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Handover Requirements for Contractors

All Contractors and Sub-Contractors will be required to comply with each stage
of the Consultant three-part handover process as detailed below

Completion of each stage may take place over one or more days, depending on
the requirements and size of each project.

Each stage should take place prior to, or on the date of, Practical Completion.

Stage 1 = Formal site inspection

Attendees:

 Main and Sub-Contractors


 Project Leader
 Compliance Team
 Configuration and Move Coordinator
 Reactive Maintenance Managers
 Client
 Facilities Management
 External Estates
 Others (as required).

Working to a pre-set agenda, the Contractor, along with the Project Leader will
be expected to chair a meeting to review all works undertaken and demonstrate
how these works have met the aims and objectives of the project – attendees
will have the opportunity to ask questions and carry out a site inspection, where
comments and actions will be recorded and added to the snag list where
required. If all parties are not satisfied with the state of completion, the area will
not be accepted.

Stage 2 = Familiarisation and training for maintenance staff

Attendees:

 Maintenance staff
 Client
 Others (as required).

Contractors must:

Provide familiarisation visits and/or training sessions for University


maintenance staff, client users or other relevant staff as required (IT Services,
Site Services, Security etc.) – ensuring safe access at all times and provide all
relevant documentation.
Stage 3 = Submission of Health and Safety File, incorporating all
Operation and Maintenance Manuals (O&Ms)

Attendees: (minimum requirement, others may be present as required)

 Main Contractor
 Project Leader
 Configuration and Move Coordinator

Contractors are both legally and contractually required to produce and provide
Operation and Maintenance Manuals (O&Ms) as part of a building’s Health and
Safety File.

These manuals will define the requirements and procedures for the effective
operation and maintenance of a building and will cover the building’s services
and/or specialist equipment, along with details of any significant items, which
may need on-going attention.

Contractors must:

 Prepare and submit full and final Operation and Maintenance Manuals
for all aspects of work
 Submit all manuals by the date of Practical Completion, agreed with the
Project Leader
 Attend a review meeting, where all manuals will be checked to assess
their suitability and either receipted or returned.
 Repeat this stage if submissions are unsuccessful.

Contents of O&M manuals shall include, but not be limited to:

 Introduction, including names and addresses of associated parties


 Health and Safety (relevant to the project), including information about
asbestos removals and/or encapsulations, or any residual hazards such
as contaminated land, buried services, sources of stored energy, etc.
 Overall purpose and general description of works
 System description of each area of the works
 Equipment schedule/Asset list. A list of new items of equipment with their
make, model, and other such information as required conforming to
Estates Office asset lists. The list should identify all sections and page
numbers where the assets have been referenced. Also to include a list of
any assets moved or removed. The Project Leader will issue the
template to the contractor for completion
 Operating procedures
 Maintenance instructions and schedules (including a full summary
schedule for easy reference), locations of isolations, fault finding
information, lubrication points and schedules, and a list of maintenance
activities and frequencies to maintain warranties and/or guarantees
 Recommended spares
 A list of warranties and/or guarantees associated with any element of the
works
 Room Data Sheets to indicate that the areas were designed to
 As-built/fitted plans and drawings in both AutoCAD and Adobe pdf
format, in full compliance with Estates CAD standards – see
 Fire Strategy drawings in AutoCAD format, complete with separate
layers showing fire zones, fire doors, locations of fire panels, detector
heads and sounder, and locations of emergency lights and emergency
light key switches, riser inlet boxes. All items are to be numbered on a
separate schedule as well as on the drawings in accordance with
Estates Operations Fire Strategy requirements
 Legionella Risk Assessment
 Commissioning Data and witnessed testing
 Modification Information
 Disposal Instructions/Dismantling Instructions including details of known
weights, order of operations, hazardous materials, WEEE Directive, etc.
 Specific emergency Information, including location of main service
isolations, both mechanically and electrically
 Training log
 Manufacturers’ names, addresses, contact numbers, and all relevant
literature with the specific equipment models installed highlighted.
 Details of all key/locks fitted and issued.

Building Log Books and any other relevant documentation or equipment must
be available at this meeting - all keys should be issued and receipted, and
Permits to Work/bags returned. The Site Waste Management Plan (SWMP)
and all relevant waste dockets and associated documentation, should also be
submitted at this stage.

Important: Please note

 All manuals will be made available for other relevant Estates staff to
review and comment – this may affect or delay acceptance
 Successful submission of full and complete O&M manuals will enable
the University to issue Practical Completion Certificates and release
related retention monies
 Draft or incomplete O&Ms will remain historical defects and will not be
accepted – this will prevent the issue of Practical Completion Certificates
and related retention monies
 Unsuccessful submissions will be returned to contractors immediately,
with feedback provided – these should be amended and resubmitted to
the University within notified timescales
 Contractors must provide one hard copy and one electronic copy of each
manual – electronic copies should be saved into relevant sections for
easy access.

Meeting Arrangements

All meetings, reviews, familiarisation visits and training sessions will be


arranged by the Consultant to ensure attendance is captured and recorded.