The Commissioning Process and Stakeholder Management

The Commissioning Process andStakeholder Management

Gerald J. Kettler, P.E., CCP, CPMP, BEMP, BEAP, LEED® Fellow, CIAQM

© 2020 ASHRAE (www.ashrae.org). For personal use only. Additional reproduction, distribution, or transmission in either print or digital form is not permitted without ASHRAE's prior written permission. 1

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Learning Objectives

1. Understand the Commissioning process and the needed teamwork.

2. Recognize the team members and their functions.

3. Understand documentation requirements and management

4. Utilize project commissioning management and control systems.


Commissioning Process

Commissioning Process: A quality focused process for enhancing the delivery of a project. The process focuses upon verifying and documenting that the facility and all of its systems and assemblies are planned designed, installed, tested, operated and maintained to meet the Owner’s Project Requirements.

ASHRAE Standard 202


Commissioning Process Requirements

Requirements Documented Design Meets Requirements Construction Meets Requirements Systems Tested to Verify Performance Building Operation Meets Requirements Operators Trained Documentation and Records


Commissioning Activities and Deliverables – Pre-Design and Design

Activity Deliverable Done By-Initiate Commissioning Roles and Responsibilities Owner

Process

-Project Requirements Owner’s Project Requirements OwnerOPR Document

-

- Develop Cx Plan Cx Process Plan Owner, CxP,Design Team

- Design Approach to Basis of Design (BOD) Design TeamProject Requirements


Commissioning Activities and Deliverables – Construction Phase

Activity Deliverable Done By-Set Contractor Cx Cx Specification CxP& Design Team

Requirements

-Review Design Design Review Report CxP

-Review Submittals Submittal Review Report CxP& Design Team

-Observation Construction Checklists CxP and Cx Team& Testing & Reports


Commissioning Activities and Deliverables – Occupancy and Operations

Activity Deliverable Done By-Issues Resolution Issues Log CxP & Cx Team

-Assemble Systems Manual Systems Manual Contractors

- Conduct Training Training Plans and Records Contractors &

Suppliers- Post Occupancy Operation End of Warranty Report CxP & Owner

- Commissioning Process Cx Process Reports CxPReports


Commissioning Process –Activities and Participants

Phases Document Input By Provided ByReviewed/ Approved by Used By

Pre-Design OPR Owner, CxP, O&M, Users, Design Team

Owner, CxP, or Design Team

Owner CxP, Design Team

Design Initial Cx Plan Owner, Design Team, CxP

Owner or CxP Owner CxP, Owner, Design Team, Construction Team

Systems Manual Outline Owner, O&M, CxP Owner or CxP Owner Design Team, Construction Team

Training Requirements Outline Owner, O&M Users, CxP, Design Team

Owner or CxP Owner, CxP Design Team, Construction Team

Issues and Resolution Log Format

Owner, CxP Owner or CxP Owner CxP, Design Team

Cx Report Format Owner, CxP CxP Owner Design Team, Owner

OPR Update Owner, CxP, O&M, Users, Design Team

CxP or Designer Owner CxP, Design Team

BoD Design Team Design Team Owner, CxP Design Team, CxP

Construction Specifications for Cx

Design Team, CxP, Owner, O&M

Design Team or CxP Owner Contractors, CxP, Design Team

Systems Manual Outline—Expanded

Design Team, CxP, O&M, Contractor

Design Team or CxP Owner, CxP Design Team, Contractor

Training Requirements Owner, CxP, O&M, Users

Owner, CxP, or O&M Owner Design Team

Design Review Comments CxP CxP Design Team, Owner Design Team

Issues and Resolution Log CxP CxP Design Team, Owner CxP, Design Team


Commissioning Process –Activities and Participants

Construction OPR Update Owner, O&M, Users, Design Team

CxP or Designer Owner CxP, Design Team, Contractors, Owner

BoD Update Design Team Design Team CxP, Owner Design Team, CxP, Owner

Cx Plan Update Project Team CxP Owner Project TeamSubmittal Review Comments

CxP Design Team Design Team Contractor

System Coordination Plans

Contractor, Design Team, CxP

Contractor CxP, Design Team Contractor, CxP

Evaluation Checklists CxP, Contractor, Design Team

CxP or Contractor CxP, Design Team Contractor

Cx Progress Reports CxP, Contractor CxP CxP, Owner ContractorTest Procedures Project Team CxP CxP, Design Team ContractorSpecified Test Data Submittals

Owner, Design Team, CxP

Contractors, CxP, or Owner

Design Team, CxP Project Team

Cx Meeting Agendas and Minutes

CxP CxP All All

Training Plans Project Team Contractor or CxP Owner, CxP O&M, Users, ContractorSystems Manual Project Team Contractor or CxP Owner, CxP O&M, UsersIssues and Resolution Log

CxP CxP N/A Project Team

Progress Report CxP CxP Owner, Design Team

Project Team

Preliminary Construction Cx Report

CxP CxP Owner Owner

Final Construction Cx Report

CxP CxP Owner Owner

Occupancy andOperations

OPR Update Owner, O&M, Users,

Design Team

CxP or Designer Owner CxP, Owner


Commissioning Team“Stakeholders”

Owner/Developer Facility Operators Cx Provider Architects Engineers Designers Code Officials

Contractor/CM Sub-contractors Installers Manufacturers Suppliers Program

Administrators


Stakeholder Functions –Owner

Pre-Design through Facility Operation1. Determine Systems and Equipment to be commissioned

2. Select and retain commissioning provider (CxP)

3. Assemble Owner’s Cx team and develop Owner’s Project Requirements

4. Review and Approve:

• Commissioning Plan, Basis of Design (BOD) and system performance requirements in design documents

• Format/contents of inspection and performance testing, systems manual, training, issues and resolution logs and Cx plans

• Updates to items above during design and construction phases

5. Respond to issues and resolution logs

6. Review and accept commissioning reports and code documents© 2020 ASHRAE (www.ashrae.org). For personal use only. Additional reproduction, distribution, or transmission in either print or digital form is not permitted without ASHRAE's prior written permission. 13

Stakeholder Functions –Commissioning Provider

Pre-Design through Facility Operation

1. Develop OPR with Owner

2. Develop Commissioning Plans

3. Review BOD and Design Documents

4. Conduct initial scoping meeting & other Cx meetings

5. Review/approve updates during design & construction


Stakeholder Functions –Commissioning Provider

6. With full project team, update Cx Plans and develop Construction Cx Checklists

Verification – Functionality - Performance

7. Develop and maintain issues & resolution logs

8. Witness/manage equipment & system testing

9. Review training plan & witness O&M training

10. Produce/review Cx documentation & reports


Stakeholder Functions –Architect

1. Assist in development and revision of OPR

2. Lead development of the project BOD and updates

3. Review Cx Plans

4. Include systems performance requirements in project documents

5. Include Cx process requirements in project documents

6. Attend Cx team meetings, provide information when required

7. Review and respond to Cx design review comments

8. Review and respond to issues log items as required

9. Review and approve testing and commissioning reports


Stakeholder Functions –Engineer/Designer

1. Assist in development and revision of OPR

2. Participate in development of the BOD

3. Include systems performance and commissioning requirements in project documents

4. Review Cx Plan

5. Assist in the development and review of project and system checklists

6. Attend Cx team meetings, provide information when required

7. Review and respond to issues log items as required

8. Review and approve testing and commissioning reports


Stakeholder Functions –Contractor/Construction Manager

1. Include costs and time schedules to accomplish Commissioning

2. Review OPR, BOD and CxPlans

3. Schedule and facilitate Cx scoping and other meetings

4. Assist CxP to develop verification, functional, and performance testing checklists

5. Work with CxP to schedule verification and testing

6. Include Cx requirements in subcontracts and purchase orders


Stakeholder Functions –Contractor/Construction Manager

7. Manage subcontractors, suppliers and installers scheduling for and performance of inspections/testing

8. Supply equipment and system submittals and documentation

9. Assemble systems manual

10. Deliver training/verify that it was delivered and documented

11. Review and respond to issues and resolution log

12. Review and approve testing and commissioning reports as required


Stakeholder Functions –Contractor/Installer

1. Include costs and time schedules to accomplish Commissioning

2. Review Cx plans and design documents

3. Attend Cx scoping and other meetings

4. Assist CxP to develop verification, functional, and performance testing checklists

5. Work with CxP to schedule and perform verification, testing and training

6. Include Cx requirements in purchase orders and supply equipment and system submittals and documentation

7. Review and respond to issues and resolution log© 2020 ASHRAE (www.ashrae.org). For personal use only. Additional reproduction, distribution, or transmission in either print or digital form is not permitted without ASHRAE's prior written permission. 20

Stakeholder Functions –Manufacturer/Supplier

1. Review the Cx Plan and project design and requirements

2. Attend meetings as required

3. Include costs/schedules for installation to accomplish the Cx process

4. With subcontractor, assist the CxP in development of verification, functional, and performance testing checklists

5. Work with Cx team to schedule verification, testing, and training

6. Supply GC and CxP with equipment and system submittals and documentation (often through the subcontractor)


Stakeholder Functions –LEED/Green Program Administrator

1. Predesign and Design Phases

2. Ensure approved CxP is retained for the project

3. Review OPR, BOD, and Cx Plan to ensure program compliance

4. Review drawings and specs for inclusion of Cx requirements for

Construction & Occupancy and Operations Phases

5. Ensure CxP/Cx Team perform required functions

6. Ensure completed documentation

7. Document all issues and resolution

8. Ensure completion of construction Cx documentation

9. Confirm training and systems manual adequacy if doing “enhanced”

Cx© 2020 ASHRAE (www.ashrae.org). For personal use only. Additional reproduction, distribution, or transmission in either print or digital form is not permitted without ASHRAE's prior written permission. 22

Stakeholder Functions –Code Officials

1. Verify that Cx process is included in project design docs

2. Verify project meets code requirements and documentation

3. Cx requirements for selected systems are included in project documents

4. Verify at time of permit Cx Plan written and reviewed based on OPR

5. At the time of permit Owner has selected and retained a CxP

6. Assure at project completion system performance & preliminary Cx report showing equipment operation status is provided

7. At project completion Cx process and reports are completed and reports submitted


Management of Commissioning Process

Owner –»Total Project

Commissioning Provider-» Commissioning Process

Other Stakeholders –»Specific Functions


Understanding of Cx Process by Each Stakeholder

Process and Functions –Roles and Responsibilities

Documentation and Code Requirements Schedules, Definitions, and Coordination Facility Design and Permit Cx Requirements Construction Functions - Systems Verification and Testing - Checklists Documentation, Records, and CO

Requirements© 2020 ASHRAE (www.ashrae.org). For personal use only. Additional reproduction, distribution, or transmission in either print or digital form is not permitted without ASHRAE's prior written permission. 25

Commissioning Checklists for Management and Training

Project Management CxP Selection and Management Documentation Requirements Building System Selection System Requirements and Testing Project Communication Commissioning Reports


Commissioning Checklists by Type

By Cx activity

By document type

By stakeholder role

By building type

By specific building system


Stakeholder Checklists and Training Resource


“The Stakeholders’ Guide”ASHRAE and BCxA partnered to co-publish a practical guide to roles and responsibilities for the Cx process.

Why?

Cx Codes, Standards and Guidelines are not written for each stakeholder to know all their own roles and responsibilities to deliver integrated systems and building performance.


Commissioning Stakeholder Guide - Contents

1. Strategic Guide to Commissioning

2. New Construction Activities and Documentation

3. Roles and Responsibilities

4. Codes and Standards and Commissioning

5. Building System Selection

6. Building System Requirements

7. Selection and Hiring of CxP© 2020 ASHRAE (www.ashrae.org). For personal use only. Additional reproduction, distribution, or transmission in either print or digital form is not permitted without ASHRAE's prior written permission. 30

Stakeholder Functions –Owner’s Checklist

Chapter 3

Table 3.3 Owner’s Roles and Responsibilities Checklist

Project: Address: Owner: Email/ Phone: Owner’s Project Manager: Email/ Phone: Date Initiated: Date Revised:

Step Required? Activity Document Completed Notes Y/N

1 Select and retain CxP Contract 2 Assemble Owner’s Cx team and develop

OPR OPR

3 Approve initial Cx plan Cx plan 4 Approve format and contents of systems

manual, training plan, issues log and Cx plans. Include the requirements in OPR.

Systems manual, training plan, issues log

5 Approve BOD BOD 6 Review and approve updates to previous

items during design phase

7 Review and approve updates to previous items during construction phase

8 Review and respond to issues and resolutions log

Issues log

9 Review and accept commissioning reports

Cx report

This checklist can also be used to develop the contracts and purchase orders for the various commissioning team members.

The approval section that follows can be used if applicable to the planning process.

I have reviewed the required items and plans and verified that they meet the Owner’s project requirements: Name:

Company Name:

Signature: Date:


Stakeholder Functions –Commissioning Provider - Checklist


Commissioning Documentation

Owner’s Project Requirements

Commissioning Plans Basis of Design Project Specifications Design Review

Submittal Review Issue & Resolution Logs Systems Manual Training Plan Commissioning Reports

» Preliminary» Final


Project and Commissioning Documentation –Commissioning Reports

1 Owner Project Requirements Project requirements and design of

equipment and systems requirements included in project documents.

2 Commissioning Plan Cx Plan with checklists completed before

start of functional testing and used on project.3 Contractor and Construction Instructions Project plans and commissioning

specifications were used on the project.4 Design and Construction Submittal Review Design documents review and construction

submittal review and reports completed.5 Commissioning Issues and Resolutions Log Issues and resolutions log completed up to

time of final inspection with open items shown.

6. Commissioning Testing Commissioning checklists completed up

to time of final inspection.7 Systems Manual Project documentation and Systems

Manual assembled with available information for use in training program before occupancy.

8 Training Documents Operations, maintenance, and occupant

training plans completed for initial training.

9 Commissioning Report Preliminary commissioning report with

plans for project completion available (at time of final inspection for certificate of occupancy) and submitted to authority having jurisdiction if required


Commissioning Documentation Checklist

Appendix B

Checklist 1 Commissioning Documentation

Project Name: Project Address: Permit Number: Commissioning Provider: Item No. Commissioning Documentation Assigned To Date Completed 1 Owner’s Project Requirements a Initial OPR b Final revised OPR

2 Commissioning Plan a Preliminary Cx plan (for permit) b Final Cx plan (before start of functional test-

ing)

3 Design Base Data Basis of design (by design team) 4 Contractor and Construction Instructions Plans and commissioning specifications 5 Design Review Commissioning design documents review,

report and response

6 Construction Submittal Review Construction submittal review and report 7 Commissioning Issues and Resolutions Log Completed issues and resolutions logs 8 Commissioning Testing Completed commissioning checklists and

reports

9 Systems Manual Project documentation and systems manual 10 Training Documents Operations, maintenance, and occupant

training plan and records

11 Commissioning Report a Preliminary commissioning report (at time of

final inspection for certificate of occupancy)

b Final commissioning report (project commissioning completion)

Commissioning Provider Acknowledgment I have reviewed the documents and verified that they meet the Owner’s project requirements: Name: Company Name: Signature: Date:

Owner/Owner’s Representative Acknowledgment The project documents include the items listed in this form and have been approved by the Owner or Owner’s representative: Name:

Owner Owner’s Representative Company Name: Signature: Date:


Commissioning Plan Checklist

Appendix B

Preliminary Commissioning Plan

Project Name: Project Address: Permit Number: Commissioning Provider:

Item No. Preliminary Commissioning Plan Items Included 1 General Project Information Overview of the commissioning process and goals developed specifically for each phase of the project, from design through occupancy and operations.

2 Roles and Responsibilities General roles and responsibilities for the commissioning and construction teams throughout the project. The responsibilities will delineate the duties of the commissioning providers, commissioning specialists, inspectors, contractors, suppliers, and other agencies. The details and specific assignments will be updated in the final Cx plan.

3 Communication Channels Documentation of general communication channels including the distribution of the Cx plan and documentation during the design and construction processes. This includes the development and use of the issues and resolutions logs and a preliminary listing of required reports including format, reviews and approvals.

4 Documentation and Submittal Review Project construction design documentation review and submittal evaluation procedures and reports in accordance with the OPR.

5 Commissioning Process Activities General description of commissioning process activities, and a preliminary schedule of activities. 6 Commissioned Systems and Assemblies The list of operations, systems, and assemblies that will be commissioned and/or inspected. Performance criteria should be included when available and where not shown on the construction documents.

7 Checklists, Forms, Logs and Reports Preliminary format for commissioning checklists and testing forms, and commissioning progress reports that will be used during the project to communicate and track commissioning information.

8 Systems Manual, Training Plans, and Final Commissioning Report Guidelines and formats that will be used to develop the systems manual, training plans, and final commissioning report.

9 Resolution Process The framework for procedures to follow whenever commissioning process evaluation results do not meet the OPR or the construction document requirements.



Owner Owner’s Representative Company Name: Signature: Date: This checklist is intended for plan verification for preconstruction and permit application where required.


Code Commissioning Enforcement

Permit Requirements» CxP Selected and Involved» Commissioning Requirements in Design

Documents» Initial Cx Plan Completed

Certificate of Occupancy Requirements» Cx Completed up to TCO/CO Time» Documentation Completed and Available


Code Commissioning Enforcement -Permit

Cha

pter

4

Commissioning Documentation for Permit

Project Name: Project Address: Permit Number: Commissioning Provider: Company/Entity Address: CxP Phone Number: CxP Email Address: CxP Certification (if required)

Commissioning Documentation Approval

Project Requirements for Commissioning

Project requirements and design completed, documented, and included in the project documentation, including the list of systems to be commissioned and their performance criteria

Contractor and Construction Instructions

Plans and commissioning specifications, with equipment performance requirements shown, completed and included in contract documents

Design Review

Commissioning design documents review completed with response from design team

Commissioning Plan

Initial Cx plan (for permit) completed with required contents and provided by the CxP for Owner and AHJ review





Code Commissioning Enforcement –Certificate of Occupancy

Chap

ter 4

Commissioning Documentation for Final Inspection and Certificate Of Occupancy

Project Name: Project Address: Permit Number: Commissioning Provider: Company/Entity Address: CxP Phone Number: CxP Email Address: CxP Certification (if required)

Commissioning Documentation Approval

Project Requirements

Project requirements and design of equipment and systems requirements included in project documents

Commissioning Plan

Cx plan with checklists completed before start of functional testing and used on project.

Contractor and Construction Instructions

Project plans and commissioning specifications were used on the project

Design and Construction Submittal Review

Design documents review and construction submittal review and reports completed

Commissioning Issues and Resolutions Log

Issues and resolutions logs completed up to time of final inspection with open items shown.

Commissioning Testing

Commissioning checklists completed up to time of final inspection

Systems Manual

Project documentation and systems manual assembled with available information for use in training program before occupancy

Training Documents

Operations, maintenance, and occupant training plan completed for initial training

Commissioning Report

Preliminary commissioning report with plans for project completion available (at time of final inspection for certificate of occupancy) and submitted to AHJ if required.





Facility System Commissioning Selection

Office Buildings Medical & Hospitals Educational Facilities Universities Municipal

Federal Industrial Residential-High Rise Retail Justice


Facility System Commissioning Selection

Chapter 5

Commercial and Office Buildings—Systems to Commission

Project: Address: Owner: Email/Phone: Owner’s Project Manager: Email/Phone: Cx Provider: Email/Phone: Date Initiated: Date Revised:

System Integrated System Commissioning Item Equipment/System Commissioning Commissioning Completed—

Required— Required— Y/N Y/N Date

1. Air-conditioning and ventilation systems 2. Domestic hot-water systems 3. Plumbing systems 4. Lighting and control systems 5. Electrical power systems 6. Energy monitoring and management systems 7. Outdoor air and energy recovery systems 8. Landscape irrigation systems 9. Fire protection and fire sprinkler systems 10. Fire alarm systems 11. Vertical transportation, elevators, escalators 12. Building enclosures 13. Roofing systems 14. Computer and data rooms systems 15. Security systems 16. Telephone and communication systems 17. Renewable energy systems The approval section that follows can be used if applicable to the planning process.

I have reviewed the required items and plans and verified that they meet the project requirements: Owner or Owner’s Representative Name: Company Name: Signature: Date:


Facility Sub-System Task Selection

HVAC Plumbing Lighting & Controls Power &Generation Energy Control Building Enclosures

Indoor Environments Landscape Fire Protection Fire Alarm Conveyance Communications


Facility System Task Selection

Chap

ter 6

Building Enclosure Commissioning

Project: Address: Owner: Email/Phone: Owner’s Project Manager: Email/Phone: Cx Provider: Email/Phone:

Date Initiated: Date Revised:

Item

Equipment/System

System Commissioning Required— Y/N

Integrated System Commissioning Required— Y/N

Commissioning Completed—

Date

1. Air infiltration Air pressurization and depressurization Continuous air barrier application 2. Thermal performance and condensation

resistance

3. Water penetration 4. Durability and appearance 5. Structural performance 6. Rain screen pressure equalization 7. Solar optical performance 8. Moisture control 9. Acoustic performance 10. Security The approval section that follows can be used if applicable to the planning process. Approval can be granted by the Owner/representative, design team, or CxP depending on the Owner’s requirements.

I have reviewed the required items and plans and verified that they meet the project requirements: Owner or Owner’s Representative Name:

Company Name:

Signature: Date:


Commissioning Process Management

1. Owner uses building checklist to select systems to be commissioned and commissioning providers checklist to select and hire Commissioning Provider (CxP).2. Owner uses OPR checklist to develop OPR.3. Design team uses OPR and BOD checklists to produce Basis Of Design.



4. Design team uses equipment checklists to specify system commissioning requirements.5. CxP uses commissioning plan checklist to develop commissioning plan and equipment checklists6. CxP performs design and documents reviews to review checklist



7. CxP and project team use Cx building permit checklist to document completion for permit.8. Contractors, subs, manufacturers and suppliers use project and equipment checklists to complete installation, testing, systems manuals, and commissioning requirements.



9. CxP verifies system performance and assembles project and equipment documentation on project checklists10. CxP and teams use commissioning report checklists to summarize documentation for certificate of occupancy and on-going commissioning process.


SUMMARY

YOU DO NOT GET WHAT YOUEXPECT

YOU GET WHAT YOU

INSPECT© 2020 ASHRAE (www.ashrae.org). For personal use only. Additional reproduction, distribution, or transmission in either print or digital form is not permitted without ASHRAE's prior written permission. 48

QUESTIONSGerald J. Kettler, P.E., CCP, CPMP, LEED® Fellow

Facility Performance [email protected]


mailto:[email protected]

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