SECTION 01771
CONTRACT RECORD DOCUMENTS
The following language shall be included minimally in this specification section and supplemental to
language normally supplied by the architect. The architect is to modify and/or expand the language as
appropriate to the project.
01771
CONTRACT RECORD DOCUMENTS
PART 1 – GENERAL
1.1 SUMMARY
A. This Section includes requirements for Contract Record Documents required prior
to closeout, including, but not limited to, the following:
1. As-Built/Mark-Up Documents.
2. Operation and Maintenance Manual.
3. Guarantee
1.2 AS-BUILT/MARK-UP RECORD DOCUMENTS
A. As-Built/Mark-Up Drawings: Maintain one set of full size hard copy set of
Contract Plans at the site dedicated for use as an As-Built/Mark-Up Set. Produce
and deliver one hard copy and one set of CAD files of As-Built/Mark-Up
Drawings for the Owner’s review and approval. Submit final approved hard copy
and CAD files of As-Built/Mark-Up record documents at substantial completion.
CAD files shall conform to the Brown University CAD Deliverable Guidelines.
Survey work shall conform to Brown University Survey Control Standards.
Brown University Survey Control Standards and CAD deliverable Guidelines are
available on-line as part of the Brown Construction Standards/General
Requirements at www.brown.edu/Facilities/Facilities_Management.
1. Mark up plans as construction progresses and maintain continuously during
the project.
2. Maintain the As-Built/Mark-Up Set available for review by the Architect,
Owner, and Owner’s representatives.
3. Failure to maintain accurate as-built mark-ups will constitute sufficient
justification for withholding payments to the Contractor.
4. The corrections on the As-Built/Mark-Up set shall be incorporated into
original contract plan CAD files for final delivery to the Owner.
5. The plans shall be marked to show deviations in actual construction from the
contract drawings. Deviations shall be shown in the same general detail
utilized in the contract drawings. The drawings shall show the following
information, but not be limited to:
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CONTRACT RECORD DOCUMENTS
a. Locations and descriptions of any utilities constructed or located within
the construction limits. Provide survey point numbers on the plans for
reference.
b. Locations and dimensions of changes within the facility.
c. Changes in grade, alignment, location, elevations, details, and dimensions
of all work including facilities, structures, roads and utilities.
d. Incorporate approved sketch (SK) drawings.
e. Where the contract drawings show options, show only the option used in
construction
1.3 OPERATION AND MAINTENANCE MANUAL
A. Assemble a complete set of Operation and Maintenance (O&M) Manual
indicating the operation and maintenance of each system, subsystem, and piece of
equipment not part of a system. The O&M Manual shall be submitted in threering binders with type written labels, table of contents, and section dividers.
Manual shall be organized sequentially utilizing the Construction Specification
Institute (CSI) 16 Division numbering/schedule.
B. Produce and submit one draft O&M Manual to the Maintenance Programs
Manager four (4) weeks before Substantial Completion or after the last submittal
is approved for review and comment. The format and draft manual must be
approved prior to final submission.
C. Submit final approved O&M Manual prior to Substantial completion. Final
submission shall include three hard copies and one electronic copy. The
electronic copy shall be in a format approved by the Brown University Project
Manager.
D. The manual is to include, but is not limited to the following minimum
requirements (additional requirements for the O&M may be found in the
Specifications):
1. Label the outside of binder with the Facility Name and Project Title
2. Table of Contents
3. Emergency contact list with contact names and twenty-four (24) hours contact
information for use during the guarantee / maintenance period
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4. Project directory with contact information for Owner’s Representative,
Architect, design sub-consultants such as mechanical and electrical engineers,
Contractor, Subcontractors and vendors. Include firm name, contact names,
addresses and phone numbers
5. Summary of the scope of work of the project including any changes
6. Sequence of Operations. Description of how systems work.
7. Schedule summary including start date, completion date, and start and end
date of the project Guarantee.
8. Copy of Certificate of Occupancy (if applicable)
9. Copy of the executed Certificate of Substantial Completion (if applicable)
10. Contractor’s project guarantee letter
11. Subcontractor guarantee letters
12. Special guarantees and warranties such as roofing, waterproofing, windows
and doors as applicable.
13. Final as-built finish schedule, keyed to reduced size floor plans. One Line
diagrams (11x17) to be submitted for all applicable areas (Electrical,
Mechanical, HVAC, Plumbing, Fire Alarm & Controls). One Line diagrams
Valve Lists and Charts to be framed and installed in appropriate areas.
14. Instructions, wiring diagrams, maintenance requirements, maintenance
agreements, lubrication schedules, flow diagrams, valve charts, filter
schedules, light bulb replacement schedule and other important information
arranged by CSI format (follow the specification table of contents).
15. Complete electronic format of the Building Equipment Templates Excel for
all new equipment. Completed forms are to be included in the appropriate
O&M Manual section(s). Coordinate with the Project Manager when manual
forms are to be submitted in lieu of electronic forms. The template, entitled
“Building Input Data” is available in electronic format via the Brown
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University web site as part of the Brown University Construction Standards,
Division 00, located at www.Brown.edu/Facilities/Facilities_Management/.
16. Equipment performance test results, including Balancing Report, are required
in the O & M Manual.
17. Provide required training to the Operations department once the O&M
Manuals have been approved.
18. Project Turnover to Operations Department: At the time of Substantial
Completion, the Contractor shall coordinate with the Brown University
Project Manager to schedule a project turnover meeting. This meeting shall
include the Brown University Project Manager, Contractor, Sub-Contractors,
Architect/Engineers (if applicable), Brown Operations Trades representatives
and Brown Engineering. At the meeting, an overview of the project will be
followed via a power point presentation to be initiated by brown University
and completed by the Contractor.
1.4 GUARANTEE
A. At substantial completion of all work as certified by the Owner and
Architect/Engineer, the Contractor shall deliver a Letter of Guarantee to the
Owner. This guarantee certifies that the Contractor shall promptly replace or
repair any defects in equipment, materials or workmanship that becomes apparent
within one (1) year from the date of substantial completion.
B. The guarantee shall include repairs and corrections to pipe covering, paint,
woodwork, or any other material and equipment caused to be imperfect due to
defective workmanship or materials. All direct and consequential repairs shall be
entirely at the expense of the Contractor.
C. Additional manufacturers' warranties shall be supplementary to this guarantee.
D. TWENTY-FOUR (24) HOUR SERVICE:
The Contractor shall provide a telephone number that the Owner may call on a
twenty-four (24) hour-per-day basis to receive immediate repairs and service,
during the Guarantee period. If the Owner is unable to contact the Contractor to
obtain service, the Owner shall arrange for service from another service provider
or University employees and shall charge the expenses to the Contractor. The
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CONTRACT RECORD DOCUMENTS
University shall expect prompt payment. During the course of construction, the
Contractor shall supply a telephone number that the Owner may call on a
twenty-four (24) hour-per-day basis for emergency repairs or service made
necessary because of Contract work in progress.
Coordinate with the Project Manager to complete and file with Facilities Service
Response Center the Emergency Procedure Form located at the end of this
Section. The form can be found electronically via the Brown University web
site as part of the Brown University Construction Standards/Division 00,
www.Brown.edu/Facilities/Facilities_Management/.
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BUILDING INPUT DATA
This form must be filled out and given to
Preventative Maintance Coordinator
Preparer:
Date:
Contractor/Engineer Performing Work:
EQUIPMENT INSTALLED
Building:
Address:
Equipment Name and/or Identification:
Room Location:
Service:
Manufacturer:
Model #:
Serial #:
Volts / Phase / Hz:
Date Installed:
Warranty Expiration Date:
Area / Perimeter Served:
EQUIPMENT REMOVED
Equipment name and/or Identification:
Manufacturer:
Model #:
Serial #:
Date Removed / Disposed:
PERTINENT INFORMATION REQUIRED
SIZE / PART NUMBER
QUANTITY
DESCRIPTION
Air Filters (Pre/Finals) Req:
DESIGN
R.P.M:
G.P.M:
C.F.M.:
Ampheres:
EWT:
LWT:
EAT:
LAT:
BTU / Hr.:
MBH:
ACTUAL
ACTUAL
Horsepower:
Fuel (Gas/Oil:)
Refrigerant Type:
Refrigerant Charge (Qty:)
Boiler Horsepower:
Discharge Head in Feet:
V-Belts (Part # / Qty:)
Mechanical Coupling Part #:
Mechanical Seal Part #:
Static Pressure:
Comments:
Signature:
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EMERGENCY PROCEDURE
BROWN UNIVERSITY
Enter project description and building name here
This sheet is your reference for immediate access to the people and vendors that made this
project happen. However, in case of emergency, please call the following:
1)
#
Name & Title
Mobile #
Home
or
or
2)
If the above are unreachable, call enter contact name and number for someone that can
be reached any time.
3)
Below is a list of subcontractors for this project. You are encouraged to call them
directly when appropriate for immediate resolution.
Most Important Emergency #s:
HVAC Sub:
Main
#: #
Main
24 hr. S
Contact:
24 hr. service #:
Main #
Title:
Cell:
Email:
Electrical:
Main #:
24 hr. S
Contact:
24 hr. service #:
Main #
Title:
Cell:
Email:
Plumbing:
Main
#: #
Main
24 hr. S
Contact:
24 hr. service #:
Main #
Title:
Cell:
Email:
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Fire Protection:
Main #:
24 hr. S
Contact:
24 hr.
#: #
24 service
hr. Service
Main #
Title:
Cell:
Email:
Security:
Main
#: #
Main
24 hr. S
Contact:
24 hr. service #:
Main #
Title:
Cell:
Email:
Telcom:
Main #:
24 hr. S
Contact:
24 hr.
#: #
24 service
hr. Service
Main #
Title:
Cell:
Email:
Other Subcontractors:
Name:
Main #:
24 hr. S
Contact:
24 hr. service #:
Main #
Title:
Cell:
Email:
Name:
Main #:
24 hr. S
Contact:
24 hr. service #:
Main #
Title:
Cell:
Email:
END OF SECTION 01771
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FACILITIES MANAGEMENT
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