Specification for Operations and Maintenance Manuals

General
Manuals are to provide concise descriptions, technical details, operating and maintenance instructions and schedules, commissioning records, log books, catalogues, principles of operation, method of operation and other information that will enable the on-going operation and maintenance of the fabric, services, plant and equipment.

The comprehensive descriptions are to be accompanied by appropriate diagrams and other necessary illustrations so as to facilitate knowledge and understanding about the operation of the plant and equipment. Examples include hydraulic flow diagrams, electric wiring diagrams, electronic circuit plans and mechanical air flow diagrams etc.

Quality
Ensure the content of the documents is provided by personnel with skill and experience in the operation and maintenance of the installation and that the content is clear, succinct, accurate and relevant, the terminology is appropriate and the grammar is correct.

Delivery
Operation and maintenance manuals and associated drawings shall be supplied as a quality publication and shall be as follows.
? A4 sized hard cover, 4D ring vinyl covered binder with main title in ?30pt Times Roman? and secondary lettering in 12 and 10 pt upper and lower case as appropriate.

Format
In each manual, provide the specified number of as-constructed drawings, manuals and test results in hard copy as specified in the table over the page. Provide the entire set of the as-constructed drawings, all manuals and all test results in electronic format on CD-ROM as follows:
? Drawings in DWG V.2002 format, files as per the drawing specifications outlined in The University of Adelaide?s Design and Construction Guidelines.
? Operating and Maintenance manuals, equipment ratings and documentation in MS Word for Windows 2003 format and/or
? Test results to be tabulated in MS Excel for Windows 2003 format
? Manufacturer?s literature is to be scanned and re-presented in Adobe Acrobat V7 format.

Dividers
A durable divider is to be provided for each separate section, with a typed description of the system and major equipment components on the tab.

Text
Manufacturers? printed data, including associated diagrams, or typed text, in clear, concise simple English.

Pagination
Loose-leaf A4 pages consecutively numbered.

Drawings
Drawings are to be folded to A4 size in the binders with reinforced punched binder tabs so that they can be unfolded without detaching from the rings. Quantity of drawings as follows:

Fire Detection & Alarm Systems
Automatic Fire Sprinkler Systems
Fire Hydrant Systems
Emergecy Warning & Intercommunication Systems

Drawings
The Contractor is to provide one complete set of drawings, revised to represent the ?as constructed? facility within one month after practical completion of the project.

Drawings will be submitted in hard copy and on a CD in DWG v.2008 format as described by the CAD Documentation Standard in The Maintenance Essentials Design and Construction Guidelines.

Drawings shall be meet the relevant Australian Standards requirements.

Content of Operation & Maintenance Manuals

Section 1
Contents page Inside the front cover of each volume, with the title to match the title on the cover and the content of the respective volume.

Section 2
Directory Names, addresses, telephone and facsimile numbers of the principal consultant, sub-consultants, contractor, subcontractors and responsible parties.

Section 3
Asset Register A complete list of all equipment used in the installation

Section 4
A general description of the installation as required for providing a general understanding of the equipment and its operation.

Section 5
Specific System Description A technical description of each system of the installation, written to ensure that it can be clearly understood by persons not familiar with the installation.

Section 6
Performance data For new items - Technical description of the mode of operation of each system provided. This section provides functionality details.

Section 7
Equipment Brochures and Technical Data Sheets
Manufacturers? technical literature assembled specifically for the project and excluding irrelevant matter.
Each product data sheet marked to clearly identify the specific products and components used in the
installation and the data applicable. Additional instructions and illustrations as required to identify any
changes to the manufacturer?s data or to illustrate the function of each component in the installation.

Section 8
Installation and dismantling instructions
Instructions for the proper installation and dismantling of the equipment.

Section 9
Operating instructions
? Manufacturers? technical literature as appropriate. For other than common accessories, where no manufacturer literature is available, a precise and concise description of the operation procedure in plain English.
? Safe starting, running, operating and shutting-down procedures for the equipment installed including a logical step-by step sequence of instructions for each procedure.
? Control sequences and flow diagrams for the systems installed.
? A legend for colour-coded services. A legend of the symbols used on the drawings, unless included on the drawings.
? Schedules of the parameter settings of each protective device, including fixed and adjustable circuit breakers, protective relays, adjustable photoelectric switches, pressure switches, and any other control and monitoring device, as established during commissioning and maintenance.

Section 10
Maintenance instructions
? Emergency procedures, including telephone numbers for emergency services, and procedures for fault-finding.
? Manufacturers? technical literature as appropriate.
? Detailed recommendations for the frequency of performance of routine maintenance tasks.
? List of procedures and tasks associated with preventive (routine) maintenance.
? Procedures for safe trouble shooting, disassembly, repair and reassembly, cleaning, alignment Inspection and adjustment, including a logical step-by-step sequence of instructions for each procedure.

Section 11
Maintenance schedules
? A schedule of the frequency of the required or recommended maintenance, testing or inspection for each type of equipment, other than those classified as Essential Safety Provision. This schedule is to include weekly, monthly attendance times.
? A separate schedule for each type of equipment, other than Essential Safety Provision, as outlined in Appendix 2.:

Section 12
Essential Services Provisions
Outline of any provisions made for essential services, as per Section 1.5. of this manual.

Section 13
Tools and Testing Equipment (See Section 1.7.)
? List of tools and testing equipment as per section 1.7. of this Manual.
? Instructions for the use of tools and testing equipment.

Section 14
Spares and Consumables
? Schedule of spares (including bearings) with an expected operating life less than 40,000 hours, including item label manufacturer name, address and telephone number, catalogue number, name and address of the local distributor, and the expected replacement frequency.
? Schedule of consumable items (oil, grease, belts, bearings) to be used during servicing

Section 15
Imported equipment
A list of all imported equipment, including country of origin, importer details.

Section 16
Drawing list
? One copy of each as constructed drawing, including shop drawings, full size.
? On CD/DVD, one electronic bound copy of each drawing drawn in DWG V.2000 format with each system represented on different layers. On small projects, the Principal Consultant may combine the services ?as-built? drawings on one disk. However, the drawings of each discipline shall be kept in separate folders.
? For work on existing buildings, the Principal Consultant can, through the Project Manager, obtain existing plans from the Facilities Records, Property Services, The UNIVERSITY OF ADELAIDE. Before documentation, the Principal Consultant must check all measurements on site.

Section 17
Certificates, Guarantees and warranties
? Copies of manufacturers? warranties.
? All guarantees
? Certificates from authorities.
? Certificates of compliance for all electrical and plumbing works (to be included within the respective maintenance manuals). Where, in agreement with the Project manager, no manuals will be submitted, these certificates will be presented to the Head Contractor for inclusion in the Contractors Manual.
? If installation is not by the manufacturer, and product warranty is conditional on the manufacturers approval of the installer, submit the manufacturers approval of the installing firm.

Section 18
Commissioning data ? Records of test results.
? Records of commissioning data.

TIMING AND QUALITY OF MANUALS

There are a number of versions of asset information expected as the project progresses.

General
Submit progressive revisions of the manuals throughout the course of the construction project to ensure the accuracy of content and the familiarisation of the principal with the installation.

Preliminary manuals
For equipment put into service during construction and operated by the principal, submit manuals within two weeks before acceptance.

Draft Manuals
Submit draft manuals, including maintenance records, eight weeks before the date for practical completion. Include provisional record drawings and preliminary performance data.
? Format: As for the final manuals, with temporary insertions for items that cannot be finalised until the installation is commissioned and tested.
? Two copies of draft manuals to be submitted.

Revised Draft Manuals
Submit revised draft manuals two weeks before commissioning of the installation.

Final Drafts
On completion of commissioning, submit the Final Drafts for review no later than two weeks before the date for practical completion. If available, include certificates from authorities and warranties.

Final Copies
Submit three sets of final volumes within two weeks after practical completion. Incorporate comments from the review and from training of the principal?s staff, and include any additional relevant material. 1 digital and 2 hard copies

Revisions
Submit three sets of loose-leaf amendments for insertion in the manuals within two weeks after completion, incorporating changes and comments from the maintenance period.
1 digital and 2 hard copies

SPECIFIC REQUIREMENTS

FIRE COMPARTMENTATION
The Fire Compartmentation section is to contain all elements in the standard manual contents outlined in section 1.4., and should consider the special items listed below.

Manual Colour Coding
Fire Alarm System - Red

Sections
Divide the Fire Compartmentation Manual into sections as defined in Section 1.4 of this specification. Provide separate references for the following:
? General description of the fire compartmentation provisions and means of egress
? Include a schedule of inspections required in accordance with the BCA, AS 1851 ? maintenance of fire protection equipment and AS 1905.1 Supplement 1 ? Components for protection of openings in fire resistant walls ? Logbook for the maintenance of fire resistant door sets.
? Maintenance Schedules.
? Drawings to comply with section 1.4 of this specification.

FIRE SIGNS AND EMERGENCY LIGHTING
The Fire Signs and Emergency Lighting section is to contain all elements in the standard manual contents outlined in section 1.4., and should consider the special items listed below.

Manual Colour Coding
Fire Alarm System - Red

Sections
Divide the Fire Signs and Emergency Lighting manual into sections as defined in Section 1.4 of this specification. Provide separate references for the following:
? General description of the fire signs and emergency lighting installed provisions and means of egress
? Include a schedule of inspections required in accordance with the BCA, AS/NZS 2293.2 ? Emergency evacuation lighting for buildings ? inspection and maintenance.
? Maintenance
? Drawings

AUTOMATIC FIRE DETECTION ALARM and EWIS
The Fire Alarm and EWIS section is to contain all elements in the standard manual contents outlined in section 1.4., and should consider the special items listed below.

Manual Colour Coding
Fire Alarm System - Red

Sections
Divide the Automatic Fire Alarm and EWIS manual into sections as defined in Section 1.4 of this specification. Provide separate references for the following:
? Automatic fire detection and alarm system, including FIP
? Emergency warning and intercommunication system, including Master Emergency Control panel
? Controls and alarms associated with the ESP and smoke management systems
? Electrical and controls systems

FIRE EQUIPMENT
The Fire Equipment Manual is to be organised as per the detail in Section 1.4. of this specification. Special information to be provided is outlined below.

Manual Colour Coding

Sections
Divide the manual in sections as required to provide for quick reference to the various sections of the installation. Provide separate sub-sections for the following:
? Automatic fire sprinkler system
? Fire hydrant system
? Portable fire extinguishers, blankets and signage
? Jacking pump, controllers etc

FIRE STOPPING
The Fire Stopping section is to contain all elements in the standard manual
contents outlined in section 1.4., and should consider the special items listed
below.
Manual Colour Red

Certification
Submit evidence of compliance, in accordance with the recommendations of AS 4072.1 Appendix B.

Form - Submit a completed certification document for installed fire-stopped penetrations and control joints. Use form as per Figure B1 of AS 4072.1 Schedule - Submit a schedule of installed fire-stopped penetrations and control joints. Use form as per Figure B2 of AS 4072.1

Manual
Where the fire stopping materials are to be modified in-service, provide a manual.

In this regard, the manual is to provide details of the following:
? Fire stop mortars
? Formulated compound of incombustible fibres
? Fibre stuffing
? Fire-stop composite sheets
? Fire stop foams
? Fire stop putty
? Fire stop collars
? Fire stop pillows