Operation Manual Specifications

1.0 OPERATION MANUAL SPECIFICATIONS

1.1 Scope

The Main Contractor shall provide an Operation Manual covering the work of the Civil
Contract and all Nominated Sub contracts. Operation Manual shall also be provided by the
various equipment suppliers and Nominated Sub-Contractors for integration into the Main
Contractor’s manual.

1.2 General

The Operation Manual shall be an essential part of the equipment supplied under this
Contract. The supply and delivery of equipment will be regarded as incomplete until the draft
Operation Manual is submitted and approved. Draft Operation Manual with the content
specified shall be submitted in the format specified by Goulburn Valley Water (GVW). GVW
has developed Operation Manual templates for use by the Main Contractor, Nominated
Subcontractors and equipment suppliers.

1.2.1 Definitions:

The term contractor shall be read as meaning the Main Contractor, unless specifically noted
otherwise throughout this section of the Specification.

1.2.2 Submission of Draft Copy of Manuals

1.2.2.1 Within 21 days prior to the commencement of commissioning of the Works the
Contractor shall provide to the Superintendent for approval, one (1) digital copy
of the draft Operation Manual for all items, or groups of similar items of
equipment supplied under the Contract.

1.2.2.2 The Contractor shall also amend existing Operation Manual instructions where
the Contract works impact on existing plant operations.

1.2.2.3 The manual shall be specific to equipment being supplied. Supplier equipment
manuals, Catalogues, sales brochures and other documents giving general
information will not be acceptable alone as Operation Manual.

Created By: Infrastructure Information Officer Version: 4

Approved By: Asset Performance Manager Page 1 of 6
Review Date: Last Modified Date: 16 June 2015
 Operation Manual Specifications

1.2.2.4 The Operation Manual shall be formulated according to the requirements of

GVW’s Operation Manual Writing Guide. The scope of the process element
operation instructions to be created or amended by the Contractor shall be
agreed to by the Superintendent prior to preparation of the process element
operation instructions.

1.2.3 Submission of Digital Version Manuals

1.2.3.1 Prior to the commencement of commissioning of Works, the Contractor shall

provide to the Superintendent a compact disc containing the digital Operation
Manual for approval. This shall include all electrical, mechanical and
instrumentation equipment provided by it or its sub-contractors.

1.2.3.2 The digital Operation Manual shall be formulated according to the requirements
of GVW’s Operation Manual Writing Guide.

1.2.4 Final Submissions

When the draft manual has been accepted by the Superintendent, the Main Contractor shall
submit to the Superintendent, within one (1) calendar month of receipt of the
Superintendent’s acceptance of the draft, one (1) fully indexed Hard Copy of the Operation
Manual and one (1) complete Digital version of the Operation Manual. The Digital version
should include associated supplier equipment manuals, drawings and any additional
attachments which may compose of more than one (1) Compact Disc.

1.3 Format

1.3.1 General

The Digital and Hard Copy Operation Manual for process element operating instructions shall
be formulated to the above mentioned Writing Guide requirements using GVW’s Operation
Manual Writing Guide and the supplied Microsoft Word templates:
a) Contractor Template for Operation Manual
b) Contractor Template for Maintenance Requirements

Created By: Infrastructure Information Officer Version: 4

Approved By: Asset Performance Manager Page 2 of 6
Review Date: Last Modified Date: 16 June 2015
 Operation Manual Specifications

1.3.2 Format of Hard Copy Manuals

1.3.2.1 Text shall be submitted on A4 sheets, with a minimum weight of 90 GSM.

Drawing sizes are to be confined to maximum of A3 size (90 GSM) and folded to
A4 size in such a way that their title block is visible. Prints of drawings shall be
made using a black and white printing process, and shall be sufficiently clear to
allow reproduction without loss of legibility by a digital scanning system.

1.3.2.2 The Operation Manual is to be supplied in a white 4 ring A4 binder.

1.3.3 Format of Digital Manuals

1.3.3.1 The Contractor shall provide the following information:

c) The process element operation instructions shall be prepared using the
Microsoft Word Contractor Template for Operation Manual provided by
GVW.
d) ‘As constructed’ drawings should be supplied in AutoCAD 2014 drawing
format using the GVW supplied template; and Adobe PDF version 8.0 or
latest version. Final supplied Drawings in AutoCAD are to be complete
individual stand-alone drawings without references to other drawing
files or attachments unless these attachments are also supplied (i.e.
combine all files to create one detailed drawing the same as the
produced paper copy. The AutoCAD files are to be provided in 3D
format, where 3D will assist in conveying clarity to complex diagrams.
These AutoCAD files should be created by using the etransmit function
to include all relevant embedded files such as pen settings, shape files,
etc. XREF files (external reference files) should be bound into the
drawings as part of the etransmit function. Shapes should be
converted into blocks where possible or the relevant shape file
included.
e) An indexed list of supplied drawings identifying the drawing number,
drawing name and electronic file name in Microsoft Word format. This
list is to be incorporated into the Operation Manual.
f) Individual equipment information in Adobe PDF format (version 8.0 or
later). Submitted PDF files should be specific for a single piece of
equipment; and do not include multiple equipment details in a single
file.
g) An indexed list of supplied equipment information identifying the
equipment name and electronic in Microsoft Word format.

Created By: Infrastructure Information Officer Version: 4

Approved By: Asset Performance Manager Page 3 of 6
Review Date: Last Modified Date: 16 June 2015
 Operation Manual Specifications

1.4 Content

1.4.1 General

Operational descriptions are to be captured in the blank Microsoft Word Contractor Template
for Operation Manual as provided by GVW.

Instructions have been included on the template in red font. Instructions in red font shall be
deleted as the template is populated. Three different process element sections have been
supplied and these sections may be duplicated if more process element information is to be
included.

The completed template can then be printed and used as the Contractor’s Hard Copy Manual
for the Process Element description. All other mentioned requirements listed in the
Specification that are to be produced and supplied for the digital manuals, are to use the
relevant applications from the Microsoft Suite of Office Products.

1.4.1.1 The manual shall be sufficiently comprehensive for routine maintenance,

overhaul and repairs to be carried out by personnel who are qualified to
undertake maintenance work but who are not necessarily familiar with the
equipment. The manual shall contain the following information:
a) A comprehensive list of contents including:
(i) Equipment Name (and number if applicable).
(ii) Equipment Type and Model Number.
(iii) Equipment Capacity description.
(iv) Manufacturer’s Name.
(v) Equipment Supplier’s Name, Address and Telephone Number.
(vi) Service Representative’s Name, Address and Telephone Number.
b) Data sheets for each equipment item (including individual components) shall
provide:
(i) Title (i.e. “Data Sheet”).
(ii) Equipment Name (and number if applicable).
(iii) Equipment Type, Model Number, Serial Number.
(iv) Specific Design Characteristics.
(v) Performance Characteristics (including any relevant curves).
(vi) Lubrication Type including: specification, brand and quality etc.

Created By: Infrastructure Information Officer Version: 4

Approved By: Asset Performance Manager Page 4 of 6
Review Date: Last Modified Date: 16 June 2015
 Operation Manual Specifications

(vii) List of individual items of equipment which are components of, or are
associated with, the equipment described in this sub-clause of the
Specification.
(viii) Reference Drawing List.
(ix) All other information necessary to fully specify the item of equipment.
(x) Equipment supplier’s name, address and telephone number.
c) Operating instructions and description of the equipment and its principles of
operation including:
(i) Theory of Operation.
(ii) Function of Equipment.
(iii) Pre-Start-Up Checks and Adjustments.
(iv) Start-Up Procedures.
(v) Normal Operating Modes (i.e. Pump Selector Switch to AUTO), including
references to the SCADA screen images provided by GVW.
(vi) Normal Shut-Down Procedures.
(vii) Process Controls.
(viii) Emergency Start-Up and Shut-Down Procedures.
(ix) Visual checks and observations that should be made routinely to ensure
equipment is operating satisfactorily.
(x) Diagnostic troubleshooting techniques, where applicable, to determine
probable causes of operating difficulties or alarm situations.
d) Maintenance instructions in tables provided in template showing:
(i) Recommended preventative maintenance procedures, tests and activities
to ensure that equipment and components are adequately maintained.
(ii) Frequency that each preventative maintenance procedure should be
carried out.
(iii) Lubrication points and recommended lubricants.
(iv) Details of any special tools, lubricants or cleaning agents necessary to
implement the preventative maintenance procedures.
e) Dismantling instructions:
Dismantling instructions shall include step-by-step procedures to extract, fully
dismantle, re-assemble and re-install the equipment. The instructions shall
include checks, tests, tolerances on fitting and lining up components of the
equipment and all procedures to re-install the equipment correctly. The
instructions shall be supplemented by exploded view, drawings or photographs.

Created By: Infrastructure Information Officer Version: 4

Approved By: Asset Performance Manager Page 5 of 6
Review Date: Last Modified Date: 16 June 2015
 Operation Manual Specifications

f) Spare parts lists with cross reference to sectional drawing shall include:
(i) Part Name.
(ii) Part Number (identification for ordering of spares).
(iii) Number of parts required.
(iv) Material of Construction.
(v) Availability.
(vi) Supplier.
g) Illustrations and drawings and shall NOT be limited to the drawings required to
be submitted under other clauses of the Specification and shall include:
(i) General arrangements.
(ii) Sectional arrangements in sufficient detail to allow all components to be
identified, all tolerances, clearances and fits necessary for the equipment,
dismantling, and re-assembly of equipment components shall be shown.
(iii) Any other drawings necessary for complete understanding of installation,
operating and maintenance of the particular item of equipment, including
3D format.
(iv) Subdivision drawings
h) Function, application, specification, and comprehensive technical data of all
equipment including sub-assemblies, proprietary items, and system circuit and
schematic diagrams thereof where applicable.
i) Troubleshooting.
j) Lists of spare parts recommended to be held in stock.
k) Procedure of ordering spare parts.
1.4.1.2 The manual shall contain clear and comprehensive illustrations and/or drawings
with all parts readily identifiable.
1.4.1.3 The Contractor may provide this information for review and comment by the
Superintendent prior to the final submission.
1.4.1.4 After the completion of Commissioning, the Contractor shall supply one (1) fully
indexed Hard Copy of the Operation Manual and one (1) digital copy on compact
disk to the Superintendent, including any amendments to the information
previously supplied which may have become necessary in light of the
commissioning process.
1.4.1.5 The Contractor shall not be entitled to a Certificate of Practical Completion until
all required Process Elements of the Operation Manual have been submitted to,
and accepted by, the Superintendent.

Created By: Infrastructure Information Officer Version: 4

Approved By: Asset Performance Manager Page 6 of 6
Review Date: Last Modified Date: 16 June 2015