Quality in Commissioning

What is Commissioning?

Commissioning is a proven quality based process that provides a systematic method of ensuring that all building systems perform interactively according to the design intent and the facilities program and operational needs. At completion of the commissioning process, all defined equipment and systems will have been started and tested in accordance with the contract requirements and verified operational relative to design intent and operational requirements.

Commissioning is not a replacement for good design and construction practices. Nor is it the intent of commissioning to assume roles performed by the designer or the contractor. Commissioning is performed by independent commissioning agents who hold a unique expertise in their ability to apply checks and balances throughout all phases of a project. They facilitate and verify, through documentation and testing, that the services performed by others are provided in accordance with the contract requirements and the owner’s needs.

Over the past 10 to 15 years, facilities and their systems have become increasingly more complex, sophisticated, and technologically advanced. The importance of electronic data deliverables has increased substantially as the efficient operations and maintenance of facilities rely heavily on the implementation of computerized systems including Energy Management and Controls Systems (EMCS) and Computerized Maintenance Management Systems (CMMS). The commissioning process facilitates delivery of accurate document and data deliverables to support proper implementation, operation, and maintenance of these systems.

Why do we Commission?

Commissioning helps to ensure the owner receives:

• Energy efficient integrated designs.
• Reliable and maintainable systems.
• Low environmental impact and high indoor air quality.
• Equipment and systems that function properly.
• A benchmark for future performance and operational efficiencies.
•  Transfer of operations and maintenance knowledge to the maintenance personnel.
• Client satisfaction and occupancy comfort.

Benefits of Commissioning

Commissioning provides benefits to the designer, the contractor and most notably the owner. For the designer, it can provide feedback during the design phase and provides a defined means for demonstrating the performance of equipment and systems. For the contractor, commissioning can provide a managed process to document the installation and start-up of equipment and systems, facilitate a more efficient turn-over, and reduce the number of warranty call backs. The owner’s benefits include:

• a reduction of construction changes as a result of design and submittal review
• a systematic review and approval process reducing initial operational problems
• repeatable test procedures allowing for long range system performance and operational evaluations
• improved operator knowledge of the systems through clear documentation, training, and participation in the testing
• a smoother transition to operations and maintenance whereby the operators “hit the ground” running
• a fully functional building with no major deficiencies
• more efficient building operation
• reduced tenant complaints
• lower initial costs and future operating costs through the cooperative efforts of design, commissioning, construction, and operations teams

Commissioning Documentation

Commissioning Plan

The Commissioning Plan is a management and communications tool that defines the scope, standards, processes, roles and responsibilities, expectations, and deliverables for the project. It is a living document that is revised and refined as the design progresses, as the contract documents are prepared, and as construction moves forward.

Master Equipment List (MEL)

The master equipment list (MEL) is a list that identifies all equipment subject to the commissioning process. The commissioning construction checklists are developed based on this list. The master equipment list identifies equipment by tag number and will capture, where applicable, equipment information specific to the system, manufacturer, model number, serial number, and location. The MEL can then be used by the owner as a basis for the development and implementation of any future maintenance management system.

Commissioning Specification

The commissioning agent develops the commissioning-related specifications sections and coordinates its integration into the project specifications. The commissioning specifications typically consist of three sections, one in each of divisions 01, 15, and 16, with reference clauses in other related sections.

Construction Checklists

Construction checklists provide a documented means to validate that the proper piece of equipment has been installed, and to confirm the required installation, startup, and installation testing (i.e. manufacturer’s startup reports) has been completed. The construction checklists serve as the contractor’s document to certify that the work is complete and in conformance with the contract documents. The construction checklists are typically made up of four parts capturing equipment location data, nameplate data, installation inspection requirements, and startup criteria.

Functional Performance Test (FPT)

The intent of the functional performance test is to provide a functional demonstration of the control and operational sequences and most importantly to prove system performance. These may include demonstrations under the various modes of operation such as startup, normal operation, shutdown, and various disturbance situations such as power failure, fire alarm conditions, and other building-specific operations. This testing is implemented once all associated construction checklists, manufacturers’ start-ups, control system point calibrations checks, and the testing, adjusting, and balancing (TAB) have been completed and approved.

Systems Manuals

The systems manual is a document that provides the owner with information needed to understand, operate, and maintain each system. The systems manual expands the scope of the typical operating and maintenance documentation (O&Ms) to include the additional information gathered by the commissioning process.

Equipment and Systems Training Log

The commissioning agent’s involvement with training is to make certain that proper training materials and agendas are provided, to coordinate and schedule the training sessions, and to ensure attendance and that session evaluations are documented.

Commissioning Report

The final commissioning report summarizes the results of the commissioning process and discusses variances between design intent and the as-tested conditions. This report provides evaluations of the systems operations and will serve as a future reference document during operation of the facility systems.

Pitfalls of Design-Build Projects that can Impact Commissioning

Without proper checks and balances in place, a design-build project can quickly turn into a “build-design” project. This happens if construction gets ahead of the approved design. It creates a snowball effect of confusion, rework, failed tests, incomplete and/or inadequate record documents, and cost overruns. This generally results from:

• Incomplete design and construction documents.
• Improperly specified and/or approved product submittals and shop drawings.
• Unauthorized layout, product and control sequence changes.
• Poorly managed specification and drawing revision control.

These pitfalls can be mitigated though a proper review and approval process, implementation of tools to help manage contract document revision history, track the completion of activities, and provide timely communication and distribution of documentation throughout all phases of project delivery.

Commissioning Tools

Management of the commissioning process can be automated to improve efficiency, track status documents and activities, and improve communication.

Getting Beyond the Spreadsheets and Word Processing Documents

Just as commissioning activities are focused on integration, so should be the management of the commissioning data. The benefit of relational database management of commissioning deliverables is that activities can be related to one another and can flow seamlessly from one phase of the project to the next.

Spreadsheets and Documents

Relational Database

Advantages of Relational Database Management of Commissioning Activities

When turning over a facility to the owner, it’s just not good enough to say that “we’re done,” we must be able to prove that “we’re done.” This can be accomplished by setting up milestone deliverables, tracking the execution of tasks, reporting on the progress, and statusing completion.

Database management improves accuracy of data, and allows for automated and accurate reporting which in turn results in the ability to properly plan, execute and deliver the work in a more timely, cost effective manner.

The table below identifies commissioning activities that can be effectively managed in a database environment.

Web-based Collaboration

Overall benefits of using web-based collaborative database management tools include:

• Centralized web-based commissioning and document management accessible through the internet.
• Email notifications.
• Reduces redundancy.
• Produces reliable and accurate data through use of protocol and efficient processes.
• Provides for efficient and timely transfer of information throughout all phases of a project.
• Achieves cost savings through increased efficiency and timely, accurate data transfer to operations and maintenance.
• Completion of projects in less time with fewer resources.
• Improved decision making abilities through timely, accurate reporting.
• Improved management of compliance to contract documents.
• Promotes a proactive vs. reactive approach.

The QuiCx Project Delivery System

The QuiCx Project Delivery System has been designed to manage the commissioning data transition from design, through construction and testing, to operations and maintenance. It is a web-based, real-time management tool that provides for collaborative communication, file management and storage, and database management of commissioning project records. It includes extensive reporting functionality with a wide range of sorting and filtering capabilities. The system resides on a secure server. User access is through an internet URL, www. quicx.net. The following describes some of the system functionality:

Design and Submittal Review

The system enables the user to define documents and track review comments related to the documents online. Automated e-mail notifications can be sent to submittal reviewers. Submittal reviewers can download a copy of the submittal package and post their review comments online. Reponses to comments can be entered online and tracked through to closure.

Issues Management

The issue management feature of the QuiCx system allows for authorized users to open, manage, and close issues on-line, and use automated email notification. Issues can be assigned a responsible party, due date and status. Authorized users have the ability to enter comments and attach files online. When issues are closed, they are assigned a resolution date and a description of the resolution.

Master Equipment and System Management and Status Reporting

The system allows for management of the Master Equipment List. The users can status delivery, installation, and startup of equipment and systems.

Construction Checklists and Testing

The system allows the user to generate and manage construction checklists from within the system.

Checklists can be completed on-line in real time. The development and completion of commissioning tests can also be tracked.

Electronic documentation exchange

The QuiCx system gives the user the ability to create folders for collaborative sharing of data and files i.e. project photos, schedules, reports. Files uploaded to these folders are linked to the system reports for easy viewing and retrieval. The system is capable of storing files of all standard formats including PDFs.

Project Calendar

Users of the QuiCx system can schedule activities using the project calendar such as meetings, inspections, tests, training.

Setting the Bar — How to include Information Technology Requirements in Commissioning RFPs

There is a continued expectation to set the bar higher. Commitment to the use of cutting-edge technology and management tools pays off exponentially in project efficiencies and life cycle costs. Following is a sample of how to include the use of information technology in commissioning RFPs.

General

The commissioning agent (CA) shall provide a collaborative, web-based application to effectively manage and track commissioning activities and related documentation in a database that is accessible via the internet. It is critical to the project that there be an effective way to facilitate collaboration between team members actively working on the project, and to organize and archive data and documentation during the project delivery process as well as after its completion. The system shall support:

1. E-mail notification.

2. Uploading of files to shared folders for exchanging of information.

3. Reporting capabilities with search and filtering capability.

4. User level security permissions.

Functional Requirements

The activities the CA shall manage and track electronically in the database include but are not limited to:

1. Design review comments

a. On-line input of review comments

b. Track the status of review comments

c. Close review comments

2. Submittal review comments

a. On-line input of submittal review comments

b. Track the status of submittal review comments

c. Close review submittal comments

3. Field observations

a. On-line entry of field reports

b. Ability to track deficient items

4. Master equipment list

a. Track equipment and systems data

b. Track status

5. Construction checklists

a. Track completion of construction checklists

6. Functional performance test logs

a. Track test development and execution and acceptance status

7. Commissioning issues

a. Track commissioning issues

b. Post responses to issues

c. Report on open issues

d. Track closure of issues

8. Training logs

a. Identify training requirements

b. Schedule and track completion of sessions

9. O&M manual review

a. Track delivery and review of O&M data

10. Record drawing review

a. Incorporation of contract changes

b. Incorporation of field changes (redlines)

All commissioning documents are to be provided and managed electronically in Portable Document Format (PDF).

System Requirements

Number of users: ___

Estimated space required: ___ GB

Security Requirements: ___

Hours of Operation: ___

Backup Duration: ___

Archive: at final completion of project