12.8 Documentation and training

Section 120.8(h). Documentation and training. A Systems 'Manual and Systems Operations Training are required.

Section 120.8(h)1. Systems 'manual. Documentation of the operational aspects of the building shall be completed within the Systems Manual and delivered to the building owner or representative and facilities operator. The Systems Manual shall include the following:

1.   Site information, including facility description, history and current requirements.

2.   Site contact information

3.   Instructions for basic operations & maintenance, including general site operating procedures, basic troubleshooting, recommended maintenance requirements, and a site events log

4.   Description of major systems

5.   Site equipment inventory and maintenance notes

6.   A copy of all special inspection verifications required by the enforcing agency or the Standards.

12.8

12.8.1  Intent

The Systems 'Manual documents information focuses on the operation of the building systems.  This document provides information needed to understand, operate, and maintain the equipment and systems and informs those not involved in the design and construction of the building systems. This document is in 'addition to the record construction drawings, documents, and the Operation & Maintenance (O&M) Manuals supplied by the contractor.  The Systems 'Manual is assembled during the construction phase and available during the contractors’ training of the facility staff.

12.8.2  Compliance Method

Compliance is demonstrated by providing the Systems 'Manual. The information in the Systems 'Manual includes the following information:

 

1.   Site information, including facility description, history and current requirements

a)   Site Information

i.    Location of property - Address

ii.    Site acreage

iii.   Local utility information:

a.   Water service provider

b.   Natural/LPG gas service provider

c.   Electrical service provider

d.   Telecommunications service provider

e.   Other service provider

b)   Facility Description

i.    Use/Function

ii.    Square footage

iii.   Occupancy Type

iv.   Construction Type

v.   Basis of design

vi.   Location of major systems & equipment

c)   Project History

i.    Project requirements

-Owner’s Project Requirements (OPR)

-Basis of Design (BOD)

ii.    Project undocumented events

iii.   Record Drawings & Documents

iv.   Final control drawings and schematics

v.   Final control sequences

vi.   Construction documents - Location or delivery information:

a.   Mechanical & electrical drawings

b.   Specifications

c.   Submittals

d.   Project change orders and information

d)   Current requirements

i.    Building operating schedules

ii.    Space temperature, humidity, & pressure, CO2 setpoints

iii.   Summer and winter setback schedules

iv.   Chilled & hot water temperatures

v.   As-built control setpoints and parameters

 

2.   Site contact information

a)   Owner information

b)   Emergency contacts

c)   Design Team: Architect, Mechanical, Engineer, Electrical Engineer, etc.

d)   Prime Contractor contact information

e)   Subcontractor information

f)    Equipment supplier contact information

 

3.   Basic operation & maintenance, including general site operating procedures, basic trouble shooting, recommended maintenance requirements site events log

a)   Basic operation

i.    Written narratives of basic equipment operation

ii.    Interfaces, interlocks and interaction with other equipment and systems

iii.   Initial maintenance provide by contactor

b)   General site operating procedures

i.    Instructions for changes in major system operating schedules

ii.    Instructions for changes in major system holiday & weekend schedules

c)   Basic troubleshooting

i.    Cite any recommended troubleshooting procedures specific to the major systems and equipment installed in the building.

ii.    Manual operation procedures

iii.   Standby/Backup operation procedures

iv.   Bypass operation procedures

v.   Major system power fail resets and restarts

vi.   Trend log listing

d)   Recommended maintenance events log

i.    HVAC air filter replacement schedule & log

ii.    Building control system sensor calibration schedule & log

e)   Operation & Maintenance Manuals - Location or delivery information

 

4.   Major systems

a)   HVAC systems & controls

i.    Air conditioning equipment (chillers, cooling towers, pumps, heat exchanges, thermal energy storage tanks, etc)

ii.    Heating equipment (boilers, pumps, tanks, heat exchanges, etc.)

iii.   Air distribution equipment (fans, terminal units, accessories, etc.)

iv.   Ventilation equipment (Fans, accessories, and controls)

v.   Building automation system (workstation, servers, panels, variable frequency drives, local control devices, sensors, actuators, thermostats, etc.)

b)   Indoor lighting systems & controls

i.    Lighting control panels

ii.    Occupancy sensors

iii.   Daylight harvesting systems

c)   Renewable energy systems

i.    Photovoltaic panels & inverters

ii.    Wind powered electrical generators & inverters

d)   Landscape irrigation systems

i.    Water distribution diagrams

ii.    Control system

e)   Water reuse systems

i. Reclaimed water system for indoor use

ii. Reclaimed water for irrigation use

 

5.   Site equipment inventory and maintenance notes

a)   Spare parts inventory

b)   Frequently required parts and supplies

c)   Special equipment required to operate or maintain systems

d)   Special tools required to operate or maintain systems

 

6.   A copy of all special inspection verifications required by the enforcing agency of this code

 

7.   Other resources and documentation

 

Enforcement

At their discretion, the building official confirms demonstrated compliance during Field Inspection by:

a.   Receipt of a copy of the Systems Manual (optional), or

b.   Receipt of a form signed by the owner or owner representative attesting that the System’s Manual has been completed.

 

Section 120.8(h)2. Systems operations training. The training of the appropriate maintenance staff for each equipment type or system shall be documented in the commissioning report. Training materials shall include the following:

1.   System and equipment overview (i.e. what is the equipment, what is its function, and with what other systems or equipment does it interface)

2.   Review and demonstration of operation, servicing, and preventive maintenance

3.   Review of the information in the Systems Manual

4.   Review of the record drawings on the systems and equipment

12.8.3  Intent

The systems operation training verifies that a training program is developed to provide training to the appropriate maintenance staff for each equipment type and/or system and that this training program is documented in the commissioning report. The systems operations training program is specified in the project specifications for the major systems listed. The System 'Manual, Operation and Maintenance (O&M) documentation, and record drawings are prepared and available to the maintenance staff prior to implementation of any training or the development of a written training program. The training program is to be administered by the commissioning coordinator or other responsible party when the appropriate maintenance staff is made available to receive training.

12.8.4  Compliance Method

The written training program includes: (a) learning goals and objectives for each session, (b) training agenda, topics, and length of instruction for each session, (c) instructor information and qualifications, (d) location of training sessions (onsite, off-site, manufacturer’s or vendor’s facility), (e) attendance forms, (f) training materials, and (g) description on how the training will be archived for future use:

1.   Systems/equipment overview

a.   Review OPR and BOD related to the major systems and equipment

b.   Describe system type and configuration

c.   Explain operation all major systems and equipment and how it interfaces with other systems and equipment

d.   Describe operation of critical devices, controls and accessories

e.   Review location of the major systems and equipment

f.    Describe operation of control system for each system, location of critical control elements, and procedures to properly operate control system

g.   Review recommendations for implementation to reduce energy and water use

 

2.   Review and demonstration of servicing/preventive maintenance

a.   Explain location or delivery contact of the Operation & Maintenance manuals

b.   Review of all manufacturer’s recommended maintenance activities to maintain warranty

c.   Review and demonstrate frequent maintenance activities (air filter replacement, lubrication, fan belt inspection and/or replacement, condenser water treatment, etc.), and suggested schedule.

d.   Review and demonstrate typical servicing procedures and techniques (electrical current, pressure, and flow readings, etc; calibration procedures, point trending, power fail restart procedures, etc.)

e.   Locate, observe and identify major equipment, systems, accessories and controls

f.    Review emergency shut-offs and procedures

 

3.   Review the Systems 'Manual

a.   Describe use of Systems 'Manual

b.   Review elements of Systems 'Manual

c.   Explain how to update and add revisions to Systems 'Manual

 

4.   Review record drawings on the systems/equipment

a.   Explain location or delivery contact of the record drawings

b.   Review record drawings, revisions, and changes to original design drawings

c.   Review equipment schedules and compare with actual installed systems

 

Enforcement

At their discretion, the building official confirms demonstrated compliance during Field Inspection by:

1.   In the event appropriate maintenance staff is made available to receive training for each equipment type and/or system installed in the building.

a.   Receipt of a copy of the written training program and completed attendance forms, or

b.   Receipt of a form signed by the owner or owner representative attesting that the training program and delivery of training has been completed

2.   In the event appropriate maintenance staff are unavailable to receive training for each equipment type and/or system installed in the building.

a.   Receipt of a copy of the training program provided to the owner or owner’s representative (optional), or

b.   Receipt of a form signed by the owner or owner representative attesting that the written training program has been provided.