Chapter 1 - Overview of Project Delivery
- 1.1 Introduction
- 1.2 Phases of a Project
- 1.3 Project Delivery Flowchart
- 1.4 Program Master Schedules
- 1.5 Program Oversight Committee
- 1.6 Community and Neighborhood Council Involvement
- 1.7 Client Satisfaction
Chapter 2 - Project Delivery Methods
- 2.1 Introduction
- 2.2 Design/Bid/Build
- 2.3 Design/Build
- 2.4 Construction by City Forces
Chapter 3 - Initiating a Project
- 3.1 An Overview of Project Initiation
- 3.2 Opening a Work Order
- 3.3 Obtaining Funding
- 3.4 Defining Scope
- 3.5 Selecting the Project Team
- 3.6 Establishing a Memorandum of Understanding (MOU)
- 3.7 Project Estimating
Chapter 4 - Change Control
- 4.1 Control and Variance Analysis
- 4.2 Risk Assessment and Risk Management
- 4.3 Managing Scope Creep
Chapter 5 - Reporting Progress
- 5.1 Uniform Project Reporting System
- 5.2 Progress Reports
- 5.3 Progress Meetings
- 5.4 Public Information
- 5.5 Use of City and BOE Websites
Chapter 6 - Using Consultants
- 6.1 When to Use a Consultant
- 6.2 Pre-Qualified On-Call or Project Specific Contract - Which to Use?
- 6.3 Cost-Reimbursement or Lump Sum Contract - Which to Use?
- 6.4 Procurement Process
- 6.5 Contract Negotiations
- 6.6 Standard Contract Requirements
- 6.7 Contract Execution
- 6.8 Managing Consultant Performance
- 6.9 Paying for the Work - WBS and MBE/WBE and BIP Utilization
- 6.10 Amending the Contract
- 6.11 Consultant Performance Evaluations
- 6.12 Closing the Contract
- 6.13 Using the Pre-Qualified On-Call Consultants Lists
Chapter 7 - Pre-Design
- 7.1 Formulation Phase and Analysis of Alternatives
- 7.2 Identifying Property Needs
- 7.3 Identifying Geotechnical Restraints
- 7.4 Preliminary Environmental Review
- 7.5 Preparing the Pre-Design Report
- 7.6 Approval of the Pre-Design Report
Chapter 8 - Design Phase
- 8.1 Plan Development Process
- 8.1.1 Design Development for Public Buildings
- 8.1.2 Design Development for Recreational Facilities
- 8.1.3 Design Development for Street and Bridge Projects
- 8.1.4 Design Development for Sewer and Storm Drain Projects
- 8.1.5 Design Development for Air/Water Quality and Wastewater Treatment Projects
- 8.2 Technical Specifications
- 8.3 Site Surveying
- 8.4 Geotechnical Report
- 8.5 Utility Coordination
- 8.6 Property Acquisition and Right of Entry
- 8.7 Outsourced Design Services
- 8.8 Typical Plan Set Requirements
- 8.9 CADD Standards
- 8.10 Traffic Planning
- 8.11 Bidding Approaches
Chapter 9 - QA/QC During Design
- 9.1 Introduction and Definitions
- 9.2 Developing the QA/QC Plan
- 9.3 Design Reviews
- 9.4 Construction Review
- 9.5 Operability and Maintainability Review
Chapter 10 - Project Specifications and Bid Proposal
- 10.1 Master Specifications Concept
- 10.2 Bid Proposal
- 10.3 General Conditions
- 10.4 General Requirements
- 10.5 Technical Specifications
- 10.6 The Greenbook
Chapter 11 - Permits and Approvals
- 11.1 Introduction
- 11.2 Environmental Clearance
- 11.3 Plan Check Review and Permits from City Agencies
- 11.4 Cultural Affairs Approval
- 11.5 “1% for Arts” Program
- 11.6 Regulatory Agency Approvals
- 11.7 Approval to Advertise from Granting Agencies
Chapter 12 - Preparing the Bid Package
- 12.1 Obtaining the Required Signatures
- 12.2 Reviewing the Bid Documents
- 12.3 Assembling the Bid Package
Chapter 13 - Advertising a Project for Bids
- 13.1 Obtaining Board Approval to Advertise for Bids
- 13.2 Advertising for Bids
- 13.3 Bid Package Distribution and Control
- 13.4 Pre-Bid Meeting and Job Walk
- 13.5 Responding to Inquiries and Issuing Addend
Chapter 14 - Awarding the Construction Contract
- 14.1 Receipt and Opening of Bids
- 14.2 Evaluating Bids
- 14.3 Contract Compliance Review
- 14.4 Award by the Board of Public Works
- 14.5 Processing Bonds and Insurance
- 14.6 Escrow of Bid Documents
- 14.7 Issuing the Notice to Proceed
Chapter 15 - The Bureau's Approach to Construction Management
- 15.1 Construction Management Team
- 15.2 Partnering
Chapter 16 - Construction Management Procedures
- 16.1 Shop Drawings
- 16.2 Request for Information
- 16.3 Plan Clarification
- 16.4 Substitution and “Or Equal” Proposals
- 16.5 Construction Document Control
- 16.6 Meetings
- 16.7 Meeting Minutes
Chapter 17 - Inspection Procedures
- 17.1 General
- 17.2 Pre-Construction Inspections
- 17.3 Inspection Staffing
- 17.4 Inspection Documentation
- 17.5 Inspection Reports
- 17.6 Notices of Non-Compliance and Work Stoppage
- 17.7 Job Memorandum
- 17.8 Jobsite Interference
- 17.9 Construction Photographs
- 17.10 Shop Inspections
- 17.11 Inspection by the Department of Building and Safety
- 17.12 Materials Testing
- 17.13 Construction Surveying
- 17.14 Jobsite Safety
- 17.15 Subcontractors
Chapter 18 - Construction Schedule Control
- 18.1 Types of Schedules
- 18.2 Obtaining an Approved Schedule
- 18.3 Monthly Schedule Updates
- 18.4 Analyzing Delays/Granting Time Extensions
- 18.5 Assessing Liquidated Damage
Chapter 19 - Construction Cost Control
- 19.1 Purpose and Principles
- 19.2 Progress Payment Procedures
- 19.3 Retention and Withholding
Chapter 20 - Construction Change Orders
- 20.1 Introduction
- 20.2 Initiating Change Orders
- 20.3 Processing Preliminary Change Orders
- 20.4 Finalizing Change Orders
- 20.5 Allowance Orders
Chapter 21 - Avoiding and Mitigating Construction Disputes and Claims
- 21.1 Request for Equitable Adjustment - Prevention
Chapter 22 - Construction Completion
- 22.1 Partial Final Inspection and Partial Acceptance
- 22.2 Sign-Off by the Department of Building and Safety
- 22.3 Final Inspection by BCA
Chapter 23 - Emergency & Specialty Construction Contracts
- 23.1 Emergency Contracts
- 23.2 Pre-Authorized Emergency Contracts
- 23.3 Specialty Construction Contracts
Chapter 24 - Facility Startup
- 24.1 Overview of Facility Startup
- 24.2 Equipment Installation and Testing
- 24.3 Equipment & Facility Performance Testing
- 24.4 Operations and Maintenance (O&M) Manuals
- 24.5 Operations and Maintenance Training
- 24.6 Warranties & Guaranties
- 24.7 Spare Parts
Chapter 25 - Project Closeout
- 25.1 Closeout Flowcharts & Checklists
- 25.2 Record Drawings & As-Built Plans
- 25.3 Final Retention Release
- 25.4 Monumentation Survey
- 25.5 Project Performance Report
- 25.6 Contractor Performance Evaluation Report
- 25.7 Acceptance Board Report
- 25.8 Closing the Work Order

24.4 Operations and Maintenance (O&M) Manuals

Revised on 03-10-2025

PURPOSE

The purpose of this procedure is to give guidelines for the operations and maintenance (O&M) manuals. O&M manuals are required whenever there is equipment that is installed that requires operation and maintenance.

REFERENCES

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RESPONSIBILITIES

Project Manager (PM): The PM is responsible for successfully completing projects. This includes obtaining the specified O&M manuals and having a successful startup.
Project Engineer (PE): On large or complex projects, the PM may bring on a PE to assist the PM with his/her responsibilities.
Construction Manager (CM): The CM is responsible for administering the Contract. He/she is also responsible for the day-to-day management of construction activities on the project and coordination of these activities. The CM is also responsible for approving the Contractor’s final version of the O&M manuals.
Contractor: It is the Contractor’s responsibility to prepare and submit the required number of approved O&M manuals.

PROCEDURE

Operation manuals should contain all information pertaining to the operation of the facility. The maintenance manual is a compilation of all the technical information related to the maintenance of the facility, equipment, and/or systems. Included should be information pertaining to equipment tag number identification, location, data summary, maintenance procedures, parts lists, recommended spare parts, wiring diagrams, shop drawings, special tools and test equipment. A typical O&M manual would include, but not be limited to sections such as: General Information, Installation and Commissioning, Operation, Lubrication and Maintenance, Spare Parts List and Specifications, Troubleshooting, As-Built Drawings, and Sub-Supplier/Vendor Furnished Information.

The Contractor prepares and submits a specified number of copies of the draft O&M manuals to the CM for review. The specified number of manuals is determined by the PM or PE and included in the Contract Documents during the design phase. On behalf of the CM, the Project Team reviews the draft O&M manuals for completeness and agreement with the contract specifications. Include a comment which states that the trainees should be allowed to review the O&M manual prior to receiving training. This will allow the trainees to come prepared with questions ahead of time. The Project Team prepares written comments on the draft O&M manuals.

The Contractor prepares the final O&M manuals based on the review comments. The final O&M manuals are submitted to the CM for approval. Along with the final submittal of the O&M manuals, the Contractor shall also submit one (1) copy of all drawings, text and any other electronic files that are incorporated into the O&M manuals. The files are to be submitted on diskette or other media approved by the CM together with an index listing file names, originating computer program and format.

After approval, the Contractor prepares and delivers the Contract specified number of copies of the O&M manuals to the CM. It should be noted that after the Contractor provides the finalized/approved copies of the O&M to the CM, the CM should forward the copies to the client representative.

RELATED PROCEDURES

LINKS / ATTACHMENTS

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