Procedures and Guidelines for Systems Shutdown
1. MAJOR or UNUSUAL building systems shutdowns (those involving a whole floor or
building, or anything out of the ordinary) will require a minimum of ten full business
day request prior to the proposed shutdown.
2. Standard building systems shutdowns will require a minimum of five full business
days request prior to the proposed event. The PM will be notified within 24 hours if
the request cannot be accommodated. FACOP’s (Facilities Operations) will suggest
alternate dates at that time. If the PM does not hear from FACOP’s within 24 hours,
the PM can assume the shutdown will occur as requested.
3. All requests for shutdowns submitted less than 5 full business days prior to the
proposed shutdown shall be submitted in the following manner:
(a) Construction projects the PM will secure the initials of Associate Director
of Project Management Group or Major Project Director on the Facilities
Work Request (FWR) form.
(b) Utility projects the PM will secure the initials of Director, Utilities
Distribution on the Facilities Work Request (FWR) form.
(c) Fire alarm and/or sprinkler projects will secure initials of the Utilities
Distribution and Fire Code Compliance department on the Facilities Work
Request (FWR) form.
(d) The PM will fax the FWR form to the Facilities Operation Service Center
(FOSC) at 432-8965.
(e) PM will call the FOSC at 432-6888 indicating the emergency nature of the
shutdown request.
(f) FOSC will secure the initials of the Director of Plant Services or the
Manager of M/E/P Systems.
(g) FOSC will contact the appropriate facilities superintendent and trade
manager to determine if the shutdown is possible.
Every effort will be made to accommodate these requests. The PM will be
notified within 24 hours if the request cannot be accommodated.
4. Information required on a Facilities Work Request (FWR) form located on the
Facilities website:
(a) Location (building and room number).
(b) Time and date of the proposed requested for shutdown.
(c) Charging instructions.
(d) Name of vendor with vendor contact name and cell number to coordinate
shutdown.
(e) Type of shutdown.
(f) Brief description of the shutdown with building impacts.
(g) FWR form should be sent to the FOSC (fax the filled out form to 432-8965).
(h) Notify Facilities Superintendent.
8. Types of shutdowns. Before sending out a request, determine type of shutdown
required, as described below:
MAJOR SHUTDOWNS
Shutdowns required to be performed by FACOP’s and Utility Distribution
personnel (require ten days notice). These shutdowns affect total building/multiple
floors. Major Building Systems include:
HVAC systems serving multiple areas
Major exhaust fans
High, Medium and Low pressure Steam
Domestic hot and cold water
Chilled water mains
Building DWV systems
DI water mains
Control air mains and compressors
Electrical Mains and transformers
All Fire alarm systems
MINOR SHUTDOWNS
Shutdowns performed by FACOP’s (require five days notice). These are systems
that serve a single floor or room and include the following:
Supply fans
Control air
Lab air branch lines
Domestic hot and cold water lines
DWV lines
Hot water heating lines
Sprinkler systems (drain system and piping work by contractor, fire alarm
issues)*
Chilled water branch lines
CONTRACTOR SHUTDOWNS
Shutdowns performed by contractor personnel (with notice provided by the
contractor to FACOP’s and the affected customers). These shutdowns pertain to the
area within the project limit lines that do not have an effect on occupants and
include the following:
Domestic hot and cold water lines to sinks, with individual shut off valves.
Domestic cold water lines to water closets, with individual shut off valves.
Plumbing line to a piece of equipment that does not affect additional pieces of
equipment.
Electrical feed to a piece of equipment that does not affect additional pieces of
equipment.
Electrical branch lines that only affect the project area.
Fans and fan coil units that only affect the project area.
Cold rooms.
Warm rooms.
Lab air to project area.
Control air to project area.
All other building systems affecting only the area within the project limit lines.
YARC RELATED PROJECTS
If the shutdown impacts YARC areas, notify Scott Francis and/or Missy Bonk at
YARC of the proposed shutdown. They will have to initial the FWR and
provide approval before shutdown can be scheduled.
Shutdowns required to be performed by FACOP’s and Utility Distribution
personnel (require ten days notice).
All systems affecting YARC facilities and research labs
FIRE ALARM and/or SPRINKLERS
Contact Fire Code Compliance at 432-9923 when requesting a fire alarm or fire
sprinkler system shutdown.
No sprinkler shutdown will be performed on Monday or Friday unless approved
in advance by Utilities Distribution and Fire Code Compliance department.
9. FACOP’s will maintain a log of all shutdown requests. This log will be reviewed
periodically to assess the effectiveness of this policy.
10. Construction projects (in Construction and Renovation Department) above $500,000
must have a schedule listing of all anticipated shutdowns with an outline of proposed
dates and affected area. List must be distributed to the Facilities Superintendents,
Utilities, Engineering and Grounds and FACOP. Schedule must be distributed at the
beginning of the project to allow for any coordination that is required.
11. A vendor or subcontractor must scope the existing infrastructure to define the exact
extent of the shutdown. If an area cannot be separated or consolidated to one area,
the project should carry the cost of installing isolation valves to limit the time frame
that a system is down. This work must be review and coordinated with FACOP.
12. Facilities Superintendants must be notified of all shutdowns.