Optimizing Airport Building Operations and Maintenance Through Retrocommissioning: A Whole-Systems Approach (2015)

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20 The execution of a retrocommissioning effort in an airport facility starts with the evaluation of current facility requirements. Next, building systems need to be assessed to determine if their performance sufficiently supports current facility requirements. Underperforming buildings and systems are identified and selected for a disciplined and thorough “operational tune up.” If optimizing building system performance is not sufficient to meet current facility requirements, capital improvements will be identified to improve system performance to appropriate levels. Baseline and optimized performance metrics for building systems will be tracked and reported during the retrocommissioning process. The recommissioning process follows a similar but abbreviated documentation effort that leverages documentation from the retrocommissioning process to review system performance on an established frequency, recognize and address changes in facility requirements, and reinforce staff training. It is imperative to recognize that the greatest value of any retrocommissioning or recommission- ing effort is gained from the full participation of the airport operations team. Some airports may elect to execute the work with internal resources, others with the help of qualified retrocommis- sioning providers. Although a third-party contractor may do much of the work, airport staff from maintenance and administration need to be engaged during all phases of retrocommissioning to ensure alignment with airport goals. Objectives The retrocommissioning effort provides recommendations to improve the operational effi- ciency and effectiveness of airport facilities. Industry experience has proved that, regardless of the primary driver (operational cost savings, regulatory compliance, or performance improvements), the process results in reduced operating costs and improved occupant comfort, satisfaction, and productivity. The following primary objectives are often stated for a retrocommissioning pro- gram. In every case, evaluation of these and other objectives is a critical first step in developing the retrocommissioning program and scope of work. • Document current facility requirements. • Identify and resolve building system operation, control, and maintenance problems. • Ensure that building systems are operating in accordance with applicable local, state, and federal performance requirements. • Reduce or eliminate occupant complaints and increase occupant satisfaction. • Optimize control systems through calibration of sensors, review metered data and trend logs, and perform functional equipment testing. S E C T I O N 3 Guidance for Developing a Retrocommissioning Plan

Guidance for Developing a Retrocommissioning Plan 21 • Improve building performance by saving energy and reducing O&M costs. • Improve indoor environmental comfort and quality. • Document system operation. • Identify O&M personnel training needs. • Improve operator knowledge and expertise through effective training programs integrated into the retrocommissioning process. • Extend equipment lifecycles by correcting minor deficiencies and encouraging effective pre- ventive maintenance activities. Managing the Retrocommissioning Effort Successful retrocommissioning projects are driven by a clear, stepwise approach to the process, by collaboration between the retrocommissioning provider and the airport, and by thorough testing and results evaluation and demonstration. This technical approach is best demonstrated by the project execution matrix depicted in Table 5. The matrix is a stepwise approach to system inspection, evaluation and repair/upgrade activities. The process depends firstly on identifying those areas of a selected building where either the largest energy consumers reside or where the most significant challenges exist to managing energy efficiency or complying with regulatory requirements. Collaboration with the O&M team begins immediately, through engaging them in the process, understanding their needs and their expertise, and embarking on a process of mutual discovery and training. During the process of information gathering, the team should also be assessing the potential for system improvements. The spreadsheet tool (Appendix G) provides a master list of recom- mendations, which is an extensive list of practices to improve system performance. The team will need to identify whether (and which of) the practices listed have valid applications in the facility under investigation. The initial phases of the retrocommissioning effort may include repair of minor deficiencies that would otherwise inhibit a thorough test of systems and components. These repairs often include belt replacements; sheave repair; sensor, actuator, or controller repair or replacement; reconnection of linkages; coil cleaning; and filter replacements. Repairs can be implemented by the operations team or by the retrocommissioning provider as part of the quick-fix budget allowance. Once the team has a clear understanding of the site and the systems—and once the systems are prepared for testing—the retrocommissioning team should conduct exhaustive tests of the major system components and the controlling software. To the extent reasonable, it is suggested that the operations team again be engaged in the process of control system demonstration and testing, to (1) leverage their knowledge of the systems and spaces, to (2) exchange insights into the systems and the consequences of the operational strategies in place, and (3) provide a train- ing opportunity for the operations personnel. As minor repairs are identified and approved, implementation can occur through a com- bination of operations personnel and personnel from the retrocommissioning provider or local approved service contractors. As repairs or upgrades are completed, each upgraded system will be thoroughly commissioned to ensure that tasks are completed successfully and that the improvements in systems operations—whether energy or performance related—are achieved. Finally, as the process enters the final phases of work, it is suggested that the retrocommis- sioning team develop systems training and deliver the training to the operations team. Formal training sessions provide operators with the information and insights necessary not only to

22 Optimizing Airport Building Operations and Maintenance Through Retrocommissioning: A Whole-Systems Approach Project Scoping Task Description Deliverable Identify Scope of Project Discuss the following questions during a scoping meeting: What issues need to be resolved? Examples include occupant comfort complaints, building pressurization issues, chronic equipment alarms and failures. How is this area currently being used? Will this use remain consistent for the foreseeable future? List of desired outcomes Building plans Assess Feasibility and Boundaries for the Project Define an appropriate boundary for the project. Consider: Tenant lease boundaries Construction vintage (year of construction) Utility feeds AHU zoning and building controls Building plans Equipment schedule Metered energy data List of points from controls system Finalize Project Scope of Work Provide succinct description of project objectives, which may include: Identify low-cost and no-cost recommendations to improve whole-building performance. Emphasize energy savings opportunities. Reduce occupant complaints. Extend equipment lifecycle and reduce lifecycle costs. Identify recommendations for capital planning. Document current and proposed system operations for optimized performance. Implement quick fixes to realize immediate facility improvements and verify that expected results were achieved. If executed with a third-party retrocommissioning provider, this will form the basis for the scope in the request for proposals (RFP). NOTE: Reference sample scopes of work are included in Appendix E. If executed with internal staff, this will outline the tasks to draft a budget proposal for approval. Requests for Proposals and Budgeting If executed with a third-party retrocommissioning provider, consider issuing a request for qualifications to prequalify contractors, as procurement procedures allow. If executed with internal staff, communicate the need for sufficient resources to complete the effort within a reasonable timeframe. Review proposed cost for the retrocommissioning effort against potential savings. Highlight other benefits: o Extend equipment life o Improve comfort Submit for approval. Kick-Off Meeting A kick-off meeting should be held with building personnel and the project team to confirm project scope, discuss approach and facilitate delivery of building documentation included in the document and design review task. Document and Design Review Complete a thorough review of the available documents to determine what equipment and systems are currently in place and to ascertain the intended methods of operation. Documents will include drawings and other contract documents that reflect the original and subsequent building construction efforts, TAB reports, O&M manuals, Operating and preventive maintenance (PM) historical data and other information available from the operators or facility managers. In addition to existing building documentation, complete a review of applicable codes and standards that apply to each building. This analysis will be incorporated into the current facility requirements (CFR) document (see Document Current Facility Requirements in this table). Minutes of scoping meeting Functional performance test plan Project schedule Site by site, system by system report of design and drawing errors Documents to be provided by airport Table 5. Project plan (project execution matrix).

Guidance for Developing a Retrocommissioning Plan 23 Phase 1: Planning Phase Task Description Deliverable Operations Record Review Review operations records to establish building baseline performance. Records to include: 3 years’ data of all utility bills and costs 3 years’ PM schedules 3 years’ maintenance work order trouble calls FCAs, space plans, current capital 5-year plans, existing energy assessment Utility review report Operations records to be provided by airport Facility Preliminary Inspection Complete a preliminary inspection in connection with the onsite kick-off meeting to understand the facility operational needs, CFR, and system configurations to support the development of the investigation phase retrocommissioning plan. Field report Management and Maintenance Staff Interview Interview each site’s facility manager, energy manager, and the key site maintenance personnel to clarify the retrocommissioning process and to discover any special protocols for the facility, including: Security issues and access requirements; understand the history of the systems and any special challenges or persistent operating or maintenance issues. Understand the capital programs in place and preferences of the local teams that might bear on the project. Interview report Document Current Facility Requirements Develop a CFR document that outlines facility operating requirements, schedules and other critical parameters that are required to support each building’s mission. CFR Retrocommissioning Plan Develop a retrocommissioning plan that details the project execution strategies and proposed project schedule. The plan will include the final technical approach to the implementation phase and a final proposed project schedule. As part of the detailed execution plan, it should include but not necessarily be limited to the following elements: Site survey and condition assessment strategy Functional performance testing plan Functional performance test procedures Diagnostic monitoring plan, including data capture with both independent data loggers and BAS trending and validation. Retrocommissioning plan Project schedule Phase 2: Investigation Phase Task Description Deliverable Occupant Interviews Interview occupants in each area of the site and each space use (i.e., airline staff, food service, baggage handlers) to determine any current operational issues. Develop and distribute occupant surveys in collaboration with the O&M team to measure occupant satisfaction for baseline purposes. Interviews should include follow up discussions with facility maintenance personnel as appropriate. Interview report Corrective actions tracking spreadsheet Update CFR as needed Systems Condition Assessment Survey all systems in the area to document current system condition. Identify basic repairs or upgrades that are necessary to allow for the existing equipment to function properly and report such repairs on the retrocommissioning issues log (e.g., coil cleaning, filter replacements, belt maintenance, and sensor/actuator repairs that are apparent from visual inspections). Field survey observation forms and photographs Corrective actions tracking spreadsheet Table 5. (Continued). (continued on next page)

24 Optimizing Airport Building Operations and Maintenance Through Retrocommissioning: A Whole-Systems Approach Phase 2: Investigation Phase (continued) Task Description Deliverable Site Diagnostic Monitoring During the site investigation, launch data loggers throughout the facilities to record existing operating parameters including temperature, humidity, pressure, timed events, and CO2 Levels in appropriate locations. Initiate data trending on the existing building direct digital control (DDC) systems. Document operational data collection procedures in the diagnostic monitoring plan. This plan provides the basis for evaluating ongoing system performance as well as impacts of simple repairs and corrective actions. Performance analysis and baseline report Diagnostic monitoring plan Systems Test Procedures and Plan Development Develop systems test procedures and plans for the systems identified in the project scope and submit for review and approval as required. Test plans typically focus on confirming that the system performance is meeting the performance requirements of the occupants set forth in the CFR. Systems testing plan Detailed System Investigation and Testing Execute systems testing in accordance with the approved systems testing plan to evaluate the building systems performance and provide the results and analyses in a system testing report. In addition, any anomalies or issues identified in prior work tasks should be considered for further evaluation during system testing to determine root causes and possible solutions. The testing process should include the verification and calibration of all sensors, verification of system sequences of operations, and validation of successful mechanical function and performance. Observation forms Retrocommissioning forms, check sheets Corrective actions tracking spreadsheet Test and Balance The team should evaluate the current state of the systems air and water balance, and perform test and balancing as required to establish current system performance and appropriate rebalancing requirements. Balancing should address air inlets and outlets, terminal units, AHUs, outside air intakes, exhaust fans, building pressurization, hydronic flows at coils, pumps, chillers, cooling towers, and boilers. TAB report Retrocommissioning forms, check sheets Corrective actions tracking spreadsheet Identify Opportunities to Optimize System Performance “Quick fixes” (minor repairs and field repairs requiring little or no cost to implement) are identified during the course of the investigation. Such repairs should be implemented in collaboration with the maintenance staff. Recommendations that require significant system downtime or equipment replacement should be noted for inclusion in the final report as measures for further consideration, or capital improvements. Record findings in the issues log for inclusion in final report Document System Operations and Modifications Provide documentation of the critical environmental control and energy-consuming systems and make appropriate adjustments in operating strategies, setpoints and schedules to improve facility performance and reduce energy consumption. Systems documentation should include schematic flow diagrams, system sequences of operations, setpoints, measured operating parameters, and tuning evaluation reports. Systems documentation, control system sequences of operation Final Retrocommissioning Investigation Report Develop a final retrocommissioning report to document all retrocommissioning efforts and provide specific recommendations for corrective actions, including a description of the recommendations, implementation cost estimates, a brief description of performance impacts, and projected energy savings from each action where appropriate. Final retrocommissioning report Phase 3: Implementation Task Description Deliverable Develop an Implementation Plan Draft a plan that outlines the opportunities that are going to be implemented, how they will be implemented, the project schedule and the budget. Review the plan with the stakeholders and collect feedback. Based on approval by all pertinent parties, proceed to plan execution. Implementation phase plan Table 5. (Continued).

Guidance for Developing a Retrocommissioning Plan 25 keep the system functioning properly but also to extend their knowledge and understanding of how to deal with unforeseen conditions that may arise. Training sessions should cover not only system operational strategy training but also troubleshooting and issue resolution to assist the operators in understanding the power of the installed building control systems, of independent data loggers, and of the baseline data that is delivered as a part of the final commissioning report. Table 5 provides both a detailed view of the retrocommissioning process and an effective tool for the airport project management team to understand and track the progress of their efforts. The plan provided in the table draws substantially from the NEBB’s Procedural Standard for Retro­ commissioning of Existing Building Systems (National Environmental Balancing Bureau 2009). Phase 3: Implementation (continued) Task Description Deliverable Execute Low-Cost and Approved Capital Cost Work Items Utilizing the resources of the retrocommissioning provider, the operations team and selected contractors, execute the corrective actions and, if appropriate, capital cost improvements approved at the conclusion of the investigation phase of the project. Updated the master issue tracking log Commission all Implementation Tasks Provide inspection and testing of all implemented task items to validate that the implemented items meet the intent of the project and to configure the final systems to deliver the performance intended by the project. Master issue tracking log Completed functional and integrated test procedures Develop a Systems Manual Draft a manual that describes the installed equipment, baseline operations and the O&M practices necessary to keep the building operating properly. Provide recommissioning forms for use by the O&M staff. Systems manual Recommissioning manual Suggested O&M best practices Provide Building Staff Training Provide training to ensure that energy savings and operational goals are met. Additional operator training may be appropriate to improve the level of knowledge of building equipment and systems for O&M staff and management. Training plan Training documentation Implementation Phase Final Reporting Develop final reporting that outlines the activities completed during implementation, including an updated CFR. Collect and turn over O&M and warranty information (if applicable). Implementation final report Updated CFR O&M and warranty documents Lessons Learned Meeting Facilitate a meeting to review the work performed and the process by which it was executed. Meeting agenda Meeting minutes Table 5. (Continued).