SECTION 017823

OPERATION AND MAINTENANCE DOCUMENTS

PART 1 - GENERAL

1.1 SUMMARY

A. Section includes administrative and procedural requirements for preparing Operation

and Maintenance manuals, including the following:
1. Operation and maintenance documentation directory.
2. Emergency manuals.
3. Operation manuals for systems, subsystems, and equipment.
4. Product maintenance manuals.
5. Systems and equipment maintenance manuals.
B. O&M Manuals form a part of the Contractor’s Documents and are subject to the
Company’s Representative’s Review.
C. O&M Manuals excludes Process Equipment.
D. The format, coding, search requirements etc. for the O&M Manuals shall be agreed
with the O&M Contractor and Company, in precise detail, before compilation begins.
E. Where operation and maintenance documentation include information on installations
by more than one factory-authorized service representative, assemble and coordinate
information furnished by representatives and prepare manuals.

1.2 OPERATION AND MAINTENANCE DOCUMENTATION DIRECTORY

A. Directory: Prepare a single, comprehensive directory of emergency, operation, and

maintenance data and materials, listing items and their location to facilitate ready
access to desired information. Include a section in the directory for each of the
following:
1. List of documents.
2. List of systems.
3. List of equipment.
4. Table of contents
B. List of System and Subsystem: List systems alphabetically. Include references to
operation and maintenance manuals that contain information about each system.
C. List of Equipment: List equipment for each system, organized alphabetically by
system. For pieces of equipment not part of system, list alphabetically in separate list.
D. Table of Contents: Include a table of contents for each emergency, operation, and
maintenance manual.
E. Identification: In the documentation directory and in each operation and maintenance
manual, identify each system, subsystem, and piece of equipment with same
designation used in the Company’s Requirements. If no designation exists, assign a
designation according to ASHRAE Guideline 4, "Preparation of Operating and
Maintenance Documentation for Building Systems."
F. All of the above is to be integrated into the As-Built BIM Model.

1.3 REQUIREMENTS FOR EMERGENCY, OPERATION, AND MAINTENANCE MANUALS

A. Document Organization: Document Organization: Unless otherwise indicated,

organize each manual into a separate section for each system and subsystem, and a
separate section for each piece of equipment not part of a system. Each manual shall
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 contain the following materials, in the order listed:
1. Title page.
2. Table of contents.
3. Manual of contents.
B. Title Page: Include the following information:
1. Subject matter included in the manual.
2. Name of project.
3. Document reference number.
4. Date submittal.
5. Cross-reference to related systems in other operation and maintenance
manuals.
C. Table of Contents: List each product included in manual, identified by product name,
indexed to the content of the volume. If operation or maintenance documentation
requires more than one volume to accommodate data, include comprehensive table
of contents for all volumes in each volume of the set.
D. Manual Contents: Organize into sets of manageable size. Arrange contents
alphabetically by system, subsystem, and equipment. If possible, assemble
instructions for subsystems, equipment, and components of one system into a single
binder.
E. Manuals, Electronic Files: Submit manuals in the form of a multiple file composite
electronic PDF file for each manual type required.
1. Electronic Files: Use electronic files prepared by manufacturer where available.
Where scanning of paper documents is required, configure scanned file for
minimum readable file size.
2. File Names and Bookmarks: Enable bookmarking of individual documents
based on file names. Name document files to correspond to system,
subsystem, and equipment names used in manual directory and table of
contents. Group documents for each system and subsystem into individual
composite bookmarked files, then create composite manual, so that resulting
bookmarks reflect the system, subsystem, and equipment names in a readily
navigated file tree. Configure electronic manual to display bookmark panel on
opening file.
3. Provide specially prepared drawings where necessary to supplement
manufacturer's printed data to illustrate relationship of component parts of
equipment or systems or to provide control or flow diagrams.
4. Specifications: Component or system specification section copied and inserted
complete with modifications.
5. Manuals, Other Copies: Integrate all of the above in the BIM Model and the
Works progress and ensure the As-Built BIM Model is comprehensive and
complete.

1.4 EMERGENCY MANUALS

A. Content: Organize manual into a separate section for each of the following:
1. Type of Emergency
2. Emergency Instructions
3. Emergency Procedure
B. Type of Emergency
1. Fire
2. Flood
3. Gas Leak
4. Water Leak
5. Power Failure
6. Water Outage
7. System, Subsystem, or Equipment Failure
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 8. Chemical Release or Spill
C. Emergency Instructions: Describe and explain warnings, trouble indications, error
messages, and similar codes and signals. Include responsibilities of Employer's
operating personnel for notification of Installer, supplier, and manufacturer to maintain
warranties.
D. Emergency Procedures: Include the following, as applicable:
1. Instruction on stopping.
2. Shutdown instructions for each type of emergency.
3. Operating instructions for conditions outside normal operating limits.
4. Required sequences for electric or electronic systems.
5. Special operating instructions and procedures.

1.5 OPERATION MANUALS

A. Content: In addition to requirements in this Section, include operation data required in

individual Specification Sections and the following information.
1. System, subsystem, and equipment descriptions. Use designations for systems
and equipment indicated on Company’s Requirements.
2. Performance and design criteria if Contractor have delegated design
responsibility.
3. Operating standards.
4. Operating procedures.
5. Operating logs.
6. Wiring diagrams.
7. Control diagrams.
8. Piped system diagrams.
9. Precautions against improper use.
10. License requirements including inspection and renewal dates.
11. Contact details for all local, regional & global offices of all equipment
manufacturers.
B. Descriptions: Include the following:
1. Product name and model number. Use designations for products indicated on
Company’s Requirements.
2. Manufacturer's name.
3. Equipment identification with serial number of each component.
4. Equipment function.
5. Operating characteristics.
6. Limiting conditions.
7. Performance curves.
8. Engineering data and tests.
9. Complete nomenclature and number of replacement parts.
C. Operating Procedures: Include the following:
1. Startup procedures.
2. Equipment or system break-in procedures.
3. Routine and normal operating instructions.
4. Regulation and control procedures.
5. Instructions on stopping.
6. Normal shutdown instructions.
7. Seasonal and weekend operating instructions including required regular
maintenance of standby equipment i.e., pumps.
8. Required sequences for electric or electronic systems.
9. Special operating instructions and procedures.
10. Charts of value tag numbers, with room number location and function of each
value.
D. System and Equipment Control: Describe the sequence of operation, and diagram
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 controls as installed.
E. Pipe Systems: Diagram piping as installed and identify color-coding where required
for identification.
F. Condensed Operating Instructions: Condensed instructions for start-up, shut-down,
emergency operation, safety precautions, unusual features, and troubleshooting
instructions.
1. In addition to copy in Operation and Maintenance Manual, permanently secure
laminated copy adjacent to equipment where copy can be easily read by
operating personnel.
2. Provide condensed operating instructions equipment as required.

1.6 PRODUCT MAINTENANCE MANUALS

A. Content: Organize manual into a separate section for each product, material, and
finish. Include source information, product information, maintenance procedures,
repair materials and sources, and warranties and bonds, as described below.
B. Source Information: List each product included in manual, identified by product name,
and arranged to match manual's table of contents. For each product, list name,
address, and telephone number of Installer or supplier and maintenance service
agent and drawing or schedule designation or identifier where applicable.
C. Product Information: Include the following, as applicable:
1. Product name and model number.
2. Manufacturer's name.
3. Color, pattern, and texture.
4. Material and chemical composition.
5. Reordering information for specially manufactured products.
D. Maintenance Procedures: Include manufacturer's written recommendations and the
following:
1. Inspection procedures.
2. Types of cleaning agents to be used and methods of cleaning. Include details of
method of safe disposal of cleaning agents and all other chemicals.
3. List of cleaning agents and methods of cleaning detrimental to product.
4. Schedule for routine cleaning and maintenance.
5. Repair instructions.
E. Repair Materials and Sources: Include lists of materials and local sources of materials
and related services.
F. Warranties and Bonds: Include copies of warranties and bonds and lists of
circumstances and conditions that would affect validity of warranties or bonds. Include
procedures to follow and required notifications for warranty claims.

1.7 SYSTEM AND EQUIPMENT MAINTENANCE MANUALS

A. Content: For each system, subsystem, and piece of equipment not part of a system,
include source information, manufacturers' maintenance documentation, maintenance
procedures, maintenance and service schedules, spare parts list and source
information, maintenance service contracts, and warranty and bond information, as
described below.
B. Source Information: List each system, subsystem, and piece of equipment included in
manual, identified by product name, and arranged to match manual's table of
contents. For each product, list name, address, and telephone number of Installer or
supplier and maintenance service agent and drawing or schedule designation or
identifier where applicable.
C. Manufacturers' Maintenance Documentation: Manufacturers' maintenance
documentation including the following information for each component part or piece of
equipment.

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 1. Standard maintenance instructions and bulletins.
2. Drawings, diagrams, and instructions required for maintenance, including
disassembly and component removal, replacement, and assembly.
3. Identification and nomenclature of parts and components.
4. List of items recommended to be stocked as spare parts.
D. Maintenance Procedures: Include the following information and items that detail
essential maintenance procedures:
1. Test and inspection instructions.
2. Troubleshooting guide.
3. Precautions against improper maintenance.
4. Disassembly; component removal, repair, and replacement; and reassembly
instructions.
5. Aligning, adjusting, and checking instructions.
6. Demonstration and training video recording, if available.
7. List of special tools required to service or maintain equipment. Required special
tools to be handed over at practical completion.
E. Preventive Maintenance Instructions: Condensed typewritten excerpts from
manufacturer's written instructions for weekly, monthly, quarterly, annual, and other
regularly scheduled maintenance prepar!3d by mechanical subcontractor with
assistance from equipment supplier.
F. Maintenance and Service Schedules: Include service and lubrication requirements,
list of required lubricants for equipment, and separate schedules for preventive and
routine maintenance and service with standard time allotment.
1. Scheduled Maintenance and Service: Tabulate actions for daily, weekly,
monthly, quarterly, semiannual, and annual frequencies.
2. Maintenance and Service Record: Include manufacturers' forms for recording
maintenance.
G. Control Drawings: Include control drawings for equipment and components, including
sequence of operation. Control drawings shall be prepared by controls contractor and
included here and in control contractor's Operation and Maintenance Manual
submittal.
H. Spare Parts List and Source Information: Include lists of replacement and repair parts
with serial numbers, with parts identified and cross-referenced to manufacturers'
maintenance documentation and local sources of maintenance materials and related
services.
I. Maintenance Service Contracts: Include copies of maintenance agreements with
name and telephone number of service agent.
J. Warranties and Bonds: Include copies of warranties and bonds and lists of
circumstances and conditions that would affect validity of warranties or bonds. Include
procedures to follow and required notifications for warranty claims.

PART 2 - EXECUTION

2.1 MANUAL PREPARATION

A. Operation and Maintenance Documentation Directory: Prepare a separate manual

and an integrated BIM Model that provides an organized reference to emergency,
operation, and maintenance manuals.
B. Emergency Manual: Assemble a complete set of emergency information indicating
procedures for use by emergency personnel and by Employer's operating personnel
for types of emergencies indicated.
C. Product Maintenance Manual: Assemble a complete set of maintenance data
indicating care and maintenance of each product, material, and finish incorporated
into the works.
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D. Operation and Maintenance Manuals: Assemble a complete set of operation and
maintenance data indicating operation and maintenance of each system, subsystem,
and piece of equipment not part of a system.
E. Note: Engage a factory-authorized service representative to assemble and prepare
information for each system, subsystem, and piece of equipment not part of a system.
F. Prepare a separate manual for each system and subsystem, in the form of an
instructional manual for use by Company.
G. Manufacturers' Data: Where manuals contain manufacturers' standard printed data,
include only sheets pertinent to product or component. installed. Mark each sheet to
identify each product or component incorporated into the Works. If data include more
than one item in a tabular format, identify each item using appropriate references from
the Company’s Requirements. Identify data applicable to the Works and delete
references to information not applicable. Prepare supplementary text if manufacturers'
standard printed data are not available and where the information is necessary for
proper operation and maintenance of equipment or systems.
H. Drawings: Prepare drawings supplementing manufacturers' printed data to illustrate
the relationship of component parts of equipment and systems and to illustrate control
sequence and flow diagrams. Coordinate these drawings with information contained
in record Drawings to ensure correct illustration of completed installation.
I. Comply with General Requirements Section 017700 "Closeout Procedures" for
schedule for submitting operation and maintenance documentation.

END OF SECTION

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