Estates and Facilities Handover Procedure

Estates and Facilities Handover Procedure Guide to the requirements for Project Completion and Handover at the and West Suffolk NHS Foundation Trust Properties Updates Issue 1 Jan 2010.. Issue 5 July 2012 Issue 6 Jan 2014 Current Issue Issue 7 Nov 2014 Issued by: Estates and Facilities Directorate November 2014 Source: Building Design and Projects Manager Status: Approved Page 1 of 20

Estates and Facilities Handover Procedure Introduction Estates and Facilities Policy and Procedure 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 coordinator s*** 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: **Definition of a Designer: 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. 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 Source: Building Design and Projects Manager 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 Source: Building Design and Projects Manager Status: Approved Page 3 of 20

Handover Procedure Content Introduction 2 Guidance Documentation 3 Content 4 1.0 Completion and Handover 5 7 1.1 General Handover Requirements 5 1.2 Maintenance Manuals 5 1.3 Record Drawings 5 1.4 Pre-Handover Meeting 6 1.5 Handover of Manuals to the Trust 7 1.6 Induction / Training 7 1.7 Protocol Procedure at Handover 7 1.8 On Completion of Handover 8 1.9 Defects Liability Period 8 1.10Final Account 8 2.0 Audit 9 3.0 Appendices 10-16 Appendix A Practical Completion, Handover Requirement (Guidance) 10 Appendix B Handover Meeting Agenda (Template) 15 4.0 Reference Material 16 End 17 Source: Building Design and Projects Manager Status: Approved Page 4 of 20

Handover Procedure 1.0 Completion and Handover 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. Source: Building Design and Projects Manager Status: Approved Page 5 of 20

Handover Procedure 1.0 Completion and Handover 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- Ground Floor Services: 1-WSH-SERV- Example Ground Floor Mechanical Services Layer Structure 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 Source: Building Design and Projects Manager Status: Approved Page 6 of 20

Handover Procedure 1.0 Completion and Handover 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 Source: Building Design and Projects Manager Status: Approved Page 7 of 20

Handover Procedure 1.0 Completion and Handover 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 client s 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. Source: Building Design and Projects Manager 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. Source: Building Design and Projects Manager 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, AVSU s, 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 Source: Building Design and Projects Manager Status: Approved Page 10 of 20

Handover Procedure 3.0 Appendices Certification of Completion - MECHANICAL NO YES N/A Medical Gases Certification East Healthcare Oxygen VAC Med Air 4bar Med Air 7bar Entonox Pharmacy Tests Estates Padlocks / keys Water Pressure test Drinking water test Temperature test hot water Temperature test blend valve Cold water Hot Water heating System Witness pressure test 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 Ventilation / ductwork Cleaning Balancing Volume/air movement Certification of Completion - SECURITY Lighting Alarms CCTV Locks Certification of Completion - OTHER Asbestos Removal/Waste Reoccupation Certificates Lightning Protection Certificate Lift Installation Fire Extinguisher Installation Fire Stopping Works Source: Building Design and Projects Manager 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. Source: Building Design and Projects Manager Status: Approved Page 12 of 20

Handover Procedure 3.0 Appendices Outstanding Defects / Additional Comments: Completed Source: Building Design and Projects Manager 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.) Name.(on behalf of.) Name.(on behalf of.) Source: Building Design and Projects Manager 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 Contractor s report. 4. Outstanding Variation Orders / Architects Instructions 5. Outstanding Valuations and Payments. Penultimate Certificate - Issued / To Be Issued. 6. Agreed Completion Date - Programmed - Actual 7. Site Arrangements - Welfare Facilities - Cleared - Site Compound - Cleared - Security - Cleared - Grounds - Made Good - Temporary Services - Disconnected - Recharges Of Utilities - Final Bills 8. Contract Documents - Method Statements - Health & Safety File - Maintenance Manuals - As Fitted Drawings - Test Certificates 9. User / Maintenance Staff - Training & Familiarisation 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. Source: Building Design and Projects Manager 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 Source: Building Design and Projects Manager 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 Source: Building Design and Projects Manager 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 Gully s 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 Source: Building Design and Projects Manager Status: Approved Page 18 of 20

Handover Procedure 4.0 Reference Material 4.0 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. Source: Building Design and Projects Manager Status: Approved Page 19 of 20

Handover Procedure End Source: Building Design and Projects Manager Status: Approved Page 20 of 20