23 01 00 OPERATION AND MAINTENANCE OF HVAC SYSTEMS

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Last updated: Mar 14, 2018 by Former user (Deleted)
.01 General
  1. Operation and Maintenance Information for Preventive Maintenance and Training:

The Office of Physical Plant implements a computerized preventive maintenance (PM) program of every new system or improvement. In order to have the PM program in place when OPP assumes responsibility for maintenance, the project information pertinent to the preventive maintenance must be provided considerably prior to project completion. Forty-five days before project completion is the minimum unless specified differently by the Project Manager. This information will be in the form of a bound document or three ring binder with copies of the pages from the manufacturers O & M manuals detailing the preventive and predictive maintenance routines and schedules for each piece of equipment or other entity requiring preventive maintenance. This document will also include a list of the room numbers of the restrooms and classrooms. 


Operation and Maintenance information must be provided to Facilities Services prior to training.

This information may also be required when beneficial occupancy has been granted in the course of phased construction.

.02 Maintenance Manuals 
  1. General: Prepare and submit a comprehensive operation and maintenance manual for the HVAC system scope of each project. Tabulate and divide the manual into separate sections according to specification sections of HVAC equipment.The electronic document shall be submitted a minimum of two weeks prior to any instructions and demonstrations to University personnel.
    1. An electronic document of the final manual shall be submitted for review and approval by the Professional and University.
      1. Each electronic document shall be intuitive, fully-organized, with selectable table of contents that includes tabs and/or bookmarks linked to be able to skip directly to each associated section.
      2. All documents shall be fully text searchable. Use electronically created and populated forms and systems diagrams.

      3. When scanning of paper originals is a necessary last resort, it shall be done with optical character recognition (OCR) technology. Verify that all pages on every document have been scanned. Review each page to ensure that the scan captures original detail. If images appear too dark or too light, or smudged, rescan the page to ensure proper image quality and legibility. Color charts or other documents where color is required to convey full information shall be scanned in color.

      4. Coordinate with the Office of Physical Plant’s Facility Asset Management (FAM) Program, Document Management Subdivision, for electronic submission requirements, including file naming structure guidelines. 
        Contact List:

        1. Craig Dubler, FAM Program Manager, crd137@psu.edu, (814) 865-0089

        2. Ken Vasko, Facilities Specialist, kev12@psu.edu, (814) 863-4564

  2. The manuals shall be typewritten and include a table of contents. The information shall be arranged in a logical order for use by the University in maintaining the projects.

  3. The manuals shall include but not be limited to the following:

    1. Table of Contents.
    2. Materials list with place of purchase.
    3. List of normally replaced items, such as filters, fuses, belts, seals, screens, etc., indicating style, rating, size, etc., and place of purchase.
    4. Installation, servicing, maintenance and operating instructions for all systems and components with place of original purchase, and name, address and phone number of person servicing system.
    5. Manufacturers guarantees and warranties.
    6. Approved copies of shop drawing, including component wiring diagrams and ATC wiring piping diagrams of all installed systems indicating all connections, color coding, functions, locations, etc. Approved as noted shop drawings submittals shall be corrected to incorporate all approval notes prior to inclusion in Maintenance Manuals.
      Schedule of all motors, starters and controllers under this contract with the following information included:
      1. Location
      2. All Nameplate data
      3. Overload rating, and manufacturer's number
      4. Actual full load amperes
      5. Over-current protection
    7. System and equipment start-up, seasonal changeover, and seasonal shut-down with pre-start checklists and precautions.
    8. System and equipment troubleshooting guides.
    9. Reference documents which shall include construction drawings list, record set of drawings list, test and balance records.
    10. Testing and balancing procedures for each system(s) and system(s) components.
    11. Copies of all inspection certificates and approvals from all inspection agencies.
    12. Copy of an approved testing and balancing report.
    13. Copy of all Mechanical Vibration Analysis and Alignment Verification Reports.

.03 Tour/Instruction/Demonstration
  1. Maintenance Manuals
    1. Maintenance manuals shall be furnished a minimum of two weeks prior to any instructions and demonstrations to University personnel. See Paragraph 23 01 00.02 for manual content.
  2. Tours for University Personnel
    1. At the completion of the work, immediately after Substantial Completion, the Contractor shall conduct a walk-through tour of the project work areas. The purpose of the tour shall be to introduce the University personnel who will have charge of the equipment or use of the space to the new areas. Generalities of the type of equipment installed shall be discussed during the tour.
  3. Instructions to University Personnel
    1. At the completion of the work, after the University has taken over use of the Building or work area, the Contractor shall instruct those University employees who will have charge of the equipment, the care, adjustment, and operation of all parts of the system. Such instruction shall cover a minimum period as specified, eight (8) hours per day, and shall be arranged for at the University's convenience.
  4. Demonstration to University Personnel
    1. In addition to the instruction period mentioned above, the Contractor shall demonstrate the automatic temperature control cycle, on a point-by-point basis, at every piece of controlled equipment to a specially designated University representative. Following this, the Contractor shall instruct maintenance personnel on all automatic temperature control equipment in the presence of this representative.
  5. Maintenance and Operations personnel shall be given a minimum two-week notice of each of the above scheduled tour or instruction dates.

.04 Start-Up
  1. The Contractor shall arrange for special start-up service from the equipment manufacturer, or his appointed agent, for the following equipment:
    1. Chillers
    2. Boilers
    3. Pumps
    4. Air Handling Units
    5. Cooling Towers
    6. ATC Systems
  2. The start-up shall include, but not necessarily be limited to:
    1. Alignment and Balance
    2. Lubrication
    3. Electrical Connections, Voltage, Rotation
    4. Motor Amperage Readings
    5. Pump Discharge and Suction Readings
    6. Chiller Head and Suction Pressures
    7. Condenser Water Flow and Temperature
    8. Chilled Water Flow and Temperature Chiller Lock,
    9. Sequences and Safety Controls
    10. Water Systems
    11. Supervise Flushing and Cleaning
    12. Take pH Readings
    13. Water Treatment-heating systems, cooling systems, and condenser water systems
    14. Combustion Analysis
    15. BAS tuning and calibration
  3. Maintenance and Operations personnel shall be given minimum two-week notification of scheduled start-up date to observe procedures. This does not preclude the requirements for operating instructions.
  4. Following start-up, the manufacturer shall submit a report on his findings to the Contractor with a copy to the University. If the project is State funded, include a copy of the report for the Department of General Services.

.05 Warranties
  1. The specifications shall be prepared to include a one-year guarantee for the entire installation. The following components or systems shall be specified with an extended warranty period:
    1. Compressors - Five (5) years
    2. BAS Systems - Two (2) years
  2. The warranties shall cover parts and labor for the duration of the warranty period.
  3. Routine preventive maintenance shall not be included as part of the warranty service.

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