5.10  Records and Documentation18

The Contractor shall within [♦] days of the issue of the Acceptance Certificate issue a [Facility Manual] which shall contain the following information in respect of the Facility.  

•  introduction to the Project and introduction to the volume of the manual;

•  description of any constraints designed into the Facility;

•  a description of the zones requiring maintenance and the timing of such maintenance;

•  life expectancy in normal use of the various elements of the Facility;

•  a schedule of guarantees, warranties;

•  copy Certificate of Service Commencement;

•  copy Fire Certificate and final approval of works;

•  copy Building Regulations Certificate;

•  copy of Planning Consent and other Approvals;

•  copy of water bylaw compliance certificate and statement of conformity to current water legislation and regulations;

•  health and Safety Plan and other Health and Safety documentation;

•  COSHH and risk assessment statements;

•  list of mandatory certificates;

•  drawing register for all 'as built' drawings cross referencing them to the volume of the manual which contains them;

•  complete set of 'as built' drawings and calculations;

•  full technical description of each of the systems installed or element of the works, written to ensure that the user's staff fully understand the scope and facilities provided;

•  a technical description of the mode of operation of all systems;

•  diagrammatic drawings of each system indicating principal items of Plant, Equipment, valves etc;

•  legend for all colour-coded Utility Services;

•  detailed asset register (system by system) of plant, equipment, valves, etc, stating their locations within the building, duties and performance figures.  Each item of plant, equipment, valves etc, installed shall have a unique code number cross-referenced to the record and diagrammatic drawings and schedules;

•  the name, address and telephone number of the manufacturer of every item of plant, equipment, materials together with catalogue list numbers or datasheets as appropriate;

•  manufacturer's technical literature for all items of plant and equipment, assembled specifically for the project, excluding irrelevant matter and including detailed drawings, electrical circuit details and operating and maintenance instructions;

•  a copy of all Test Certificates (including but not limited to electrical circuit tests, pressure tests, flow tests, audibility tests, corrosion tests, type tests, works tests, start and commissioning tests) for the installations and plant, equipment, valves, etc, used in the installations;

•  starting up, operating and shutting down instructions for all equipment and systems installed;

•  control sequences for all systems installed;

•  schedules of all fixed and variable equipment settings established during commissioning;

•  procedures for seasonal changeovers;

•  detailed recommendations as to the planned preventative maintenance frequency and procedures which should be adopted to ensure the most efficient operation of the Facility and its systems;

•  lubrication schedules for all lubricated items of plant and equipment;

•  a list of normal consumable items, their current supplier, order reference code and cost;

•  a list of spares recommended to be kept in stock by the user include, their current supplier, order reference code and cost.  This list should be items subject to wear or deterioration and which may involve the user in extended deliveries when replacements are required at some future date;

•  procedures for fault finding;

•  emergency procedures, including telephone numbers for emergency services;

•  lock and key schedules; and

•  schedule of security devices.

The cover, spine and inside cover of each volume shall note the Project title, title of the volume, and volume reference number.

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18 All documentation to be provied will be determined on a project specific basis.
DN: Is this instructions to bidders or should this be in contract or service specification? Concern will be that Independent Certifier cannot issue certificate until all this information is provided.