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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


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    1. 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.

    2. 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)

    3. 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

    4. 1. The User Guide1.1 Emergency Procedures

    5. 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

    6. 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

    7. 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

    8. 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

    9. 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

    10. 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

    11. 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

    12. 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

    13. 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

    14. 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

    15. 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

    16. 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

    17. 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

    18. 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

    19. 2. O&M Information • 2.2.5 Factories Act 1961 • Largely Superseded by H&S@W Act • And Workplace (H,S, Welfare) Regulations •  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

    20. 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

    21. 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

    22. 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

    23. 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

    24. 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&S@W • 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

    25. 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

    26. 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

    27. 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

    28. 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

    29. 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

    30. 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

    31. 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)

    32. 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

    33. 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

    34. 2. O&M Information • Class A&B • Prepared by Installer • Complies with H&S@W Act 1974 • 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

    35. 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

    36. 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

    37. 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

    38. 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

    39. 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

    40. 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

    41. 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

    42. 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

    43. 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

    44. 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

    45. 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

    46. 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

    47. 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

    48. 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

    49. 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

    50. 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