M E R A A S

H O L D I N G

Meraas

OPERATIONS AND MAINTENANCE

MANUAL TEMPLATE

March 2015 V1

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EXECUTIVE SUMMARY

Operating and maintenance manuals are required to provide personnel with the correct methods
and practices in order that they can carry out all operations and maintenance procedures, sustain
the optimum performance of the development and ensure all items of plant are kept working at
maximum efficiency. The high level of detail needed then assists in the application of any future
modifications to the development.

Good knowledge of the scope and purpose of the documents which make up the manual, together
with the ability to readily identify how to locate and expedite information, will not only enhance the
efficient running of the development - but could prove to be a valuable asset in the event of an
emergency.

This specification template shall be used for the production of each manual and customized to each
Project and Contract Package / Trade Contractor Installation accordingly. The 16 sectional structure
must not be changed in any way, but the terminology and contents within each section should be
discipline and project specific. The specification as currently provided, is somewhat mechanically
biased and technical authors etc. must take this into account when producing manuals for any other
trade. i.e. sample schedules should be replaced with those applicable to each trade.

The O&M manual will form part of the Development Operations File and each Contract Package and
or Concession may additionally be required to provide information for inclusion elsewhere in this File
at a later date.

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CONTENT

EXECUTIVE SUMMARY ............................................................................................................................................ 2

CONTENT .................................................................................................................................................................. 3
BACKGROUND AND OBJECTIVE .......................................................................................................................... 4
INTRODUCTION ....................................................................................................................................................... 5
DOCUMENT SUBMITTALS ........................................................................................................................................ 6
FORMAT AND PRESENTATION ............................................................................................................................... 7
ADDITIONAL FORMAT CRITERIA ......................................................................................................................... 10
SECTION DESCRIPTIONS ....................................................................................................................................... 12
1. FOREWARD .......................................................................................................................................... 12
2. HOW TO USE THE MANUAL ................................................................................................................ 12
3. CONTRACTUAL AND LEGAL INFORMATION ................................................................................... 12
4. DESCRIPTION ....................................................................................................................................... 13
5. EQUIPMENT SCHEDULES AND REGISTERS ........................................................................................ 14
6. OPERATING INSTRUCTIONS AND PROCEDURES ............................................................................. 14
7. OPERATING MANUALS AND LITERATURE ......................................................................................... 15
8. MAINTENANCE PROCEDURES .......................................................................................................... 16
9. SPARE PARTS ........................................................................................................................................ 17
10. DISPOSAL INSTRUCTIONS ................................................................................................................... 17
11. TESTING & COMMISSIONING ............................................................................................................ 18
12. MODIFICATIONS ................................................................................................................................. 18
13. DRAWINGS .......................................................................................................................................... 18
14. MANUFACTURER AND SUPPLIER LITERATURE .................................................................................. 20
15. PRODUCT GUARANTEES AND WARRANTIES ................................................................................... 20
16. CROSS REFERENCING INDEX............................................................................................................. 20
REFERENCES ........................................................................................................................................................... 21

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BACKGROUND AND OBJECTIVE

Operating and maintenance manuals are required to provide personnel with the correct methods and
practices in order that they can carry out all operations and maintenance procedures, sustain the
optimum performance of the development and ensure all items of plant are kept working at maximum
efficiency. The high level of detail needed then assists in the application of any future modifications to
the development.

Good knowledge of the scope and purpose of the documents which make up the manual, together
with the ability to readily identify how to locate and expedite information, will not only enhance the
efficient running of the development - but could prove to be a valuable asset in the event of an
emergency.

The objective of this specification is to aid in the standardisation of the manuals being supplied from a
number of Trade Contractors by limiting the individual interpretation. As such, a uniformed, user
friendly manual is more easily attainable to hand to the Client at the end of the project.

This specification describes the proposed criteria, the required presentation and content of each
section of the operating and maintenance manual.

It is the responsibility of each Trade Contractor to ensure that completed and correct documentation
is submitted.

This specification template shall be used for the production of each manual and customized to each
Project and Trade Contractor Installation accordingly. The 16 sectional structure must not be changed
in any way, but the terminology and contents within each section should be discipline and project
specific. The specification as currently provided, is somewhat mechanically biased and technical
authors etc. must take this into account when producing manuals for any other trade. i.e. sample
schedules should be replaced with those applicable to each trade.

The O&M manual will form part of the Project Health & Safety File and each Trade Package may
additionally be required to provide information for inclusion elsewhere in this File at a later date.
If any Contractor does not understand the requirements of this specification or does not intend to
produce their documents accordingly, it should be made known to the Project Manager immediately.
Failure to do so could have implications on payment.

The Manual MUST be Project specific.

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Square brackets [ ] highlight those areas where each Contractor should input specific details (or
similar) associated with their installation. e.g. trade discipline or system title etc.

INTRODUCTION

The Operations and Maintenance manual is considered to be the final information source and guide
for the client/end users, providing them with an understanding of the building, services, installation
and systems, thereby enabling safe and effective operation and maintenance in the years to come.

This document is intended as a standard guideline for the preparation of the Operation and
Maintenance Manuals for all equipment and systems provided under the various contracts at the
project.

The aim being to ultimately have a set of O&M manuals configured in a standard pattern to enable the
Maintenance agency personnel to easily resolve maintenance and repair related issues. The details
listed herein are based on requirements projected by the facilities management agency and the
Meraas contract specification sections.

This O&M Manual Template will provide the Client with the following:

1 O&M Manual templates necessary for the effective management, administration, operation and
maintenance of all systems and facilities associated with the Project. With particular attention to
the standardisation of all information into a common format for the preparation of Manuals,
including:-
Structure of Manual (chapter, headings and content);
Format requirements (fonts, layout and appearance);
Electronic format (IT requirements for storage and retrieval of design and commissioning
data, as built drawings);
Illustrations (format, scale, perspective and storage retrieval);
Terminology and writing style (to ensure consistency and standard nomenclature);
Issue and revision procedures (define requirements for issuing authorized changes);

2 A review of all draft O&M Manuals submitted by the Employers contractors and suppliers for
the Project, and recommendations on the compliance of such submissions against the standard
specification detailed above, with any necessary amendments thereto.

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DOCUMENT SUBMITTALS

1 Throughout the contract period there shall be three issue types of each manual.

a. 1st Draft Issue by [Date]

1. 3 copies of each book

2. printed on white paper

3. 1 copy on CD

b. 2nd Provisional Issue by [Date]

1. 3 copies of each book

2. printed on yellow paper

3. 1 copy on CD Final

c. Final Issue by [Date]

1. 6 copies of each book

2. printed on paper as specified

3. 3 copy on CD

2 All contractors must have approved manuals and as built drawings before leaving site and will
not be awarded completion until this time.

3 All 1st draft manuals must be available for comment prior to [Date]

4 All comments made on any section of The Manual, shall be addressed properly and accurately
prior to the next issue.

5 Failure to incorporate comments shall require an immediate further revised issue, in addition to
those stated above.

6 The document submittal procedure shall be as described in accordance with the project
requirements.

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FORMAT AND PRESENTATION

The Operating and Maintenance Manuals shall as a minimum, be produced in accordance with Class
D of the Building Services Research and Information Association (BSRIA) Application Guide (AG
1/87.1)

The level of information to be provided shall as a minimum, comply with BS 4884 Specification for
Technical Manuals Part 1 Contents.

The format of the documents shall as a minimum, comply with BS 4884 Specification for Technical
Manuals Part 2 Presentation, and shall reflect definitively the structure and format of the template
manual in this document.

Section 16 of The Manual - Cross Referencing Index shall comply with BS 3700 1988
Recommendations for Preparing Indexes.

The template Manual, in electronic Microsoft Word for Windows diskette format is provided as part of
this specification.

It is required that the CD version of the template is used as the basis of each Manual and that the
spaces provided under each predetermined heading, are completed where appropriate with the
relevant specific technical information, data and narrative.

NOTE: The template document is biased towards a Mechanical Services O&M Manual. The
following should be considered:

Certain parts of the template provide an indication only of the required level of detail and will
have to be adapted to reflect specifically, all aspects of each installation.
Each and every Manual must incorporate all 16 sections in its structure and format (i.e. page
and heading numbering) and in circumstances where an entire section is not applicable, it should
be marked as such and remain as part of the document.
The headings within each section need not be necessarily used and should be removed and/or
added to as appropriate.

The first page of each section within this template provides guidance notes as to what is expected of
that section. These pages should be removed before the submittal of any manual.

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Trade Contractors must provide as much information as possible before submitting their draft
documents. Where certain details are not available at any particular stage (i.e. test certificates), it must
be indicated that the information is to follow and a schedule of details or summary should be provided
where possible.

a) All O & M manuals shall be High commercial quality, colour coded, plastic covered, loose leaf,
four ring binders with hard covers.

b) All manual shall be of A4 size, unless specifically authorised by the Project Manager.

c) Where documents are of A3 size, these shall be duly folded to match the A4 size.

d) Where documents are required to be larger than A3 size, as for example drawings, these shall
be printed in suitable sizes, folded into A4 size and accommodated in the binders so that they
may be opened out without being detached from the binders.

e) Each manual shall be indexed, divided and appropriately cover titled.

f) Each O & M Manual cover shall contain the Meraas logo and the title Operation and
Maintenance Manual, in addition to the contract number and installation/ plant name.

g) The O & M Manual shall be organised into numbered section titles.

h) All sections shall be suitably by a tabbed flysheet.

i) The manuals may be subdivided into a number of booklets, depending on the physical volume
of each booklet.

j) Maximum binder thickness allowed is 75 mm.

k) All documents shall be neatly typed or printed and clearly legible, with a font size of not less
than 10.

l) All pages shall be numbered in the format x of y at bottom right-hand side and including the
identification of the relevant section number.

m) Manufacturer data sheets, catalogues, manuals, where required, shall be scanned and
converted to electronic format and printed out with relevant page numbers superimposed, to
correspond with the O & M Manual page numbering system.

n) The sixteen sections which make up each Manual, are described as follows, each Manual shall
contain, as a minimum the following sections in the following order. Any further sections may be
added as required, based on approval from the Project Manager.

Section 01 - Foreword

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Section 02 - How to Use the Manual

Section 03 - Contractual and Legal Information
Section 04 - Descriptions
Section 05 - Schedules and Registers
Section 06 - Operating Instructions and Procedures
Section 07 - Operating Manuals and Literature
Section 08 - Maintenance Procedures
Section 09 - Spare Parts
Section 10 - Disposal Instructions
Section 11 - Testing & Commissioning
Section 12 - Modifications
Section 13 - Drawings
Section 14 - Manufacturers Literature
Section 15 - Product Guarantees and Warranties
Section 16 - Cross Referencing Index

A detailed description of requirements for each of the above sections can be found in the following
part of this specification.

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ADDITIONAL FORMAT CRITERIA

The Operating and Maintenance Manuals shall be:

Prepared using Microsoft Word for Windows and each draft should be accompanied with the CD copy.
Text not originated by word processor i.e. certification, manufacturers trade literature must be scanned
in accordance with the scanning procedures and submitted on CD with the final manual.

Title page text will be in Ariel, 16 point, UPPER CASE, bold.

General text will be in Ariel, 10 point and follow the template provided. A smaller point size is
acceptable for tables and diagrams.

Pages will be A4 size and of portrait orientation, landscape is acceptable for tables and diagrams.
(Note: Landscape pages must be bound with the header at the spine.)

Those drawings such as wiring diagrams, for inclusion within the hard copy manual will be produced
on A3 size sheets or reduced to A3 size as appropriate and are required to be unfolded without being
removed from the binding mechanism. Larger than A3 is acceptable only where legibility is affected.
Only approved As Built drawings are to be included in the manual.

a. As Built drawings shall be produced using AutoCAD latest Release.

b. Approved copies shall be appended to the manuals in plastic wallets, within binders as specified
(page 14). CD copies of the drawings shall be issued in addition to the hard copies.

c. All text used within the manual and on drawings shall be in the English Language. Any literature
or drawings provided in languages other than English will not be accepted.

d. The Operating and Maintenance Manuals are to be formulated and written to provide a flowing
description of the installation and or system.

e. Final hard copies will be provided on 100gsm good quality brilliant white bond paper, with no
watermark.

f. Printing will be one side only in black, and will be of first generation quality.

g. Each and every Manual will have identical:

1. Binders;

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2. Book Spines;

3. Book Contents Pages;

4. Credit Sheet;

5. Manual Master Index;

6. Section Tab Dividers;

7. Section Title Pages;

8. Section Contents Pages;

9. 16 No. Sections.

The Figure overleaf, illustrates these common areas and identifies the order in which they shall be
compiled.

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SECTION DESCRIPTIONS

1. FOREWARD
This gives the Owner of the Manual, Change Control Procedures and version number and dates of
the current O&M Manual.

It should also provide EMERGENCY INFORMATION for quick reference, this should be located at the
front of the manual and should include:

a) The procedure for dealing with specific emergencies

b) The names, addresses, telephone and fax numbers of appropriate contacts during the daytime
and night time in the case of a fire, leaks, breakdowns, injuries, building shutdown etc.
Arrangements for public holidays should also be included

c) The location of fire fighting equipment, rising mains and hydrants

d) Details of known hazards within the building

e) Photographs of important control panels under normal operating conditions.

2. HOW TO USE THE MANUAL

This initial section is a guide to the contents, structure and layout of the manual. It enables the reader
to comprehend the scope and purpose of the manual and to easily identify where specific information
can be obtained.

a) Summarise the purpose and scope of the systems and equipment that the manual covers

b) Outline the structure and layout of the manual

3. CONTRACTUAL AND LEGAL INFORMATION

This section should contain;
a) Details of ownership / leases and the address of the installation

b) Details of local and public authority consents

c) Details of design team, consultants, installation contractors and associated Subcontractors

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d) Start date for installation, date of practical completion and expiry date for The defects liability
period

e) Space to record details of work carried out by the installation contractor during the defects
liability period

f) Details of warranties for plant and systems including expiry dates, addresses and telephone
numbers

g) Test certificates, examination reports, safety and fire certificates

h) A statement of any known feature or operational characteristic of the plant or system installed
which may produce a hazard

i) Any known hazard against which protection can be provided

j) Any mandatory requirements relating to safety

k) Any other safety precautions that should be observed

l) Any other relevant warnings.

4. DESCRIPTION
a) Description shall include a detailed description of the system, equipment or plant installed.

b) The description of unit or system and component parts as considered necessary for a proper
understanding shall be included.

c) The description shall be clearly written so as to ensure that the client fully understands the scope
and facilities provided.

d) The description shall include simple diagrams as required to explain the layout and /or
functionality of the equipment and/or system.

e) Details of any special construction methods used or procedures undertaken during the project
work shall be identified.

f) For the Villas, the description shall include for all services provided within the villa.

g) Control descriptions shall include descriptions of controls as well as telemetry systems.

h) A complete description of all operating sequences shall be included.

i) Include a copy of the relevant specification sections.

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5. EQUIPMENT SCHEDULES AND REGISTERS

a) The equipment schedules shall clearly identify all the various types of equipment and devices
used, the quantities, locations and identification numbers.

b) Equipment schedules shall identify equipment basic ratings and types.

c) The register shall include

i. Asset number

ii. Asset description

iii. Category

iv. Make

v. Model

vi. Manufacturers name and contact details

vii. Local agents name and contact details

viii. Serial number

ix. Asset location

x. Drawing reference

xi. Warranty details

xii. Warranty period

xiii. Warranty end date

xiv. Spare parts list reference

xv. Operation and maintenance manuals reference

xvi. Any other relevant information

6. OPERATING INSTRUCTIONS AND PROCEDURES

a) All necessary operating instructions shall be included.

b) All necessary cautionary and warning instructions shall be included with particular emphasis, in
larger bold lettering font if necessary.

c) Where operating instructions are in languages other than English, these shall be translated into
English and included.

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d) Operating instructions in languages other than English shall not be included, unless specifically
approved by the Project Manager.

e) Operating instructions shall include all routine operating instructions.

f) All start-up and shut-down procedures shall be included.

g) Any emergency operating procedures shall be included as required.

h) Summer, winter and any special operating instructions as appropriate are to be included.

i) All manufacturers operating instructions shall be included.

7. OPERATING MANUALS AND LITERATURE

This shall include manuals for all equipment and systems.
a) For each equipment item and system, state the function, normal operating characteristics and
the limit conditions of operation.

b) Include all performance curves, with engineering data and tests as necessary for the various
equipment.

c) Include all manufacturers technical literature for all items of plant and equipment provided.

d) Provide diagrammatic drawing of each system indicating principle items of plant and equipment
together with catalogue list numbers.

e) Include copies of manufacturers data sheets for all materials, plant and equipment installed.

f) Technical details and ratings of all materials and finishes are to be included.

g) Include all necessary wiring and piping diagrams as required to establish clear understanding
of the product and/or system.

h) Provide clear copy of manufacturers original illustrations, assembly drawings where required.

i) Provide all necessary product data with catalogue number, size, composition, colour and texture
designations.

j) Data shall be sufficient to enable re-ordering of the product, without further clarifications being
required.

k) All documentation shall be in English.

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l) Where documentation is only available in other languages, these shall be translated into English
and included, clearly stating which of the pages are translated and from which language.

m) Manuals for materials and finishes shall include all the building products, applied materials and
finishes.

n) All weather exposed product details shall include chemical composition and details of
installation.

8. MAINTENANCE PROCEDURES
a) Maintenance procedures shall include general maintenance procedures as well as specific
maintenance instructions as required.

b) For all materials and finishes, the manufacturers recommended cleaning agents and methods
shall be included.

c) All maintenance precautions, including detrimental cleaning methods and cleaning agents, shall
be clearly identified.

d) A recommended schedule of inspection, cleaning, maintenance and repairs shall be provided.

e) Trouble-shooting procedures shall be included for all equipment.

f) Clear instructions shall be provided for dis-assembly, repair and re-assembly.

g) Include all necessary instructions and procedures for Alignment, adjusting, balancing as
necessary.

h) Servicing and lubrication schedule shall be included.

i) Where maintenance is specifically forbidden, this shall be clearly emphasised.

j) Names, address and contact numbers of any special maintenance agencies required, shall be
included.

k) Any special tools or equipment including safety apparel, required for maintenance shall be
clearly indicated.

l) Maintenance procedures shall indicate disposal methods for equipment and/or material which
could be considered toxic wastes and therefore requires being disposed in a special manner.

m) All necessary health warnings related to handling of cleaning agents shall be included as
required.

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n) Copies of the following will be provided with a cleanable and protective surface, to be framed
and hung in each plant room and switch room and any other appropriate location:

1. Schematic drawings of layouts showing identification and duties of equipment, numbers

and locations.

2. Schedules in form of printed sheets showing the number, type, location,

application/service and symbol, and normal operating position of each means of isolation.

3. Control schematics.

4. Location of all plant and equipment items including planed and elevation of showing
physical disposition.

5. First aid instruction for treatment of persons after electrical shock.

6. All other items required under Statutory or other regulations.

7. Location of all incoming service and isolating facilities.

9. SPARE PARTS
a) Include parts identification as per the manufacturer standard for all devices, equipment,
materials and systems.

b) Provide a list of recommended spare parts for an expected five years of usage.

c) Spares shall include recommended lubricants as necessary.

d) Spare parts list shall be accompanied by illustrations as required enabling full understanding.

e) Include list of original manufacturer supplied spare parts with current prices at the time of
handover of the project.

10. DISPOSAL INSTRUCTIONS

Where relevant, information should be provided detailing;
a) Any known dangers likely to arise during the disposal of specific items of plant or equipment
together with the necessary precautions and safety measures

b) Procedure for handling waste, including details of authorised waste handlers and transporters
of waste

c) Sources from which further advice can be obtained.

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11. TESTING & COMMISSIONING

a) All testing and commissioning reports, duly certified by the consultant shall be included.

b) The standards to which the testing has been carried out shall be identified for each equipment
and/or system.

12. MODIFICATIONS
a) Modifications are authorised changes which may affect the safety, reliability, operation or
maintenance of a system or any of its components.
b) Information on permitted plant or system modifications allowed for by manufacturers or system
designers should be included for each system.
c) Space must be provided in the manual for recording all modifications and changes as they occur
(this would initially comprise a series of appropriately headed blank pages).
d) Furthermore it is essential that a procedure is devised and incorporated to ensure all
modifications are noted in every copy of the manual, wherever it is located.

13. DRAWINGS
a) For all MEP services provide certified As- Built drawings.

b) All necessary wiring and control drawings to be included.

c) Include for all distribution board schedules.

d) Provide As-installed wiring diagrams by panel manufacturers.

e) Layout drawings indicating locations and areas of various equipment, devices and materials
used, as required to establish a clear understanding for the client.

f) These must include but are not limited to:

1. Location, including level if buried, of Utility Service connections, including those provided
by the appropriate Authority, indicating points of origin and termination, size and material
of service, pressure and/or other relevant information.

2. Disposition of depth of all underground systems.

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3. Schematic drawings of each systems indicating principal items of plant, equipment,

zoning, means of isolation etc. insufficient detail to make it possible to comprehend the
system operation and the interconnections between various systems.

4. Details of the principles of application of automatic controls and instrumentation.

5. Diagrammatic dimensioned plans and sections of each system or service showing sized
and locations of all ancillaries, plant, equipment controls, test points and means of
isolation etc. including any items forming an integral part of the work shafts, chimneys
etc.)

6. All terminals/cables etc. will be identified by size/type and duty/rating as recorded from
the approved commissioning results.

7. Detailed drawings/diagrams/schedules for all systems, including controls, showing origin,

route, size, type, length and identification of each circuit. Routes will indicate if service is
surface mounted, concealed in wall chase, if floor screed cast in-situ, above false ceiling
etc.

8. Details of co-ordination, notification of fire alarm, security, control and instrumentation and
similar systems provided as part of the Works.

9. Details of show interconnections between the works and equipment or systems provided
by others to which wiring and connections are carried out as part of the Works.

10. Location and identity for each room or space housing plant, machinery or apparatus.

11. Dimensioned plans and sections at a scale of 1:20 of plant rooms, service subways,
trenches, ducts and other congested areas where in the opinion of the Construction
Manager smaller scale drawings cannot provide an adequate record. Indicate the
location, identity, size and details of each piece of apparatus.

12. Manufacturers drawings of equipment indicating:

General arrangement and assembly of component parts, which may require

servicing.

Internal diagrams together with sufficient physical arrangement details to locate and
identify component parts.

Schedules as require to locate, reference and provide details of ratings and duty of
all items incorporated into the Works together with all fixed and variable equipment
settings established during commissioning.

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14. MANUFACTURER AND SUPPLIER LITERATURE

a) Provide a list of manufacturers and suppliers used for all the products used.

b) Include the full Name, address, telephone number, fax number and e-mail address where
applicable for all agencies.

c) The names and addresses shall be identified for each item/product used.

d) The names, address and telephone numbers and fax numbers of the contractors who have
carried out the works, including all sub-contractors, shall also be included.

e) Names addresses and telephone numbers of any specialist testing or installation agencies used
in the project shall also be included.

15. PRODUCT GUARANTEES AND WARRANTIES

a) Copies of all guarantees, warrantees and maintenance agreements shall be included.

b) All start and end dates to be included.

16. CROSS REFERENCING INDEX

Section 16 of The Manual is the Cross Referencing Index. This shall be a comprehensive
alpha/numeric list of specific information and shall provide easy reference to the relevant book, section
and page number. This will enable the reader to detect with ease, the page/s which accommodates
required facts and data.

An index should be provided of all record drawings supplied during the course of the installation work,
identified by a number and title. The index should also include a schedule of all drawings supplied by
manufacturers and suppliers during the course of the installation work, eg control panel wiring
diagrams (for larger projects the index may be computer-based.)

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REFERENCES

The Following references were used in the compilation of this Template

1. Computer based O&M Manuals BSRIA

2. BSRIA O&Ms Application Guide 1-87.1
3. Guide to Ownership Operation and Maintenance of Building Services
4. Handover Information for Building Services Technical Note TN15/95 T.De Saulles/BSRIA

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