019313 operation and maintenance manuals.pdf

F5W61607 Combined Support Maintenance Shop - Phase II Ohio Army National Guard Rev. 0 Defense Supply Center Columbus, Ohio 30 January 2009 Bid Final

OPERATION AND MAINTENANCE MANUALS 019313 – 1

SECTION 019313 - OPERATION AND MAINTENANCE MANUALS

PART 1 - GENERAL

1.1 DESCRIPTION

A. The contractor shall provide Owner with manuals for the safe and effective Operation and Maintenance (O&M) of the systems and equipment listed, in this Section. O&M Manual requirements included in other Sections of this Specification are in addition to, and do not replace, those required in this Section.

1.2 FORMAT

A. Bind manuals in durable, locking, 3-ring binders. Binders shall be white view-type binders with clear plastic overlays to allow insertion of title pages for binder identifica-tion.

B. Use 8-1/2" x 11" sheets, except that larger sheets up to 11” x 17” may be used when double folded to this size and used as a pull-out. Documents which are larger than 11” x 17” shall be reduced to 11” x 17” for inclusion in the manuals except where this com-promises legibility (for drawings that are to scale, add a graphic scale prior to reduc-tion). Documents that cannot be reduced will be folded and inserted in plastic enve-lopes inserted in the binders so that the folded documents are securely bound into the binders. Loosely inserted documents or documents inserted into pockets in the inside covers of the binders shall not be acceptable.

C. Each binder shall be labeled on both cover and spine to indicate project name and Owner’s project number, submitting contractor, date, general contents, volume number and total number of volumes in set.

D. At the front of each binder include the following information:

1. Master Table of Contents (TOC) identifying chapter headings and numbers for all O&M Manual volumes provided by the submitting contractor.

2. Detailed TOC for the current volume listing, in order, the sections and subsections within each chapter of that specific manual.

3. Contact sheet for the submitting contractor listing appropriate contact names, ad-dresses, phone numbers, and email addresses

4. Introduction including the following:

a. Brief description of project and purpose of the manual.

b. The following statements shall be included:

1) “Operation and maintenance of this system and equipment shall be performed in accordance with this manual and posted instructions, subject to compliance with applicable technical guides and standards issued by Owner, and manufacturer’s warranty requirements. It is rec-ognized that minor changes in control points and settings will be re-

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quired, based on actual operating experience, to correct varying condi-tions and improve operation. When such changes appear necessary, they shall be submitted to Owner for consideration. Upon approval of any changes, the applicable portions of all copies of the manual and proposed instructions shall be revised and reissued, and any change in operating procedure brought to the attention of all operating person-nel."

2) "This manual is specifically developed to assist the Owner’s personnel in charge of the facility to operate and maintain the building systems and equipment. Manufacturers' recommendations set forth for certain components shall be followed during the complete warranty period for that equipment."

E. Manuals shall be divided into chapters based on specification sections. Chapters shall be identified using both the specification section number and name (i.e. 15540 Pumps).

Manual chapters shall be further subdivided into sections and sub-sections as appro-priate for clarity of organization and to facilitate use by Owner.

F. Chapters shall be separated by index tabs labeled with the covered specification name and number. Chapter division tabs shall be identical to each other in style and appear-ance, but different than the section division tabs.

G. Major sections within a chapter shall be separated by index tabs which indicate the equipment or material covered. Section division tabs shall be identical to each other in style and appearance, but different than the chapter division tabs.

1.3 SUBMITTALS

A. Format Submittal. The Contractor shall submit four (4) copies of their proposed O&M Manual format including a detailed outline of contents within ninety (90) days after ap-proval of final submittals. Owner will require ninety (90) days for format review.

B. Preliminary Submittal. Two (2) copies of the draft manuals shall be submitted to Owner for review no less than 6 months prior to the anticipated start of operator train-ing. One copy will be returned to the Contractor within sixty (60) days after submittal and, if required, shall be revised and resubmitted within thirty (30) days.

C. Final Submittal. Four (4) complete sets of manuals shall be furnished to Owner thirty

(30) days prior to the anticipated start of operator training.

PART 2 - REQUIREMENTS

2.1 PURPOSE

A. The Operation and Maintenance manuals are for the training of, and use by, Owner’s employees in the operation and maintenance of the systems and equipment as speci-fied below. The manuals shall consist of instruction on systems and equipment. A

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separate manual or set of manuals shall be prepared for each class of components, equipment or systems as specified.

2.2 CONTENT

A. Each chapter shall contain the following, information in addition to the requirements specified elsewhere in these specifications.

1. Contact list identifying vendors providing equipment and systems covered in the current chapter. This information shall include vendor name, address, name of contact person(s), phone numbers (including 24 hour service numbers where ap-propriate), fax numbers, and email addresses.

2. Equipment/material schedule(s) for all covered equipment and systems showing equipment identification (tag) number, manufacturer, model number, serial num-ber, quantities, area/system served, equipment location, etc.

3. Safety Precautions. This subsection shall comprise a listing of safety precautions and instructions to be followed during operation and before, during, and after re-pairs or adjustments are made.

B. Each chapter shall describe the procedures necessary for Owner’s personnel to oper-ate and maintain the systems and equipment covered in that chapter.

C. References shall be made, as appropriate, to drawings, schematics, sequences of op-eration and other information included as part of the construction contract drawings and specifications that show distribution system layout, equipment arrangements and items of control.

D. All information included in the final O&M Manuals, including equipment schedules, manufacturer’s literature, drawings, etc. shall represent the "as-built" condition.

E. Manufacturer’s literature and other information provided in the O&M Manuals shall be for the actual equipment installed under contract for the particular facility. Where litera-ture (standard product catalogs, cut-sheets, etc.) contains data pertaining to parts, equipment or options other than those specifically provided for this project, the contrac-tor shall clearly indicate the specific products, model numbers, and options provided.

Mark-ups made by the contractor for this purpose shall be made in a manner that will clearly photocopy (no highlighters).

F. An overview matrix outlining minimum requirements for O&M Manual content by speci-fication section is included as Attachment 1. Contractors shall also provide additional information, not included in the attached matrix, if required for optimal Operation and Maintenance of the installed systems and equipment or if required in the applicable specification section.

G. A brief description of each type of required information follows:

1. Warranty information:

a. Provide copies of all warranty certificates from equipment manufacturers

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b. If not included on warranty certificate, provide the start/end dates of warranty period, descriptions of what is and isn’t covered and contact information for warranty claims (if different from contact list described above).

c. Provide information of an operations or maintenance nature covering war-ranty items that have not been discussed elsewhere.

2. Product Information:

a. Provide manufacturers' standard, published product literature describing covered materials, equipment and devices including illustrations, exploded views, dimensions, weights, application data, etc.

b. Where manufacturer’s product information (catalog cut-sheets, etc.) contain data pertaining to parts, equipment or options other than those specifically provided for this project, the contractor shall clearly indicate the specific products, model numbers, and options provided. Mark-ups made by the contractor for this purpose shall be made in a manner that will clearly photo-copy (no highlighters).

c. Provide manufacturer’s standard, published Installation, Operation & Main-tenance bulletins pertaining to the specific equipment installed.

d. Provide performance curves and rating data, specific to the equipment in-stalled on the project such as fan and pump curves, chiller selection sheets, sound data, etc.

e. Provide a copy of all approved shop drawings covering approval of equip-ment for the project with the product information. Include all data concerning changes made during construction.

3. Preventive Maintenance Procedures & Schedules

a. Provide written preventive maintenance procedures describing each required PM task. Procedures shall include lists of tools and parts required and all safety precautions to be taken.

b. State, preferably in tabular form, the recommended frequency for each pre-ventive maintenance task (cleaning, inspection, lubrication, scheduled over-hauls, etc.). Task schedules shall be grouped and sorted by frequency (daily, weekly, quarterly, annually, etc.)

c. Procedures for lubrication of equipment shall indicate both the type and quantity of lubricant to be used.

d. If periodic inspection of equipment is required for operation, cleaning, or other reasons, indicate the items to be inspected and give the inspection cri-teria. Examples of equipment requiring inspections includes, but is not lim-ited to, the following:

1) Motors

2) Controls

3) Filters

4) Heat exchangers

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e. Provide instruction for the proper handling, disposal and/or removal of haz-ardous or otherwise special materials such as used filters, refrigerant, oils, chemicals, etc.

f. Provide instruction for minor repairs or adjustments required for preventive maintenance routines. Minor repair and adjustment shall be limited to re-pairs and adjustments that may be performed without special tools or test equipment and that require no special training or skills. Identify test points and give values for each.

4. Corrective Maintenance Procedures:

a. Corrective Maintenance. Corrective maintenance instructions shall be predi-cated upon a logical effect-to-cause troubleshooting philosophy and a rapid replacement procedure to minimize equipment downtime. Instructions and data shall appear in the normal sequence of corrective maintenance, for ex-ample, troubleshooting first, repair and replacement of parts second, and then the parts list.

b. Troubleshooting. This information shall describe the general procedure for locating malfunctions and shall give, in detail, any specific remedial proce-dures or techniques. The data shown are intended to isolate only the most common equipment deficiencies. Troubleshooting tables, charts, or dia-grams may be used to present specific procedures. A guide to this type shall be a three-column chart. The columns shall be entitled Malfunction, Probable Cause, and Recommended Action. The information shall be al-phabetically arranged by component, and each component shall, in turn, list deficiencies that may be expected. Each deficiency shall contain one or more problems with a recommended correction.

c. Repair and Replacement. Indicate the repair and replacement procedures most likely to be required in the maintenance of the systems and equipment.

Information included here shall consist of step-by-step instructions for repair and replacement of defective items. Include all information required to ac-complish repair or replacement, including information such as torque values.

Identify all tools, special equipment, and materials that may be required.

Identify uses for maintenance equipment. The paragraphs shall contain headings to identify the topics covered.

5. Spare Parts Lists:

a. Provide a list of all spare parts for the covered equipment. The parts list shall include a tabulation of descriptive data for each part including part number and manufacturer. Where available, provide an exploded diagram of the equipment identifying parts listed in the spare parts list.

b. Provide a list of recommended spare parts to be kept in inventory by the Owner’s maintenance staff for performance of preventive maintenance and typical corrective maintenance tasks.

6. System Descriptions:

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a. Provide a typewritten narrative describing, in general terms, the covered equipment / system. Topics to be covered in this narrative shall include the-ory of operation, overall system layout, description of major components, in-terconnections with utilities and other systems, description of control system layout and operation, identification of unusual features or functions, and ma-jor safety precautions. This information should correlate with information provided in the manufacturers' standard published literature.

b. Provide the following data (if not already being provided under the other re-quirements in this specification):

1) Detailed illustrations and schematic diagrams of each system showing major components, piping, valves, controls, utility connections, and other components, where applicable.

2) Wiring and control diagrams with data to explain detailed operation and control of each component.

3) Control sequences describing start-up, all modes of operation, and shut down.

4) Corrected shop drawings.

5) Copies of approved certifications and laboratory test reports (where applicable).

7. Operating Instructions:

a. Provide condensed, typewritten, instructions for operation of the covered system / equipment. Where more than one (1) common unit is installed, one set of instructions is adequate. The instructions shall provide procedures for:

1) Starting up the equipment/system.

2) Shutting down the equipment/system.

3) Normal operating procedures.

4) Procedures for operating the equipment / system in emergency or un-usual conditions.

5) Safety precautions.

6) Procedures for both short-term and long-term equipment lay-up.

7) Other pertinent data applicable to the operation of particular systems or equipment.

8) The instructions shall be suitable for posting adjacent to the equipment concerned.

8. Factory Test Reports:

a. Provide copies of factory test reports specified in the covered section of the specifications.

b. Test reports should include a brief description of the test procedures used, test date, names of personnel performing test, names of personnel witness-ing test (if any), test results and comparison of test results with specified ac-ceptance criteria.

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9. Field Test Reports:

a. Provide copies of field test reports specified in the covered section of the specifications. Samples of field testing include, but are not limited to, leak testing of piping and ductwork and megger testing of electrical distribution systems.

b. Test reports shall clearly indicate the type of test performed, test procedures used, system being tested, section or area of equipment being tested, date of test, signatures of personnel performing and witnessing the test, test re-sults and comparison of test results with specified acceptance criteria.

10. Posted Operating Instructions and Diagrams:

a. Operating Instructions:

1) Where specified, copies of operating instructions shall be posted in the near vicinity of each piece of applicable equipment. The instructions shall be mounted neatly in frames under Plexiglas, where they can be easily read by operating personnel. Instructions mounted outdoors shall be suitably protected from weather.

2) Coordinate with owner regarding size and location of posted operating instructions.

b. Systems Diagrams:

1) Simplified one (1) line diagrams of HVAC heating, cooling, and airflow systems shall be developed and posted neatly under Plexiglas in the main or most appropriate equipment room for easy reference by oper-ating and maintenance personnel.

2) These drawings shall be done in a professional manner, which is ac-ceptable to the Owner’s Facility Management staff. The diagrams shall show each component including all valves installed in the system, with name and identifying number. If space does not permit valve numbers on the diagrams, valve charts shall be provided. Explanatory notes, where needed, shall be provided.

3) Coordinate with owner regarding locations of posted operating instruc-tions.

4) These diagrams shall be suitable for reduction in size and use in the operating manual system descriptions previously covered.

END OF SECTION 019313