FULL HANDOVER

CHECKLIST

SITE -

Notes:

1. This document is generic and should provide a reasonable basis

for your specific building handover. .

2. Please date when documentation is received and by who.

3. 1 hard copy of this document should be help on site for

reference.
CONTENTS
1. INTRODUCTION.................................................................................................1
1.1 Completion................................................................................................................................ 1
1.2 Handover................................................................................................................................... 1

2. HANDOVER CHECKLISTS..................................................................................2
2.1 Handover Procedure.................................................................................................................. 2
2.2 Programme of Project Closure.................................................................................................. 2
2.3 Operation and Maintenance Information....................................................................................2
2.4 Lettings or Disposal................................................................................................................... 2
2.5 Access by Contractors............................................................................................................... 2

3. INSPECTION, CERTIFICATES AND STATUORY APPROVALS...........................3

3.1 Fire Officer Inspections.............................................................................................................. 3
3.2 Fire Certificate........................................................................................................................... 3
3.3 Electrical Engineers’ certificate.................................................................................................. 3
3.4 Water authority certificate of hardness of water.........................................................................3
3.5 Pest Control Specialists’ Inspection...........................................................................................4
3.6 Building Control Officer Inspection............................................................................................4
3.7 Landlord’s Inspection................................................................................................................. 4
3.8 Health and Safety Officer’s Inspection.......................................................................................4

4. COMMISSIONING CHECKLIST...........................................................................5
4.1 Brief........................................................................................................................................... 5
4.2 Programme................................................................................................................................ 5
4.3 Commissioning Action Checklist................................................................................................5
4.4 Appointments............................................................................................................................. 5
4.5 Training of Staff......................................................................................................................... 5
4.6 Building and Services................................................................................................................ 6
4.7 Maintenance.............................................................................................................................. 6
4.8 Security...................................................................................................................................... 6
4.9 Signs and Graphics................................................................................................................... 6
4.10 Review & Operation of Facility................................................................................................... 7

5. CHECKLIST........................................................................................................8
1. INTRODUCTION
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.

1.1 Completion
Handbook procedures may cover two sorts of agreement:

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

◦ Access, inspections, defects, continuation of other work and/or operation or

any part/services installation, material obstructions or restrictions.
◦ Certification on possession of each phase.

2. Agreements and procedures associated with practical completion.

◦ Occupiers responsibility for whole of the insurance.

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

1.2 Handover
Procedures are needed for the following activities:

◦ 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.
◦ To define responsibilities for all inspections and certificates.
◦ To monitor and control handover countdown against the programme.
◦ 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.
◦ To monitor and control any post-handover works which do not form part of the main
contract.
◦ To monitor the end of the defects liability period and implement relevant procedures.

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2. HANDOVER CHECKLISTS
1.3 Handover Procedure
◦ Certificate of completion (if required)
◦ CDM health and safety file
◦ Inspection and tests
◦ Copies of certificates, approvals and licenses
◦ As built drawings.
◦ Handover of spares
◦ Meters readings taken.

1.4 Programme of Project Closure

◦ Remedial works
◦ Defects, defects liability period and defects connection
◦ Adjustment or building services

1.5 Operation and Maintenance Information

◦ Service contracts.
◦ Planned preventative maintenance schedules
◦ Landlord points of contacts

1.6 Lettings or Disposal

◦ Programme
◦ Liabilities.
◦ Dilapidation

1.7 Access by Contractors

◦ Remedial works
◦ Additional contracts
◦ Security
◦ Key schedule

2
3. INSPECTION, CERTIFICATES AND STATUORY
APPROVALS
1.8 Fire Officer Inspections
◦ Fire Shutters
◦ Fireman’s lift
◦ Smoke extract system / pressurisation
◦ Foam inlet / dry riser
◦ Fire dampers
◦ Alarm systems
◦ Alarm panels
◦ Telephone links
◦ Fire protection systems
- Sprinklers
- Hose reels
- Hand appliances / blankets

◦ Statutory signs

1.9 Fire Certificate

◦ For building.

1.10 Electrical Engineers’ certificate

◦ For building
◦ For designed area.

1.11 Water authority certificate of hardness of water

◦ Fire protection systems
- Sprinkle
- Hose
- Hand appliances

◦ Life’s / escalators
◦ Mechanical services
- Boilers
- Pressure vessels
- Electrical services
- Security installations

3
1.12 Pest Control Specialists’ Inspection
◦ Landlords responsibility and controlled areas.

1.13 Building Control Officer Inspection

◦ Local requirements.

1.14 Landlord’s Inspection

◦ Landlords agreed sign off.

1.15 Health and Safety Officer’s Inspection

◦ Undertaken in line with Occupier requirements.

4
4. COMMISSIONING CHECKLIST
1.16 Brief
◦ Ensure roles and responsibilities for commissioning team are developed and
understood progressively from the feasibility and strategy stages.

1.17 Programme
◦ Based upon a clear understanding and agreement of the Client’s/Occupiers objectives

1.18 Commissioning Action Checklist

◦ Investigate and identify commissioning requirements
◦ Management control document

1.19 Appointments
◦ Commissioning team
◦ Operating and maintenance personnel
◦ Aftercare engineer
◦ Job descriptions, time-scales and outputs must be documented and agreed

1.20 Training of Staff

◦ Services
◦ Fire Evacuations
◦ H&S Training
◦ Security
◦ Maintenance
◦ Procedures
◦ Equipment

5
1.21 Building and Services
◦ Define/check standards required in tender specification
- Testing
- Balancing Detail format of records
- Adjusting
- Fine tuning

◦ Marking and labelling, including preparations of record drawings

◦ Handover of spaces Must be compatible with any planned
maintenance or equipment standardisation
◦ Handover of tools
policies

1.22 Maintenance
◦ Landlords maintenance responsibility.
◦ Arrangement
◦ Procedures
◦ Contacts

1.23 Security
◦ Alarm systems
◦ Telephone link
◦ Staff routes
◦ Access (including card access)
◦ Fire routes
◦ Bank cash dispensers

1.24 Signs and Graphics

◦ Code of practice for the industry
◦ Statutory notices – H&S, fire, Factories Act, unions
◦ Final cleaning
◦ Maintenance procedures (including manufacturers’ specialist maintenance)
◦ Cleaning and refuse collection
◦ Insurance required by date and extent of cover will vary with the form of contract
◦ Access and security (including staff identify cards)
◦ Safety
◦ Meter readings or commencement of accounts for gas, water, electricity, telephone
and fuel oil
◦ Opening arrangements

6
1.25 Review & Operation of Facility
◦ At +6, 9, 12 months (including energy costs)
◦ Improvements and system fine tuning
◦ Defects reporting, corrections and verification procedures
◦ Latent defects

7
5. CHECKLIST
Activity Status
Inspections
Testing and Commissioning
Certificate of Practical Completion
Health and Safety File
Handover of Spares
Handover of Keys and Key Schedule
Meters Read
Retention Monies released with dates
Remedial Works Programme agreed
O & M Manuals
Staff Training in Operation of Equipment
As Built Drawings issued
Servicing Contracts let
Building Insurance in place
Building Fire Certificate
Building Electrical Inspection Certificates
Potable Water Testing Certificate
Insurers Certificates:
Fire protection
Lifts
Mechanical services
Details of all Consultants and Designers
Copies of all Consents and Approvals
Drawings of Escape Routes, Services shut off points,
Protection systems
As built drawings – Architectural
As built drawings- Structural Engineering
As built drawings- Mechanical Installations
As built drawings- Electrical Installations
As built drawings- Contractor Designed Elements
Product Literature
Cleaning and Maintenance Instructions
Copy of Company details for all Contractors
Copy of Company details for all Suppliers
Copy of Company details for all Manufacturers
Copy of Guarantees, Warranties and Maintenance
Agreements for all Products
Material Test Certificates

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 Activity Status
Full description of each system
Description of mode of operation for each system
Schematic drawings for each system to show plant,
equipment, valves etc
Photo reduced drawings A3 size
Legend for all colour coded services
Plant and Equipment asset register with unique ID No for all
items
Information to be provided
Company details for all manufacturers of Plant and
Equipment
Technical Literature for all Plant and Equipment
Guarantees, Warranties and Maintenance Agreements for
all Products
Plant and Equipment Test Certificates
Starting Up, Operating and Shutting Down Procedures
Control sequences for all systems
Details of equipment settings established during
commissioning
Procedures for seasonal changeovers
Preventative maintenance requirements and planned
schedules
List of normal consumable items held on site.
List of recommended spares noting extended delivery items
Procedures for fault finding
Emergency Procedures including 24 hour telephone
numbers
Other tenant’s details. Points of contacts/mobile numbers

Some of the above may not be applicable for the site.

This document should be signed off by the FM, contractor and PM.