Boiler Installation Procedures & Guidelines

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Boiler Installation Procedures & Guidelines
Office of Risk Management
November 2019

Table of Contents
1. Procedures for Boiler Installation 2. Critical Aspects of the Project to Review- Avoiding Commons Pitfalls 3. Boiler Installation Project Work Flow 4. Boiler Installation Packet (content and description)
Appendix: A. Form of Request for Proposal a. DLLR Notice of Installation b. Installers startup checklist (ASME CSD-1 CG-500 App C) c. MDE Small Fuel Burning Permit (Boiler/Heating Equipment) d. Boiler Installation Guide B. Master Contract for Boiler Installations C. Declaration of New/Replacement Boiler Form (from the ORM) D. Boiler Install Tip Sheet E. Boiler Installers Checklist- Hot Water Boiler F. Boiler Installers Checklist- Steam Boiler G. List of Pre-Qualified Contractors H. List of Regional Chubb Inspectors I. Completed Boiler Installation Checklist

Procedures for Boiler Installations
When faced with the task of a new or replacement boiler installation, the project can seem overwhelming. The purpose of the information contained in this document is to make theprocess of a new or replacement boiler installation easy and less stressful to the site personnel involved in the project. Listed below you will find the necessary information to ensure all requirements of the Archdiocese of Baltimore, as well as code compliance for the State of Maryland, are followed.
The frame work of this process is as follows: □ Notification to the Archbishop and Office of Facilities Management
□ Review by the Capital Project Committee
□ Subject to approval, opening of a project file by the Division of Facility Management or Office of Risk Management for the project
□ Boiler installation packet
□ Obtain bids from pre-qualified contractors
□ Formal contract is generated
□ Declaration for new/replacement boiler installation form
□ Chubb inspection
□ Certificate of registration and inspection
□ Notification of project completion to the ORM
Notification to the Archbishop: Once your facility has determined it is necessary for a boiler replacement or new installation is to take place, your first step is to write a letter to the Archbishop, with a copy to the Division of Facility Management, seeking permission to carry out the project. Boiler installations are classified as a category one project (at a minimum) and must be approved before any action is to be taken. (Archdiocese of Baltimore Policies and Procedures for New Construction, Renovations and Maintenance. Section1, Page3).

Review by the Capital Project Committee
The project is presented to the Capital Project Committee. This committee is comprised of the Vicar General, Vicar Bishops, Facilities, Fiscal Services, Development, Schools and Risk Management. The project is carefully vetted for need, financial viability, strategy planning and other key elements. Projects that are approved, move forward in the process. Locations with nonapproved projects are notified as to the decision and the basis for that decision.
Opening of a project file by the DFM for the parish/school:
Once final approval from the Archbishop is received, information about the project will be provided to the Division of Facilities Management for assignment of the project to a Facility Project Manager, or in the case of boilers, the Office of Risk Management.
Depending on the scale of the boiler project, along with the comfort level of your onsite staff in executing this type of project, this will determine the extent of involvement on the part of the project manager. Keep in mind the project manager is available to assist you from the initial stages through completion of the boiler installation.
Boiler installation packet:
Once the project file is open and you have been assigned a project manager, you will receive a boiler installation packet either electronically or by mail. This will contain all the pertinent information (contracts, forms and other important documents) regarding a new or replacement boiler project.
In your boiler installation packet you will find:
1. Form of Request for Proposal a. DLLR Notice of Installation b. Installers startup checklist (ASME CSD-1 CG-500 App C) c. MDE Small Fuel Burning Permit (Boiler/Heating Equipment) d. Boiler Installation Guide/
2. Master Contract for Boiler Installations 3. Declaration of New/Replacement Boiler Form (from the ORM) 4. Boiler Install Tip Sheet 5. Installer’s Checklist 6. List of Pre-Qualified Contractors 7. List of Regional Chubb Inspectors

Obtain bids on the boiler project: It is suggested to obtain three bids from pre-qualified mechanical contractors experienced in boiler installation projects. A list of pre-qualified mechanical contractors is found on our website as well as provided in your boiler installation packet. If you choose to use an outside contractor (one that is not on the AOB list), please be sure that they are properly licensed and properly insured.
Formal Contract: Using the master contract for boiler installations (which is found in the boiler installation packet) a formal agreement is executed with the selected contractor. This is a legally binding contract that is between the location and the awarded installing contractor.
Declaration of replacement/new boiler installation form: This document is to make the Office of Risk Management (ORM) aware that a new or replacement boiler installation is taking place at your facility. This form is needed in order to make the ORM aware of the equipment change and to maintain accurate boiler files on your location.
After the installation is completed by the contractor, Chubb inspection takes place: After the installation is completed; you will need to contact the Chubb inspector for your region to schedule a time to come out to your facility to do a final inspection. This is to assure that the installation has been done properly and up to code in order to be issued a boiler license from the State of Maryland.
Certificate of registration and inspection (State of Maryland) If the Chubb inspector finds the boiler installation meets all code requirements, a certificate of registration and inspection will be issued from the State of Maryland for the boiler. This certificate is sent to your facility by mail and usually takes several weeks to receive.
Notification of project completion to the ORM: After your new boiler has passed the Chubb inspection, it is important to notify the ORM that the project has been completed. At this point the old boiler will be removed from the schedule of insured vessels and the new boiler will be added.

Critical Aspects of the Project to Review- Avoiding Commons Pitfalls
This section is to help you avoid some of the common pitfalls associated with this type of project. Boiler installations are as unique as the facilities they are placed in. No two jobs are ever alike. However, there are strict codes of compliance that must be met for every boiler installation in order to receive a certificate of registration from the State of Maryland.
When undertaking this type of project please keep the following information in mind.
□ It is up to the individual facility to notify the installers of the use of the master contract, contractual details and terms of installation. Meaning, after you have selected a qualified contractor to do the boiler installation, you should review the details of the project and only use the master boiler contract found in your packet. This contract affords your facility the best protection in case legal matters arise.
□ It is the responsibility of the installer to make sure all of the code requirements are satisfied. If at any point in the project the installer is unsure of something or does not know, they should immediately contact your regional Chubb inspector to obtain the correct information.
It is strongly encouraged to have the installing contractor contact the regional Chubb inspector PRIOR TO STARTING THE JOB, so you can lessen the chance that there will be any problems and your boiler will pass on the initial inspection.
□ It is important to remember that Chubb limits their involvement to code related issues applicable to the new boiler installation only. They do not do a comprehensive review of the entire boiler project.
□ Before the contractor leaves the job site, do a final walk-through. Using the supplied check list (found in your boiler installation packet) be sure to have all the necessary documentation from the installing contractor that will be required for your Chubb inspection.
□ Have the contractor get you familiar with your new equipment. The contractor should show you all the controls, safeties and valves, as well as how to do a proper blow down of the unit (if applicable). Have them describe the proper startup and shut down procedures for your equipment. Ask them about the set operational temperature and pressure, as well as the typical flame condition for visual inspection (if applicable).
□ Go through the Chubb “tips for boiler installations sheet” with your contractor. Be sure all items applicable to your particular installation are accounted for. This document addresses the most usual non-compliance code concerns (meaning the most common issues to fail the boiler).

□ Final payment is submitted to installer after boiler passes inspection. 10% of the total project cost is withheld from the installing contractor until the Chubb inspection takes place and the boiler is found to be in compliance (passes inspection). The boiler installation is not deemed complete until the boiler passes the required inspection. This is clearly stated in the boiler master contract. It is very important to convey this information to the installing contractor at the time of signing the master contract to avoid any unnecessary confusion.

Need Assistance?
If at any point in the installation process you are unclear or have questions, please feel free to get in contact with either the Division of Facilities Management of the Office of Risk Management. Either office will be able to assist you in the installation project.

The Office of Risk Management
Jim Dimmer (Loss Control Associate) Office: 410-547-5373 Cell: 410-458-2816 Fax: 410-547-3153 [email protected]

Facilities and Real Estate Management
Office: 410-547-5366 Fax: 410-837-2932 [email protected]

Boiler Installation Project Work Flow

Permission Letter sent to the Archbishop with a Copy to Facilities Management
Project Presented to Capital Projects Committee
If Approved Project Manager
is assigned
RFP sent out to contractors
Bids In for review

Award contract to Installer
Boiler installation takes place
Chubb inspection
Office of Risk Management notification

Boiler Installation Packet
(Content and description)
Here you will find the necessary information, master contract, related forms and other important information to assist you in a successful completion of a boiler installation for your facility. The packet contains all of the required forms for the State of Maryland, as well as to assure compliance to the policies set forth by the Archdiocese of Baltimore. The packet was developed to lessen confusion, enhance project flow and to organize critical information related to the new boiler unit.
The following is a brief description of each item contained in the packet and how/when to use each form.
Form of Request for Proposal:
This is used when you are conducting bids on the boiler project. Each contractor receives a copy of the RFP. This document provides a framework of what is expected and what is required from the contractor bidding on the project. A representative from your facility will fill out the sections of the RFP pertaining to the location, background information (on boiler being replaced), timeline and personnel contacts.
Be sure to fill out the following items:
□ Site address and boiler location □ Background information on boiler being replaced □ Under “Scope of Work” Item #21 □ Under “Other comments and Instructions” Item #4, #7, #13
Master Contract for Boiler Installations:
Once you have chosen a contractor to perform the installation. You will use the master contract to create a formal agreement between the facility and the installing contractor. Be certain to fill out the contract completely.
Special attention should be paid to the following sections:
□ Line Items #13 and #14 □ Exhibit B (contractor insurance requirements) □ Exhibit C (attach a copy of the original proposal) □ Review with the contractor the section stating that 10% of final payment is withheld
until boiler passes inspection

DLLR Notice of Installation: This is a required form for the State of Maryland. The Installer of the boiler must give written notice to the Chief Boiler Inspector AT LEAST thirty (30) days BEFORE installation. Contractors usually supply this form and submit to the State. However, it is required that a copy of this form is placed onsite for the Chubb (insurance) inspector to review when inspecting the new boiler. The new boiler will fail inspection without this form onsite.
Installers Startup Checklist (ASME CSD-1 CG-500 APP C): The installing contractor’s report contains detailed information about the boiler as well as providing documentation of operational test performed on controls and safety devices. This document must be present at the time of the Chubb inspection. One of the primary reasons new boiler installations fail inspection is for not having this report on site for review. Please be mindful of securing this document from your installing contractor.
Maryland Department of the Environment Small Fuel Burning Permit: All new, modified, or replacement installations which are potential sources of air pollution (including fuel burning equipment) are regulated and require an air quality permit from the MDE. The form must be filled out and sent in along with a $400.00 check made payable to the MDE Clean Air Fund.
Declaration for New or Replacement Boiler Installation (Office of Risk Management): This document supplies contact information to the ORM about the boiler project. It simply notifies the Office of Risk Management that a new boiler is being installed or replaced. It also informs the office of the conditional status of the old boiler, as to whether it is to be scrapped or decommissioned. This form is necessary in order to keep your boiler information current at the ORM. Please send/fax/scan a completed copy of this form to the Office of Risk Management and keep one copy in your boiler installation file.
Boiler Installation Guide & Chubb Boiler Tip Sheet: These two documents contain valuable information in regard to your boiler installation. Both documents outline the most common violations that are discovered during the state inspection (issues that are most common to fail the boiler). It is advised that the on-site person from your facility that is responsible for oversight of the installation become familiar with this information. It is also recommended to pass along or review this information to the installing contractor so there is no “gray area” during the process.

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Boiler Installation Procedures & Guidelines