ATTACHMENT 13 Section 01 70 00 Contract Closeout.pdf

SECTION 01 70 00

CONTRACT CLOSEOUT

PART 1 GENERAL

1.1 PAYMENT: Contract closeout activities such as, but not limited to, operation and maintenance manuals, record drawings, warranty requirements, equipment warranty identification tags, and inventories, are subsidiary activities of the task order; separate payment will not be made for any activity unless otherwise specified. Final task order payment will not be made until completion and approval of all contract closeout activities.

1.2 OPERATION AND MAINTENANCE MANUALS: The Contractor shall be responsible for the preparation, coordination, execution and submittal of all operation and maintenance manuals (O & M Manuals), including spare parts lists, special tools, inventories of equipment manuals and maintenance instructions, and shall conduct all training for operating and service personnel. Operation and maintenance manuals shall cover all system installations provided in this contract and shall be in sufficient detail to facilitate normal maintenance and troubleshooting by persons with minimum experience with the installed equipment.

1.2.1 Submittal Requirements: All of the above listed items required in the technical specifications shall be submitted to the Contracting Officer not less than 10 days prior to the scheduled contract completion date of a task order. Fully developed and approved operation and maintenance manuals shall be provided 10 days prior to scheduling training for operating and service personnel. The Contractor shall coordinate the content of each instruction period required in the technical specifications with the Contracting Officer's Representative prior to the actual start of the training period.

1.2.1.1 Video recording of Training for Operating and Service Personnel: Each instruction or training period as discussed above, shall be video recorded the Contractor. The recording shall include the entire session(s). The video shall be labeled and turned over to the Contracting Officer in a common format that can be viewed on a DVD player and/or personal computer. The video camera and media utilized by the Contractor, shall be of a quality to enable clear and understandable playbacks of the recorded events.

1.2.1.2 Draft O & M Manuals: On those systems where complete and comprehensive operation and maintenance manuals cannot be fully developed until the system(s) is checked, tested, and/or balanced, and the checking, testing, and/or balancing has not been done when submittals are required, a proposed draft of those system manual(s) shall be submitted. 10 percent of the each subsequent scheduled progress payment will be retained until the complete O & M Manuals submittal package have been submitted and approved. Submit fully developed O & M Manuals of the drafts for approval after the systems have been checked, tested, and/or balanced.

1.2.1.3 Commencement of Warranty of Construction: Failure to submit all specified O & M manuals, spare parts listings, spare parts, special tools, inventories of installed property, and training video tapes in a timely manner will be considered as delaying substantial completion of the work. Commencement of warranty under the Contract Clause WARRANTY OF CONSTRUCTION will not occur until all these items are delivered and approved by the Contracting Officer, but not earlier than the date of final acceptance of the work by the Government. When the O & M Manuals with drafts are approved they will not constitute a reason for delaying the start of the warranty period.

1.2.2 Government Possession of Work: The Government may take possession of any completed or partially completed work as provided for under Contract Clause entitled "USE AND POSSESSION PRIOR TO COMPLETION." If the installed equipment and/or systems thereto, have not been accepted by the Government due to the Contractor's failure to submit the above specified items, the Contractor shall operate and maintain such plant or system at no additional cost to the Government until such time that the specified items have been received, approved and any subsequent testing, check-out and/or training has been completed.

1.3 PREPARATION AND SUBMISSION OF OPERATION AND MAINTENANCE

MANUALS: This paragraph establishes general requirements for the preparation and submission of equipment operating, maintenance, and repair manuals as called for in the various sections of the specifications. Specific instruction(s) relating to a particular system or piece of equipment shall be incorporated into the manuals in accordance with the applicable technical specification.

1.3.1 General Requirements: Furnish operations and maintenance manuals on CD-ROM disk along with the number of hard copies specified in Section 01 33 00. Documents on the CD-ROM disk shall be in portable document format (.pdf); all printed and graphic documents, drawings, and illustrations shall be legible. Hard copy requirements are specified below.

1.3.1.1 Hard Cover Binders: The manuals shall be permanently bound and have a hard cover. The following identification shall be inscribed on the cover: the words "EQUIPMENT OPERATING, MAINTENANCE, AND REPAIR MANUAL:" and the name, building number, location, and indication of utility or systems covered. Manuals shall be approximately 8-1/2 by 11 inches with large sheets folded in and capable of being easily pulled out for reference. All manuals for a single facility must be similar in appearance.

1.3.1.2 Warning Page: A warning page shall be provided to warn of potential dangers (if they exist), such as high voltage, toxic chemicals, flammable liquids, explosive materials, carcinogens, or high pressures. The warning page shall be placed inside the front cover, in front of the title page.

1.3.1.3 Title Page: The title page shall show the name of the preparing firm (designer or contractor) and the date of publication.

1.3.1.4 Table of Contents: Provide in accordance with standard commercial practice.

1.3.2 Equipment Operating, Maintenance, and Repair Manuals:

1.3.2.1 General: Separate manuals shall be provided for each utility system as defined hereinafter. Manuals shall be provided in the number of copies specified in the applicable technical section. Manuals shall include, in separate sections, the following information for each item of equipment:

a. Performance sheets and graphs showing capacity data, efficiencies, electrical characteristics, pressure drops, and flow rates. Marked-up catalogs or catalog pages do not satisfy this requirement. Performance information shall be presented as concisely as possible and contain only data pertaining to equipment actually installed.

b. Catalog cuts showing application information.

c. Installation information showing minimum acceptable requirements.

d. Operation and maintenance requirements. Include adequate illustrative material to identify and locate operating controls, indicating devices and locations of areas or items requiring maintenance.

(1) Describe, in detail, starting and stopping procedures for components, adjustments required to obtain optimum equipment performance, and corrective actions for malfunctions.

(2) Maintenance instructions describing the nature and frequency of routine maintenance and procedures to be followed. Indicate any special tools, materials, and test equipment that may be required.

e. Repair information including diagrams and schematics, guidance for diagnosing problems, and detailed instructions for making repairs. Provide troubleshooting information that includes a statement of the indication or symptom of trouble and the sequential instructions necessary. Include test hookups to determine the cause, special tools and test equipment, and methods for returning the equipment to operating conditions. Information may be in chart form or in tabular format with appropriate headings.

f. Parts lists and names and addresses of closest parts supply agencies.

g. Names and addresses of local manufacturer’s representatives.

1.3.2.2 Facility Heating Systems: Information shall be provided on the following equipment: Boilers, water treatment, chemical feed pumps and tanks, converters, heat exchangers, pumps, unit heaters, fin-tube radiation, air handling units (both heating only and heating and cooling), and valves (associated with heating systems).

1.3.2.3 Air-Conditioning Systems: Provide information on chillers, packaged air-conditioning equipment, towers, water treatment, chemical feed pumps and tanks, air-cooled condensers, pumps, compressors, air handling units, and valves (associated with air-conditioning systems).

1.3.2.4 Temperature Control and HVAC Distribution Systems:

a. Provide the information described for the following equipment: Valves, fans, air handling units, pumps, boilers, converters, and heat exchangers, chillers, water cooled condensers, cooling towers, and fin-tube radiation.

b. Provide all information described for the following equipment: Control air compressors, control components (sensors, controllers, adapters, and actuators), and flow measuring equipment.

1.3.2.5 Central Heating Plants: Provide the information described for the following equipment: Boilers, converters, heat exchangers, pumps, fans, steam traps, pollution control equipment, chemical feed equipment, control systems, fuel handling equipment, de-aerators, tanks (flash, expansion, return water, etc.), water softeners, and valves.

1.3.2.6 District Heating Distribution Systems: Provide the information described for the following equipment: Valves, fans, pumps, converters and heat exchangers, steam traps, tanks (expansion, flash, etc.) and piping systems.

1.3.2.7 Exterior Electrical Systems: Information shall be provided on the following equipment: Power transformers, relays, reclosers, breakers, and capacitor bank controls.

1.3.2.8 Interior Electrical Systems: Information shall be provided on the following equipment: Relays, motor control centers, switchgear, solid state circuit breakers, motor controller, and EPS lighting systems, control systems (wire diagrams and troubleshooting flow chart), and special grounding systems.

1.3.2.9 Energy Management and Control System: The maintenance manual shall include descriptions of maintenance for all equipment, including inspection, periodic preventative maintenance, fault diagnosis, and repair or replacement of defective components.

1.3.2.10 Domestic Water Systems: The identified information shall be provided on the following equipment: Tanks, unit process equipment, pumps, motors, control and monitoring instrumentation, laboratory test equipment, chemical feeders, valves, switching gear, and automatic controls.

1.3.2.11 Wastewater Treatment Systems: The identified information shall be provided on the following equipment: Tanks, unit process equipment, pumps, motors, control and monitoring instrumentation, laboratory test equipment, chemical feeders, valves, scrapers, skimmers, comminutors, blowers, switching gear, asumpnd automatic controls.

1.3.2.12 Fire Protection Systems: Information shall be provided on the following equipment: Alarm valves, manual valves, regulators, foam and gas storage tanks, piping materials, sprinkler heads, nozzles, pumps, and pump drivers.

1.3.2.13 Fire Detection Systems: The maintenance manual shall include description of maintenance for all equipment, including inspection, periodic preventive maintenance, fault diagnosis, and repair or replacement of defective components.

1.3.2.14 Plumbing Systems: Information shall be provided on the following equipment:

Water heaters, valves, pressure regulators, backflow preventers, piping materials, and plumbing fixtures.

1.3.2.15 Liquid Fuels Systems: Information shall be provided on the following equipment:

Tanks, automatic valves, manual valves, filter separators, pumps, mechanical loading arms, nozzles, meters, electronic controls, electrical switch gear, and fluidic controls.

1.3.2.16 Cathodic Protection Systems: Information shall be provided on the following material and equipment: Rectifiers, meters, anodes, anode backfill, anode lead wire, insulation material and wire size, automatic controls (if any), rheostats, switches, fuses and circuit breakers, type and size of rectifying elements, type of oil in oil-immersed rectifiers, and rating of shunts.

1.3.2.17 Generator Installations: Information shall be provided on the following equipment: Generator sets, automatic transfer panels, governors, exciters, regulators, starting systems, switchgear, and protective devices.

1.3.2.18 Storm Water Systems: Information shall be provided on the following equipment:

Pumps, oil/water separators.

1.3.2.19 Miscellaneous Systems: Information shall be provided on the following:

Communication and ADP systems, security and intrusion alarm, elevators, material handling, active solar, photovoltaic, and Any other similar type special systems not otherwise specified.

1.4 RECORD DRAWINGS: See Contract Clause, 52.9017-4001 FSH, Record Drawings shall be completed with digital files provided. These files will be revised as needed in Microstration format and submitted in accordance with Section 01 78 00.

1.5 ADDITIONAL WARRANTY REQUIREMENTS: The warranty requirements specified in this paragraph are in addition to those specified in the Contract Clause WARRANTY OF

CONSTRUCTION.

1.5.1 Performance Bond: It is understood that the Contractor's Performance Bond will remain effective throughout the life of all warranties and warranty extensions. This paragraph is applicable to the Contractor's Warranty of Construction only and does not apply to manufacturers' warranties on equipment, roofing, and other products.

(a) In the event the Contractor or the Contractor's designated representative fails to commence and diligently pursue any work required under the Warranty of Construction Paragraph within a reasonable time after receipt of written notification pursuant to the requirements thereof, the Contracting Officer shall have a right to demand that said work be performed under the Performance Bond by making written notice on the surety. If the surety fails or refuses to perform the obligation it assumed under the Performance Bond, the Contracting Officer shall have the work performed by others, and after completion of the work, shall make demand for reimbursement of any or all expenses incurred by the Government while performing the work, including, but not limited to administrative expenses.

(b) Warranty repair work which arises to threaten the health or safety of personnel, the physical safety of property or equipment, or which impairs operations, habitability of living spaces, etc., will be handled by the Contractor on an immediate basis as directed verbally by the Contracting Officer or the Contracting Officer's authorized representative. Written verification will follow verbal instructions. Failure of the Contractor to respond as verbally directed will be cause for the Contracting Officer or the Contracting Officer's authorized representative to have the warranty repair work performed by others and to proceed against the Contractor as outlined in the paragraph (a) above.

1.5.2 Pre-Warranty Conference: Prior to contract completion and at a time designated by the Contracting Officer or Contracting Officer's authorized representative, the Contractor shall meet with the Contracting Officer to develop a mutual understanding with respect to the requirements of Contract Clause WARRANTY OF CONSTRUCTION. Communication procedures for Contractor notification of warranty defects, priorities with respect to the type of defect, reasonable time required for Contractor response, and other details deemed necessary by the Contracting Officer or Contracting Officer's authorized representative for the execution of the construction warranty shall be established/reviewed at this meeting. In connection with these requirements and at the time of the Contractor's quality control completion inspection, the Contractor will furnish the name, telephone number and address of a licensed and bonded company which is authorized to initiate and pursue warranty work action on behalf of the Contractor. This single point of contact will be located within the local service area of the warrantied construction, will be continuously available, and will be responsive to Government inquiry on warranty work action and status. This requirement does not relieve the Contractor of any of Contractor's responsibilities in connection with Contract Clause WARRANTY OF

CONSTRUCTION.

1.5.3 Equipment Warranty Identification Tags: The Contractor shall provide warranty identification tags on all equipment installed under this contract. Tags and installation shall be in accordance with the requirements of Paragraph: EQUIPMENT WARRANTY

IDENTIFICATION TAGS.

1.6 EQUIPMENT WARRANTY IDENTIFICATION TAGS

1.6.1 General Requirements: The Contractor shall provide warranty identification tags on all Contractor and Government furnished equipment which he has installed.

1.6.1.1 Tag Description and Installation: The tags shall be similar in format and size to the exhibits provided by this specification, they shall be suitable for interior and exterior locations, resistant to solvents, abrasion, and to fading caused by sunlight, precipitation, etc. These tags shall have a permanent pressure-sensitive adhesive back, and they shall be installed in a position that is easily (or most easily) noticeable. Contractor furnished equipment that has differing warranties on its components will have each component tagged.

1.6.1.2 Sample Tags: Sample tags shall be submitted to the Contracting Officer's Authorized Representative for review and approval. These tags shall be filled out representative of how the Contractor will complete all other tags.

1.6.1.3 Tags for Warranted Equipment: The tag for this equipment shall be similar to the following. Exact format and size will be as approved by the Contracting Officer's Authorized Representative. The Contractor warranty expires (warranty expiration date) and the final manufacturer's warranty expiration dates will be determined as specified by the Paragraph "WARRANTY OF CONSTRUCTION."

| EQUIPMENT WARRANTY |

| CONTRACTOR FURNISHED EQUIPMENT |

|MFG_______________________ MODEL NO.____________

|SERIAL NO.______________________________________

|CONTRACT NO.____________________________________

|CONTRACTOR NAME_________________________________

|CONTRACTOR WARRANTY EXPIRES_____________________

|MFG WARRANTY(IES) EXPIRE________________________

| EQUIPMENT WARRANTY

| GOVERNMENT FURNISHED EQUIPMENT

|MFG_______________________ MODEL NO._____________

|SERIAL NO.______________________________________

|CONTRACT NO.____________________________________

|DATE EQUIP PLACED IN SERVICE____________________

|MFG WARRANTY(IES) EXPIRE________________________

1.6.2 Equipment Warranty Tag Replacement: Under the terms of this contract, the Contractor's warranty with respect to work repaired or replaced shall run for one year from the date of repair or replacement. Such activity shall include an updated warranty identification tag on the repaired or replaced equipment. The tag shall be furnished and installed by the Contractor, and shall be identical to the original tag, except that the Contractor's warranty expiration date will be one year from the date of acceptance of the repair or replacement.

1.7 INVENTORY OF CONTRACTOR FURNISHED AND INSTALLED EQUIPMENT: The Contractor shall develop and maintain an up-to-date list of all equipment installed under this contract. The list shall include but not be limited to equipment that require electrical power or fuel, or may require removal or replacement such as AHUs, fans, air conditioners, compressors, condensers, boiler, thermal exchangers, pumps, cooling towers, tanks, fire hydrants, sinks, water closets, lavatories, urinals, shower stalls, and any other large plumbing fixtures, light fixtures, etc. The list shall be reviewed periodically by the Government to insure completeness and accuracy. Partial payment will be withheld for equipment not incorporated in the list. Final list shall be turned over to the Authorized Representative of the Contracting Officer at the time of contractor's quality control completion inspection.

1.7.1 Equipment Identification Number: There are two separate Equipment ID numbering systems. One is for Real Property installed equipment. The other is for Equipment in Place. Only spaces filled with significant digits will be used. Do not add zeros or blanks to fill extra spaces.

a. Real Property Installed Equipment (RFIE): The equipment ID Number, for use with RPIE, is made of 4 parts. These parts represent the building number, the equipment type suffix, the floor the equipment is located on, and the sequence number of that type of equipment on that floor in the building.

(1) The first part is the building/facility number.

(2) The second part, the equipment type suffix, is a 1 digit alpha-character based on IFS- M. Acceptable codes are:

(a) A - Air Conditioning Plant: Includes chillers, condensing units, etc., excludes air conditioning plants that directly support user end item equipment, such as a separate package unit to chill a computer room equipment space. Excludes window air conditioning units.

(b) B - Compressed Air/Vacuum: Note, only those that are part of the building systems such as pneumatic controls for Energy Management and Control Systems (EMCS). Does not include compressed air and vacuum systems that directly support user end items.

(c) C - Evaporative cooling and mechanical equipment.

(d) D - Dehumidification Equipment: Applies to equipment whose sole purpose is dehumidification of facilities. Excludes dehumidification that directly support user and item equipment.

(e) E - Electrical Generating Plants: Includes permanently installed generators and switch gear associated with prime power and emergency generator plants. Excludes uninterruptable power systems (UPS) equipment.

(f) F - Transformers: Does not include transformers that directly support user end items or equipment.

(g) G - Other Heating Support: Includes air handlers, circulating pumps, etc., associated with heating systems. Also includes dual (heating/cooling) air handlers, etc. Includes specialized central energy management systems EMCS, exclusive of CPU's and peripherals.

(h) H - Heating Plants: Limited to direct fired, fuel burning heating plants. Does not apply to electrical fired heaters, heat pumps, or associated equipment. See Suffixes A, G, or M.

(i) I - Substation and Switching Station: Associates with stepdown from incoming primary voltage to secondary voltage or lower voltage primary voltage.

(j) J - Sewage Pumping Plants: Includes grinder pump type sewage lift systems as well as conventional sewage lift stations, associated controls and equipment.

(k) M - Miscellaneous Utilities: Includes gas generators, cooling towers and other facility systems not otherwise identified. Excludes systems associates with and in support of user end items.

(l) N - Liquid Fuel Dispensing: Includes pumps, controls.

(m) P - Cold Storage and Refrigeration Plants: Excludes portable and prefabricated refrigeration systems which can be removed from the facility.

(n) R - Fire Extinguishing Systems: Includes standpipe and sprinkler systems, as well as fixed gas and/or chemical extinguishing systems intended for protection of the facility.

Excludes portable extinguishing systems and fixed gas and/or chemical extinguishing systems intended for protection of user and item equipment. Includes specialized systems such as Engineer Smoke Control systems (ESCS) other than CPU's and associated peripherals of such systems.

(o) S - Water Pumping Plants: Applies to potable and non-potable water pumping systems only. Excludes storm waste pumping systems which should be includes under Equipment Suffix M.

(p) T - Fire and other Alarm Systems: Excludes security alarm systems and alarm systems associated with user and item equipment such as medical refrigerators and commissary display cases. Does not include 'pump-out' and 'overflow' alarms associates with water and sewage lift stations and other similar facilities.

(q) W - Water Sources: Includes potable and non-potable well equipment and storage tanks.

(r) X - Water Treatment and Filtration Plants: Includes water softeners and deionization equipment in support of facility systems, as well as systems for processing raw water to potability standards. Excludes systems that directly support user and item equipment.

(s) Y - Industrial Waste and Sewage Treatment Plants: Includes grease, oil, and other waste separators.

(t) Z - Special Purpose: Assigned by installation a case by case basis.

(3) The third part, the floor, is a 1 to 2 alphanumeric character. The system for defining floor number is:

(a) Floors, above and including the ground floor, are numbered in ascending order with the ground floor being equal to 1.

(b) Interstitial floors and spaces are identified by the letter 'I' and the number of the occupied floor below the interstitial space. For example, the interstitial space above the third floor of a building would be identified as: I3. Attic spaces are numbered as interstitial space.

(c) Crawl space, below the first floor, is identified as: CS.

(d) Basements and lower level floors are numbered, in descending order, with a 2 character identified. The first character is the letter 'L' and the second character is the number of the floor with the floor immediately under the ground floor being: L1.

(e) Where equipment, associates with a facility is mounted on the ground outside the physical perimeter of the facility, such as a condensing unit, the floor is identified a: G.

(4) The fourth part, the sequence number, is a 2 to 4 digit character. The first digit shall always be a slash (/). The second through fourth character is the sequential numbering (1 thru 999) of items of equipment with identical first 3 parts of the equipment ID number.

For existing facilities, this will normally be given to the activity installing the equipment by the O&M Division. For new facilities, this is assigned by the activity installing the equipment.

b. For "Equipment In Place" Equipment The equipment ID number, for use with equipment in place (i.e., end item equipment which is not an integral part of the building but which is installed in the building under this contract,) is made of 2 parts. These parts represent the Department of Defense Activity Code (DODAC) of the unit or equipment in the activity.

(1) The first part, the DODAC, is a 6 digit alpha-numeric character representing the primary user or responsible organization. It will be provided to the contractor upon request from the Contracting Officer.

(2) The second part, the sequence number, is a 1 to 4 digit character. It is the sequential numbering (1 thru 9999), of equipment in that building, belonging to the DODAC.

Questions, with respect to sequence numbers, should be addressed to the O&M Division.

1.7.2 Equipment Data: List shall include on each item as applicable: Description, Manufacturer, Model or Catalog No., Serial No., Input (power voltage, BTU, etc.), Output (power, voltage, BTU, tons, etc.). Size or Capacity (tanks), and net inventory costs; any other data necessary to describe item and shall list all warrantors and warranty periods for each item of equipment.

PART 2 PRODUCTS (NOT USED)

PART 3 EXECUTION (NOT USED)