GSA 017822 Operation_Maintenance Documentation FY15 Update Oct 1_2014.docx

Project Name Project Location PCN #

[Div 1 Reviewer/Writer Instructions: 1. Turn ON Show/Hide feature in the Home tab to see any hidden instructions that may be embedded in each specification. Turn OFF after completing your final version. 2. Comments in [ ] are guidance for spec. writers to consider during the design phase. Delete in final version.] GSA Project TRetain this section if the "Operation and Maintenance Manuals" article in Section 017700 is not sufficient. Use this section for any projects with extensive and complex equipment and operating systems. Each GSA Project eam should coordinate with their building manager as to what should be provided.

SECTION 017822 - OPERATION AND MAINTENANCE DOCUMENTATION

GENERAL

SUMMARY

This section includes administrative and procedural requirements for operation and maintenance electronic and hard copy manuals and instructions, including the following.

Instruction manuals covering the care, preservation and maintenance of materials and finishes.

Operation, maintenance, troubleshooting and parts manuals for equipment and building operating systems.

Instruction of Government operating personnel in the operation and maintenance of building systems and equipment.

Equipment inventories.

Emergency manuals.

Contractor shall load manuals into ePM and provide paper [X] hard copies for GSA’s Facilities Management & Services Program (FMSP) review.

Additional Requirements: Refer to all of the individual Specification sections for additional requirements for the care and maintenance of materials and finishes, and for the operation and maintenance of the various pieces of equipment and operating systems and for manual preparation.

Division 013300 section for Submittal Procedures.

If using COBie to submit data, use the following.

Division 013600 Construction Operations Building Information Exchange (COBie) Division 017700 Section Closeout Procedures.

QUALITY CONTROL

Operation and Maintenance Manual Preparation: In preparation of manuals, use personnel thoroughly trained and experienced in the maintenance of the material or finish involved, or in the design, operation, maintenance and manufacturing of the equipment or system involved.

Where manuals require written instructions, use the personnel skilled in technical writing where necessary for communication of essential data.

Where manuals require drawings or diagrams, use draftspersons capable of preparing drawings clearly in an understandable and transferrable format.

Retain the following paragraph if operating and maintenance instructions are required but the project systems and equipment do not warrant the inclusion of Division 1 Section "Demonstration and Training" to establish an extensive formal training program.

Instructions of Government Personnel: Use instructors thoroughly trained and experienced in the design, operation maintenance and manufacturing of the equipment or system involved to instruct Government operation and maintenance personnel.

SUBMITTALS

Submittal Schedule: Comply with the following schedule for submitting the aforementioned electronic manuals:

[Delete if not applicable:] Before Substantial Completion, when each installation that requires operation and maintenance and related manuals is nominally complete, submit draft copies of each manual to the Government for review by the building manager The Government will return 1 copy of the draft with comments within [suggest 21 or [_x_] calendar days after receipt.

Make corrections or modifications to comply with the Government's comments.

Submit copies of each approved manual to the Government within 21 or [_X_] calendar days before training of government personnel is performed and after receipt of the Government's comments.

Format: Upload in ePM and submit operations and maintenance and related electronic manuals in the following format:

Retain paragraphs below for electronic operations and maintenance submittals. Add option and instructions to consider a hard copy as well as a e-pdf. Indexing requirement in first subparagraph below can be performed automatically using PDF publishing software.

PDF electronic file [& hard copy?]. Assemble each manual into a composite electronically indexed file. Submit on digital media acceptable to Government.

Name each indexed document file in composite electronic index with applicable item name. Include a complete electronically-linked operation and maintenance directory.

Enable inserted reviewer comments on draft submittals.

Form of Submittal: Prepare operation and maintenance and related manuals in the form of an instructional document for use by operating and maintenance personnel. Organize into suitable sets of manageable size. Where possible, assemble instructions for similar products into a single binder.

[Coordinate with your field office as to their preference for binders or electronic media. If paper hard copies are still required then edit Part C further.]: For each manual, provide heavy-duty, commercial-quality, 3-ring, loose-leaf binders, in thickness necessary to accommodate contents, sized to receive 8-1/2-by-11-inch (115-by-280-mm) paper. Provide a clear plastic sleeve on the cover and spine to hold labels describing contents. Provide pockets in the covers to receive folded sheets.

Where 2 or more binders are necessary to accommodate data, collate data in each binder into related groupings according to the Specifications table of contents. Cross-reference other binders where necessary to provide essential information for proper operation or maintenance of the product.

Identify each DVD, CD or binder on front and spine, with the printed title "OPERATION AND MAINTENANCE MANUAL," Project title or name, and subject matter covered. Indicate volume number for multiple volume sets of manuals.

Dividers: Provide heavy paper dividers with celluloid-covered tabs for each separate section. Mark each tab to indicate contents. Provide a typed description of the product or major parts of equipment included in the section on each divider.

Protective Plastic Jackets: Provide protective, transparent, plastic jackets designed to enclose electronic diagnostic software for computerized equipment.

Text Material: Where maintenance manuals require written material, use the manufacturer's standard printed materials, where available. If manufacturer's standard printed materials are not available, provide specially prepared data, printed on 8-1/2-by-11-inch (115-by-280-mm), 20-lb/sq. ft. (75-g/sq. m) white bond paper.

Drawings: Where manuals require drawings or diagrams, provide reinforced, punched binder tabs on drawings and bind in with text.

Where oversize drawings are necessary, fold drawings to the same size as text pages and use as a foldout.

If drawings are too large to be used practically as a foldout, place the drawing, neatly folded, in the front or rear pocket of binder. Insert a typewritten page indicating drawing title, description of contents and reference to the applicable location in the manual.

Retain the following paragraph if manuals on CD ROM or DVD-R, rather than in binders, may be acceptable to the users.

[Integrate latest Construction Operations Building Information Exchange (COBie) requirements.]

PRODUCTS

MANUAL CONTENT

Directory: Prepare a single, comprehensive directory of emergency, operation, and maintenance data and materials, listing items and their location to facilitate ready access to desired information. Include a section in the directory for each of the following:

Table of Contents List of documents.

List of systems.

List of equipment.

In each manual, include information specified in the individual Specification sections and the following information where applicable for each major component:

General material, finish, system or equipment description.

Design factors and assumptions Copies of applicable Shop Drawings and Product Data.

Material, finish, system or equipment identification, including but not limited to:

Name of manufacturer with contact information.

Model number.

Serial number of each component.

Equipment operating data: The data includes but is not limited to:

Equipment Type Equipment Set Points as commissioned for all seasons and/or setback controls.

Equipment Descriptions.

Manufacturer.

Model Number.

Serial Number.

Equipment Status Electrical Motor Start Up and Running Data including but not limited to Amps, Volts, Locked Rotor and Running Building Number and Location including floor # and mechanical room #.

Operation instructions.

Emergency instructions.

Wiring diagrams.

Inspection and test procedures.

Maintenance procedures and schedules, including, where applicable, preventative and predictive maintenance.

Parts list Troubleshooting guide Precautions against improper use and maintenance.

Copies of warranties and service contracts.

Repair instructions, including listings of spare parts for equipment.

Sources of required maintenance materials and related services.

[Edit per your project additional items or data required by the contracting officer at no additional cost to the Government.] Format: Organize each manual into separate sections for each related product or piece of equipment. Each manual shall contain a title page, table of contents, general information, copies of Product Data, written text, drawings and copies of each warranty and service contract issued.

Title Page: Provide a title page in a transparent, plastic envelope as the first sheet of each manual. As a minimum, provide the following information:

Subject matter covered by the manual.

Name and address of the Project.

Name of Government user agency.

Date of submittal.

Name, address, and telephone number of the Contractor.

Cross-reference to related products in other operation and maintenance manuals, if applicable.

Table of Contents: After title page, include a typewritten table of contents for each emergency, operation, and maintenance volume: arranged systematically according to the Specifications format. Include a list of each product included, identified by product name or other appropriate identifying symbol and indexed to the content of the volume. Where more than one volume is required to accommodate the data, provide a comprehensive table of contents for all volumes in each volume of the set.

General Information: Provide a general information section immediately following table of contents, listing each product included in the manual, identified by product name. Under each product, list the name, address, and telephone number of the subcontractor or installer and the maintenance contractor. Clearly delineate the extent of responsibility for each of these entities. Include a local source for replacement parts for equipment.

Product Data: Where the manuals include manufacturer's standard printed data, include only those sheets that are pertinent to the part or product installed. Mark each sheet to identify each part or product included in the installation. Where the Project includes more than one item contained in the product data, identify each item, using appropriate references from the Contract Documents. Identify data that is applicable to the installation, and delete references to information that is not applicable.

Written Text: Prepare text to provide necessary information where manufacturer's standard printed data is not available, and the information is necessary for proper maintenance of materials or finishes, or for proper operation and maintenance of equipment or systems. Provide customized text for this project that explains the systems operation and design intent. Organize text in a consistent format under separate headings for different procedures. Where necessary, provide a logical sequence of instruction for each operation or maintenance procedure, the sequence of operation, seasonal operational changes, and night time setbacks.

Drawings: Provide specially prepared drawings where necessary to supplement manufacturer's printed data to illustrate the relationship of component parts of equipment or systems or to provide control or flow diagrams. Coordinate these drawings with information contained in Project Record Drawings to assure correct illustration of the completed installation.

Warranties and Service Contracts: Provide a copy of each warranty or service contract in the appropriate manual for the information of the Government's operating personnel. Provide written data outlining procedures to follow in the event of product failure. List circumstances and conditions that would affect the validity of warranty.

When required for full understanding, include a copy of applicable Project Record Drawings.

INTERIOR FINISHES MAINTENANCE MANUAL [Coordinate with ODC’s First Impression and Interior Design policies, reference here specific requirements.] Submit 1 copy of each materials and finishes manual, in final form, to GSA. Provide one section for architectural products, including applied materials and finishes. Provide a second section for products designed for moisture protection and products exposed to the weather.

Architectural Products: Provide manufacturer's data and instructions for the care and maintenance of architectural products, including applied materials and finishes.

Manufacturer's Data: Provide complete information on architectural products, including the following, as applicable:

Manufacturer's catalog number and contact information.

Size.

Material composition.

Color.

Texture.

Repairs to finish where applicable Reordering information for custom manufactured products.

Care and Maintenance Instructions: Provide care and maintenance information, including manufacturer's recommendations for types of cleaning agents to be used and methods of cleaning. Provide information about cleaning agents and methods that could prove detrimental to the product. Include manufacturer's recommended schedule for cleaning and maintenance.

Moisture Protection and Products Exposed to the Weather: Provide complete manufacturer's data with instructions for the inspection, maintenance and repair of products exposed to the weather or designed for moisture-protection purposes.

Manufacturer's Data: Provide detailed manufacturer's information, including the following, as applicable.

Applicable standards.

Chemical composition.

Installation details.

Inspection procedures.

Maintenance information.

Repair procedures.

Retain the following paragraph and add subparagraphs if only specific materials and finishes are to be included in the manual. Usually delete the paragraph.

Schedule: Provide complete information in the materials and finishes manual on products specified.

Add subparagraphs to list the specific materials and finishes, along with the section number and title where each is specified.

EMERGENCY MANUALS [A/E and GSA project team shall edit these specifications to the project specific conditions, building requirements and geographic locations.] In this article, includy information that must be immediately available during emergency situations to protect life and property and to minimize disruptions to building occupants.Content: Organize manual into a separate section for each of the following:

Type of emergency.

Emergency instructions.

Emergency procedures Start up procedures to return to normal condition after the emergency. Contractor shall provide manufacturer’s emergency and help desk contacts.

Type of Emergency: Where applicable for each type of emergency indicated below, include instructions and procedures for each system, subsystem, piece of equipment, and component:

Fire.

Flood.

Gas leak.

Water leak.

Power surge and failures.

Water outage.

System, subsystem, or equipment failure.

Chemical release or spill.

Terrorism Biological Explosives Earthquake emergency.

Extreme weather (hot cold, wind, hail, lightening).

Emergency Instructions: Describe and explain warnings, trouble indications, error messages, and similar codes and signals. Include responsibilities of Owner's operating personnel for notification of Installer, supplier, and manufacturer to maintain warranties.

Emergency Procedures: Include the following, as applicable:

Instructions on stopping.

Shutdown instructions for each type of emergency.

Operating instructions for conditions outside normal operating limits.

Required sequences for electric or electronic systems.

Special operating instructions and procedures.

EQUIPMENT AND SYSTEMS OPERATION AND MAINTENANCE MANUALS

Organization: Unless otherwise indicated, organize each manual into a separate section for each system and subsystem and a separate section for each piece of equipment not part of a system. The Title page and Table of Contents shall be as described herein above.

Submit in PDF format as per Submittals herein, and per instruction of the Government.

Submit 1 copy of each equipment and systems maintenance manual, in final form, to the Government. Provide separate manuals for each unit of equipment, each building operation system, and each electric and electronic system.

Equipment and Systems: Provide the following information for each piece of equipment, each building operation system, and each electric or electronic system, where applicable: Use designations for systems and equipment indicated in Contract Documents. See requirements in other mechanical, electrical, plumbing, etc. specification sections. Provide list to the GSA project manager and building manager (aka property manager) at 50% construction complete.

Description: Provide a complete description of each unit and related component parts, including the following, as applicable:

Equipment or system function.

Operating characteristics.

Limiting conditions.

Performance curves.

Engineering data and tests.

Line diagrams with linkages to other equipment and systems Complete nomenclature and number of replacement parts Equipment Type using National CAD Standard (e.g. AHU-1).

Equipment Description Manufacturer Model & Serial Numbers Equipment Status including building number, location, floor #, room #, narrative of location (i.e. west wall, above ceiling panel, etc.)

Manufacturer's Information: For each manufacturer of a component part or piece of equipment, provide the following, as applicable:

Printed operation and maintenance instructions.

Assembly drawings and diagrams required for maintenance.

List of items recommended to be stocked as spare parts.

Maintenance Procedures: Provide information detailing essential maintenance procedures, including the following, as applicable:

Routine operations.

Preventative maintenance Predictive maintenance Troubleshooting guide.

Disassembly, repair, and reassembly.

Alignment, adjusting, and checking.

Operating Procedures: Provide information on equipment and system operation procedures, including the following, as applicable:

Startup procedures.

Equipment or system break-in.

Routine and normal operating instructions.

Regulation and control procedures.

Instructions on stopping.

Shutdown and emergency instructions.

Summer and winter operating instructions.

Required sequences for electric or electronic systems.

Special operating instructions.

Servicing Schedule: Provide a schedule of routine servicing and lubrication requirements, including a list of required lubricants for equipment with moving parts.

Controls: Provide a description of the sequence of operation and as-installed control diagrams by the control manufacturer for systems requiring controls.

Piping Identification: Provide as-installed, color-coded, piping diagrams, where required for identification.

Valve Tags: Provide charts of valve-tag numbers, with the location and function of each valve.

Circuit Directories: When another Contractor (not the O&M Contractor) adds or modifies electric circuits the O&M Contractor shall inform the CO or designee the compliance of annotating the changes to the panel and the update to the single line diagrams using the original electronic file format. For electric and electronic systems, provide complete circuit directories of panel-boards, including the following, as applicable:

Electric service.

Controls.

Communication Single Lie Diagrams updated at no additional cost.

Retain the following paragraph and add subparagraphs only if specific equipment and system are to be included in the manual. Usually delete paragraph.

Schedule: Provide complete information in the equipment and systems manual on products specified.

Provide an integrated service schedule/matrix for HVAC, Electrical, and Fire that indicates all systems daily, weekly, monthly, yearly, etc. service requirements and operational characteristic checks. Cross reference to O&M manual section for requirements.

Add subparagraphs to list equipment and systems,with section number and title where each is specified.

Retain the following entire article if operating and maintenance instructions are required, but only if the project systems and equipment do not warrant the inclusion of Division 1 Section "Demonstration and Training."

INSTRUCTIONS FOR GOVERNMENT PERSONNEL

Prior to the Substantial Completion inspection, instruct the Government's personnel in operation, adjustment, and maintenance of products, equipment, and systems. Provide instruction at mutually agreed times.

Use operation and maintenance manuals for each product, piece of equipment or system as the basis of instruction. Review contents in detail to explain all aspects of operation and maintenance.

Posted Logs and Instructions: Place operating logs and instructions in see-through vinyl or other weather protective sleeves or framed enclosures, and post for use by Government personnel in locations approved by the Government.

Post operating log sheets with spares at or near the applicable equipment.

Post flow schematics, wiring diagrams, valve lists, control sequences, start-up and shut-down instructions, and similar information and instructions in the appropriate equipment rooms.

New Equipment Inventory requirement.

EXECUTION (Not Applicable)

END OF SECTION 017822

FY15 Update Oct. 1, 2014 Operation & Maintenance Documentation 017822 - 2 image1.png