The handover of a project should be planned from Stage 2. At Stage 2, the Project Manager should engage with the Project Team and Imperial College London stakeholders to develop the handover plan. The handover plan should be updated throughout the project. Items that should be included in the handover plan are listed on this page.
A robust handover plan is key to ensuring that the project is completed on schedule with zero defects, and that O&M manuals and the H&S file are delivered on time. The PM will not issue a completion certificate unless the O&M manuals are completed.
Key stakeholders that should input to the handover plan:
Project Manager, Senior Supplier, User Coordinator, Consultants, Building Manager, ICT Manager, Archives Officer (Projects), Estates Development and Projects Health and Safety Manager, Engineering Team Manager, Maintenance Manager, CAD Manager, contractor and sub-contractors.
Handover (Stage 6)
Key documents to be read in conjunction with this guidance
Appointed contractor to produce and update
- Commissioning and witness programme
- Project defects close out
- O&M manuals
- H&S file
Other Imperial College London documents related to handover
- BEMS design and commissioning
- Technical Author- scope of services
- Principal Designer- scope of services
Handover (Stage 6)
- Design Stage (Stages 2 to 3)
- Tender Stage
- Tender appraisal and appointment
- Construction Stage 4 to 7
- Establish key programme periods and dates to include: Contract completion dates, ICT installation period, user fit out period, furniture fit out, direct order installation period and others. Consider a buffer period and understand user priorities and timescale
- Consider phased handover and establish key dates
- Arrange an ICT programme for installation of switches, cabinets, activate data sockets, WiFi units, etc.
- With the users, create a list of direct order items and dates for procurement and installation (i.e. signage, furniture, equipment, recycling bins)
- With the Engineering Team, decide the commissioning/witness requirements including witness of BEMS (agree whether 100% validation is to be carried out by Imperial College engineers or external engineers)
- Decide upon the required information and format for the O&M manuals with the Archives Officer (Projects)
- Agree the requirements of a Technical Author for the O&M manuals and review the approval process for the manuals
- Establish the requirements for the H&S file
- Establish the formats and standards for final drawings with the CAD Manager
- Identify information that will be handed over in the BIM model
- Identify the room numbers that will be used throughout the project with the Space Manager
- Decide upon any requirements for training and familiarisation with the Estates Facilities Team
- Establish if the contractor is required to produce a “user friendly” manual/instruction booklet with Estates Facilities and the User Coordinator
- Create a list of spares that will be required with Estates Facilities
- Agree with the fire officers the removal/replacement of fire extinguishers
- Identify what is required by third party approval- time scales and engagement with these parties (i.e planning/1851 Commission, Home Office, Police, environmental agency, insurers etc)
- Establish requirements for connection to public utilities in coordination with the Imperial Energy Team and Engineering Team
- Agree maintenance arrangements for new buildings in order to assess appropriate specifications
- Decide requirements for post-handover (soft landing)
- Obtain the existing asset register, identify assets that will be removed and draft a list of new assets.