works handover certificate

rev 3: 5th August 2009

xxxxxxxpl: <project name>

Submitted by <Manager’s Name> Date of Handover: xx/xx/xx

1.0 HANDOVER MEETING ATTENDEES

1.1  The following have been invited to attend the formal Handover Meeting (please complete/amend as appropriate):

Name / Representing / Position
City University / P&F Responsible Mgr
Kevin O’Connor / City University / Operations Manager (Property)
David Wilkin / City University / Lead Maintenance Manager
Roger Ward / City University / Deputy Director (Property)
Richard Mansfield / City University / Head of Security

1.2  The precise list of attendees will depend on the project but is expected to generally include:

o  Contractor and significant subcontract representative(s) (at Contract Manager level)

o  CDM Coordinator

o  Contract Administrator

o  Design Team representatives from each company

o  Cost Manager

o  P&F stakeholders

o  User/customer stakeholders

o  Maintenance team representative

2.0  AGENDA FOR HANDOVER MEETING

2.1  The following items shall be covered and minuted:

A.  Walkround to confirm completeness, quality of installation and removal of all temporary installations and rubbish clearance.

B.  Handover of all keys, security codes etc, properly organised and scheduled. Confirmation that all temporary locks have been removed.

C.  Confirmation of re-lamping, replacement of filters or any other such requirements.

D.  Confirmation of Defects Liability Period and any other contractual issues outstanding

E.  Arrangements for closing out the Final Account.

F.  Arrangements for closing out any Project Handover Record Information issues.

G.  Sign off by construction stage Stakeholders.

3.0  WORKS HANDOVER CHECKLIST

3.1  The following is a minimum list to be handed over. THIS DOES NOT SET OUT THE FULL REQUIREMENT FOR HANDOVER OF TECHNICAL RECORD INFORMATION.

3.2  Refer to City University Property Standard: “Project Handover Record Information”:

Contract documentation

(list and include any other documentation required by the contract)

No / Item / Attached
(yes or N/A) / Provider
1 / Practical Completion certificate / Yes / Contract Administrator

Certification

(list and include any other certification required)

No / Item / Attached
(yes or N/A) / Provider
1 / Fire Alarm certification / Yes / Main Contractor
2 / Emergency Lighting certs / Yes / Main Contractor
3 / Electrical test certs / Yes / Main Contractor
4 / Lifts – Certificates of conformity / Yes / Main Contractor
5 / Written Schemes etc required by the Pressure Regulations / Yes / Main Contractor

Approvals (3rd party)

(include any Licences or other statutory approvals eg English Heritage, required to be closed out. Also any requirements of CU insurers)

No / Item / Attached
(yes or N/A) / Provider
1 / Building Control completion / Yes / BC/Approved Inspector
2 / LA Planning discharge notices / Yes / Local Authority

Operation and Maintenance Information

No / Item / Attached
(yes or N/A) / Provider
1 / Current list of Isolations / Yes / Main Contractor
2 / Information to identify systems, locate components, make isolations etc / Yes / Main Contractor
3 / Asset and PPM Schedule / Yes / Main Contractor
4 / Plant running log and maintenance carried out to date / Yes / Main Contractor
5 / List of spares (and location) handed over to CU / Yes / Main Contractor
6 / List of tools (and location) handed over to CU / Yes / Main Contractor

Record Information

List any items required by the City University Property Standard: “Project Handover Record Information” that are to follow after Handover (and when)

No / Item / Attached
(yes or N/A) / Provider
1 / List of outstanding Project Handover Record information / Yes / Main Contractor

Commissioning

(records of testing and witnessing for all systems showing parameters measured and results obtained – signed off by relevant parties)

No / Item / Attached
(yes or N/A) / Provider
1 / Commissioning records / Yes / Main Contractor

Training

(written records of training carried out: when, content and attendees – signed)

No / Item / Attached
(yes or N/A) / Provider
1 / Training records / Yes / Main Contractor

Completion of the Works

No / Item / Attached
(yes or N/A) / Provider
1 / Snagging list (signed by contractor and lead designer) / Yes / Main Contractor

Final Account

No / Item / Attached
(yes or N/A) / Provider
1 / Draft Final Account statement / Yes / Cost Manager/Contractor

Practicalities

(develop as necessary)

No / Item / Attached
(yes or N/A) / Provider
1 / List of keys handed over / Yes / Contractor
2 / List of filters changed, lamps replaced etc / Yes / Contractor

4.0  POST CONTRACT ARRANGEMENTS

4.1  A Post Contract Handbook is attached giving the following information where applicable:

  1. Contact details for all parties (including emergency call out)
  2. General access arrangements for the carrying out of any further work
  3. The process for collation of observed defects and their resolution
  4. Timetable and arrangements for closing out all snagging items
  5. Arrangements for the identification of Post Contract Additional items

5.0  CONSTRUCTION STAGE STAKEHOLDER SIGN OFF

5.1  Statements describing activities of programme definition.

Name / Representing / Position
Main Contractor Representative
Signature and date
Basis for sign off / Satisfied that the works have been implemented in accordance with the Contract. Any instances of non-compliance with the Contract are noted below (if none, state “none”).
Comments/qualification (if none, state ‘none’)
Name / Representing / Position
City University / P&F Responsible Mgr
Signature and date
Basis for sign off / Satisfied that the works have been implemented in accordance with the Contract
Comments/qualification (if none, state ‘none’)
Name / Representing / Position
City University / P&F Lead Maintenance Manager
Signature and date
Basis for sign off / Satisfied that the works have been implemented to relevant P&F Property Standards
Comments/qualification (if none, state ‘none’)
Name / Representing / Position
Design Team Leader
Signature and date
Basis for sign off / Satisfied that the works have been implemented in accordance with the Contract
Comments/qualification (if none, state ‘none’)

5.2  This list shall be developed in line with project circumstances.

5.3  Nothing in this document shall override the City University Property Standard: “Project Handover Record Information”.

ATTACHMENTS

MINUTES OF THE FORMAL HANDOVER MEETING

ITEMS DESCRIBED AT SECTIONS 3 AND 4 ABOVE (list)

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