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Building Handover Documents. This Power Point Presentation is compiled from using, experience in construction, skills in building management and knowledge gained from studying guidelines. Special thanks are due in no small part to BSRIA.

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building handover documents

Building Handover Documents

This Power Point Presentation is compiled from using, experience in construction, skills in building management and knowledge gained from studying guidelines. Special thanks are due in no small part to BSRIA.

Open the powerpoint in slide screen go to page 2 and click on a section and it takes you there, when finished in that section click on back to contents and it does what it says.

building handover documents1
Building Handover Documents
  • 1. The User Guide
  • 2. O&M Information
  • 3. Computer Aided FM
  • 4. Record Drawings
  • 5. Statutory Examination and Insurance
  • 6. Familiarisation And Training Sessions
  • 7. Commissioning Information
  • 8. Plant and System Warranties
  • 9. Defects Period
  • 10. Storage and Access of Information
  • 11. Documentation to be held
  • 12. Regulatory Reform (Fire Safety) Order 2005 should cover
  • 13. Construction (Design and Management) Regulations 2007 (CDM)
1 the user guide
1. The User Guide
  • 1.1 Emergency Procedures
  • 1.2 The Building Health And Safety File
  • 1.3 Catering
  • 1.4 Facilities Management
  • 1.5 Security
  • 1.6 Space Planning
    • 1.6.2 Floor Plate Usage
  • 1.7 Directories
  • 1.8 Out Of Hours contacts
  • 1.9 Support Services
    • 1.9.1 FM
    • 1.9.2 ICT
    • 1.9.3 HR
  • 1.10 Guided Tour
    • 1.10.1Photo
    • 1.10.2 Video
    • 1.10.3 Booklet
1 the user guide 1 2 building health safety file
1. The User Guide1.2 Building Health & Safety File
  • 1.2.1. General
  • 1.2.2. Nature of Project
  • 1.2.3. Principals
  • 1.2.4. Contractors and Suppliers
  • 1.2.5. Drawings
  • 1.2.6. Documents
  • 1.2.7. Construction Methods and Materials
  • 1.2.8. Residual Risks & Fire Strategy
  • 1.2.9. Manuals and Procedures
  • 1.2.10. Services and Utilities
2 o m information contents
2. O&M InformationContents
  • 2.1 Maintenance Strategy
  • 2.2 Legislations covering O&Ms
  • 2.3 The Content of O&M Manuals
  • 2.4 Type of O&M Manual
  • 2.5 O&M Strategy
  • 2.6 Users of O&M Manuals
  • 2.7 Sources of Information
  • 2.8 The Content of O&M Manuals
  • 2.9 Contents, structure and layout
  • 2.10 Specification of manuals for Building Services
2 o m information
2. O&M Information
  • 2.1 Maintenance Strategy
    • Building
    • Plant
    • Environment
  • 2.2 Legislations covering O&Ms
    • 2.2.1 Construction (Design and Management) Regulations 2007
      • See Below CDM
    • 2.2.2 Control of Substances Hazardous to Health Regulations 2002 (COSHH)
      • Risk Assessment
        • of Legionellosis
          • IF Present
          • Written Scheme for minimising
          • Specification of below with
          • Water Treatment Regime
          • Flow Rates
          • static and dynamic pressures
          • thermal capacity
          • system volumes
          • operating temperatures
          • set points
2 o m information1
2. O&M Information
  • Storage capacity
  • Design turnover
  • Cold Water Cisterns
  • Hot Water Storage
  • Semi Storage Plant
  • Heat Recovery Time
  • Hot Water Storage
  • Semi-storage Plant
  • Key Areas in Building Services
  • Evaporative Condensers
  • Cooling Towers
  • Hot & Cold Water Services
  • Spray Humidifiers
  • Sprinkler Systems
  • O&M\'s should
  • be available for each water system
  • be detailed
  • In easily understood terms
  • O&M procedures that
  • enable operators to
2 o m information2
2. O&M Information
  • carry out duties safely
  • and effectively
  • Manuals should
  • include equipment fitted
  • represent the system as currently in operation
  • include system drawings
  • include schematics
  • manufacturers instructions for operating
  • system parameters
  • Capabilities
  • throughputs
  • design temperatures
  • total volume of the entire water circuit
  • cooling tower ponds
  • recirculation pipe work
  • heat exchange pipe work
2 o m information3
2. O&M Information
  • should all be known and recorded
  • Water treatment program
  • in use
  • dosing method
  • dosing equipment
  • means to confirm treatment
  • quantity
  • frequency
  • chemicals
  • records to confirm above
  • Records
  • results of system monitoring
  • actions required
  • confirmation actions carried out
  • Details of normal parameters
  • out of specification situations
  • corrective actions
2 o m information4
2. O&M Information
    • changes
    • cleaning
    • disinfection procedures
    • Detailed Maintenance Schedule
    • time intervals
    • checks
    • Water and System Plant
    • Checked
    • Inspected
    • Overhauled
    • Cleaned
    • Records made
    • Method
    • Details
  • Hazardous substances
    • Employees likely to be exposed to
    • Form in which they occur
2 o m information5
2. O&M Information
    • Measures taken to adequately control exposure
    • information provided by supplier
    • using substance in accordance to instructions
    • Statement
    • substance poses little or no risk
    • group of little or no risk
  • Risk to health
    • Significant Findings
    • Comprehensive record
    • process or activity
    • used or produced
    • how staff may be exposed
    • Substances
    • liable to be exposed
    • form in which they occur
    • gas
2 o m information6
2. O&M Information
  • liquid
  • vapor
  • powder
  • under normal circumstances
  • unforeseen
  • incident
  • accident
  • emergency
  • uncontrolled release
  • extent to which - considered
  • prevention
  • submission
  • identification of liable to be exposed
  • employees
  • groups
  • preventative measures
  • achieve adequate control
  • use of protective equipment
  • personal
  • respiratory
2 o m information7
2. O&M Information
  • Control measures
  • Commissioning
  • Monitoring
  • Testing
  • refining
  • validating
  • air monitoring
  • need
  • atmospheric sampling
  • measurement
  • frequency
  • PPE
  • Why selected type
  • including repertory
  • to secure control
  • conclusions reached on the risk
  • employees
  • other people
2 o m information8
2. O&M Information
        • Health Surveillance
        • need
        • groups
        • persons
        • Review
        • When
        • by whom
        • frequency
  • 2.2.3 Electricity at Work Regulations 1989
    • Precautions against Risk
      • of Injuries
      • Fatalities
    • use of electricity in work activities
    • for
      • Engineers
      • Technicians
2 o m information9
2. O&M Information
    • Involved in
      • Design
      • Construction
      • Operation
      • maintenance
    • use of electrical equipment
  • Satisfied by compliance or
    • Institution of Electrical Engineers (IEE) wiring Regulations for Electrical Installations (BS7671)
    • Under IEE
    • Employers have responsibility to
      • test
      • maintain
      • Electrical equipment in a safe condition
2 o m information10
2. O&M Information
  • 2.2.4 Environment Protection Act 1990
    • Places Obligation on those who - controlled waste
      • produce
      • carry
      • keep
      • treat
      • dispose of
    • and must
      • prevent from illegally - their waste
        • keeping
        • treating
        • disposing
      • prevent waste from escaping
      • only transfer waste
        • to an authorized person
        • to an authorized transporter
      • waste is accompanied by written description
2 o m information11
2. O&M Information
  • Building Owners must
    • Have a procedure
      • Handling
      • Disposal
      • Building Services
      • Refrigerants
      • waste oil
      • chemicals
      • fluorescent tubes
      • Record of waste transfer
      • Waste handler details
      • Waste transporter
  • Environmental Protection (Duty of Care) Regulations 1991
    • Allows a Season ticket of Transfer
      • Weekly / Daily Collections
      • Maximum 12 months
2 o m information12
2. O&M Information
  • 2.2.5 Factories Act 1961
  •  2.2.6 Regulatory Reform (Fire Safety) Order 2005
    • Largely replaced 118 pieces of previous legislation
    • Notably Fire Precautions Act 1971
    • Revocation of Fire Precautions(Workplace)regulations 1997
    • Places responsibility for fire safety on responsible person
    • See Separate Section Below
      • Details of
  • 2.2.7 Fire Safety Information
    • Guidance in Appendix G of Approved Documents B Volume 2 states
    • Fire Safety means information relating to the design and Construction... and services, fittings and equipment provided in or in connection with the building, or extension which will assist the responsible person to operate and maintain the facility with reasonable fire safety
2 o m information13
2. O&M Information
    • Information to be submitted at completion or occupancy
    • must be available to any nominated risk assessor
    • Further Guidance from
      • BS 5588-12:2004
      • Fire Precautions in the design, construction and use of Buildings
      • Managing Fire Safety (Annex A Fire Safety Manual)
  • 2.2.8 Management of Health and Safety at Work Regulations 1999
    • Risk Assessments should include
      • A record of the Preventative and Protective measures in place to control risk
      • What action, if any needs to be taken to reduce risks
      • Proof that a suitable and sufficient assessment has been made
    • Demonstration by employers that Risk Assessments have been made
      • Record of findings
      • record of recommendations
      • Record of Revisions
2 o m information14
2. O&M Information
    • Review and modify Risk Assessments
      • Nature of work changes
      • Change to employees
      • Reveal Near Misses
      • Reveal Defects in plant or equipment
      • Regular review
        • Based on nature of Risk and degree of likely change
  • 2.2.9 Offices, Shops and Railways Premises Act 1963
  • 2.2.10 Pressure Systems and Transportable Gas Containers Regulations 1989
    • PSS Regs. 2000
      • steam at any pressure
      • Pressurised Gasses and Fluids kept under pressure greater than 0.5bar gauge and will flash to gas if released to the atmosphere
      • Pressurised Hot Water if above 110 deg c
      • Compressed air above 0.5 bar gauge
    • Pressure Systems defined as
      • Pipe work systems
2 o m information15
2. O&M Information
    • Related protection devices
      • Where pressure is +2 bar
    • Pipe work systems which are or will be joined to the portable gas container
    • Systems that contain one or more pressure vessels with capacity <250 bar liters
    • Refrigerated systems with power input <25kW
    • All Steam systems
  • specific requirements from
    • Manufacturers
    • Designers
    • to provide
      • sufficient information to allow the system to be operated and maintained safely
      • Test Certificates
      • Certificates of Conformity
      • From Manufacturers
      • From Examination Bodies
      • Maximum and minimum design temperatures and pressures
      • Flow and Discharge capacities
      • capacity of pressure vessels
2 o m information16
2. O&M Information
  • Written Scheme of Examination
    • Planned scheme for future examination
      • Parts
      • Pressure systems
      • appropriate intervals
    • Responsibility of Owner or user to define
    • Identification of the items of plant or equipment within the system
    • those parts to be examined
    • nature of the examination required
      • inspection
      • testing
      • Recording
      • on any protective device
    • Preparatory work needed for the item to be examined safely
    • The nature of any examination needed before the system is first used
    • Maximum interval between examinations
2 o m information17
2. O&M Information
      • the critical parts of the system which if modified or repaired should be examined
        • by a competent persons before the system is used
      • Name of competent person certifying the written scheme of examination
      • The date of the Certification
  • 2.2.11 Provision and Use of Works Equipment Regulations 1998
    • Under section 2 of H&[email protected]
    • Provide & Maintain
      • Machinery
      • Equipment
      • other plant
      • In a safe condition
    • to ensure Systems of work are safe
    • Requires employers to
      • Ensure equipment is appropriate for its task
      • Provide information and instruction for work equipment
      • ensure work equipment is adequately maintained
2 o m information18
2. O&M Information
    • Information to be provided
      • written instructions
      • Explaining Operation
        • normal conditions
        • Abnormal conditions
        • Emergency conditions
    • Covers and includes building services equipment
      • All H& aspects arising from the use of the work equipment
      • any limitations on these uses
      • any foreseeable difficulties that could arise
      • the methods to deal with them
  • 2.2.12 Workplace Health, Safety and Welfare Regulations 1992
    • Suitable working environment
    • adequate welfare facilities for all
    • onus on employer
2 o m information19
2. O&M Information
      • suitable system of maintenance of
        • heating systems
        • Ventilation systems
        • emergency lighting
        • escalators and moving walkways
        • sanitary appliances
        • washing facilities
        • drinking water systems
        • window cleaning equipment
      • suitable record of maintenance
        • implemented
        • validated
  • 2.2.13 Disability Discrimination act 2005
    • gave disabled people rights
      • Employment
      • education
      • access to goods
      • access to facilities
2 o m information20
2. O&M Information
      • access to services
      • buying and renting property
    • Rights covering
      • unlawful for operators of transport vehicles to discriminate
      • making it easier for DP to rent property and for tenants to make disability related adaptations
      • Requiring public bodies to promote equality of opportunity for DP
      • extending protection to cover people who have HIV, Cancer, Multiple Sclerosis from the moment they are diagnosed
      • Ensuring that discrimination law covers all the activities of the public sector
    • requiring business
      • to take steps to tackle physical features that act as a barrier to those who want access
  • 2.2.14 The Notification of Cooling Towers and Evaporation Condensers Regulations 1992
    • notify local authorities
      • where equipment is situated
      • potential growth of
        • Legionella Pueumophila bacterium
2 o m information21
2. O&M Information
  • 2.2.15 The Control of Noise at Work Regulations 2005
    • Code of practice L108 states
      • You should record the major findings of your risk assessment and you action plan
      • The major findings are you estimate of daily personal noise exposure and peak noise exposure
      • your analysis of the risks and whether they are as low as reasonably practicable
      • any other information on which you based the evaluation of risk and the decisions on actions required under the Noise Regs.
      • The record will provide some evidence for the decisions that you made to comply with the law.
      • A minimum adequate record will include details of - - - -
    • of
      • The workplace area, jobs or people included in the assessment, including a description of the work
      • The date of the assessment done
      • The daily personal noise exposure of the employees or groups of 4employees concerned
      • The information use to determine noise exposure
      • If noise measurements have been made, relevant details of the measurements, including the person(s) responsible for carrying them out
      • Any further information used to evaluate risk
      • the name of the person(s) responsible for making the risk assessment
2 o m information22
2. O&M Information
    • Your action plan to control noise risk
  • Approved Code of Practice L108
    • States that an up-to-date health record for each individual whilst under health surveillance
    • to include
      • Identification details of the employee
      • The employees history of exposure to noise
      • The outcome of previous health surveillance in terms of
      • fitness
      • the work
      • any restrictions
      • The person in charge of the audiometric program should maintain records of the program including
      • Any questionnaires completed
      • the Audiograms themselves
      • any assessments made of the results
    • Visiting service records must be maintained by employer, separate from HR Records
    • Retain all employee health records whilst employed
2 o m information23
2. O&M Information
  • 2.3 The Content of O&M Manuals
    • The Type required or warranted by the installations and needs of the end user
    • The operating and maintenance strategy envisaged for the installation
    • the categories of user for whom the manual is being written
    • The likely sources of information
  • 2.4 Type of O&M Manual
    • specification
      • meets the needs of end user
      • guidance on likely competence of the potential users
    • Details of training and qualification where appropriate
    • Combination
      • Function
      • system based structured information
      • Arranged
        • Logical
        • Hierarchical structure
2 o m information24
2. O&M Information
    • Laid down in
      • BS 4884 part 1 :a992 Specification for Presentation of Essential Information
      • Part 2 : 1993 Guide to content
      • Part3 : 1993 Guide to Presentation
  • Now looking more towards
    • Low energy
    • Passive energy recovery
  • Client to ensure
    • Designers intent on building use
  • Function -based
    • User operation of local systems
      • OHPs
      • Room lighting
      • local environment controls
  • Reference
    • Building Controls Industry Association (BCIA)
    • Usable Buildings Trust UBT
    • Building Services Research Information Association (BSRIA)
2 o m information25
2. O&M Information
  • System Based Manuals
    • points to each building service
    • Class A
      • Basic Record Drawings
      • Manufacturers Literature
      • Manufacturers Manuals
    • Class B
      • Record Drawings
      • Manufacturers Operating Instructions
      • Manufacturers Operating Manuals
      • Test Certificates
      • Parts List
    • Class C
      • Purpose and Planning Information
      • Technical Documents
        • Record Drawings
      • Full Operating Instructions for each system
      • Detailed Maintenance Instructions
      • Detailed Maintenance Schedules
      • Parts Lists
2 o m information26
2. O&M Information
    • Modification Instructions
    • Disposal Instructions
  • Class D
    • Purpose and Planning Information
    • Technical Documents
      • Record Drawings
    • Full Operating Instructions for each system
    • Detailed Maintenance Instructions
    • Detailed Maintenance Schedules
    • Parts Lists
    • Modification Instructions
    • Disposal Instructions
    • Commissioning Process
      • Procedures
      • Results
      • Tests undertaken
    • Warranties
      • Plant
      • Systems
2 o m information27
2. O&M Information
      • Class A&B
      • Class C&D
        • Comprehensive Documents
        • Capable of being used without further supporting documentation
  • 2.5 O&M Strategy
    • Consideration of
      • Building owner
      • Building users\' legal obligations
      • Running Building Services
      • To help fulfill these obligations
    • Client to work with Design Team
      • establish a brief
        • Specific information required
      • Building services Designer
        • environmental Services
        • Operation and Maintenance requirements
2 o m information28
2. O&M Information
  • Involve Maintenance Expertise
    • Identify needs
  • Building Plant and Services
    • achieve Objectives of building owner
      • conditions
      • limitations
      • Environmental conditions required
      • Occupancy times
      • Implication of plant failure
      • labour and resources for maintenance
  • Amount of information needed
    • by whom
    • for what purpose
    • in what detail
    • what competence of users
  • How to be presented
    • Paper
    • Electronic
    • Both
2 o m information29
2. O&M Information
      • Training to be given
    • Maintenance Plan
      • How to achieve
      • cost limitations
      • Planned Life
      • Risk Analysis
      • Plant breakdown policy
      • The availability of plant for maintenance
      • Specialist support needed/available
      • Client image
        • Floodlights etc
        • Water features
        • Grounds
        • Building Cleanliness
        • car park image
  • 2.6 Users of O&M Manuals
    • Categories
      • Occupiers of buildings
2 o m information30
2. O&M Information
    • differing requirement
      • Interests
      • Abilities
      • Expertise
    • General overview
  • Managing and operating buildings
    • differing requirement
      • Interests
      • Abilities
      • Expertise
    • detailed design concept
    • Operational Capacity
    • Maintenance program
  • Maintainers of Buildings
    • differing requirement
      • Interests
      • Abilities
      • Expertise
    • technical details
      • plant
      • O&M requirements
2 o m information31
2. O&M Information
    • Presentation
    • Training
    • Availability
    • Searchability
    • Extracted
    • Consider separate Manuals for the above groups
      • or electronically segment the system
  • 2.7 Sources of Information
    • Design engineers
      • Set out operating philosophy of each engineering service
        • Purpose
        • the method of control
        • emergency provisions
        • safety considerations
        • design criteria
        • design intent
2 o m information32
2. O&M Information
  • Equipment Manufacturers and Suppliers
    • Literature
    • Produced in line with BS4940:1994 Technical Information on Construction Products and Services, Guide to Content and Arrangement
      • Identification
        • Product type
        • Quality
        • description
        • Standards
        • Guarantees
      • Description
        • Composition
        • Manufacturer
        • Size
        • weight
      • Performance
        • Energy consumption
      • Applications
        • Uses
        • Resources Required
2 o m information33
2. O&M Information
      • Construction
        • preparation
        • installation
        • protection
        • Safety
      • Operation
        • Maintenance resource
        • Operations
        • Maintenance
        • Cleaning
        • Protection
        • Safety
  • Installation Contractors
    • provide a working system in accordance with design specification
      • integrating equipment into a functional scheme
    • information on chosen manufacturer
2 o m information34
2. O&M Information
      • details of systems
        • operations
        • Performance
        • testing
        • commissioning results
        • variations on design criteria
    • Integration of the differing types of information
      • Sources
      • types
      • Formats
  • 2.8 The Content of O&M Manuals
    • BS4884 lists 9 categories of information
      • The purpose of the installation
      • Installation records
      • description of the installation
      • How the installation is to be used
      • How to keep the installation operational
      • Maintenance schedules
      • how the installation may be changed
      • Disposal of the installation
2 o m information35
2. O&M Information
  • 2.9 Contents, structure and layout
    • 2.9.1 Contractual and legal guides
      • Name and Address of installation
      • Details of the local and public authority consents
      • details of the teams
        • Design
        • Consultants
        • Installation contractor
        • associated sub-contractors
      • dates of the installation
        • Start
        • Handover (PC)
        • expiry of the defects liability period
      • Information on all Guarantees effecting components
        • systems
        • plant
        • expiry dates
        • Contacts
          • names
          • addresses
2 o m information36
2. O&M Information
      • telephone numbers
  • Each item of plant and equipment the O&M should have
    • Test certificates
    • Manufacturers guarantees and warranties
    • insurance inspection reports
    • safety and fire certificates
  • Hazard and safety statement
    • any Known feature which may produce a hazard
    • operational characteristic which may produce a hazard
    • any known hazards against which protection can be provided
    • any mandatory requirements relating to safety
    • any other safety precautions which should be observed
    • any other relevant warning
2 o m information37
2. O&M Information
  • 2.9.2 Overall Purpose
    • general overview
    • should include
      • Parameters and conditions within which it has been designed to operate a system
      • Type of each utility require to operate a system
      • intended method of control
      • should be as brief as possible
  • 2.9.3 Description
    • of each engineering system installed
    • should include
      • The system type (i.e. cold water supply)
      • System Location and what it serves
      • What the system depends upon in order to function
      • Design Data
        • Basic design parameters
        • basic assumptions made during design
      • Reasons for selecting particular plant
2 o m information38
2. O&M Information
      • expected service life
      • planned operational efficiency
  • 2.9.4 Equipment schedule
    • Type
    • model number
    • serial number of all components items
    • names of their respective manufacturers or suppliers
  • 2.9.5 Parts identification and recommended spares
    • Identifying replaceable assemblies
    • sub assemblies and components
2 o m information39
2. O&M Information
  • 2.9.6 Spares policy
    • guide to setting up a spares facility
    • recommended stock levels
    • Prepared after consultation with building user
      • Consequences of failure
      • risk to core business
      • period of acceptable down time
    • prepared after consolation with suppliers
      • on above
  • 2.9.7 Commissioning Data
    • Measured Data
    • Measurement points
    • Test Equipment used
    • Details of calibration certificates
    • A statement of whether design requirements were achieved
2 o m information40
2. O&M Information
    • Certificates
      • Plant data
        • model
        • type
        • serial number
  • 2.9.8 Operation
    • Instructions for each engineering system
    • Suppliers recommendations for
      • spares
      • running spares
        • wear and tear
        • deterioration
      • Items held in stock by supplier
        • for purchase
        • for refurbishment replacement
      • safe operation
      • efficient operation
      • Normal operation
      • Emergency condition
    • A recommended strategy for operation and control
2 o m information41
2. O&M Information
  • an outline of the general operating mode
  • Control Data
    • location
    • effect
    • object
    • sequence
    • limits of capability
    • modes
    • set points
  • Standard operating and emergency procedures and sequences for
    • Start up
    • Running
    • Shutdown
    • Photographs
    • Videos recording
  • Interlocks between plant items
  • Operating Procedures for stand-by plant
  • Precautions necessary to overcome known hazards
2 o m information42
2. O&M Information
    • The means by which any potentially hazardous plan can be made safe
    • Target figures for both energy consumption and energy costs
    • forms for recording plant running hours, energy consumption and energy costs
  • 2.9.9 Maintenance Instructions
    • Manufacturer\'s recommendations and instructions for maintenance
    • detailed for each item of plant and equipment installed
    • Clear distinction to be made
      • planned tasks (preventative maintenance)
      • work done on a corrective basis
    • on each
      • the Isolation and return to service of plant and equipment
      • adjustments calibration and testing
      • Dismantling and re-assembly
      • the exchange of components and assemblies
      • dealing with hazards that may arise during maintenance
2 o m information43
2. O&M Information
      • The nature of deterioration and checks for defects
      • Special
        • tools
        • test equipment
        • ancillary services
  • 2.9.10 Maintenance Schedule
    • All preventative maintenance tasks
    • based on manufacturers recommendations
    • other authoritative sources
      • statutory
      • mandatory
    • to include
      • inspections
      • examinations
      • tests
      • adjustments calibrations
      • lubrication
      • periodic overhaul
2 o m information44
2. O&M Information
    • frequency to be specific (either)
      • time intervals
      • running hours
      • completed operations
    • Complete maintenance cycle
    • Source of schedule to be stated
    • Local authority of supply authority should also be noted
  • 2.9.11 Modification Information
    • Authorised Changes
    • effecting
      • safety
      • reliability
      • operation
      • maintenance
    • system or component parts
    • permitted modifications allowed
    • space in the manual for recording modifications
    • system to have modifications recorded in every copy of the manuals wherever located
2 o m information45
2. O&M Information
  • 2.9.12 Fault Finding
    • logical diagnosis
    • correction of faults
  • 2.9.13 Lubrication
    • schedule of all plant requiring lubrication
    • manufacturers
      • recommendation
        • type
        • method of application
        • frequency of application
      • product name
      • generic reference ( BS)
      • any special requirements
        • storage
        • transport
        • handling
        • insertion
  • 2.9.14 Disposal instructions
    • any known dangers likely to arise during disposal of specific items of the plant or equipment
2 o m information46
2. O&M Information
    • precautions
    • safety measures
    • methods of safely disposing or destroying the equipment or parts
      • packaging
      • insulation
      • fluids
    • Sources from which further information can be obtained
    • recycling information for the specific item of plant
  • 2.9.15 names and address of manufacturers
    • manufacturers
    • Suppliers
    • names
    • addresses
    • telephone
    • fax
    • email
2 o m information47
2. O&M Information
    • contact names
    • websites
    • Local Stockiest
      • spare parts
      • replicable assemblies
      • complete units
    • Alphabetical order
  • 2.9.16 Index of plans and drawings
    • Index of all AS-Fitted drawings
    • identified
      • by number
      • by title
    • schedule of issuer
  • 2.9.17 Emergency information
    • Contracts in the event
      • of fire
      • of theft
      • of burglary
      • failure of
        • Gas
2 o m information48
2. O&M Information
        • Electricity
        • water
        • Failures
        • leaks
        • ingress due to flood
      • Failure or breakdown of plant
        • lifts
        • boilers
        • pumps
    • Location of
      • fire fighting equipment
      • hydrants
      • rising mains
    • Hazards particular to the building
  • 2.9.18 Manufactures literature
    • complete set
    • Description of the product as purchased
    • the cost and date of purchase
    • performance- behavioral characteristic of the equipment in use
    • applications (suitable for use)
2 o m information49
2. O&M Information
      • Operation and maintenance details
      • labor, plant, materials and spatial recourses required
      • Methods of operations and control
      • Cleaning and Maintenance requirements
      • protective measures
      • labour safety and welfare associated with the equipment
      • public safety considerations
      • non provision of information should be treated as a breach of contract
  • 2.10 Specification of manuals for Building Services
    • Format for Operating and maintenance manuals
      • influenced by
        • type
        • manual required
        • the content
        • sequence of presentation
        • users
        • how it is to be used
3 computer aided fm
3. Computer Aided FM
  • Asset Database
  • Record of Breakdowns and Maintenance
  • Record of H&S Information
  • Emergency Information
  • Standard and Emergency Operating Procedures
  • Service Levels
  • Contract Management
  • Stock & Inventory Control
  • Schematic Viewer
  • Search Engine
slide58

4. Record Drawings

Contents

  • 4.1 Style
  • 4.2 M& E Record
        • 4.2.1 Electrical Installation
        • 4.2.1.2 Schematic
    • 4.2.2 Mechanical Installations
      • 4.2.2.1Layout drawings
    • 4.2.2 Mechanical Installations
          • 4.2.2.2Schematic Drawings
4 record drawings
4. Record Drawings
  • 4.1 Style
    • Workable
      • AutoCAD or alternative
    • Recorded
      • PDF
    • Schematic displays
  • 4.2 M& E Record
    • 4.2.1 Electrical Installation
      • 4.2.1.1 Layout drawings
          • Underground Cables
          • Location
          • Route
          • Depth
          • Colour
        • Cables Trunking Visible
        • Cable Trunking Concealed
        • Cable
          • Path
          • Origin
          • Destination
4 record drawings1
4. Record Drawings
    • Loading
    • Conductor Metal
    • Conductor Size
    • Insulation type
    • Insulation Colour
    • Number of Cores in Cable
    • Number of Cables in Trunking
  • HV/LV Switchboards
  • Primary Cable Trunking Distribution Routes
  • Distribution Switch Gear
  • Distribution Boards
  • Trunking and Ladders in Switchrooms and plantrooms
  • Single & 3 Phase wiring and Cable routes
    • Sub Routes
  • Electrical Equipment
    • Isolators
    • starters
    • socket outlets
    • control equipment
    • Other
4 record drawings2
4. Record Drawings
  • Sections through
    • Ceiling voids
    • Risers
  • Lighting Configuration
    • Distribution Boards
    • Switch Locations
    • circuit identification
  • Emergency Lighting
    • Luminaries
    • Supply Circuits
  • Lighting Conductors and air terminals
  • Earth Electrodes and test Clamps
  • Earth Tapes
  • Main Earthing Terminal
  • Cables providing specialist earth circuits
  • Telephone (voice) and IT (data) Cable
  • Concealed Cabling
    • Within Building structure
    • Buried Underground
4 record drawings3
4. Record Drawings
      • Depths
      • Point of entry to building
      • Telephone
      • Power
      • IT
  • 4.2.1.2 Schematic
    • Electrical System
      • Cable
      • Size
      • Type
      • Number of cores
    • Fire Alarm Systems
    • Emergency Lighting
    • Security System
      • Intruder Alarms
      • CCTV system
    • Public Address Systems
    • Factory Equipment
4 record drawings4
4. Record Drawings
  • 4.2.2 Mechanical Installations
    • 4.2.2.1Layout drawings
      • Mechanical Services
        • Pipework
        • Size
        • Route
        • Duct
        • Size
        • Route
      • Plant Rooms
        • Plant Layout
        • Identity
        • Rating
      • Concealed Services
        • in Building Structure
        • underground
        • Depth
        • Point of Entry to Building
        • Water
        • Gas
        • Sewers
4 record drawings5
4. Record Drawings
  • Isolating and Control Valves
    • Identification
    • Location
    • Regulating Method
  • Regulating Dampers
    • Location
    • Identification
    • Access Point
  • Fire Smoke Dampers
    • Location
    • Identification
    • Access Point
  • Acoustic Silencers
    • Locations
  • Air plant location & Identification
    • Distribution
    • Grilles
    • Diffusers
    • Terminal units
  • Details of Vibration Dampers
4 record drawings6
4. Record Drawings
  • 4.2.2.2Schematic Drawings
    • HVAC
      • Locations & ID
      • Heating
      • Ventilating
      • Air Conditioning
      • Piping
      • Flow rates
      • Temperatures
      • Pressures
      • Pluming system
      • Flow rates
      • Temperatures
      • Pressures
    • Control Systems
      • Sensors
      • Field Controllers
      • Outstations
      • Control Panels
4 record drawings7
4. Record Drawings
  • Equipment
    • Cable
    • Origin
    • Route
    • destination of each cable
    • Conductor
    • Size
    • Number of cores
    • Spare cores
    • Insulations
    • Type
    • Rating
    • Number of BS or codes
    • Cable Identification
    • Joints and draw boxes
    • Power supply cables
    • Fuse rating reference
    • Sensors
    • Location and type
    • Factory Built Equipment
5 statutory examination and insurance
5. Statutory Examination and Insurance
  • Lifting Equipment
  • Pressure systems
    • Boilers
    • Air Receivers
  • Transportable Gas Containers
6 familiarisation and training sessions
6. Familiarisation And Training Sessions
  • Classroom
  • Tour of Building
  • Handouts and Manuals
  • Demonstration of System Operation
  • Training Records
7 commissioning information
7. Commissioning Information
  • 7.1 Building Services Certificates
    • 7.1.1 Mechanical System
      • Escalator Test Certificate
        • HSE Guidance Note PM45
      • Escalator Reports of Thorough Examination
        • BS 5266 part 1
      • Lift Installation type test certificate for locking device, governors, buffers and doors
        • BS5655 part 10
      • Lift Makers High voltage test
        • BS 5655 part 10
      • Lift Installation test Certificate
        • BS 5655 part 10
      • Lifting Equipment reports of thorough examination
        • HSE Form F2530
      • Air Condition system test Certificates
      • Air Conditioning System Performance test certificates
7 commissioning information cont
7. Commissioning Information (Cont.)
  • Ventilation System Test Certificates
  • Heating System Test Certificates
  • Pressure System Test Certificates
    • HSC L122
  • Pressure Vessels and systems written schemes of examination
    • HSC L122
  • Pipework System Test Certificates
    • HVCA TR/6 & TR/20
  • Drainage System Test Certificates
    • Approved Document H
  • Water distribution systems, and flushing, cleaning and chemical closing certificate
    • BS 6700
  • Chlorination certificates for drinking water systems
    • BS 6700
7 commissioning information cont1
7. Commissioning Information (Cont.)
    • Sprinkler system test certificate
      • BS 5306 part2 loss Prevention Council Certificate
    • LPCB certificates of conformity for sprinkler installation
      • Loss Prevention Standard 1048-1 issue 4
    • Fire Hose-reel test certificate
    • Smoke extraction System Test Certificates
    • Escape Route Pressurisation System Test Certificates
      • BS 5588 Part 4
    • Fire Appliance Certificates
      • BS5306
  • 7.1.2 Electrical System
    • IEE Electrical system
      • BS 7671
    • Emergency Lighting Test Certificate
      • BS 566 part 1
7 commissioning information cont2
7. Commissioning Information (Cont.)
  • LPCB Certificate of Conformity for fire detection and alarm systems
    • Loss Prevention Standard 1014
  • Security Alarm Test Certificate
  • Fire Alarm Test Certificate
    • BS 5839 part 1
  • Lightning protection System Test Certificates
    • BS 6651
  • Public Address System Test Certificates
    • BS 6259
  • CCTV System Test Certificates
    • BS EN 50132-7
  • High Voltage System Test Certificates
  • Standby Generator System Test Certificates
  • Building Management System Test Certificates
  • Manufacturers Test Certificates for Electrical Equipment such as Distribution Boards
7 commissioning information cont3
7. Commissioning Information (Cont.)
  • Specialist System Test Certificates for systems such as
    • UPS
    • Telephones
    • Document Handling
    • Data Cabling
9 defects period
9. Defects Period
  • Reporting Method
    • Nature of Defect
    • Subsequent damage to plan and systems
    • Correspondence copy
    • Dates of
      • Events
      • Actions
      • Correspondence
10 storage and access of information
10. Storage and Access of Information
  • Where
  • Nature
  • Assessment
  • Second Copy
  • Business Continuity Plan
  • Inspection
11 documentation to be held
11. Documentation to be held
  • Document------------------------- -

- Legislation and standards

  • Pressure Vessel and system records
    • Pressure systems safety Regulations 2000
  • Pressure vessel and system written scheme of examination
    • Pressure systems safety Regulations 2000
  • Maintenance record for system which control a working environment, such as Heating and Ventilation System
    • Workplace (Health and Safety & Welfare) Regulations 1992
  • Legionella Risk assessment records
    • Legionnaires Disease. The control of Legionella Bacteria Approved Code of Practice and Guidance
  • Record Contain a written scheme for the minimising of the Legionella risk and the results of the written scheme
  • Legionnaires Disease. The control of Legionella Bacteria Approved Code of Practice and Guidance
    • Copy of notification to local authorities of installation or wet cooling towers and evaporative condensers
  • Notification of Cooling Towers and evaporative Condenser Regulations 1992
    • Chemical and Bacteriological test results for drinking water cisterns greater than 1000 liters\' ( no stat)
11 documentation to be held cont
11. Documentation to be held (Cont.)
  • Workplace (Health and Safety & Welfare) Regulations 1992; BS6700
    • Chlorination Certificates for Drinking Water (not stat)
  • Workplace (Health and Safety & Welfare) Regulations 1992; BS6700
    • Source Protection policy and license to use water supplied by a borehole
  • National Rivers Authority
  • Noise Assessment Records
    • Control of Noise at Work Regulations 2005
  • Fire Risk Assessment
    • Fire Safety Order 2005
  • A Log detailing smoke extract tests
    • Fire Safety Order 2005 BS 5588
  • A Log detailing fire hose reels and the test for portable fire extinguishers
    • Fire Safety Order 2005 BS 5306
  • A Log detailing escape-route pressurisation tests
    • Fire Safety Order 2005; BS5577-4
11 documentation to be held cont1
11. Documentation to be held (Cont.)
  • Fire Training Log Book
    • training
    • special duties
    • fire drills
    • all to Fire Safety Order 2005
  • Asbestos awareness report
    • Control of Asbestos at Work Regulations 2002
  • A Log detailing emergency lighting test and examinations
    • BS 5266-1
  • Examination certificates and reports
    • lifts
      • All to Lifting Operations Lifting Equipment Regulations 1998
    • lifting equipment
      • All to Lifting Operations Lifting Equipment Regulations 1998
    • pressure systems
      • Pressure Safety Systems 2000
    • pressure vessels
      • Pressure Safety Systems 2000
11 documentation to be held cont2
11. Documentation to be held (Cont.)
  • Risk basements for plant and systems
    • Management of Health and Safety at Work Regulations 1999
    • If not covered by COSHH Regulations
  • Building Services operating and maintenance information including emergency procedures
    • Section 2and 6 of the Health and Safety at Work Act 1974
    • Construction (Design and Management) Regulations 2007
    • Building Regulations Part L.2 2006
  • Record drawings for building services installation
    • Section 2and 6 of the Health and Safety at Work Act 1974
  • Record of installation and earthling tests
    • Institute of Electrical Engineers Wiring Regulations 16th Edition 1991 BS 7671
  • Record of tests carried out on electrical appliances (not stat to keep)
11 documentation to be held cont3
11. Documentation to be held (Cont.)
    • Electricity at Work Regulations 1989
  • Water authority discharge of water certificates
    • Water Authority and National River Authority
  • Inventory of refrigerants
    • COSHH 2002
    • Environmental Protection Act 1990
  • Record of waste disposal
    • Environmental Protection Act 1990
  • Documentation for Wayleaves and adopted roads
  • Building Log Book
    • Building Regulations Partl.2 2006
12 regulatory reform fire safety order 2005 should cover
12. Regulatory Reform (Fire Safety) Order 2005 should cover
  • Specified place to keep records
  • Details of any significant findings from the fire risk assessment and any action taken
  • Testing and checking of Escape routes
    • Finial exit locking mechanisms such as panic devices
    • Emergency Exit devices
    • Electromagnetic devices
  • Testing of
    • Fire Warning systems
    • Weekly alarm tests
    • Periodic maintenance by a competent person
  • Recording of False Alarms
  • Testing and Maintenance of Emergency Lighting System
12 regulatory reform fire safety order 2005 should cover cont
12. Regulatory Reform (Fire Safety) Order 2005 should cover (Cont.)
  • Testing and Maintenance of
    • Fire Extinguishers
    • Hose Reels
    • Fire Blankets
    • Fire Suppression systems
    • Smoke Control Systems
  • Recording and Training
    • relevant people
    • Fire Evacuation Drills
  • Policy and Implementation
    • Planning
    • Organising
    • Monitoring
    • Audit
    • Review
  • Fire And Rescue System to help
    • Fire Rescue Service
    • Maintenance of
    • Audit of
12 regulatory reform fire safety order 2005 should cover cont1
12. Regulatory Reform (Fire Safety) Order 2005 should cover (Cont.)
  • In Multi user building
    • Arrangements
    • Coordinated
    • Emergency Plan
    • Overall Control by you and your staff
  • Fire Safety Systems
    • Alterations
    • Tests
    • Repairs
    • Maintenance
    • Including passive systems - fire doors
  • Responsible Persons
    • Qualifications
    • Status
    • Of those who carry out
      • Tests
      • inspections
12 regulatory reform fire safety order 2005 should cover cont2
12. Regulatory Reform (Fire Safety) Order 2005 should cover (Cont.)
  • Results of Periodic Safety -
    • Audits
    • Reviews Inspections
    • Tests
    • remedial action
  • Incidents
    • Circumstances
    • Potential to cause accident
    • Monitor subsequent remedial actions
    • Reviews Inspections
    • Tests
    • remedial action
  • Incidents
    • Circumstances
    • Potential to cause accident
    • Monitor subsequent remedial actions
  • Record of Building Use
    • Fire Protection
    • Fire Prevention
  • High Risk Areas
      • Details of
13 construction design and management regulations 2007 cdm
13. Construction (Design and Management) Regulations 2007 (CDM)
  • Aim
    • Improve H&S of persons involved in; Construction, operation, maintenance of a structure and its services
  • The Client must Appoint
    • Competent person
      • To act as CDM Coordinator
      • CDM Coord to act as H&S advisor in planning
      • Health & safety Plan
        • Pre Contract
        • Post contract
      • to allocate time and resource to achieve cdm regs.
    • Competent Principle Contractor
      • to act as H&S Coordinator in Construction
    • Provide known information on condition of premises or site
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