JHH and JHBMC Online Outage Systemfacilities.jhmi.edu/FacilitiesV4/DesignAndConstruction/... ·...

CLASP Manual 2015 Facilities Department Johns Hopkins Health System

JHH and JHBMC Online Outage System

Revision 2.7


Table of Contents

Intended Audience………………………………………………………………….... 3

Purpose………………………………………………………………………………. 3

Figure 1: Online Outage System Workflow……………………………………… 4

Using the Online Outage System……………………………………………………. 5

Figure 2: Facilities Intranet Homepage………………………………………... …. 5

Figure 3: Homepage Outage Selection………………………………………… … 5

Figure 4: Outage System Login Choice………………………………………....... 6

Figure 5: Outage System Login Screen………………………………………... …. 6

Figure 6: Outage System Hompage……………………………………………. …. 7

Figure 7: Option Sub-menu……………………………………………………. …. 7

Request Outage………………………………………………………………………. 8

Figure 8: Request New Outage…..……………………………………………..…. 8

Figure 9: Calendar Pop-up Window…………………………………………… …. 9

Figure 10: Emergency Warning………………………………………………… 10

Modify Outage…………………………...…………………………………………... 11

Figure 11: Outage Selection Criteria……………………………………………. 11

Figure 12: Outage Modification Form………………………………………….. 12

Figure 13: Link to Outage Information Request & Project Manager Approval.. 13

Figure 14: Outage Information Request………………………………………… 14

Approve Outage……………………………………………………………………… 15

Project Manager Approval…………………………………………………………… 15

Client Approval.……………………………………………………………………... 15

Figure 15: Client Approval Screen……………………………………………… 16

Shop Approval..……………………………………………………………………… 16

Figure 16: Shop Approval Screen………………………………………………. 17

System Restoration…………………………………………………………………... 18

Figure 17: System Restoration Routine………………………………………… 18

Request Outage Extension…………………………………………………………… 19

Figure 18: Outage Extension……………………………………………………. 19

Cancel Outage……………………………………………………………………….. 20

Figure 19: Cancel Outage Screen…….…………………………………………. 20

View & Print Outage………………………………………………………………….. 21

Figure 20: View & Print Outage……..…………………………………………. 21

Status Report………………………………………………………………………….. 22

Figure 21: Status Report Selection Criteria……………………………………... 22

Figure 22: Status Report……………...…………………………………………. 23

Add/View Attachments……………………………………………………………….. 24

Figure 23: Add/View Attachments Screen……………………………………… 24

Other Options…………………………….…………………………………………… 24

Print Hot Work Permit..………………….………………………………………….... 25

Change Password...……………………….…………………………………………... 25

Email Notifications……………………….………………………………………….. 25

Figure 24: Email Notification Matrix..………………………………………….. 25

Figure 25: Hot Work Permit…………………………………………………….. 26

Reporting…...…………………………….…………………………………………... 27

Status Report…………………….…………………………………………………… 27

Delinquency Report…………………….……………………………………………. 27

Figure 26: Delinquency Report…………………………………………………. 27


Intended Audience

This documentation is intended for users of the Facilities Online Outage System. Users include not

only The Johns Hopkins Hospital and Health System staff, but outside contractors and vendors.

Purpose

The Online Outage System is developed to better process outages that ensure the safety of patients,

staff, visitors, and contractors. The Online Outage System will act as a central repository for all

outage information past, present, and future. This web-based application will be accessible from

anywhere, allowing participants to create, approve, and check the status from off-campus.


Online Outage System Workflow

Figure 1: Online Outage System Workflow


Using the Online Outage System

The Online Outage System is built within the Facilities Department Intranet. To access the Facilities

Intranet, you may browse to the following address:

http://facilities.jhmi.edu/FacilitiesV4/

The first page you will see will look like the following:

Figure 2: Facilities Intranet Homepage

Next select Design and Construction, which will take you to the Design and Construction

applications. To access the Online Outage System, you will then choose the option for Outages.

Figure 3: Homepage Outage Selection


You will then see this login screen.

Figure 4: Outage System Login Choice

You now see this screen.

Figure 5: Outage System Login Screen

The Outage Administrators will be responsible for creating accounts and assigning the appropriate

rights to that account. First you must register into the Online Outage System. Contact Outage

Administrators. They will assign your user login and password. The Outage Administrators will

provide you with any help you may need with the Online Outage System.

After a successful login, you will be forwarded to the following screen, which will be referred to as

the Outage Homepage:

Please choose one of the Options to Login


Figure 6: Outage System Homepage

The menu is broken down by the different types of personnel using that particular action on the

Outage. Each group has different rights to the system.

The All Users menu offers the following items that are of common use:

View/Print Outages

Status Report

Figure 7: Option Sub-menu

Moving the mouse over any group exposes a sub-menu of options. The following figure is an

example of moving the mouse over the Contractors group.


In this example, the contractor has the ability to do the following:

Request New Outage

Modify Outage

Request Outage Extension

Add/View Attachments

Print Hot Work Permit

Cancel Outage

Change Password

Information Request

Each Outage option will be discussed in further detail in the following sections.

Request Outage

Contractors and Project Managers have the ability to create, or initiate an Outage. To do this, select

the option Request New Outage. The request page looks like the following:

Figure 8: Request New Outage


There is a large amount of information that is collected when creating an Outage. Besides pages

being password protected, each account also has specific rights to which fields it may enter data;

therefore, some fields may be present under one account, whereas it may not be under another. For

example, an account for a contractor would not have the ability to select the different groups

necessary to approve an outage, where an account with escalated privileges would.

The system will assign an Outage Number to the new Outage. The Project Number field must be

selected from either the Capital Projects drop-down list or from the Other Cost Centers drop-down

list, which also includes University numbers. If the particular project or cost center is not in the

drop-down, please contact an Outage Administrator.

In the Contact Information section, you must select a Project Manager from the drop-down list. The

PM’s phone and email address will automatically be populated. Please fill in as much information

as you can in regards the contractor, sub, and foreman when entering the Contact Information. The

red asterisks (*) indicate required information to submit the outage.

The next section involves the clients that only the project managers have. See the details later under

Project Manager Approval.

The next section is the Outage Date and Time Information. You may manually type in the beginning

and end date of the Outage, or you may use the calendar feature to select a date. To use the calendar,

click on the icon. This will bring up a pop-up window that looks like the following:

Figure 9: Calendar Pop-up Window

In the calendar view, the current day will be highlighted with light grey and any weekend days will

be in dark grey. If you wish to move to the previous or next month, you may use the month icon

located at the top left and right. Clicking on any day will result in that day being entered as the date

on the outage form. Please note that though the times default to 7:30 AM and 3:00 PM, they may be

changed. However, you must enter the time in the format HH:MM AM/PM. The 24HR? checkbox

can be used to default the start and end times to 12:00 AM and 11:59 PM respectively.

Separate outages must be submitted if the outage is both on the weekend and weekday. Click the

Weekend Outage checkbox for only the weekend outage.


When selecting the Building(s) in the Work Area Information section, please note that it is possible

to select more than one building by using the Control key on the keyboard. The same holds true for

the Floor(s). The minus sign indicates floors below the 1st or ground floor.

The Affected Area section differs from the Work Area section where impairment on a building

system may affect a much larger area than the work area. If the affected area is uncertain select the

Required Shop Investigation for the staff to confirm.

Include all clarifications and questions in the Contractor/Project Manager Comments box. This

information is critical for others to understand the scope of the outage.

After all fields have been entered, click the Submit Outage button at the bottom of the page. If the

dates chosen have the potential to cause an emergency outage, a warning will be displayed as shown

in the following figure:

Figure 10: Emergency Warning

If Yes is chosen, the outage will continue to the project manager. If No is chosen, you are given the

opportunity to change the dates. Then click the Submit Outage button again.


Modify Outage

A Contractor can only submit a modification up to the time the Project Manager approves it. The

Outage Modification screen is similar to that of the Request Outage screen. The first difference

you will encounter is when you click on the option Modify Outage, rather Tha being taken directly

to the entry from, you are taken to the following screen:

Figure 11: Outage Selection Criteria

Since the Outage already exists, it is necessary to select Outage Modify. On this screen, non-

cancelled and incomplete Outages are loaded into the drop-down box that says Select an Outage. If

the Outage Number is unknown, the filters may be used to reduce the number of Outages that are

loaded into this drop-down box. The Select an Outage drop-down box will now only contain

Outages that meet the criteria selected. It is possible to use one or all four filter criteria, which are a

Building, Project Manager, Project Number, or Date.


After an Outage is selected, a form that looks like the Request Outage form will be seen, but the

fields will already be populated. An example can be seen here:

Figure 12: Outage Modification Form


After all modifications have been made, click the link Click Here to the Outage Information

Request page shown below.

Figure 13: Link to Outage Information Request and Project Manager Approval

Once on the Outage Information Request page, select the participants you want to receive this

modification. By default, the From address will be the email address associated with the currently

logged-on user. Each party associated with the Outage will be listed under the To field. For each

person who is to receive the email, the checkbox must be clicked. If an email should be sent to

everyone, the Select All button can be clicked. The Subject is defaulted to “Information Request for

Outage#” and then the Outage number. The Body of the email will consists of all current

PM/Contractor comments as well as all current Staff Comments. Additional comments can be

entered in the corresponding textboxes. These comments will then be saved with the outage. Use the

information request procedure to respond to an information request you have received. Click the

Send Message button at the bottom of the page.

Request for

Click here to print a

hot work permit.


Figure 14: Outage Information Request

You will automatically return to the Outage Modification Form where you click on the Update

Outage button at the bottom of the page. The Reset Form button located at the bottom of the page

can be used to reset the form back to the state where it began, that is, before any modifications were

made. Please note that this will reset the whole form, not just one field.


Approve Outage

There are a few different levels of approval when dealing with Outages. The first is the Project

Manager approval. This approval occurs after the Outage is created by the Contractor. Another type

of approval is the Shop approval. Each shop assigned to an Outage is responsible for approving the

Outage. Clients must also approve the Outage before it can begin. Lastly, there are approvals from

Health, Safety, and Environment, as well as approval from the Construction Safety Coordinator.

Approvers may find they do not have enough information to approve the Outage. Therefore they

would use the information request page to gather that information. This topic is discussed around

the Figures 11 and 12.

Project Manager Approval

After the Contractor submits the Outage, the Project Manager (PM) will be notified by email. It is

then the responsibility of the PM to review the information entered by the Contractor and approve

the Outage. The PM will choose the option Approve and Modify Outage located under the Project

Manager heading on the Outage homepage. This is shown in Figure 11. The PM Approved By

field will be automatically populated with the name of the user who is currently logged in. The date

will also be automatically populated with today’s date and time. To approve the Outage, select Yes

and then click Update Outage button at the bottom of the page. If the selected dates will cause the

outage to become and emergency, a warning is displayed at the bottom of the form as shown in

Figure 8. If Yes is chosen, the emergency outage routine will be trigger, which begins with an email

to the Director of Engineering to approve the Outage. Only after this explicit approval occurs, will

the Outage approval process be able to continue. If No is chosen, you are given the opportunity to

change the dates.

Client Approval

The Project Manager must fill out the Client portion, which is located in the Contact Information

section of the Request New Outage or Modify Outage pages. First, select the Client’s role in the

right part of the section. If the Clients are to approve, be copied, click the Add/Modify Clients link

on the left portion of the section. On this new page, click the Add New Client button. Press the

Outage Clients drop-down list to select the clients. Now, click the Add button and the clients will

appear in a list. Click the Delete button if you want to delete any of the selected Clients. If the

Client doesn’t appear in the drop-down list, then click the Close button and use the information

request link and put the missing Client’s name, phone, and email address in the Comment Box and

select the Outage Administrators to receive, register, and add these clients to the Outage.

Coinciding with the Shop Approval is the Client Approval. In order to approve the Outage as a

client, click on the Approval Outage link found under the Clients heading on the homepage. After

logging in, a list of available Outages for that particular client will be available in a drop down list.


After selecting the appropriate Outage, the following screen will be seen:

Figure 15: Client Approval Screen

To approve the Outage, simply click the checkbox and then press the Submit button.

Shop Approval

After the Project Manager approves the Outage, an Outage Administrator is responsible for

assigning the different shops or groups to approve an Outage. Once this is done, each shop will be

notified via email that they need to approve the Outage.

To perform this action, click on Shop on the Outage homepage and click on Approve Outage. A

screen to select the outage will be seen; however, there is a filter already applied that only allows the

user to select an Outage for which his or her shop must approve. Using the process described earlier,

select the Outage that needs to be approved.


The next screen will display in a read-only format the information that has been entered about the

Outage. The user will, however, have the ability to modify a few fields such as Affected Areas,

Interim Life Safety Measures, and Staff Comments.

The actual approval of the Outage occurs at the bottom of this screen. The name of the currently

logged-on user will automatically populate the Approved By field. Also, the date will also

automatically be populated. It is the responsibility of the user to check either Yes or ask for

information in the staff comments box. Choosing Yes will approve this particular shop’s portion of

the Outage. A screenshot of the approval can be seen below.

Figure 16: Shop Approval Screen

Construction Safety Coordinator and Health, Safety and Environment Approval

Once all the clients and shops have approved the Outage, it is ready to receive final approval. Both

the Construction Safety Coordinator (CSC) and Health, Safety and Environment (HSE) approve the

Outage. To approve the Outage, select either the Outage Administrator or Health, Safety and

Environment tab on the page and click on the option Modify Outage and choose Yes , and then

click Submit at the bottom of the page. The By and Date fields will automatically be populated with

the appropriate data.


System Restoration

If the Outage impairs a Fire Suppression System or Fire Alarm System, then these systems must be

restored after the Outage is completed. This happens through the Restoration option, which can be

found under the Shops heading on the Outage homepage.

As with most options, clicking on this option will display the Outage Selection Criteria screen. Once

the user selects an Outage, information for that Outage will be displayed. At the bottom of the

screen, there is a location where the user can choose if all systems have been restored. This can be

seen below.

Figure 17: System Restoration Routine

To show that all systems have been restored, select Yes, and then click Submit.


Request Outage Extension

It is sometimes necessary to request an outage extension if it is running behind or ahead of the

original approved dates. Dates are the only change that can be made. Different locations, times, etc

require a new outage request. Only Outages that are 24 hours or more away from expiring may be

extended through this process. The 24 hour period is counted from the start time of the last day. If

the Outage is within 24 hours or less away from expiring, then a new Outage must be submitted

through the regular process. For those Outages that are eligible to be extended, click the Request

Outage Extension link on the Outage homepage. This will pull up a screen similar to the modify

Outage screen. Fields will be pre-filled with the information from the original Outage. The

difference with this option is when the extension is submitted, a new Outage number is assigned and

the Outage is put into the Workflow to be approved.

Figure 18: Outage Extensions

The important part to notice on an extension is that the original start and end dates are shown in

read-only format. The new start date must be greater than or less than the original date in order for

the outage to be accepted.


Cancel Outage

If an Outage has been entered in error, or if there is no longer a need for an entered Outage, then it

can be canceled. To perform this action, select the option Cancel Outage from the Outage

homepage.

After selecting an Outage from the Outage Selection Criteria screen, the user will see the following:

Figure 19: Cancel Outage Screen

This screen asks the user to confirm cancellation of the Outage. If Yes is chosen, the Outage will be

marked cancelled and all parties associated with the Outage up to the point it is cancelled will be

notified that it was cancelled. Always put why it is cancelled in comment box provided.


View and Print Outage

Viewing and Printing Outages are options available to any user with an account. To view an

Outage, select the option All Users, then View/Print Outage on the Outage homepage. After

selecting an Outage from the drop-down box, a read-only copy of the outage will be displayed.

Figure 20: View and Print Outage

Click here to print a Hot Work Permit from the Outage Modification screen

Click here to print a Hot

Work Permit.


Status Report

The Status Report is used to look at the status of all current, cancelled and expired outages. Select

All Users from the Outage Home Page, and then click on Status Report. A screenshot of the Status

Report Selection criteria can be seen below.

Figure 21: Status Report Selection Criteria


To find the status of a specific outage you can enter its outage number or use the series of filters to

refine the list of outage(s) desired. Click the Filter button and view the following:

Figure 22: Status Report

The report shows which groups have approved the Outage and which have not. The Status Report

may also be sorted by any heading that is underlined such as Date Submitted or Start Date.


Add/View Attachments

Attachments can be any electronic document that supports the Outage. In order to add or view an

attachment, click on the Add/View Attachments link on the Outage homepage after selecting the

category (Contractor, Project Manager, Client, Shops, etc.) desired. Next, select the Outage that you

would like to attach documents to. You will then be taken to the following screen:

Figure 23: Add/View Attachments Screen

To add an attachment, click on the Browse button. You will see a list of files on your local

computer. Select the file that you wish and click Open. Next, enter a description of the file you are

uploading in the File Description textbox. Lastly, click the Upload button. This will actually save

the file on the server.

After attachments have been uploaded, people will then be able to view them. To view attachments

that have already been associated with an Outage, click on any link under the Available Attachments

heading in the Outage page. This will bring display the attached file.


Other Options

Print Hot Work Permit

Hot Work Permits are only required by some Outages, so if one is necessary, click on the option

Print Hot Work Permit on the Outage homepage. Hot Work Permits can also be printed from the

Outage Modification on Figure 11 or View and Print Outage Figure 18.

Change Password

Each user has the ability to change his or her password by clicking the link Change Password. The

new password must be entered and confirmed in the textboxes, then click Change Password.

Email Notifications

System generated emails are at the heart of the Online Outage System workflow. Emails are used to

notify the next person or persons in the workflow that the Outage is awaiting approval. The

following table describes actions that trigger emails to be sent, and also who they are sent to:

Action Email Recipient(s)

Outage created by Contractor Project Manager selected by Contractor when Outage is

created

Project Manager approval Outage Administrator(s)

Shops and Clients assigned Each shop and client that is been assigned to the Outage

All Shops and Clients approved Outage Administrator (CSC) and Health, Safety, and

Environment (HSE)

Final Approval (CSC and HSE) All parties involved with Outage

System Restored CSC and HSE

Outage Cancelled All parties involved with Outage

Outage Information Request by PM Contractor

Outage Rejected by CSC All parties involved with Outage

Outage Information Request by Group Email to Outage Administrators

Emergency Facilities Director

Figure 24: Email Notification Matrix


THE JOHNS HOPKINS INSTITUTIONS HEALTH, SAFETY AND ENVIRONMENT

EXTENSION 5-5918

CUTTING-WELDING HOT WORK PERMIT

Date : 10/14/2013 Building : Zayed Bloomberg Floor : 006 This permit expires : 11/27/2013 If fire occurs, PULL FIRE ALARM BOX AND DIAL 5-4444. Approved by : Paul Matuska on 10/16/2013

DANGER PREVENT FIRES

DO NOT CUT, WELD, OR USE OTHER OPEN-FLAME OR SPARK-PRODUCING EQUIPMENT UNTIL THE FOLLOWING PRECAUTIONS HAVE BEEN TAKEN. Check each item. 1. The Project location has been examined.

A. Sprinklers, where provided, are in operation and will not be taken out of service until this work has been completed.

B. There is no flammable lint, dust, vapors, or liquids; or tanks or equipment which previously contained such materials.

C. This work will be confined to the area or equipment specified in the permit. 2. The following safeguards have been provided:

A. Floors and surroundings have been swept clean and wet down.

B. Ample portable extinguishing equipment – hand hose, extinguishers, water pails, etc. 3. If the work involves cutting, welding, or other spark-producing equipment, the following additional safeguards have been provided:

A. All combustibles have been located 40 ft. from the operation and the remainder protected with metal guards or flame proofed covers (not ordinary tarpaulins).

B. All floor and wall openings within 40 ft. of the operations have been covered tightly.

C. Responsible individuals have been assigned to watch for dangerous sparks in area, as well as in floors above and below.

4. Flame or spark-producing equipment to be used has been inspected and found in good repair

5. Arrangements have been made for a patrol of the area, including floors above and below, during any lunch or rest period and for at least one hours after work has been completed.

Figure 25: Hot Work Permit


Reporting

There are a couple reports built into the Online Outage System: Status Report and Delinquencies

Report.

Status Report

The Status Report is discussed earlier in the Outage Modification section.

Delinquency Report

The purpose of the Delinquencies Report is to show which Project Managers and Contractors have

submitted their Outages with enough lead time. A sample of the Delinquencies Report can be seen

in the next figure. The Delinquencies Report is only available to Outage Administrators and is,

therefore, password protected. Note for this example the numbers in the “Proceeded Without

Approval” column is not accurate.

Figure 26: Delinquency Report


HCGH Outage Workflow


HCGH Request for Outage


HCGH Hot Work Permit

Environmental Health and Safety

Date___________ Project #_____________ Project Name________________ JHBMC Representative: ___________________

Contractor Name: _____________________ Contractor Representative: _______________________ Phone No: _______________

Building: ___________ Floor______ Room (s) _______ Work to Be Done : __________________________________________

___________________________________________________________________________________________________________

Beginning Date: ___________ Anticipated End Date: _______________ Start time/End time:

___________________________

Revised Anticipated End Date: ____________________________________ Approval Initials: _________________



Note: Before approving any welding, brazing, cutting, soldering, grinding, or other activities which produce sparks or use flame, the

following provisions must be agreed to in accordance of NFPA 51B.

PRECAUTIONSTo Be Completed At Work Site Cutting and welding equipment in good repair

Welding Screens in place where necessary

Gas Cylinders Secured to prevent from being upset/damaged

Within 35 Ft of Work Combustibles relocated away from work site

Floors swept clean of combustibles

Remaining combustibles protected with fire resistant covers, guards, etc.

All wall and floor openings covered

Work on Walls or Ceilings Construction is noncombustible and w/o combustible cover

Combustibles moved from opposite side of wall

Work on Enclosed Equipment (tanks, containers, ducts, dust collectors, etc.)

Equipment cleaned of all combustibles

Containers purged of flammable vapors

Fire Watch To be provided during & 30 minutes after operation

To be provided on floors above & below as needed

Supplied with CO2 extinguisher

Trained in use of equipment & sounding fire alarm

Fire System in Drill

Yes No N/A ____ ____ ____

____ ____ ____

____ ____ ____

____ ____ ____

____ ____ ____

____ ____ ____

____ ____ ____

____ ____ ____

____ ____ ____

____ ____ ____

____ ____ ____

____ ____ ____

____ ____ ____

____ ____ ____

____ ____ ____

____ ____ ____

____ ____ ____

Comments:

PERMIT APPROVED BY:


JHH Contractor PC

There is a computer, scanner and printer located in the Orleans Garage, Level 5, Trailer A lobby for

use. The following are instructions on using the PC. If you have questions or comments, please call

any of the three Outage Administrators, which have their phone numbers posted near the computer.

Start-up Procedure

The computer is to remain on at all times, but sometimes it gets turned off. In this case, follow the

steps to get to the desktop screen:

1. Hit the space bar and wait a minute. The screen saver may be working and the computer

isn’t really off. If it doesn’t respond continue to the next step.

2. Press the power button on the front of the computer.

3. Press Ctrl-Alt-Delete.

4. Click OK and the desktop screen should appear.

Once you are on the desktop screen:

1. Click the Internet Explorer icon.

2. Click Design and Construction.

3. Click Outages.

4. Click Facilities Intranet Login.

5. Enter your User Name and Password.

Scanning Procedure

1. Click the red and green OT icon in the lower right corner of the desktop.

2. Place paper into the top tray, face up and click Auto Feed. If you have a bound

document, use the lower tray and click Flatbed.

3. In the Visioneer 9650 box in the lower right hand corner, click Func: F1.

4. Click the Scan All or Scan button.

5. Click Text Document for most applications.

6. Click Scan More Pages or Done at the prompt.

7. Click OK.

8. Enter the outage system doing steps in the Once you are on the desktop screen: above.

9. The scanned file is placed in the PDF Documents folder located on the desktop.

10. Click Contractors.

11. Click Add/View Attachments.

12. Click the outage number.

13. Click Add/View Attachments.

14. Click the Browse Button.

15. Click PDF Documents.

16. Click your specific scanned file name.

17. Click Open.

18. In the File Description box fill in the description of the file.

19. Click Upload.


Commissioning and Inspection Procedure

All construction, renovation and major maintenance work performed on the Hospital Lot and at all

other locations, including utility distribution systems, that are the responsibility of Johns Hopkins

Health System Facilities Department, shall be commissioned and inspected by technical staff to ensure

design, code and system performance compliance of the work being performed. This requirement shall

be included in all contracts for such work regardless of which institutional entity is issuing the

agreement. The Johns Hopkins Health System Standard Specification, December 2, 2012, includes the

following provision concerning commissioning and inspection:

OWNER’S COMMISSIONING “Any test, inspection or similar service to be performed

as provided in the Contract Documents, may be, at the Owner’s option, performed by

the Owner’s operations and commissioning personnel in addition to any required third

party or jurisdictional participation. Cooperate with the Owner’s operations and

commissioning personnel in the performance of these inspections, tests, and similar

services. Provide reasonable auxiliary services as requested, including but not limited

to access to the Work, and incidental labor and facilities necessary to facilitate

inspections and tests.

The Contractor shall adhere to the Owner’s published Commissioning and Inspection

Procedures that are current at the time of bids for the Project.

If specific elements of the Work have failed their initial and one remedial inspection or

test, then the Contractor shall be responsible for the Owner’s costs for further

inspections or tests and will be deducted from payments owed the Contractor.”

All contractors shall follow the process provided below and as modified for specific projects:

1) Prime Contractor will be responsible for the management and scheduling of required

commissioning and inspections. Requests to the JHH Facilities Department for commissioning

and inspection services will only be honored when received from the Prime Contractor.

2) Each trade contractor (including the Prime Contractor when self-performing work) shall be

present for their respective inspection. Though not required, it is in the Prime Contractor’s own

interest to be present for all inspections.

3) Owner inspections will be conducted between the hours of 8:30 AM and 2:30 PM, Monday

through Friday, and will require a forty-eight (48) hour notice period excluding the period

between 3:30 PM Friday through 7:30 AM Monday and Hospital holidays. Inspections that

must be performed off hours, on weekends or holidays will require a two (2) week notice period.

4) The notice period for inspections that require an outage or that is associated with an outage, will

be the same period as required for the outage as provided in the owner’s CLASP/Outage

Program or (2) weeks, whichever is the longer period.


5) If the owner does not provide the inspection service within the time frames stated in these

procedures, provided that the prime contractor is in compliance with these procedures, the work

requested for inspection can proceed as if the inspection service had been performed, and the

prime contractor shall immediately notify the owner’s Project Manager of actions taken.

At the Owner’s sole discretion, he may elect to inspect such un-inspected work although the

procedural time frames have expired. The Owner shall exercise this election no more than forty-

eight (48) actual hours (without limitation) after the expiration of the time frame for the original

inspection request. The prime contractor shall provide assistance to the owner necessary to

perform such inspections including any demolition and restoration.

Upon such inspection, should the work be found in compliance, the Owner shall compensate the

prime contractor, in accordance with the terms of the contract between the parties, for

documented additional costs and time extension incurred by the prime contractor directly

resulting from the delayed inspection. In contrast, should the work be found out of compliance,

the Prime Contractor shall bear all costs and there will be no time extension and the process for

re-inspection shall be followed.

6) The Prime Contractor shall apply for inspections by using the form at the end of this section.

The applicable commissioning staff, project manager and contractor of the inspection request

will then be notified. 7) Inspections and tests will be conducted and the results will be given directly to the contractor

representative within 4 hours, with a copy forwarded to the owner’s project manager. Copies of

acceptable test results shall be included with applicable operation and maintenance manuals to

be provided in accordance with the contract between Owner and Prime Contractor.

8) When an inspection or test fails, corrections shall be made and re-inspected. This will require a

new request for inspection. The scope of re-inspection or retesting shall apply only to those

types that failed. When an inspection or test is determined by the Owner’s commissioning staff

to be unacceptable and the prime contractor objects, citing that it is not within his contractual

obligations, prior to commencing corrections, the Prime Contractor shall notify the Owner’s

Project Manager of this objection in accordance with provisions provided in the contract

documents. Resolution and direction will be provided under the terms of the contract between

the parties. Otherwise, the findings of the Owner’s commissioning staff are final and the Prime

Contractor will make timely corrections.

9) The following are various tests and inspections that must be performed on every project. This

list does not preclude any inspections or tests being performed that are required by the contract

between Owner and Prime Contractor. Similarly, this does not preclude any inspection or test

required by statute. Conversely, requirements of a contract or statute do not preclude this list of

inspections and tests from being performed.


DECOMMISSIONING INSPECTIONS. Prior to the start of salvaging and demolition there

will be an inspection to select salvaged items, locate termination of services and deem all

other items ready for salvage and demolition and identify items to be removed by the

vacating tenant.

INFECTION CONTROL INSPECTIONS. Prior to the start and any new phase of

construction, the Commissioning Staff must verify that all infection control measures are in

place. An inspection is also required at the completion of the project to confirm the

cleanliness of the site. Refer to the “Infection Control Policy” in this manual for details.

POST DEMOLITION INSPECTIONS. This is initiated when the Prime Contractor has

uncovered all concealed areas and completed removal of all utilities. Commissioners,

Project Managers and Designers are invited to address hidden conditions, allow the Owner’s

engineering forces to repair landlord conditions outside the scope of the project and verify

the completion of the demolition. The Commissioning staff will include items outside the

scope of the Prime Contractor’s scope of work. The Owner’s Project Manager will identify

out of scope items and transmit the inspection report to the Prime Contractor, the

Engineering Senior Director and the Commissioning Administrator. The Owner’s Project

Manager must specify the time period available for the Owner’s forces to correct

deficiencies.

CLOSE-IN INSPECTIONS. Prior to the concealment of any element of construction, a

close-in inspection will be required. The Prime Contractor must identify all trades affected

by the proposed concealment. Any testing or any element requiring an outage that needs to

be performed prior to a Close-in Inspection shall have been successfully tested and/or

inspected prior to making a request for Close-in Inspection. The Commissioners must be

satisfied with the condition of the work before permission to close-in can occur. A

designated Commissioner will give the final approval for all Commissioners.

SUBSTANTIAL COMPLETION INSPECTIONS. Prior to any occupancy or any use of any

element of the work, the Prime Contractor shall request a SUBSTANTIAL COMPLETION

INSPECTION citing all commissioning trades that have, or should have, participated during

the performance of the work. This is the punch list and inspection provisions that may be

required in the contract between the parties.

FINAL INSPECTIONS. When the Prime Contractor has fully completed all contractual

obligations, he will schedule a FINAL INSPECTION to release him from further obligation.

The SUBSTANTIAL COMPLETION punch list must be fully completed at this time.

SPECIFIC INSPECTIONS AND TESTS. In addition to the foregoing, the following lists

the minimum inspections and tests required for all construction, renovation and major

maintenance work


MECHANICAL SYSTEMS

Post demolition/pre-installation

Cleaning and flushing of piped systems

Cleaning ductwork

Sterilization of domestic water piping

Pressure testing of:

Domestic water

Sanitary

Storm

Sprinkler

Natural gas

Steam

Chilled water

Condensate

Condenser water

Refrigeration

Medical and laboratory gases

Ductwork

Sprinkler operation:

Alarm systems

Drainage facilities

Inspector test

Medical gas certification

Insulation material and workmanship

HVAC operation:

Automatic temperature control

Smoke dampers

M.O.D. dampers

Pumps

Chillers

Cooling Towers

Boilers

Air handling equipment

Training and education


ELECTRICAL SYSTEMS

Low Voltage Systems

Test and demonstrate fire alarm systems

Test and demonstrate nurse call systems

Test speaker systems

Demonstrate security systems

Test communication cable

Demonstrate intercom and paging systems

Test and demonstrate variable frequency controllers

Test and/or demonstrate specialty systems

Service voltage systems

Test medium voltage switchgear

Test and demonstrate transfer switches

Test and demonstrate enclosed controllers

Test and demonstrate motor control centers

Test and certify isolated grounding

Inspect wiring devices

Test receptacles

Test medium voltage transformers

Test and demonstrate generators

Conduct feeder megger reports

Inspect branch circuits

Demonstrate lights and lighting systems

Test and/or demonstrate specialty systems


Inspection Request Form

JHH or JHBMC HGCH Major/Complex Project

Billings B120 Project Manager Around $100 million FAX (410) 502-6924 Constructware

Hospital Project Manager __________________________________________________________

Project Title _____________________________________________________________________

Hospital Project Number ___________________________________________________________

Contractor Contact Name & Phone # _________________________________________________

Contractor Email Address __________________________________________________________

Date, Time ______________________________________________________________________

Location ________________________________________________________________________

Type of Inspection Commissioners Required

Decommissioning Landscaping Elevator/Pneumatic Tube

Infection Control Architectural Fire Alarm/Sprinkler/Clock

Post Demolition Carpentry/Architectural Specialties Plumbing/Med Gases

Wall Closure Firestopping HVAC

Ceiling Closure Roofing ATC

Substantial Completion Doors Electrical

Final Automatic Roll-up/Revolving Doors Communication/Security

Other (provide description) Glazing Other (provide description)

Test ________________ Painting

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