Attachment 1 -017825 O and M Juba Electrical Upgrades Final.pdf

JUBA COMPOUND ELECTRICAL UPGRADE JUBA, SOUTH SUDAN

SECTION 017825

OPERATION AND MAINTENANCE DATA

PART 1 GENERAL

1.01 SUMMARY

A. Section includes administrative and procedural requirements for the preparation and submission of Maintenance (O & M) Data.

1.02 RELATED DOCUMENTS

A. Other general provisions of the Contract, including FAR clauses by reference or as amended in Contract Sections B through J, and other Division 1 sections of these Contract Specifications apply to requirements of this Section. This Section in turn applies to the Contract Drawings and Technical Specifications.

B. Computerized Maintenance Management System (CMMS) Template:

1. The CMMS Template is a macro-enabled Excel spreadsheet which must be populated by the Contractor with equipment data, operations and maintenance data, preventative maintenance data and the unique barcode number as indicated below. A sample CMMS Template including instructions is attached for reference as Section 017825A CMMS.

a. Before using this sample template, contact “supportGMMS@state.gov” to verify if there is a newer version available. Your message should include the version number/month of the sample template that you already have.

b. Basic instructions are contained within the CMMS Template, however a more robust instruction package titled “CMMS Template Overview” is available upon request at “supportGMMS@state.gov”.

1.03 SUBMITTALS

A. In accordance with Section 013305, Construction Submittals, the schedule and requirements listed below, the Contractor must provide:

1. Operation and Maintenance (O&M) Library:

a. See paragraph 3.02 “O&M Library Required Documents” for a complete list.

b. The O&M Library must be submitted in two (2) formats, hardcopy and electronic.

2. CMMS Template:

a. The Contractor must completely populate the CMMS Template and submit to the COR for review and acceptance.

b. The contractor must not use previous editions of the CMMS

Template from other contracts because the template is regularly updated.

mailto:supportGMMS@state.gov mailto:supportGMMS@state.gov

c. Barcode Tags – See additional requirements below. The barcode number will be included in the CMMS Template.

d. The equipment information and data compiled in the CMMS Template must not relieve the Contractor of providing similar information and data required to be in the O&M Manual per Part

3.02 of this specification section.

3. Barcode Scanner Product Data

a. The Contractor must provide one barcode scanner and submit product data for approval prior to purchase and use on the site.

b. Scanner must be an Intermec Model CK3 or equal.

c. Barcode Scanner must have the following features:

1) Mobile Computer, USB interface, Wi-Fi (802.11a/b/g), 2D Imager, Windows Mobile 6.1, Alphanumeric Keypad and Bluetooth, including interface power cables with charger.

4. Preventative Maintenance Checklists:

a. The Contractor must develop and submit an electronic output document (XML format) based on the template provided.

B. Schedule

1. O&M Library:

a. The Contractor must submit a draft outline one hundred eighty

(180) calendar days prior to Substantial Completion. Outline must be clearly marked ‘Draft’.

b. The Contractor must submit two (1) draft hard copy and two (2)

DVD versions of the complete Maintenance Library, one hundred twenty (120) calendar days prior to Substantial Completion. All copies must be clearly marked ‘Draft’

c. The Government review period on all submittals will be thirty (30) calendar days.

d. Upon receipt of the Government’s comments, the Contractor must make corrections and resubmit three (3) interim copies in DVD- ROM format only.

e. After Government review and concurrence that all corrections have been made, the Contractor must submit, in final form, one

(1) hard copy and three (3) DVD versions with the request for inspection for Substantial Completion. All copies must be clearly marked ‘Final Submission”

2. CMMS Template:

a. The Contractor must provide a completed draft of the CMMS

Template to the COR for review in accordance with subparagraph 3.03, ninety (90) calendar days prior to Substantial Completion.

b. The Contractor must provide the final CMMS Template to the COR for review and acceptance so it can be loaded by the Government into post CMMS application in accordance with subparagraph 3.03, thirty (30) calendar days prior to Substantial Completion.

c. The Real Property Administrator (RPA), being USAID, will provide building identification data for the CMMS Template to the Contractor, to ensure that each building system has been properly addressed.

PART 2 – PRODUCTS (NOT USED)

PART 3 – EXECUTION

3.01 OPERATIONS AND MAINTENANCE LIBRARY

A. Hardcopy Format:

1. All documents must be prepared in English.

2. All documents must be included within binders:

a. Use heavy-duty 3-ring, vinyl-covered, high capacity binders, 75 mm (3 inch) minimum.

b. Binders must be provided with pockets for storage of folded materials.

c. Provide full identification on both spine and front cover of each binder.

d. Provide adhesive barcode tag on spine of each binder. Contractor must be responsible to scan each binder barcode.

3. The Library must be sub-divided using CSI numbers per project specifications.

a. Each subsection must have a preprinted heavy duty tabbed divider as its first page.

4. The Contractor must provide two alphabetical cross-referenced indices, one by manufacturer and one by equipment or system common name (Air-handler, fire pump, chiller, etc.).

a. Indices must be placed in the front of all binders. The common name index must appear first followed by the manufacturers index.

b. In addition to equipment common name, and manufacturer, the Index list must include ID labels used in the drawings and schedules of these Contract Documents. These ID’s must also appear on the equipment nameplates, refer to paragraph 3.04 below.

c. Indices must identify binder number and tabbed CSI numbered section of O&M data.

B. Electronic Format on DVD

1. An electronic copy of all submitted O&M Library documents must be created in PDF format.

a. Electronic copies must be readable by Adobe Acrobat Reader 11 or the latest version used by USAID.

b. All PDF documents must be word searchable.

c. The electronic format of the indices described above must be hyperlinked to the O&M product data described below in paragraph 3.02.

d. All sections and subsections must be bookmarked to further facilitate the search functionality.

1) Each CSI numbered section must be bookmarked separately within the PDF file. Include the CSI number and the section title in the bookmark name.

2) Include additional bookmarks for critical documents including the Maintenance Plan, etc. within each section.

e. Directory Structure:

1) PDF file structure must mirror the hardcopy deliverable.

a) Separate PDF files must be created for each binder. If the information contained in a single binder exceeds the capacity of a single DVD-ROM, multiple DVD-ROMs may be used, but must be labeled 1 of X, 2 of X, etc.

2) Naming Conventions:

a) Each PDF file must be named with binder number and included specification sections followed by a PDF extension.

(1) For example: Binder1 XXXXXX-

XXXXXX.pdf.

(2) When a single CSI section is split between two binders add the word -partial following that CSI number.

f. Image Format:

1) Black and White: Images must be scanned into PDF file format with resolution of 150 dpi minimum.

2) Color: Images must be scanned into PDF file format, minimum 16 bit colors, with a resolution of 150 dpi minimum.

g. Labeling:

1) Discs must be labeled and include Post name, and month and year of Substantial Completion.

h. DVD-ROM Instructions:

1) A brief guide for installing and viewing the Library documents must be located in the DVD-ROM root directory. This file must be named “readme.txt.”

2) A hard copy of readme.txt must be inserted as the back cover of the DVD-ROM jewel case.

3.02 O&M LIBRARY REQUIRED DOCUMENTS

A. An inventory of facilities with building names and ID numbers as assigned by the Real Property Administration (RPA) Program.

B. A complete listing of all equipment and systems. Specify manufacturer, make, model, size, capacity, serial number, building names, building location on site, identifying labels and barcode tags consistent with contract documents. List must include a record of any removed or demolished equipment and systems as applicable.

C. As-built Drawings

D. O&M Manuals

1. Manuals must be subdivided by specification section. The first document in each section must be the Record Specification text followed by a list of all equipment covered under that section.

2. Following those two broad documents the Contractor must locate documents for each piece of maintained equipment from the list above as follows:

a. Product Description to include:

1) Manufacturer name.

2) Model name and number.

3) Component serial numbers.

4) Reliability analysis and Criticality designation.

5) Name, Address, and contact information for installation subcontractor.

b. Preventive Maintenance Schedule using the Reliability Centered

Maintenance (RCM) approach including:

1) Maintenance tasks, inspections, and tests by required frequencies equally balanced throughout the calendar year for each PM requirement identifying the designated skill trade, with estimated maintenance labor duration.

2) Safety and emergency instructions.

3) Detailed procedures for detecting faults during scheduled or unscheduled servicing.

4) Information on seasonal adjustments, emergency or partial operating procedures, start-up and shut-down detail, and other operationally significant information.

5) Maintenance approach.

6) Precautions against improper use and maintenance.

c. Manufacturer’s Product Data and Technical Literature:

1) Detailed operating procedures, parameters, and tolerances.

2) Troubleshooting guides.

3) Disassembly, repair, and re-assembly instructions.

d. Manufacturer’s Warranty information, (those extending more than one year) including copies of warranties, forms, and expiration dates.

e. List of Materials for Operation and Maintenance (Manufacturer’s Recommended Spare Parts):

1) A detailed list of materials and spare parts required to operate, maintain, and repair all building systems and installed equipment must be developed by the Contractor.

a) Derive the list from reliability analyses, local market availability research, and recommendations of original equipment manufacturer.

b) Indicate stocking requirements complete with high/low levels and indicate reorder points. Include estimated procurement lead-time duration, shipping and security requirements, and assigned logistics factors for all items.

(1) Include equipment manufacturer name, address, and telephone number along with at least two additional vendor/suppliers with preference towards local companies and those listed on the General Service Administration (GSA) Schedule.

2) Electronic copy of the list must be provided in both PDF and MS Excel versions.

f. Shop drawings, wiring diagrams, flow charts, and equipment sequence of operations.

g. Material Safety Data Sheets (MSDS), as required.

h. List of operating and maintenance tools provided and/or recommended.

1) Include tool manufacturer name and model number and unit costs along with at least two vendor/suppliers with preference towards local companies and those listed on the GSA Schedule.

i. List of diagnostic equipment provided and/or recommended for the proper maintenance and trouble-shooting of installed equipment and systems.

1) Include diagnostic equipment manufacturer name and model number and unit costs along with at least two vendor/suppliers with preference towards local companies and those listed on the GSA Schedule.

3.03 CMMS TEMPLATE INSTRUCTIONS

A. The CMMS Template is the method used to organize equipment O&M data.

1. The Template contains all of the fields necessary for the contractor to capture equipment information, warranties, component data and all of the information necessary to establish the Preventive Maintenance (PM) Schedule.

2. When the Template is completed by the contractor, the COR and the Facility Manager will review and validate the information. If complete, the data will be uploaded into the CMMS data base by the Government.

3. The Template is provided so the contractor can record all of the required CMMS data. The contractor must collect and record all equipment information and PM Schedule data.

4. The contractor must coordinate procedures to allow inclusion of equipment installed after their initial inventory is conducted.

5. The contractor must not use previous editions of the CMMS Template from other contracts because the template might have changed

B. Equipment Information:

1. All fields that apply to the equipment information being recorded must be complete and accurate data. No fields will be blank. Blank fields indicate a requirement for further inventory. DO NOT use N/A for any field.

2. Equipment Types must be from the approved list (Reference Section of the Template) included with the CMMS Template.

3. Major equipment whose failure would result in reduced capacity of the equipment, system or property must require a separate equipment history and must be listed individually on the equipment form e.g., generator, chiller, transformer, elevator, AVR, boiler, etc. (For example, separate equipment record for each generator.)

4. Elevators will be populated in the Equipment section and the technical data will be populated in the Elevator Specifications section.

5. Equipment component data is required.

a. Components are sub-assemblies that can be replaced.

b. Components are not Spare Parts.

c. Examples of components are:

i. Generators – Fuel tank, Filters, Governor etc.

ii. Chillers – V-belts, Filters, etc.

6. Filters must be components of the equipment they support and not listed separately.

C. Warranty Information:

1. The Warranty section found on each Equipment Information Tab has two sections, a Manufacturer Information and Warranty Information.

a. Manufacturer Information includes the address of the manufacturer and a phone number and name of a contact person.

b. Warranty Information required is the manufacturer’s warranties that extend beyond the one year General Contractor’s warranty period.

The General Contractor’s one year warranty information is not required to be entered into CMMS Template.

D. Preventive Maintenance (PM) Schedule:

1. All equipment requiring PM by the manufacturer must be included in the Schedule.

2. The PM Schedule must be executable.

a. The contractor must also take seasonal changes into consideration when developing the PM schedule. For example, an outdoor generator should not have the annual PM scheduled during the winter months.

b. Equipment that has been in use by the contractor will have its start date entered in the remarks section of the PM schedule. The initial PM scheduled for equipment used by the contractor will be computed from the actual start date of the equipment.

3. The PM checklists used in scheduling PM must be from the PM Checklist displayed in the Reference section of the Template. PM Checklists that are required but not included in the base PM Checklist reference section must be developed by the contractor. A complete electronic checklist must be submitted with the approved Template for Government review and acceptance

4. The Contractor must conduct a PM Workload Balance Schedule for the entire calendar year.

E. Barcodes:

1. The Contractor must annotate within the CMMS Template the unique barcode for each piece of identified equipment.

2. Using the Contractor provided scanner referenced above, the Contractor must program the scanner, scan all equipment barcodes and demonstrate that scanning the equipment barcodes will display the unique information from the CMMS template for each piece of equipment.

3.04 POSTED INSTRUCTIONS

A. Operation and Maintenance Instructions:

1. Unless otherwise indicated the Contractor must post O&M instructions at principal units of operational equipment, components, and building systems. They must include instructions for safety, security, and mandatory protective devices. Instructions must include, but not be limited to:

a. Start-up and shut-down procedures.

b. Control sequences as installed.

c. Wiring diagrams and layouts as installed.

d. System piping diagrams, valve locations, etc. as installed

2. Emergency information must be posted in English and the host country predominant language, and must include international pictorial-graphic symbols.

3. Instructions Mounting and Location:

a. Attach to or locate near each component, system, or piece of equipment.

b. Frame in Plexiglas or similar material.

c. Illuminate, as necessary, to ensure readability.

d. Provide permanent, protected, corrosive-resistant, tamper-resistant signage, appropriate to the exposure conditions.

e. Locate for convenience of O&M personnel, but concealed from others, except in the case of general-usage and emergency facilities.

B. Engraved Equipment Data plates, Barcodes, Labels:

1. The Contractor must provide permanent engraved data plates, barcode tags, product labels, including certified compliance stamps and similar product markings.

2. The Contractor must provide permanent engraved data plate and barcode tag on each item of operating equipment which is connected with services, has operating parts, or is likely to require servicing, parts replacements, control, testing, or similar care and maintenance.

3. Engraved data plates and barcode tags must be readily accessible allowing for ease of use in operating, maintenance, and replacement procedures but must be located inconspicuously, and not visible to general occupants from either exterior or interior.

4. Appropriate information must be provided on engraved data plates in each case, including the following minimum data as applicable:

a. Name of manufacturer and product.

b. Date of manufacture and installation.

c. Model designation and serial number.

d. Capacity, speed, service rating, weight, and similar operational data.

5. Except as otherwise indicated the size of engraved data plates and printing must be limited for ease of reading from a distance of 350 mm.

6. Except for required safety/emergency signage, permanently attached labels, nameplates, trade names, trademarks, and similar markings on product surfaces must not be exposed to view by general occupants.

7. The Contractor must comply with any COR requests for removal of non-required markings, and for removal/replacement or refinishing of products disfigured by such markings.

8. Provide permanent, corrosive-resistant engraved labels/barcode tags, appropriate to the exposure conditions.

END OF SECTION