Handover Procedure

Estates and Facilities
Handover Procedure
Guide to the requirements for

Project Completion and Handover
at the West Suffolk Hospital and West
Suffolk NHS Foundation Trust Properties
Updates
Issue 1
Jan 2010
..
Issue 5
July 2012
Issue 6
Jan 2014
Current Issue
Issue 7
Issued by: Estates and Facilities Directorate
November 2014
Nov 2014
Source: Building Design and Projects Manager

Status: Approved
Page 1 of 20
Issue date: November 2014 Valid until date: November 2015
Document Ref: 10, E&F CofC Handover Procedure rev7
Estates and Facilities Handover Procedure

West Suffolk Hospital
Estates and Facilities Policy and Procedure
Introduction
Document Ref. No: FP(14)1005
Estates and Facilities Project Completion and Handover
For use in:

For use by:
For use for:
Document owner:
Status:
Trust Wide
Contractors and Estates & Facilities Personnel
Contractor and Construction Based Works on Site
Estates and Facilities Building Design and Projects Manager
Approved
Purpose of this document
This Estates and Facilities Project Completion and Handover Procedure document has been
produced by the Estates and Facilities Directorate of the West Suffolk NHS Foundation Trust
(hereon referred to as the Trust) to advise Contractors* and Designers** and CDM coordinators*** the requirements expected from them while conducting themselves on this and
outlying sites owned and/or managed by the Trust which fall within the remit of the
Construction (Design and Management) Regulations 2007 also known as CDM with regard to
handover of projects.
This Policy and its accompanying documents have been produced in response to Sections 2,
3, 4, 6, 7, 8, 9, 36 and 37 of the Health and Safety at Work Etc. Act 1974, Regulations 3-19 of
the Management of Health and Safety at Work Regulations 1999, and the complete
Construction (Design and Management) Regulations 2007, and its Approved code of
practice (ACoP)
Contractors have a primary duty to comply with the Health and Safety at Work Act, and all
subsidiary legislation, West Suffolk NHS Foundation Trust have a parallel responsibility in
respect of the Health and Safety of their own employees, patients and members of the public.
*Definition of a Contractor:
For the purposes of this and the documentation accompanying

this Policy a Contractor is defined as any person or
organisation employed by the Trust to carryout works or
services.
**Definition of a Designer:
For the purposes of this and the documentation accompanying

this Policy a Designer is anyone who influences a design as
well as those who actually design it.
***Definition of a Co-ordinator: For the purposes of this and the documentation

accompanying this Policy a CDM co-ordinator is defined as
any person who undertakes the duties of co-ordinating the
project, whether from external source or from within the team

Status: Approved
Page 2 of 20
Handover Procedure
Content
Guidance Documentation
The Estates and Facilities Project Completion and Handover Procedure Policy is part of a
series of documents covering a wide range of Health, Safety and Welfare issues for the trust,
and is the umbrella document for the Code of Conduct series of documents and provides
details as to where to find specific information.
Estates and Facilities Code of Conduct group of documents
01 Health, Safety and Welfare Policy FP(14)1001

02 Code of Conduct FP(14)1002
03 Site Safety Leaflet FP(14)1003
04 Contractor Induction FP(14)1004
05 CDM Policy FP(14)1005
07 Working at Heights FP(14)1006
08 Confined Spaces FP(14)1007
10 Handover Procedures FP(14)1008
11 Lifting Operations FP(14)1009
26 Personal Protective Equipment FP(14)1026
There are also a number of documents that are not part of the Code of Conduct group of
documents that are also relevant to construction related activities
Trust Policy documents

00 Trust Policy Health, Safety and Welfare Policy PP(XX)018
06 Trust Policy Control of Asbestos at Work PP(XX)089
09 Trust Policy Fire Safety Policy PP(XX)014
Estates and Facilities Documents

12 Standard Specification
22 Risk Assessments
Tender Procedures
Approved Contractors List

Status: Approved
Page 3 of 20
Handover Procedure
Introduction
Guidance Documentation
Content
Content
2
3
4
1.0
Completion and Handover

1.1 General Handover Requirements
1.2 Maintenance Manuals
1.3 Record Drawings
1.4 Pre-Handover Meeting
1.5 Handover of Manuals to the Trust
1.6 Induction / Training
1.7 Protocol Procedure at Handover
1.8 On Completion of Handover
1.9 Defects Liability Period
1.10Final Account
57
5
5
5
6
7
7
7
8
8
8
2.0
Audit
3.0
Appendices
Appendix A Practical Completion, Handover Requirement (Guidance)
Appendix B Handover Meeting Agenda (Template)
4.0
Reference Material
16
End
17
10- 16
10
15

Status: Approved
Page 4 of 20
Handover Procedure
1.0
When a project nears completion and is to be handed over to the Client it is one of the most
important stages of a construction programme.
Under the Construction (Design and Management) Regulations 2007, the Designer and
Principal Contractor are responsible to ensure all materials, full design, maintenance details,
with amendments, are prepared and documented for the works that have been undertaken.
This will enable the Client to keep or pass on any maintenance and repair information
including electrical and/or mechanical plant for the life of the building to those who may
require the information.
1.1
General Handover Requirements
Two week prior to practical completion the CDM Co-ordinator must receive a draft hard copy
of the Maintenance and Health and Safety Files which have been updated by the Principal
Contractor during the works phase. These Files must have all items and documents as
stated and covered in the Practical Completion Handover Requirement (Guidance) Form
(See Appendix A) or are to be identified as pending. The following persons must check
these files: CDM Co-ordinator, Architect, Design Engineer Mechanical, Design Engineer
Electrical, before being handed back to the Principle Contractor, to amend any comments
and complete any pending items. Only then can it be handed to the Trust as complete.
1.2
Maintenance Manuals
The Maintenance manuals covering the use, installation of the specified materials used within
the structure or installed within the structure (ie plant) should cover information such as any
COSHH assessments for materials, information for cleaning and maintaining surfaces such
as floors, worktops, wall coverings, and should include information regarding the make,
model and manufacturer of all materials/items used to complete the project, and should be
amended if necessary by the principle contractor during the construction period, and made
ready for presenting with the Heath and safety file at project completion to the client.
On completion of the General Handover Requirements in section 1.1 above, the Health and
Safety file along with the projects maintenance manuals are to be handed over to the CDM
Co-ordinator for final assessment and checks, on acceptance of the content of these
documents, a further hard copy and 1 electronic copy (word, PDF and AutoCAD 2011) are
to be passed to the CDM co-ordinator to be presented to the client as completed
documentation for the project, these should be accompanied by a signature form for the
clients representative to sign receipt of all copies of the documents. Further checks to the
documents will be carried out by the Trusts Project Manager for that project, before handing
to the Estates and Facilities Building Design and Projects Manager, for final checks and
logging into the Manuals system. Any request for missing or incomplete information will be
referred to the CDM co-ordinator to gather, and present back to the client within a
reasonable agreed time (normally 2 weeks).
The final documents handed to the client are to be distributed accordingly; one copy will be
handed to the Design Office to keep for reference for any alterations on the building in the
future. The other copy will be handed over to the Operational Estates Manager, enabling the
Works department to make reference for maintenance purpose. As well as the Two hard
copies, One copy is to be provided in electronic format. (see section 1.3 for details of
electronic record drawings). This is to be a complete electronic copy of the hard file and
should be sectionalised to correspond with the hard copy.
By statute (law) the Client has to maintain the file and keep it in a safe place for reference
for the life of the building or plant. The file may then be used to assist the removal or
demolition of the building or plant by knowing what material or form of construction has
taken place.

Status: Approved
Page 5 of 20
Handover Procedure
1.0
1.3
Record Drawings
As part of the Handover pack at the completion of a project or works, the client is to be
presented with electronic copies of drawings and design information. The final electronic
format Drawings are to conform to the following requirements.
All drawings are to be presented in the following format:
Manufacturer :
Autodesk
Product
:
AutoCAD LT
File Format :
DWG
Version
:
2011 or earlier version
All drawings are to have the following Layer Structure:
Site Plan Elements:
0BX-
Example Ground Floor Elements

Layer Structure
Ground Floor Building Elements:

1BX-
First Floor Building Elements:

2BX-
Roof Level Building Elements:

3BX-
Site Plan Services:

0-WSH-SERV-
Example Ground Floor Mechanical Services
Layer Structure
Ground Floor Services:
1-WSH-SERV-
First Floor Services:

2-WSH-SERV-
Roof Level Services:

3-WSH-SERV-
Note:
Any inserted, embedded items or blocks must be able to be changed over to the layer
system as stated above.
For a Full list of the record drawing layers currently in use refer to Appendix C

Status: Approved
Page 6 of 20
Handover Procedure
1.0
1.4
Pre-Handover Meeting
Prior to the official handover of the Manuals to the client , there should be a pre-handover
meeting arranged, preferable 2weeks prior to handover, to discuss the current content of
the manuals, allowing time for additions, Substitutions or omissions to be made. (See
Appendix B for Handover Meeting Agenda)
1.5
Handover of Manuals to the Client
These must be signed for by the Client (Truss project manager) and a copy of the signature
form passed back to the CDM Co-ordinator and a copy placed in the project file. The copy
handed to the works manager who shall also sign for their copy.
1.6
Induction / Training for Maintenance and Estates Staff
On acceptance of the building, plant, or works the Trusts Project Manager shall arrange a
final tour and training for maintenance staff, with the Trusts Clerk of Works. Any comments
on the design and installation are to be communicated back to the design team. If outside
the brief, these shall be reported to the Estates Manager for consideration.
Tours and Training sessions are to be arranged to cover all estates staff, Infection
Prevention and occupants, staggered over the day, this is to be co-coordinated through the
Clerk of Works.
1.7
Protocol Procedure at Handover
The persons present at handover should be (Project Team):
Project Manager (Client)
Clerk of Works
Project Manager (Framework)
Architect
Design Engineer (Electrical)
Design Engineer (Mechanical)
Design Engineer (Structural)
CDM Co-ordinator
Principal Contractor
Principal Sub-contractors
Estates Manager
Operational Estates Manager
Estates Staff (for training)
The Project Manager is to ensure the items covered by the Practical Completion Handover
Requirements Guidance Form (Appendix A) have been achieved and the building, plant, etc
are in accordance with the signed off brief as accepted by the Project Team at the design
stage. The Project Manager will then be in a position to hand over the building to the Client
for the purpose of any Trust commissioning.
The General Manager, Ward Manager or their representative and the Infection Prevention
Team are invited to attend handovers so they may be briefed on any outstanding items or
matters before bringing the building and plant into use or for commissioning to begin.
To reduce taking up valuable time of Hospital Staff, it is recommended the General Manager
or their representatives attend the handovers 1hr after the scheduled handover start so they
are not waiting unnecessarily for the formalities of the contract procedure to finish.
On acceptance of the building or works the Hospital Staff should be shown around, any
comments on standard of finished items they may give are for the Architect or Supervising

Status: Approved
Page 7 of 20
Handover Procedure
1.0
Officer to consider, any outside the brief are to be noted and reported to the Project
Manager before further action is taken.
At time of handover all outstanding snags must be documented and a guarantee that ALL
works will be completed within an agreed period (normally 2 weeks).
Any items listed in appendix A that are not present or completed at handover, will constitute
a failure to handover, and handover will not be accepted by the Trust.
1.8
On Completion of Handover
On completion of handover the following items can commence / be produced:
The certificate of practical completion be issued
The contractor gives up possession of the site to the client
A proportion of the retention fund is authorised for release, dependant on successful
completion of snagging
Security and Insurance of the site becomes the responsibility of the Trust
Keys and spares are handed over to client and recorded as part of the handover
documentation
The defects liability period commences
1.9
Defects Liability Period
On commencement of the Defects period after agreement of practical completion the
following is to be agreed:
The arrangements agreed between client and contractor for dealing with faults during the
12months following Handover/practical completion which require immediate attention
Records of works completed in the defects liability period are to be recorded, and to include:
The nature of the defect
Any subsequent damage to other plant and systems caused as a result of the defect
Correspondence between the client and the contractor regarding the defect
Dates of all events actions and correspondence
Action taken by the contractor
During month 10 of the defect liability period a list of outstanding defects is to be compiled
by the clients representative and issued as an instruction to the contractor
The remainder of the retention is released when all listed outstanding defects have been
made good, and the 12 month period from handover has lapsed.
1.10 Final Account
The final account involves the following
The final account details the adjustment of all the prime costs and provisional sums, plus all
the variations
A final certificate is issued by the architect when all the listed outstanding defects have been
made good and the final account agreed.

Status: Approved
Page 8 of 20
Handover Procedure
2.0
CDM Audit
2.0
Audit
The Trust shall audit compliance of this policy. The purpose of the CDM Policies Audit is to
ensure that the Policy is being followed and adhered to.
Audit of the CDM policy will be summarised as part of the Contractors Post Project
Evaluation, and any issues arising from this evaluation will be addressed in an update of this
policy and any other Facilities Policy that it may impact upon. Any finding shall also be
reported to the Estates Development Manger and Estates Manager. A summary of the
report is to be presented to the Health and Safety Committee, and by exception to the
Capital Group as necessary on the conclusion of each financial year.

Status: Approved
Page 9 of 20
Handover Procedure
3.0
Appendices
Appendix A Practical Completion, Handover Requirement (Guidance)

The building or works must be acceptable for the purpose of use (fit for use) for which it is
intended and comply with the original brief, and any approved amendments to that brief, and
comply with the project specification and design of works.
The acceptance and handover of the project can only be achieved if the following checklist
is completed with all items either checked Yes or N/A. Any items checked No will be
classed as a project defect/snag and will delay the handover procedure until the items have
been resolved to the satisfaction of the Trust.
Type of Handover (*Delete as appropriate)
Full ___
Partial
Beneficial Occupation
___
___
Checklist
Record Drawing As Fitted / Installed
NO
YES
N/A
Loaded Architectural drawings
___
___
___
Loaded electrical installation drawings

(showing sockets, switches, circuits, fuse numbers, db labels)
___
___
___
Loaded mechanical installation drawings

___
(showing fluid type, pumps, pipe runs, valves, direction of flow, vents)
___
___
Loaded medical gasses installation drawings

(showing pipe runs, AVSUs, valves)
___
___
___
Certification of Completion - ELECTRICAL

Electrical Test Certificate
Lighting
Power
Low Voltage Mains
High Voltage Mains
Standby Generation
___
___
___
___
___
___
___
___
___
___
___
___
___
___
___
Fire alarm Commissioning Static
___
___
___
Fire alarm LPS 1014 inspection Static
___
___
___
Emergency Lighting Test Certificate
___
___
___
Nurse Call Commissioning Wandsworth
___
___
___
Connection of services to Trust BMS
___
___
___
Phones connected to CAB and labelled
___
___
___
Data cable connected to CAB and labelled
___
___
___
Automatic Doors
___
___
___
Sockets and Switches labelled
___
___
___

Status: Approved
Page 10 of 20
Handover Procedure
3.0
Appendices
Certification of Completion - MECHANICAL

Medical Gases Certification East Healthcare
NO
___
___
___
___
___
___
___
YES
___
___
___
___
___
___
___
N/A
___
___
___
___
___
___
___
___
___
___
___
___
___
___
___
___
___
___
___
___
___
___
___
___
___
Chlorination certificates
___
___
___
Legionella Risk Assessment
___
___
___
TMV test certificates for hot failure & temp settings
___
___
___
Pressure systems written scheme
___
___
___
Drainage Systems
___
___
___
Sprinkler Systems
___
___
___
Earth bonding
___
___
___
Air conditioning System
___
___
___
___
___
___
___
___
___
___
___
___
___
___
___
___
___
___
___
___
___
___
___
___
Asbestos Removal/Waste Reoccupation Certificates
___
___
___
Lightning Protection Certificate
___
___
___
Lift Installation
___
___
___
Fire Extinguisher Installation
___
___
___
Fire Stopping Works
___
___
___
Pharmacy
Estates
Water Pressure test
Ventilation / ductwork
Oxygen
VAC
Med Air 4bar
Med Air 7bar
Entonox
Tests
Padlocks / keys
Drinking water test

Temperature test hot water
Temperature test blend valve
Cold water
Hot Water heating System
Witness pressure test
Cleaning
Balancing
Volume/air movement
Certification of Completion - SECURITY

Lighting
Alarms
CCTV
Locks
Certification of Completion - OTHER

Status: Approved
Page 11 of 20
Handover Procedure
3.0
Appendices
Building
NO
YES
N/A
Planning permission - Including any conditions achieved
___
___
___
Building Control approval Inspections completed
___
___
___
Building Control approval Regulation 38 fire information
___
___
___
___
___
___
___
___
___
CDM - Manuals
Health and Safety File with maintenance manuals.
Complete
Checked by CDM Co-ordinator
If incomplete, please list items / sections missing under additional comments.

Training and Familiarisation
Estates staff received training
___
___
___
End users had tour of department
___
___
___
Infection Prevention Team had tour of department
___
___
___
Estates Manager for Training.....(on behalf of .)

Keys are handed to the Trust
___
___
___
Spares to be handed over to client Details ...........................................................................

...........................................................................
Must be completed within 2 weeks of handover
Agreed
N/A
List of outstanding defects see separate list

Building
___
___
Mechanical
___
___
Electrical
___
___
CAD drawings for all disciplines on CD
___
___
Maintenance Manuals, Building and Engineering, prepared

by Principal Contractor
___
___
___
___
Completion Certificate to be drafted signed and distributed to all

relevant parties on agreement of handover.

Status: Approved
Page 12 of 20
Handover Procedure
3.0
Appendices
Outstanding Defects / Additional Comments:
Completed

...
...
...
...
...
...
...
...
...
...
...
...
...
...
...
...
...
...
...
...
...
...
...
...
...
...

Status: Approved
Page 13 of 20
Handover Procedure
3.0
Appendices
RECORD OF HANDOVER
Project Title................................................ Project Number.................................................
Project Manager.. (Trust).(Castons)
Date .(day)(month)(year)..(time)
Sign off Stage
Full
Partial
Beneficial Occupation
Duty Holders
Project Manager(on behalf of the Trust)
Project Manager....(on behalf of Castons)
Architect......(on behalf of KLH)
Mechanical Engineer.... (on behalf of JSH)
Electrical Engineer (on behalf of JSH)
Structural Engineer..... (on behalf of MLM)
CDM co-ordinator ..(on behalf of CASS)
Principle Contractor..(on behalf of .)
Principle Sub-Contractor (Electrical).....(on behalf of .)
Principle Sub-Contractor (Mechanical).....(on behalf of .)
User Group
Department Head.(on behalf of .)
Estates Manager..(on behalf of .)
Works Manager.(on behalf of .)
Fire Officer.........................(on behalf of the Trust)
Other Interested Parties

Name .(on behalf of .)

Status: Approved
Page 14 of 20
Handover Procedure
3.0
Appendices
Appendix B Handover Meeting Agenda (Template)

HAND OVER MEETING AGENDA
Project Title
Hand-over meeting held on the [insert date] at [insert time] in the [insert venue]
1.
Apologies.
2.
Matters arising from previous progress meeting minutes.
3.
Main Contractors report.
4.
Outstanding Variation Orders / Architects Instructions
5.
Outstanding Valuations and Payments.

Penultimate Certificate - Issued / To Be Issued.
6.
Agreed Completion Date
7.
Site Arrangements
Welfare Facilities
Site Compound
Security
Grounds
Temporary Services
Recharges Of Utilities
8.
Contract Documents -
Method Statements
Health & Safety File
Maintenance Manuals
As Fitted Drawings
Test Certificates
9.
User / Maintenance Staff
10.
Queries and Observations

- Client
- Project Manager
- Supervising Officer
- Designer
- Building
- Electrical
- Mechanical
- Clerk of Works / Site Engineer
- CDM Co-ordinator
- Principle Contractor
- Site Manager
- Sub-contractor/s
11.
Practical Completion - Hand-over Requirement (Guidance)

Issued / To Be Issued.
12.
Final Certificate - 12 Months.
13.
Any Other Business.
Programmed
Actual
- Cleared
- Cleared
- Cleared
- Made Good
- Disconnected
- Final Bills
- Training & Familiarisation

Status: Approved
Page 15 of 20
Handover Procedure
3.0
Appendices
Appendix C Record Drawing Layers

Site Plan Elements:
0BX-Existing Buildings
0BX-Existing Buildings Hatch
0BX-Existing Site
0BX-Grid Local
0BX-Grid Ordnance Survey
0BX-LLA Existing Vegetation
0BX-LLA Landmark Trees
0BX-LLA Trees
0BX-LLA Woodland
0BX-North Arrow
0BX-Off Site Areas
0BX-Scale
0BX-Site Boundary
0BX-Survey Station Cords
0BX-Text
0BX-Vehicle Ambulance
0BX-Vehicle Helicopter
BORDER
TITLE
VIEWPORT
Ground Floor Building Elements:
1BX-CANOPY
1BX-COL
1BX-DEPARTMENTS
1BX-DIRECTORATES
1BX-DOOR
1BX-DUCT
1BX-EQ
1BX-EXT
1BX-EXTERNAL
1BX-INT
1BX-ROOMNUMBERS
1BX-ROOMNAMES
1BX-SAN
1BX-SCALE
1BX-STAIR
1BX-WASTE BIN
1BX-WNDW
BORDER
TITLE
VIEWPORT

Status: Approved
Page 16 of 20
Handover Procedure
3.0
Appendices
First Floor Building Elements:

2BX-CANOPY
2BX-COL
2BX-DEPARTMENTS
2BX-DIRECTORATES
2BX-DOOR
2BX-DUCT
2BX-EQ
2BX-EXT
2BX-INT
2BX-ROOF
2BX-ROOMNUMBERS
2BX-ROOMNAMES
2BX-SAN
2BX-SCALE
2BX-STAIR
2BX-WASTE BIN
2BX-WNDW
BORDER
TITLE
VIEWPORT
Roof Building Elements:
3BX-BPU DRAINS
3BX-BPU DRAINS KEY
3BX-HANDRAILS
3BX-HANDRAILS KEY
3BX-KEY
3BX-LIGHTING
3BX-LIGHTING KEY
3BX-NORTHLIGHTS
3BX-NORTHLIGHTS KEY
3BX-PITCHED ROOF
3BX-PLANT
3BX-PLANTROOM DETAIL
3BX-PLANTROOMS
3BX-ROOF
3BX-ROOFLIGHT
3BX-ROOFLIGHT KEY
3BX-SCALE
3BX-STAIR
3BX-STEPOVERS
3BX-STEPOVERS KEY
3BX-WALKWAYS
3BX-WALKWAYS KEY
3BX-ROOMNAMES
3BX-ROOMNUMBERS
BORDER
TITLE
VIEWPORT

Status: Approved
Page 17 of 20
Handover Procedure
3.0
Appendices
Site Plan Services:

0-WSH-SERV-DUCT
0-WSH-SERV-Electric 11KV
0-WSH-SERV-Electric Low Voltage
0-WSH-SERV-Foul Drainage
0-WSH-SERV-Foul Drainage Manholes
0-WSH-SERV-Foul Drainage Table
0-WSH-SERV-Foul Drainage Text
0-WSH-SERV-Gas Main
0-WSH-SERV-Gas Main Text
0-WSH-SERV-Manhoe Covers
0-WSH-SERV-Med Gas- Oxygen
0-WSH-SERV-Medical Gas
0-WSH-SERV-Oil
0-WSH-SERV-Oil Text
0-WSH-SERV-Radio Cable
0-WSH-SERV-Storm Drainage
0-WSH-SERV-Storm Drainage Gullys
0-WSH-SERV-Storm Drainage Manholes
0-WSH-SERV-Storm Drainage Rainwater Downpipes
0-WSH-SERV-Storm Drainage Rodding Eye
0-WSH-SERV-Storm Drainage Table
0-WSH-SERV-Storm Drainage Text
Existing Buildings
0BX-Existing Buildings Hatch
0BX-Existing Site
0BX-Grid Local
0BX-Grid Ordnance Survey
0BX-LLA Existing Vegetation
0BX-LLA Landmark Trees
0BX-LLA Trees
0BX-LLA Woodland
0BX-North Arrow
0BX-Off Site Areas
0BX-Scale
0BX-Site Boundary
0BX-Survey Station Cords
0BX-Text
0BX-Vehicle Ambulance
0BX-Vehicle Helicopter
BORDER
TITLE
VIEWPORT

Status: Approved
Page 18 of 20
Handover Procedure
4.0
4.0
Reference Material
Reference Material
There are hundreds of statutory and non-statutory guidance that are required to be complied
with in connection to Health and Safety, Management, NHS and the construction industry.
These Regulations / Guidance and reference materials are detailed in the Estates and
Facilities, Health, Safety and Welfare Policy FP(14)1001 under Reference Material.

Status: Approved
Page 19 of 20
Handover Procedure
End

Status: Approved
Page 20 of 20

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Estates and Facilities

Guide to the requirements for

Issued by: Estates and Facilities Directorate

Source: Building Design and Projects Manager

Estates and Facilities Handover Procedure

Estates and Facilities Policy and Procedure

Document Ref. No: FP(14)1005

Estates and Facilities Project Completion and Handover

For use in:

For the purposes of this and the documentation accompanying

For the purposes of this and the documentation accompanying

***Definition of a Co-ordinator: For the purposes of this and the documentation

Source: Building Design and Projects Manager

01 Health, Safety and Welfare Policy FP(14)1001

Trust Policy documents

Estates and Facilities Documents

Source: Building Design and Projects Manager

Completion and Handover

Source: Building Design and Projects Manager

Source: Building Design and Projects Manager

Example Ground Floor Elements

Ground Floor Building Elements:

First Floor Building Elements:

Roof Level Building Elements:

Site Plan Services:

First Floor Services:

Roof Level Services:

Source: Building Design and Projects Manager

Source: Building Design and Projects Manager

Source: Building Design and Projects Manager

Source: Building Design and Projects Manager

Appendix A Practical Completion, Handover Requirement (Guidance)

Loaded Architectural drawings

Loaded electrical installation drawings

Loaded mechanical installation drawings

Loaded medical gasses installation drawings

Certification of Completion - ELECTRICAL

Fire alarm Commissioning Static

Fire alarm LPS 1014 inspection Static

Emergency Lighting Test Certificate

Nurse Call Commissioning Wandsworth

Connection of services to Trust BMS

Phones connected to CAB and labelled

Data cable connected to CAB and labelled

Sockets and Switches labelled

Source: Building Design and Projects Manager

Certification of Completion - MECHANICAL

Legionella Risk Assessment

TMV test certificates for hot failure & temp settings

Pressure systems written scheme

Air conditioning System

Asbestos Removal/Waste Reoccupation Certificates

Lightning Protection Certificate

Fire Extinguisher Installation

Fire Stopping Works

Drinking water test

Certification of Completion - SECURITY

Source: Building Design and Projects Manager

Planning permission - Including any conditions achieved

Building Control approval Inspections completed

Building Control approval Regulation 38 fire information

If incomplete, please list items / sections missing under additional comments.

End users had tour of department

Infection Prevention Team had tour of department