![Page 1: InControl DFMshare.dfmsystems.com/sales/dfm23.pdf · DFM SYSTEMS – IRELAND, QATAR, NEW ZEALAND, AUSTRALIA, USA SAMPLE SPECIFICATION FOR DIGITAL SAFETY FILE SYSTEM PROJECT HANDOVER](https://reader036.vdocuments.us/reader036/viewer/2022071212/6024b42a8960720d690aa7fc/html5/thumbnails/1.jpg)
InControl DFM
For BIM Level 2 Handover
![Page 2: InControl DFMshare.dfmsystems.com/sales/dfm23.pdf · DFM SYSTEMS – IRELAND, QATAR, NEW ZEALAND, AUSTRALIA, USA SAMPLE SPECIFICATION FOR DIGITAL SAFETY FILE SYSTEM PROJECT HANDOVER](https://reader036.vdocuments.us/reader036/viewer/2022071212/6024b42a8960720d690aa7fc/html5/thumbnails/2.jpg)
DFM SYSTEMS – IRELAND, QATAR, NEW ZEALAND, AUSTRALIA, USA www.dfmsystems.com
O&M DOCUMENTATION
We recognize the fact that over 80% of the Life Cycle cost of a building occurs after
construction and these costs are heavily influenced by the quality of the Operation and
Maintenance information passed to the building owner at project handover.
We are a specialist company with over 15 years’ experience in producing high quality
project handover documentation and have developed a unique method of integrating
O&M manuals, Tech Data Sheets, Commissioning records etc. with a 3D model as
part of a BIM handover to BIM Level 2. Our integration provides a seamless bridge between the 3D geometry
model and the handover documentation (Safety File and O&M Manuals) giving the end user (building owner) easy
access to the handover documentation either through a user friendly safety file interface or through the 3D model
without overloading the 3D model. The solution means that the end user can easily update the handover / O&M
file without needing to update the 3D model unless the geometry has changed.
Documentation contained in the Digital O&M system will include all as-built drawings, technical and product data
for all work packages, operating & maintenance procedures, a detailed as-built asset register, warranty information
and all compliance and commissioning certification – all linked to the 3D Model.
All data is organised by category of information which can be filtered to quickly find specific types of information.
All information goes through a strict internal review process for completeness and accuracy before delivery to the
client on practical completion of the project.
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DFM SYSTEMS – IRELAND, QATAR, NEW ZEALAND, AUSTRALIA, USA www.dfmsystems.com
The Digital O&M Manual system also provides an innovative use of QR Codes to provide instant access to vital
O&M information by placing a small QR Code label on or next to a building element.
The Object / Asset Register available through InControl DFM (Digital Facility
Manual) can be used to create a QR Code which can then be placed on elements
of the building, individual assets etc. to allow a maintenance technician “read”
information about the element or asset using a smart phone or tablet device.
Use any smart phone or tablet camera to scan the QR Code and gain immediate access
to information (even without 3G or WiFi connection).
The fields of information in the asset register can include the following:-
a) Asset Tag
b) Equipment Title
c ) M o d e l
d) Supplier Name
e) Supplier Contact
f) Supplier Telephone Number
g) Locat ion
h) Link to Digital O&M Manual – (Hosted on website, containing O&M
Manuals, Technical Data, Drawings, maintenance schedules, etc).
PAS1192
All handover documentation is formatted to comply with the requirements of PAS1192 Parts 3 & 4 using Uniclass
2015 as the classification system. Data drops can be provided as required by PAS 1192 to ensure that a full
handover file is available for PC.
UNICLASS 2015
Uniclass 2015 is the classification system referenced in PAS1192 and is a classification that can be used to
organise information throughout all aspects of the design and construction process. Adopting a standard
classification facilitates interoperability between different systems and ensures that information collected during
design and construction is seamlessly transferred to the Digital Safety File and COBie deliverables at project
handover.
COBIE
COBie is a non-proprietary data format for the exchange of a subset of building information between Building
Information Modelling software and operation and maintenance software focusing on delivering asset data rather
that geometric information. It is formally defined as a subset of the Industry Foundation Classes (IFC - the
international standard for sharing and exchanging BIM data across different software applications).
InControl DFM can import and export COBie Data which can then be delivered as part of the final handover. This
could include COBie data on all components in the 3D model rather than just the “managed” iems of plant and
equipment (managed assets)
IFC MODEL
We use IFC files to create the 3D model linked to the Digital Safety File. Separate IFC files from each discipline on
the project can be merged (federated) to produce a single IFC model for use on a project.
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DFM SYSTEMS – IRELAND, QATAR, NEW ZEALAND, AUSTRALIA, USA www.dfmsystems.com
BIM INTEGRATION
BIM integration is provided through the use of IFC formatted files. Links are provided between the asset register
and the BIM model which allows users to select an item in the model and go directly to every document associated
with that item in the Digital Facility Manual.
1. All objects in the model are linked to the Digital Safety File - this includes Managed Assets and other
objects such as ductwork, pipework, valves etc.
2. Click on the link and go directly to the Digital O&M Manual - opens on the section containing the item
selected in the model.
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DFM SYSTEMS – IRELAND, QATAR, NEW ZEALAND, AUSTRALIA, USA www.dfmsystems.com
ASSET REGISTER
1. Assets grouped by systems
2. Location information available
3. Warranty and Maintenance information included for all assets
4. Full Suppliers CRM included for all assets
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DFM SYSTEMS – IRELAND, QATAR, NEW ZEALAND, AUSTRALIA, USA www.dfmsystems.com
VIEW ALL DOCUMENTS
All documents relating to a component or item of plant is stored in a single location and accessed directly from the
3D model.
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DFM SYSTEMS – IRELAND, QATAR, NEW ZEALAND, AUSTRALIA, USA www.dfmsystems.com
SAMPLE SPECIFICATION FOR DIGITAL SAFETY FILE SYSTEM
PROJECT HANDOVER DOCUMENTS
PREPARATION
A Digital Facility Manual (DFM) shall be developed and issued electronically on CD / DVD in line with BSRIA Guides BG 2/2004 and BG 1/2007.
The DFM should be compiled to comply with the requirements of PAS 1192-3:2014 and should be compiled and produced by a Specialist Technical Author with experience in the production of Project Handover Files and Operation and Maintenance Manuals for small and large projects.
The DFM shall incorporate Health and Safety information, Operation and Maintenance instructions, General Project Information and all contact information and shall be a comprehensive information source and guide for the Client and end users, providing information on the Building, its intended performance, its systems and enabling it to be operated and maintained efficiently and safely. The DFM shall also include all documentation required under the Building Control (Amendment) Regulations 2014.
The DFM should delivered in digital format and issued on CD or DVD suitable for use on computers with a Microsoft Windows Operating System. The DFM and all its elements should be collated and managed by The Specialist Technical Author and delivered to the PSDP (Project Supervisor Design Process) at Project Handover (PC). The Specialist shall be engaged at project start and will be required to work closely with the Main Contractor (PSCS) to ensure that all handover documentation is accurate and complete and available in the DFM at handover.
The format and presentation of the DFM shall be that as provided by DFM Systems (http://www.dfmsystems.com) or similar and equal.
LAYOUT
The DFM should be presented using a user friendly menu system, giving complete access to all information from a single screen, using additional supporting screens as required. Navigation through the data should be clear and intuitive, allowing all information relative to each element or service to be access in a logical and accessible manner.
The DFM shall be organised into 7 sections (digital volumes) as detailed below, each section shall contain as many sub-sections as required to suit the project scope. Each sub-section should be able to contain many further sub-sections as needed for clarity / organising of information. Additional sections should be provided if necessary for Specialist Systems i.e. clients dedicated Security or I.T. Services etc.
SECTION 1 – GENERAL PROJECT INFORMATION
The information in this section should include the following (where relevant):- 1. General description of the building including Location Plan and Site Map. 2. Details of the building ownership, 3. Statutory Certificates and legal documents i.e.Planning Permission, Fire Certificate, Opinions on
Compliance etc. 4. Details of all Public Utilities and Underground Services entry points. 5. Sustainability Strategy for the building(s) including drawings, illustrations, diagrams etc as appropriate, 6. Universal Access / emergency evacuation strategy for the building including drawings, diagrams etc as
appropriate. 7. Building Control Inspection Plans and evidence of compliance with the requirements of the Building Control
(Amendment) Regulations 2014.
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DFM SYSTEMS – IRELAND, QATAR, NEW ZEALAND, AUSTRALIA, USA www.dfmsystems.com
SECTION 2 – SAFETY AND FIRE PROTECTION
The information in this section should include the following (where relevant):- 1. Fire Safety Strategy for the building(s) including drawings showing emergency escape routes, location of
emergency and fire fighting systems services shut-off valves etc. 2. Fire Alarm Strategy including the Cause and Effect matrix. 3. Details of all Fire Protection measures – both Passive and Active i.e. Fire Doors, Smoke Extraction etc. 4. Universal Access / emergency evacuation strategy for the building(s) including drawings, illustrations,
diagrams etc as appropriate, 5. A list of any general design risks / residual risks / hazards relevant to the future operation and maintenance
of the buildings(s) – Specific design risks / residual risks / hazards relevant to individual services, systems or elements to be listed in that particular element sub-section.
SECTION 3 – BUILDING STRUCTURE
The information in this section should include the following relative to the Building Structure and external works
(organised in separate subsections for each element and grouped by the type of information):- 1. Design Brief / Specifications 2. Architect – an overview of how the building was constructed and how it is intended to achieve its
performance and other objectives including Design Changes, Services Capacity, Energy Conservation / Environmental performance reports and audits where relevant.
3. Structural – Descriptions, Surveys and reports. Basis of Design (Structural Design Principles including details of allowable loadings / restrictions / pressure & structural maintenance requirements.
4. Sub-Section for each specific work package / construction element to include Description / Scope of Works as well as specifics on materials or procedures which may present significant residual hazards with respect to cleaning, maintenance or deconstruction/recycling/demolition.
5. Maintenance and Cleaning procedures for each element as appropriate, 6. As-Built Drawings (in PDF or DWF format). 7. Manufacturers project specific literature including Data sheets and O&M instructions. 8. Guarantees, Warranties and Certification as appropriate including compliance reports etc
SECTION 4 – BUILDING FABRIC AND FINISHES
The information in this section should include the following relative to the Building Internal Fabric and Finishes
(organised in separate subsections for each element and grouped by the type of information):- 1. Design Brief / Specifications for each element / finish 2. Sub-Section for each specific work package / element or finish to include Description / Scope of Works as
well as specifics on materials or procedures which may present significant residual hazards with respect to cleaning, maintenance or deconstruction/recycling/demolition.
3. Fittings and Component Schedules such as Doors, Ironmongery, Finishes, Signage etc. 4. Maintenance and Cleaning procedures for each element as appropriate, 5. As-Built Drawings (in PDF or DWF format). 6. Manufacturers project specific literature including Data sheets and O&M instructions. 7. Guarantees, Warranties and Certification as appropriate including compliance reports etc
SECTION 5 – LIFTS AND ESCALATORS
The information in this section should include all information relative to Lifts and Escalators
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DFM SYSTEMS – IRELAND, QATAR, NEW ZEALAND, AUSTRALIA, USA www.dfmsystems.com
SECTION 6 – ELECTRICAL SERVICES
The information in this section should include the following relative to the Electrical Services (organised in separate subsections for each service /system and grouped by the type of information)
1. Design Brief / Specifications for each service/system detailing the Basis of Design Approach-Method including any performance benchmarks that the designer used in calculations.,
2. Description / Scope of Works written to ensure that the Employer's staff fully understand the scope and facilities provided.
3. Schematics / diagrams for each system indicating principle items of plant and equipment. 4. Plant and Equipment Schedules 5. Fully detailed Asset register for all items of plant and equipment detailing their location, duties and
performance figures. Each item to include the supplier and manufacturer contact details. 6. Maintenance and Cleaning procedures for each element as appropriate including frequency schedules etc 7. As-Built Drawings (in PDF or DWF format) indicating the location of all buried or concealed isolating valves. 8. Manufacturers project specific literature including Data sheets and O&M instructions. 9. Guarantees, Warranties and Certification as appropriate including compliance reports etc 10. All Testing and Commissioning documentation. 11. Specifics on materials or procedures which may present significant residual hazards with respect to
cleaning, maintenance or deconstruction/recycling/demolition. 12. Recycling / Disposal Procedures 13. Spare Parts recommended 14. Fault Finding recommendations
SECTION 7 – MECHANICAL SERVICES
The information in this section should include the following relative to the Mechanical Services (organised in separate subsections for each service /system and grouped by the type of information)
1. Design Brief / Specifications for each service/system detailing the Basis of Design Approach-Method
including any performance benchmarks that the designer used in calculations. 2. Description / Scope of Works written to ensure that the Employer's staff can fully understand the scope and
facilities provided. 3. Schematics / diagrams for each system indicating principle items of plant and equipment. 4. Plant and Equipment Schedules 5. Fully detailed Asset register for all items of plant and equipment detailing their location, duties and
performance figures. Each item to include the supplier and manufacturer contact details. 6. Maintenance and Cleaning procedures for each element as appropriate including frequency schedules etc 7. As-Built Drawings (in PDF or DWF format) indicating the location of all buried or concealed isolating valves. 8. Manufacturers project specific literature including Data sheets and O&M instructions. 9. Guarantees, Warranties and Certification as appropriate including compliance reports etc 10. All Testing and Commissioning documentation. 11. Specifics on materials or procedures which may present significant residual hazards with respect to
cleaning, maintenance or deconstruction/recycling/demolition. 12. Recycling / Disposal Procedures 13. Spare Parts recommended 14. Fault Finding recommendations
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DFM SYSTEMS – IRELAND, QATAR, NEW ZEALAND, AUSTRALIA, USA www.dfmsystems.com
ASSET REGISTER
A fully populated Asset Register should be provided within the DFM in a searchable database table. The Asset Register should contain detailed information on all elements of plant and equipment, FF&E and building fabric including model numbers, supplier, manufacturer, warranty information, maintenance requirements and quantities.
All information relative to each item in the Asset Register such as O&M procedures, drawings and other documents should also to be linked to the item using a cross-reference type link. The User of the DFM should be able to view any linked information directly from the Asset Register without having to navigate to other sections of the Project Safety File.
QR CODES
The system should be able to produce QR Codes for all or a selected set of objects within the Asset Register. Each QR Code should contain the Asset Tag, Item Title, Model Number, Service contact details and maintenance frequency at a minimum.
DRAWINGS
All drawings should be organised and located within each of the above sections as relevant. Cross reference linking should also be possible for each section so that any drawing can be made available in multiple places throughout the DFM.
PROJECT DIRECTORY
A separate Project Directory should be provided within the DFM in a searchable database table.
SUPPLIER / MANUFACTURER DIRECTORY
A separate Supplier / Manufacturer Directory should be provided within the DFM in a searchable database table. The Supplier Directory should also link to the Asset Register and allows easy access to the supplier contact details directly from the Asset Register.
OBJECT BASED
The entire DFM should be object based. All information in the DFM should be linked to at least 1 object (building element or asset) so that all information relative to an object (building element or asset) is linked to that object.
BUILDING INFORMATION MODEL (BIM)
The DFM should be integrated with a 3D model viewer (free 3D viewer such as Solibri Model Viewer) to facilitate the navigation of the DFM through the 3D model. The integration sould be based on IFC file format and not depend on specific 3D authoring software. Clicking on an object in the model should open the DFM to present the information and documents available for that object with a single button click.
CAFM / CMMS EXPORT
All information contained in the DFM should be stored in a database structure and an export function should be provided within the DFM to ensure that information gathered throughout the project construction phase can be exported in CSV format for use in a CAFM or CMMS system by the clients FM team without the need for re-entry post-handover.
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DFM SYSTEMS – IRELAND, QATAR, NEW ZEALAND, AUSTRALIA, USA www.dfmsystems.com
WEB ENABLED – NOT WEB BASED
At project completion the DFM should be issued on CD/DVD so that it can be made available over the clients LAN without the need for continued annual licensing or subscription costs. The completed DFM, including all data, software to view and manage the DFM and any other associated utilities, software, viewers etc. shall become the property of the client once handed over at PC.
The DFM should also be made available as a hosted service if the clients wishes to access the DFM over the Internet as an optional additional cost.