Transcription of 10. HANDOVER PROCEDURES
1 10. HANDOVER PROCEDURES University of Bristol Re-issue date Building Services February 2006 Page 1 of 2210. 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 . 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.
2 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.
3 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. 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 . 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.
4 In complex buildings or new or refurbished areas, training for the Maintenance Teams must also have been provided. 10. HANDOVER PROCEDURES University of Bristol Re-issue date Building Services February 2006 Page 2 of 22 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.
5 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).
6 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.
7 10. HANDOVER PROCEDURES University of Bristol Re-issue date Building Services February 2006 Page 3 of 22 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.
8 - 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 PROJECTSPROJECT RECORDSASBESTOS 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.
9 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 . 10. HANDOVER PROCEDURES University of Bristol Re-issue date Building Services February 2006 Page 4 of 22 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".
10 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 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.
