Operations and Maintenance Manuals: Property Services

PROPERTY SERVICES
SPECIFICATION FOR
OPERATIONS AND MAINTENANCE

MANUALS
February 2015
2016-07-04
S:\Services_Resources\Property_Services\Shared\FacRecords\O&M-Manual-Specification\O&M_Master-UofA_2015-02-23.doc TRIM 2010/6100
The University of Adelaide
Specification
Operations and Maintenance Manuals
TABLE OF CONTENTS
1. All O & M manuals – General provisions ....................................................................... 3

COMMON STYLE ELEMENTS – ALL ASSET GROUPS ..........................................3
DRAWINGS ..............................................................................................................5
TRAINING .................................................................................................................7
CONTENT OF OPERATIONS AND MAINTENANCE MANUALS PER DISCIPLINE .8
ESSENTIAL SAFETY PROVISIONS ......................................................................11
SPARE PARTS .......................................................................................................12
TOOLS AND INSTRUMENTS ................................................................................13
TIMING AND QUALITY OF MANUALS ...................................................................14
2. ASSET GROUPS – SPECIFIC INFORMATION NEEDS ................................................ 15
ROOFING ...............................................................................................................16
WINDOWS AND CURTAIN WALLS .......................................................................17
DOORS AND HATCHES ........................................................................................20
DOOR AND WINDOW HARDWARE ......................................................................21
GLAZING ................................................................................................................22
CLADDING .............................................................................................................23
WATERPROOFING ................................................................................................24
FINISHES AND FURNITURE .................................................................................25
INTERNAL WALLS AND PARTITIONS ..................................................................29
OPERABLE WALLS ...............................................................................................30
METAL FIXTURES .................................................................................................31
SIGNAGE ...............................................................................................................32
PLANTING ..............................................................................................................33
IRRIGATION ...........................................................................................................34
PAVING ..................................................................................................................35
URBAN ELEMENTS ...............................................................................................36
ELECTRICAL ..........................................................................................................37
TELECOMMUNICATIONS SERVICES ..................................................................38
ELECTRONIC SECURITY & ACCESS CONTROL SYSTEM .................................39
FIRE COMPARTMENTATION ................................................................................40
AIR HANDLING SYSTEMS ....................................................................................41
FIRE SIGNS AND EMERGENCY LIGHTING .........................................................42
AUTOMATIC FIRE DETECTION ALARM AND EWIS ..............................................43
FIRE EQUIPMENT .................................................................................................44
FIRE STOPPING ....................................................................................................45
MECHANICAL SERVICES .....................................................................................46
HYDRAULICS .........................................................................................................47
VERTICAL TRANSPORT .......................................................................................48
PEST CONTROL ....................................................................................................49
APPENDIX 1 – ESP INSPECTION DATA .............................................................................. 50
APPENDIX 2 – SAMPLE MAINTENANCE SCHEDULES ..................................................... 51
APPENDIX 3 – FLOOR COVERING SCHEDULE ................................................................. 53
APPENDIX 4 – MANUAL ITEMS DELIVERY CHECKLIST ................................................... 54
APPENDIX 5 – ASSET REGISTER ........................................................................................ 55
APPENDIX 6 – FORM 3 CERTIFICATION ............................................................................. 56
Page 2
Specification
1. ALL O & M MANUALS – GENERAL PROVISIONS
COMMON STYLE ELEMENTS – ALL ASSET GROUPS
General
Manuals are to provide concise descriptions, technical details, operating and
maintenance instructions and schedules, commissioning records, log books,
catalogues, principles of operation, method of operation and other information
that will enable the on-going operation and maintenance of the fabric,
services, plant and equipment.
The comprehensive descriptions are to be accompanied by appropriate

diagrams and other necessary illustrations so as to facilitate knowledge and
understanding about the operation of the plant and equipment. Examples
include hydraulic flow diagrams, electric wiring diagrams, electronic circuit
plans and mechanical air flow diagrams etc.
Quality
Ensure the content of the documents is provided by personnel with skill and
experience in the operation and maintenance of the installation and that the
content is clear, succinct, accurate and relevant, the terminology is
appropriate and the grammar is correct. i.e.All information is up to date at
time of installation
Delivery
Operation and maintenance manuals and associated drawings shall be
supplied as a quality electronic publication as follows:
 A USB flash drive, one (1) drive per discipline, with editing capability,
containing all specified electronic files including index, and supplied in a
protective storage case.
and
 Optical media (DVD ROM) holding a directory for each discipline within
which shall be a copy of the USB drive discipline information
Packaging and identification

USB flash drives, with editing capability, containing all specified electronic
files including index, and supplied in a protective storage case.
The protective storage case must be able to stand vertical on its own base for
ease of shelf storage and be supplied complete with printed details as follows:
Front Cover of case: Clearly print details including: Campus, Building Name
and Number, Date, Project Name, Name of Consulting Engineer, Service
Discipline, Name of Contractor, Name of Architect.
Spine of case: Clearly print Project Name and Service Discipline.
DVD Optical Media will be write once and read only. Contents and
identification shall match that specified above for USB flash drives.
Page 3
Specification
Format
In each manual, provide the specified record drawings (‘as built’), manuals
and test results as specified in Table 1. Provide the entire set of the as-
constructed drawings, all manuals and all test results in electronic format as
follows:
 Drawings in AutoCAD DWG V.2004 format (or equivalent), files as per the
drawing specifications outlined in The University of Adelaide’s Building
Standards AND with a PDF copy of the same drawing. Refer section 4 for
more details.
 Operating and Maintenance manuals, equipment ratings and
documentation in MS Word for Windows format (or equivalent ) and/or
 Test results to be tabulated in MS Excel for Windows format (or
equivalent)
 Manufacturer’s literature is to be scanned and re-presented in Adobe
Acrobat PDF format (or equivalent).
 All digital images shall be supplied in .JPG format (or equivalent).
Directories/Folders
These are to be provided for each separate section, with a description of the
system and major equipment components as the label.
Typical :
Discipline e.g. Fire Service
Directories e.g.
Documents
i.e.System Description
Drawings
i.e.Details and layout of system
Manufacturers Literature
i.e.Pump Details
Air Handling Unit Details
Photographs
i.e.identifying plant and equipment
Reports
i.e.Test Results
Schedules
Text
Manufacturers’ printed data, including associated diagrams, or typed text, in
clear, concise English.
Pagination
All documents are to have pages consecutively numbered complete with
footers identifying the document date, author and file name.
Page 4
Specification
Drawings and Manuals - copies
Record drawings and manuals are required for the following discipline :
Table 1
Discipline Number of Copies
Drawings Manuals
Architectural 1 1*
Structural 1 N/a
Mechanical 1 1
Electrical 1 1
Hydraulics 1 1
Building Automation System 1 1
Lifts 1 1
Security 1 1
Fire services 1 1
Audio Visual 1 1
Data and Communications 1# 1
Hard landscaping 1 N/a
Site survey 1 N/a
Underground services 1 N/a
* The Contractor’s Manual to include all warranties, hardware and painting

schedules, colours and materials, information on cleaning, lists of consultants,
sub-consultants, subcontractors and suppliers with addresses and telephone
numbers.
# Data and communications test results are required prior to commissioning.
DRAWINGS
Record Drawings (‘As-Built’)
The Consultant Team will ensure that the Contractor updates the as-built
drawings progressively.
The Contractor is to provide one complete set of drawings, revised to

represent the ‘as built’ facility within one month after practical completion of
the project. i.e. within one month after occupancy has occurred.
Drawings will be submitted and indexed as part of the Operating &

Maintenance manual on USB drive/s and optical media (DVDs) in DWG
v.2004 format as described by the CAD Documentation Standard in The
University of Adelaide Building Standards.
The record drawings shall include as a minimum:
 Architectural plans, cross sections, elevations, building elements details,

joinery etc., showing all room layouts, with usage and room numbers to
the University room numbering system as described in The University of
Adelaide Building Standards (Section C Documentation C.1.3).
http://www.adelaide.edu.au/infrastructure/projects/info/ “Reference Guides”
Page 5
Specification
 All building services with location and reduced levels (if in-ground), size,
materials, stopcocks, pits, inspection openings, control valves, schematic
wiring diagrams etc.
 All DWGs are to be supplied with all XREFs bound in to a single file. This
is inclusive of all images, shapes and fonts. Providing XREFs with main
drawing will NOT be accepted.
 PDF versions of DWG drawings are to be named the same with the file
type extension providing differentiation of files.
 Each drawing is to be provided as a separate file. A tabbed suite of

drawings will NOT be accepted.
Page 6
Specification
TRAINING
General
Contractors are to specify the information about the specific nature of the training to
be provided for each asset group or piece of equipment. This information is to
include:
a) The maximum number of persons to be trained

b) The time to be spent in training
c) Where training is to be carried out
d) The number of training sessions to be held
e) The anticipated training dates
f) The names of the contractor personnel to be involved in training.
On Practical Completion, the Contractor and Specialist sub-contractors shall provide

the services of competent staff to instruct the appropriate University personnel in
the operation and maintenance of the installed systems.
These items and procedures in the final draft Operations and Maintenance Manuals
shall be used as the basis of instruction and as a consequence the contents of the
Manuals shall be reviewed in detail with the staff of the Principal Contractor.
Training Literature
Within one month of practical completion, the contractor shall provide the principal
Consultant with electronic copies of all programs relating to the operation and
maintenance of the equipment.
Operations Training
Immediately after practical completion, explain and demonstrate to the principal’s
staff the purpose, function and operation of the installations.
Maintenance Training
Immediately after practical completion, demonstrate to all relevant staff identified by
the principal the purpose, function and maintenance of the installations.
Demonstrators
Qualified manufacturers representatives who are knowledgeable about the
installations.
Page 7
Specification
CONTENT OF OPERATIONS AND MAINTENANCE MANUALS per DISCIPLINE
SECTION CONTENTS DEFINITION

NUMBER
Cover page Details including: Campus, Building Name and Number, Date, Project Name, Name of Consulting
Engineer, Service Discipline, Name of Contractor, Name of Architect.
1. Contents page Inside the root directory, with the title to match the title on the cover and the content of the respective
discipline.
2. Directory of Contacts Names, addresses, telephone and facsimile numbers of the principal consultant, sub-consultants,
contractor, subcontractors and responsible parties.
3. Asset Register A complete list of all equipment used in the installation, as per the attached Asset Register specification in
Appendix 5.
4. Description of the complete A general description of the installation as required for providing a general understanding of the equipment
installation and its operation.
5. Specific System Description A technical description of each system of the installation, written to ensure that it can be clearly understood
by persons not familiar with the installation.
6. Performance data For new items - Technical description of the mode of operation of each system provided. This section
provides functionality details.
7. Equipment Brochures and Manufacturers technical literature assembled specifically for the project and excluding irrelevant matter.
Technical Data Sheets Each product data sheet marked to clearly identify the specific products and components used in the
installation and the data applicable. Additional instructions and illustrations as required to identify any
changes to the manufacturer’s data or to illustrate the function of each component in the installation.
8. Installation and dismantling Instructions for the proper installation and dismantling of the equipment.
instructions
Page 8
Specification
9. Operating instructions  Manufacturers technical literature as appropriate. For other than common accessories, where no
manufacturer literature is available, a precise and concise description of the operation procedure in
plain English.
 Safe starting, running, operating and shutting-down procedures for the equipment installed including a
logical step-by step sequence of instructions for each procedure.
 Control sequences and flow diagrams for the systems installed.
 A legend for colour-coded services. A legend of the symbols used on the drawings, unless included on
the drawings.
 Schedules of the parameter settings of each protective device, including fixed and adjustable circuit
breakers, protective relays, adjustable photoelectric switches, pressure switches, and any other control
and monitoring device, as established during commissioning and maintenance.
10. Maintenance instructions  Emergency procedures, including telephone numbers for emergency services, and procedures for
(See details in Section 1 and fault-finding.
Appendix 2)  Manufacturers technical literature as appropriate.
 Detailed recommendations for the frequency of performance of routine maintenance tasks.
 List of procedures and tasks associated with preventive (routine) maintenance.
 Procedures for safe trouble shooting, disassembly, repair and reassembly, cleaning, alignment
Inspection and adjustment, including a logical step-by-step sequence of instructions for each
procedure.
11. Maintenance schedules  A schedule of the frequency of the required or recommended maintenance, testing or inspection for
See Appendix 2 for a sample each type of equipment, other than those classified as Essential Safety Provision. This schedule is to
of the maintenance include weekly, monthly attendance times.
schedules.  A separate schedule for each type of equipment, other than Essential Safety Provision, as outlined in
Appendix 2.
12. Essential Services Provisions  Outline of any provisions made for essential services, as per Section 1 of this manual.
13. Tools and Testing Equipment  List of tools and testing equipment required.
 Instructions for the use of tools and testing equipment.
14. Spares and Consumables  Schedule of spares (including bearings) with an expected operating life less than 40,000 hours,
including item label manufacturer name, address and telephone number, catalogue number, name and
address of the local distributor, and the expected replacement frequency.
 Schedule of consumable items (oil, grease, belts, bearings) to be used during servicing
Page 9
Specification
15. Imported equipment A list of all imported equipment, including country of origin, importer details.
16. Drawings and index  Index list of all drawings in numerical order. Drawings required are to be as set out in Section 1. ALL O
& M MANUALS – GENERAL PROVISIONS
 On small projects, the Principal Consultant may combine the services record (‘as-built’) drawings on
one disk. However, the drawings of each discipline shall be kept in separate directories/folders.
 For work on existing buildings, the Principal Consultant can, through the Project Manager, obtain
existing plans from the UniSpace, The UNIVERSITY OF ADELAIDE. Before documentation, the
Principal Consultant must check all measurements on site.
17. Certificates, Guarantees and  Copies of manufacturers warranties.

warranties  All guarantees
 Certificates from authorities.
 Certificates of compliance for all electrical and plumbing works (to be included within the respective
maintenance manuals). Where, in agreement with the Project Manager, no manuals will be submitted,
these certificates will be presented to the Head Contractor for inclusion in the Contractor’s Manual.
 If installation is not by the manufacturer, and product warranty is conditional on the manufacturer’s
approval of the installer, submit the manufacturer’s approval of the installing firm.
18. Commissioning data  Records of test results.

 Records of commissioning data.
Page 10
Specification
ESSENTIAL SAFETY PROVISIONS
A typical format for ESP data is attached as Appendix 1.
All commissioning and testing/inspecting data relating to the Essential Safety

Provisions is to be provided progressively throughout the construction
process, and again at the time of handover of the manuals.
The ESP provisions to be covered in the specification includes (but not

exclusive to):
 Structural Fire Protection and Compartmentation

 Access to fire appliances
 Signs
 Clearance for large isolated buildings
 Occupancy Hazards
The following information is required for ESP:
1. A schedule of the frequency of the required or recommended

maintenance, testing or inspection for each type of equipment classified
as Essential Safety Provision;
2. A separate schedule for each type of Essential Safety Provision
equipment including:
 The type of equipment;
 A unique identification label attached to each piece of equipment;
 The location of the equipment, including building number and/or
name, level number and/or name, room number and/or name and any
other information required for prompt and unequivocal identification;
 The type of inspection and maintenance required;
 Space is to be left in order to enable the recording of results of each
inspection, with sufficient spare space for not less than two years;
 Space is to be left for comments on each inspection;
 Space for the recording of the date and time of each inspection, the
name, title, address and signature of the person performing each
inspection.
3.Existing plans. One set of existing plans marked up identifying those units
of plant that are either added or deleted for existing installations.
Include in this section only the record of tests and inspections of the Essential
Safety Provisions as required by the South Australian Development Act 1993,
Ministers Specification SA 76 and various Australian Standards and Codes of
Practice.
Include all technical data and maintenance instructions for the Essential
Safety Provisions in the relevant section of the Operating and Maintenance
Manual. The items of maintenance included in this section are not to be
repeated elsewhere in the Operating and Maintenance Manual but shall be
supplemented elsewhere as necessary to ensure that all systems are
comprehensively serviced and maintained.
Page 11
Specification
SPARE PARTS
At least 1 month after the date of practical completion, the Principal

Consultant is to submit to The University of Adelaide’s Project Manager a
schedule of spare parts necessary for maintenance of the installation.
Page 12
Specification
TOOLS AND INSTRUMENTS
This instruction relates to any special, non-generic tools and instruments that are
not commercially available for the operation, maintenance and dismantling or
assembly of the plant and equipment provided.
Provision of Tools
At practical completion, the Contractor is to provide the Principal Consultant with
2 complete sets of any special tools and portable indicating instruments
necessary for operation and maintenance of equipment, together with suitable
means of identifying, storing and securing the tools and instruments.
Include instructions for use and maintenance of the tools.
Page 13
Specification
TIMING AND QUALITY OF MANUALS
There are a number of versions of asset information expected as the project

progresses.
General Submit progressive revisions of the manuals

throughout the course of the construction project to
ensure the accuracy of content and the
familiarisation of the principal with the installation.
Preliminary Manuals For equipment put into service during construction

and operated by the principal, submit manuals within
two weeks before acceptance.
Draft Manuals Submit draft manuals, including maintenance

records, eight weeks before the date for practical
completion. Include provisional record drawings and
preliminary performance data.
 Format: As for the final manuals, with temporary
insertions for items that cannot be finalised until
the installation is commissioned and tested.
 Two electronic copies of draft manuals to be
submitted.
Revised Draft Submit revised draft manuals two weeks before

Manuals commissioning of the installation.
Final Drafts On completion of commissioning, submit the Final

Drafts for review no later than two weeks before
the date for practical completion. If available, include
certificates from authorities and warranties.
Final Copies Submit both USB and DVD media sets of final
volumes within two weeks after practical
completion. Incorporate comments from the review
and from training of the principal’s staff, and include
any additional relevant material.
2 digital copies, 1 USB (set) and 1 DVD
Revisions Submit indexed amendments for insertion in the
manuals within two weeks after completion,
incorporating changes and comments from the
maintenance period. 2 digital copies.
Page 14
Specification
2. ASSET GROUPS – SPECIFIC INFORMATION NEEDS
The specialised information requirements for each asset group are to be read in
conjunction with Section 1 – general requirements.
Where the general requirements are not applicable, the requirement is to be

ignored.
Specific asset groups include:
COMMON STYLE ELEMENTS – ALL ASSET GROUPS

DRAWINGS
TRAINING
CONTENT OF OPERATIONS AND MAINTENANCE MANUALS per DISCIPLINE
ESSENTIAL SAFETY PROVISIONS
SPARE PARTS
TOOLS AND INSTRUMENTS
TIMING AND QUALITY OF MANUALS
ROOFING
WINDOWS AND CURTAIN WALLS
DOORS AND HATCHES
DOOR AND WINDOW HARDWARE
GLAZING
CLADDING
WATERPROOFING
FINISHES AND FURNITURE
INTERNAL WALLS AND PARTITIONS
OPERABLE WALLS
METAL FIXTURES
SIGNAGE
PLANTING
IRRIGATION
PAVING
URBAN ELEMENTS
ELECTRICAL
TELECOMMUNICATIONS SERVICES
ELECTRONIC SECURITY & ACCESS CONTROL SYSTEM
FIRE COMPARTMENTATION
AIR HANDLING SYSTEMS
FIRE SIGNS AND EMERGENCY LIGHTING
AUTOMATIC FIRE DETECTION ALARM and EWIS
FIRE EQUIPMENT
FIRE STOPPING
MECHANICAL SERVICES
HYDRAULICS
VERTICAL TRANSPORT
PEST CONTROL
Asset Groups such as architectural elements (2.1 - 2.12 above) may be provided in a
single Architectural Manual rather than a separate series of folders. Similarly,
elements such as 2.13 - 2.16 may be grouped into a Site Manual.
Page 15
Specification
ROOFING
The Roofing Manual is to be organised as per the detail in Section 1. of this

specification. Special information to be provided is outlined below.
Manufacturers recommendations
Within 1 month of practical Completion, submit a manual of recommendations
from the roof manufacturer or supplier for the maintenance of the roofing
system including,
 Frequency of inspection of roof systems and materials

 Recommended methods of access to the roof
 Issues surrounding maintenance to downpipes and gutters
 Recommended methods of inspection
 Recommended methods of cleaning
 Repair issues and,
 Scheduled replacement period of each material used
Special information needed

 Quantity of each roofing material type.
 Replacement cost per square metre, including demolition, access cost,
disposal cost of each material type
 Walkway systems - drawings
Warranty
Provide a warranty in respect of manufacture and installation of the roofing or
roof drainage against any and every effect or failure which may occur during
the warranty period arising out of any fault of the system, workmanship
fabrication, fixing or quality of materials used.
The Warrantor’s liability shall include cost of removal and replacement of

defective materials, making good any leakage staining or other damage to the
building caused by any such defect in or failure, and any defect in or failure of
the joints or edge sealing and any defects or failure caused by any inherent
property of the roof and roof lights.
Metal deck roofing installation warranty: 20 years

Metal deck roofing material warranty: 20 years
Page 16
Specification
WINDOWS AND CURTAIN WALLS
The Windows and Curtain Walls Manual is to be organised as per the detail in
Section 1. of this specification. Special information to be provided is outlined
below.
Warranties
Before, and as a condition of the issue of the final certificate, submit
warranties:
 In the appropriate form
 Executed by the contractor and the warrantor (or warrantors in the case of
joint warranties); and
 For the required warranty period.
Warranty conditions
Guarantee of performance: Where the warrantor is a subsidiary of another
organisation, submit that organisation's guarantee of the performance of the
warranty.
Product warranties: Submit product warranties which are coextensive with or

additional to the terms and warranty period of any manufacturer's published
warranty, and do not derogate from any warranty implied by law.
Adjustment of warranty period: Where any part of the work is required to be

repaired or made good under a warranty, the warranty period:
- Must not terminate until that part has been satisfactorily repaired or
made good; and
- In respect of that part, must recommence from the date of completion
of the repair or making good.
Curtain wall warranty

General: Warrant the installed curtain wall against service defects in design,
materials and workmanship, including but not necessarily limited to the
following:
- Failure to meet performance criteria, including the "acceptable
performance criteria" of tests for resistance to wind load, water
penetration, air infiltration and collapse
- Structural adhesive failure in either adhesion or cohesion
- Failure of caulking, flashing, or sealing to the building structure.
- Failure of seals which are inaccessible in the curtain wall system as
installed in the building.
- Failure of glass or glazing units.
- Excessive deterioration of components and finishes caused by
weathering.
- Spandrel glass volatilisation, caused by condensation of vapours
trapped in shadow box spandrels.
- Defects consisting of unauthorised departures from the contract
documents.
Page 17
Specification
Warranty period: 15 years from date of completion
Organic film coating warranty:

Submit the paint manufacturer's warranty for the specified coating,
including warranty conditions, if any, applying to conversion coating mass,
dry film thickness of paint coatings, and number of coatings.
Joint product warranties:

Submit the following product warranties with, and as part of, the curtain
wall warranty:
 Glass manufacturer's warranty.
 Toughened and heat strengthened glass warranty.
 Aluminium framing suite Manufacturers warranty including non-
standard components i.e.frameless sash windows, if applicable.
 Aluminium finish applicator's warranty: An undertaking by the
applicator of the finish to refinish or replace aluminium items where:
a) The finish cracks, peels, or shows pitting or corrosion, discernible

from 1500 mm distance, resulting from atmospheric conditions
normal for the environment of the installation;
b) When tested to AS/NZS 1580.481.1.2 a coloured finish discolours
in service to a degree greater than 2 on the Rating Scale of Table
1 of that standard, compared to an unweathered reference
sample; or
c) A colour change in the coloured finish of either or both of any two
adjacent sections results in a colour difference between them
which exceeds the Rating Scale measure of the range of colour
variation accepted in the contract approved colour sample range
Record drawings
On completion of the curtain wall installation, submit one set of the original
shop drawings and in computer readable CAD format on compact disc,
marked up or otherwise modified to show departures or additions
incorporated in the work-as- executed. Identify site-glazed panels.
Maintenance Data
General: Submit the Operations and Maintenance Manual as per Section 1 of
this specification. Special information to be added to the manuals for windows
and curtain walling includes:
- An outline description of the installation and detailed description of
specific items with product names, types and serial numbers.
Page 18
Specification
- Recommended maintenance periods and planned preventive

maintenance procedures.
- Copies of manufacturers' warranties or guarantees, service manuals,
brochures and recommendations.
- Copies of test and approval certificates.
- A copy of each shop drawing, ‘as-built’ drawing, and the like relevant to
the installation, both hard copy and electronic.
- A list of replacement parts recommended to be held on site, with the
names of suppliers.
- Realignment and adjustment instructions where relevant.
- Procedures for dismantling and reassembling.
Log Book:
Include in the manual log book pages set up for recording the times of
performance of the above procedures, sufficient in number to receive the
entries for three years. Show examples of typical entries by recording
maintenance procedures (such as cleaning) performed during the contract
and defects liability periods.
Spares
At or before practical completion, deliver to the site in strong protective
packages marked for identification, and store where directed, the following
additional units, components and materials for future replacement or repairs:
- Components: The necessary components, including glass, panels,
galvanised iron materials, beads and fasteners, to reinstate one glass
panel of each type or size, for every hundred panels (or part thereof) of
that type or size installed in the building.
- Paint: Where the aluminium components are to be pre-painted with high
performance organic coatings or thermosetting powder coatings, spray
cans containing air drying paint to match the colour of the pre-painted
coating, at the rate of 1 litre to each 2000 m2 of gross curtain wall surface
area.
Page 19
Specification
DOORS AND HATCHES
The Doors and Hatches Manual is to be organised as per the detail in Section
1. of this Specification. Special information to be provided is outlined below.
Roller Doors and Grilles

Provide maintenance details as per the schedules in Appendix 2.
Submit the manufacturers published recommendations for use, care and

maintenance of all roller doors.
Special information needed

Specify the anticipated useful life of each door type.
Specify replacement cost of each door type, depending upon size.
Page 20
Specification
DOOR AND WINDOW HARDWARE
The Door and Window Hardware section is to be organised as per the detail
in Section 1. of this specification. Special information to be provided is
outlined below.
Hardware schedule
Submit an amended schedule, prepared by the door hardware supplier
showing changes to the contract door hardware schedule caused by:
 The approval of a hardware sample

 The acceptance of an equivalent to a specified proprietary item
 A contract variation to a door hardware requirement.
Key codes
Submit the lock manufacturers’ record for the key coding system, showing
each lock type, number and type of key supplied, key number for re-ordering
and the name of the supplier.
Maintenance Manual
Submit the manufacturers published recommendations for use, care and
maintenance. This includes details of automatic door controllers.
Special Information
 Replacement cost per unit
 Expected useful life, given normal wear and tear and regular
maintenance.
Page 21
Specification
GLAZING
The Glazing Manual is to be organised as per the detail in Section 1. of this

Glazing warranty
Submit a warranty, signed by the glazing subcontractor, undertaking to repair
or replace any glass and glazing materials which, within the warranty period,
become defective or prove unsuitable of the specified application, provided
that the manufacturers recommendations for the material have been followed
during the warranty period.
Provide warranty against yellowing or other colour change, loss of strength,

impact resistance and general deterioration for 10 years.
Seraphic glass – warranty against scratching 10 years.
Glass manufacturers warranty:

IGU units – see specification
Coated glass units – see specification
Toughened glass warranty – The manufacturers warranty certifying that
toughened glass supplied for use in curtain walls has been subjected to a
heat soaking process which has converted at least 95% of the nickel sulphide
content to the stable beta-phase.
Maintenance Manual
Submit the manufacturers published recommendations for service use.
Special information
Special tools needed.
Page 22
Specification
CLADDING
The Cladding Manual is to be organised as per the detail in Section 1. of this

Cladding warranty
Submit a warranty against defects in materials and workmanship.
Warranty period 15 years.
Maintenance
Submit manufacturers published recommendations for maintenance in
accordance with the details provided in Appendix 2.
Page 23
Specification
WATERPROOFING
The Waterproofing Manual is to be organised as per the detail in Section 1. of

this specification. Special information to be provided is outlined below.
Waterproofing Warranty
Provide a warranty in respect of manufacture and installation of the
waterproofing membrane against any and every effect or failure which may
occur during the warranty period arising out of any fault of the system,
workmanship fabrication, fixing or quality of materials used.
The Warrantor’s liability shall include cost of removal and replacement of

defective materials, making good any leakage staining or other damage to the
building caused by any such defect in or failure, and any defect in or failure of
the joints or edge sealing and any defects or failure caused by any inherent
property of the waterproofing membrane.
Waterproofing Warranty Period:

Above slab membrane 25 years
Wet area waterproofing 10 years
Maintenance Manual
On completion submit a manual of recommendations from the manufacturer
or supplier for the maintenance of the waterproofing membrane including,
frequency of inspection and recommended methods of access, inspection,
repair and replacement.
Drawings
Prepare and submit installation drawings, prepared in conjunction with the
membrane manufacturers, showing general plan setouts and fully detailing
the installation. These drawings are to be included in the maintenance
manuals both hardcopy and electronic.
Page 24
Specification
FINISHES AND FURNITURE
The Finishes and Furniture Manual is to be organised as per the detail in

below.
Sections
The manual is to contain the following sections
 Floor Finishes (Carpet, vinyl, ceramic tiles etc)

 Door Mats
 Stair Nosings
 Tactile Indicators
 Internal and External Paint
 Internal Furniture and Fabrics
2.8.1. Floor Finishes

The Floor Finishes Manual is to be organised as per the detail in
Section 1. of this specification. Special information to be provided is
outlined below.
Maintenance Manual
Carpet: Submit a maintenance manual containing a technical
specification of the carpet installation and setting out the manufacturer’s
recommendations, approved by the Australian Wool Corporation in the
case of products containing wool, for its use, care and maintenance.
Include the names and addresses of the suppliers and manufacturers of
each component. Standard: To AS/NZS 3733.
Vinyl: Submit a maintenance manual containing a technical specification

of the vinyl installation and setting out the manufacturer’s
recommendations for its use, care and maintenance.
Ceramic Tiles: provide the tile manufacturers recommendations for the

in-service cleaning, care and maintenance, post Practical Completion, of
the ceramic floor and wall tiling, including procedures to enable
continued in-service compliance with the classes of slip resistance for
walking surfaces specified in AS/NZS 4586.
Special Information
Warranties and Guarantees

Submit the maker’s warranty details.
Floor Finish schedule.
Page 25
Specification
Submit a schedule, showing the rooms fitted out, quantity (sqm), floor
covering name (proprietary badge), colour, manufacturer, estimated
useful life (under normal wear and tear), cost per square metre to
replace (including demolition and dumping costs),
A typical Floor Finish Schedule is attached as Appendix 3.
2.8.2. Door Mats

The Door Mats Manual is to be organised as per the detail in Section 1.
of this specification. Special information to be provided is outlined
below.
Within one month of the final completion of the project, submit

information regarding floor finishes, as outlined in the Maintenance
Manual Content guide.
2.8.3. Stair Nosings

The Stair Nosings Manual is to be organised as per the detail in Section
1. of this specification. Special information to be provided is outlined
below.

information regarding stair nosings, as outlined in the Maintenance
2.8.4. Tactile Indicators

The Tactile Indicators Manual is to be organised as per the detail in
Section 1. of this specification. Special information to be provided is
outlined below.

information regarding tactile indicators, as outlined in the Maintenance
2.8.5. Internal and External Painting

The Internal and External Painting Manual is to be organised as per the
detail in Section 1. of this specification. Special information to be
provided is outlined below.
Page 26
Specification
Within one month of the final completion, the Painting Schedule is to be

submitted in hard copy and electronic version. The format is as follows:
LOCATION: Site, Building, Floor, Room
ELEMENT PRODUCT TYPE FINISH - COLOUR

External free standing walls
External walls, shade
structures
External walls (general)
External walls (feature)
Internal walls (general)
Internal walls (feature)
Doors (including toilet
partitions)
Frames and stair
balustrades
Ceilings and bulkheads
Floors (if painted)
Concrete sealer
Line marking
Clear penetrative sealer Clear
Other painted surfaces
2.8.6. Internal Furniture and Fabrics

The Internal Furniture and Fabrics Manual is to be organised as per the
detail in Section 1. of this specification. Special information to be
provided is outlined below.
Maintenance
Submit manufacturers recommendations for demounting and relocation,
and recommendations for service use, care and maintenance.
Warranties
Submit manufacturers warranties against defective materials and
workmanship for a period of 10 years.
Schedules
Within one month of the final completion, the Internal Furniture
Schedule is to be submitted in hard copy and electronic version. The
format is as follows:
LOCATION: Site, Building, Floor, Room
Page 27
Specification
ELEMENT PRODUCT COLOUR SIZE - QTY

TYPE
Fabrics
Fabrics General 1,2,3
Fabrics Feature
Pin board Fabrics
Other
Joinery Finishes
Joinery Laminate 1, 2, 3
Other
Window Treatments
Blinds 1, 2, 3
Other
Furniture
Chairs 1, 2, 3
Tables 1
Other
2.8.7. Workstations
The Workstations Manual is to be organised as per the detail in Section
1. of this specification. Special information to be provided is outlined
below.
Maintenance
Submit manufacturers recommendations for demounting and relocation,
and recommendations for service use, care and maintenance.
Submit a list of manufacturers, and the suppliers of spare parts.
Warranties
Submit manufacturers warranties against defective materials and
workmanship for a period of 10 years.
Page 28
Specification
INTERNAL WALLS AND PARTITIONS
The Internal Walls and Partitions Manual is to be organised as per the detail
outlined below.
Warranty
Submit the installer’s warranty against defective materials and workmanship
for a minimum period of 12 months.
Warrant dry wall partitions to be free form defects in materials and

workmanship.
Maintenance Manual
Submit the manufacturers’ published recommendations for care and
maintenance of the partitions as per the maintenance specifications in
Appendix 2. Include instructions for demounting and relocating where
applicable.
Special Information
 List of manufacturers and suppliers of various partition systems
 Special tools needed.
 Spare parts lists
Page 29
Specification
OPERABLE WALLS
The Operable Walls Manual is to be organised as per the detail in Section 1.

of this specification. Special information to be provided is outlined below.
Warranty
Submit the installer’s warranty against defective materials and workmanship
for a minimum period of 3 years.
Maintenance Manual
Submit the manufacturers’ published recommendations for care and
maintenance of the partitions as per the maintenance specifications in
Appendix 2.
Special Information
 List of manufacturers and suppliers of various operable walls systems
 Special tools needed.
 Spare parts lists
Page 30
Specification
METAL FIXTURES
The Metal Fixtures Manual is to be organised as per the detail in Section 1. of

Locations
Specify location of metal fixtures.
Maintenance manual
Submit manufacturer’s published recommendations for service use as per the
maintenance specifications in Appendix 2.
Special Information
Spare parts lists
Page 31
Specification
SIGNAGE
The Signage Manual is to be organised as per the detail in Section 1. of this

Location Building number, level number, room number.

Note:
When recording multiple signs of the same type, record
building number and level number only.
Sign Words or symbols on sign (except for room numbers, where

description the words “Room Number” will suffice).
Number of Quantity (if multiples of the same type)

signs
Sign type Directional, regulatory or interpretive.
** Note that if there is more than one type of the same sign
in various locations, then these may be grouped together as
one record, with the quantity recorded.
The Reference to any sign specification number unique to THE

University of UNIVERSITY OF ADELAIDE (Refer to The University of
Adelaide Adelaide Signage Manual)
Specification
Sign size Height and width (mm).
Sign material Steel, aluminium, PVC, polycarbonate etc.
Sign finish Luminescent, gloss, etc
Manufacturer Name, address, phone number and other relevant contact

details of manufacturer.
Supplier Name, address, phone number and other relevant contact

details of supplier.
Warranties Type and term of warranties
Special List of spare parts

Information Special tools required
Product required is a spreadsheet providing the above fields information for

each unique sign type and a printed hard copy.
Page 32
Specification
PLANTING
The Planting Manual is to be organised as per the detail in Section 1. of this

Plant Schedule
List of plants – common name, botanical name, quantity.
Precinct or Location common name botanical name quantity
Product warranty
Submit the supplier’s written statement certifying that:
 plants are true to the required species and type, and are free from
diseases, pests and weeds.
 imported soil, fill material and mulch is as specified and is free from
diseases, pests and weeds.
Maintenance Manual
Submit recommendations for maintenance of plants.
Page 33
Specification
IRRIGATION
The Irrigation Manual is to be organised as per the detail in Section 1. of this

Maintenance Manuals
When practical completion is authorised the Contractor shall provide the
Principal with three (3) sets of operating and maintenance instructions. (One
electronic and two hard copies)
The instructions shall cover the type of system and operating and
maintenance requirements.
Spare Parts and Special tools

A comprehensive spare parts list shall also be provided. All information shalt
be placed in a folder containing plastic pouches for protection.
A list of special tools required for servicing and repairs.
As Installed Drawings
When practical completion is authorised the Contractor shall provide the
Principal with a set of “as installed drawings” These drawings must be
accurate within 500 mm for all irrigation components installed and they must
detail any changes made during installation from the initial design.
The drawings must be in electronic format DWG & PDF format. Also provide
the Principal with an A3 set of installation drawings.
Laminated plan and schedule

Within each control cabinet shall be a laminated plan and an agreed
laminated irrigation schedule which is made in conjunction with the
superintendent.
Warranties
Type and term of warranties given.
Page 34
Specification
PAVING
The Paving Manual is to be organised as per the detail in Section 1. of this

Schedule
Provide a paving schedule, outlining the following detail.
Precinct or Paver Paving Quantity Colour Manufacturer

Location Name type and finish
Maintenance
Provide the manufacturers recommendations for care and maintenance of the
pavers, including details of:
a) Cleaning, including recommended detergents and chemicals

b) Repair techniques
c) Replacement schedule
d) Inspection frequencies
Page 35
Specification
URBAN ELEMENTS
The Urban Elements Manual is to be organised as per the detail in Section 1.

A list of all street furniture or urban elements as per the attached schedule.
Location Street name, precinct
Type Bubbler, bench, table etc
Quantity Number (count)
Model No or Model number or name given by manufacturer or

Name supplier
Special finishes Varnish on timber, paint, natural etc
Manufacturer Name and contact details of manufacturer
Supplier Details Name and contact details of supplier
Warranties Type and duration of warranty
Special Description of any special treatments needed for the

treatments equipment.
needed
Comments Any other information
Page 36
Specification
ELECTRICAL
The Electrical Manual is to be organised as per the detail in Section 1. of this

Colour coding
Electrical services: Orange.
Titles (examples)
Cover:
OPERATING AND MAINTENANCE MANUAL
ELECTRICAL SERVICES FOR THE UNIVERSITY OF ADELAIDE, NORTH
TERRACE CAMPUS – BENHAM BUILDING (C9)
(Year of installation)
Spine:
THE UNIVERSITY OF ADELAIDE, NORTH TERRACE CAMPUS – BENHAM
BUILDING (C9) - ELECTRICAL SER\/ICES
Title for the drawings shall be:

THE UNIVERSITY OF ADELAIDE, NORTH TERRACE CAMPUS - BENHAM
BUILDING (C9) - ELECTRICAL SERVICES, DRAWINGS
Page 37
Specification
TELECOMMUNICATIONS SERVICES
The Telecommunications Manual is to be organised as per the detail in

below.
Colour coding
Telecommunication services: Light blue.
Titles (examples)
Cover:
TELECOMMUNICATIONS SERVICES FOR THE UNIVERSITY OF
ADELAIDE, NORTH TERRACE CAMPUS - BENHAM BUILDING (C9)
Spine:
BUILDING (C9) -TELECOMMUNICATIONS SER\/ICES

BUILDING (C9) -TELECOMMUNICATIONS SERVICES, DRAWINGS
Page 38
Specification
ELECTRONIC SECURITY & ACCESS CONTROL SYSTEM
The Electronic Security Systems Manual is to be organised as per the detail

outlined below.
Colour coding
Electronic security system: Blue.
Titles (examples)
Cover:
ELECTRONIC SECURITY SYSTEM
FOR THE UNIVERSITY OF ADELAIDE, NORTH TERRACE CAMPUS –-
BENHAM BUILDING (C9)
Spine:
BUILDING (C9) - ELECTRONIC SECURITY SYSTEM

BUILDING (C9) - ELECTRONIC SECURITY SYSTEM, DRAWINGS
Page 39
Specification
FIRE COMPARTMENTATION
The Fire Compartmentation section is to contain all elements in the standard

manual contents outlined in Section 1., and should consider the special items
listed below.
Sections
Divide the Fire Compartmentation Manual into sections as defined in Section
1 of this specification. Provide separate references for the following:
 General description of the fire compartmentation provisions and

means of egress
 Include a schedule of inspections required in accordance with the
BCA, AS 1851 – maintenance of fire protection equipment and AS
1905.1 Supplement 1 – Components for protection of openings in fire
resistant walls – Logbook for the maintenance of fire resistant door
sets.
 Maintenance Schedules.
 Drawings to comply with Section 1 of this specification.
Page 40
Specification
AIR HANDLING SYSTEMS
The Air handling systems section is to contain all elements in the standard
listed below.
Sections
Divide the Air handling Systems Manual into sections as defined in Section 1
of this specification. Provide separate references for the following:
 General description of the fire mode operation of the air handling

systems.
BCA, AS 1851 – maintenance of fire protection equipment.
 Maintenance Schedules.
 Drawings
Page 41
Specification
FIRE SIGNS AND EMERGENCY LIGHTING
The Fire Signs and Emergency Lighting section is to contain all elements in
the standard manual contents outlined in Section 1., and should consider the
special items listed below.
Sections
Divide the Fire Signs and Emergency Lighting manual into sections as
defined in Section 1 of this specification. Provide separate references for the
following:
 General description of the fire signs and emergency lighting installed

provisions and means of egress
BCA, AS/NZS 2293.2 – Emergency evacuation lighting for buildings –
inspection and maintenance.
 Maintenance schedules
 Drawings
Page 42
Specification
AUTOMATIC FIRE DETECTION ALARM and EWIS
The Fire Alarm and EWIS section is to contain all elements in the standard
listed below.
Sections
Divide the Automatic Fire Alarm and EWIS manual into sections as defined in
Section 1 of this specification. Provide separate references for the following:
 Automatic fire detection and alarm system, including FIP

 Emergency warning and intercommunication system, including Master
Emergency Control panel
 Controls and alarms associated with the ESP and smoke
management systems
 Electrical and controls systems
Titles (example)
Cover:
FIRE ALARM and EWIS FOR THE UNIVERSITY OF ADELAIDE, NORTH
TERRACE CAMPUS–- BENHAM BUILDING (C9)
Spine:
THE UNIVERSITY OF ADELAIDE, NORTH TERRACE CAMPUS- BENHAM
BUILDING (C9) - FIRE ALARM and EWIS

BUILDING (C9) - FIRE ALARM and EWIS, DRAWINGS
Asset Replacement
Details of estimated economic useful life of all equipment
Page 43
Specification
FIRE EQUIPMENT
The Fire Equipment Manual is to be organised as per the detail in Section 1.

Sections
Divide the manual in sections as required to provide for quick reference to the
various sections of the installation. Provide separate sub-sections for the
following:
 Automatic fire sprinkler system

 Fire hydrant system
 Portable fire extinguishers, blankets and signage
 Jacking pump, controllers etc
Manual Titles (example)

Cover:
FIRE PROTECTION SERVICES
FOR THE UNIVERSITY OF ADELAIDE, NORTH TERRACE CAMPUS -
Spine:
THE UNIVERSITY OF ADELAIDE, NORTH TERRACE CAMPUS – BENHAM
BUILDING (C9) - FIRE EQUIPMENT

THE UNIVERSITY OF ADELAIDE, NORTH TERRACE CAMPUS –
BENHAM BUILDING (C9) - FIRE EQUIPMENT DRAWINGS
Page 44
Specification
FIRE STOPPING
The Fire Stopping section is to contain all elements in the standard manual
contents outlined in Section 1, and should consider the special items listed
below.
Certification
Submit evidence of compliance, in accordance with the recommendations of
AS 4072.1 Appendix B.
Form - Submit a completed certification document for installed fire-stopped

penetrations and control joints. Use form as per Figure B1 of AS 4072.1
Schedule - Submit a schedule of installed fire-stopped penetrations and
control joints. Use form as per Figure B2 of AS 4072.1
Manual
Where the fire stopping materials are to be modified in-service, provide a
manual.
In this regard, the manual is to provide details of the following:
 Fire stop mortars
 Formulated compound of incombustible fibres
 Fibre stuffing
 Fire-stop composite sheets
 Fire stop foams
 Fire stop putty
 Fire stop collars
 Fire stop pillows
 Labelling
Page 45
Specification
MECHANICAL SERVICES
The Mechanical Services Manual is to be organised as per the detail in

below.
Colour
Blue
Sections
Divide the manual into the following sections as required to provide for quick
reference to the various sections of the installation.
 Air conditioning services and ventilation systems

 Exhaust systems
 Fume cabinets
 Compressed air systems
 Reference to colour coding of pipe work reticulation systems
 Air diffusion and distribution systems
 Sump pumps
 Water treatment systems
 Building Management systems for all mechanical services
 Drawings**Note: It is advisable to provide a separate Manual for the
drawings, as it may be impractical to include drawings in the same
folder as information.
Titles (examples)
Cover:
MECHANICAL SERVICES FOR THE UNIVERSITY OF ADELAIDE, NORTH
TERRACE CAMPUS - BENHAM BUILDING (C9)
Spine:
BUILDING (C9) -MECHANICAL SER\/ICES

BUILDING (C9) -MECHANICAL SERVICES, DRAWINGS
Page 46
Specification
HYDRAULICS
The Hydraulics Manual is to be organised as per the detail in Section 1. of

Sections
Divide each manual in sections as required to provide by Section 1 of this
specification, for quick reference to the various sections of the installation.
Provide separate manuals for the following:
 Pipework (soil stack risers and vents, trade waste risers and vents, waste
pipework, graded drains)
 Fixtures and fittings including connection details
 Potable and non-potable water distribution
 Back-flow prevention devices
 Associated electrical and control systems

Cover:
HYDRAULIC SERVICES
FOR THE UNIVERSITY OF ADELAIDE, NORTH TERRACE CAMPUS –-
Spine:
BUILDING (C9) - HYDRAULIC SER\/ICES

BUILDING (C9) - HYDRAULIC SERVICES, DRAWINGS
Special Information needed

 Expected useful life of each piece of equipment, material
 Replacement cost of each item or cost per metre of each material
used, including demolition, trenching, reinstatement, disposal.
Page 47
Specification
VERTICAL TRANSPORT
The Vertical Transport Systems Manual is to be organised as per the detail in

below.
Sections
Divide the manual in sections as required to provide for quick reference to the
various sections of the installation. Provide separate sections for the
following:
 Lift equipment
 Lift well equipment
 Landing equipment
 Lift car and associated equipment
 Electrical end communications equipment
 Control systems
 Permanent guards and rails
 Interface with building access control system
 Lift shaft ventilation grilles
 Any painting, labelling or other identification issues associated with the
above equipment
 Other associated work such as electrical interfaces, plumbing, control
systems etc.

Cover:
LIFT SERVICES FOR THE UNIVERSITY OF ADELAIDE, NORTH TERRACE
CAMPUS - BENHAM BUILDING (C9)
Spine:
BUILDING (C9) - LIFT SERVICES

BUILDING (C9) - LIFT SERVICES DRAWINGS
Page 48
Specification
PEST CONTROL
Provide details of all provisions for permanent pest control. For example:
Location Type
All slab penetrations Woven stainless steel mesh
All slab control joints and footing/slab Woven stainless steel mesh
joints
Building perimeters – where Woven stainless steel mesh
insufficient clearance between the
slab edge and paving level
Special information
Provide details of warranties.
Maintenance
Provide details of any regular inspections and any maintenance required.
Page 49
Specification
APPENDIX 1 – ESP INSPECTION DATA
A schedule of the frequency and required or recommended maintenance,

testing or inspection for each type of equipment classified as Essential Safety
Provision.
A separate schedule for each type of Essential Safety Provision equipment is

required, including:
Information/data name Definition of information

Location of the equipment. Include building number and/or name, level
number and/or name, room number and/or
name and any other information required for
prompt and unequivocal identification
Description of equipment Describe the equipment
Unique identification label To be attached to each piece of equipment
Inspection type Weekly, monthly, 6 monthly, annual, 3 yearly

etc.
Maintenance required Description of maintenance tasks
Note:
Contractors must be aware of the annual requirement for inclusion of the
Form 3 Certification regarding Emergency Egress (refer AS1851/SA76), and
Exit/Emergency Lighting (AS2293/SA76).
Appendix 6 provides detail of the Form 3 proforma.
Page 50
Specification
APPENDIX 2 – SAMPLE MAINTENANCE SCHEDULES
A schedule of the frequency and required or recommended maintenance,

testing or inspection for each type of equipment, other than those classified
as Essential Safety Provision. Records to show:
Information/data name Definition of information

Location of the equipment. Include building number and/or name, level number
and/or name, room number and/or name and any
other information required for prompt and
unequivocal identification
Description of equipment Describe the equipment
Unique identification label To be attached to each piece of equipment
Inspection type Weekly, monthly, 6 monthly, annual, 3 yearly etc.
Maintenance required Description of tasks
Inspection Results Space to record results of each inspection, with

sufficient spare space for not less than two years.
Comments on each Space for comments on each inspection

inspection
Inspection date Space for the recording of the date and time of each
inspection.
Inspector name, title, Name, title, address and signature of the person
address performing each inspection.
MAINTENANCE FREQUENCIES
Equipment Weekly Monthly Bi Quarterly 6 Annual

Description Monthly Monthly
Equipment A X X X X X X
Equipment B X X X
Equipment C X X X
Equipment D X X X
Equipment E X X
Equipment F X X
Page 51
Specification
MAINTENANCE SCHEDULES
Location (Bldg, level, room)

Equipment Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
description
Equipment A B B B B B B B B B B B B
Equipment B C C C C
Equipment C B C B B B B B
Equipment D A
MAINTENANCE TASKS
THE UNIVERSITY OF ADELAIDE
MAINTENANCE TASKS
BUILDING ACCESS AND EGRESS Service type
Check and record in log book: A B C D E
1 All doors should open freely without the use of a ▲ ▲

key. If an automatic-unlocking device has been
approved, check that the door opens freely when
the device is actuated.
2 All hold-open devices operate correctly. ▲ ▲
3 Treads are stable and non-slip surfaces are in ▲ ▲

good condition.
4 All handrails are in good repair. ▲ ▲
5 Obstructions above the rail which would tend to ▲ ▲

break a handhold.
6 Handrail is continuous between stair landings. ▲ ▲
COMMENTS
A = Annual, B = Monthly, C = 3 monthly, D = bi-monthly, E = Weekly
 ANY CONCERN REGARDING DISABILITY ACCESS & EGRESS - CHECK WITH

THE APPROPRIATE AUTHORITY.
Page 52
Specification
APPENDIX 3 – FLOOR COVERING SCHEDULE
Building no., level Quantity Floor Covering name Predominant Manufacturer Estimated useful Cost per square
no., room no(s) (sqm) (proprietary badge) colour(s) life (under metre to replace
normal wear and (including
tear conditions) demolition and
dumping costs),
Page 53
Specification
APPENDIX 4 – MANUAL ITEMS DELIVERY CHECKLIST
The underlying checklist is intended to provide a guide to the Principal Consultant,

Contractors and University Staff, in ensuring that the Operations and Maintenance
Manuals have been delivered as per the specifications provided.
The timeline is directed at the provider of the service, whether it is the contractor or
Principal Consultant.
Action Item Timeline Provided By Recipient
Drawings - As Final as-built to be provided within 1 Contractors to The

Built month after practical completion. the Principal University of
Consultant Adelaide
Training To be provided within 1 month after Contractors The
practical completion. University of
Adelaide
Manual To be provided within 1 month of Contractors to The
Contents practical completion. See Section 1 for the Principal University of
Manual delivery schedules. Consultant Adelaide
ESP issues To be provided within 1 month of Contractors to The

practical completion. See Section 1 for the Principal University of
Manual delivery schedules. Consultant Adelaide
Spare parts To be provided within 1 month of Contractors The

practical completion. and suppliers University of
to the Principal Adelaide
Consultant
Tools and At practical completion Contractors The
Instruments and suppliers University of
Principal Adelaide
Consultant
Paint Within 1 month after practical Contractors to The
schedules completion Principal University of
Consultant Adelaide
Carpet Within 1 month after practical Contractors to The
Schedules completion Principal University of
Consultant Adelaide
Directory of To be provided at practical completion. Principal The
contacts etc (See manual Section 1, Section # 2. Consultant University of
Adelaide
Page 54
Specification
APPENDIX 5 – ASSET REGISTER

The University of Adelaide asset management system is MAINPAC. The asset
register specification is to provide a guide to the Principal Consultant, Contractors
and University Staff, in ensuring that a specification for data can be delivered and be
importable to MAINPAC.
5.1 Equipment Schedule. This is an imbedded spreadsheet, double click to open.
5.1_Equipment-Sche
dule.xls
Page 55
Specification
APPENDIX 6 – FORM 3 CERTIFICATION
Form 3
Development Act 1993

Development Regulations 1993-Regulation 76(3a)
CERTIFICATE OF COMPLIANCE WITH MAINTENANCE

PROCEDURES FOR ESSENTIAL SAFETY PROVISIONS
To the Municipal or District Council of ………………………………………………………………
Reference: Address of building ………………………………………………………………….…..
……………………………………………………………………………………………………………
Name of owner:………………………………………………………………………….……………...
This is to certify that maintenance and testing have been carried out in respect of each of the
following essential safety provisions for the above building in accordance with the
standards/codes/conditions of approval as specified in the schedule of essential safety
provisions issued in respect of the building on
………………………………………..
(date)
Essential safety provisions Standards/codes/conditions of approval

………………………………………………… ……………………………………………………….
………………………………………………… ……………………………………………………….
………………………………………………… ……………………………………………………….
………………………………………………… ……………………………………………………….
………………………………………………… ……………………………………………………….
………………………………………………… ……………………………………………………….
………………………………………………… ……………………………………………………….
………………………………………………… ……………………………………………………….
………………………………………………… ……………………………………………………….
………………………………………………… ……………………………………………………….
………………………………………………… ……………………………………………………….
………………………………………………… ……………………………………………………….
Signed…………………………………… Date……………………………………………..
…………………………………………..
(owner or manager of the building)
Page 56

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Operations and Maintenance Manuals: Property Services

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PROPERTY SERVICES

OPERATIONS AND MAINTENANCE

1. All O & M manuals – General provisions ....................................................................... 3

1. ALL O & M MANUALS – GENERAL PROVISIONS

COMMON STYLE ELEMENTS – ALL ASSET GROUPS

The comprehensive descriptions are to be accompanied by appropriate

Packaging and identification

Spine of case: Clearly print Project Name and Service Discipline.

Drawings and Manuals - copies

* The Contractor’s Manual to include all warranties, hardware and painting

Record Drawings (‘As-Built’)

The Contractor is to provide one complete set of drawings, revised to

Drawings will be submitted and indexed as part of the Operating &

The record drawings shall include as a minimum:

 Architectural plans, cross sections, elevations, building elements details,

 Each drawing is to be provided as a separate file. A tabbed suite of

a) The maximum number of persons to be trained

On Practical Completion, the Contractor and Specialist sub-contractors shall provide

CONTENT OF OPERATIONS AND MAINTENANCE MANUALS per DISCIPLINE

SECTION CONTENTS DEFINITION

17. Certificates, Guarantees and  Copies of manufacturers warranties.

18. Commissioning data  Records of test results.

ESSENTIAL SAFETY PROVISIONS

A typical format for ESP data is attached as Appendix 1.

All commissioning and testing/inspecting data relating to the Essential Safety

The ESP provisions to be covered in the specification includes (but not

 Structural Fire Protection and Compartmentation

The following information is required for ESP:

1. A schedule of the frequency of the required or recommended

At least 1 month after the date of practical completion, the Principal

TOOLS AND INSTRUMENTS

Include instructions for use and maintenance of the tools.

TIMING AND QUALITY OF MANUALS

There are a number of versions of asset information expected as the project

General Submit progressive revisions of the manuals

Preliminary Manuals For equipment put into service during construction

Draft Manuals Submit draft manuals, including maintenance

Revised Draft Submit revised draft manuals two weeks before

Final Drafts On completion of commissioning, submit the Final

2. ASSET GROUPS – SPECIFIC INFORMATION NEEDS

Where the general requirements are not applicable, the requirement is to be

Specific asset groups include:

COMMON STYLE ELEMENTS – ALL ASSET GROUPS

The Roofing Manual is to be organised as per the detail in Section 1. of this

 Frequency of inspection of roof systems and materials

Special information needed

The Warrantor’s liability shall include cost of removal and replacement of

Metal deck roofing installation warranty: 20 years

WINDOWS AND CURTAIN WALLS

Product warranties: Submit product warranties which are coextensive with or

Adjustment of warranty period: Where any part of the work is required to be

Curtain wall warranty

Warranty period: 15 years from date of completion

Organic film coating warranty:

Joint product warranties:

a) The finish cracks, peels, or shows pitting or corrosion, discernible

- Recommended maintenance periods and planned preventive

DOORS AND HATCHES