15 FAH-1 H-120
NEW EMBASSY COMPOUND (NEC) AND MAJOR RENOVATION
CONSTRUCTION BUILDING TURNOVER AND WARRANTY ADMINISTRATION
(CT:FM-5; 06-13-2019)
(Office of Origin: OBO)
15 FAH-1 H-121 OBJECTIVES
(CT:FM-1; 12-29-2005)
The main objectives are to:
(1) Identify the responsibilities of the supervision
of the warranty obligations during building turnover, immediately after
issuance of the certificate of occupancy; and
(2) To define the categories of spare parts included
in the construction contract.
15 FAH-1 H-121.1 Definitions
(CT:FM-1; 12-29-2005)
Building operating expenses:
Expenses that cover other expendable items required for routine daily operation
and maintenance, such as light bulbs, generator fuel, refrigerant, filters, and
belts, that are specifically generated by the project that will be provided for
through future International Cooperative Administrative Support Services System
(ICASS) budget cycles, but require interim funding support during the first
year of occupancy. These must be considered in preparing the construction
working estimate (CWE). Initial preventive maintenance labor contract costs,
such as recurring generator maintenance, chiller maintenance, or water
treatment system maintenance, are also eligible for Initial operations and
maintenance (O&M) funding.
Initial operation and maintenance
funds: A term used in the preparation of the construction working
estimate (CWE) to cover funding for all costs expected to be incurred for
routine operation and maintenance during the first year of occupancy of a new
embassy compound (NEC).
Spare parts: Items normally
specified in the contract Specification Divisions 2-16 (usually identified as
extra materials) required for repair or replacement of equipment (e.g.,
compressors, coils, motors, pumps, valves, electrical circuit boards). These
are paid for with construction contract funds. Other spare parts derived by
the contractor in compliance with the applicable Division 1, Operation and
Maintenance Data specification, can be ordered by post, using Initial Operation
and Maintenance funding.
15 FAH-1 H-121.2 Procedures
(CT:FM-5; 06-13-2019)
During the construction phase of work, the OBO project
director must collect, assemble, and document the contractor's submission of
items required for maintenance and operation of the completed building,
including of the warranty requirements in the construction contract. These
building turnover items consist of the following:
(1) The Office of Construction Management
(OBO/CFSM/CM) must monitor systems operations as specified in the construction
contract and assist the post facility manager in becoming familiar with all
systems;
(2) OBO/CFSM/CM shall make available contractor-furnished
manufacturers' operating instructions (maintenance manuals) to the Office of Facility
Management (OBO/CFSM/FAC) for review prior to the turnover to post. OBO/CFSM/FAC
will provide a coordinated response with the post facility manager to OBO/CFSM/CM
for close-out purposes;
(3) OBO/CFSM/CM must
make a set of final as-built drawings available to the post and a set for the
archives of the Office of Design and Engineering in the Bureau of Overseas
Buildings Operations (OBO/PDCS/DE);
(4) OBO/CFSM/CM is responsible for the complete
systems maintenance training of post facilities maintenance staff as specified
in the construction contract;
(5) OBO/CFSM/CM must turn over contractor-furnished
spare parts in conformance with contract specification sections (Division
2-16). Also, OBO/CFSM/CM must turn over the contractor-derived spare parts
list in accordance with the applicable Division 1 operations and maintenance
(O&M) data specification. The project director will turn over this list at
least 60 days prior to substantial completion to OBO/CFSM/FAC through the post
facility manager to allow for review, approval, and funding by post;
(6) OBO/CFSM/CM must ensure that the contractor
develops and provides the facility maintenance plan and loads it into the post's
computerized maintenance management system (CMMS). Prior to installation in
the post system, OBO/CFSM/CM provides the comprehensive equipment inventory and
draft maintenance plan prepared by the contractor to OBO/CFSM/FAC for review
and approval. Also, the contractor is responsible for the complete testing and
training of appropriate post personnel to use it;
(7) OBO/CFSM/CM and OBO/CFSM/FAC recognize that for
all OBO/CFSM/CM to OBO/CFSM/FAC turnover issues requiring post acceptance, the
facility manager or officially designated representative is the single accepted
signature authority at post; and
(8) OBO/CFSM/CM identifies for the post facility
manager the amount of initial O&M funding identified in the project
construction working estimate. Post is responsible for developing estimates
for eligible expenditures. OBO/CFSM/CM, in conjunction with the on-site
project director, must ensure that all the required follow-on contractor visits
during the warranty period are identified and scheduled with the facility
manager.
15 FAH-1 H-121.3 After the
Acceptance Phase
(CT:FM-5; 06-13-2019)
a. At the end of the building acceptance phase, the
certificate of occupancy is issued and the building becomes occupied. At this
point, after the U.S. Government accepts the facility from the contractor, the
facility manager assumes the responsibility for the upkeep of the building and
is responsible for initializing and executing the warranty provisions of the
construction contract.
b. The facility manager collects, archives, and tracks
maintenance performance in the posts computerized maintenance management
system (CMMS) and is responsible for spare parts inventory and control. Some
latent problems may become evident after the final building acceptance, making
it necessary for the post facility manager to pursue the warranty provisions of
the construction contract through the contractor. If the construction
contractor refuses to honor the warranty obligation, the post facility manager,
with assistance from the Facility Management and
Administrative Division of the Office of
Facility Management (OBO/CFSM/FAC), should contact the appropriate area
senior project executive from the Office of
Construction Management (OBO/CFSM/CM) for further contract enforcement
actions.
15 FAH-1 H-122 through h-129 Unassigned