As-Built Technical Specification for building Projects · PS2 – A statement issued by design professionals who have reviewed the work of the designer as confirmation that the building

As-Built Technical Specification for building Projects

Document Structure For each section the following requirements will be defined:

1. Definition

2. Reason for needing information

3. Form of delivery

4. Time frame to deliver information

5. Main party responsible for data delivery

6. Where the information should reside

Each of the following Data types will have their own section:

1. Drawings

a. PDF

b. DWG

2. Legal Documentation

a. Consents

i. Supporting Documents

ii. Conditions

iii. Compliance Schedule

iv. List of Inspections

v. Section 51 Form – The Building Consent

b. Practical Completion Document

c. Code Compliance Certificate

d. Certificate for Public Use

e. Building Location Certificate

3. Project Team and Contact numbers

4. Schedule of Finishes

5. Certificates of Compliance

6. Producer Statements

i. PS1

ii. PS2

iii. PS3

iv. PS4

7. Guarantees / Warrantees

8. Assets

a. Asset Lists

b. Asset Ownership

9. Planned Preventive Maintenance

a. SOP where applicable

10. Operation and Maintenance Manuals

a. SOP where applicable

11. Technical Specification Manual (Brochures)

12. Appendix

Details Section

1a) PDF Drawings

Definition:

A complete set of Building Drawings, preferably “as built”, shall be supplied in Adobe Acrobat v7.0 or

higher (PDF). The PDF Drawing set should be a complete set and contain the final issue of all

drawings issued during the project. Disciplines typically covered but not limited to will be;

Architectural, Structural, Civil, Electrical, Hydraulic Services, Mechanical Services, Fire Protection

Systems, Security Systems, etc.

Reason:

Christchurch International Airport Limited (CIAL) wishes to have a complete record of the

construction drawings for future reference.

Form:

The PDF Documents will be in Adobe Acrobat v7.0 or similar. They will be delivered on a CD/DVD or

other electronic medium.

Time frame:

All drawings are expected to be delivered no later than 3 months after Practical Completion as

defined in the practical Completion Document.

Party Responsible:

The Main Consultant will be responsible for the delivery of the PDF drawing set and will compile the

set together obtaining all drawings from all consultants and sub-contractors.

Where the Data is kept:

Project PDF drawing files will be files into CIAL’s Document Management System for easy retrieval.

1b) CAD Drawings (either AutoCAD or MicroStation)

Definition:

A complete set of Building Drawings, preferably “as built”, shall be supplied in AutoCAD v2009

(DWG) format or higher or MicroStation V8i (DGN) format or higher. The CAD Drawings will be a

complete set and contain the final issue of all drawings issued during the project along with any x-

reference or reference files, base files and title blocks that are needed to display the whole drawing.

Disciplines typically covered but not limited to will be; Architectural, Structural, Civil, Electrical,

Hydraulic Services, Mechanical Services, Fire Protection Systems, Security Systems, etc.

Reason:

Christchurch International Airport wishes to have a complete CAD record of the construction

drawings for future reference. This CAD information may be required for future extensions to the

project. It will aid in the draughting process of those projects and may represent a significant

reduction of cost in production of any drawings associated with these projects.

Form:

The CAD drawings will be AutoCAD v2009 (DWG) format or higher or MicroStation V8i (DGN) format

or higher. They will be delivered on a CD/DVD or other electronic medium.

Time frame:

All drawings are expected to be delivered no later than 3 months after Practical Completion as

defined in the practical Completion Document.

Party Responsible:

The Main Consultant will be responsible for the delivery of the CAD drawing information and will

collect all relevant CAD files together from all participants involved.


Project CAD information will be held within the Draughting offices’ data storage system. Standard

base information will be updated into CIAL’s CAD base file system for use in day-to-day draughting

requirements.

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2a) Consents

Definition

These documents represent the ability to do the construction work in the first place and key

documents after the construction work is complete. Documents we should have are;

Code Compliance Inspection List.

Building Consent Conditions / Advice Notice from the Council.

The Compliance Schedule as issued by the Council.

The Building Consent Form, Section 51 of the Building Act 2004 (The actual Consent).

Supporting Consent Documents that may include Consent Drawing Set and some

Manufactures Information.

Land Use resource Consent as issued by the Council (This document is normally sent directly

to CIAL and filed into SharePoint).

Reason:

There is a Legal requirement that we hold onto these documents for future referral if required.

Form:

A signed and dated copy of the document where a signature is required. A PDF copy of the

document.

Time frame:

Document should be presented at Practical Completion or when Council has produced the

document.

Party Responsible:

Main Contractor, Consultant or City Council.


The form should be in section 2 of the Project Close-out Folder. A scanned copy will be kept in CIAL’s

Document Management System for easy retrieval.

2b) Practical Completion Certificate

Definition:

This should include the signed and dated document from the Main Contractor stating that the

contract works have been inspected and qualified for practical completion.

Reason:

CIAL needs a copy of this document so it can manage Warranty time span.

Form:

A signed and dated copy of the document.

Time frame:

Document should be presented at Practical Completion.

Party Responsible:

Main Contractor




2c) Code Compliance Certificate

Definition:

This should include the Code Compliance Certificate issued by Christchurch City Council stating that

the council is satisfied, on reasonable grounds that the building work complies with the building

consent.

Reason:

CIAL needs a formal record of this document for Legal purposes.

Form:

A signed and dated copy of this document.

Time frame:

Within a reasonable time after practical completion.

Party Responsible:

Christchurch City Council.




2d) Certificate for Public Use

Definition:

This should include the Certificate for Public Use issued by Christchurch City Council stating that the

council is satisfied that the public can safely use the premises.

Reason:


Form:


Time frame:


Party Responsible:





2e) Building Location Certificate

Definition:

This should include the Certificate issued by Christchurch City Council stating that the foundation /

floor slab has been set out in accordance with the measures shown on the certificate.

Reason:


Form:


Time frame:


Party Responsible:





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3) Project Team and Contact numbers

Definition:

A list of all main contacts with title, company name, contact name, phone and Fax for all main

personnel involved in the construction project. This includes all main contractors and sub-

contractors, all consultants / project management involved and a client contact.

Reason:

This list helps if any problems arise during Maintenance Period or if there is a need for Maintenance

later on during the life cycle of the asset.

Form:

A printed list.

Time frame:


Party Responsible:

Main Consultant.




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4) Schedule of finishes

Definition:

A list of floor and wall finished for both exterior and interior of the building. Colour, linings and

coatings need to be listed.

Reason:

Quite often the first thing that suffers damage is the floor and wall coverings. Having quick access to

colours and types makes building maintenance easier.

Form:

A schedule or list.

Time frame:


Party Responsible:

Main contractor should put together the complete list with information obtained from the sub-

contractor involved with the finish.




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5) Certificates of Compliance

Definition:

These certificates are a written record of compliance of the service / object with the relevant New

Zealand Standard. Certificates of Compliance are generally issued for but not limited to Electrical

Compliance, Mechanical, etc.

Reason:


Form:

A signed and dated copy of these documents.

Time frame:


Party Responsible:

Sub-contractor responsible for installing the service / object.


The form should be in section 5 of the Project Close-out Folder under headings for each Trade. A

scanned copy will be kept in CIAL’s Document Management System for easy retrieval?

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6) Producer Statements

Definition:

PS1 – A statement by design professionals as confirmation that the building work has been

designed in accordance with certain standards and complies with the New Zealand Building

code.

PS2 – A statement issued by design professionals who have reviewed the work of the

designer as confirmation that the building work has been designed in accordance with

certain standards and complies with the New Zealand Building Code.

PS3 – A statement issued by the contractor who has performed the building work as

confirmation that the building work is in accordance with the consented plans and the

Building Code.

PS4 – A statement issued by the design professional who has reviewed the work of the

contractor as confirmation that the building work has been carried out in accordance with

the consented plans and the Building Code.

Reason:


Form:


Time frame:


Party Responsible:

Sub-contractor / Contractor / consultant responsible for installing the service or reviewing it.


The form should be in section 6 of the Project Close-out Folder under headings for each Trade /

Service. A scanned copy will be kept in CIAL’s Document Management System for easy retrieval?

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7) Guarantees / Warranty

Definition:

These statements define the time that the object or work will be under Warranty for and are signed

and dated by the representative of the contractor / sub-contractor that is responsible for the object

or work. A Warranty Schedule is to be produced. This schedule should show the Practical Completion

Date and a list of Trade / Items with a Warranty Period indicated from practical completion. An

example is attached to the Appendixes (Appendix 1).

Reason:

For determining responsibility when a failure occurs.

Form:


Time frame:


Party Responsible:

Sub-contractor / Contractor / consultant responsible for installing the service / object or reviewing it.


The form should be in section 7 of the Project Close-out Folder under headings for each Trade /

Service. A scanned copy will be kept in CIAL’s Document Management System for easy retrieval?

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8a) Asset Lists

Definition:

A list or Schedule of Major building Assets. The schedule should contain the following information

about each item; Make, Model, Serial Number and Manufacturers recommended life.

Reason:

CIAL need to be able to identify the Building Assets and incorporate them into our Asset

Management System.

Form:

A schedule or list in both printed and electronic format. The electronic format should take the form

of a spread sheet with the following headings and details. Asset Description; Asset Make; Asset

Model; Asset Serial Number; Asset Install Date; Asset Life in Years; Asset location; Asset Warranty

Period. Meter reading at Installation Date (If Asset has a meter);

Time frame:


Party Responsible:

Main contractor with help from the sub-contractor involved with the installation of the objects.



Document Management System for easy retrieval? An electronic copy will be kept???

8b) Asset Ownership List

Definition:

Where there are Asset within the building that do not belong to CIAL a list of these assets will be

needed.

Reason:

CIAL need to be able to identify the Building Assets that it is not responsible for.

Form:

A schedule or list in both printed and electronic format.

Time frame:


Party Responsible:


contractor involved with the installation of the objects.



Document Management System for easy retrieval?

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9) Planned Preventive Maintenance

Definition:

Many of the systems installed within the building will have standard Planned Preventive

Maintenance which will need to be carried out at regular intervals. A listing of these measures will

need to be supplied for each system that requires this type of Maintenance. A one page Standard

Operating Procedure (SOP) should be included for any complex tasks carried out for Planned

Preventive Maintenance.

Reason:

CIAL need to be able to identify Planned Preventive Maintenance quickly so it can add this type of

Maintenance into its work schedule, thus maintaining the efficiency of systems installed. The SOP

helps make sure that the Maintenance task is carried out in a correct and safe manor.

Form:

A schedule or list to be supplied for each system that requires Planned Preventative Maintenance.

Time frame:


Party Responsible:


contractor involved with the installation of the objects.


The form should be in section 9 of the Project Close-out Folder.

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10) Operation and Maintenance Manual

Definition:

A comprehensive manual on the operation and maintenance of a system that has been installed.

Manuals of this kind are usually associated with but not limited to the following disciplines;

Mechanical Services, Electrical Services, Plumbing Services, Hydraulic Services, Fire Protection

Systems, Security Systems, PA Systems, Irrigation Systems and Communications Systems. They

should contain all relevant information to properly operate and maintain the system. Two copies are

usually supplied. They may contain the following sections if applicable:

1. Introduction

2. Description of Systems

3. Operating Instructions

4. Planned Preventive Maintenance with SOP

5. Routine Maintenance with SOP

6. Fault Finding Procedures

7. Schedules

8. Commissioning Sheets / Data

9. Test Records

A one page Standard Operating Procedure (SOP) should be included for any complex tasks carried

out for Maintenance.

Reason:

CIAL needs to be able to properly operate and maintain any system with a building.

Form:

A hard backed ring bound manual. The entire manual needs also to be supplied in Adobe Acrobat

v7.0 or higher (PDF).

Time frame:


Party Responsible:

Main Consultant for the system or service.


Separate Operation and Maintenance Manual to be kept in drawing office with second copy located

elsewhere. PDF copy to be kept in CIAL’s Document Management System for easy retrieval?

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11) Technical Specification Manual

Definition:

A set of Manufactures Information and Operating Details or Brochure associated with each System.

Brochures of this kind are usually associated with but not limited to the following disciplines;

Mechanical Services, Electrical Services, Plumbing Services, Hydraulic Services, Fire Protection

Systems, Security Systems, PA Systems, Irrigation Systems and Communications Systems. They relate

to individual pieces of equipment and are usually cumbersome to look through. They can become

out-of-date easily and can be looked up on the Internet to obtain a more current copy.

Reason:

CIAL needs to be able to properly operate and maintain any system with a building.

Form:

A hard backed ring bound manual.

Time frame:


Party Responsible:

Main Consultant for the system or service.


These Technical Specification Manuals will be stored along with the O&M Manuals in the drawing

office.

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Appendices

Appendix 1

Warranty Schedule Asset Number: 286 Address: 45 Ron Guthrey Rd

Tenant: Landpower

MAINTENANCE AND WARRANTY ENQUIRIES: Contact Propel Infrastructure Services

Phone: +64 (3) 353 7080 Free Phone: 0508 PROPEL (0508 776 735) Email: [email protected] Location: 818 Wairakei Road Postal Address: PO Box 14001, Christchurch International Airport, Christchurch 8544

Please note this is a 24/7 service.

Practical Completion Date: 23 March 2012

Trade/Item Warranty Period (from practical completion) Concrete and Carpentry 12 months Door Hardware 12 months

Fire Protection 12 months Height Safety Systems 12 months Joinery 12 months

Mechanical Services 12 months Painting 12 Months Precast Concrete 12 months Plumbing 12 months Polished Concrete 12 months Roller Shutter Doors 12 months Site Works 12 months

Spear fencing, PVC Coated Mesh and Gates 12 months Structural Steel 12 months Suspended Ceilings 12 months Tiling and Waterproofing Systems 12 months

Toilet Partitions 12 months Automatic Doors 2 Years Parts, 12 months Labour Electrical 24 months

Intumescent Paint 3 Years Aluminium Composite Cladding 5 Years Aluminium Windows, Doors and Louvers 5 Years fabrication, 2 Years Installation Fire Doors 5 Years Roofing and Profiled Metal Wall Cladding 5 Years Aluminium Windows and Doors Glazing 10 Years

Internal Glazing 10 Years Xpress cladding system 15 Years

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