Acceptance and Testing for

Quality Turnover to Sustainable

Operations & Maintenance PAUL M. RASCHILLA, PARTNER, AKF GROUP LLC M B A , E P M , C H C , C B C P, L E E D A P, C M V P, C S D P

W I T H MICHAEL CABANLIT, DIRECTOR, PHYSICAL PLANT

COLUM BI A UN I VERS I T Y I N T HE C I T Y OF N EW YOR K

A Registered Provider with The American Institute of Architects Continuing Education Systems. Credit earned on completion of this program will be reported to CES Records for AIA members. Certificates of Completion for Non-AIA members are available on request.

This program is registered with the AIA/CES for continuing professional education. As such it does not include content that may be deemed or construed to be an approval or endorsement by the AIA of any material of construction or any method or manner of handling, using, distributing, or dealing in any material or product. Questions related to specific materials, methods, and services will be addressed at the conclusion of this presentation.

AKF Group LLC is. . . .

1. Learn how to use commissioning to supplement the Design and Construction document process for a better system.

2. Identify the key steps necessary for training O&M staff for better operations and maintenance.

3. Learn how to line up the project contract responsibilities for a quality turnover to operations.

4. Learn about the basic tasks required for a quality acceptance and

turnover process that address system deficiencies.

At the end of the this course, participants will be able to:

Learning Objectives

American Society for Healthcare Engineering of the American Hospital Association (ASHE of the AHA) ASHE published the Health Facility Commissioning (HFCx) Guidelines in 2010 and handbook in 2012. Builds from the ASHRAE & AIA Cx Guidelines Highlights transition to Sustainable Operations and Compliance for Health & Educational Research Facilities

ASHE HFCx Guideline Note A similar handbook for Higher Education would be helpful

Verify that the Contractor installed what was bought by the Owner.

Clearly signals installation completion and warranty start dates.

Reduce the amount and cost of Day 2 Proposed Change Orders.

Improve the end user transition into the new space.

New system O & M training for Energy and Compliance

The Importance of Formal Acceptance and Turnover Process

Programming Phase Design Phase

Construction Phase

Acceptance Phase

Integrated Systems Testing

Post-Occupancy/ Warranty Phase

The Typical Commissioning & Testing Phases

A formal Acceptance Phase is the most important Milestone in the Construction Process

Whether performed by a 3rd party, the House, Owner’s Representative, or GC with A/E/House Witnessing.

Clear contract expectations for Acceptance, Turnover, and Closeout.

OPR + BOD = Construction Documents? CONFIRMED, then

Verified Installation + Validated Performance = ACCEPTANCE

Acceptance Phase Milestones

Roadmap to Final Acceptance

Sequence of Operation Approved

Vendor Startup Forms

Factory Acceptance Tests

QA & SPEC Testing

Equipment Functional Verification

System Performance Verification

INITIAL System Acceptance

Pre-startup Checklist

Final

System

Acceptance

Integration System Tests

Performed

Seasonal Testing and

Final Tie-In

Record Submittals/

Tests/TAB Received

Issues Log Items Completed

What are the expectations for Closeout and Turnover?

Does your team use a Project Closeout Checklist? Is the Commissioning Authority the Acceptance Authority? How do the EOR, Special Inspection and AHJ Inspections overlap? Payment retainage for deliverable enforcement outlined?

Do Contract Deliverables Match Responsibilities?

Deferred Maintenance Project Capital

Local, State and Federal Incentives

Ongoing Repair & Maintenance Budget

New Construction Project Capital

Marketing and Fundraising for Green initiatives and Certification

Continuous improvement is the key to strategic cost efficient success.

Improve the accuracy of future budgets and costs with M & V

Departmental budget for specialty equipment or services

How do we Fund the Acceptance Effort?

Does the Facility have a Turnover Protocol? How do we Closeout a Project? Who for the Owner’s Team is RESPONSIBLE for Accepting the Enclosure, M/E/P and

FP Equipment and Systems? What internal documents have to get updated for Compliance? Can the House maintain and test all this new equipment? Was Operations involved in the project before catching the Turnover?

What’s the Institution’s project flow from Programming to Operations?

COAST from Construction to Operations

COORDINATE with Design, Operations, Commissioning, Inspection and

Contractor Testing

ORGANIZE Responsibilities

ACCEPTANCE Specification Checklist of Contract Deliverables in CD set

SEQUENCE of events and Milestones into schedule

TRANSITION from Performance Requirements to Operations

Develop an Acceptance & Turnover Plan

Acceptance Team Resources

Cx & Testing

Team Management

Plant Operations

Fire Safety & Security

Facilities Design &

Construction

Lab & Research

Contractors

Other AHJs

Engineering Operations

Add LUSTER to the Project

LOG all commissioning related issues and known deficiencies with expected

dates of completion by the contractor.

UPDATE to Operations on progress. SUMMARY of the accuracy and completeness of each system Turnover

package.

TRACK the status of documentation and testing for each equipment and system.

ENCOURAGE the development of acceptance documentation. RECEIVE compliance and energy training.

Expectations for the Acceptance Team

CLOSE the loop with Operations CORRECTIVE action process for defects found during warranty period

LINE-UP Maintenance and CMMS System- Revit/COBIE Data needed

ORGANIZE seasonal or deferred Functional Performance Testing

SELECT responsible champion for the effort until work is completed.

ESTABLISH compliance and energy metrics relative to performance.

Post Operations and Occupancy Acceptance

INSURE Follow-up and Transition to Operations

INVITE with expectations NOTIFY Operations and End Users SIGN IN Sheet and Minutes UNDERSTAND Issues REVIEW Specified Materials EXCEPTIONS to Accepted Systems

Formal Acceptance Meeting Agenda

O & M Staff has been adequately trained;

We understand the building’s energy use and demand;

We have proven out the design and operational performance intent;

The actual control sequences for major systems are clearly documented;

Equipment nameplate information, maintenance, and

potential warranty issues are clearly outlined;

Turnover for Sustainable Operations

A contact list of Installer, Manufacturer and Vendor for each piece of equipment has

been provided with copies of the Warranties

Current O&M practices are updated as to integrate the new equipment into the

ongoing maintenance and compliance documentation effort.

CMMS and service Contracts updated.

Service contracts and regulatory documents amended.

Operations Preparation for Ongoing Compliance

Each project requires an Acceptance and Turnover Plan for Closeout. Clearly identify the roles and responsibilities of each Project Team member.

Highlight contract deliverables during scope review and kick off meetings. The EC, O & M, Closeout, and Turnover Processes are linked.

Assign a responsible party as the Accepting Authority. Better understanding of which Compliance Documentation are affected and require

updates. Reduces the risk of partial acceptance and warranty pit falls. Improves project management, invoicing and change management. Closeout starts at the Project Award to the Design Team.

Commissioning & Testing For Acceptance & Turnover Summary

Questions / Comments

AKF / Paul Raschilla, Partner, CHC, EMP, CBCP, LEED AP / D: 212-500-0454 / PRaschilla@akfgroup.com One Liberty Plaza, 165 Broadway, 22nd Floor / New York, NY 10006 / www.akfgroup.com BALTIMORE/ BOSTON / MEXICO CITY / MINNEAPOLIS / NEW YORK / PHILADELPHIA / PRINCETON / PUEBLA / STAMFORD

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