Armed Forces Retirement Home Design Build Services Request for Proposal
Gulfport, Mississippi 21 May 2007
SECTION 01782 - OPERATION AND MAINTENANCE DOCUMENTATION
PART 1 - GENERAL
1.1 SUMMARY
A. Submit Operation and Maintenance (O&M) data specifically applicable to this contract and a complete and concise depiction of the provided equipment, product, or system. Organize and present information in sufficient detail to clearly explain O&M requirements at the system, equipment, component, and subassembly level. Submit in accordance with this Section and Section 01330 - SUBMITTAL PROCEDURES.
B. This Section includes requirements for Operation and Maintenance (O&M) Manuals, including the following:
1. Preparation and submission of operation and maintenance manuals for building operating systems and equipment.
2. O&M inventory information.
a. An inventory of each component and piece of equipment requiring operations and maintenance documentation identified in the Contract Documents shall be documented and provided in MS Excel® worksheet format. Provide electronic and paper copies. Use Exhibit 01782-1 – Format for O&M Inventory Information to document O&M equipment inventory information.
b. For equipment with sub-components (motors, coils, etc.) provide inventory information for the sub-component.
C. O&M data requirements are described in this section and in the Contractor prepared technical Sections Division 02 through Division 16. The Contractor shall comply with the requirements for O&M data described in all specification sections.
1.2 QUALITY ASSURANCE
A. Operation and Maintenance Manual Preparation: In preparation of manuals, use competent/certified personnel thoroughly trained and experienced in operation and maintenance of equipment or systems involved.
1. Where Contractor has prepared specifications that require written instructions, use personnel skilled in technical writing where necessary for communication of essential data.
2. Where Contractor has prepared drawings or diagrams use personnel that are skilled in preparing drawings clearly in an understandable format.
1.3 SUBMITTALS
A. Submittal Schedule: Comply with the following schedule for submitting operation and maintenance documentation for individual items:
1. Initial O&M Submittal: Initial O&M Submittals apply to Data Packages 2, 3, and 4 described under Article “MANUAL CONTENT” in this section. Sixty (60) calendar days after approval of each technical submittal for equipment and components requiring O&M Data Package 2, 3 and 4, submit 3 sets of O&M data of the approved item for review. Initial O&M submittals shall be clear and legible manufacturer’s publications. Two copies of the initial set with comments will be returned within 14 days of receipt.
2. Inventory Information: Submit 2 paper copies and one electronic version in MS Excel format 120 calendar days before substantial completion of each Phase. Refer to Exhibit 01782-1 – Format for O&M Inventory Information at end of this Section.
3. Final Acceptance Submittal: Ninety (90) calendar days prior to equipment Final Acceptance of each Phase, when each installation that requires operation and maintenance manuals is nominally complete, submit 2 draft copies of each manual to the CO, for review. Include a complete index or table of contents for each manual. O&M submittals shall be manufacturer’s original publications. Photocopies will not be accepted. Manuals shall be organized by system, as specified in “O&M Manual Sections by Building System”. The Contracting Officer will return 1 copy of the draft with comments within 30 calendar days of receipt.
4. Final Acceptance Re-Submittal (if required): Submit 1 copy of data for each Phase in final form at least 30 calendar days before final inspection. The Contracting Officer will return this copy within 15 calendar days after final inspection, with comments.
5. Final Inspection Submittal: After final inspection for each Phase, make corrections or modifications to comply with the CO’s comments. Submit the specified number of copies of each approved manual to the CO within 15 calendar days of receipt of the CO’s comments.
B. Form of Submittal: Prepare operation and maintenance manuals in the form of an instructional manual for use by the Government's operating personnel. Organize into sets in sizes as specified. Organize O&M information by system as described in the “O&M Manual by Building Systems” table at end of PART 3 of this Section.
1. Binders: For each manual, provide heavy-duty, commercial-quality, 3-ring, vinyl-covered, loose-leaf binders, maximum of 75mm (3”) thick, sized to receive 215 mm by 280 mm (8.5” x 11”) paper. Provide a clear plastic sleeve on the spine and front cover to hold labels describing contents. Provide 3-hole punched, heavy-duty sheet protectors to hold folded oversized documents. Do not fill binders to more than 50% capacity.
a. Where multiple binders are necessary to accommodate data, correlate data in each binder into related groupings according to the Project Manual Table of Contents. Cross-reference other binders where necessary to provide essential information for proper operation or maintenance of the piece of equipment or system.
b. Identify each 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.
2. Dividers: Provide heavy paper dividers with clear celluloid-covered tabs for each separate Section. Mark each tab to indicate contents. Provide a description of the Product and major parts of equipment included in the Section on each divider.
3. Text Material: Provide the manufacturer's standard printed material. If manufacturer's standard printed material is not available, provide specially prepared data, computer generated, on 2115 mm by 2800 mm (8.5” x 11”) white bond paper.
4. Drawings: Where oversize drawings are necessary, fold drawings to the same size as text pages, and inserted in a 3-hole-punched, heavy-duty plastic sheet protector.
5. Software: Provide 3-hole punch plastic protector sheets for labeled software media, such as electronic photographs, text and equipment inventory worksheets.
C. Submit 4 copies of each manual and supplemental documentation in final form, on equipment and systems to the CO for distribution. Include information for each unit of equipment, each operating system, and each electric and electronic system.
1.5 MANUAL CONTENT
A. Include information required by the Contract Documents in the form of Data Packages. Develop data packages for each building component, piece of equipment and system based on level of complexity and as specified. Provide data packages in accordance with Schedule at end of Part 3 of this Section. Applicability of data packages is as follows:
1. Data Package 1: General building materials and components including but not limited to:
a. Sealants.
b. Light Fixtures.
c. Door Hardware, etc.
2. Data Package 2: Simple operating components including, but not limited to:
a. Valves.
b. Hatches.
c. Louvers.
d. Plumbing Fixtures.
3. Data Package 3: Minor equipment including but not limited to:
a. Small Pumps.
b. Fans.
4. Data Package 4: Major and complex equipment including but not limited to:
a. AHU's.
b. Package AC Units.
c. Large Pumps.
d. Motors.
e. Chillers.
f. Boilers.
g. Switch Gear.
h. Elevators.
i. Control Systems.
j. Engine Generators.
k. Harmonic Cancellation Systems.
l. Fire Alarm Systems.
m. Security Systems, etc.
5. Data Package 5: Food service equipment and components:
B. Provide Data Package information as follows:
1. Data Package 1:
a. Safety Precautions.
b. Maintenance and Repair Procedures.
c. Warranty Information.
d. Contractor Information.
e. Spare Parts and Supply List.
2. Data Package 2:
a. Safety Precautions.
b. Normal Operations.
c. Environmental Conditions.
d. Lubrication Data.
e. Preventive Maintenance Plan and Schedule.
f. Maintenance and Repair Procedures.
g. Removal and Replacement Instructions.
h. Spare Parts And Supply List.
i. Parts Identification.
j. Warranty Information.
k. Contractor Information.
3. Data Package 3:
a. Safety Precautions.
b. Normal Operations.
c. Emergency Operations.
d. Environmental Conditions.
e. Lubrication Data.
f. Preventive Maintenance Plan and Schedule.
g. Troubleshooting Guides and Diagnostic Techniques.
h. Wiring Diagrams and Control Diagrams.
i. Maintenance and Repair Procedures.
j. Removal and Replacement Instructions.
k. Spare Parts and Supply List.
l. Parts Identification.
m. Warranty Information.
n. Testing Equipment and Special Tool Information.
o. Contractor Information.
4. Data Package 4 & 5:
a. Safety Precautions.
b. Operator Prestart
c. Startup, Shutdown and Post-Shutdown Procedures.
d. Normal Operations.
e. Emergency Operations.
f. Operator Service Requirements.
g. Environmental Conditions.
h. Lubrication Data.
i. Preventive Maintenance Plan and Schedule.
j. Troubleshooting Guides and Diagnostic Techniques.
k. Wiring Diagrams and Control Diagrams.
l. Maintenance and Repair Procedures.
m. Removal and Replacement Procedures.
n. Spare Parts and Supply List.
o. Corrective Maintenance Man-Hours.
p. Parts Identification.
q. Warranty Information.
r. Personnel Training Requirements.
s. Testing Equipment and Special Tool Information
t. Contractor Information
C. Software: Specified program listings, interface control documents, source code listings, and copies of the operating programs on media appropriate to use as backup for the system software. Include instructions for loading any operating software onto the system.
D. Additional requirements. For each system, general system or equipment descriptions include:
1. Size, weight, power consumption, power requirements, and outline drawings.
2. Copies of applicable As Builts, Shop Drawings, Product Data, Drawings, and Schematics for the equipment systems.
3. Theory of Operation: Description of technical operating characteristics of the system and individual equipment using standard phraseology; descriptions of interface requirements including operating protocols; equipment displays and screens; make reference to installation drawings, schematics and equipment displays as required for technical understanding.
E. Identification Legends:
1. Piping and Equipment: Provide a computer-generated updateable legend to correspond with identification devices installed on piping and equipment. List the identifying device, its location, a brief description of the devices function, capacity and the I.D. number.
2. Panel Boards and Switchboards: Provide a computer-generated updateable legend for each panel board and switchboard installed in the project. This information shall be a duplicate of the legend placed in the panel board.
3. Valve Tags and Schedule: Provide a computer-generated updateable schedule of all valve tags. Include valve type, manufacturer, equipment location and size for all newly installed valves.
F. Organize the manual into separate Sections, by system as described in paragraph 8 “O&M Manual Sections By Building System” of this Article, for each system or piece of related equipment.
1. Title Page: Provide a title page in a transparent, plastic envelope as the first sheet of each manual. Provide the following information:
a. Subject matter covered by the manual.
b. Name and address of the Project.
c. Date of submittal.
d. Name, address, and telephone number of the Contractor.
e. Name and address of the Architect.
f. Name, address and telephone number of all sub-contractors.
g. Cross-reference to related systems in other operation and maintenance manuals.
2. Table of Contents: After the title page, include a computer-generated table of contents for each volume, arranged systematically according to the Project Manual format. Include a list of each product incorporated, identified by product name and other appropriate identifying symbol and indexed to the content of the volume. Each Data Package shall be tabbed and separately listed in the Table of Contents. Where multiple volumes are required to accommodate data, provide a comprehensive table of contents for all volumes in each volume of the set.
3. General Information: Provide a general information Section immediately following the 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 where applicable. Clearly delineate the extent of responsibility of each of these entities. Include a local source for replacement parts and equipment.
4. Product Data: Where the manuals include manufacturer's standard printed data, include only 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 in a tabular format, 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.
5. Written Text: Prepare written text to provide necessary information where manufacturer's standard printed data are not available, and the information is necessary for proper operation and maintenance of equipment or systems. Prepare written text where it is necessary to provide additional information or to supplement data included in the manual. 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.
6. 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 Construction Documents and As Built Drawings to ensure correct illustration of the completed installation.
7. Warranties, Bonds, and Service Contracts: Provide a copy of each warranty, bond, or service contract tabbed in a separate binder. Provide written data outlining procedures to follow in the event of product failure. List circumstances and conditions that would affect the validity of a warranty or bond.
8. O&M Manual Sections by Building System. Systems and format shall be coordinated with the CxA and the CO prior to development of the O & M Manuals.
PART 2 – PRODUCTS (NOT USED)
PART 3 – EXECUTION
3.1 SCHEDULE
A. Schedule of Operation and Maintenance Data Packages. The following is a minimum of information required for Operation and Maintenance Manuals for this project. Refer to individual technical Sections for additional information, which may be specified for O&M Manuals.
The following schedule is provided for illustration purposes and shall be completed by the Contractor during development of the design. “X” in the Inventory Information Required column indicates the types of components for which inventory information shall be provided.
SpecificationNumber / Specification Section / Product or Equipment / Data Package Number / Inventory Information Required /
Modified Bituminous Waterproofing / TBD / TBD
Bentonite Waterproofing / TBD / TBD
Thermal Insulation / TBD / TBD
Clay Roof Tiles / TBD / TBD