Attachment_A6_Enhanced_Closeout_Document_Requirements.pdf

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DCPS Operations & Maintenance Manual

This document outlines the mandatory requirements that Design-Build Teams must follow when creating, organizing, and delivering the Operations & Maintenance Manual for school staff.

Objective:

Provide school staff with clear, concise, and easy‑to‑use Operations & Maintenance (O&M) information for all major building systems. The manual should be visually intuitive, limited to essential content, and organized so staff can quickly find what they need.

Development Requirements:

1. Content Focus A) What: Identify key systems, components, or procedures staff need to know.

B) How: Provide simple, step‑by‑step instructions for common tasks (for example:

“Report malfunction: Submit a Salesforce ticket.”). Include links where appropriate.

C) Where: Clearly show locations of critical equipment using labeled floor plans or simplified diagrams. This can be a marked-up PDF.

D) Dos & Don'ts: Provide practical guidance for maintaining systems (for example: “Do not use space heaters.” “Do turn off lights when leaving rooms.”)

2. Length

Each topic should fit on one page whenever possible. More complex items may utilize two pages while remaining concise and staff‑friendly.

3. Style and Language A) Use bullet points and short imperative sentences (“Check…”, “Report…”, “Shut off…”).

B) Avoid jargon or technical language unless necessary.

C) Define technical terms immediately when used.

D) All content should be written for non‑technical school staff.

4. Visual Communication A) Use simple diagrams, schematics, and floor plan snippets when they improve clarity.

B) Graphics should be clean, easy to read, and limited to essential information.

5. Organization & Deliverables A) Deliverables:

I) Printed Binder:

(a) One professionally printed, tabbed 3‑ring binder must be provided to

DGS for distribution to the school.

(b) The binder must include labeled, physical tabs that separate each primary section and content area (e.g., “General School Operations”) II) Digital PDF:

(a) One digital PDF, identical to the printed binder, must be provided to DGS for distribution.

(b) The PDF must be fully searchable.

(c) Includes hierarchical bookmarks matching all major sections and subsections.

(d) The file must follow the naming convention: School Name_OMM_4-digit Year.pdf (example: Malcolm X Elementary_OMM_2026 V1.pdf)

(e) Each page must include a footer with the same file‑name string for version control.

III) Timeline:

(a) Draft due to DGS/DCPS by June 20 of the project delivery year.

(b) Final due by August 1 of the project delivery year.

B) Metadata and Version Control:

I) Footnote: Every page of the Manual must include a standardized footnote at the bottom, stating: School Name_OMM_4-digit Year. This serves as a critical version control and context identifier. e.g. Malcom X Elementary_OMM_2026

6. Table of Contents & Outline

A) Cover Letter (reference DGS provided cover letter example) B) Work Orders Include the following standardized language:

I) When maintenance or warranty issues arise, contact your MSL so they can submit a work order through Salesforce.

C) Sustainability Features/Net Zero

Overview

I) Provide a high‑level summary of the school’s net‑zero features.

II) Include practical do’s and don’ts that help the school maintain Net Zero performance. (The design team should determine the most relevant items.)

III) Examples:

(a) Do not bring personal appliances into the school.

(b) Turn off devices and lights at the end of the day.

(c) Provide guidance for operable windows: when to use them, when not to use them, and which rooms are equipped with them.

(d) Reference DGS provided Examples

D) Doors Access and Security

Provide:

I) High‑level overview of entrances and security protocols.

II) Card readers, lockdown systems, and links to training materials.

III) Key schedules and plans with door numbers that match as‑built conditions.

IV) A‑phone instructions for entrances and kitchen.

V) Security system operation guidance, including how to arm/disarm the system.

VI) Clearly labeled floor plans with room and door numbers.

VII) Identification of any spaces that allow public access after-hours.

VIII) Exterior gates, fencing, pedestrian and vehicle gate operation, and any site‑specific conditions.

E) PA system

Provide:

I) Basic operating instructions II) Manufacturer manuals III) Training materials

F) Mechanical Systems

Purpose:

School staff do not perform maintenance or filter changes. These are handled by DGS Facilities. Staff only need to know how to operate the system correctly and when to request service.

Include:

I) Overview of the HVAC system II) Zoning diagrams or descriptions III) Thermostat operation instructions IV) Signage for thermostats V) Do’s and don’ts (e.g., no space heaters, keep windows closed during system operation) VI) “What to do if…” section with common scenarios and required steps

G) Lighting / Electrical

I) How lighting operates in classrooms II) Occupancy sensor behavior III) Specialty lighting (auditorium, stage) IV) Outlets on occupancy sensors (if applicable) V) Printed and digital breaker panel diagrams, mounted at each panel

H) Plumbing (non-kitchen)

I) General do’s and don’ts (example: only flush toilet paper) II) Plans showing locations of shut‑off valves III) Outdoor drinking fountain shut‑off valve locations and winterization guidance IV) Floor drain maintenance instructions (add water monthly if unused)

I) Technology and Equipment

Include Information for:

I) Auditorium, gym, cafeteria equipment, sound systems, projectors

II) Auditorium/stage lighting

III) Manufacturer manuals and training materials IV) Gym equipment (dividers, hoops, nets) including quick-start guide V) Elevator or chair lift operation, do’s/don’ts, and manuals (e.g., do not overload the cab)

J) Monument Sign I) Include operating instructions and manufacturer manuals/training

K) Cleaning and Specialty Care I) Guidance for non‑standard finishes II) Requirements under the Healthy Schools Act III) Reference to the DCPS Purchasing Guide for approved environmentally preferable products IV) Finish plans and schedules

L) Kitchen Equipment I) Provide O&M materials for Food and Nutrition services II) Include all equipment warranties and workmanship warranties

M) Exterior Landscape/Garden

I) Instructions for reporting potential stormwater system issues (e.g., bioretention area staying flooded 48–72 hours may indicate a clog requiring a work order)

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