COUNDTOWN & HANDOVER PLANNING

HOTEL NAME
Brand to Be
 TABLE OF CONTENTS

1. INTRODUCTION 3

1.1 PRE OPENING: 3

1.2 POST OPENING: 3

2. TEAM STRUCTURE & CONTACT DETAILS 4

2.1 PRICIPAL CORRESPONDENTS 4

2.2 RHG CONTACT DETAILS 4

3. GLOBAL PRE-OPENING PLAN – SCHEDULE & PROGRAM 5

4. DRAFT AREA HANDOVER PROGRAM 6

5. TEAM STRUCTURE & MEMBERS 8

ADDENDA TO HANDOVER PLANNING:

A- MAINTENANCE CONTRACTS
B- SNAGGING & DE-SNAGGING
C- COMISSIONING & DE-COMISSIONING
D- HANDOVER DOCUMENTS
E- DEFECTS LIST

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1. INTRODUCTION
The purpose of this document is to provide guidelines for the handover phase of the projects and shall be used by the Owners Project Manager as well as RHG
representatives.
RHG representatives are only attending the snagging / de-snagging and commissioning and their observations are being documented accordingly, however these are not
exhaustive and shall only be considered in addition to the regular snagging / commissioning process between the owner and the contractors.
1.1 PRE OPENING:
The hand-over phase of hotel construction normally preceding 6 – 8 weeks prior to the planned Practical Completion date.
A typical team will be set-up to judge the building conditions, which consist of:
- Project Management team from the Owning Company
- Construction Manager from Construction Company
- RHG Design & Technical team & representatives (GM, Engineering, Hotel Department Heads, etc.).
A program and time schedule will be prepared for total accomplishment of each check-list, including all system testing & commissioning. Periodical meetings will take
place to monitor the execution.
Construction team should include training for running and maintenance of the installations and equipment and of the hotel safety equipment. For the training, some
staff must be present 5 – 6 weeks before the hotel opens, areas used by the staff must be made available for the staff to work under normal conditions of safety and
hygiene (toilets, safe means of access, etc).

1.2 POST OPENING:

A 24 hour full service technical assistance shall be supplied during the first 6 weeks after hotel opening to the public, for all installations within the hotel complex (list of
technicians, with phone umbers, to be supplied before hand-over)
Probably, new defects will appear when the hotel comes into functioning, which will be eventually added to the list in the weekly basis together with the GM of the
hotel, unless urgent action is required, which will thus be continuously adapted, until total completion. Additions or deletions to the lists might only be done by duly
authorized persons.
3 month after the hotel opening, the Technical Development team fully hands over to the General Manager if further follow up is needed with regards to de-snagging.

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2. PRE OPENING TEAM STRUCTURE & CONTACT DETAILS
To be completed by RHG DT Project Manager
2.1 PRICIPAL CORRESPONDENTS

NAME COMPANY Email Tel.

Project Management,
Owners representative
Construction Manager
Contractor’s representative
RHG DT Project Manager
Operator’s representative

2.2 RHG CONTACT DETAILS

NAME TITLE Email Tel.

Design & Technical

Future Openings (Operations)
General Manager
Kitchen & Back of house
Marketing (signage)
Purchasing (Operating Equipment)
Brand President
Regional Director

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3. GLOBAL PRE-OPENING PLAN – SCHEDULE & PROGRAM
To be generated by Project Management team, Owners representative and adjusted accordingly as per latest program.
The RHG team to be notified in writing at following key dates as these generates specific tasks and responsibilities. Any known delays with impact on completion, commissioning, snagging
or opening dates need to be communicated as soon as known and must allow for re-scheduling the planned site visits / meetings / etc. subject to availabilities of the respective RHG team
members and owners’ representative as major impact may occur on staffing, pre-opening budget, etc. (titles in italic: see addenda to this document)
TO BE PROVIDED LATEST: Documents to be submitted for RHG approval: Planned on: Date Done:
12 month prior to opening Summary of M&E specifications
Handover planning incl.Preopening Plan / Handover Program
9 month prior to opening 9 month notice of opening date & Pre-opening signage
Layouts and ID drawings per area
Detailed M&E specifications
6 month prior to opening 6 month notice of opening date & Pre-opening Office
Kick off meeting with GM & update Handover Program
Technical equipment lists and drawings
Maintenance contracts, services and supplies to submit
3 month prior to opening 3 month notice of opening date
6 weeks prior to opening Snagging kitchen BoH by DT, FO, Engineer, Chef
Commissioning M&E by DT, Engineer
1 month prior to opening Practical Completion
Snagging public areas by DT, F&B, Engineer, Housekeeping
Snagging guest rooms by DT, Engineer, Housekeeping
Snagging IT, Systems, etc. by IT, Engineers.
Opening Date Handover documents
Post Opening Defects list

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PREOPENING SIGNAGE
Temporary signage as agreed with the Marketing Department representative.

PREOPENING OFFICES
Pre-opening offices to be provided including access to sanitary facilities, location preferably close to the site and ideally including the Mock Up Room for marketing purposes.
The below list is an indication, detailed, project specific program will be provided by Future Opening representative.
Work spaces to be equipped to be fully operational working stations, however IT equipment, FF&E will be re-used in the final hotel operation.

MONTH prior opening Positions Workplaces PC Laptop Telephones AOB

-6 GM, DOS 2 1 1 2 FAX, Copy machine

-5 HR, Chief Engineer +2 +2 +2 Meeting room
-4 Controller, Sales +3 +3 +3
-3 EH, FOM, F&B, Chef +4 +4 +4
-2 Assistants, IT +1 1 +1 IT room
-1 ALL MOVE INTO OFFICES

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4. DRAFT AREA HANDOVER PROGRAM
To be completed by the owners PM & revised, the below time allocation is to be considered as sample and needs adjustment according to the program:
BUILDING COMPLETION PLANNED: OPENING PLANNED:
OWNER’S SNAGGING WITH CONTRACTORS (Operator’s rep. might participate at de-snagging) OPERATOR’S SNAGGING

AREAS WEEK: -12 -11 -10 -9 -8 -7 -6 -5 Building -4 -3 -2 -1 Opening

practical
completion
Detailed Handover program X *)
Exterior & parking X
Entrance / Lobby / Reception / lifts X
Lobby Bar X
Restaurant X
Corridors & Circulation X
Meeting rooms & Conference X
Fitness X
Guest Room Floors X X X X
Receiving X
Staff Facilities / canteen X
Administration X
Kitchen X X
Back of the house areas X X
IT & SYSTEMS X X X X
M&E & EQUIPMENT X X X X

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5. SNAGGING / COMISSIONING TEAM STRUCTURE & MEMBERS
To be completed by the Project Manager:

Contractors reporesentative Owners Representative Hotel Representative Operators Representative

Project Manager Project Manager General Manager Project Manager

Front Office Manager Future Openings

F&B Manager F&B Department

Hotel Chef Corporate Chef

Head Housekeeping

Hotel Engineer Corporate Engineer

IT / Systems

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