AD-A274 273 usACERl Pot FF-;MO AD-A24 273October 1993

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Guidelines for Quality Assurance Inspection

of Commercial Activities Contracts for

Real Property Maintenance Activities

Guide #4: Electrical Systems

by

James H. Johnson

Paul C. Bresnahan DTIC

ELECTE

A Quality Assurance (QA) Program allows the JAN 0 5 1994

Army to evaluate and document a contractor's

work performance. It depends on a QA Surveil- [

lance Plan (GASP). The GASP, which is based A

on the contract Performance Work Statement,

lists contractor activities and the surveillance

approach, number of items to be inspected, and

an Acceptable Quality Level (AOL) for each

activity. This series of 12 guides will help the

Contracting Officer's Representative/Quality Assurance Evaluator by defining and clarifying the

inspection tasks required by the QASP, which will

facilitate inspection uniformity and effectiveness.

This guide discusses QA monitoring of electrical

supply stations and distribution systems.

94-00079 1lllllllll

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REFERENCE: USACERL Special Report FF-94/04, Guidelines for Quality Assurance Inspection of

Commercial Activities Contracts for Real Property Maintenance Activities, Guide #4:

Electrical Systems

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REPORT DOCUMENTATION PAGE IM am. ftm.w

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October 1993 Final

4. TITLE AND SUBTITLE 5. FUNDING NUMBERS

Guidelines for Quality Assurance Inspection of Commercial Activities Contracts 4AI62784

for Real Property Maintenance Activities, Guide #4: Electrical Systems AT41

SB-A51

6. AUTHOR(S)

James H. Johnson and Paul C. Bresnahan

7. PERFORMING ORGANIZATION NAME(S) AND ADDRESS(ES) S. PERFORMING ORGANIZATION

U.S. Army Construction Engineering Research Laboratories (USACERL) REPORT NUMBER

P.O. Box 9005 SR FF-94/04

Champaign, IL 61826-9005

9. SPONSORINGIAONITORING AGENCY NAME(S) AND ADDRESS(ES) 10. SPONSORINGIMONITORING

U.S. Army Center for Public Works (USACPW) AGENCY REPORT NUMBER

ATTN: CECPW-FM-S

Bldg 358

Fort Belvoir, VA 22060-5516

11. SUPPLEMENTARY NOTES

Copies are available from the National Technical Information Service, 5285 Port Royal Road, Springfield. VA

22161.

12a. DISTRIBUTION/AVAILABILITY STATEMENT 12b. DISTRIBUTION CODE

Approved for public release; distribution is unlimited.

13. ABSTRACT (Maximum 200 words)

A Quality Assurance (QA) Program allows the Army to evaluate and document a contractor's work performance.

It depends on a QA Surveillance Plan (QASP). The QASP, which is based on the contract Performance Work

Statement, lists contractor activities and the surveillance approach, number of items to be inspected, and an

Acceptable Quality Level (AQL) for each activity. This series of 12 guides will help the Contracting Officer's

Representative/Quality Assurance Evaluator by defining and clarifying the inspection tasks required by the

QASP, which will facilitate inspection uniformity and effectiveness.

This guide discusses QA monitoring of electrical supply stations and distribution systems.

14. SUBJECT TERMS 15. NUMBER OF PAGES

quality assurance 42

real property maintenance activities

electrical distribution systems 16. PRIC CODE

17. SECURITY CLASSIFICATION 18. SECURITY CLASSIFICATION 19. SECURITY CLASSIFICATION 20. UMITAT1ON.OF ABSTRACT

OF REPORT OF THIS PAGE OF ABSTRACT

Unclassified Unclassified Unclassified SAR

NSN 7540-01-280-5500 Slardd Form 2S (Ray. 2-40)

Aasufed Iby ANN ON SIs

us-lu
FOREWORD

This research was performed for the U.S. Army Center for Public Works (USACPW), under project

4A 162784AT41, "Military Facilities Engineering Technology," Work Unit SB-A5 1, "QA Inspections Via

Condition Monitoring." The technical monitors were Robert Hohenberg and George Cromwell,

CECPW-FM-S.

The work was performed by the Facility Management Division (FF) of the Infrastructure Laboratory

(FL). U.S. Army Construction Engineering Research Laboratories (USACERL). Alan W. Moore is Acting

Chief, CECER-FF, and Dr. Michael J. O'Connor is Chief, CECER-FL. Special appreciation is expressed

to Robert D. Neathammer, CECER-FF, and John H. Williamson. formerly of CECER-FF, for their

contributions. The USACERL technical editor was Linda L. Wheatley, Information Management Office.

LTC David J. Rehbein is Commander of USACERL and Dr. L.R. Shaffer is Director.

2
CONTENTS

Page

SF 298 1

FOREWORD 2

INTRODUCTION ................................................... 5

Background

Objective

Guide Series Organization

2 GENERAL QA INSPECTION INFORMATION ............................. 7

Inspection Organization and Planning

Quality Assurance Surveillance Methods

Increased Surveillance

Decreased Surveillance

3 ELECTRICAL SYSTEMS QA INSPECTIONS ............................. 12

Electrical Supply Station Operations

Electrical Supply Station Maintenance

Electrical Distribution System Operations

Electrical Distribution System Maintenance

ACRONYMS 22

REFERENCES 22

APPENDIX A: Inspection Sampling Tables 23

APPENDIX 8: QAE Inspection Worksheets

Electrical Supply Station Operations 25

Electrical Supply Station Maintenance 27

Electrical Distribution Operations 30

Electrical Distribution Maintenance 35

Service Order Questionnaire 38

DISTRIBUTION ur QUALM I•SPEOTID 8

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3
GUIDELINES FOR QUALITY ASSURANCE INSPECTION OF COMMERCIAL ACTIVITIES

CONTRACTS FOR REAL PROPERTY MAINTENANCE ACTIVITIES

GUIDE #4: ELECTRICAL SYSTEMS

I INTRODUCTION

Background

A Quality Assurance (QA) program allows the Army to evaluate and document a contractor's

performance. The Quality Assurance Evaluator (QAE) conducts skilled and carefully planned inspections

aimed at verifying the satisfactory completion of contractor work. The inspections evaluate the quality,

quantity, and timeliness of the services provided, not the contractor's methods used in performing the

work. A good QA program promotes the best possible product within the terms of the standing contract.

A well organized QA program depends on a QA Surveillance Plan (QASP), which is prepared by

the Government and contains the purpose and methods of the QA program. Although the QASP is not

a part of the contract, it is based on the contract Performance Work Statement, which is part of the

contract. The QASP lists contractor activities and the surveillance approach, approximate number of items

to be surveyed, and an Acceptable Quality Level (AQL) for each activity.

The installation Director of Public Works (DPW), the Contracting Officer (KO), or the Contracting

Officer's Representative (COR) often oversees the QASP. The COR/QAE needs an inspection guide to

help define and clarify the inspection tasks required by the QASP, and to facilitate inspection uniformity

and effectiveness. To meet this need, the U.S. Army Construction Engineering Research Laboratories

(USACERL) developed this series of 12 inspection guides.

Objective

This guide series is intended to supplement any existing QASP and to provide QA guidance for

evaluating Operations and Maintenance (O&M) work as performed by contractors on Army property. This

electrical system guide contains recommended surveillance methods that can be amended by direction of

the KO or QA management to fit the needs of a specific installation.

Guide Series Organization

This series includes the following guides by USACERL published in October 1993:

#1: Water Systems (Special Report [SRI FF-94/01)

#2: Wastewater Systems (SR FF-94/02)

#3: Natural Gas Distribution Systems (SR FF-94/03)

#4: Electrical Systems

#5: Heating Systems (SR FF-94/05)

#6: Ventilation, Air Conditioning, and Refrigeration Systems (SR FF-94/06)

#7: Building Services (SR FF-94/07)

#8: Grounds Maintenance (SR FF-94/08)

#9: Surfaced Areas (SR FF-94/09)

5
2 GENERAL QA INSPECTION INFORMATION

Inspwctioi Organization and Planning

According to custom and standard practice, the contractor submits copies of the previous month's

O&M activities and regulatory agency reports to the COR and the QAE. The due dates of these reports

control the start of inspection scheduling. If possible, the QAE's inspection should be conducted within

3 days after receiving the reports. Effective coordination will allow more efficient inspection of services.

The COR/QAE should look for specific indicators of the contractor's performance and should evaluate

that performance based on Detailed Inspection Tasks. The following chapter lists the Performance

Indicators and Detailed Inspection Tasks for electrical systems.

This guide divides electrical system equipment into two categories: electrical supply stations and

electrical distribution systems.

Equipment associated with electrical supply stations include:

Power transformers

Voltage regulators

Circuit breakers (e.g., air, oil, vacuum, gas)

Automatic circuit reclosers (oil, vacuum)

Disconnect switches (e.g., single pole and group operated)

Enclosed switches (e.g., air, oil, vacuum, gas)

Power fuses

Instrument transformers (e.g., current, voltage)

Surge arresters

Capacitor banks

Substation structures and buses

Switchgear and switchboards

Protective relays

Meters

Storage batteries.

Equipment associated with electrical distribution systems include:

Overhead distribution lines

Underground cables

Power poles, manholes, and duct banks

Distribution transformers

Insulators

Grounding systems

Pad-mounted switches

Emergency generators.

Common contract requirements for the operation and maintenance of electrical distribution systems

include:

1. Operations and Maintenance Management

7
a. Work Control. Maintain daily schedule and annual maintenance schedule, receive and

schedule work requests, maintain filing and recording system, prepare documentation or markup drawings,

and keep an inspection log.

b. Project Planning. Schedule and complete work items.

c. Maintain Equipment Files. Include manufacturer's literature, warranty information, and

maintenance and repair history.

d. GFE Files. Maintain equipment files on each accountable item.

e. Quality Control. Provide evidence of effective quality control to ensure that all work meets

contract requirements.

2. Equipment Operation. Maintain operating logs and operating log file for a minimum of 5 years.

3. Equipment Maintenance. Maintain the parts of the electrical distribution system in working

condition.

4. Contractor Reports

a. Quality control plan

b. Inspection logs

c. Maintenance data

d. Inventory listing

e. Markup drawings

f. Warranty data.

Quality Assurance Surveillance Methods

The QAE can use the following five surveillance methods to determine contractor performance:

1. Random Sampling

2. Planned Sampling

3. 100 Percent Inspection

4. Unscheduled Inspection

5. Customer Complaints.

Random Sampling

The methods are based on statistical criteria provided in Military Standard (MIL-STD)-105E,

Sampling Procedures and Tables for Inspection by Attributes (10 May 1989) and are presented as

recommendations. The methods used should be based on the unique needs of an individual system.

Generally, all five methods are not used to evaluate an individual system.

Random sampling is recommended for situations where many work items are candidates for

inspection. For instance, because it is impractical to inspect every roof on an installation with

500 buildings, only a select number of the buildings should be inspected. Likewise, in random sampling,

only a portion of the total performed work is inspected. Acceptance of the work is based on the

assumption that the inspected items are representative of the quality of the contractor's work. The random

8
sampling technique spreads the selected samples evenly throughout the evaluation period. The following

are steps to be used by the QAE in random sampling.

Tables Al and A2 in Appendix A should be used to determine the number of samples to be

inspected and the number of rejects allowed as a function of the number of inspected work items for

AQLs of 4 and 10 percent, and the level of surveillance. The three levels of surveillance are: normal,

increased (tightened), and reduced. Initially, this guide recommends normal surveillance for random

sampling. However, under the direction of the KO, the level of surveillance can be changed depending

on the contractor's performance.

As an example, assume that the contractor's total scheduled output (i.e., population size) for a

particular work item is 125 units and that the normal surveillance level with an AQL of 4 percent has been

selected. According to Table Al, 20 of the 125 units of work should be inspected, and the entire output

of 125 units should be rejected if 3 or more of the 20 sample units are not acceptable.

The QA Worksheets in Appendix B provide room to record the population size, the number of

samples, the maximum number of rejects, and the interval for each Performance Indicator.

The work planned by the contractor for each maintenance task should be listed by date to make it

easier to predict the time when the work samples will be ready for inspection.

Planned Samplin,•

Evaluation by planned sampling inspects some, but not all, of the work activities and is appropriate

when the number of work items is large. Some items are evaluated before scheduled completion because

they are inaccessible after the work is completed. The COR/QAE subjectively selects key work items for

inspection; the sample size is determined arbitrarily.

The COR/QAE will normally use planned sampling when the contractor's performance at selected

locations or tasks is poor. With this type of evaluation, the contractor knows that work performed in these

areas is more likely to be monitored. Planned sampling provides a systematic way of focusing on specific

output and forming conclusions about the contractor's performance level.

100 Percent Inspection

Inspection at 100 percent requires total inspection of all items in a contract requirement. It is

normally used to monitor infrequent work or critical contract work when the number of work items is

small and in cases where nonperformance coulo seriously damage Army-furnished equipment or processes.

It may also be used in areas where a contractor has had prior performance difficulties.

Unscheduled Inspection

Unscheduled inspections can be used for areas of poor past contractor performance, noncritical areas,

areas of infrequent repairs, or as a follow-up check of previous inspections. If the QAE notices such an

area, an unscheduled inspection can be conducted to evaluate contractor performance.

Customer Complaints

The customer complaint method is based on an informed and cooperative customer population, that

is generally aware of local contract requirements. Customers are expected to monitor contractor services

and, when performance is poor or nonexistent, to notify the COR/QAE. If investigation reveals that the

9
complaint is valid, the COR/QAE documents the deficiency. Since this is a reactive QA inspection

approach, this method of surveillance normally supplements planned inspection methods.

Increased Surveillance

For areas of poor past contractor performance, the QAE should consult with the KO to intensify the

surveillance method. More than one option is usually available, and selection should be based on the

initial method and the amount of work performed.

1. Random Sampling (Normal Surveillance) can be replaced by:

* Random Sampling (Increased Surveillance)

* Planned Sampling (for a large population size)

* 100 Percent Inspection (for a small population size)

* Unscheduled Inspection (for any population size).

2. Planned Sampling can be replaced by:

* Random Sampling (Normal Surveillance)

* 100 Percent Inspection (for a small population size)

* Unscheduled Inspection (for any population size).

3. Unscheduled Inspections can be replaced by:

* 100 Percent Inspection (for a small population size)

* Random Samling (Normal Surveillance)

* Planned Sampling.

Decreased Surveillance

For work areas in which the contractor maintains a consistently satisfactory performance for 3 to

6 months, the QAE should consult with the KO to decrease the intensity of the surveillance. More than

one option is usually available and selection should be based on the initial method and the amount of work

performed.

1. Random Sampling (Normal Surveillance) can be replaced by:

* Random Sampling (Reduced Surveillance)

* Planned Sampling

* Unscheduled Inspection (for any population size)

* Customer Complaints.

2. Planned Sampling can be replaced by:

* Unscheduled Inspection (for any population size)

* Customer Complaints.

10
3. 100 Percent Inspection can be replaced by:

"* Random Sampling (Normal Surveillance)

"* Random Sampling (Reduced Surveillance)

"• Planned Sampling

• Unscheduled Inspection (for any population size)

* Customer Complaints.

11
3 ELECTRICAL SYSTEMS QA INSPECTIONS

Electrical Supply Station Operations

Performance Indicators and Detailed Inspection Tasks

The following numeric items are performed by the contractor. The related detailed inspection tasks

are used by the QAE to verify the contractor's performance.

1. The logs and checklists are complete, legible, and timely.

Verify that the contractor's logs and checklists are complete, legible, and timely. Check to see

that documentation includes:

a. Dates and the initials of the person(s) who did or accepted the work.

b. Description of the normal operation of the electrical supply stations including copies of

meter readings.

c. Reports of corrective actions taken during system outages, equipment failures, overloading,

overheating, or other system failures.

d. Recommended improvements to the electrical supply stations that will increase performance and recommended repairs to damaged or deteriorated components.

Verify that the contractor's reports are furnished on forms approved by the KO. If any reports

are incomplete and the contractor does not justify the omissions (such as supporting schedules

for infrequently required operations), consider the documentation to be unsatisfactory.

2. The power outage records are complete.

Review the contractor's electrical system outage records, comparing the contractor's performance with historical data, and look for any adverse performance trends. Verify that the

outage records include the following:

"* Date and time of outage

"* Time outage was reported

"* Who reported the outage

"* Who took the report

* Portion of system affected

* Repair crew assigned and time

* Repair action taken

* Time service was restored

* Cause of outage

* Additional corrective action required or recommended.

3. "As-built" drawings are updated with changes and corrections.

Verify that the contractor is maintaining current "as-built" drawings of electrical supply station

system facilities and equipment Check to see that the drawings are updated annually with all

12
changes and corrections. The draftperson's initials and the date should accompany each

change.

4. An adequate library of equipment manufacturers' manuals is being maintained.

Verify that the contractor maintains an adequate library of manufacturers' manuals for equipment and facilities. Manuals should be obtained for newly installed equipment, and obsolete

manuals should be discarded.

Recommended Surveillance Approach

"* Evaluate performance indicators #1 and #2 monthly using the 100 percent inspection method.

"* Evaluate performance indicators #3 and #4 annually using the 100 percent inspection method.

Electrical Supply Station Maintenance

Performance Indicators and Detailed Inspection Tasks

The following numeric items are performed by the contractor. The related detailed inspection tasks

are used by the QAE to verify the contracaor's performance.

I. The Preventive Maintenance Inspection (PMI) report is complete, legible, and timely.

Verify that the contractor's PMI report is complete, timely, and covers all electrical supply

station components. Document any discrepancies between the QAE inspection and the

contractor's PMI report.

2. The Preventive Maintenance (PM) report is complete, legible, and timely.

Verify that the contractor's PM report is complete, timely, and covers all electrical supply

station components. Document any discrepancies between the QAE inspections and the

contractor's PM report.

Evaluate the site's PM program using the following indicators:

a. A PM program should include the following:

(1) Description of the specific maintenance program

(2) Date when maintenance was performed and when it should be performed next

(3) Special procedures or requirements to be followed

(4) Sampling and testing requirements for insulating oil

(5) Infrared inspection of buses and connections.

b. Compare the frequency and cost of required repairs with historical records of the electrical

supply station to further evaluate the contractor's effectiveness. If the interval between

13
equipment repairs is decreasing significantly, nouty the KO. If historical data is not

available, start a repair file on each major component for future reference.

c. Accurate and complete property records are essential for proper evaluation of PM

programs, and should include:

(1) Description of the item and its location

(2) Manufacturer, type, serial number

(3) Ratings

(4) Date installed

(5) Tests performed when installed

(6) Description and date of any subsequent tests, maintenance, repairs, etc.

3. On-site inspections of the electrical supply stations verify satisfactory PM performance.

Conduct on-site inspections of electrical supply stations to verify that PM is adequate. Check

that the contractor establishes a specific method of recording data on forms that index

inspection sheets to map locations and a maintenance log to document inspection maintenance

and repairs. Schedule the inspection so that the contractor may be present. Document any

discrepancies between the QAE inspection and the contractor's PMI report.

Evaluate the site's operations and conditions using the following indicators:

a. General. The overall appearance of the buildings, yard, and grounds should be attractive.

Grassed areas around the building should be mowed and trimmed.

b. Painting and Galvanizing. Buildings and steel structures should be painted or galvanized

and free of rust and peeling, deteriorated paint. Equipment tanks and enclosures should be

painted or galvanized and rust-free. QA instrumentation (Johnson 1993) is recommended to

check for corrosion and paint condition.

c. Fencing. Fence and gates should be intact, secure, and with danger signs in place.

d. Surfacing. Crushed rock surfacing should be clean and complete.

e. Oil Leaks. There should be no evidence of oil leaks in the equipment. QA instrumentation

(Johnson 1993) is recommended to check oil leaks.

f. Grounding System. Ground leads should be intact and propedy supported.

g. Porcelain. Porcelain bushings and insulators should be clean and free of chips or broken

areas.

h. Buses and Conductors. There should be no bird nests or foreign material on or near

energized conductors or in transformer radiators. QA instrumentation (Johnson 1993) is

recommended to detect abnormally high operating temperatures.

14
i. Oil Levels. Oil levels and temperatures in equipment should be within acceptable limits.

QA instrumentation (Johnson 1993) is recommended to check for abnormally high operating

temperatures.

j. Lighting. All lamps should work.

k. Switchgear and Switchboards. Areas around switchboards should be clean. Indicator lights

should match position shown on circuit-breaker indicating targets. Targets on protective relays

should be reset. Abnormally high operating temperatures should not be detected. QA

instrumentation (Johnson 1993) is recommended to check for high operating temperatures.

1. Circuit breaker counters. Counter readings should correspond to readings on log sheets.

Abnormally high operating temperatures should not be detected. QA ueulation (Jolhson

1993) is recommended to check for high operating temperatures

m. Batteries. The battery area should be clean, and electrolyte levels should be within

acceptable limits.

4. The contracted Service Order (SO) and Individual Job Order (IJO) work was done in a timely,

effective, and professional manner.

Verify that contracted SO and 13O work was done in a timely, effective, and professional

manner. The overall quality and appearance of the repair, including materials, must be

comparable to the facility's original construction quality and appearance. Document any

discrepancies between the QAE inspection and the contractor's report of work completed.

Visit the site of the selected repair to verify that the work is being performed with minimal

service interruptions. After completion of the repair work, check to see that the construction

area is clear of debris and that excavated areas are graded to match the surrounding area. Plan

an unscheduled visit to the site later to see that excavated areas that have settled are reshaped.

Recommended Surveillance Approach

* Evaluate performance indicators #1 and #2 monthly using the 100 percent inspection method.

* Evaluate performance indicator #3 monthly using random sampling (normal surveillance, 10

percent AQL).

* For performance indicator #4, evaluate SOs monthly using random sampling (normal

surveillance, 4 percent AQL) and questionnaire feedback, and evaluate IJOs monthly using the

100 percent inspection method.

Electrical Distribution System Operations

Performance Indicators and Detailed Inspection Tasks

The following numeric items are performed by the contractor. The related detailed inspection tasks

are used by the QAE to verify the contractor's performance.

15
I. The inspection and operations records for distribution equipment w complete, legible. and

timely.

Verify that the contractor's PMI and operations records for distribution equipment ae complete,

legible, and timely. Check to see that docu metat includes:

a. Dates and the initials of the person(s) who did or accepted the work.

b. The description of normal inspection, operaton, and maintenance of the electrical distribution equipment.

c. Reports of corrective actions taken during system outages, equipment failure, overloading,

overheating, or other system problems.

d. Recommended improvements to increase system performance, or renommended repairs to

damaged or deteriorated components.

e. Copies of completed work orders.

Examine the daily logs to identify possible deficiencies (Le., extrme power level shifts).

Check the auxiliary generator fuel report to see that the quantity of fuel is correct and that the

water content is in accordance with the standard operating procedures.

Verify that the contractor's reports are furnished on forms approved by the KO. If any reports

are incomplete and the contractor does not justify omissions (such as suporting schedules for

infrequently required operations), consider the documetation unatisfactory.

2. The power outage records are complete.

Review the contractor's electrical system outage records, compare the contractor's performance

with historical data, and look for any adverse performance trends. Verify that the outage

records include the folMowing information:

"• Date and time of outage

" Timne outage was reported

"• Who reported the outage

"* Who took tt: report

* Portion of system affected

* Repair crew assigned and time

* Repair action taken

* Time service was restored

* Cause of outage

* Additional corrective action required or recommended.

3. An adequate spare parts inventory is being maintained in case of emergency repairs.

Verify that the contractor is maintaining an adquate inventory of electrical distribution spare

parts (i.e., cable, poles, etc" for emergency repairs. The number and types of spare parts

should be a determined locally as a percent of the equipment installed in the field.

16
4. If required, monthly readings for all electric customers are collected, recorded, and submitted.

Verify that the contractor collects, records, and submits monthly readings for all customers as

required by contract Use the listing of metered electric users and the random sampling

procedures to select the electric meters to be checked. Collect the meter readings from the

selected locations and compare them with those furnished by the contractor. The readings

should agree, with allowance for usage between the two readings. Check contractor

documentation to see that unusually high usages are identified and confirmed by the contractor

as having a reasonable cause. Unjustifiably high customer or master meter readings must be

satisfactorily explained and the condition resolved.

5. All auxiliary generators and auxiliary power operations are exercised and tested.

Verify that the contractor exercises and tests all auxiliary generators and auxiliary power

operations. During nonemergency exercising, see that the contractor runs each generator up

to operating temperature (i.e., approximately 15 minutes) before loading. In addition, when run

testing is complete, see that the contractor allows for a running cooldown period (i.e.,

approximately 15 minutes) after loading has been removed before shutting the generator down.

Plan unscheduled inspections to verify contractor performance.

6. The automatic start and load assumption cycles for all auxiliary generators are exercised.

Verify that the contractor exercises the automatic start and load assumption cycles for all

auxiliary generators. Verify that the Automatic Transfer Switch (ATS) automatically turns on

the generator and transfers the facility from utility line power to auxiliary power when a utility

line power outage is simulated during the testing.

7. "As-built" drawings are updated with changes and corrections.

Verify that the contractor is maintaining current "as-built" drawings of electrical distribution

system facilities and equipment. Check to see that the drawings are updated annually with all

changes and corrections. The drafiperson's initials and the date should accompany each

change.

8. An adequate library of equipment manufacturers' manuals is being maintained.

Verify that the contractor is maintaining an adequate library of manufacturer's manuals for

equipment and facilities. Manuals should be obtained for newly installed equipment and

obsolete manuals discarded.

Recommended Surveillance Approach

"* Evaluate performance indicators #1, #2, and #3 monthly using the 100 percent inspection

method.

"* Evaluate performance indicator #4 monthly using random sampling (normal surveillance,

10 percent AQL).

"* Evaluate performance indicator #5 periodically using the unscheduled inspection method.

"* Evaluate performance indicator #6 quarterly using the 100 percent inspection method.

"* Evaluate performance indicators #7 and #8 annually using the 100 percent inspection method.

17
crcl Diaributlon System Mainteniance

Performance Indicators and Detailed Inspection Tasks

The following numeric items are performed by the contractor. The related detailed inspection tass

an used by the QAE to verify the contractor's performance.

L. The PM! report is complete, legible, and timely.

Verify that the contractor's PM! report is complete, timely, and covets all electrical distribution

system components. Document any discrepancies between the QAE inspection and the contractor's PM! report.

2. The PM report is complete, legible, and timely.

Verify that the contractor's PM report is complete, timely, and covers all electrical distribution

system components. Document any discrepancies between the QAE inspection and the contmractor's PM report.

Evaluate the site's PM program using the following indicators:

a. Check to see that the contractor revises the PM program annually to reflect system

changes. For each major category of equipment, the PM program and report should

include:

(1) Systematic inspection and documentation of findings.

(2) Description of specific maintenance programs based on the inspectio findings.

(3) Job documents defining the necessary work, priorities, and related information.

(4) Date when maintenance was performed and when it should be performed next.

(5) Special procedures or requirements to be followed.

b. Compare the frequency and cost of required repairs with historical records of the electrical

distribution system to further evaluate the contractor's effectiveness. If the interval

between equipment repairs is decreasing significantly, notify the KO. If historical data is

not available, start a repair file on each major component for future reference.

c. Accurate and complete property records are essential for proper evaluation of PM

programs. They should include, as a minimum, the following:

(1) Description of item and location

(2) Manufacturer, type, serial number, etc

(3) Ratings

(4) Date installed

18
(5) Tests performed

(6) Description and date of any subsequent tests, maintenance, repairs, etc.

3. On-site inspections of the electrical distribution system verify satisfactory contractor PM.

Conduct on-site inspections of the electrical distribution system to verify that PM is adequate.

Check to see that the contractor establishes a specific method of recording data on forms that

index inspection sheets to map locations and a maintenance log to document inspection

maintenance and repairs. Schedule the inspection so that the contractor may be present.

Document any discrepancies between the QAE inspection and the contractor's PMI report.

Evaluate the site's operations and conditions using the following indicators:

a. Poles. Poles should be plumb or straight. The tops of the poles should be inspected for

areas that have cracked or split from lightning or improper guying. Pole butts should be

inspected for split, rotten, or decaying wood. It may sometimes be desirable to inspect at

or below the ground line for rot.

b. Right-of-Way. There should be sufficient horizontal and vertical clearance from the

primary and secondary conductors. Trees or shrubs may need to be cleared or trimmed.

c. Anchor and Guys. Guys should be tight, and the pole attached to the guys should either

be straight or lean slightly into the direction of the guy and anchor. Guy strands should

not be rusted, and strands should not be broken. Anchor rods should be 6-in. to 1-ft above

the ground. Anchor rods below the ground will eventually cause the guy strand to rust.

Anchor rods too far out of the ground will decrease the strength of the guy and anchor.

Guy guards should be installed where there is potential pedestrian traffic. In a grounded

neutral system, the guy should be bonded to the system neutral. A delta system should

have insulators on all guys.

d. Pole Top Assemblies. If the pole top assembly contains a crossarm, the crossarm should

be horizontal and at a right angle to the pole. Braces supporting the crossarm should be

tight and unbroken, and insulator pins on angle structures should be straight Insulators

should not be chipped or broken. Hardware should be kept tight with lock nuts. If the

nuts are loose, the hardware will cause radio noise.

e. Grounds. Grounds should be stapled tightly to the pole and should not be loose, broken,

or have broken strands.

f. Primary Conductor. Conductors should have adequate clearance to ground and should

have an even sag for each of the conductors. (Sags that differ greatly may indicate that

splices were installed and that the wires are tensioned too tightly.) There should be no

broken wire strands on the conductor. The conductor should be tightly tied or bolted to

the insulators.

g. Secondary Conductor and Services. Span lengths of the secondary conductor should not

be excessive. Insulation should adhere tightly to the conductor.

h. Reclosers, Sectionalizers, Transformers, Regulators, and Capacitors. All of these items

make up a large part of the distribution system investment. It is recommended that cards

19
or similar records be kept that completely describe these units. Data should include

original cost, location, ratings, tests, and maintenance performed. Jumpers that connect the

equipment should have enough clearance from the pole (a minimum of 9-in. for 7.2 KV

systems). Abnormally high operating temperatures should not be detected. QA instrumentation (Johnson 1993) is recommended to check for high operating temperatures.

i Underground Equipment. Transformers and pad-mounted equipment should be level, and

trenches should be filled. All equipment should be padlocked to prevent unauthorized

access to enclosures. Underground risers should have a cable guard which should be

supported, and guy wires should be clear of the energized conductor. Enclosures should

be free from rust and corrosion damage. Warning systems should be inxtailed along the

cable route and on pad-mounted equipment. Abnormally high operating temperatures

should not be detected. QA instrumentation (Johnson 1993) is recommended to check for

high operating temperatures.

j. Auxiliary Generators. Verify the following maintenance items before the monthly

exercising of each generator randomly chosen for inspection:

(1) Verify that lubricating oil is at a proper level and condition. Loss of oil may indicate

a leak. An increase in the oil level may indicate condensation or leakage of coolant

into the oil sump, or dilution with fuel.

(2) Examine the cooling water level. For engines that circulate water through a heat

exchanger or radiator, a change in the level may indicate a leakage in the system. For

engines with a once-through cooling system, check the availability of water.

(3) Check the radiator or heat exchanger for fouling. Verify the operation of any louvers

or fans in the cooling air systems or pumps used in the secondary cooling water

systems.

(4) Visually check the condition of cooling water hoses and accessory belt drives.

(5) Check all freeze protection mechanisms in all water systems.

4. The contracted SO and UO work was done in a timely, effective, and professional manner.

Verify that contracted SO and UO work was done in a timely, effective, and professional

manner. The overall quality and appearance of the repair, including materials, must be

comparable to the facility's original construction quality and appearance. Document any discrepancies between the QAE inspection and the contractor's report of work completed.

Visit the site of the selected repair to verify that the work is being performed with minimal

service interruptions. After completion of the repair work, check to see that the construction

area is clear of debris and that excavated areas are graded to match the surrounding area. Plan

an unscheduled visit to the site to see that excavated areas that have settled are reshaped.

Recommended Surveillance Approach

"* Evaluate performance indicators #1 and #2 monthly using the 100 percent inspection method.

"* Evaluate performance indicator #3 monthly using random sampling (normal surveillance,

10 percent AQL).

20
For performance indicator #4, evaluate SOs monthly using random sampling (normal

surveillance. 4 percent AQL) and questionnaire feedback, and evaluate UOs monthly using the

100 percent inspection method.

21
ACRONYMS

AQL Acceptable Quality Level

ATS Automatic Transfer Switch

COR Contracting Officer's Representative

DEH Director of Engineering and Housing

IJO individual job order

KO Contracting Officer

MIL-STD Military Standard

O&M Operations and Maintenance

PM preventive maintenance

PMI preventive maintenance inspection

QA quality assurance

QAE Quality Assurance Evaluator

QASP QA Surveillance Plan

SO service order

REFERENCES

Johnson, James, Special Report FF-93/DRAFT, Catalog of Industrial Instrumentation for Army Real

Property Quality Assurance Applications (U.S. Army Construction Engineering Research Laboratory, 1993).

Military Standard 105E, Sampling Procedures and Tables for Inspection by Attributes (Department of

Defense, 10 May 1989).

22
APPENDIX A: inqmpctikm Sampling Tables

Table Al

Sample Sim and Rsject Levee (4% AQL)

(As developed from Tables I & H in MIL STD lOSE)

lmased

Normal Survennsce (Tightened) Srvemace Reduced Surveglece

Population Class II Reject Class III Reject Class I Reject

Size Sample Size Level Sample Size Level Sample Size Level

08 toS5 * 25% 1 40% 1 *

51 to 90 E 13 2 F 20 2 3% 1

91 to 150 F 20 3 G 32 3 3% 1

151 to 280 G 32 4 H 50 4 E 5 2

281 to 500 H 50 6 J 80 6 F 8 3

501 to 1200 J 80 8 K 125 9 G 13 4

1201 to 3200 K 125 11 L 200 13 H 20 5

The Reject Level is the number of failed inspections requiring rejection of the Lot (population).

An asterisk (C) indicates that the sample level is outside the range of a 4% AQL for the selected class.

Table A2

Sample Sies and Reject Levels (10% AQL)

(As developed from Tables I & I1 in MIL STD lOSE)

Increaed

Normal Surveilsance (Tightened) SurvelMnce Reduced Surveflace

Population Class II Reject Class III Reject Class I Reject

Size Sample Size Level Sample Size Level Sample Size Level

06 to 15 C 33% 1 * 50% 1 *

16 to 25 C 5 2 D S 2 C 8% 1

26 to 50 D 8 3 E 13 3 C 2 2

51 to90 E 13 4 F 20 4 C 2 2

91 to 150 F 20 6 G 32 6 D 3 3

151 to 280 G 32 8 H 50 9 E 5 4

281 to 500 H 50 11 J 80 13 F 8 5

501 to 1200 J 80 15 K 125 19 G 13 6

1201 to3200 K 125 22 L 200 19 H 20 8

The Reject Level is the number of failed inspections that require rejection of the Lot (population).

An asterisk (*) indicates that the sample level is outside the range of a 10% AQL for the selected class.

23
Tabl A3

Random Numbers

261693551131255178756684494628935

181459272254919294929363514311161

423684632668854911328619871243413

272488835332639327718359681593246

841374461696375621432857824777426

264815497173372174477827576566258

198696837541361133287541914971848

143756559946462345899983232775998

836386389619398398564958743782384

152583752379444483126729978423414

157294256486135451922159757675563

692719775436636344668381479147277

255866785826243276617432848931777

611919299912864737547181342159257

995114899826933259579628311933162

961887783225263664522813323369394

228773817828833985717362765968277

396711473692748832584229148465364

364296446978847355179598487113258

765631978981768893583194674274798

547289272135619683789965964875955

226511337617444952591725499499882

466864615463968456242418384359596

457418823563532182925651994844445

999119589989834791257536542318835

227468225944237957788131431161258

857398792219798611985364339638151

794238617675343521476918924437481

137868789933163384334818634998454

547493731923873892515942491998179

767627325793444261524517992866885

846592135517861798366917922967153

236279562972427477546975199129675

622458294956263626621396846142574 63 549112 127 1159 117232 117 9 5 53 878 91

247679322228134298769578658536862

691714647658549488455817959321376

484198647441592433674892154372512

216868361457968723862991347544398

985456143629619818899951749219166

532756133354124623325791838461116

227725726112161866812148528411739

289499684323994732419654185377369

234975324644686311896477631578977

679558544561494531732186224781459

537866411442511489428997247841811

723217286469739334471448867419951 843492726379 831995871299668887848

7 2 4 
APPENDIX B: QAE Inspection Worksheets

Electrical Supply Station Operations Worksheet Page 1 of 2

Performance Indicator #1: The logs and checklists are complete, legible, and timely.

a. The contractor's logs and checklists are complete, legible, and timely.

S" U N

b. Documentation includes:

(1) Dates and the initials of the person(s) who did or accepted the work.

(2) Description of normal operations.

(3) Reports of corrective actions taken.

(4) Recommended improvements and repairs.

S U N

c. Reports are furnished on KO approved forms and all omissions have been adequately

justified.

S U N

Remarks:

Performance Indicator #2: The power outage records are complete.

a. The contractor's records are complete.

S U N

b. When compared to historical data, no adverse trends exist.

S U N

Remarks:

"*S = Satisfactory, U = Unsatisfactory, N = Not applicable. Circle one rating for each item.

25
Electrical Supply Station Operations Worksheet Page 2 of 2

Performance Indicator #3: "As-built" drawings are updated with changes and corrections.

a. The draftperson's initials accompany each change.

S U N

b. The date of change accompanies each correction.

S U N

Remarks:

Performance Indicator #4: An adequate library of equipment manufacturer's manuals is being

maintained.

a. Manuals for new equipment have been obtained.

S U N

b. Obsolete manuals have been properly discarded.

S U N

Remarks:

Quality Assurance Evaluator

Date

26
Electrical Supply Station Maintenance Worksheet Page 1 of 3

Performance Indicator #1: The PMI report is complete, legible, and timely.

a. All items are listed, dated, and initialed as completed.

S U N

b. The report is timely.

S U N

Remarks:

Performance Indicator #2: The PM report is complete, legible, and timely.

a. All items are listed.

S U N

b. The report is timely.

S U N

c. The PM program is adequate.

S U N

d. The contractor's repair frequency is acceptable.

S U N

e. Accurate property records are maintained.

S U N

Remarks:

27
Electrical Supply Station Maintenance Worksheet Page 2 of 3

Performance Indicator #3: On-site inspections of the electrical supply stations verify satisfactory PM

performance.

a. The contractor establishes a specific method of recording data.

b. The following areas are satisfactory:

(1) General areas

(2) Painting and galvanizing

(3) Fencing

(4) Surfacing

(5) Oil leaks

(6) Grounding system

(7) Porcelain

(8) Buses and conductors

(9) Oil levels

(10) Lighting

(11) Switchgear and switchboards

(12) Circuit breaker counters

(13) Batteries.

Using the population size , and referring to normal surveillance in Tables AI and A2

gives number of samples andn___umber of allowable rejects.

LOCATION

S U N

S U N

S U N

S U N

S U N

S U N

S U N

S U N

S U N

S U N

Remarks:

28
Electrical Supply Station Maintenance Worksheet Page 3 of 3

Performance Indicator #4: The contracted SO and UO work was done in a timely, effective, and

professional manner.

a. The overall quality and appearance of the repair is comparable to that of the facility's

original construction.

b. Work is performed with minimal interruptions.

c. The construction area is clear of debris.

d. Excavated areas are graded to match the surrounding area

Using the population size , and referring to normal surveillance in Tables Al and A2

gives number of samples and number of allowable rejects.

LOCATION SO/JO

S U N

S U N

S U N

S U N

S U N

S U N

S U N

S U N

S U N

S U N

S U N

S U N

S U N

S U N

Quality Assurance Evaluator

Date

29
Electrical Distribution Operations Worksheet Page 1 of 5

Performance Indicator #1: The inspection and operating records for distribution equipment ame

complete, legible, and timely.

a. The checklist is timely.

S U N

b. The operations records contain information about:

(1) Dates and the initials of the person(s) who did or accepted the work.

(2) The description of normal inspection, operation, and maintenance.

(3) Reports of corrective actions taken.

(4) Recommended improvements or repairs.

(5) Copies of completed work orders.

S U N

c. Daily logs do not show deficiencies such as extreme power level shifts or questionable data.

S U N

d. The quantity of auxiliary generator fuel is correct, and the water content is acceptable.

S U N

e. The contractor's reports are furnished on forms approved by the KO.

S U N

Remarks:

Performance Indicator #2: The power outage records are complete.

a. The records are complete.

S U N

b. When compared to historical data, no adverse trends exist.

S U N

Remarks:

30
Electrical Distribution Operations Worksheet Page 2 of 5

Performance Indicator #3: An adequate spare parts inventory is being maintained in case of

emergency repairs.

S U N

Remarks:

31
Electrical Distribution Operations Worksheet Pag 3 of 5

Performance Indicator #4: If required. the contractor collected, recorded, and submitted monthly

readings for all electric customers.

a. QAE readings agree with contractor readings.

b. Unusually high usages were identified, investigated, and resolved.

Using the population size , and referring to normal surveillance in Tables Al and A2

gives number of samples and number of allowable rejects.

LOCATION

S U N

S U N

S U N

S U N

S U N

S U N

S U N

S U N

S U N

S U N

S U N

S U N

S U N

S U N

S U N

S U N

S U N

S U N

S U N

S U N

S U N

S U N

S U N

S U N

Remarks:

32
Electrical Distribution Operations Wor1kwet Paoe 4 of 5

Performance Indicator #5: The contractor exercised and tested all auxiliary generators and auxiliary

power operations.

LOCATION

S U N

S U N

S U N

S U N

S U N

S U N

S U N

S U N

Remarks:

Performance Indicator #6: The contractor exercised the automatic start and load assumption cycles

for all auxiliary generators.

LOCATION

S U N

S U N

S U N

S U N

S U N

S U N

S U N

S U N

Remarks:

33
Electrical Distribution Operations Worksbeet Page 5 of 5

Perbrtnanc Indicator #7: "As-built" drawings are updated with changes and cor-ctions.

a. Th draftperson's initials accompany each change.

S U N

b. The date of change accompanies each correction.

S U N

Remarks:

Performance Indicator #8: An adequate library of equipment manufacturer's manuals is being

maintained.

a. Manuals for new equipment have been obtained.

S U N

b. Obsolete manuals have been properly discarded.

S U N

Remarks:

Quality Assurance Evaluator

Date

34
Electrical Distribution Maintenance Worksheet Page 1 of 3

Performance Indicator #1: The PMI report is complete, legible, and timely.

a. The report is complete and legible.

S U N

b. The report is timely.

S U N

Remarks:

Performance Indicator #2: The PM report is complete, legible, and timely.

a. All items are listed.

S U N

b. The report is timely.

S U N

c. The contractor's PM program is adequate.

S U N

d. The contractor's repair frequency is acceptable.

S U N

e. Accurate property records are maintained.

S U N

Remarks:

35
Electrical Distribution Maintenance Worksheet Page 2 of 3

Performance Indicator #3: On-site inspections of the electrical distribution system verify satisfactory

contractor PM.

a. The contractor establishes a specific method of recording data.

b. The following areas are satisfactory:

(1) Poles

(2) Right-of-way

(3) Anchor and guys

(4) Pole top assemblies

(5) Grounds

(6) Primary conductor

(7) Secondary conductor and services

(8) Reclosers, sectionalizers, transformers, regulators, and capacitors

(9) Underground equipment

(10) Auxiliary generators.

Using the population size , and referring to normal surveillance in Tables Al and A2

gives number of samples and_. number of allowable rejects.

LOCATION

S U N

S U N

S U N

S U N

S U N

S U N

S U N

S U N

S U N

S U N

S U N

S U N

Remarks:

36
Electrical Distribution Maintenance Worksheet Page 3 of 3

Performance Indicator #4: The contracted SO and UO work was done in a timely, effective, and

professional manner.

a. The overall quality and appearance of the repair is comparable to that of the facility's

original construction.

b. Work was performed with minimal interruptions.

c. The construction area is clear of debris.

d. Excavated areas are graded to match the surrounding area.

Using the population size , and referring to normal surveillance in Tables Al and A2

gives number of samples and____ number of allowable rejects.

LOCATION SO/JO

S U N

S U N

S U N

S U N

S U N

S U N

S U N

S U N

S U N

S U N

S U N

S U N

S U N

S U N

Remarks:

Quality Assurance Evaluator

Date

37
Service Order Questionnaire Page I of 2

This survey should be completed using information collected from the person who has had the

most contact with maintenance personnel. Please circle the letter of the answer selected or write in an

appropriate answer where there are blanks.

1. Response (in days) to repair requested work:

a) Excellent response (normal conditions - 7 days)

(emergency conditions - I day)

b) Adequate response (within 2 weeks)

c) Too long (Approximately how long? __ days)

2. Quality of work: (Are you satisfied that quality work was performed?)

Yes No _ Defect was not fixed

Explain:

3. Cleanup of area after repair. (Was area left as clean as it was before work personnel arrived?)

Yes __ No

Comments:

4. Efforts of work personnel: (Are you satisfied that the work was performed in a professional,

effective manner?)

Comments:

5. Attitude of work personnel: (Were they helpful, friendly, courteous, cheerful?)

Comments:

6. Do you think this type of repair could be accomplished as "self help" if material and instructions

were supplied?

Yes__ No _ Maybe

38
Service Order Questionnaire Page 2 of 2

7. Remarks:

Thank you for your cooperation.

Quality Assurance Evaluator

Date Questionnaire Completed

39
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