Officer.

Roy Luera

NCA

10410 Veterans Memorial Drive

Houston, TX 77038

281-447-8686 roy.luera@va.gov

PM NCA Project Manager Representative of the National Cemetery Administration

Bryan Bodnar

CFM-VACO

425 I St. NW, Suite 6W417B

Washington, DC 20001

202-632-5722 bryan.bodner@va.gov

MEP Mechanical, Electrical and Plumbing Design Engineer of Record

(EOR)

MEP Design Administration Representative

Eric Ruffel, Cory Long, and Glenn Ross

AES

11031 S. Pikes Peak Dr., Ste #202

Parker, CO 80138

303-841-3922 eric.ruffel@aes-grp.com cory.long@aes-grp.com glenn.ross@aes-grp.com

CxA Commissioning Agent Project Manager for Commissioning Agent

Mark Maguire

MBP

10980 Grantchester Way, Ste 250

Columbia, MD 21044

301-830-2408 mmaguire@mbpce.com

CxTL Commissioning Agent Technical Lead

Primary point of contact for commissioning technical issues

Savannah Dotson

MBP

3040 Williams Drive, Suite 300

Fairfax, VA 22031

703-641-9088 sdotson@mbpce.com

CPM Construction Project Manager

Contractor’s Project Manager responsible for construction and coordination of sub-contractors

TBD

Organization

Address

City, State Zip

Phone:

Email:

CQC Quality Control Manager Contractor’s Quality Control Manager responsible for managing the construction quality program

TBD

Organization

Address

City, State Zip

Phone:

Email:

PLMG Plumbing Contractor Commissioning Representative for the Sub-contractor responsible for installation of plumbing systems

TBD

Organization

Address

City, State Zip

Phone:

Email:

SC-IS Specialty Systems Contractor – Irrigation Systems

Commissioning Representative for the Sub-Contractor(s) responsible for installation of specialty and/or low voltage systems

TBD

Organization

Address

City, State Zip

Phone:

Email:

SC-SS Specialty Systems Contractor – Security Systems

Commissioning Representative for the Sub-Contractor(s) responsible for installation of specialty and/or low voltage systems

TBD

Organization

Address

City, State Zip

Phone:

Email:

SC-

TBD

Specialty Systems Contractor – GIS

Commissioning Representative for the Sub-Contractor(s) responsible for installation of specialty and/or low voltage systems

TBD

Organization

Address

City, State Zip

Phone:

Email:

DDC DDC Vendor Commissioning Representative for the DDC vendor responsible for providing the control system(s)

TBD

Organization

Address

City, State Zip

Phone:

Email:

TAB Testing, Adjusting and Balancing Vendor

Commissioning Representative for the TAB vendor responsible for certified air- and water-testing and balancing.

TBD

Organization

Address

City, State Zip

Phone:

Email:

B. Roles and responsibilities for the Commissioning Team members are described elsewhere in this Commissioning Plan.

VII. Commissioning Communications and Document Distribution

A. The following table outlines the submittal and distribution requirements for various documents used in the commissioning process.

Communication Distribution Matrix

Document Prepared by: Submitted to: Copies to: Comments

Owner’s Project Requirements

PM • AE Team • QA

• CxA

• CPM

OPR Comment Log CxA • PM • QA

• AE Team

Basis of Design Document (Design Narrative)

AE Team • PM • QA

Schematic Design Documents

AE Team • PM • QA

• CxA

• CPM

Design Team submits directly to PM

Design Development documents

AE Team • PM • QA

Specifications

CxA • PM • QA

Preliminary

CxA • PM • QA

Progress CD Drawings and Specs

AE Team • PM

• QA

• DDC

Progress Set Review Comments Log

CxA • PM • QA

Final Construction Documents

AE Team • PM • QA

• CxA

• CPM

Design Team submits directly to NCA as separate submission

Final CD Review Comment Log

CxA • PM • QA

• AE Team

• CPM

PM Review comments submitted separately to AE Team

Design Phase Meeting Minutes

AE Team • PM • QA

Focused Design Review Meeting Minutes

Minutes by AE Team

Notes by CxA

• PM • QA

Final Commissioning

CxA • SRE • QA

Construction Kickoff Meeting Minutes

CPM • SRE • QA

Duration Schedule for Commissioning Activities

CxA • SRE • QA

• CPM

Initial submission included in final

Updates provided as necessary

Submittals and Shop Drawings

CPM • SRE • AE Team

• CxA

• QA

Submittals and Shop Drawings are submitted to the AE Team as separate submission

Submittal and Shop Drawing Comment Log

CxA • SRE • CPM

• AE Team

• QA

Design Team comments and/or approval provided separately to CPM and

PM

Construction Phase Controls Meeting Minutes

CPM

(Notes by CxA)

• SRE • QA

Preliminary Pre- Functional Checklists

CxA • SRE • QA

System Pre- Functional Checklist Comments

CPM

• SRE • CxA

Final Pre-Functional Checklists

CxA • SRE • CPM

Executed Pre- Functional Checklists

CPM • SRE • CxA

Contractor Startup

CPM • SRE • CxA

Report Comment Log

CxA • SRE • QA

Procedures

Procedure Comments

CPM

• SRE • CxA

Final Functional Test Procedures

Executed Functional Test Procedures

O&M Manuals CPM • SRE • QA

• NCA

O&M Manual Comment Log

CxA • SRE • CPM

• QA

Systems Manuals CxA • SRE • QA

• CPM

• AE Team

CxA will assemble systems manual with documentation provided by Contractor and Design team.

System Manual Review Comments

QA

FMD

CPM

AE Team

• SRE • QA

• NCA

• CxA

Training Plans CPM • SRE • QA

Training Plan Comment Log

CxA • SRE • QA

• NCA

Warranty and other Closeout Documents

CPM • SRE • QA

Warranty and Closeout Comment Log

CxA • SRE • QA

System Functional Testing Field Reports

Construction Observations Field Reports

Report

CxA • QA • PM

Report Review Comments

QA • CxA • PM

Final Commissioning Report

Construction O/A/C Meeting minutes

CPM • SRE • QA

Status Reports

CxA • QA • PM

Master Issues Log CxA • SRE • QA

Change Orders, ASI, RFI

AE Team

CPM

• SRE • QA

• CxA

Deferred / Seasonal Testing Field Report

Deferred / Seasonal Executed Functional Test Procedures

Warranty Checkup Field Report

Master Issues Log CxA • SRE • QA

Report Amendment

VIII. Pre-Design Phase Commissioning

A. Design Intent Document: During the Pre-Design Phase, the VA will solicit and award contracts for the Design Team Construction Manager and Commissioning Authority.

Once these contracts are executed, the Design Team will begin developing the project design. The Design Team will prepare a Design Narrative to document the NCA project requirements. The mechanical, electrical, plumbing, controls, and other technical sections will provide a reference for all design and commissioning requirements. This document will be updated as needed during the design process to document changes in the NCA project requirements.

B. Design Narrative: The Design Team will also prepare a Design Narrative that provides documentation on the design assumptions, design parameters, design calculations, and decisions made during design to implement the Design Intent Document. The Design

Narrative is also submitted to the PM for review.

C. The goal of the commissioning tasks in the Pre-Design Phase of the project include the following:

1. The CxA, PM, CPM and NCA representatives will review and provide written comments on the Design Intent Document.

2. The CxA, PM, CPM and NCA representatives will review and provide written comments on the Design Narrative.

IX. Design Phase Commissioning

A. Schematic Design Phase: The goals of the commissioning tasks in the Schematic

Design Phase of the project include the following:

1. The CxA PM, and NCA representatives will review and provide written comments on the Schematic Design documents submitted by the Design Team. The focus of the CxA review will be on adherence to the Design Narrative. The review comments will be geared towards aligning the design and design narrative with the Design Intent Document and/or updating the Design Narrative with decisions approved by NCA during the Schematic Design Phase.

B. Design Development Phase: The goals of the commissioning tasks in the Design

Development Phase of the project include the following:

1. The CxA, PM, and NCA representatives will review and provide written comments on the Design Development documents submitted by the Design

Team. The focus of the CxA review will be on adherence to the Design Narrative as updated after the Schematic Design Phase. The review comments will be geared towards aligning the design with the Design Narrative and/or updating the

Design Narrative with decisions approved by NCA during the Design

Development Phase.

2. The CxA will prepare the Preliminary Commissioning Plan to provide an initial framework for commissioning activities that will follow. This Preliminary

Commissioning Plan will be aligned with the project scope and schedule. It will be reviewed by the PM, NCA, CPM and other interested parties.

3. The CxA will prepare Preliminary Commissioning Specifications to be included in the project manual. The preliminary specifications will include Section 01 91 00 –

GENERAL COMMISSIONING REQUIREMENTS as well as language to be included in other divisions including Division 3, Division 11, Division 23, Division

26, Division 28, and Division 32 specification sections. The Design Team will review the Preliminary Commissioning Specifications and provide written comments to the CxA. The CxA will revise the Preliminary Commissioning

Specification and re-submit to the Design Team.

4. A review conference is held with the Design Team, PM, NCA, CxA and CPM to coordinate review comments and responses.

5. The CxA, CPM, Design Team, PM, and NCA will hold a meeting to review mechanical, electrical and plumbing system selections and to develop the preliminary control system Sequences of Operations for the project. Based on the results of this meeting, the Design Team will use these concepts as the basis for designing the final control system specifications and Sequences of

Operations to be included in the construction documents. The Design Team will notify and coordinate and changes with the other parties involved in the control system.

6. The CxA will update the Commissioning Plan to incorporate any changes resulting from the Design Development submission and review comments.

7. The CxA will prepare the Commissioning Specifications Coordination Matrix.

This document is based on the outline specifications provided by the Design

Team. It provides recommended wording to be included in the technical specifications sections to identify commissioning, O&M manual and training requirements for the CPM and the installing contractors.

8. The Design Narrative will be updated by the CxA to incorporate decisions approved during the Design Development phase.

C. Construction Document Phase: The goals of the commissioning tasks in the

Construction Document Phase of the project include the following:

1. The Design Team will prepare final construction documents that will be used to construct the facility. A progress set of drawings and specifications will be issued for review at approximately the 50% CD stage. The CxA, PM, CPM, and NCA will review the progress set to verify that the design is proceeding in accordance with the Design Narrative.

2. The CxA will prepare a final, detailed list of systems and equipment to be commissioned.

3. The CxA will prepare preliminary Pre-Functional Checklists and Systems

Functional Performance Test procedures for each type of system to be commissioned. These will be published in the Preliminary Commissioning Plan to be included as an informational appendix to Specification Section 01 91 00 –

GENERAL COMMISSIONING REQUIREMENTS that will be issued for bid.

4. A review conference will be conducted to coordinate review comments and provide direction for adjustments in the design prior to issuing the final construction documents.

5. The CxA will update the Design Narrative to reflect changes approved during the review conference.

6. The Design Team will issue final Construction Documents, including drawings, and specifications. These will be reviewed by the CxA, PM and NCA. The CPM will also review the final construction documents and prepare the final estimates of construction costs.

X. Construction and Acceptance Phase Commissioning

A. The CxA will prepare the Construction Commissioning Plan that incorporates any changes due to the Final Construction Documents or Design Narrative. This

Commissioning Plan outlines the commissioning activities during the Construction and

Acceptance Phase of the project.

B. A Commissioning Kickoff Meeting will be held at the start of construction to describe the commissioning process for the Construction Team which includes the CPM, installing sub-contractors (Plumbing, Controls, Electrical, Security, Irrigation, TAB and others).

Preliminary Pre-Functional Checklists and Functional Test Plans will be included to describe the level of involvement required of all parties.

C. CxA will provide access for all AE Team and subcontractors for use of the CxA’s online commissioning software. This software will be utilized by the Contractor and AE Team to manage the commissioning issues log, complete Pre-Functional Checklists and complete Functional Performance Tests.

D. The CxA will provide preliminary Commissioning Milestones, predecessors, successors, and durations to the CPM. The CPM will be able to use these data to integrate commissioning activities into the project construction schedule. The CxA will align commissioning activities with the construction schedule for each construction phase.

E. The CxA will attend periodic Owner/Architect/Contractor (O/A/C) meetings to discuss commissioning activities, field reports, issues log and responses to commissioning issues noted during construction.

F. Regular Commissioning Progress meetings will be held for each construction phase.

These meetings are a forum to review progress and to discuss issues affecting installation, coordination, startup, and testing of the systems to be commissioned.

Meeting attendees should include the Commissioning Agent, SRE, CPM, plumbing, security, controls and TAB subcontractors. Design team members, especially the AE

Team are also encouraged to attend.

G. It is anticipated these meetings will be held quarterly during the early stage of construction. Once the building has come out of the ground and the exterior shell is being constructed, the meetings will be held on a monthly basis. As the crypts, security and irrigation systems are being installed, it is likely the commissioning meetings will be held bi-weekly.

H. The Commissioning Agent will witness selected equipment startups for security and irrigation system components. The purpose will be to observe any issues that may arise that would affect equipment or system operations.

I. The Commissioning Agent will conduct periodic Field Observations to review construction progress, overall quality of workmanship, and to review maintenance access to equipment. The CxA will issue a Field Observation Report following each visit.

The report will describe any specific observations that are found. The specific observations will be tracked on the Commissioning Master Issues Log.

J. The SRE, CPM, installing sub-contractors, and the Design Team (as necessary) should review the Field Reports to determine the most appropriate resolution for the issue. The

CxA will assist in determining the resolution as requested. The status of issue resolution will be a primary topic of discussion at the Commissioning Progress meetings and O/A/C meetings.

K. The CxA will review selected submittals and shop drawings relative to the systems to be commissioned. The review will be to determine if sufficient information is provided to describe system installation, operation and the information necessary to commission the equipment and systems.

L. The CxA will review the O&M data submitted by the installing contractor and the CPM.

The Commissioning Specifications provide specific requirements for O&M Manuals that are more detailed for those systems to be commissioned. The O&M Manuals will be reviewed to determine compliance with these additional requirements.

M. The CxA will prepare systems narratives and other information to be added to the O&M data provided by the installing contractors and the CPM to become the Systems

Operations and Maintenance Manual (SOMM). The SOMM will provide operations and maintenance staff with an overview of the system design parameters, intended operating conditions and sequences. It will also provide data necessary to maintain and troubleshoot the equipment and systems.

N. The installing contractors and the CPM will prepare equipment training plans intended to provide basic equipment operating and maintenance procedures. The installing contractors and the CPM will prepare training plans that will outline the training to be provided and the intended outcome of the training. The CxA will review the training plans to determine that the training will meet the requirements of the specifications and the

FMD staff.

O. The Commissioning Agent will prepare Pre-Functional Checklists that the CPM installing sub-contractors will complete to document that equipment and systems are complete and ready for testing. Checklists will be required to be completed electronically on the

Commissioning Agent’s commissioning software.

P. The Commissioning Agent will prepare detailed System Functional Performance Test plans that will provide detailed step-by-step procedures that will be used to verify system operations under all operating conditions. These test procedures will be issued to the

SRE, CPM, installing Contractors, DDC, TAB and NCA for review and comment. The reviews should focus on the ability to implement the steps, especially the control systems adjustments, necessary to perform the test. The reviewers should note any procedures that would damage the equipment or system.

Q. The installing sub-contractors are encouraged to use the System Functional Test Plans as a tool for pre-testing the equipment and systems prior to the “official” functional testing. This will allow for early detection and resolution of problems. The contractor, Design Team (Engineer of Record), and Commissioning Agent will complete functional tests electronically on the Commissioning Agent’s commissioning software as indicated in the Cx Plan.

R. The CxA will assist the CPM in scheduling equipment training. The CxA will review training plans prepared by the CPM and the installing sub-contractors.

S. The CxA will conduct enhanced systems training for NCA staff. This training will focus on the system operation, design criteria, and troubleshooting of systems level issues. It is anticipated that the enhanced systems training will be conducted prior to functional testing to facilitate participation of the FMD staff in the testing activities.

T. It is the expectation that System Functional Testing will demonstrate that the systems perform in accordance with design criteria, construction documents and NCA requirements. Functional testing prerequisites are that the system components and equipment are completely installed, all required power connections are complete, all required control connections and control functions are operational, pre-functional checklists are completely filled out, and that required air and hydronic testing and balancing has been completed. When required by construction specifications, third-party testing must also be complete and required test reports have been submitted to the SRE and CxA for review.

U. Functional testing of each system to be commissioned will be conducted by the CxA unless otherwise noted in the Systems to be Commissioned. Where indicated, the installing contractor will perform provided tests identified in the Systems to be

Commissioned and the Engineer of record shall witness. Where indicated, the CxA will witness and document the testing; the installing sub-contractors, DDC contractor, and

TAB contractor will conduct the testing by operating the equipment, adjusting the control system and performing measurements in accordance with the System Functional Test

Plan. The NCA staff is encouraged to assist in the testing as an additional training opportunity.

V. Issues and/or failures detected during the Functional Performance Testing will be documented on the test plan, on Field Observation reports and on the Master Issues Log which will be monitored on the Commissioning Agent’s commissioning software.

Installing sub-contractors, DDC contractor, and/or TAB contractor will be responsible for correcting each issue as directed by the SRE and reporting the corrective action to the

SRE and CxA. The CxA will document the corrective action on the Master Issues Log.

The need for re-testing will be determined by the SRE in consultation with the CxA.

W. Upon completion of all commissioning activities, including resolution of all issues on the

Commissioning Master Issues Log, the CxA will prepare and issue the Final

Commissioning Report. This report will include the final version of the Commissioning

Plan, copies of all Commissioning Meeting Minutes, Commissioning Field Observation

Reports, Pre-Functional Checklists, Functional Performance Test results, and the

Commissioning Master Issues Log. The report will also include blank copies of the

Functional Test Plans for use by NCA for future re-commissioning activities.

XI. Warranty Phase Commissioning

A. The CxA will review operational data from the NCA DDC System to monitor system operations. Significant deviations from defined criteria will be noted and referred to NCA and Design Team for further investigation.

B. Conduct any deferred or seasonal functional testing that was not completed during the

Construction and Acceptance Phase. Issues identified during the deferred or seasonal testing will be documented on the Commissioning Issues Log. The CPM will be notified of the issue and will be responsible for resolution. The CPM will document the resolution and the CxA and FMD will verify the resolution. The SRE in consultation from the CxA, will determine the need for re-testing.

C. Conduct a 10-month warranty review to identify any potential warranty issues prior to expiration of the warranty. The warranty review will include interviews with FMD staff and an on-site inspection of systems and equipment condition and operations.

D. Warranty issues identified during the review will be documented on the Commissioning

Issues Log. Written notice of potential warranty issues will be provided to the SRE. Upon direction by the SRE, the CPM will schedule appropriate sub-contractors to correct the issues within the balance of the warranty period. The CPM will provide written documentation that each warranty issue has been resolved. The CxA and NCA will spot-check selected issues to verify resolution.

E. The CxA will prepare an amendment to the Final Commissioning Report to document the deferred or seasonal testing, any re-testing, and the results of the warranty review.

XII. Team Member Roles and Responsibilities

A. The following is an outline of team member responsibilities in the Design, Construction and Acceptance, and Warranty phases of the commissioning process. These responsibilities are meant to be limited to those tasks related to the commissioning process and are not intended to be representative of each team member’s contractual responsibilities for other aspects of this project.

B. In the table that follows, the tasks identified for the “CxA” include the Commissioning

Project Manager, Commissioning Technical Lead, or other Commissioning Specialists and sub-consultants as directed by the CxA.

C. In the table that follows, the tasks identified for the “Design Team” include the design build Architect, MEP Engineer, Civil Engineer or other design consultants as directed by the SRE and Architect.

D. In the table that follows, the tasks identified for “Contractor” include the design build

Contractor team including the Construction Project Manager, as well as the commissioning representatives for the installing sub-contractors, as directed by the SRE and the Construction Project Manager.

E. In the table that follows, the tasks identified for “DDC” include the Owner’s DDC Vendor as directed by the SRE and CPM.

F. In the table that follows, the tasks identified for “TAB” include the Owner’s TAB Vendor as directed by the SRE or CPM.

Commissioning Team Roles and Responsibilities

Phase

Cx Task Description Team Member

Responsibility

Design Review Design Narrative

Review the Design Narrative Document

PM • Receive and distribute Basis of Design documents to Contractor, CxA, and other NCA agencies as necessary.

CxA • Review Design Narrative document.

• Provide comment log to PM and Design Team.

Design Team

• Prepare Phase 1 (Schematic Design) and Design Narrative to describe design approach.

Contractor • None.

DDC • None

TAB • None

Design Design Development design

Review Design Development design for familiarization, general conformance with Owner’s Project Requirements, Design

PM • Receive and distribute Design Development package to Peer Reviewer, CxA, DDC and other NCA agencies as necessary.

Cx Task Description Team Member

Responsibility

Narrative, and NCA Design Criteria.

CxA • Review Design Development drawings and specs.

• Update Design Narrative

• Provide comment log to PM and QA.

Design Team

• Prepare Design Development drawings and specs.

•…