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Support Services (Building Projects)

Specification and Guidance for the Production of Mechanical and Electrical Operation and Maintenance Manuals

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Contents 1. Introduction 2. Production and Distribution of Manuals and Drawings

a. Manuals b. Drawings c. Standard Contents

3. Instructions for Document Compiler commenting on the Operation and Maintenance Manuals

4. Health and Safety Information 5. Document Compiler – Collection of Assets 6. Design Criteria requirement pro forma 7. Asset Data Collection Sheet 8. Building Log Books

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1. Introduction This document gives guidance on Imperial College’s requirements for the production of the mechanical and electrical Operation and Maintenance Manuals (OMM). The manuals are produced to offer the personnel concerned with the operation and maintenance of the services within a building the necessary knowledge and skills to perform their duties. The Health and Safety information included in Section 2.00 of the Operation and Maintenance Manual is for the specific installations involved. For the full Health and Safety information please refer to Section 4.00 of the Building Fabric Manual. The format of the mechanical and electrical OMM is designed to:-

• Minimise repeated information from one project to another • Minimise the space needed for archiving • Allow improved use of the manuals • Allow for electronic access to the manuals and integration with the Imperial

College Pythagoras space management system • Develop the use of comprehensive Design Data Pro forma for all systems to

act as an aide memoir to the project team • Develop the use of barcode plant labelling

Drafts of the OMM will be issued in accordance with the Project Handover Plan and in sufficient time to allow for the final copies to be issued at completion. Draft manuals will be formally improved by the document compiler and the Imperial College Building Services Manager before final issue of the documents. The production of the Operation and Maintenance Manuals is to be undertaken by an approved Technical Author (TA). The contractor must appoint a TA from the list provided below. The TA will provide a standard level of service which ensures a focused and proactive approach to the production of the file. This approach is aimed to promote openness, collaborative working and better communication between all the parties involved. Standardising the service provided by the TA will allow for a cost evaluation of the services provided by the TA on each project. Contractors must also be aware that the Technical Authors will also report on a regular basis directly to the Project Manager and CDM Co-ordinator, advising them of any potential problems or shortcomings associated with meeting the programme key dates. These are the Technical Authors currently available for contractors to choose from, they are:- Company name Contact name Contact details Office-Scope 43 Leicester Road Wanstead London E11 2DW

Malcolm Dowers Tele:- 020 8536 4060 Fax:-020 8536 4061

Building Data Management Ltd The Coach House Newbury, Nr Mells, Frome Somerset BA11 3RG

Amanda Jones Tele/Fax:-01373 812779 Mobile:- 07790610605

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Watson & Sole Associates Ltd 97 Westmead Road Sutton Surrey, SM1 4HX

Derek Howard Tele:-020 8642 1101 Fax:-020 8643 7963

The colour required for the hard backed binders for the manuals is as follows:

• Mechanical – Blue • Electrical – Green • Fire Alarm System – Red

In addition to the hard copies, the content of the OMM binders will be reproduced on CD-R media in Adobe Acrobat format with the following preset Hyperlinks from:

• the contents page to each section of the manual • each sections index page to each item • plant names in the descriptions of the plant data • manufacturers names in the plant data to their contact details • model numbers in the plant data to the literature

The information required to collect the project assets is detailed in the flow chart in Section 5 entitled “Document Compiler - Collection of Project Assets”. This information is required in the form of an excel spread sheet for downloading into the Estates Help Desk Concept System.

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2. Production and Distribution of Drawings and Manuals. a. Manuals On very small works projects the mechanical and electrical information can be included within section 10.00 of the Health and Safety file (Building Fabric Manual). This will form one single integrated Health and Safety File for ease of use and storage. On larger projects where the mechanical, electrical and public health information will be provided in separate manuals the table below (Table 1.1) highlights the production and distribution required by the College. The manuals will include sets of the “As Installed” drawings and are to be produced inline with the Colleges CAD Strategy. This CAD Strategy can be found on Imperial College, Building Projects website and can be accessed by clicking on the following link http://www.ic.ac.uk/hq/estates/projects/epp/specific/cad.htm. The electronic versions of all drawings are to be produced using AutoCAD Rev. 14 or 2000.

Table 1.1 *The hard copies and CD copies of the drawings are to be delivered to the Principal Contractor or CDM Co-ordinator for onward delivery to the key Duty Holders. This includes the numbers of hard and CD copies to be provided. **The specialist Operation and Maintenance Manuals such as the Fire Alarm and Security manuals when produced as a stand alone document are to be produced in the same numbers as the standard M & E manuals.

CONTRACTOR to provide the following information.* Archive Building Manager

Maintenance Archive

Fire Officer

Fire and Security Engineer

Total

Hard Copy Operation and Maintenance Manual 1 0 1 0 0 2

CD Copy Operation and Maintenance Manual 1 0 2 0 0 3

**Hard Copy Specialist Operation and Maintenance Manuals 1 0 0 1 0 2

**CD Copy Specialist Operation and Maintenance Manuals 1 0 1 1 0 3

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b. Drawings Table 1.2 shows the production and distribution for the design team’s drawings. One set of these drawings are to be incorporated into each set of the Operation and Maintenance Manual. All information at the end of the project is to be submitted to the Estates Archives Assistant for onward distribution to the relevant College personnel. All record drawings from the M & E Designers should be folded to A4 size and provided in boxes. The information concerning the contents should be prominently displayed on the outside. The information should include the project name and number and the date of issue. A drawing register should be included for all drawings. The final documents should include CDs for all text information. All “As installed” drawings must be produced inline with the Colleges CAD Strategy. This can be found at http://www.ic.ac.uk/hq/estates/projects/epp/specific/cad.htm. This includes producing drawings to AutoCAD Rev 14 or 2000.

Table 1.2 *The hard copies and CD copies of the drawings are to be delivered to the Principal Contractor or CDM Co-ordinator for onward delivery to the key Duty Holders. This includes the numbers of hard and CD copies to be provided to the Estates Archive Assistant. **The Architect will also provide one copy of all the “construction phase” drawings. These are to be folded and provided in a suitable archive box, with a drawing schedule affixed to the outside for easy identification. The information on the box should include the Client’s project title and project number and should note the date of Practical Completion.

Drawings produced* Archive Building Manager

Maintenance Archive

Fire Officer

Fire and Security Engineer

CAD Section

Total

M & E Designer to provide construction and tender drawings, including specifications (Hard Copy) 1 0 1 0 0 0 2

M & E Designer to provide construction and tender drawings, including specifications (CD Copy) 1 0 1 0 0 0 2

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c. Standard Contents The Operation and Maintenance Manuals shall be produced in the following format: SECTION 1.00 General Description of the Installation - Includes the Design Criteria

as illustrated in the form entitled “Design Criteria for Imperial College Projects

2.00 Specific Health and Safety Issues provided by the CDM Co-ordinator

for the project. 3.00 Plant Data Information which will include the Asset Register for those

items of plant or equipment which require maintenance. 4.00 Test Certificates and Commissioning Data 5.00 Manufacturers Literature. This must include all plant and systems

which require maintenance or for which the manufacturer produces an OMM leaflet e.g. Boilers, Pumps and Chillers etc. It need not include items such as standard radiators, grilles etc where the supplier is identified in Section 3.

6.00 Record Drawings. It is essential that these are the “As Installed” and not

“Construction” or “Design” drawings. 7.00 Specialist Services. This section is specifically designed for

maintenance instructions which are not detailed in the Office Scope generic maintenance and fault finding documentation issued to all team leaders. This includes those services for which a specialist maintenance contract may be required e.g. electrical corrosion control system, Jacuzzi or swimming pool but does not include the fire alarm system which shall have its own manual.

8.00 Building Management System and Controls. This will include a general description, control drawings and the strategy diagrams, etc so that it can be read as a standalone document. This Section is only included in the mechanical manual and is not present in the electrical manual.

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3. Instructions for Document Compiler commenting on the Operation and Maintenance Manuals The draft copies of the OMM are to be issued in accordance with the Handover Plan for the Project to allow sufficient time for approval prior to final issue. The draft manuals may at this stage contain complete information for Sections One and Three only as all other items may either not yet be available or are issued later for comment under separate cover. The purpose of the draft is to ensure that the manual is being set out correctly and that the information in Sections One and Three is correct. Also provide evidence that the information for the other sections is being compiled. The following guidelines should be observed when making comments on the information provided:

a. It is essential that the text in the draft copy is correct. Additional comments made at the final issue due to lack of appraisal of the draft copy may result in additional costs being charged by those making the additional comment.

b. Comments need to be made in a clear, concise and specific manner.

Avoid the use of vague comments such as “insufficient” or “wrong” and indicate specifically what is required.

c. Comments should be issued in the form of a snagging list detailing the

Section, Page or Item number as appropriate. Comments may be written in ink on the appropriate page but post it notes or pencil annotations are not acceptable.

d. The format of the manual must be in accordance with the Imperial

College Specification and therefore your comments should in the main be concerned with Technical Accuracy. If however, this is not the case then the matter must be reported to the Imperial College Project Manager at the earliest.

e. Suggestions regarding improvements which can be made to the manual

by departure from the Imperial College Specification must be approved by the Imperial College Project Manager and the Building Services Manager before they can be incorporated.

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4. Health and Safety Information This is the information which is specific to the Maintenance requirements and not the general information held in the Health and Safety File. To be compiled by the CDM Co-ordinator from various sources and sent to: The Document Compiler Imperial College London Project Name

Imperial College London Project Number

Engineer's Name on behalf of: Information Compiled by

Special Access E.g. having to climb out of a window to access a roof. Residual Risks E.g. lack of parapet wall on a roof. Specific Maintenance E.g. an item requiring the standard maintenance frequency

to be modified due to site specific conditions.

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5. Document Compiler – Collection of Assets

M&E Sub-contractor gives information to Document Compiler for O&M’s

M&E Sub-contractor issues Document Compiler with plant list in plant label format together with manufacturers etc.

Document Compiler to add equipment details to plant labels and present in agreed Excel format.

Design and Tender Process

Appointment of Contractor and Document Compiler by contractor.

Main Contractor builds project.

M&E Sub-contractor puts plant labels on plant in agreed format: (barcode information)

M&E Sub-contractor labels drawings in plant label format.

Document Compiler gives to Client.

3 copies of O&M’s in CD format with drawings and an Asset spreadsheet in format agreed by Help Desk.

Help Desk converts information received into an Asset Register.

Help Desk and Team Leader converts Asset Register into PPM Regime.

All Consultants must be use Standard plant labelling protocol on all drawings as far as possible.

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6. Design Criteria requirement pro forma To be completed by the designers and sent to the CDM Co-ordinator To save time please copy to Document Compiler at the same time Imperial College London Project Name

Imperial College London Project Number

Engineer's Name

on behalf of:-

Information Provided by

External Conditions

Summer Temp Winter Temp Noise Criteria

Internal Conditions

Summer Temp (db/wb) Winter Temp Ventilation Rate Noise Criteria Lighting Level Occupancy

to be completed for each type of space

Notes: 1. In all instances actual figures must be provided, it is unacceptable to state "to current requirements" or any such similar phrase. ICL want what was current at the design stage to be recorded. This is particularly important for lighting levels where it is common to say "as per CIBSE". This will not be acceptable and the lux levels for all contract areas should be specified.

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7. Asset Data Collection Sheet

The Excel spreadsheet will be compiled by column in the following manner: Column 1 Asset Code – to be assigned by the Help Desk or Maintenance

Coordinator Column 2 Tag – to be assigned by the Help Desk or Maintenance Coordinator Column 3 Asset Description Column 4 Building Column 5 Floor Number Column 6 Room Number Column 7 Manufacturer Column 8 Model Column 9 Quantity Column 10 Serial Number Column 11 Supplier Column 12 System

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8. Building Log Books All manuals should incorporate the requirements of Part ‘L’ of the Building Regulations providing the appropriate information for inclusion within a Building Log Book. As this is a new requirement, the College will need to create Building Log Books for all its buildings and use the information from the designers on each project to keep the log-books up to date. Until such times as the College Estates produces these Building Log Books, please refer to the guidance within the following documents:- “Building Log Books-A guide and Templates for preparing Log Books” CIBSE TM31: 2003 and “Building Log Books-a users guide-GPG348 Good Practice Guide” produced by ACTIONenergy in collaboration with the Carbon Trust. The statutory responsibility to ensure a log-book is produced lies firmly with the Client. However, those employed on a project have the same statutory duties to provide the appropriate information for the log-book, similar to the responsibility to provide information for the Health and Safety File. Who should produce it? Section 5.3 of CIBSE TM31: 2003 notes that “the design team holds almost all of the information that is required for the Log Book. The Lead Designer/Consultant may be the most appropriate person to take responsibility for overseeing the development of the building log book, even if its final production is sub-contracted to specialist authors”. It may be the case that its final production is entrusted to one of our currently approved Technical Authors. The contents list for the above should be agreed with the appropriate College representatives and the projects team, as soon as practically possible after the mechanical and electrical design work has commenced and should be an integral part of the project “Hand-over Plan”, along with the other elements of the Health and Safety File.