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STANDARD OPERATING PROCEDURES

SOP #: 80.06 SECTION: Construction Management Procedures TITLE: Airport Systems and Utility Shutdown Requests

EFFECTIVE DATE: April 9, 2014

MODIFIED DATE: January 2, 2018

Quick checklist summarizing procedure: SDR Checklist

PURPOSE / OBJECTIVE:

This procedure is provided to facilitate system and utility shutdowns necessary in support of construction activities. Shutdowns directly affect the operations of the Airport. In order to manage the risk associated with shutdowns and to minimize the time a system is down, an Airport Systems and Utility Shutdown Request (SDR) must be submitted and approved well in advance of the work. All shutdowns require complete and extensive planning to ensure the operations of the Airport continue with minimal impacts.

BACKGROUND DISCUSSION:

AV/Maintenance personnel perform all shutdowns and restarts of existing systems. All construction activities interfacing with existing systems must be fully coordinated with Port of Seattle AV/Maintenance to preserve the integrity of the existing systems. Shutdown request forms are utilized to approve and schedule all work. SDR’s that have a substantial impact to operations or tenants may require the submission of a Construction Advisory Form along with the SDR, as required by the Airport Operations construction coordinators.

DEFINITIONS:

None

RELATED DOCUMENTS OR PROCEDURES / REFERENCES:

Section 01 31 13: Project Coordination - 1.06 Utility deactivation and reactivation plans and shutdowns

SOP 80.03 Construction Advisory Forms

SOP Hydrant Utility Connection Request

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STANDARD OPERATING PROCEDURES

PROCEDURE / PROCESS / ACTION / GUIDELINE:

I. Shutdown Support

A. The RE or Inspector forwards a blank electronic copy of the SDR form to the Contractor prior to or at NTP. Electronic submissions ensure legibility and easy modifications when assessing and finalizing SDR requirements and impacts.

B. The RE or Inspector supports the contractor in ascertaining the technical information necessary to get SDR’s coordinated and scheduled with AV Maintenance. A key element is identifying effects on peripheral systems to avoid power, data, water and HVAC loss to POS facilities, airlines and airport concessions. Temporarily support facilities as required to minimize impact.

C. The RE or Inspector is responsible for coordinating relevant night time work with Port night shift. If the shutdown is deemed particularly impactful, this includes Inspector/RE coming into work at night in order to ensure shutdown goes smoothly.

II. Shutdown Request Activities

A. The contractor collaborates with the inspector to develop and identify all systems, utilities and services impacted by an outage.

1. This may require field research of utilities and support from AV Maintenance personnel to completely define the scope of the outage and it’s impacts.

2. Process identifies all users, tenants, public, etc. impacted by the outage. B. The inspector supports the contractor in submitting SDR’s in the required time as stated

on the SDR form. Typical shutdowns require 72 hours notice, however, domestic water outages require 96 hours from the time of official notification with all signatures aquired. Weekend days do not count towards notification days and weekend outages require approval no later than 12:30 PM on Wednesdays.

1. Ideally, the RE or Inspector should work with the Contractor to ascertain large, impactful, complex SDR’s and get them into the project schedule in a timely manner.

C. Reference Spec Section 01 31 13 – 1.06 for shutdown plan content required.

III. Obtaining Signatures and Submitting Shutdown Requests A. There are three levels of signatures required for outages that the Inspector secures on

behalf of the Contractor including Operations, AV Maintenance craft and the manager of each maintenance group impacted by the request. For particularly impactful shutdowns F&I constitute a fourth level of signature required, preferably in the shutdown planning process. Actual craft signatures are required before submitting the SDR to Operations or managers for their approval. Once the craft wet signatures are obtained, there are two

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STANDARD OPERATING PROCEDURES

ways to process a SDR, electronic or in person. For the electronic SDR process proceed to the next step (see attached SDR chart and workflow). If obtaining the necessary signatures in person, skip to step E .

1. Port Fire Department signatures, if required, must be done in person and must have a wet signature.

2. When requesting Fire Department approvals, documents must identify the exact valve, breaker, etc. and location that will shut-off the impacted system. Systems that require Fire Department include;

a. Impacts to heat/smoke/fire detectors b. Fire Pumps c. Smoke Fire Dampers d. Fire Doors e. Sprinkler Systems f. Domestic Water feeding Hydrants g. Emergency Exits h. Fire Systems i. Emergency Lighting j. Fuel hydrant/EFSO systems k. DDC modifications or shutdown (these effect the smoke control system)

3. Fire Department approval is required for electrical power shutdowns impacting egress and emergency lighting and typically include anything more than just a few circuits, i.e. and entire buildings or major section of a building.

B. The POS Inspector scans the SDR document and associated documents (drawings, panel schedule etc) saving the document with the standard file identification: P# - SDRXXX-Primary System Identification-Description-For Approval. The file is saved in the SharePoint CDD Project file under 3.11.01

C. SDR is routed for airport operations and maintenance manager(s) via the SharePoint electronic workflow process. Two airport operations personnel and maintenance managers from each impacted utility group must be included to start the workflow.

1. Operations personnel are identified by project. In addition to the identified person, his or her colleagues are included in the process for backup.

D. Once all required signatures are obtained for the SDR in the workflow the inspector will delete all non-started remaining workflows.

1. Once remaining workflows are deleted an automated email notifying the inspector that the SDR workflow has been approved will be sent. The workflow will provide approval information and any comments or changes that have been noted by the approver. If changes need to be made, they are made on the original SDR with the wet craft signatures. If no changes are needed, the inspector will print out the email showing all the approval information . (skip to section F)

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E. If obtaining signatures in person the inspector will hand deliver the SDR to the craft, the craft manager and operations and obtain wet signatures from each department.

F. The inspector will scan the original SDR with the craft wet signatures and all associated documents (drawings, panel schedule etcetera) along with the workflow email showing other approvals into a single PDF saving the document with the standard file identification (P# - SDRXXX-Primary System Identification-Description-Approved)

G. The POS Inspector will create a meeting request in Outlook to route the appoved SDR and all documents to the contractor, RE, all Airport Operations, maintenance craft managers who provided signatures, F&I (if necessary), the EN SDR Calendar and others that may need the information (i.e –night inpsectors covering the work). If shutdown is deemed particularly impactful, RE/Inspector shall communitcate/speak directly with night inspector about impacts and requirements, or come in to cover the work themselves. SDR time, date and duration will be provided in the meeting request.

H. Upon completion of the shutdown the POS Inspector will make contact with the specific maintenance group(s) as identified on the SDR form to verify approval and proper operation of re-energized equipment and/or startup of systems.

1. Final follow-up by the POS Inspector is required but not limited to verification of the contractor completing documentation requirements including bu not limited to updating electrical panel schedules.

OVERSIGHT / ADMINISTRATIVE CONTROLS:

All outage request drafts, for approval and approved versions shall be copied to the CDMS file structure for the specific project in 311.01. FLOW CHART: Utility Outage Request Work Flow TOOL(S):

• Shutdown Request Checklist

• Airport Facility Systems Utility Shutdown Form

Heimbigner, Chris - POS

Image

SHUT DOWN REQUEST CHECKLIST

Signatures Summary

Yes No

Craft(s)

Manager(s)

Fire Department

F & I (As needed)

Tenant Rep

Operations

Construction Coodinated with Port of Seattle Airfield Operations?

Access to entrances /driveway/loading docks etc. maintained or coordinated?

Egress coordination issues required w/ POSFD or ABD?

Tenant Impact

Coordinated with Tenant Representatives?

Tenant 1 ___________________________

Tenant 2 ___________________________

Tenant 3 ___________________________

Temporary Heating + Cooling + Ventilating Impact

Temporary Heating, cooling, venting provided as needed?

Dust control needed?

Exhaust to outdoors required & Is security impacted?

F&I notification required (Checked with craft personnel)?

Coordinated with Siemens for DDC impact (Siemens contracted per Contract Documents)?

System testing required prior to connection to existing system?Temporary Electric Impact

Is temporary power required / coordinated?

Lighting impacts / will lighting be maintained / is temporary lighting required?

Is special access needed? If so, has electric shop been notified (i.e. work request)?

F&I Notified (if power affected >= 480 V)?

Temporary Water Impact

If connecting to existing hydrant, is the proper request form completed?

Affected valve locations identified, checked/walked with field crew?

Connections to potable water systems required (Spec 22 11 16 3.07 N)?

Planned for disposing of construction water (Spec 01 57 13)?

Domestic Water -- Has F&I been notified?

System tested prior to connection to existing system?

Fire System

Impact to heat/smoke/fire detectors?

Impact to fire dampers?

Impact to domestic water feeding hydrant?

Impact to sprinkler system?

Impact to emergency exits?

Impact to emergency lighting?

Impact to EFSO/Fuel hydrant systems?

Impact to DDC/modification?

Impact to fire alarm?

Coordinated with Field crew OE?

Coordinated with Fire Dept.?

Coordinated with Electric Shop?

Security

Security of tenant facilities ensured?

Special requests of Port security personal/Police/Fire received?

Airport security requirements checked (Spec 01 35 13.13, 01 14 13)?

Cameras/card readers impacted?

X-Ray's needed/scheduled?

Noise

Special noise requirements needed / met?

updated 2/2018

IMPACTS CHECKLIST

Airport Operations - Where facility operations conflict with construction, schedule/coordinate to

assure minimum disruption (This Section will ALWAYS be required)

DISTRIBUTION: Original: All Maintenance Managers, Copy To: Police, Security, Requestor, Fire Dept., Security and Preparedness – Revised 3/14/18

Name: Project/SDR#: Fund: Subclass: Activity:

Airport Facilities - Systems & Utility Shutdown Request

72 Hour notice required for system shutdown – after final signature & distribution 96 Hour notice required for DOMESTIC water shutdown – after final signature & distribution

Date of Request: Date of Shutdown:

Start Time: End Time:

Outages Coordinator:

Phone No.:

RE/PM:

Phone No.:

Contractor Contact During Shutdown:

Phone No.:

Inspector Contact During Shutdown:

Phone No.:

Contractor performing work: Duration of Shutdown:

Reason for Shutdown:

Buildings & Area Affected: (DRAWING OF AFFECTED AREA REQUIRED WITH FORM)

UTILITY EQUIPMENT LIST: Must be filled out prior to shut down; each affected craft shall initial for approval.

Aircraft Fueling FD/Swissport Elevators - Escalators IWTP lift stations - OE

Ceiling tile removal - CARPENTERS Fire pumps – OE & FD Natural Gas system - OE

Chilled water - OE Fire system – OE & FD Sanitary lift stations – OE

Conveyors Hot water heating - OE Sanitary Waste/Grease Lines – OE

Domestic water – OE & FCRW HVAC / PC Air / DDC – OE Security

Electrical systems - ELEC ICT Department Storm lift stations - OE

ET Electronics / Security Irrigation - FCRW STS systems

APPROVALS

Maintenance Craft: (must be 1st

contact prior to manager’s signature): Date:

1 Maintenance Manager: Date: Other: Date:

2 Maintenance Manager: Date: Other: Date:

F&I System Manager: Date: Security: Date:

Fire Prevention: Date: Airport Operations: Date:

Landside: Date: ICT Department: Date:

MUST BE FILLED OUT PRIOR TO SHUTDOWN

Business Group or Tenants requiring notification:

Notified: By: (initials) Tenant Representative Notified / Signature:

FOR DEPARTMENT USE ONLY:

Comments:

PLEASE RETURN A COPY OF THE COMPLETED SIGNATURE FORM TO ALL SIGNEES.

DISTRIBUTION: Original: All Maintenance Managers, Copy To: Police, Security, Requestor, Fire Dept., Security and Preparedness – Revised 3/14/18

List of Appropriate Systems Contacts (Manager Contacts are in BOLD font)

IF ANY SHUTDOWN REQUIRES REMOVAL OF CEILING TILE THERE MUST BE A CONFIRMATION OF ACM STATUS THROUGH POS RMM PRIOR TO REMOVAL. IN ADDITION, METAL CEILING TILE REMOVALS AND REINSTALLATIONS MUST BE COORDINATED THROUGH THE POS

CARPENTER SHOP AND SCHEDULED 7 DAYS IN ADVANCE

F&I System Manager Water – Mike Smith 787-4815 696-4623 cell Water – Paul Shen 787-5870 617-9813 cell Nat. Gas – Lynn Oliphant 787-7985 953-7462 cell Nat. Gas – Bob Romero 787-3290 947-4802 cell Elect. – Wendell Umetsu 787-7452 696-4622 cell Elect. – Denise Dennis 787-7918 495-3565 cell

Fire Systems & Fire Pumps Jeff Nelson (FD) 787-6774 427-5730 cell Adam Griffin (FD) 787-4390 771-2917 cell Dan Hytry (OE) 787-7231 718-5981 cell Erik Knowles (OE) 787-4906 450-4117 cell James Jackson (OE) 787-6322 390-7451 cell Tracy Jonassen (OE) 787-5475 735-9840 cell Eric Schaefer 787-4047 491-6298 cell

Chilled Water & Hot Water Heating / HVAC Systems (Building and PC Air) / Siemens DDC Dan Hytry (OE) 787-7231 718-5981 cell Erik Knowles (OE) 787-4906 450-4117 cell James Jackson (OE) 787-6322 390-7451 cell Tracy Jonassen (OE) 787-5475 735-9840 cell

Domestic Water Dan Hytry (OE) 787-7231 718-5981 cell Erik Knowles (OE) 787-4906 450-4117 cell James Jackson (OE) 787-6322 390-7451 cell Tracy Jonassen (OE) 787-5475 735-9840 cell Eric Schaefer 787-4047 491-6298 cell

Sanitary & Storm Lift Station Dan Hytry (OE) 787-7231 718-5981 cell Erik Knowles (OE) 787-4906 450-4117 cell James Jackson (OE) 787-6322 390-7451 cell Tracy Jonassen (OE) 787-5475 735-9840 cell

IWTP Lift Station Dan Hytry (OE) 787-7231 718-5981 cell Erik Knowles (OE) 787-4906 450-4117 cell James Jackson (OE) 787-6322 390-7451 cell Tracy Jonassen (OE) 787-5475 735-9840 cell David Wells (OE) 787-5911

Irrigation Eric Schaefer 787-4047 491-6298 cell Jeff Martens 787-4059 437-4395 cell

Conveyors Ryan Pazaruski 787-7590 595-7173 cell Erik Knowles (OE) 787-4906 450-4117 cell Howard Hartness 787-5932 434-0223 cell Phil Allan 787-5895 718-8065 cell Scott Uglum 787-4006 718-0278 cell Ron Rice 787-6651 979-7940 cell (CC Ron Rice before performing work)

Ceiling Removals RMM Hotline 953-7419 Carpenter Shop 787-5909

Passenger Loading Bridges Jim Witzman 787-5018 351-1638 cell Erik Knowles (OE) 787-4906 450-4117 cell Valerie Johnson 787-4802 300-1081 cell Brett Baird 787-7670 537-0116 cell Phil Allan 787-5895 718-8065 cell

Elevators/Escalators Jim Witzman 787-5018 351-1638 cell Erik Knowles (OE) 787-4906 450-4117 cell Valerie Johnson 787-4802 300-1081 cell Cory Winchell (Schindler) 425-213-6603

Electrical Systems Darin Benofsky 787-7884 556-5623 cell Allen Tygesen 787-7930 734-6371 cell Teri Grosvenor 787-4909 450-0233 cell Gary Richer 787-4065 295-7993 cell Steve Lewis 787-5673 595-9639 cell Kristel Manney 787-5878 305-6861 cell Cal Nelson 787-5882 431-4075 fax

ET SYSTEMS Teri Grosvenor 787-4909 450-0233 cell Allen Tygesen 787-7930 734-6371 cell Chris Evans–ACS/Video 787-4966 755-9403 cell Frank Davis–TWVPS 787-4659 617-9860 cell Jeff Burnes–FIMS/FIDS 787-7815 402-1848 cell Abba Sanneh–CUSE/CUSS 787-6912 390-2707 cell Steve Kjosness–PRCS 787-7856 735-9820 cell Micah Egger–Conveyor 787-6906 218-3787 cell Deb Davis–Radios 787-5193 947-7734 cell

STS SYSTEMS Allen Tygesen 787-7930 734-6371 cell Teri Grosvenor 787-4909 450-0233 cell Darin Benofsky 787-7884 556-5623 cell Gary Richer 787-4065 295-7993 cell Jeff Puckett 787-4922 696-0834 cell

ICT Department IT Service Desk 787-3333 728-3719 fax Clarence Jaquez 787-6090 369-6796 cell Matt Breed 787-7555 660-5233 cell Z-IT-NetworkEngineering (email distribution list) Z-IT-CompOps (email distribution list)

OPS / Roadways / Parking Nick Terrana 787-4903 714-5075 cell Andy Ramsey 787-5187 437-6323 cell

Security Christian Samlaska 787-7631 787-6120 fax Clinton Hughes 787-4907 787-6120 fax Lauren Curtis 787-3356 444-7389 fax Lisa Rousseau 787-5519 787-6120 fax Shelie Bumgarner 787-7360 787-6120 fax

Aircraft Fueling Systems & Water Supply Lisa Kolwitz (FD) 787-7324 643-0581 cell

Adam Griffin (FD) 787-4390 771-2917 cell Jamil Simpson (SP) 246-0407 desk 206-240-6221 cell Jay Long (SP) 246-0407 desk 206-227-0337 cell