The closely interlinked processes of completion and handover are very much a hands-on operation for the FM team to review at all times. Completion and handover require careful attention because they determine whether or not the end users view the whole job as successful.

Handbook procedures may cover two sorts of agreement:

1.       Agreements for partial possession and phased (sectional) completion (if required):

n  Access, inspections, defects, continuation of other work and/or operation or any part/services installation, material obstructions or restrictions.

n  Certification on possession of each phase.

2.       Agreements and procedures associated with practical completion.

n  Occupiers responsibility for whole of the insurance.

n  Provision, within a specified time limit, of complete sets of as-built and installed drawings, M&E and other relevant installations/ services data, as well as all operating manuals and commissioning reports.

n  Access for completion of minor construction works, rectification of defects, testing of services, verification of users’ works and other welfare and general facilities.

Procedures are needed for the following activities:

n  To ensure that handover only takes place when all statutory inspections and approvals have been satisfactorily completed and subsequently to arrange that all outstanding works and defects are resolved before expiry of the defect liability period.

n  To define responsibilities for all inspections and certificates.

n  To monitor and control handover countdown against the programme.

n  To deal with contractors who fail to execute outstanding works of correct defects, including the possibility of implementing any contra-charging measures available under the contract.

n  To monitor and control any post-handover works which do not form part of the main contract.

n  To monitor the end of the defects liability period and implement relevant procedures.

n  Certificate of completion (if required)

n  CDM health and safety file

n  Inspection and tests

n  Copies of certificates, approvals and licenses

n  As built drawings.

n  Handover of spares

n  Meters readings taken.

n  Remedial works

n  Defects, defects liability period and defects connection

n  Adjustment or building services

n  Service contracts.

n  Planned preventative maintenance schedules

n  Landlord points of contacts

n  Programme

n  Liabilities.

n  Dilapidation

n  Remedial works

n  Additional contracts

n  Security

n  Key schedule

n  Fire Shutters

n  Fireman’s lift

n  Smoke extract system / pressurisation

n  Foam inlet / dry riser

n  Fire dampers

n  Alarm systems

n  Alarm panels

n  Telephone links

n  Fire protection systems

-           Sprinklers
-           Hose reels
-           Hand appliances / blankets

n  Statutory signs

n  For building.

n  For building

n  For designed area.

n  Fire protection systems

-           Sprinkle
-           Hose
-           Hand appliances

n  Life’s / escalators

n  Mechanical services

-           Boilers
-           Pressure vessels
-           Electrical services
-           Security installations

n  Landlords responsibility and controlled areas.

n  Local requirements.

n  Landlords agreed sign off.

n  Undertaken in line with Occupier requirements. 

n  Ensure roles and responsibilities for commissioning team are developed and understood progressively from the feasibility and strategy stages.

n  Based upon a clear understanding and agreement of the Client’s/Occupiers objectives

n  Investigate and identify commissioning requirements

n  Management control document

n  Commissioning team

n  Operating and maintenance personnel

n  Aftercare engineer

n  Job descriptions, time-scales and outputs must be documented and agreed

n  Services

n  Fire Evacuations

n  H&S Training

n  Security

n  Maintenance

n  Procedures

n  Equipment

n  Define/check standards required in tender specification

-           Testing
-           Balancing
-           Adjusting
-           Fine tuning

n  Marking and labelling, including preparations of record drawings

n  Handover of spaces

n  Handover of tools

n  Landlords maintenance responsibility.

n  Arrangement

n  Procedures

n  Contacts

n  Alarm systems

n  Telephone link

n  Staff routes

n  Access (including card access)

n  Fire routes

n  Bank cash dispensers

n  Code of practice for the industry

n  Statutory notices – H&S, fire, Factories Act, unions

n  Final cleaning

n  Maintenance procedures (including manufacturers’ specialist maintenance)

n  Cleaning and refuse collection

n  Insurance required by date and extent of cover will vary with the form of contract

n  Access and security (including staff identify cards)

n  Safety

n  Meter readings or commencement of accounts for gas, water, electricity, telephone and fuel oil

n  Opening arrangements

n  At +6, 9, 12 months (including energy costs)

n  Improvements and system fine tuning

n  Defects reporting, corrections and verification procedures

n  Latent defects