D OPERATIONS & MAINTENANCE MANUALM Manual... · Submit maintenance data and spare parts list for each fixture type and trim item, including instruction for care of finishes. • Piping

D • 1/Page 1 of 2

OPERATIONS & MAINTENANCE MANUAL New Construction Start-Up

No. D • 1 Project Design Review

1992 - 1997, Michael Robert McCormick

All Rights Reserved

1. Specification Review

The Chief Engineer will be responsible for reviewing the complete project specifications to

familiarize him/her with a general overview of the architectural details and finished

schedules, as well as MEP provisions. This should be done by highlighting and tagging

each Division Section for the following:

a. Warranties, Guarantees and Certifications;

b. Surplus Material and Maintenance Stock;

c. Maintenance Manuals;

d. Testing, Inspections and Quality Control; and

e. Training Sessions.

Once the review is completed, refer to No. D • 2, Specifications Checklist procedures for

correlating all the highlighted information.

2. Project Drawing Review

When reviewing the MEP drawings, as well as the Architectural drawings to familiarize

yourself with the layout of the project, it is essential that the proposed “Engineering Space”

and/or a space be determined with the following recommendations to ensure adequate space

provisions:

a. Engineer’s office - with HVAC condition.

1. Chief Engineer’s office - 10' x 15';

2. Assistant Chief Engineer (if applicable) 10' x 12';

3. Restroom, shower stall and lockers per staffing requirements;

4. Combination lunch room and conference room 12' x 15'; and

5. Combination files, drawings, supply storage, etc., room 10' x 12'.

b. Engineer Shop and Storage Space 200 sq. ft. per 150,000 gross sq. ft. building.

D • 1/Page 2 of 2

OPERATIONS & MAINTENANCE MANUAL New Construction Start-Up

No. D • 1 Project Design Review

1992 - 1997, Michael Robert McCormick

All Rights Reserved

These items and others are fully defined in No. D • 3, Management Checklist. These areas should

be evaluated for best accessibility to engineering personnel, vendors and deliveries.

3. Project Review Evaluation

Once the review is completed and engineering space is determined, it will be essential to

determine and develop an FF&E List (Furniture, Fixtures and Equipment) for the following:

a. Office Furniture, Computers and Copiers;

b. Hand Tools and Equipment; and

c. Large Equipment (Manlifts, Portable Generators, etc.).

This list must be done in a timely manner and submitted to the Manager for review and

submission to the Start-up Budget.

D • 2/Page 1 of 13

MAINTENANCE MANAGEMENT OPERATIONS & MAINTENANCE MANUAL

No. D • 2 Specifications Checklist

In this Section, using the Format Example, you will correlate all the highlighted information from

the specifications as described in Section I, Project Design Review.

Once the information is compiled and typed, make (6) copies and submit to the Manager for

submission to the General Contractor. Make (4) bound copies with project name and section

category. Be creative.

Submit (2) copies to the Manager and keep (2) copies for your files.

Format

The following format is to be used in developing the specifications checklist:

1. Cover Sheet

a. Company Name

b. Company Division

c. Company Region

d. Project Name; and

e. Specifications Checklist.

2. Contents

a. Section I: Warranties, Guarantees and Certification;

b. Section II: Surplus Material and Maintenance Stock;

c. Section III: Maintenance Manuals;

d. Section IV: Testing, Inspections and Quality Control; and

e. Section V: Training Sessions.

D • 2/Page 2 of 13



3. Introduction

The purpose of this information, which the specified requirements under the specifications

for (Enter Project Name) covers: warranties; guarantees; certification; maintenance

manuals; surplus materials; spare parts list; equipment testing and factory training sessions,

to provide a thorough and accurate checklist for ensuring all provisions are fulfilled as

required on this project.

If there have been any changes or modifications of these provisions, please acknowledge

any changes, so that the appropriate list can be corrected.

4. Section I

A. Introduction Cover

SECTION I

WARRANTIES, GUARANTEES AND CERTIFICATIONS

All work not conforming to the Contractor’s warranties under the Contract Documents,

including substitutions not approved and authorized, may be considered defective. If

required by the Owner, the Contractor shall furnish satisfactory evidence as to the kind and

quality of materials and equipment. The Contractor’s warranties under the Contract

Documents are not limited by the provision of Paragraph 13.2.

For further details, refer to Warranties Provisions specified in the Contract Documents.

B. Section I Examples

When developing the specifications checklist, number the section data sheets in conjunction

with the section number, for example, Section I has two pages (SI-1 and SI-2).

• Factory Fabricated Cooling Towers, page 15Q1-1:

Provide manufacturer’s certification of tower cooling capacity, based on factory

performance tests, and provide performance curve plotting leaving water

temperature (LWT) against wet bulb temperature (WBT).

• Packaged Heating and Cooling Units, page 15T2-5, Compressor and Refrigeration

Circuit Guarantee:

D • 2/Page 3 of 13



The compressors and refrigeration circuits for each unit shall be guaranteed for five

(5) years from date of acceptance by the owners, to include labor and materials.

• Duct Accessories, page 15V3-6, Certification:

With submittals, the manufacturer shall supply certified test data on dynamic

insertion loss, self noise power levels, and aerodynamic performance for reverse and

forward flow test conditions. Test data shall be for a standard product. All rating

tests shall be conducted in the same facility, shall utilize the same silencer, and shall

be open to inspection upon request from the architect and engineer.

• Energy Monitoring and Management Systems, page 15X1-0019 and 0020,

Guarantee:

The control contractor shall guarantee the system free from defects in material and

workmanship for a period of two (2) years from the date of acceptance by the

owner. Any material or workmanship found to be defective during the guarantee

period shall be repaired or replaced at no charge to the owner for parts or labor.

• Electrical General Provisions, page 16A1-4, Guarantee:

General: The electrical contractor shall leave the entire electrical system installed

under this contract in proper working order and shall, without charge, replace any

work or materials which develop defects, except from ordinary wear and tear, within

one (1) year of the date of the final acceptance of the owner for beneficial use.

5. Section II

A. Section Cover

SECTION II

SURPLUS MATERIALS

and

MAINTENANCE STOCK

D • 2/Page 4 of 13



Under these provisions, as specified, general contractor and all subcontractors will provide

required quantities of surplus materials and maintenance stock, known as “attic stock” and

will turn over to owner’s representative at a time when time allows proper storing in a

secured area under lock and key.

B. Section II Examples

• Acoustical Ceilings, page 9E0-2, Maintenance Stock, Acoustical Ceilings:

At time of completing the installation, deliver stock of maintenance material to the

owner. Furnish full size units matching the units installed, package with protective

covering for storage and identified with appropriate labels.

Acoustical Units: Furnish and amount equal to one percent (1%) of the amount

installed in the base building construction.

• Carpeting, page 9R1-3, Extra or Surplus Materials:

Carpet Overrun: Limited production overrun on each carpet to an amount necessary

to insure complete installation without extra seams. Deliver all unused carpet and

large scraps, except unused rolls and portion of rolls longer than 15 feet, to the

owner for his attic stock. Dispose of scraps less than two square feet in area or less

than eight inches in width.

• Mechanical General Provision, page 15A1-12, Valve Identification. They are as

follows:

Tags: Polished brass with 1/4 inch high stamped, engraved lettering, different

shapes for each generic piping service.

Application: Tag every valve, cock and control device in each mechanical work

piping system; exclude check valves, valves within equipment units, hose bibs,

faucets and shutoff valves and plumbing fixtures, valves at HVAC terminal

heating/cooling units, and similar multiple unit terminal valves.

Valve Schedule: Prepare and submit valve tag schedule (in duplicate), listing each

tag valve by location, service, and tag description. Install each page of one copy of

the valve schedule in glazed frames, and mount where directed.

D • 2/Page 5 of 13



Duct Work: Provide stencil painted identification on duct work and housings of the

air handling system with letter size sufficient for reading, but not less than 3/4 inch,

and including arrows to show direction of flow. Indicate service and system

numbers at housings and at primary duct connections and branches. On access

doors, indicate service and equipment being accessed. Space identification at 50

feet intervals along exposed ducts. Where ducts are concealed behind access doors

or removable ceilings, identification may be by plastic ties/tags in lieu of stencil

painted markers.

Equipment: Signs -- provide engraved plastic laminated signs at locations of major

equipment units, primary control devices, emergency equipment, dangerous

eliminates of mechanical work and similar places. Provide text of sufficient clarity

and lettering of sufficient size to convey adequate information at each location, and

mount permanently in an appropriate and effective location. Comply with the

recognized industry standards for color and design.

Operational Tags: Where needed for proper and adequate information on operation

and maintenance of mechanical systems, provide tags of plasticized card stock,

either preprinted or hand printed to convey the message; examples: DO NOT

CLOSE THIS VALVE EXCEPT WHEN BURNER IS OFF.

6. Section III

A. Section Cover

SECTION III

MAINTENANCE MANUALS

Under these provisions, as specified, maintenance manuals will consist of two final copies,

including flow diagrams, maintenance instruction, operating instructions, parts listing, and

copies of other submittals indicated for inclusion.

Organize each maintenance manual with index and thumb tab markers for each section of

information; bind in two-inch, three-ring, vinyl covered binders with pockets to contain

folder sheets, properly labelled on spine and face of binder.

B. Section III Examples

• Mechanical General Provisions, page 15A1-7, General:

D • 2/Page 6 of 13



For mechanical work, the following quantities are required for each category of

submittal (in lieu of quantities specified in Division I), unless otherwise indicated in

individual work sections (quantity does not include copies required by governing

authorities, or by Contractor for its own purposes):

Shop Drawings: 6 sets, including 2 for maintenance manuals;

Product Data: 6 sets (or 8 sets where required in maintenance manuals);

Samples: 4 sets for final submission;

Certifications: 3 copies;

Test Reports: 3 copies; and

Warranties (Guarantees): 5 copies, including 2 for maintenance manuals.

• Plumbing Equipment, page 15L1-2, Maintenance Data:

Submit maintenance data and parts list for each item of plumbing equipment.

Include trouble-shooting maintenance guides and this data in the maintenance

manual.

• Plumbing Fixtures and Trim, page 15M1-3, Maintenance Data:

Submit maintenance data and spare parts list for each fixture type and trim item,

including instruction for care of finishes.

• Piping Specialties, page 15O1-1, Maintenance Data:

Submit maintenance data and spare parts list for each type of manufactured piping

specialty, and include this data in maintenance manual.

• Centrifugal Chillers, page 15P1-2, Maintenance Data:

Submit maintenance data and spare parts list for each centrifugal chiller, control,

and accessary; including trouble-shooting maintenance guide. Include this data and

product data in maintenance manual; in accordance with requirement of Division I.

D • 2/Page 7 of 13



• Factory Fabricated Cooling Towers, page 15Q1-2, Maintenance Data:

Submit maintenance data and spare parts list for each cooling tower and include

trouble-shooting maintenance guide and include this data in maintenance manual.

• Heat Exchangers, page 15R1-2, Maintenance Data:

Submit maintenance data and spare parts list for each type of heat exchanger and

include this data in maintenance manual.

• Terminal Units (Electric), page 15S1-2, Maintenance Data:

Submit maintenance instruction, including lubrication procedures, filter

replacement, motor and drive replacement and spare parts list. Include this data and

product data in maintenance manual.

• Electrical Heating Coils, page 15S2-1, Maintenance Data:

Submit maintenance instructions, including spare parts list and include this dadta in

maintenance manual.

• Chilled Water Duct Coils, pate 15S3-2, Maintenance Data:

Submit maintenance instruction, including spare parts list and include data in

maintenance manual.

D • 2/Page 8 of 13



7. Section IV

A. Section Cover

SECTION IV

TESTING, INSPECTIONS AND QUALITY CONTROL

The required testing and quality control under the provisions of the specifications for this

product (product name) are as follows, excluding only tests specified to be paid for by the

owner, and tests and testing performed by a testing engineer and an employee of the owner,

the contractor shall be responsible for the execution of all tests and testing by the

specifications and by all authorities have jurisdiction.

B. Section IV Examples

• Inspection and Acceptance, page 2V1-10:

When the landscape work is completed, including maintenance, the architect will,

upon request, make an inspection to determine acceptability.

• Pre-cast concrete planters and pavers, page 3G-5, Testing:

A set of four (4) test cylinders must be made with each sample to determine the

quality of the concrete before the actual production of the elements is started. A

minimum of four (4) test cylinders for every five (5) cubic yards of concrete must be

taken during production to maintain a close control over the uniform quality of the

concrete. On each set of four (4) cylinders, two (2) must be tested at seven (7) days

and two (2) after twenty-eight (28) days. Casting and curing of the cylinders shall

be done by the manufacturer’s laboratory shell and shall, at all times, be open for

inspection by the architect.

• Mechanical General Provisions, page 15A1-18, Tests and Adjustments:

Specifically, all piping shall be flushed out prior to testing the equipment and all

standards shall be cleaned. All ducts and apparatus casing shall be thoroughly

cleaned before fans and filters are operated. After the equipment has been tested, all

filters shall be cleaned or renewed.

D • 2/Page 9 of 13



After the systems have been completed, and before each system is accepted, the

capacity and general operating tests on the systems shall be conducted by a

competent and experienced engineer and the tests shall demonstrate the specified

capacities of the various pieces of equipment. All equipment shall be adjusted so

that it will perform as specified and required to give satisfactory operation. The

entire temperature control system shall be adjusted and placed in operation by the

manufacturer and all adjustments necessary to accomplish the specified results

during the first year of operation shall be made without cost to the owner. Setting of

valves, cogs, etc., shall be permanently marked so that they can be restored if

destroyed at any time.

Air duct sytems shall be adjusted in balance so that air quantities at all outlets are as

indicated and so the distribution from supply outlets is free from drafts and uniform

over the face of each outlet. Setting of dampers and other volume adjusting devices

shall be permanently marked so that they can be restored if disturbed at any time.

(NOTE: all air duct balances shall be performed by a separate company, approved

by the architect other than the installing contractor, which has competent personnel

and the necessary instruments to conduct the required tests and balances. A written

record of final balance air quantities shall be submitted to the engineer for approval.)

Upon completion and prior to acceptance of the installation, the contractor shall

subject the system to such operating tests as may be required by the architect to

demonstrate satisfactory functions and operating efficiency. Operating tests shall

cover a period of not less than eight hours for each system, and all tests shall be

conducted at such times as the architect may direct. All instruments, facilities, and

levers required to promptly conduct the test shall be provided by the contractor at no

additional cost to the owner. Fuel, water and electricity required for tests shall be

furnished by the owner.

• HVAC Pumps, page 15G1-7, Adjusting and Cleaning:

Alignment: Check alignment, and where necessary, realign shafts of motors and

pumps within recommended tolerance by manufacture and in presence of

manufacturer’s service representative.

Start up: Lubricate pumps before start up period. Start up in accordance with

manufacturer's instructions.

• Testing, Adjusting and Balancing, page 15 1-1, Description of Work of this

Division for Testing Purposes:

D • 2/Page 10 of 13



Extent of testing, adjusting, and balancing work is indicated by requirements of this

section, and also by drawings and schedules and is defined to include, but is not

necessarily limited to, air distribution sytems, hydronic distribution systems, and

associated equipment and apparatus of mechanical work. The work consists of

setting speed and volume (but not flow) adjusting facilities provided for systems,

recording data, conducting tests, preparing and submitting reports, and

recommending modifications to work as required by contract documents.

Component types of testing, adjusting, balancing specified in this section includes

the following as applied to mechanical equipment:

fans;

air conditioning units;

duct work systems;

pumps;

chillers;

condensers;

cooling towers;

coils and heat exchangers;

piping systems; and

terminal units.

• Electrical General Provisions, page 16A1-8, Quality Control of Coordination with

Mechanical:

Coordinate closeout operations with closeout of mechanical systems, elevators, food

service equipment, and other power consuming equipment. Accurately record

locations of conductors which are underground or otherwise concealed. Test run

electrical equipment in coordination with test runs of mechanical systems. Clean

and lubricate operational equipment. Instruct owners operating safety/emergency

provisions of the electrical systems. Turn over the operations to the owner’s

personnel at the time(s) of substantial completion. Until the time of the final

acceptance of the total work of the contract, respond promptly with consultation and

services to assist the owner’s personnel with operation of electrical systems.

• Fire Protection Pumps, page 15G2-4, Field Quality Control:

D • 2/Page 11 of 13



Upon completion of installation of fire protection pumps, perform field acceptance

tests of pumps, complying with operating instructions and procedures of NFPA20,

to demonstrate compliance with requirements. Where possible, field correct

malfunctioning units, then retest to demonstrate compliance. Replace units which

cannot be satisfactorily corrected.

8. Section V

A. Section Cover

SECTION V

TRAINING SESSIONS

Prior to making requests for final inspection, the contractor shall put mechanical systems

and equipment into operation and shall make tests and adjustments. The contractor shall

furnish proper instructions to the owner in the presence of the architect or the architect’s

representative concerning the operation and maintenance of mechanical and related

electrical equipment. In addition, the contractor shall provide written instructions for

operation and maintenance of mechanical systems.

B. Section V Examples

• Mechanical General Provisions, page 15A1-19, Operating Instructions:

Conduct a full day walk through instruction seminar for the owner’s personnel to be

involved in the continued operation and maintenance of mechanical equipment and

systems. Explain the identification system, operational diagrams, emergency and

alarm provisions, sequence requirements, seasonal provisions, security, safety,

efficiency and similar features of the system.

Turnover of operation: at the time of substantial completion, turnover the prime

responsibility for operation of the mechanical equipment and systems to the owner’s

operating personnel. However, until the time of the final acceptance, provide one

full-time operating engineer, who is completely familiar with the work, to consult

with and continue training the owner’s personnel.

• Centrifugal Chillers, page 15P1-11, Training of Owner’s Personnel:

D • 2/Page 12 of 13



Provide services of manufacturer’s technical representative for two, eight-hour days

to instruct owner’s personnel in operation and maintenance of centrifugal chillers.

Schedule training with owner, provide at least 7 days’ notice to contractor and

engineer of training date.

Pneumatic Temperature Control Systems, page 15W1-10, Final Adjustment of

Equipment:

Provide two days of minimum operating instructions for the building owner’s

operating personnel. Arrange with the building owners for time of instruction, and

provide a minimum two weeks’ written notice prior to the instruction period. All

systems must be complete, tested and functioning properly at the time of instruction

period.

NOTE: Provisions of this section also apply to electronic temperature control

systems, page 15W2-9.

• Energy Monitoring and Management Systems, page 15X1-0002, of the Revised

Specifications for the Energy Management System:

Under these provisions, the contractor shall provide necessary training of the

owner’s representative in the operation of the system. This includes 40 hours of on-

site instruction during start-up and one week of classroom sessions.

Demonstrate to satisfaction of owner’s representative, prior to final acceptance, that

the system is calibrated, installed and operating as required.

Initial Start-Up and Programs: Provide eight (8) routing after start-up system checks

during the first two (2) years of operation, during which additional system training

shall be provided, totalling one eight hour session. The contractor shall have 24

hour emergency service capability inhouse and shall provide the owner with a yearly

service contract for the third year.

• Grounding and Ground Fault Protection, page 16E2-7, Personnel Training:

D • 2/Page 13 of 13



Building Maintenance Personnel Training: Train owner’s building maintenance

personnel in procedures for testing and determining resistance to ground values of

grounding system. Also, instruct maintenance personnel in preparation and

application of chemical solution for earth surrounding grounding for reducing ohmic

resistance to required levels.

NOTE: No training requirements specified for automatic transfer switch,

switchboard or emergency generator.

D • 3/Page 1 of 10


No. D • 3 Management Checklist

In the early stages of a new construction project or management takeover of a building, prior to the

substantial completion date, or within 90 days of new management contract, it is critical to conduct

an assessment of the feasibility of or current operation and to check for adequate provisions of the

following:

Checklist Categories

1. Janitorial Services 9. Elevators

2. Window Washing 10. Restrooms

3. Maintenance and Repairs 11. Main Lobby

4. Security 12. Exterior

5. Service Areas 13. Building Signs

6. Engineering Office and Shop 14. Building Features

7. HVAC, Electrical and Other 15. Loading Dock

Mechanical Systems

8. Parking Garage

Review the checklist forms (refer to No. H, “Sample Forms,” D3-1 to D3-11, New Building

Checklist) prior to conducting the survey with the Manager, to develop a plan on how to efficiently

determine the feasibility for each item described.

Once the survey is completed, forward a copy to Manager, and/or as directed, for review. Also,

any items requiring greater details or information should be addressed in a separate memo with all

specific concerns.

Checklist Issues

Review the specific components of each category and check off each item which applies to the

project and/or add/delete those items not applicable or not identified on the appropriate checklist

form.

A. Janitorial

D • 3/Page 2 of 10



1. Central office/staging/storage areas.

2. Storage and utility sink on floors.

3. Common area electrical outlets.

4. Water supply and floor drains in restrooms.

5. Check practicality of personnel and materials flow.

6. Identify items which may result in high expense in cleaning (i.e., finish materials,

bronze, glass, unusual flooring, ceiling heights, atriums, service corridors, freight

elevators, etc.).

7. Trash removal process.

8. Unusual tenant requirements, if applicable.

9. Are coin operated dispensers designed to cover cost of supplies dispensed (example:

Tampax, Kotex machines)?

B. Window Washing

1. Type of rig proposed.

2. Potential involvement required of engineering staff (i.e., set-up, relocation for drops,

take down, etc.).

3. Any ill effects on pedestrian traffic with weekday washing.

4. Can supplier provide service and inspection?

5. Are there any related unusual expenses?

6. Is power provided on roof for rig lifts?

7. Are there tie-offs for rigging ropes?

8. Are there terraces which require inspection provisions?

D • 3/Page 3 of 10



C. Maintenance and Repair

1. Attic stock planned for unusual items (i.e., windows, energy management system

parts, security system parts, metal pan ceiling, unusual lighting, special order carpet

and wall covering, hardware, etc.).

2. Will there be unusually high maintenance expense created by certain finish

materials?

3. Life safety systems review. Supplies and service availability and equipment.

4. Are there fountains or pools planned? If so, do they lend themselves to easy

maintenance?

5. What type of locks are scheduled for base building? Is the system expandable to

provide for one master key in the event additional buildings are constructed on the

same site?

D. Security

1. Review type of system proposed and control functions (i.e., manpower, electronic

surveillance, combination).

2. Does the proposed system cover any and all possibilities for intrusion or exit?

3. How does the security system respond during power failure, emergency evacuation,

etc.? Is it failsafe?

4. Review security plan for dock and service areas.

5. Can security personnel see the after hours entrance from the console?

6. Is there a P.A. system planned? Does it have floor segregation capabilities?

E. Service Areas

1. Evaluate dock capacity.

2. Evaluate traffic flow and ease of access.

D • 3/Page 4 of 10



3. Water source available for wash down of dock and dumpster area?

4. Are restroom facilities provided for dock attendant, if applicable?

5. Are doors at dock entrance manual or electric lift?

6. If dock is adjacent to or beneath tenant space, has adequate insulation and plenum

been planned for cold weather and noise reduction?

F. Engineering Office and Locker Room

1. Is mechanical equipment visible from the Chief Engineer’s office?

2. Is a shower provided in engineers’ locker room?

3. Has adequate shop and storage area been provided? (Minimum = 200 square feet

for each 150,000 square feet of gross building square footage.)

4. Has a dedicated circuit been provided for Energy Management System or personal

computer?

5. Is office area large enough for file cabinets, blue print cabinets, desk and

miscellaneous chairs, book case, etc.?

6. Has miscellaneous electrical power been provided for equipment testing purposes?

7. Based on system design, determine if shop requires air and control for VAV, or

condenser water for heat pumps to set up work test station in shop.

8. Is shop area provided with the following:

a. exhaust fan;

b. domestic water (hot and cold)

c. slop sink

d. accessible to service elevator

G. HVAC, Electrical and Other Mechanical Systems

1. Review water treatment equipment, location, serviceability, deliveries.

D • 3/Page 5 of 10



2. Review chiller capacities (i.e., tonnage, capacity flexibility, condenser water bypass,

basin heaters, etc.).

3. Energy management and automation capabilities and flexibilities.

4. Elevator equipment room air conditioning units should be provided. Accessibility

to elevator equipment room.

5. Wind tunnel effect and pressurization of tunnels, corridors, common areas, etc.

6. Are restroom heaters planned if restrooms are adjacent to elevator shafts or exterior

walls?

7. Ensure there is a by-pass for domestic water pumps. This allows domestic pumps to

be taken out of service for repair without deleting city water from the fire pump

system.

8. Be certain that buss duct connections are tight prior to opening. This includes a

check of factory tightening prior to installation.

9. Review and evaluate practicality of tenant planned HVAC equipment.

10. Review equipment supplied by emergency generator system. Evaluate location of

generator system. Should be easily accessible to engineering personnel, and not at

top of tape.

11. Be sure all exposed water pipes will have electrical heat tape.

12. Be sure a quick fill is provided to the condenser water source.

13. Be sure sump pumps are connected to the emergency power source.

14. Insure that tenant metering devices provide KWH consumption rather than demand.

15. Insure hallway lighting is controlled from an accessible area and not located in a

secure area.

16. Landscape areas should have electrical outlets for Christmas lighting power.

D • 3/Page 6 of 10



H. Parking Garage

1. Are ceiling hung graphics on stabilized rods, or do they swing from chain or cable?

Stabilized rods are highly preferred due to wind abuse and cable breakage.

2. Are wall mounted graphics painted or taped? Taped graphics contract and expand

with weather changes causing them to crack and peel off too quickly.

3. Is sufficient storage planned for gate arms, ice melt, sweeper equipment, sand, etc.?

4. Insure that roof level lights have photocell on/off controls.

I. Elevators

1. Number of elevators?

2. Number of passenger elevators?

3. Number of service elevators?

4. Do elevators meet handicap code requirements?

5. Are proper signage and licenses displayed?

6. Elevator cab height (service & passenger)?

7. Are pads furnished?

8. Is ceiling removable?

9. Maximum elevator weight and speed?

J. Restrooms

1. Are there toilet seat cover dispensers?

2. What type of paper towel dispensers?

D • 3/Page 7 of 10



3. What type of toilet tissue dispensers?

4. Type of faucets (auto/standard)?

5. Type of soap dispensers? Do they work?

6. What type of partitions (ceiling or floor type)? Color and finish?

7. Are the counter tops cultured marble or laminate?

8. Wall finish type (tile, wall covering or both?

9. Is there a floor drain?

K. Main Lobby

1. What type of entrance doors (swing through or revolving)?

2. Brass or aluminum thresholds?

3. Floor type (marble, granite and travertine)?

4. Type of ceiling: Height?

5. Light bulb replacement accessibility?

6. Are there outlets provided?

7. What type of directory board is provided?

8. What is the availability of directory strips?

9. What is the lead time?

L. Exterior

1. Are planters provided?

2. Do planters impede window washers?

3. Are benches provided?

D • 3/Page 8 of 10



4. Are there adequate frost free hose bibs?

5. Is there adequate lighting?

6. How much snow melt will be needed during the winter months?

7. What snow removal equipment will be required?

8. Is there a courtyard? Are there adequate drains?

9. Are there sufficient trash receptacles?

M. Building Signs

1. Building name?

2. Building address?

3. Directional signs?

4. Stair signs?

5. Exit signs?

6. Floor numbers?

7. Storage sign?

8. Management signs?

9. Life safety signs?

N. Building Features

1. Owned or Managed?

2. Building size and description?

3. Rentable square footage?

D • 3/Page 9 of 10



4. Year built?

5. Architect?

6. Number of floors? Typical size?

7. Floor load?

8. Column spacing?

9. Ceiling height?

10. Elevators (type/quantity/service/shuttle)?

11. Parking ratio? Available spaces?

O. Loading Dock

1. Does dock provide ease of traffic flow and access?

2. Is water source available for wash down and cleaning?

3. Is there an attendant’s office?

4. Are dock entrance gates manual/electric or both?

5. Is trash area a minimum of 10' x 40'?

6. Has electric power been provided for compactor?

7. Is there an exhaust fan system?

8. Is the dock sprinklered?

9. What is the ceiling height (minimum 18')?

D • 4/Page 1 of 1


No. D • 4 Equipment Data Procedures

In the first three months of the project, the Chief Engineer will be responsible for collecting all the

necessary information for each piece of mechanical equipment throughout the complex using the

Equipment Inventory sheets and Master File Index Forms. Refer to No. B • 1, Preventive

Maintenance Program guidelines for specific instruction.

D • 5/Page 1 of 1


No. D • 5 Field/Warranty Reporting

The following procedures are to be implemented by the Chief Engineer during the start-up period

and throughout the first year warranty period. Originals are to be sent to the Client’s Project

Manager on a weekly basis or as directed by the Manager.

I. Field/Warranty Report

This report is to be sent to all parties concerning the issue at hand in a timely fashion

to ensure adequate response time from the contractor, minimizing disruption to the

building operation (refer to No. H, “Sample Forms,” Form D5-1).

NOTE: Always confirm the facts and information before issuing this form.

II. Field/Warranty Register

This summary form, Form D5-2 (refer to No. H, “Sample Forms”), is to be used to

document each report generated to ensure timely follow-up on each issue, with each

weekly reports submitted.

All outstanding reports exceeding 30 days will require a follow-up memo to the Client’s Project

Manager to request status up-date of pending issues.

When writing this follow-up memo, include report number, general description and date issued.

Also, copy your immediate Company supervisor.

III. Polaroid Pictures

A Polaroid camera is to be purchased and will be used to document the deficiency as

identified in each Field/Warranty Report. Attach the picture to a separate blank

page and attach to report.

D • 6/Page 1 of 3


No. D • 6 Contractor Assistance Procedures

During the Tenant Construction build-out period, construction contractors will request the services

of the building staff on many occasions. This will require accurate documentation of these events

to record delays, damage or general design deficiencies which may delay a Tenant move-in date and

any engineering overtime. The main area of concern will be with sprinkler drain downs and fill up

requests.

The Chief Engineer is responsible for developing and implementing the necessary procedures and

request form should include the following:

Guidelines

• 24-Hour Notice Request from contractor;

• Scope of work;

• Assistance required from engineering;

• Date, timeframe and time accumulated; and

• Conclusion of work.

Service Request Procedures

When the contractor makes a request for service, use Form D6 (refer to No. H, “Sample Forms”) to

submit to the Management office within 24-hours’ notice of work request date, requiring the

assistance of the building staff for the following areas:

1. Sprinkler work/fire pump shut down;

2. Fire alarm work;

3. Electrical tie-ins or shut downs;

4. Plumbing - riser shut downs, etc.;

5. HVAC tie-ins or shut downs, etc.; and

6. Other - i.e., access to closet doors, machine rooms and or service elevator usage, etc., but

not limited to the foregoing list.

D • 6/Page 2 of 3



Contractor Instructions

Provide the contractor with the specific instructions on where to obtain the forms and procedure on

completing the form.

Instruction Example

This form can be obtained from the Chief Engineer or the Property Management office. Fill out the

form in the areas that pertain to you.

1. Name of person making request;

2. Company Name;

3. Date work is to be done;

4. Job type;

5. Description of work details;

a. Work to be done;

b. Number of workers;

c. Estimated time of completion: hours, days or weeks, etc.; and

6. Sign and date of request.

NOTE: There are NO EXCEPTIONS to this procedure and any unauthorized work will be

stopped.

Contractor Assistance Policy

The Chief Engineer will, to the extent of his or staff's assistance with contractors, be limited to

access, electrical power, water and specific information as it relates to the work being performed.

No physical work or assistance will be allowed.

As identified in the Company’s standard indemnity and liability contract language, the contractor

becomes completely responsible for any injuries and all damages, indemnifying the manager and

the owner against any and all losses, liabilities and claims.

Indemnity and Liability

D • 6/Page 3 of 3



c. If any arrangement, however informal and of whatever duration, is made whereby

employees of manager are used by Contractor, they shall, while engaged in such

work, be considered for all purposes employees of Contractor and not of Manager

irrespective of the party paying them. Contractor shall indemnify Manager and

Owner against any and all liability, loss, cost, damage or expense, by reason of any

act or omission of any such employee while he is being used by Contractor.

D • 7/Page 1 of 1


No. D • 1 Requisition Procedures

Attic Stock

During the start-up period of a new construction project, many supplies and standard building

materials as defined in the specifications will be turned over to the Management group for attic

stock and protection.

The Contractors will requisition certain items during tenant build-out such as: lock sets,

thermostats, miscellaneous hardware, ceiling tiles, etc., as defined in the build-out specifications.

The Requisition Form (refer to No. H, “Sample Forms,” Form D7-1) is to be generated by the

Contractor with 24-hours’ notice to Management for approval and distribution scheduling. These

forms are to be given to the Tenant’s Contractor Manager/Foreman.

Each completed Requisition Form is to be entered on the Requisition Log (refer to No. H, “Sample

Forms,” Form D7-2) and must be filed with the completed Requisition forms by the Chief

Engineer.

As this system is implemented, it is imperative that the Chief Engineer keep track of the inventory

of the attic stock to prevent waste of materials. Check with the Project Manager for floor-by-floor

material allowance.

When attic stock is turned over to the engineering department, enter necessary information on the

Inventory Control Log form and file the construction receipt under the Attic Stock File.

D • 8/Page 1 of 3


No. D • 8 Final Acceptance Procedures

The Chief Engineer should refer to the Mechanical General Provisions section of the project

specifications to be familiarized with the HVAC System Final Acceptance Procedures.

General Guidelines

A. Under the Mechanical Work Closeout general provisions, the mechanical contractor is

generally responsible for maintaining a daily log of operational data on mechanical

equipment and systems throughout the closeout period for the following:

1. Recorded hours of operation;

2. Assigned personnel;

3. Fuel consumption; and

4. Copy of report submitted to owner.

B. Under the provisions, the Mechanical Contractor is to provide “Record Drawings” for

mechanical work, giving special attention to the complete and accurate recording of

mechanical systems of concealed and non-accessible work and to change orders that were

shown accurately in the contract documents.

C. Under the Closeout Equipment/Systems Operations provision, the mechanical contract is to

provide a sequence of operations with the following requirements:

1. Coordinate with seasonal requirements;

2. Operate each item of equipment and each system in a test run of appropriate

duration with the Architect/Engineer and Owner’s Representative present and with

the Owner’s operating personnel.

3. Demonstrate sustained and satisfactory performance.

4. Conduct the Systems Demonstration and Tests in conformance with written report.

5. Adjust and correct operations as required for proper performance.

6. Clean and lubricate each system and replace dirty filters, excessively worn parts and

similar expendable items of the work.

D • 8/Page 2 of 3



7. Contractor is required to replace all equipment connected to the closed piping

systems damaged due to negligence of removing debris from the piping systems.

D. Under the Test and Adjustments provisions, the mechanical contractor will be responsible

for the following:

1. All piping shall be cleaned inside to remove dirt and loose scale, welding slag and

general construction debris (i.e., food, coffee cups, work boots, etc.).

2. All ducts and apparatus casing shall be thoroughly cleaned before fans and filters are

operated. After completion of the test, all filters shall be cleaned and/or replaced.

E. Final Acceptance will occur when the systems tests have been completed; however, before

each system is accepted, the following must meet with the satisfaction of the Engineer and

Owner’s representative:

1. Capacity and general operating tests on the systems shall be conducted by a

competent and experienced engineer, and the tests shall demonstrate the specified

capacities of the various pieces of equipment.

2. All equipment shall be adjusted to perform as specified and required to give

satisfactory operation.

3. The entire temperature control system shall be adjusted and placed in operation by

the manufacturer, and all adjustments necessary to accomplish the specified results

during the first year of operation shall be made without cost to the Owner.

4. Setting of all valves, cocks, etc., shall be permanently marked to allow for

restoration if disturbed at any time.

5. The Owner’s right to site test shall include, but not be limited to, the following:

a. Air conditioning units;

b. Heat units;

c. Chillers;

d. Pump systems; and

e. Cooling towers.

D • 8/Page 3 of 3



If the equipment does not meet the capacity requirements, the Contractor is

responsible for modification or replacement of equipment and all expenses

necessary to satisfy compliance of the design conditions.

After all the provisions have been met under the Acceptance provisions, the mechanical contractor

shall leave the entire mechanical system installed under this contract in proper working order and

shall, without charge, replace any work or materials which develop defects, except from ordinary

wear and tear, within one year from the Date of Final Acceptance of the Owner for “Beneficial”

use.

D • 9/Page 1 of 1


No. D • 9 Maintenance Manual Submission

The Chief Engineer will define requirements of the General Contractor for submitting (to the

Owner’s Representative) maintenance manuals from all Contractors affected by MEP provisions

for approval by the Design Engineer.

Under the General Provisions, the following quantities are required for each category of submittal,

unless otherwise indicated in individual work sections (i.e., Elevators, Electrical, Plumbing,

HVAC, etc.):

The Maintenance Manuals shall consist of (2) final copies, organized with index and

thumb-tab markers for each section of information, bound in 3-ring or expanding vinyl-

covered binders with pockets to contain folded sheets, properly labeled on spine and face of

binder, including, but not limited to, the following: (Refer to specifications section for

indicated inclusions.)

1. Warranties - 2 copies.

2. Air and Water Balance Reports - 2 copies.

3. Flow diagrams.

4. Maintenance instructions for all equipment.

5. Operating instructions.

6. Parts listings.

7. Valve schedules.

8. Energy Management Systems.

9. Miscellaneous plumbing fixtures.

10. Electrical switch-gear and panels.

11. All fire alarm panels and field equipment.

12. Base building lighting equipment.

13. Elevator maintenance manuals.

14. All special equipment.

15. Copies of approved sprinkler drawings and hydraulic design calculations.

16. Complete set of as-built drawings and sepias.

After the submission, these manuals should be reviewed thoroughly and to verify and confirm their

compliance with the project specifications (refer to No. D • 2, Specifications Checklist).

Once the maintenance manuals are accepted, any and all information missing will have to be

obtained by you; therefore, please make sure the manuals are complete before sending your

Acceptance Letter to the Project Manager and the Manager.

D • 10/Page 1 of 2


No. D • 10 Utility Accounts

In the early stages of the project, it will be essential for the Chief Engineer to be aware of the Main

Utility final connection dates and schedules for the following:

• Main Water Service;

• Electrical Service;

• Main Telephone Service; and

• Natural Gas Service (if applicable).

Each of these utilities service connection dates will be critical to meet the project completion date.

As the project completion date approaches, the Management Team will need to establish Utility

Accounts under the Company name.

Telephone Service

When the main telephone service is established for the building, it will be essential to

determine the telephone requirements for the following areas:

1. Engineer’s office and shop;

2. Security desk;

3. Loading dock office;

4. Elevator cabs;

5. Fire alarm system;

6. Security system; and

7. Energy management system.

Electrical Service

When transferring the “electricity” account from the General Contractor to the Management

Account, it will be essential to review the “Utility Schedule,” which can be obtained from

the utility company.

When contacting the utility company to transfer the account, contact the Billing

Conservation Department and request a copy of the current Utility Rate Schedule.

Once the account is established, fill out and submit the Usage Data Form to the

Management Development Department for those projects serviced by Utility Company

only.

D • 10/Page 2 of 2


No. D • 10 Utility Accounts

This Usage report will provide a computerized print-out of each month’s demand,

consumption per half hour intervals and a graphic printout to help determine the project’s

consumption and demand profile.

Water Service

When transferring the Water Authority account from the General Contractor to the

Management Account, it will be necessary to review the Water Rate schedules.

Once the account is transferred, fill out and submit the Water User Credit Application for

Cooling Tower evaporation loss. This applies to projects located in Washington, D.C..

Each form submitted must be copied to the Manager and to the file.

This should give you a general idea on establishing utility accounts and why the timing is

critical to these accounts.

D • 11/Page 1 of 1


No. D • 11 OTAC Calculations

The Chief Engineer will use these OTAC calculation procedures for both new and existing projects

when evaluating the cost associated with operating the HVAC equipment after normal project

operating hours.

Once the equipment data is collected, enter the necessary information on the Equipment Operating

Cost Format form, Form D11 (refer to No. H, “Sample Forms”) and submit final calculations to the

Manager for review and then enter the necessary data in to computer program.

D • 12/Page 1 of 7


No. D • 12 Key Control Procedures

In this section, using the Key Control Made Easy format, the Chief Engineer will meet with the

Supplier and Project Manager to finalize the keying requirements and obtain final instructions in

writing.

Review the Supplier’s proposed key system for compliance with the Finish Hardware division and

owner requirements.

Once the key system is signed over to Management Division, the Chief Engineer will be

responsible for organizing the key system within the guidelines establishing in the Key Control

Procedures.

After cutting Tenant Keys, cut an original key using the bitting numbers on a key code key machine

and then duplicate the key on the automatic key machine for key quantities. Remember, always cut

keys from an original when cutting quantities of keys or better use the key code machine. Third

generation keys will not work correctly and will cause damage to the pins in the cylinder.

GLOSSARY

OF

MASTER KEYING TERMS

1. MASTER KEY SYSTEM:

Single master key, with different change keys set up under this master key.

2. GRAND MASTER KEY SYSTEM:

Grand master key, with two or more master key systems set up under this grand master key.

3. GREAT GRAND MASTER KEY SYSTEM:

Great grand master key, with two or more great grand master key systems set up under this

great grand master key.

TYPES OF KEYS USED

1. CHANGE KEYS:

Single key that operates one lock, or group of locks, keyed alike, subject to this same

change key.

D • 12/Page 2 of 7



2. MASTER KEY;

Single key that operates all locks that are keyed different or alike, under this master key.

3. GRAND MASTER KEY:

Single key that operates all locks in a large group, which contain two or more individual

master key groups, under this grand master key.

4. GREAT GRAND MASTER KEY:

Single key that operates all locks in several large groups of locks, which contain two or

more individual grand master key groups under this great master key.

5. CONSTRUCTION MASTER KEY:

Single key that operates all locks, (subject to this key) during construction, but is canceled

out, or made inoperable, when the owner’s individual change keys are first used in these

locks.

6. ENGINEER’S KEY:

Single key that acts the same as a grand or great grand master key, to gain access through

many different outside doors, etc., each under different master or grand master keys, in

order to reach the room doors which contain electrical, heating, air conditioning, plumbing

and general maintenance areas.

7. MAINTENANCE KEY:

Single key that operates all locks in one or more area controlled by maintenance supervisor,

such as store rooms, janitor’s closet, etc.

8. PRIVACY KEY:

Single key that operates one lock, or group of locks subject to this same change key, and is

not subject to any of the master keys in the system. This type key is used for food storage

rooms, narcotic cabinets in hospitals, liquor storage rooms, and bars in hotels, etc.

SPECIAL MASTER KEY TERMS

1. KEYED ALIKE:

Two more cylinders operated by the same change keys.

2. KEYED DIFFERENT:

One or more cylinders keyed to different change keys.

3. SUBJECT TO MASTER KEY ONLY:

D • 12/Page 3 of 7



Cylinders set up to be operated by only the master key.

4. SUBJECT TO GRAND MASTER KEY ONLY:

Cylinders set up to be operated by only the grand master key.

5. SUBJECT TO GREAT GRAND MASTER KEY ONLY:

Cylinder set up to be operated by only the great grand master key.

TECHNICAL MASTER KEY TERMS

1. MULTIPLEX MASTER KEYING:

Method of enlarging a given master key system, by repeating the system on additional key

sections, etc., because of the different shapes of the key warding. The grand master key can

be specially milled to enter all the different key sections as desired.

2. SPLIT PIN MASTER KEYING:

This is accomplished by splitting the pins in the plug and using small master split pins to

accommodate the different keys desired, such as change, master, grand master, etc.

NOTES

1. Gauge key pin depths before start of keying.

2. There must be at least a two pin difference between each cut of change key and master key

depth.

3. Before keying, always check for existing master pins and remove from cylinder.

4. If keying a six pin key system, be sure that a top pin and spring are in sixth pin hole.

5. When removing or inserting cylinder plug, always turn the cylinder on its side.

KEY CONTROL MADE EASY

D • 12/Page 4 of 7



This information is for those individuals who

want to set up their own Key Control System for

their building.

PART 1 - SETTING UP YOUR KEY CONTROL FILE

PART 2 - FIGURING THE LOCK COMBINATIONS

PART 3 - KEYING THE LOCK

PART I - SETTING UP YOUR KEY CONTROL FILE

Items Needed: Company Key Control Sheet, Form D12-1.

(To log all key bitting numbers supplied by contractor.)

Company Key Combination Worksheet, Form D12-2.

Company Key Index, Form D12-3. (For quick reference of room

numbers and code numbers.)

NOTE: Refer to No. H, “Sample Forms,” for appropriate Key Control Forms.

1. Procure bitting numbers and keyway information from the contractor or supplier of the

locks to be used.

2. Make sure that you receive no less than 40 (extra) change key (door key) bitting numbers

per floor.

3. List Keyway in appropriate space.

4. List Grand Master Key bitting numbers in the upper left hand corner of each Key Control

sheet for your property.

5. List each Floor Master Key bitting numbers by floor under the Grand Master Key bitting

number.

6. List each Tenant Master Key bitting numbers under each floor Master Key bitting number.

7. List each Change Key bitting number under door Key Bitting on Key Control Sheet.

8. Assign a code number for each bitting number listed on the Key Control Sheet.

9. Using the Key Index Sheet list all codes in alphabetical and numerical order. This will be

used for a fast reference of room numbers.

The code number can start with a letter, followed by numbers (A-1, A-2, etc.).

The code number is to be stamped on all corresponding keys before given to tenant.

D • 12/Page 5 of 7



PART II - FIGURING THE LOCK COMBINATIONS

Tenants’ Requirements

Room or Lock Locations

Lock Combinations

NOTE: Consult with the tenant before moving in concerning their keying needs in reference to

their blueprints.

Step 1:

A. Using the Key Control sheet, assign a door or room number under the square for

room numbers.

B. List tenant name.

C. Check squares for different keys that will operate particular locks.

D. Enter the correct number of cylinders keyed to this bitting number.

E. Enter the date the lock was keyed.

Step 2:

A. Using the Key Combination Worksheet (Grid Sheet), enter the date.

B. Enter door or room number.

C. Enter Grand Master Key bitting number and identify.

D. Enter Floor Master Key bitting number and identify, if appropriate.

E. Enter Tenant Master or Suite Master Key bitting number and identify, if appropriate.

F. Enter Change (Door) Key bitting number.

G. Draw line after last bitting number entered.

Step 3:

You are now ready to figure the lock combination using the Grid Sheet. The Grid will be

referred to as columns and rows for ease of explanation. The columns are vertical, and the

rows are horizontal.

D • 12/Page 6 of 7



A. Working with Column 1 only, enter the smallest number from Column 1, in Row 1,

below the line.

B. In Row 2, enter the difference between the smallest number and the second smallest

number.

C. Enter the difference between the second smallest number and third smallest number,

etc.

D. Do this until all the numbers below the line, in a column, add up to the highest

number above the line.

E. To figure the lock combination for the remaining columns, follow the directions

above.

NOTE: Always complete all paperwork before the actual keying of the lock.

PART 3 - KEYING OF LOCK

Tools Needed:

1. Rekeying kit (for your type locks);

2. Barrel holder (for your size barrel);

3. 3" Vise;

4. 2 Rat Tail key files;

5. 2 tear drop files;

6. Pocket size screw drivers (common & Phillips);

7. 2 following tools;

8. Code Cutting Key Machine;

9. Bitting Cut Depth gauge;

10. Hand vise;

11. 1/8" Number Stamp Set;

12. 1/8" Letters Stamp Set;

13. 12-oz. Ball Peen Hammer;

14. Safety Glasses; and

15. Tweezers.

Now you are ready to key your lock:

1. Remove the cam from the rear of the cylinder barrel.

2. Insert key.

3. Turn key 90 degrees. (Be careful not to pull key.)

4. Using a following tool behind the cylinder barrel, remove the barrel from cylinder.

5. Remove old pins from barrel.

D • 12/Page 7 of 7



6. Using a following tool, remove the old pins from cylinder (not the springs).

7. Using a following tool, load new pins in cylinder.

8. Load pins, using the numbers from the worksheet, into the barrel.

Do this with the barrel holder clamped in the vise. Insert the barrel in the holder

from the left. Now load the pins from the left to right. Load bottom pins in correct

pin chamber in the barrel (from Row 1 of the combination). Load Master pins in

correct pin chamber in the barrel (from Row 2 of the combination). Continue until

all pins are loaded in correct pin chamber.

9. Push the following tool out of the cylinder pin chamber barrel, assuring that the

barrel is in a vertical position and the cylinder is turned 90 degrees.

10. With the barrel all the way in the cylinder, turn the barrel until it is locked into

position.

11. Install cam on back of barrel.

12. Try all the keys made for the lock.

13. If everything is done correctly, the keys will turn easily.