Project handover is a crucial phase in any construction or infrastructure development project. It involves the seamless transition from the construction phase to the operational and maintenance phase, ensuring that the assets are delivered successfully and can be effectively managed in the long term. Effective planning and execution of the handover process are essential for the long-term sustainability and functionality of the project. This article will explore key considerations and procedures for a successful handover.

Early Planning for Handover

(A) Specialist Maintenance Requirements

The planning for a successful handover should start early in the project lifecycle, ideally during the design phase. One important consideration is whether the project will lead to specialist maintenance requirements. Some facilities may have unique systems or components that require specialized maintenance expertise.

(B) Contracted Maintenance Support

Consider whether contracted maintenance support will be required by the Maintenance Organisation (MO). In some cases, the MO might not have the in-house capabilities to maintain certain aspects of the project, and external contracts for maintenance may be necessary.

(C) Consultation with Maintenance Staff

It’s crucial to involve maintenance staff in the design process to ensure that the project is designed with maintainability in mind. Collaboration with maintenance personnel can help identify potential challenges and ensure that the project aligns with existing systems and standards. Form DE USF 153 can be used for this purpose to document maintenance-related insights.

(D) Training of Maintenance Personnel

Will there be a need to train maintenance personnel on the installations before the handover? Training should be considered as part of the early planning process. A well-defined training schedule can ensure that maintenance staff are prepared to handle the systems effectively.

(E) Contractor Maintenance

Determine whether Contractor maintenance should be included in the construction contract. In some cases, the Contractor might be responsible for maintenance activities during the early stages of the project.

(F) Phasing and Running-In Period

The contract phasing requirements should specify a minimum “running-in” period, starting from equipment/system startup through to handover. This running-in period allows for testing and proving the functionality and reliability of the systems.

(G) Adequate Commissioning Period

Ensure that the contract allows for an adequate commissioning period. Commissioning activities are essential for ensuring that all systems are functioning as intended before the handover.

(H) Familiarization Period

Consider a familiarization period for the MO before the handover. This period allows the MO to get acquainted with the layout and operation of the plant and equipment.

(I) Base Standardization and Compatibility

Have you considered base standardization and compatibility plans in the design? Ensuring that the project aligns with existing base standards and systems is essential for seamless integration.

(J) Roles and Responsibilities Clarification

Clarify the roles and responsibilities of all personnel involved in the handover process. Clearly defined responsibilities help ensure that everyone understands their roles in the process.

(K) Provision of Early Information

After the design stage, provide advanced information to the MO. Part A of Form DE USF 140 should be completed and issued to the MO, along with Form DE USF 148. This information provides an early understanding of the maintainable assets, allowing the MO to prepare a maintenance strategy well in advance of the handover.

(L) Draft DD 1354 and FM Manual

At the start of commissioning, provide the draft DD 1354 and draft Facility Management Manual for review by Civil Engineering. These documents play a crucial role in the handover process.

Handover Procedures

The actual handover procedures are designed to ensure a smooth transition from the construction phase to the operational and maintenance phase. While specific details can vary based on the project’s complexity and contractual arrangements, the following key aspects are typically part of the handover procedures:

(A) Clarification of Responsibilities

Clear roles and responsibilities for all key participants in the handover process are essential. This ensures that everyone understands their role in the transition process.

(B) Completion of M&E Commissioning

Before the handover, ensure that Mechanical and Electrical (M&E) systems are fully commissioned. This means that the systems are operational and replicating the final building configuration.

(C) Recording of Contractor Maintenance

During the running-in period, the Contractor is responsible for maintenance tasks. It’s important to record Contractor maintenance activities during this phase.

(D) Involvement of the Maintenance Organisation

Include the Maintenance Organisation (MO) in the project process. Collaboration with the MO is vital for a successful handover.

(E) Sufficient Time for Maintenance Staff Training

Allocate time for the training of maintenance staff. This ensures that they are well-prepared to manage and maintain the installations effectively.

(F) Snagging Process

Implement a formal snagging process to identify and address any issues or defects before the handover. This process defines the responsibilities for initial and final snagging.

(G) Remedial Works

Allow time for carrying out remedial works to address the snags and defects identified during the snagging process.

(H) Documentation Checks

Allocate time for checking the documentation to ensure that all required documentation is complete and accurate.

(I) Monitoring of Progress

Monitor the progress and submission of the schedule of maintainable assets and the Facility Management Manual. These documents are essential for the MO’s operations.

(J) Timely and Accurate Completion of DD 1354

Ensure that the DD 1354 Real Property form is completed accurately and in a timely manner. This document is vital for property management.

(K) Defects Liability Period

Define a defects liability period during which any defects or issues arising after the handover can be addressed. This should include a formal procedure for responding to and repairing defects.

Sequence of Tasks

The sequence of tasks in the handover process is crucial for ensuring a smooth transition. Each milestone, from design completion to the liability period, plays a specific role in the overall process. Deviations from standard procedures should be clearly defined in the contract documentation and agreed upon by the relevant organizations.

In conclusion, effective planning and execution of handover procedures are essential for the successful transition from the construction phase to the operational and maintenance phase of a project. By considering these key aspects and following the established procedures, project stakeholders can ensure that assets are delivered successfully and can be effectively managed in the long term, leading to the overall success of the project.