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Shutdown Request Procedure

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Copyright Information © 2014 by Greater Toronto Airports Authority. All rights reserved.

No part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or by any means (photocopying, electronic, mechanical, recording, or otherwise) without the prior written permission of the copyright holder.

Greater Toronto Airports Authority P.O. Box 6031 3111 Convair Drive Toronto AMF, Ontario L5P 1B2 (416) 776-3000 www.TorontoPearson.com

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Version Control

Version Date Changes Prepared by Approved by

1.0 2014-01-30 Initial publication Maintenance Systems

S. Smith

C O N T E N T S

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1. Introduction ......................................................................................................... 1

1.1 Exceptions ....................................................................................................................... 2

1.2 Prerequisites ................................................................................................................... 2

2. Procedure ............................................................................................................. 3

2.1 Initiating a Shutdown Request ........................................................................................ 3

2.2 Requesting a Shutdown .................................................................................................. 3

2.3 Modifying a Shutdown Request ...................................................................................... 5

2.4 Activating a Shutdown .................................................................................................... 6

3. Shutdown Types ................................................................................................... 9

A. Shutdown Request Form ..................................................................................... 11

B. Glossary.............................................................................................................. 13

S E C T I O N

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1. Introduction This document is intended for the use of anyone/group that will be affecting or impacting the use of a system or facility and thereby is required to submit a Request for Shutdown at Toronto Pearson Airport.

Shutting down a vital system(s), utilities, and services for repair/project work at Toronto Pearson International Airport needs to be coordinated and planned ahead of time.

A Shutdown is required when:

The work being performed must be completed in order to return the equipment/component back to service.

OR

There is potential to set off alarms such as Life Safety, Security, BMS or Loss of Life (danger) such as working near the APM or anything else that may cause an impact to operations.

Shutdowns include, but are not limited to:

Automated People Mover

Baggage systems

Electrical circuits

Elevating Devices

HVAC systems

Life Safety Systems (fire detection, suppression, egress routes)

Passenger boarding bridges

Water mains

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1.1 Exceptions The Shutdown Procedure does not apply to the following situations:

If a shutoff or shutdown component (for example, water, life safety, mechanical, or electrical) does not affect any other GTAA owned structure, facility or tenant;

Where the shutdown component is isolated to a new or in-development structure (not yet accepted or commissioned by the GTAA) such as on a construction site;

Emergency Situations-work that requires immediate response from GTAA airport personnel or contractors. If this work is not expedited, it will cause impact to the safety or operation of the airport;

Note: If the system being shut down or taken out of service can be reinstated or returned to service before the work is completed, this Shutdown Procedure is not required.

1.2 Prerequisites Prior to shutting down a system (as per above), a Shutdown Request must be initiated and completed according to this standard procedure to ensure the following:

Sufficient advanced preparation/planning and approvals

Notification to all appropriate and affected parties

Minimal interruption to airport operations and customers

The Shutdown Procedure applies to any GTAA facility or GTAA tenant facility.

Note: Requestor must also apply for a Terminal Work Permit (TWP) previously Activity Notice, prior to conducting any activity within the Terminal Buildings by contacting - Customer and Terminal Services Programs, Service Delivery Coordinator (SDC) via email activitynotice@gtaa.com or calling 416-776-2681.

S E C T I O N

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2. Procedure

2.1 Initiating a Shutdown Request This document outlines the procedures that must be followed in order to initiate a shutdown of airport facilities or systems. A shutdown request is valid within the year the request is submitted.

! Important: Contractors should not proceed with work until they receive approval notification from the Reliability Specialist for the requested Shutdown.

If required, the request status can be acquired by contacting the Reliability Specialist (416 776-5043). The requestor must provide the AMMS Request Number (i.e. R1234) when requesting status information. The request number can be found on the shutdown form and in the email subject line.

2.2 Requesting a Shutdown

! Important: General Contractors must initiate all requests; not sub contractors.

To request a shutdown:

1. Obtain a Shutdown Request Form (Appendix A) , by contacting Maintenance Systems via email at maintenanceplanning@gtaa.com or from the appropriate GTAA project/ work sponsor.

2. Complete the form with appropriate information, such as:

Select the type of shutdown required including services being impacted by the shutdown. For example, impacting accessibility

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to equipment or systems, triggering alarms, or rendering any operational system out of commission.

Indicate on the request form if weekends are included in the shutdown start and end date range.

Diagram showing the area of work.

The more detailed information provided will ensure there are no delays in the request.

3. Submit the request form complete with (start/end) schedule dates and times by email as an attachment to the Reliability Specialist at maintenanceplanning@gtaa.com at least five (5) business days prior to the necessary shut down.

It is the contractor’s responsibility to indicate any impact to operations. If unsure, contact the GTAA project sponsor or Maintenance Systems department at maintenanceplanning@gtaa.com.

Note: Multiple dates and Shutdown types can be submitted on one request form, as long as the main criteria are consistent. For example, water and electrical work in T1 Room EDS021 August 21-August 28.

The email must contain detailed information regarding the work to be done in either:

The body of the email

The “Details” section on the form; or

As an additional attachment

Include details such as:

Who requires access to particular rooms

Terminal Work Permit (TWP), previously an Activity Notice

What equipment is required

Who, or what, may be affected by the work

Does the work entail welding, soldering, grinding, cutting, etc? If this work is being completed within an interior building and/or structure equipped with fire detection devices, you must provide grid lines/column numbers, system names and room numbers as applicable and apply to the IOC Specialist for a Hot Work Permit (HWP), or Burn Permit.

Procedure

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Note: As an exception in extraordinary circumstances, a request can be made by fax at (416) 776-3883 if the requestor is unable to utilize email. In this situation, the requestor will obtain an AMMS Request Number from the Reliability Specialist via return facsimile.

4. Await notification from the Reliability Specialist that the request is being processed (this email will provide a request number that must be referenced for any future communication regarding the shutdown request). Or if the request is approved a confirmation of approval, (this refers to the Final Notification to all parties being affected or possibly affected by the shutdown request) will be communicated within the required five (5) business days’ notice. For example, the Reliability Specialist will send an email to all affected parties as Final notification (approval), with the following information in the email subject line in this order:

a. The AMMS Request Number (R1234)

b. Dates and times

c. Location

d. Shutdown type

5. The Final approval email will provide the requestor with instructions, as required, to contact a particular department prior to shutting down the systems or utilities, and upon completion of the scheduled shutdown.

! Attention Contractors: Please ensure your on-site personnel are informed of these instructions. Failure to adhere to these instructions may cause operational impact and result in rescheduling of work.

2.3 Modifying a Shutdown Request If any details (for example, rescheduling or extending a date or time) need to be changed after the request form has been submitted, the requestor must notify the Reliability Specialist at maintenanceplanning@gtaa.com and include the Request Number (i.e. R1234) as listed in the email subject line.

Any recurring shutdowns or shutdowns that require an extension beyond the current year must be resubmitted as a new request and a new AMMS request number will be issued

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Note: Do not resubmit another shutdown form, unless the scope of work changes. For example, the scope of work changes for a different location/room. If the scope of work changes, then a new shutdown form must be submitted; otherwise, simply email referencing the Request Number (R1234) and provide the rescheduled dates and times.

The Reliability Specialist will:

Coordinate the requested changes for subsequent approvals

Forward the original email notification to all parties for approvals

Here are examples of the information that would be included in the subject line for a rescheduled shutdown request:

Example 1:

R2427-Rescheduled-Mon. Dec 13/04 at 0700-1500 hrs (8 hrs), T1GAST063-3, Life Safety Shutdown Notification

Example 2:

R2427-Rescheduled-Mon. Dec 13/04 at 0700 hrs to Fri. Dec 17/04 at 1600 hrs (Daily 9 hrs-5 days), T1GAST063-3, Life Safety Shutdown Notification

Note: Normally, only weekdays are worked. If weekends are included/required, it must be noted on the request form or in the body of the email.

Example 3:

Here is an example of the information that would be included in the email body:

Originally Scheduled: Thu. Dec 9/04 at 1600 hrs to Thu. Dec 23/04 at 0400 hrs (Daily 12 hrs–11days).

2.4 Activating a Shutdown

1. On the day and time of the scheduled shutdown, notify the AOC Specialist (6-3055) before commencing any and all work; Follow any instructions as provided by the Reliability Specialist email notification.

2. Restore the systems or utilities that were shutdown to normal operation or service and advise the AOC Specialist (6-3055) upon completion of work and prior to leaving the site or property.

3. The AOC Specialist will update the Shutdown Request comments in the Facilities White Board.

Procedure

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Note: For Life Safety Shutdowns only, prior to leaving the site or property, advise the AOC Specialist (6-3055) after the work is completed to ensure that the AOC Specialist monitoring screens show all systems “Normal”.

S E C T I O N

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3. Shutdown Types The following table outlines the various types of shutdowns ( not an exclusive listing), and a description of the type of work that would require a shutdown request. If there is any doubt please contact the Shutdown Coordinator at maintenanceplanning@gtaa.com .

Shutdown Type Authorizing Email Group (To:)

Automated People Mover (APM) Interior/Exterior

Any work that impacts the train directly or

impacts on the protected area around the train.

Baggage Handling System Any work that impacts the Baggage system or any

component of the baggage system including work

that would impact the access to the baggage

system (i.e. carousels, laterals, etc.)

Electrical Airfield Interior/Exterior

Electrical High Voltage Equipment—Airfield Interior/Exterior

Any work that would impact the electrical

distribution or component on the Airfield

including any of the FEC’s, lights, signs, etc..

Electrical—Buildings Interior

Electrical High Voltage Equipment—Groundside Interior/Exterior

Any work that impacts the electrical distribution to the buildings or systems within the buildings (i.e. – LSS, BHS, CUPPS, etc.), generators, TC rooms, lighting. Shutdowns that impact tenants are particularly important as coordination is very important.

Elevators, Escalators, and Moving Walkways

Any work that impacts the people moving devices including impacting access to them needs to be very closely coordinated as this directly affects the customers experience.

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Shutdown Type Authorizing Email Group (To:)

Facility Diagnostic System (for example, RSMS, Liftnet)

Any work that would impact the ability of the system to report diagnostic information back to the user.

Fuel-Exterior, Apron Any work that impacts the fueling system, or impacts access to the fueling system on the Apron.

Gas-Exterior (Utilities)

Gas-Interior

Any work that impacts the Natural Gas system or access to the system.

Heating, Ventilating & Air Conditioning (HVAC) BMS

Any work that would impact the HVAC system or any component of the system or work that would affect the operation of the system (i.e. construction on the roof near the air handling units, where odours could be drawn into the building).

Life Safety System (LSS) Any work that impacts the LSS directly (i.e. working on a component of the system) or indirectly (i.e. construction in an area that would cause the system to activate if not shutdown). These shutdowns are critical as they impact our ability to occupy a building and as such extra pre-cautions are required.

AIRPORT OPERATIONS CONTROL

(AOC) 6-3055 must be notified prior to the actual shutdown and again after systems have been restored to normal operation)

Passenger Boarding Bridges (PBB) / Canopies

(external requests only)

Any work that impacts the bridges themselves or access or safe continued operation of the bridges needs to be coordinated very carefully.

Water—Domestic Cold-Interior

Water-Domestic Hot-Interior (HVAC) includes Heating, Ventilation, & Air Conditioning

Any work that impacts the domestic Hot or Cold distribution system or access to the system.

Water Supply—Exterior (Water/Fire Mains)

Any work that impacts the continued operation of our exterior water supply including Water/Fire mains needs to be coordinated carefully.

A P P E N D I X

A

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A. Shutdown Request Form

A P P E N D I X

B

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B. Glossary The following acronyms and initialisms are used in these procedures.

Term Definition

AOC Airport Operations Control

AMMS Airport Maintenance Management System

APM Automated People Mover

BMS Building Management System

CUP Central Utility Plant

FAP Facility Alteration Permit

HVAC Heating, Ventilation and Air Conditioning

LSS Life Safety Systems

PBB Passenger Boarding Bridge

R Request number (i.e. – R1234)

RSMS Ramp Service Monitoring System

SDC Service Delivery Coordinator

TWP Terminal Work Permit

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