Attachment_16_-_Specification_Section_01_78_00.pdf

FMB-RTP

SECTION 01 78 00

CLOSEOUT

08/16

PART 1 GENERAL

1.1 REFERENCES

FMB-RTP Engineering Standards and Material Requirements

1.2 SUBMITTALS

Government approval is required for submittals with a "G" designation;

submittals not having a "G" designation are for Contractor Quality Control approval. Submit the following in accordance with Section 01 33

00 SUBMITTAL PROCEDURES:

SD-03 Product Data

New Equipment Data Worksheets G.

Warranties G.

Spare Parts Data G.

SD-08 Manufacturer's Instructions

Preventative Maintenance G.

SD-10 Operation and Maintenance Data

Operation and Maintenance Manuals G.

Personnel Training G.

SD-11 Closeout Submittals

As-Built Drawings G.

1.3 EQUIPMENT DATA WORKSHEETS

1.3.1 NEW EQUIPMENT

The Contractor shall furnish a completed New Equipment Data Worksheet (electronic and hardcopy) for installed equipment a minimum of 14 calendar days prior to scheduling the Pre-Final Inspection. All equipment which includes a Make, Model, and Serial number shall be included on the New Equipment Data Worksheet. This data will be used to replace or add new equipment to real property equipment lists and schedule preventative maintenance tasks. New equipment identification tags will be issued to the Contractor for placement on the new equipment. Equipment tag checks will be reviewed during the Pre-Final Inspection.

1.3.2 EXISTING EQUIPMENT

The Contractor shall return to the Contracting Officer’s Representative all equipment identification tags found on existing equipment so the equipment can be revised on real property equipment lists.

FMB-RTP SECTION 01 78 00

1.4 WARRANTIES

1.4.1 Warranty Response

a. Critical Items

Warranty items which affect the safety, security, or research mission of the facility shall be considered critical and shall receive an immediate response when identified for repair. The Contractor shall ensure all reasonable accommodations are made to respond to issues within 24 hours of written notification.

b. Non-critical Item

Warranty items which do not affect the safety, security, or research mission of the facility shall be considered non-critical and response for resolution shall be provided within two (2) business days of written notification. If immediate resolution is not possible then the Contractor shall provide a written response of planned actions and proposed date of repair to the Contracting Officer’s Representative for acceptance.

1.4.2 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 manufacturer's warranties on equipment, roofing, and other products.

a. In the event the Contractor or his designated representative fails to commence and diligently pursue any work required under clause WARRANTY OF CONSTRUCTION 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 his 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 his authorized representative to have the warranty repair work performed by others and to proceed against the Contractor as outlined in Paragraph a. above

1.4.3 Equipment Warranty Identification Tags

The Contractor shall provide warranty identification tags on all Contractor and Government-furnished equipment which he has installed. In addition a copy of the Warranty letter stating the effective date and ending date of the warranty on any items warranted shall be included in provided equipment O&M manuals.

a. 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.

b. Sample tags shall be submitted to the Contracting Officer's authorized representative for his review and approval. These tags shall be filled out representative of how the Contractor will complete all other tags.

c. The tag for this equipment shall be approximately 5” x 2” and similar to the following.

d. The Contractor warranty expiration date and the final manufacturer's warranty expiration dates will be determined as specified. All large equipment shall be marked to clearly identify the equipment and space or duty they service.

e. The Contractor will complete the required information on each tag and install these tags on the equipment by the time of pre-final inspection and as a condition of final acceptance of the equipment. The final acceptance inspection is scheduled based upon notice from the Contractor, thus if the Contractor is at fault in this inspection being delayed, the Contractor will, at his own expense, update the in-service and warranty expiration dates on these tags.

1.4.4 Replacement Equipment Warranty Tags

Under the terms of this contract, the Contractor's warranty with respect to work repaired or replaced shall at minimum run for 1 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 1 year from the date of acceptance of the repair or replacement.

EQUIPMENT TYPE:___________________________________________

MFG:___________________ MODEL NO. ________________________

SERIAL NO. _______________________________________________

COR:______________________________________________________

CONTRACT NO/PROJECT NO:___________________________________

CONTRACTOR NAME:__________________________________________

CONTRACTOR WARRANTY EXPIRE: ______________________________

MFG WARRANTY EXPIRES:_____________________________________

SERVICE AREA (IF APPLICABLE):_____________________________

1.4.5 Warranty Inspection

A warranty inspection shall be held nine (9) months after the task order substantial completion date to ensure all work completed is functioning as intended. It is the Contractors responsibility to schedule the meeting, provide proper meeting notification, and document the nine-month warranty inspection as well as any deficiencies found. The Contractor shall notify the Government at least 14 days in advance of the nine month warranty inspection. Attendance from the following participants is mandatory:

Prime Contractor, Contracting Officer’s Representative, and Facility Engineer/Maintenance Staff. The Contractor shall resolve any warranty deficiencies within 14 calendar days from the date of the inspection. If deficiencies cannot be resolved within 14 calendar days, the Contractor shall provide a written corrective action plan to the Contracting Officer’s Representative indicating when the deficiencies will be corrected. Any deficiencies that are documented during the nine month warranty inspection, but are not corrected within the one year warranty period, will still require resolution by the Contractor under the warranty terms of this contract.

1.5 SPARE PARTS DATA

Submit one copy of the Spare Parts Data list in each copy of the equipment O&M.

a. Indicate manufacturer's name, part number, nomenclature, and stock level required for maintenance and repair. List those items that may be standard to the normal maintenance of the system.

b. Supply sufficient quantity of items listed above for spare part inventory to perform 12-months of preventative maintenance of the equipment in accordance with O&M documentation. Provision of spare parts does not relieve the Contractor of responsibilities listed under the contract guarantee provisions or Warranty provisions. The Contractor shall submit a list of the proposed spare parts inventory for acceptance prior to final inspection. A review of the required spare part inventory shall be performed at the final inspection.

1.6 PREVENTATIVE MAINTENANCE

Submit one copy for each equipment O&M submittal of the Preventative Maintenance, Condition Monitoring (Predictive Testing) and Inspection schedules with instructions that state when systems should be retested.

a. Define the anticipated length of each test, test apparatus, number of personnel identified by responsibility, and a testing validation procedure permitting the record operation capability requirements within the schedule. Provide a signoff blank for the Contractor and Contracting Officer for each test feature; e.g., gpm, rpm, psi.

Include a remarks column for the testing validation procedure referencing operating limits of time, pressure, temperature, volume, voltage, current, acceleration, velocity, alignment, calibration, adjustments, cleaning, or special system notes. Delineate procedures for preventative maintenance, inspection, adjustment, lubrication and cleaning necessary to minimize corrective maintenance and repair.

b. Repair requirements must inform operators how to check out, troubleshoot, repair, and replace components of the system. Include electrical and mechanical schematics and diagrams and diagnostic techniques necessary to enable operation and troubleshooting of the system after acceptance.

1.6 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) or special tools relating to a particular system or piece of equipment shall be incorporated into the manuals in accordance with the applicable specification requirement.

Submit FOUR (4) copies of the project operation and maintenance manuals not less than 30 days prior to the scheduled contract completion date.

Fully developed and approved operation and maintenance instructions shall be provided 15 days prior to scheduling training of operating and service personnel. The Contractor shall coordinate the content of each instruction period required in the Technical Provisions of these specifications with the Contracting Officer's representative prior to the actual start of the training period.

1.6.1 Configuration

Operation and Maintenance Manuals must be consistent with the manufacturer's standard brochures, schematics, printed instructions, general operating procedures, and safety precautions. They shall cover all system installations provided in each task order and shall be in sufficient detail to facilitate normal maintenance and troubleshooting by persons with minimum experience with the installed equipment.

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 project name, task order number, 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.

Binder shall have a title page showing the name of the preparing firm (designer or Contractor) and the date of publication. Organize data by separate index and tabbed sheets with a Table of Contents provided in accordance with standard commercial practice. Binder must lie flat with printed sheets that are easy to read.

1.6.2 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.

1.6.3 Training and Instruction

When required by Task Order, each unique instruction and training session shall be video recorded in a digital format by the Contractor. The video shall include the entire session; and a CD shall be provided, labeled and turned over to the Contracting Officer’s Representative. The video camera utilized by the Contractor, shall be of a quality to enable clear and understandable playbacks of the recorded events. The Contracting Officer’s Representative will be given 21 calendar days written notice of scheduled instructional services for coordination with maintenance personnel.

Instructional sessions may be required to be performed in two shifts to accommodate facility operations. Instructional materials belonging to the manufacturer or vendor, such as lists, static exhibits, and visual aids, must be made available to the Contracting Officer’s Representative at the conclusion of the training for use in future training.

1.7 AS-BUILT DRAWINGS

1.7.1 General

For each Task Order, the as-built drawings shall be a record of the construction as installed and completed by the Contractor. They shall include all the information shown on the contract set of drawings and a record of all deviations, modifications, or changes from those drawings, however minor, which were incorporated in the work, all additional work not appearing on the contract drawings, all changes which are made after final inspection of the contract work and the location and size of all uncharted existing utilities encountered. In the event the Contractor accomplishes additional work which changes the as-built conditions of the facility after submission of the as-built drawings, the Contractor shall furnish revised and/or additional drawings as required to depict as-built conditions. The requirements for these additional drawings will be the same as for the as-built drawings included in the original submission.

Where designs or work plans are created as part of the task order scope the Contractor shall adhere to the NIH Standard Drawing Guidelines provided in the FMB-RTP Engineering Standards and Material Requirements manual. The Contractor shall comply with all NIH as-built drawing standards and protocols. The Contractor personnel performing the drawing updates shall review and verify the changes with the NIH/ORF Contracting Officer’s Representative. A copy of the red-line drawings is to be submitted to the Contracting Officer’s Representative at or before the pre-final inspection. AutoCAD as-built drawings shall be completed within 30 days of project completion.

1.7.1.1 Fire Protection/Detection As-Built Drawings

The fire protection/detection as-built drawings will be a finalized version of the fire protection/detection shop drawings. The Contractor shall submit these as-built drawings on full-size sheets and in PDF and AutoCAD format on a compact disc.

1.7.1.2 Building Automation System As-Built Drawings (Metasys)

The Contractor shall update the Metasys graphics/user views. The Contractor shall provide PDF files of as-builts, along with hard copies to be inserted in hard bound as-built sets. The Contractor shall update the NIEHS master as-built set on the NIEHS ADX server.

1.7.1.3 Physical and Electronic Security As-Built Drawings

The Contractor shall update the Pegasys and CCTV graphics/user views. The Contractor shall provide PDF files of as-builts, along with hard copies to be inserted in hard bound as-built sets. The Contractor shall update the NIEHS master as-built set on the NIEHS server.

1.7.2 Preliminary As-Built Drawings

For each Task Order, the Contractor shall markup copies of the drawings attached with the specifications to show as-built conditions. These prints, hereafter called preliminary as-built drawings shall be kept current and available on the jobsite at all times, except as noted below. A member of the Contractor's Quality Control Organization shall be assigned responsibility for the maintenance and currency of preliminary as-built drawings. This assignment and any reassignment of duties concerning the maintenance of the as-built drawings shall be promptly reported to the Contracting Officer's Representative for approval. All changes from the contract plans that are made in the work or additional information that might be uncovered in the course of construction, including uncharted utilities, shall be accurately and neatly recorded as they occur by means of details and notes. All changes and/or required additions to the preliminary as-built drawings shall be clearly identified in a color contrasting to the prints and which is compatible with reproduction. During periods when the prints are being copied and are therefore not available at the jobsite, the Contractor shall continue posting all required data to a second set of prints. The Contractor shall minimize the time that the prints are away from the jobsite and he shall update them with all as-built data immediately upon their return. Both sets of prints will be jointly inspected for accuracy and completeness by the Contracting Officer's Representative and the assigned representative of the Contractor's Quality Control Organization prior to submission of each monthly pay estimate. (See paragraph Withholding for Preliminary As-Builts.) The as-built drawings shall show the following information, but not be limited thereto:

a. The location and description of any utility lines or other installation of any kind or description known to exist or found to exist within the construction area. The location of exterior utilities includes actual measured horizontal distances from utilities to permanent facilities/features. These measurements shall be within an accuracy range of 6 inches and shall be shown at sufficient points to permit easy location of utilities for future maintenance purposes. Measurements shall be shown for all change of direction points and all surface or underground components such as valves, manholes, drop inlets, cleanouts, meter, etc. The general depth range of each underground utility line shall be shown (i.e., 3 to 4 feet in depth). The description of exterior utilities includes the actual quantity, size, and material of utility lines.

b. The location and dimensions of any changes within the building or structure.

c. Correct grade or alignment of roads, structures or utilities if any changes were made from contract plans.

d. Correct elevations if changes were made in site grading.

e. Changes in details of design or additional information obtained from working drawings specified to be prepared and/or furnished by the Contractor including but not limited to fabrication, erection, installation plans and placing details, pipe sizes, insulation material, dimensions of equipment foundations, etc.

f. The topography and grades of all drainage installed or affected as a part of the project construction.

g. Where contract drawings or specifications allow options, only the option selected for construction shall be shown on the as-built drawings.

As part of the pre-final inspection for each item of work, the preliminary as-built drawings will be reviewed. They must comply with this specification prior to scheduling the final inspection, and/or prior to substantial completion of the item of work.

1.7.3 Preliminary As-Built Drawings Final Submittal

Prior to scheduling the final acceptance inspection of the last/only bid schedule item of work, the preliminary as-built drawings shall be completed and delivered to the Contracting Officer's representative for his review and approval. If upon review, the drawings are found to contain errors and/or omissions, they will be returned to the Contractor for corrections.

Failure of the Contractor to make timely delivery of the preliminary as-built drawings on any/all items of work will be cause for the Government to delay substantial completion, and to assess liquidated damages in accordance with the terms and conditions of the contract.

1.7.4 Withholding for Preliminary As-Built Drawings

Failure by the Contractor to maintain current and satisfactory preliminary as-built drawings in accordance with these requirements will result in withholding from progress payments an amount determined by the Contracting Officer's authorized representative as the value of the subject as-built drawings, and will indicate this unearned amount on monthly payment estimates until the Contractor has fulfilled the contract requirements.

1.7.5 Final As-Built Information

Upon approval of the preliminary as-built drawings, the Contracting Officer will furnish the Contractor the approved set of contract drawings or tracings and the computer generated graphics files (CAD files) of the contract drawings. The AutoCAD files will be provided to the Contractor in the latest version of AutoCAD in use at NIH. AutoCAD files will be delivered to the Contractor on compact disc (CD) or via email compatible with the latest version being utilized. The Contractor will then modify these original drawings and AutoCAD files as may be necessary to correctly show all the features of the project as it was constructed by bringing the contract set into agreement with the preliminary as-built drawings, including adding additional drawings and AutoCAD files as may be necessary.

The original drawings or tracings and AutoCAD files are part of the permanent records of this project and the Contractor shall be responsible for the protection and safety thereof until returned to the Contracting Officer. Any drawings or tracings or AutoCAD files damaged or lost by the Contractor shall be satisfactorily replaced by the Contractor at his expense. If additional drawings are required, they shall be prepared and added to the AutoCAD files.

1.7.5.1 Final Revisions

When final revisions have been completed, each drawing and AutoCAD file shall be lettered with the words “AS-BUILT DRAWING" in letters at least 3/16" high placed below the title block between the border and the trim line. The date of completion and the words "REVISED AS-BUILT" shall be placed in the revision block above the latest existing revision notation.

1.7.5.2 Title Blocks

The title block to be used for any new as-built drawings shall be similar to that used on the original drawings. Refer to the NIH Standard Drawing Guidelines provided in the FMB-RTP Engineering Standards and Material Requirements manual for details.

1.7.5.3 Submittal Requirements

The Contractor shall submit to the Contracting Officer the final as-built drawings, consisting of one set of corrected CADD files in the latest version of AutoCAD being used by NIH, one set of .pdf files in the latest version of Adobe being used by NIH and one set of full size drawings as specified by task order. All paper prints, reproducible drawings, and AutoCAD files will become the property of the Government upon final approval. Failure to submit as-built information as required herein shall be cause for withholding payment due the Contractor for as-built drawings under this contract. Approval and acceptance of final as-built information shall be accomplished before final payment is made to the Contractor.

1.7.6 Payment for Final As-Built Drawings

A fixed price for as-built drawings will be mutually agreed upon on an individual Task Order basis. Payment for the performance of the work outlined above will be made after its acceptance by the Contracting Officer.

1.8 ELECTRONIC SUBMISSION

Electronic copies shall be provided in addition to all hard copy submissions for all requirements of this section. Electronic copies shall be in .pdf format unless otherwise approved by the COR.

1.9 GOVERNMENT POSSESSION OF WORK

The Government may take possession of any completed or partially completed work, as provided for under Contract Clause associated with "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.

1.9 CLEANUP

Leave premises "broom clean." Clean interior and exterior glass surfaces exposed to view; remove temporary labels, stains and foreign substances;

polish transparent and glossy surfaces; vacuum carpeted and soft surfaces.

Clean equipment and fixtures to a sanitary condition. Replace filters of operating equipment. Clean debris from roofs, gutters, downspouts and drainage systems. Sweep paved areas and rake clean landscaped areas.

Remove waste and surplus materials, rubbish and construction facilities from the site.

1.10 PAYMENT

The work outlined above is a subsidiary portion of the contract work, and has a combined value to the Government approximating 10 percent of the value of the task order. The Contractor shall assign amounts to closeout elements within the proposed schedule of values consistent with this determination, or a lesser amount, as approved by the Contracting Officer’s Representative.

PART 2 PRODUCTS

Not Used

PART 3 EXECUTION

Not Used

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