10. handover procedures - | · pdf file · 2006-02-0110. handover procedures the...

10. HANDOVER PROCEDURES

University of Bristol Re-issue date Building Services February 2006

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10. HANDOVER PROCEDURES The handover of refurbished areas or new buildings to the University is a critical

point in a contract process. In order that the operation of the building continues in a smooth and efficient manner after handover it is important that information is available to the Maintenance Teams who may be called to attend to plant or equipment. The following section outlines the necessary steps to be taken during handover.

10.1 Handover Procedures - Guiding Principles At the point of practical completion of works responsibility for

operational matters concerning the particular work area reverts back to the normal arrangements between the user department and the Maintenance Teams. Clearly there is still a need to be mindful of the contractual liability still applying but the responsibility for dealing with any new plant or equipment problem in the work area rests with the Maintenance Team.

Practically complete work areas should therefore be in a sufficient state

of completeness to avoid a significant level of problems being passed on to the Maintenance Team who will have relatively little experience of the new plant or equipment.

At the point of handback of the area concerned a member of the

Maintenance Team should visit site and formally agree that the work area is finished and sufficient information is available regarding any new plant or equipment, which may need operational support. Should the Maintenance Team representative not be happy with the state of completion, the area will not be accepted and this will prevent the processing of the final account invoice when received.

In order to achieve a smooth transition back into normal operation the

Maintenance Team must be familiarised with the work that has been done under contract and Maintenance team sign-off must be completed on the checklist for handover (Appendix 10/5). Time must be allowed for this process before arriving at the practical completion handover point.

10.2 Handover Information There is a variety of information that needs to be handed over to the

Maintenance Team in support of continued operational involvement in an area that has undergone contract work. A number of formal test documents are required in relation to statutory requirements on Engineering Service items, for further details please refer to Appendix 10/5 - Check List for Handover.

10.3 Operation and Maintenance Manual (O&M) In addition to this there needs to be an Operation and Maintenance

Manual (O & M) covering building services and/or specialist equipment items along with details of any significant building items that may need on-going attention. In complex buildings or new or refurbished areas, training for the Maintenance Teams must also have been provided.



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In all cases this information should be made available, in draft form: - a minimum of 2 weeks before the point of issue of the certificate of

practical completion (for minor projects). - a minimum of 2 months before the point of issue of the certificate of practical completion (for major projects).

The availability of this information should be regarded as a contractual

requirement. The draft O & M manuals shall be forwarded to the Building Services

Office Administrator, along with the O & M receipt form (Appendix 10/3) with the top section completed. Please note one receipt form should be completed for each service type. The Office Administrator will arrange for viewing by and comments from the appropriate Building Services staff, which will be collated and passed back to the Project Manager to progress, within 2 weeks of the O & M receipt.

It has been established that draft O&Ms need to be reviewed by the

following staff in Building Services before returning comments to the Project Manager:

• Works Officer

• Electrical/Mechanical Services & Design Engineers (as applicable) • Maintenance/Works Coordinators (for Building) • Shift Coordinator • Surveyor (for Building) • Senior Engineer • Contracts Engineer • Energy & Environmental Manager • Infrastructure Projects Co-ordinator

Comments will be submitted on standard report forms that will be

provided by the Building Services Office Administrator (Appendix 10/4a-10/4c). The draft O & M manuals will be retained by Building Services, referenced by the Office Administrator and stored in the O&M Library until replaced by final O & M manuals.

The Final O & M manuals shall be provided as two hard copies and one

electronic copy. The final O & M manuals shall be forwarded to the Building Services

Office Administrator, who shall complete the relevant section of the original O & M receipt form and reference/file one hard copy in the O & M library (replacing any drafts) and place an electronic copy on the Property Drive. The additional hard copy manual will be stored with the appropriate Maintenance Co-ordinator for 12 months and then transferred on site/with user.

Electronic manuals on the Property Drive will be saved under the related

building in a sub-folder titled ‘O&M Manuals’ located in the parent folder ‘Records’.



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Master copies will be saved as pdf files in a sub-folder named ‘Master Copy’. Updated manuals will be saved as Word documents and any drawings as dwg files in a subfolder named ‘Live Updates’. Any manuals covering more than one building will be saved under either the specific site sub folder or if effecting more than one site the ‘Estate General’ sub folder.

To assist with the upload of pdf documents onto the departmental

web page an additional subfolder has been created titled ‘Live Web Documentation’. An additional copy of the Master pdf documentation will also be saved here when new electronic O&M’s are received.

These folders will be set up with the following restricted access: - Records – Restricted to Building Services/CPO staff

- Building Safety File – Read Only (Office Administrator able to update)

- O&M Manuals/Master Copy – Read Only (Office Administrator able to update)

- O&M Manuals/Live Update – Restricted to Building Services/CPO staff

- Live Web Documentation - Restricted to Building Services/CPO staff

P Drive

SITE BUILDING GENERAL LIVE WEB DOCUMENTATION MAINTENANCE MASTER DRAWINGS PROJECTS PROJECT NO./NAME RECORDS ASBESTOS SURVEYS BUILDING SAFETY FILE O&M MANUALS LIVE UPDATES MASTER COPY

It is the responsibility of anyone updating master documentation to save

the altered copy in the ‘Live Updates’ sub-folder as a word document (for text) and also save over the pdf copy (in pdf format) in the ‘Live Web Documentation’ folder.

In all cases this information should be made available before the point of

issue of the certificate of practical completion and the availability of this should be regarded as a contractual requirement and certification of the appropriate valuation can be denied.

If necessary funds can be withheld under retention to cover the cost of

reproducing the necessary O & M information although this is unsatisfactory as it does nothing to provide the information at the point of handover.



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10.4 Record Drawings It is important to record any modifications to existing buildings so that

future work in these areas can be carried out from a known, recorded, "base-line". Naturally the availability of drawings is no substitute for an actual visit or survey but this can be made much easier if all significant works to a building are recorded.

In many cases it will be sufficient to record the design and tender

drawings as representing the status of the building, so long as significant variations did not occur during execution of the works. However, this is not always the case with services where often installation drawings vary significantly form the tender information.

In the case that record drawings are to be provided by the contractor

these should be regarded as forming part of the O & M information and treated accordingly, see 10.3 above. Once received electronically these drawings will be registered and filed within the departmental master drawing system by the CAD Technician who will be notified of the receipt of new drawings within O & M information by the Office Administrator.

10.5 Building Safety Files In addition to the above it is a statutory requirement that information

affecting the safe use of a building or future refurbishment/demolition be recorded in a building safety file. A system of building safety files exists in which any significant new information must be recorded. Master copies of these files, the "Blue Folders", are kept in the Technical Library and are referenced by building name. Any new information must be referenced in the index and copies sent to any other holders of the files, e.g. Security Office.

Any existing electronic building safety files are saved in a sub-folder

titled ‘Records’ on the P drive under the related building. See section 10.3 for an illustration of the drive layout.

It is important to record the following information in the safety file: 1. Changes to means of escape or fire protection generally.

2. Changes to the fire alarm system or loop addressing. 3. Changes to the isolation of main services. 4. Introduction of new hazardous areas, e.g. radioactive

laboratories. 5. Removal of hazardous areas, e.g. radioactive laboratories. 6. New licenses or statutory test certificates.

A standard index for each safety file exists. Health and Safety files received from contractors as part of project

works are reviewed and referenced in the same manner as O & M files. Reviewer comments will be submitted on standard report form that will be provided by the Building Services Office Administrator (Appendix 10/4d).



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The draft Health & Safety files will be retained by Building Services, referenced by the Office Administrator and stored in the O&M Library until replaced by final Health & Safety files in the form of two hard copies and one electronic copy.

10.6 Handling of Latent Defects When latent defects on refurbished or new buildings arise it is important

to establish problem "ownership", so that a clear communication channel exists back to the original contractor. The usual route for dealing with this situation will be through the original Project Manager or Contract Supervisor, who will formally take this up with the main contractor concerned. There may be technical reasons why others should take this role and this needs to be agreed with the parties concerned.

In most circumstances management of a latent defect issue will be

through the main contractor who carried out the work. If this company has ceased trading it may be necessary to progress a claim through sub-contractors or suppliers although this course of action is less likely to succeed, as no contractual relationship with the University necessarily exists. Advice should be sought from the Assistant Director (Building Services) or University Senior Surveyor in such cases.

Work carried out under Design and Building terms carries a greater

degree of defects cover since the contractor takes responsibility for all aspects of design as well as quality and workmanship. Those who have experience of this term of contract and who were initially involved in the specification and contract acceptance procedure should handle claims arising in this situation.

10.7 Notice of Completion At least 14 working days prior to the planned Handover meeting, the

Project Manager/Contract Administrator shall issue the Preliminary Notice of Completion Certificate to the circulation list on the Form (Appendix 10/1).

This will give notice to the maintenance teams of the meeting so that the

completed Contract can be accepted for maintenance, or if not considered acceptable in terms of completion, documentation or training the Works Officer or his Representatives will decline to accept the contract works.

In addition the Project Manager/Contract Administrator shall submit to

the Building services Testing department, a completed Testing Tick-sheet (Appendix 10/2). This information is used to maintain the asset database and ensure that appropriate testing and inspections are carried out.

10.8 Check List for Handover Please see appendix 10/5 for the Handover Check List, this is not

inclusive but is the minimum requirement for the Handover documentation:



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HANDOVER PROCEDURES

APPENDIX 1



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APPENDIX 10/1 UNIVERSITY OF BRISTOL – BUILDING SERVICES

Preliminary Notice of Completion

PROJECT NUMBER

DESCRIPTION

LOCATION

CONTRACTOR

It is anticipated that the completion of the above project will be achieved on ………………. A handover meeting and demonstration of the services will be held on ………. at ……….. the Clerk of Works is …………………………….……. Please ensure that the Operating and Maintenance Instructions, as fitted drawings, Health & Safety file and any other documentation or equipment (such as keys) are available for this date. Signed: ………………………………… (Project Manager) Date: ……..………… This form to be issued at least 10 working days (2 weeks) prior to the planned completion date to ensure University of Bristol Maintenance sections have adequate notice to inspect the systems. Issue to: Contractor

Client / user / User Representative Maintenance (Works Officer) Consultants Facilities Information Services (Networking)

This form can be found at: I:/Forms/General/Notice of Completion



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APPENDIX 2



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APPENDIX 10/2

University Building Services Testing Department -

Information for Projects

In order that the asset database is maintained and accurate, it is necessary for the Testing Department to be aware of assets and their location. Please complete the following:

Project:

Location:

Please tick applicable Please indicate if equipment is: Installed Removed

Equipment Tick if applicable Number of items/systems

Electrical Fixed Equipment Emergency Lighting Fire Alarm System Lightning Conductor Fume Cupboards Local Extract Ventilation Showers Gas Appliances Gas Boilers Calorifiers / Hot Water Systems Cold Water tanks Pressure Systems Lifts Eye Bolts Air Handling units Lifting Tackle Name: Date:

PLEASE RETURN TO THE TESTING DEPARTMENT UPON COMPLETION

This form can be found at: I:/Forms/Building Services/Workshop



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APPENDIX 3



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APPENDIX 10/3 Operational & Maintenance Manual Receipt Form

Please note one form should be completed for each service type Building/Site

Project No. Project Name

Contract Completion/ Handover Date

Project Manager Contractor Name

O&M Title

Draft O&M – Service Type Building/ Combined

Electrical Mechanical H&S Tick the one

applicable box

Other (Provide Details):

Total number of volumes per Service Total number of volumes received

Date Issued by

(Print Name) Issued by

(Signature) Received by

(Print Name) Received by (Signature)

Draft Copy Rec’d (2 months before

contract handover)

Dept. Comments Returned to CPO

(within 2 weeks)

Draft Copy received for Temp.

Archiving

Final O&M – Service Type Building Electrical Mechanical H&S

Tick the one applicable box

Other (Provide Details):

Responsibility of UOB Project Manager to ensure final O&Ms have had all comments on draft version incorporated to their

satisfaction before passing for archiving – add new notes to back of this form

Total number of Volumes per Service Library Ref No. Total number of volumes received

Date Issued by (Print Name)

Issued by (Signature)

Received by (Print Name)

Received by (Signature)

Final Copy Issued (before handover date)

Hard Copy 1 (O&M Room)

Hard Copy 2 (Supervisors

Office)

CD/DVD Copy (on P drive)

CAD Office Notification (Drawings)

CD/DVD Copy

(Fire Safe)

Office Administrator

Date Archived



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Back page (double-sided form)

Comments on Final O&Ms (from Project Manager):



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APPENDIX 4a



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APPENDIX 10/4a

O&M FILE REVIEW SESSION REPORT MECHANICAL COMMENTS

Date of Review Session:

Draft Type:

Project No:

Project Name:

Building:

ITEM REF (Vol, Page – if applicable)

COMMENTS

Name Job Title Date

Please return reports to Office Administrator to collate response to Project Manager



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APPENDIX 4b



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APPENDIX 10/4b O&M FILE REVIEW SESSION REPORT

ELECTRICAL COMMENTSDate of Review Session:

Draft Type:

Project No:

Project Name:

Building:


COMMENTS

Name Job Title Date




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APPENDIX 4c



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APPENDIX 10/4c O&M FILE REVIEW SESSION REPORT

BUILDING COMMENTS


Draft Type:

Project No:

Project Name:

Building:


COMMENTS

Name Job Title Date




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APPENDIX 4d



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APPENDIX 10/4d

H&S FILE REVIEW SESSION REPORT COMMENTS


Draft Type:

Project No:

Project Name:

Building:


COMMENTS

Name Job Title Date




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APPENDIX 5



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APPENDIX 10/5

CHECK LIST FOR HANDOVER Project: Location: o List of Outstanding Items (snags) o Test Certificates for: - Fire Alarm System - Electrical Circuits - Emergency Lighting - Fume Cupboards and L.E.V Systems - Gas Appliances (including Boilers) - Gas Soundness Certificates - Water Services Chlorination - Lifting Equipment - Pressure Vessels - Lifts – EN81 Certificate - Telephone Systems - Pipework Pressure Tests - Any Specialist Equipment o Operating and Maintenance Manuals (Electronic & Hard Copy) o As Fitted Drawings o Health & Safety file (or an update of the original) o Fire Alarm Zone Chart o Fire Strategy o Building Control Certificate o Building Services BMS Commissioning data sheets o Building Services Testing Tick-sheet Confirmation that the following has been arranged: o Portering Service including post collection o Furniture Deliveries o Addition of specialist equipment into the Maintenance Contracts o Handover of Keys o Cleaning Services o Consultation with Security Services (Security Arrangements) o Familiarisation Maintenance Team Building Services staff signature: Name: Date:

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