15 FAH-1 H-120
NEW EMBASSY COMPOUND (NEC) AND MAJOR RENOVATION CONSTRUCTION – BUILDING TURNOVER AND WARRANTY ADMINISTRATION
(CT:FM-8; 06-26-2024)
(Office of Origin: OBO/CSM/CM and OBO/OPS/FAC)
15 FAH-1 H-121 OBJECTIVES
(CT:FM-8; 06-26-2024)
The main objectives of this subchapter are to:
(1) Identify supervision responsibilities of the warranty obligations during building turnover, immediately after issuance of the certificate of substantial completion;
(2) Identify responsibilities for operation, maintenance, and utility costs during the transition to occupancy; and
(3) Define categories of spare parts included in the construction contract.
15 FAH-1 H-121.1 Definitions
(CT:FM-8; 06-26-2024)
Initial operation and maintenance (O&M) funds: A term used in the preparation of the current working estimate (CWE) to cover funding for initial costs expected to be incurred for specialty tools, diagnostic testing equipment, spare parts, and related training in order to perform routine operation and maintenance activities during the first year of occupancy of a new embassy compound/new consulate compound (NEC/NCC). Initial O&M Funding is calculated at 0.5% of the original construction contract award. Items not covered by this funding source include, but are not limited to, computers, IT software, office furniture, utility vehicles, forklifts, cleaning supplies, office appliances, construction equipment or activities, electric vehicle (EV) charging equipment, vehicle canopies construction projects, and security equipment as these items are procured using other funding sources. Trainings funded through this source are intended for facility management, locally employed staff on project-specific systems, and equipment.
Spare parts: Items normally specified in the contract specification, Divisions 2-33 (also identified as 'extra materials', or 'maintenance supplies'), required for maintenance or repair of equipment (e.g., compressors, coils, motors, pumps, valves, electrical circuit boards). Other spare parts, such as manufacturer-recommended spare parts, derived by the contractor in compliance with the applicable Division 1, Operation and Maintenance Data specification, can be procured by post, using initial operation and maintenance funding. See additional information on Government Furnished Property in 14 FAH 2 H-341.2-6.
Excess construction materials: Any surplus construction materials and supplies left over after the completion of overseas construction projects that are not required in the spare parts specifications or other contractual agreement.
Substantial completion: Substantial completion is the point in time when the project director (or COR) determines that the work is sufficiently complete and satisfactory, in accordance with the requirements of the contract documents, that it may be occupied or utilized for the purpose for which it is intended, and only minor punch list items such as touch-up, adjustments, and minor replacements or installations remain to be completed.
15 FAH-1 H-121.2 Procedures
(CT:FM-8; 06-26-2024)
During the construction phase, the OBO project director must collect, assemble, and document the contractor's submission of items required for maintenance and operation of the completed building(s), inclusive of the warranty requirements in the construction contract. The building turnover activities consist of the following:
(1) The Office of Construction Management in the Directorate of Construction and Security Management (OBO/CSM/CM) must monitor systems operations and required maintenance activities (also known as 'construction maintenance') as specified in the construction contract and assist the post facility manager in becoming familiar with all systems;
(2) OBO/CSM/CM shall make available contractor-furnished manufacturers' operating instructions (operations and maintenance manuals) to the Office of Facility Management in the Directorate of Operations (OBO/OPS/FAC) for review prior to the turnover to post. OBO/OPS/FAC will provide a coordinated response with the post facility manager to OBO/CSM/CM for close-out purposes;
(3) OBO/CSM/CM must make a set of final as-built drawings available to post and a set for the archives of the Office of Design and Engineering in the Directorate of Project Development, Coordination, and Support (OBO/PDCS/DE);
(4) OBO/CSM/CM is responsible for upholding the completion of all operations and maintenance demonstration and familiarization training sessions designated for post facility management staff as specified in the construction contract;
(5) OBO/CSM/CM must turn over contractor-furnished spare parts, recommended service contracts, and additional training requirements in conformance with contract specification sections (Division 2-33), along with applicable Division 1 requirements inclusive of barcoding. Also, OBO/CSM/CM must turn over the contractor-derived spare parts list in accordance with the applicable Division 1 operations and maintenance (O&M) data specification. The project director will turn over this list at least 60 days prior to substantial completion to OBO/OPS/FAC through the post facility manager to allow for review, approval, and funding by post;
(6) Post should only accept the spare parts that the general contractor is contractually required to turn over to post at the completion of a NEC/NCC or major rehabilitation project. Post should not accept any excess construction materials and/or parts from the general contractors or their subcontractors that are not required per contract specifications:
(a) The project director is responsible for reviewing and approving the list of contractually required spare parts prepared by the general contractor;
(b) The facility manager at post is responsible for identifying receiving point(s) and working with the property manager and/or supply clerk at post to identify storage locations;
(c) The property manager is responsible for recording the approved inventory in post’s Integrated Logistics Management System (ILMS); and
(d) After construction projects are completed, shipping containers must not be retained by post and arrangements must be made for the removal of the container(s) and all remaining excess construction materials prior to substantial completion.
(7) OBO/CSM/CM must ensure that the contractor develops and provides the equipment asset data, along with preventative maintenance scheduling via the standard computerized maintenance management system (CMMS) templates. OBO/CSM/CM then provides the documents prepared by the contractor to OBO/OPS/FAC for review, approval, and final upload into post's systems. Security equipment assets template must be provided by OBO/CSM/CM to DS/C/ST for review.
(8) OBO/CSM/CM and OBO/OPS/FAC recognize that for all OBO/CSM/CM to OBO/OPS/FAC turnover issues requiring post acceptance, the facility manager or officially designated representative is the single accepted signature authority at post; and
(9) OBO/CSM/CM identifies for the post facility manager the amount of initial O&M funding identified in the project budget (current Project Authorization Document, and OBO/OPS/FAC assists post with development of the procurement list. Prior to OBO/CSM/CM releasing funds to post, OBO/OPS/FAC reviews and approves the procurement list. Upon receipt of funds, post is responsible for procuring, receiving, and inventorying items and scheduling approved training.
(10) OBO/CSM/CM, through the project director or construction executive, must ensure that all the required follow-on contractor visits (occupancy adjustment visits, opposite season testing, infrared scans, warranty inspections, etc.) during the warranty period are identified and scheduled with the post facility manager.
(11) OBO/CSM/CM and OBO/OPS/FAC representatives must complete the turnover phase of the NEC/NCC or major renovation project by signing the Operations & Maintenance Transition Checklist for Building Acceptance at substantial completion. The OBO/CSM/CM and OBO/OPS/FAC Office Directors will then validate the completed checklist and evaluate any identified items requiring mitigation actions prior to including into the final certificate of occupancy package as a required element. The OBO/CSM managing director must provide the final approval of the checklist during clearance of the certificate of occupancy package.
15 FAH-1 H-121.3 After the Acceptance Phase
(CT:FM-8; 06-26-2024)
a. Upon issuance of substantial completion, the U.S. Government accepts the facility from the contractor. The post facility manager assumes the responsibility for the upkeep of the building(s) and is responsible for initializing and executing the warranty provisions of the construction contract. Post assumes all O&M labor costs and adheres to the preventative maintenance schedules to assure enforcement of warranties.
b. At the end of the building acceptance phase, the certificate of occupancy is issued, and the building may be occupied. Upon issuance, post assumes responsibility for all security, operating, and utility costs. OBO/OPS/FAC provides maintenance and repair funding from this point forward.
c. The facility manager collects, archives, and tracks maintenance performance in the post’s CMMS and is responsible for spare parts inventory restocking points and physical control in coordination with post's General Services Section. Some latent problems may become evident after the final building acceptance, making it necessary for the post facility manager to pursue the warranty provisions of the construction contract through the contractor. If the construction contractor fails to honor the legitimate warranty obligation, the post facility manager, with assistance from OBO/OPS/FAC, should contact the project-assigned construction executive from OBO/CSM/CM for assistance and further contract enforcement actions.
d. In accordance with the warranty provisions of the construction contract, the facility manager, the contractor's cleared American warranty manager, the construction executive, and various other OBO subject matter experts shall conduct a Warranty Inspection visit approximately 1-2 months before the completion of the general one-year warranty period. The results of the inspection should inform the OBO lessons learned process and other business process improvements.
15 FAH-1 H-122 through h-129 Unassigned