Introduction

Facility Management (FM) is a critical component of any construction project, ensuring that buildings and utilities are not only constructed to meet standards but also operated and maintained efficiently and safely throughout their lifecycle. In the case of DE USF projects, the FM Manual plays a pivotal role in this process. This manual provides guidance on the procedures and requirements for compiling the DE USF Facility Management Manual, covering HQ and Base run projects. Please note that this procedure does not include a flow chart.

Purpose of the FM Manual

The FM Manual serves as a comprehensive resource for the operation, maintenance, and safety of a facility. It is considered an integral part of the construction process and should be initiated as early as the construction phase. The manual is responsible for documenting all necessary information, and it must be continuously updated throughout the life of the building.

Ownership and Management

The FM Manual, including the Construction (Design & Management) Health & Safety File, is the property of the UK Ministry of Defence. It should be registered as a unique file with an assigned number. To ensure effective management and control, each Base should designate a section within the CE/DE organization to oversee the FM Manuals.

Manual Organization

The FM Manual should be organized in a systematic and uniform manner. Here are the main sections:

• Section 1 – General Requirements and Handover Certificates (Items 1 – 10)
• Section 2 – Building, Civil, Public Health, Mechanical, and Electrical Engineering (Items 11 – 29)
• Section 3 – Energy Management Control System, Test & Commissioning Certificates, Statutory Documentation, Fire Protection Certification & Documents (Items 30 – 67)
• Section 4 – Other Information & Documents and Supplementary Information (Items 68 – onwards)

Presentation and Style

The FM Manual should maintain a consistent style and presentation throughout. It should include high-quality paper and appropriate illustrations. Avoid using faxed or poor-quality photocopies.

FM Manual Front Cover

The front cover of the FM Manual should be agreed upon by the project team and include the following elements:

(A) Main heading of Facility Management Manual (B) A unique file reference number issued by Base CE/DE (C) Defence Estates Logo (D) Building number from Real Property (E) Volume and section numbers

Integration with Existing Manuals

If an FM Manual already exists for a facility, project information should be integrated into the existing manual as determined by the project team and MO. Each facility/utility should have only one FM Manual.

• Electronic Copy Requirement

Unless overridden by Base Standards, an electronic copy of the FM Manual should be provided within two weeks after handover.

Draft and Final Review

A draft Facility Manual should be presented at the start of the commissioning stage for review by the project team and Base stakeholders. The FM Manual should be regularly reviewed during the construction stage progress meetings. A final review at the pre-handover meeting ensures that all issues are addressed before formal issuance of the FM Manual at the project handover meeting.

Schedule of Documents

The ‘schedule of documents’ forms the index for the FM Manual. It must include, at a minimum:

(A) Legislative requirements for Construction Design & Management, Health, Safety, and Environmental regulations. (B) Construction details, building history, maintenance records, and guarantees. (C) Operational requirements for the facility/utility. (D) Provision of services. (E) Performance, test, and maintenance records. (F) Maintenance instructions and schedules. (G) As-installed drawings.

Operation & Maintenance Requirements

This section should provide detailed information about the operation and maintenance of the installation and its components. It should cover aspects such as descriptions of systems, operation mode, maintenance procedures, equipment lists, and much more.

Preparation Using Form DE USF 141

The FM Manual should be prepared using Form DE USF 141 while following the guidance provided in this document. A draft FM Manual should be ready for presentation at the start of the project commissioning stage, and the completed manual should be presented at the pre-handover meeting for final comments and approval.

Header / Title

The header/title of the FM Manual should be completed by the Principal Construction Contractor in conjunction with the Project Manager (PM), who will provide all relevant information.

Conclusion

The Facility Management Manual Procedure is a crucial document that ensures the safe and efficient operation of DE USF facilities. By following this guidance and using Form DE USF 141, project teams can create comprehensive FM Manuals that meet the high standards and requirements set by the UK Ministry of Defence. This manual plays a vital role in the lifecycle of a building, from its construction phase to eventual demolition.