E&IG

Handover / Takeover Checklist

v5.5

Background

The handover of a project to the client at the end of construction is a very important stage of the project procurement process and facility operation success. A well organised, efficient and effective transfer of information from project works to the Commonwealth is essential.

Construction and maintenance works resulting in a Change of Occupancy, new or modified facilities, structures and infrastructure completed as major or minor works projects and delivered by CFI, PDS, CIOG, CASG, DSTG or EMOS or Sponsored works will require completion of the Handover / Takeover (HOTO) process.

The following sections of this document detail the requirements and actions required to be undertaken during any project handover. The HOTO process shall be facilitated by the project manager in conjunction with the head / managing contractor and subcontractors.

Instructions

The checklists contain text form fields (grey in colour) which can be accessed by positioning the mouse curser over the field and right click. The field is now open to insert text. Movement between these fields can also be achieved by utilising the TAB or arrow directional keys.

Multiple “text form fields” have drop down lists which enable the user to select the appropriate status of that individual indicator. These can be accessed by positioning the mouse curser over the down arrow on the right hand side of the text box and right clicking to open the list. Simply click on the required status.

The listed criteria may not be applicable to all projects, therefore in the "Status" column, a drop down box allows selection of "Required" or "Not Required".

E&IG Handover / Takeover Checklist

PROJECT DETAILS

Project Number:
Project Name:
Project Location:
Building/Asset Description:
Building/Asset Number/s:
Date of Handover / Takeover Board:
Time:
Project Start:
Project Completion:
Project Delivery:
Project Date:

STAKEHOLDER DETAILS

HOTO Key Stakeholders / Name / Signature / Date Signed
Project Manager or Contract Administrator
CFI / PDS Representative
Project Officer / Director
Regional EFS Representative
Base Support Manager
User Group Representative
EMOS Project Support Representative
Construction Contractor Representative

The above signatures are a measure of stakeholder engagement, acknowledging:

  1. The Project having met the requirements for both the Handover / Takeover in accordance with the DEQMS;
  1. The buildings/assets being presented for HOTO are without any outstanding issues that preclude safe occupancy or fit for purpose use; and
  1. All issues are captured correctly in the Defects/Issue Register for appropriate action by the Project Team.

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ACCEPTANCE DETAILS

Regional Estate Facilities Services Representative

Recommended / Not Recommended Recommended Not Recommended

Name:

Signature

Date / /

Director / Manager Estate Facility Services

Estate Services

Approved / Not Approved

Name:

Signature

Date / /

Caveats or Conditions of Handover / Takeover:

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E&IG HOTO CHECKLIST v5.5

E&IG Handover / Takeover Checklist

PLANNING CHECKLIST

2.1 / Planning Checklist / Status / Responsible Person / Position Title / Source Documentation Location and Guidance
2.1.1 / Planning Checklist, completed, accepted and all caveats listed and transferred to HOTO checklist. / Select RequiredNot Required

HANDOVER & TAKEOVER

2.2 / Site Specific Information / Status / Responsible Person / Position Title / Source Documentation Location and Guidance
2.2.1 / Services surveys or other reports conducted.
  • Third Party Audit
  • Ground Penetrating Radar (GPR), As Built Data etc.
/ Select RequiredNot Required
2.2.2 / Field compaction test undertaken and results provided:
  • Geotech surveys
/ Select RequiredNot Required
2.2.3 / Inspection by Regional Estate Services representative. / Select RequiredNot Required
2.2.4 / Consultants Certification of Construction State forms or equivalents / Select RequiredNot Required
2.2.5 / Consultants Certification of Design State forms or equivalents and Certifiers Decision Notice / Select RequiredNot Required
2.2.6 / Physical Security Classification Inspection (PSCI) or equivalent. / Select RequiredNot Required
2.2.7 / Acoustics Test Results provided. / Select RequiredNot Required
2.2.8 / ICT – CIOG Systems have been validated. / Select RequiredNot Required
2.3 / Commissioning & Completion / Status / Responsible Person / Position Title / Source Documentation Location and Guidance
2.3.1 / Commissioning conducted per specifications and contractor ITPs (Inspection Test Procedures). Results provided to region. / Select RequiredNot Required
2.3.2 / Commissioning and Handover Plan has been submitted, reviewed and approved. / Select RequiredNot Required
2.3.3 / Notice of Completion Issued. / Select RequiredNot Required
2.3.4 / Provided assurance O & M documentation is completed. / Select RequiredNot Required

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E&IG Handover / Takeover Checklist

2.4 / Key Project Documentation / Status / Responsible Person / Position Title / Source Documentation Location and Guidance
2.4.1 / Building Criticality Assessment Form. / Select RequiredNot Required
2.4.2 / Certificate of Occupancy. / Select RequiredNot Required
2.4.3 / Facility Users Guide. / Select RequiredNot Required
2.4.4 / ECC Post Activity Report (PAR) Signed. / Select RequiredNot Required
2.4.5 / All incidents on Post Activity Report reported to RESO via AE444. / Select RequiredNot Required
2.4.6 / All specific requirements for land management within training areas has been identified and recorded. / Select RequiredNot Required
2.5 / Defects Liability Period / Status / Responsible Person / Position Title / Source Documentation Location and Guidance
2.5.1 / DLP start date -
DLP end date - / Select RequiredNot Required
2.5.2 / DLP Management Procedure provided by responsible person. / Select RequiredNot Required
2.5.3 / Register of outstanding defects, including rectification schedule / timeline and responsible person closed out. / Select RequiredNot Required
2.6 / O&M Manuals (OMMs) / Status / Responsible Person / Position Title / Source Documentation Location and Guidance
2.6.1 / Copy of O & M’s in PDF format, on CD. / Select RequiredNot Required
2.7 / Information Management / Status / Responsible Person / Position Title / Source Documentation Location and Guidance
2.7.1 / All, As Constructed drawings received and in accordance with SDMP / Select RequiredNot Required
2.7.2 / Date by which As-Constructed drawings were provided. / Select RequiredNot Required
2.7.3 / Date by which Master Site Plan will be updated. / Select RequiredNot Required
2.7.4 / Defence Unique Estate Identifier (UEI) Issued. / Select RequiredNot Required
2.7.5 / Room and space numbers allocated IAW SDMP and EDT UEI Labels affixed. / Select RequiredNot Required
2.7.6 / P&E (IBIS) ID labels affixed to equipment. / Select RequiredNot Required
2.7.7 / IBIS Estate Data Tool (EDT) or GEMS equivalent completed and submitted to EMOS-PSS for processing. / Select RequiredNot Required
2.7.8 / Final As Constructed Drawings provided to EMOS IAW SDMP complete with Meta data file for upload to NSIMS / Select RequiredNot Required / EMOS

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2.7.9 / Unexploded Ordnance (UXO) certifications with maps and GPS points of boundaries clearance (plus to what depth). / Select RequiredNot Required
2.7.10 / Contaminated Sites Register (CSR) updated. / Select RequiredNot Required
2.8 / Warranties, Parts and Tools / Status / Responsible Person / Position Title / Source Documentation Location and Guidance
2.8.1 / Manufacturers’ Warranties per Specification supplied and where required registered with appropriate agencies. (Warranty information is to be provided in full detail on the EDT warranty section). / Select RequiredNot Required
2.8.2 / Special maintenance tools, instruments, equipment access codes and schedule of spare parts supplied. / Select RequiredNot Required
2.9 / Property / Assets / Status / Responsible Person / Position Title / Source Documentation Location and Guidance
2.9.1 / Handover key schedule completed and attached with full set of tagged keys provided. / Select RequiredNot Required
2.9.2 / Building / Structure numbers have been fixed to facilities IAW Regional Guidelines. / Select RequiredNot Required
2.9.3 / Loose furniture list provided to E&IG Assets, Stores & Inventory Manager. / Select RequiredNot Required
2.10 / Plant & Equipment / Status / Responsible Person / Position Title / Source Documentation Location and Guidance
2.10.1 / Essential operating instructions and/or diagrams in place. / Select RequiredNot Required
2.10.2 / Plant logbooks and wiring diagrams in place. / Select RequiredNot Required
2.10.3 / P&E Plant Commissioning and Test Results. / Select RequiredNot Required
2.10.4 / Plant certification certificates provided. / Select RequiredNot Required
2.10.5 / Plant and equipment servicing schedules provided IAW Defence requirements. / Select RequiredNot Required
2.10.6 / Fire Safety Systems and Equipment documentation provided IAW:BCA, MFPE chapter 7 and AS1851 2012 / Select RequiredNot Required
2.10.7 / Registrable Plant certification available on site. / Select RequiredNot Required

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E&IG Handover / Takeover Checklist

2.11 / Essential Safety Provisions / Status / Responsible Person / Position Title / Source Documentation Location and Guidance
2.11.1 / Emergency Evacuation Plans fitted to building. / Select RequiredNot Required
2.11.2 / Fire Hydraulic System Installations (fire hydrant and hose reel systems) approved & licensed contractor certification. / Select RequiredNot Required
2.11.3 / Emergency and Exit Directional Lighting systems.
Supply installer’s statement and certification. IAW the National Construction Code (NCC) and AS2293. / Select RequiredNot Required
2.11.4 / Smoke Detection and Occupancy Warning Systems, commissioning test reports and installers statements and certification. (Additional information required within Schedule 2) / Select RequiredNot Required
2.11.5 / Mechanical Ventilation and Exhaust Systems. Supply relevant technical specifications and certification. / Select RequiredNot Required
2.11.6 / Fire suppression and flooding systems. Supply technical specifications and certification / Select RequiredNot Required
2.11.7 / Certification of installed handrails, stair and balustrade systems. / Select RequiredNot Required
2.11.8 / Evidence of fire vehicle access & pavement ratings IAW Chapter 21 of MFPE. / Select RequiredNot Required
2.11.9 / Extinguisher & Fire Blankets installed IAW AS2444 – (Selection, Location and Signage) / Select RequiredNot Required
2.11.10 / Passive Fire Protection (PFP) installation including the use of fire-resistant walls, floors, and doors. / Select RequiredNot Required
2.11.11 / All fire penetrations to be identified and registered as per AS1851. / Select RequiredNot Required
2.11.12 / Fire doors and the like installed IAW AS 1905 series. / Select RequiredNot Required
2.12 / Electrical Services / Status / Responsible Person / Position Title / Source Documentation Location and Guidance
2.12.1 / Test certificates (including switchgear works tests) and statutory authority certificates or independent certifier. / Select RequiredNot Required
2.12.2 / Earthing System test results / Select RequiredNot Required
2.12.3 / Main Switchboard, Distribution pillar and board labels, legends and LV single line diagram supplied IAW MIEE. / Select RequiredNot Required
2.12.4 / Hazardous Area and Explosives Area Verification Dossier IAW Defence MIEE. / Select RequiredNot Required
2.12.5 / Lightning protection installed. / Select RequiredNot Required
2.12.6 / Certificate of Approval from Supply Authority / System Controller prior to Energising. / Select RequiredNot Required
2.13 / Mechanical & Hydraulic Services / Status / Responsible Person / Position Title / Source Documentation Location and Guidance
2.13.1 / Mechanical & hydraulic test & commissioning results / Select RequiredNot Required
2.13.2 / Flow metre calibration certificate / Select RequiredNot Required
2.13.3 / Factory test certificates for equipment / Select RequiredNot Required
2.14 / Security / Status / Responsible Person / Position Title / Source Documentation Location and Guidance
2.14.1 / Security inspections have been completed and passed. / Select RequiredNot Required
2.14.2 / Commissioning for security systems, alarms, and access control systems including training. / Select RequiredNot Required
2.14.3 / Operating and Maintenance Manuals for security systems, alarms and access control systems provided to Unit Security Officer. / Select RequiredNot Required
2.14.4 / Certification / Accreditation for Sensitive Compartmented Information Facilities (SCIF), Magazines and Armouries. / Select RequiredNot Required
2.15 / Supervisory (Engineering Services) / Status / Responsible Person / Position Title / Source Documentation Location and Guidance
2.15.1 / Alarm connection, commissioning, and testing results. / Select RequiredNot Required
2.15.2 / Updated Defence Engineering Service Network (DESN) configuration and management documentation impacted by project works. / Select RequiredNot Required
2.16 / ESN, ICT & Voice / Status / Responsible Person / Position Title / Source Documentation Location and Guidance
2.16.1 / PABX system commissioned and connected to
existing base infrastructure / Select RequiredNot Required
2.16.2 / Defence Data Networks Passive works commissioned and connected to existing base infrastructure / Select RequiredNot Required
2.16.3 / Warranties and Cabling certifications provided / Select RequiredNot Required
2.16.4 / Keys for communications rooms, cabinets and infrastructure pits have bee installed to eDSM standards and handed over to Regional ICT. / Select RequiredNot Required
2.16.5 / ICT testing and Commissioning, As Built PSCC and user SOP’s accepted by IA. / Select RequiredNot Required

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2.17 / Work Health and Safety / Status / Responsible Person / Position Title / Source Documentation Location and Guidance
2.17.1 / Builders Letter stating – No Asbestos Products have been used and building free of asbestos. / Select RequiredNot Required
2.17.2 / Asbestos removal data uploaded into the Defence ACM database. / Select RequiredNot Required
2.17.3 / Notification of quantity/type and storage system of fuels, chemicals or lubricants. / Select RequiredNot Required
2.18 / Energy and Sustainability / Status / Responsible Person / Position Title / Source Documentation Location and Guidance
2.18.1 / All meters have been connected and communicating to the Defence Approved regional or national data management system as per the requirements in the SMART Infrastructure Manual. / Select RequiredNot Required
2.18.2 / Sub-metering has been installed in accordance with the Defence Estate Energy Strategyand as detailed in the National Sub-Metering Program (NSP). / Select RequiredNot Required
2.19 / Civil / Structural Engineering Services / Status / Responsible Person / Position Title / Source Documentation Location and Guidance
2.19.1 / Roads / Paths / Car Parking IAW design standards / As Constructed drawings. / Select RequiredNot Required
2.20 / Software & Intellectual Property / Status / Responsible Person / Position Title / Source Documentation Location and Guidance
2.20.1 / Provision of system software, software licences and all configuration files. / Select RequiredNot Required

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CONTRACT CLOSURE ACTIVITIES

3.1 / Training / Status / Responsible Person / Position Title / Source Documentation Location and Guidance
3.1.1 / Training provided by the contractor on all facility systems. / Select RequiredNot Required
3.1.2 / Train-the-Trainer training provided / Select RequiredNot Required
3.2 / EMOS / Status / Responsible Person / Position Title / Source Documentation Location and Guidance
3.2.1 / EMOS has attended site to scope services for support in preparation for the Takeover. / Select RequiredNot Required
3.2.2 / Plant and Equipment inspected and accepted by EMOS Representative. / Select RequiredNot Required
3.2.3 / CCP Finalised. / Select RequiredNot Required

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Hand-over Schedules:

Schedule 1 - Additional Documents and Warranties

Schedule 2 - Operating and Maintenance Manuals

Schedule 3 - Contacts during DLP

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SCHEDULE 1

ADDITIONAL DOCUMENTS AND WARRANTIES

1.Additional Documents

List / Item / Comments
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15

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2.Warranties

Description / Warranty Period (Years)
Materials / Labour
Mechanical Services / Select Yes No N/A / Select Yes No N/A
Electrical Services / Select Yes No N/A / Select Yes No N/A
Fire Services / Select Yes No N/A / Select Yes No N/A
Security / Select Yes No N/A / Select Yes No N/A
Plumbing / Select Yes No N/A / Select Yes No N/A
Drainage / Select Yes No N/A / Select Yes No N/A
Hardware / Select Yes No N/A / Select Yes No N/A
Painting / Select Yes No N/A / Select Yes No N/A
Carpet / Select Yes No N/A / Select Yes No N/A
Windows & Glazing / Select Yes No N/A / Select Yes No N/A
Metal Roof & Walling / Select Yes No N/A / Select Yes No N/A
Pool & Tanking / Select Yes No N/A / Select Yes No N/A
Toilet Partitions / Select Yes No N/A / Select Yes No N/A
Resilient finishes / Select Yes No N/A / Select Yes No N/A
Suspended Ceilings / Select Yes No N/A / Select Yes No N/A
Doors / Select Yes No N/A / Select Yes No N/A
Signage / Select Yes No N/A / Select Yes No N/A
Landscape Management / Select Yes No N/A / Select Yes No N/A
Water Reticulation / Select Yes No N/A / Select Yes No N/A
Plants / Trees / Flora / Select Yes No N/A / Select Yes No N/A
Select Yes No N/A / Select Yes No N/A
Select Yes No N/A / Select Yes No N/A
Select Yes No N/A / Select Yes No N/A
Select Yes No N/A / Select Yes No N/A
Select Yes No N/A / Select Yes No N/A

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SCHEDULE 2

OPERATING AND MAINTENANCE MANUALS

Operating & Maintenance Manuals

Package:1 x Electronic & 2 x Hard Copy (PM/CA checked – Date:)

Distribution:

Description:Digital information, PDF & AutoCAD files.

Log books and maintenance records

Discipline / Status / Checklist / Comments
Communications / Select Yes No N/A
Electrical / Select Yes No N/A
Fire Electrical / Select Yes No N/A
Fire Hydraulics / Select Yes No N/A
Hydraulics (water & sewer) / Select Yes No N/A
Mechanical / Select Yes No N/A
Security / Select Yes No N/A
Equipment General / Select Yes No N/A
Jib Crane & CCTV / Select Yes No N/A
METS Module / Select Yes No N/A
Site Infrastructure / Select Yes No N/A
Civil / Select Yes No N/A
BMS / Select Yes No N/A
Fire Wet / Select Yes No N/A
Fire Dry / Select Yes No N/A
Hazardous Area Dossiers / Select Yes No N/A
Signage / Select Yes No N/A
Termite Protection / Select Yes No N/A
Tiling &Waterproofing / Select Yes No N/A
Roller Shutters / Select Yes No N/A
Roof &Roof Plumbing / Select Yes No N/A
Metalwork / Select Yes No N/A
Painting & Applied Finishes / Select Yes No N/A
Racking and Stores / Select Yes No N/A
Aluminium Doors & Windows / Select Yes No N/A
Carpet & Vinyl / Select Yes No N/A
Ceiling and Partitions / Select Yes No N/A
Joinery Doors & Frames / Select Yes No N/A
Door Hardware / Select Yes No N/A
Landscaping & Paving / Select Yes No N/A
Select Yes No N/A
Select Yes No N/A
Select Yes No N/A
Select Yes No N/A
Select Yes No N/A

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SCHEDULE 3

CONTACTS DURING DEFECTS LIABILITY PERIOD

DLP ends – Date:
PMCA:
Contractor:

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