Section 01783 VENDOR EQUIPMENT MANUALS

Section 01783

_{VENDOR EQUIPMENT MANUALS}

PART 1 - GENERAL

1.1 GENERAL REQUIREMENTS

A. The Work consists of providing vendor equipment manuals in conformance with the requirements of this Specification section.

1.2 RELATED WORK SPECIFIED ELSEWHERE

A. The requirements of the following sections and divisions apply to the Work of this section. Other sections and divisions of the Specifications, not referenced below, shall also apply to the extent required for proper performance of this Work.

1. Section 01810, Commissioning

2. Section 01820, Training of OCSD Personnel

1.3 CONTRACTOR SUBMITTALS

A. In addition to equipment shop drawing submittals as required in the General Requirements and in the individual equipment Specification sections, the CONTRACTOR shall be responsible for three (3) different vendor equipment operation and maintenance manual submittals for all mechanical, electrical and instrumentation devices provided per the Contract, as described in this Specification section.

1. In addition to the paper submittal set, each submittal, except the first, shall also be submitted in an electronic format, one set of CD/DVD disks per paper submittal set. Submit an electronic file naming convention for ENGINEER’s review and acceptance with the first vendor equipment manual submittal.

B. Submit in conformance to the section entitled “Shop Drawing Submittals” of the

General Requirements, except as modified herein.

C. Along with each submittal transmittal, provide a copy of this Specification Section. Mark each copy with a check mark and initials beside each of the requirements in this Specification section indicating that the submittal conforms to the requirement.

1. Mark “N/A” for requirements that do not apply, and, if the submittal does not conform to a requirement, explain the exception.

2. A check mark shall denote full compliance with a paragraph as a whole. If deviations from the Specification are indicated, and, therefore, requested by the CONTRACTOR, each deviation shall be underlined and denoted by a number in the margin to the right of the identified paragraph referenced to a detailed written explanation for requesting the deviation.

3. The ENGINEER shall be the final authority for determining acceptability of requested deviations. The remaining portions of the paragraph not underlined will signify compliance on the part of the CONTRACTOR with the Specification.

4. Failure to include a copy of the marked-up Specification section, along with justification(s) for any requested deviations shall be sufficient cause for rejection of the entire submittal with no further consideration.

D. Assembly of the vendor equipment manuals shall be coordinated by the

Commissioning Coordinator.

PART 2 - PRODUCTS

2.1 MANUFACTURERS

A. The binders shall be Wilson Jones Clean View Non-Stick D-Ring Binders, WLJ386- xxx (the last 3 digits depend on binder size), Cardinal D-Ring Binder, Or Equal, subject to acceptance by the ENGINEER.

PART 3 - EXECUTION

3.1 REQUIREMENTS

A. Initial shop drawing submittals for each individual piece of equipment required in the Contract Documents shall contain adequate storage, installation, operation and maintenance information from the manufacturer for review of the equipment, including review of operation and maintenance requirements for the equipment after it is in service.

1. This information shall also be sufficient to allow the ENGINEER to confirm compliance with the manufacturer’s recommendations during the storage, installation, startup and testing of the equipment. Such operation and maintenance information in individual equipment shop drawing submittals shall provide the information needed for these purposes; it shall not be required to meet the formatting, construction, organizational, and electronic requirements described elsewhere in this Specification section.

2. The three vendor equipment manual submittals required shall be in addition to the individual equipment submittal, even though the shop drawing submittal contained operation and maintenance information. Furthermore, the vendor equipment manual submittals require that accepted equipment shop drawing submittal information be incorporated even though it was previously submitted.

B. The First Vendor Equipment Manual Submittal: The first vendor equipment manual submittals shall include five (5) copies of all vendor equipment manuals meeting the requirements specified below in the Article entitled “Manual Construction” and the following paragraphs, except that as-built and spine information not available at the time of the submittal may be deferred to the third submittal with a notation indicating the information will be provided later.

1. The first vendor equipment manual submittals shall be submitted per individual Specification sections, and shall be submitted one (1) Specification section at a time. Three (3) of the copies will be returned to the CONTRACTOR within thirty five (35) days with any comments noted thereon.

2. These vendor equipment manuals shall be submitted in accordance with the requirements for shop drawing submittals except for the number of copies required and returned.

3. All sections of these vendor equipment manuals shall be submitted by the CONTRACTOR at least 120 days prior to the start of Phase 1 Commissioning , as defined in Specification section 01810, Commissioning.

4. OCSD reserves the right to delay Commissioning if the manuals submitted by the CONTRACTOR are incomplete, inaccurate, or otherwise unsuitable for use by OCSD’s Operations and Maintenance staff. No Contract extensions or extra costs will be allowed for delays in Commissioning due to vendor equipment manual submittal delays.

C. The Second Vendor Equipment Manual Submittal: The second submittal, due thirty (30) days prior to the third submittal of the complete draft final manuals, shall consist of a proposed overall table of contents for the entire set of manuals, and detailed individual volume tables of contents. The second submittal shall also include a file naming scheme to be used for the electronic version of the third submittal. The ENGINEER will review this submittal for format, organization, level of detail and completeness. However, ENGINEER’s review and/or acceptance of the table of contents does not relieve the CONTRACTOR from the responsibility of providing missing material that otherwise would be required by the Contract.

D. The Third Vendor Equipment Manual Submittal: The third submittal shall be due at least [60] days prior to the Phase 2 Commissioning Reliability Acceptance Testing of any equipment, as defined in Specification section 01810, Commissioning. The third submittal shall be four (4) complete draft final sets of manuals.

E. Within 30 days after completion of the Phase 2 Commissioning, the ENGINEER will notify the CONTRACTOR of deficiencies in the draft final submittal. The CONTRACTOR shall revise and replace, remove, or add documents to correct any deficiencies prior to Final Completion of the Work. Such revisions shall include all the changes necessary to reflect “as-built” conditions, such as instrument settings, field changes of panels, electrical equipment, etc.; and comments from the Reliability Acceptance Testing and the training sessions.

1. Deficiencies corrected in paper copies shall be made by correcting and returning all submitted paper sets. Electronic copies of the manuals shall be corrected by providing replacements of entire respective CD/DVD disks.

3.2 MANUAL CONSTRUCTION

A. Manuals shall be organized in black, 3-ring elliptical binders with non-stick clear spine and cover insert pockets, as specified in Part 2 of this Specification section. The standard size shall be 3 inches, but other sizes may be used when appropriate. The cover and binding edge of each manual shall have the Project title, Job No., Manual title, process area code(s), Volume No., and issue date, all subject to ENGINEER’s acceptance. Note that the process area code is the first three characters of the subject equipment’s loop tag numbers.

B. The manual shall be organized by Specification sections. Within each Specification section, utilize heavy section dividers and numbered or labeled tab sheets. Organize information first by major equipment assemblies and then by device. Within each device section, organize and tab separate according to the requirements of the Article entitled “Manual Organization” in this Specification section.

C. Image area of all data punched for binding shall have sufficient binding edge distance so that no data will be obliterated.

D. The contents shall be original, with easily readable text and clear pictures, on reproducible non-colored paper. Faxes or copies of copies shall not be acceptable. Copies, if used, shall be indistinguishable from originals.

E. In the final submittal, binders shall be labeled Vol. _ of , Vol. of _, and so on. A general table of contents for the entire set, identified by volume number, shall appear in each binder. A specific table of contents shall also be included in each binder with detailed information on the contents of that particular binder, which includes not only tab titles, but details on the contents of each tab. Coordinate overall manual organization with the ENGINEER.

3.3 MANUAL ORGANIZATION

A. If the project includes warehouse spare equipment, the CONTRACTOR shall include an index of warehouse spare equipment at the front of each vendor equipment manual volume. The warehouse spare equipment ordering data sheets shall be included in the front of the documentation for the particular piece of equipment.

B. The general table of contents shall list all devices and assemblies for which manuals are required. The listings shall be by volume and tab, and include the device name, manufacturer, and model. The name of the documents included for each device shall be listed under the device heading. Each individual volume shall contain a volume-specific detailed table of contents that includes a complete listing of the information within each tab.

C. The documentation for each device shall be organized into the following divisions in the following order:

1. Device data sheets in accordance with the Article entitled “Manual Contents” of this Specification section and the section entitled “Shop Drawing Submittals” of the General Requirements. If warehouse spare equipment is included as part of the Project, warehouse spare equipment ordering data sheets, if any, shall be included here.

2. Accepted shop drawing submittal catalog cuts, brochures, and equipment information not included elsewhere.

3. Installation, assembly and disassembly, operation, and maintenance manuals; and manufacturer’s recommended spare parts and preventative maintenance schedule.

4. Supplemental and as-built information.

3.4 MANUAL CONTENTS

A. Warehouse Spare Equipment: The CONTRACTOR shall provide a complete data sheet for any warehouse spare equipment called out in the equipment Specifications, sufficiently detailed for OCSD to order a complete equipment assembly to act as a warehoused equipment spare.

1. The data sheet shall include supplier information, CONTRACTOR cost, and special shipping and handling information in addition to a complete description of the equipment, and the loop tag numbers of the corresponding installed equipment it would replace in case of a failure.

2. The data sheet shall be delivered to the ENGINEER for OCSD Maintenance

Support a minimum of 120 days prior to Phase 1 Commissioning.

B. Device Data Sheet: Data sheets shall include, as a minimum, device loop tag numbers, nameplate data and the information required in the section entitled “Shop Drawing Submittals” of the General Requirements. Some ISA data sheets may be partially completed in the Specifications.

1. Data sheets shall have complete model numbers and part numbers as needed to completely define the device as identified in the manuals. Device data sheet model and part numbers shall agree with the numbers covered by the vendor equipment manual documents. If the model numbers are coded, the code shall be included. All options provided shall be clearly described.

2. Each device configuration shall have a separate data sheet. The data sheet shall include all loop tag numbers shown on the Plans for the device.

C. Shop Drawing Submittal: Accepted shop drawing submittals for the device shall be included, including catalog cuts, sales brochures, supplemental drawings, and any other equipment submittals and shop drawings useful for the operation and maintenance of the equipment.

1. Shop drawings showing an installation configuration shall reflect the as-built situation and be included in the last section.

2. Accepted shop drawing items required elsewhere in the vendor equipment manual submittal, such as device data sheets and equipment operation and maintenance manuals, shall not be replicated in the shop drawing section of the submittal.

D. Equipment Operation and Maintenance (O&M) Manuals: O&M manuals shall explain and illustrate clearly and simply the principles and theory of operation, operating instructions, and preventative and corrective maintenance precautions and procedures to be followed. The manuals and appurtenant materials shall be written entirely in English and all dimensions shall be in English units. Include the following:

1. Start-up Procedures: Recommendations for installation, adjustment, calibration, and troubleshooting.

2. Operating Procedures: Step-by-step equipment-specific procedures for starting, operating, and stopping equipment under specified modes of operation. Include characteristic operating curves, safety precautions and emergency operating shutdown instructions.

3. Preventative Maintenance Procedures: Recommended steps and schedules for maintaining equipment. Recommended equipment lubrication schedules, identification of lubricants, diagrams illustrating lubricant points, and an estimate of yearly lubricant quantities required for all equipment supplied.

4. Overhaul Instructions: Directions for disassembly, inspection, repair and reassembly of the equipment; safety precautions; and recommended tolerances, critical bolt torques, and special tools that are required.

5. Drawings: Exploded view of each part in order of disassembly/assembly, for all mechanical equipment supplied.

6. Complete Parts List: Generic title, identification number, and material of construction of each component part of equipment. Include bearing manufacturer for every bearing.

7. Recommended Spare Parts List: Provide a list of all parts, including quantities that the manufacturer recommends be kept on hand by OCSD, including special storage precautions. If no spare parts are recommended by the manufacturer to be kept on hand, provide a statement to that effect.

8. Parts Ordering Information: Provide all information needed to order any and all parts. At a minimum, provide the name, address, and telephone number of the two nearest suppliers and/or spare part warehouses for all parts along with any additional information required to order parts for all parts.

9. Special Tools List: Provide recommended special tools, including ordering information, description and use, for all equipment supplied. Special tools shall be defined as needed tools that are not generally commercially available except from the manufacturer.

10. Supplemental and As-Built Information: Provide the following:

a. As-built and site-specific information such as final pump curves, wiring diagrams and instrument settings (typically supplied in the final submittal).

b. Installation drawings.

c. Electrical schematics for all electrical equipment supplied.

d. Interconnection diagrams from accepted shop drawings and vendor’s documentation.

e. Final instrument loop diagrams.

f. Electrical Distribution Equipment Shop Drawings: One-line and three-line diagrams, elevations and cross-sections, data sheets.

11. Control Diagrams and Control Panel Elevations: Panel elevations, internal and external connection wiring, including logic diagrams, wiring diagrams for control panels, ladder logic for computer based systems, and connections between existing systems and new additions.

a. Drawings shall indicate adjustments such as calibrations and setpoints for relays, and control and/or alarm contact settings.

b. The process and instrumentation diagrams shall be included in Division 17 unless they apply only to the device to which the vendor equipment manual submittal applies.

12. Programming: Provide CONTRACTOR-set manual setpoints and both electronic and hard copies of any CONTRACTOR-provided programming that resides locally and not in OCSD’s SCADA system (CRISP).

a. Electronic copies shall be provided on a CD/DVD disk in a CD/DVD holder page inserted into this section in hard copies of the manual.

3.5 ELECTRONIC REQUIREMENTS

A. General: All documents shall be submitted in native format and PDF file formats.

1. In addition, engineering drawings shall also be submitted in DWF format. Refer to the Paragraph entitled “Engineering Drawings” of this Specification.

2. All information provided electronically shall match information provided in bound format.

3. If information other than the previously accepted items is also included (e.g., as- built information), then the specific items shall be clearly identified and differentiated from the other items. Do not add to electronic submittal any content that is not also included in bound submittal.

B. Exceptions: Upon a written prior request, the ENGINEER may authorize exceptions regarding format, resolution, and/or any other requirements of the Article entitled “Electronic Requirements”.

C. Organization. Except for the files in native format and DWF format, the electronic files shall be organized the same as the corresponding paper submittal.

1. The corresponding native format files shall be submitted in a separate folder (that is, directory). The corresponding DWF files shall be submitted in a separate folder.

2. A master table of contents file with hotlinks to subfiles shall be required when many files are submitted.

D. Media. Unless otherwise accepted in writing by ENGINEER, submit all documents on CD or DVD format disk(s).

1. If more than one CD (DVD) is required, divide contents at a break between paper manual binders.

2. Provide CD(s) and DVD(s) in Tyvek sleeves bound in the first volume of each set in a page-sized, clear plastic CD/DVD holder or holders. If more than one disk is required, the disks shall be labeled Disk of , Disk of _, and so on. Disk labels shall include Project Title, Job No., Specification sections covered, and issue date, all subject to acceptance by the ENGINEER.

E. Filenames. The file naming convention shall be logical and consistent.

_{1. File names shall be descriptive of file contents and shall not be arbitrary.}

2. Filenames shall be descriptive of the location of the file in the overall organization of the manual, as well as of the contents of the file, for example 11021Sec4- BackupPumps-1.doc.

3. File names shall contain no spaces, shall not exceed 25 characters plus file extension, shall have only upper and lowercase alphanumeric characters.

a. Do not use special symbols such as the following:

` ! @ # $ % ^ & *( ) - = + < > ? / \ | . , ~ ‘ “ ; { [ } ]

b. Underscore and dash may be used.

c. Use capitalization instead of spaces to separate words.

F. Security: Do not password-protect or otherwise security-enable the files.

G. On-screen Viewing: Each page of each document shall be legible when viewed on a

15-inch monitor with 1024 x 768 resolution.

H. Print-outs. Each page of each document shall be legible when printed out on its default paper size. Except as noted elsewhere, default paper sizes shall be letter, legal or

_{11-inch x 17-inch size paper. Print resolution shall be 300 – 600 dots per inch (dpi).}

I. Hyperlinks. Links within files to other files shall use relative addressing. Such links shall be to the file itself or to text or images within the file.

J. Microsoft Excel Files. Save all native spreadsheet files in the Microsoft Excel format version currently adopted by OCSD with “Excel Workbook” filetype and an “xlsx” extension.

1. File size shall be no larger than 5 MB.

K. Microsoft Word Files. Save all native word processing and text files in the Microsoft Word format version currently adopted by OCSD with “Word Document” filetype and a “docx” extension.

1. File size shall be no larger than 10 MB.

2. Images shall be added using “Insert - Picture” command from the Microsoft

Ribbon menu.

a. Image files shall not be added to a file using Paste command or an equivalent shortcut. Image files shall not be added to a file using object link and embed (OLE).

b. Image files may hyperlink to a larger version of the image (“thumbnailing”) or to content in another file or elsewhere in the file (“hotlinking”).

c. Any annotations on images shall be made directly in the image file through an image editor rather than through the use of Microsoft Word tools such as “text box”.

L. Engineering Drawings. In addition to native format (for example, AutoCAD .DWG format) and PDF format, all engineering drawings shall also be submitted in the AutoCAD DWF format version (with DWF extension) currently adopted by OCSD.

1. For the purposes of this Specification section, engineering drawings shall be defined as electronically created drawings larger than 8.5 inches x 11 inches in original print size, and produced by a designer or engineer, or by a drafter under the direction of same.

2. Engineering drawings shall be saved with a print size of C, D or E-size.

3. Title block shall be required for each drawing. Title block shall contain the name of equipment manufacturer or supplier, drawing number, designer, drafter, and date of drawing and any updates.

M. PDF Format Files: The PDF files shall be created from original electronic content where possible.

1. The PDF files shall be delivered with disabled security settings to permit subsequent editing, insertion and deletion of material to update the manual provided by the manufacturer.

2. Files shall be optimized to reduce file size. File size shall be no larger than 10 megabytes (MB).

3. When multiple PDF file are required, minimize the total number of PDF files submitted.

4. Scanned PDF files shall be allowed only as specified in the Paragraph entitled

“Scanned Documents” of this Specification section.

5. Documents prepared in PDF format shall be processed as follows:

a. Pages shall be indexed into a table of contents file when multiple files are required.

b. Pages shall be rotated for viewing in proper orientation.

c. Files shall be optimized to allow viewing while the document is being loaded into the viewer (that is, optimize for byte-serving).

d. Bookmarks and embedded thumbnails shall be provided for all files longer than 2 pages. Bookmarks shall be provided for each entry in the Table of Contents.

1) Bookmarks shall have logical descriptions by organization of the document. Headings such as “Section A” or “Chapter 1” without further description shall not be acceptable. Where the bookmark structure is longer than one page the bookmarks shall be collapsed to show the chapter headings only. Drawings shall be bookmarked individually.

2) When multiple files are required, the first file of the series (the parent file) shall list every major topic in the Table of Contents. The parent file shall also include minor headings bookmarked based on the Table of Contents. Major headings whose content is contained in subsequent files (children) shall be linked to be called from the parent to the specific location in the child file. The child file shall contain bookmark entries for both major and minor headings contained in the child file. The first bookmark of any child file shall link back to the parent file and shall read as follows "Return to the Equipment Name Table of Contents", e.g.: “Return to the Polymer Feed System Table of Contents.”

e. The opening view for PDF files shall be as follows:

_{1) Initial View: Bookmarks and Page}

2) Page Number: Title Page (usually Page 1)

_{3) Magnification: Set to “Fit in Window”}

4) Page: Single Page

f. Fonts used within a document shall be embedded within each PDF file unless font type is one of the True Type fonts listed below. Unembedded fonts shall only be in one of the following font styles: regular, bold, italic, or bold italic, and shall only be used in font sizes between 6 and 48 points.

• Arial (including Black and Narrow)

• Bodoni MT (including Black and Condensed)

• Courier New

• Garamond

• Gill Sans

• Georgia

• Goudy Old Style

• Impact

• Swiss 721 BT

• Tahoma

• Times New Roman

• Verdana

N. Scanned Documents: Scanned PDF files shall not be acceptable unless the content was never available electronically to the vendor or the CONTRACTOR and exists only in paper format. Scanned documents shall be created and processed into editable PDF format.

1. Optical Character Recognition (OCR) capture shall be performed on all scanned images, using Adobe Acrobat functionality. Scanned images shall have a scanned resolution of 600 dots per inch (dpi) or higher. OCR settings shall be performed with the “original image with hidden text” option in Adobe Acrobat. OCR shall achieve 99- percent accuracy, defined as less than on (1) percent of alphanumeric characters in any given document being inaccurately recognized.

2. For additional requirements, refer to the Paragraph entitled “PDF Format files” of this Specification section.