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SKEM 0901 Skempton L0 and L1 refurbishment

Project Close-Out Plan

SKEM 0901 Skempton L0 and L1 refurbishment

September 09

Ove Arup & Partners Ltd 13 Fitzroy Street, London W1T 4BQ Tel +44 (0)20 7636 1531 Fax +44 (0)20 7755 2143 www.arup.com

This report takes into account the particular instructions and requirements of our client. It is not intended for and should not be relied upon by any third party and no responsibility is undertaken to any third party

124369-00

Document Verification
Page 1 of 1

Job title

Skempton Levels 0 and 1 Fitout

Job number

124369-00
Document title

Project Close Out Plan

File reference

4.03 Reports
Document ref Revision Date Filename

2009 05 29 project close out plan DRAFT.doc Draft close out plan for discussion 1 June 09 ICL workshop.

Draft

29 May 09 Description

Prepared by Name Signature

Checked by

Approved by

Celia Smith

Revision 1 September Filename 09

2009 09 14 project close out plan Rev 1.doc Revised to incorporate updated phasing and ICL comments.

Description

Prepared by Name Signature Filename Description

Checked by

Approved by

Celia Smith

Mike Joshua

Mike Joshua

Prepared by Name Signature Filename Description

Checked by

Approved by

Prepared by Name Signature

Checked by

Approved by

Issue Document Verification with Document

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Ove Arup & Partners Ltd Issue 02 September 2009

Skempton Levels 0 & 1 refurbishment SKEM 0901 Project Close Out-Plan

Contents
Page Objectives............................................................................................................................... 1 Definitions............................................................................................................................... 1 Distribution list........................................................................................................................ 1 Project Close-Out Activities Status, Roles & Responsibilities Matrix ..................................2 Project Close-Out Programme ............................................................................................... 2 1Construction Completion Key Milestones 3

1.1Milestone 1 Phase 1A architectural completion .............................................................3 1.2Milestone 2 Phase 1B architectural completion .............................................................4 1.3Milestone 3 Phase 1C architectural completion .............................................................4 1.4Milestone 4 Phase 1D architectural completion .............................................................5 1.5Milestone 5 Phase 1E architectural completion .............................................................5 1.6Misc other Phase 1 spaces architectural completion .......................................................6 1.7Milestone 6 Phase 1F commissioning completion .........................................................6 1.8Milestone 7 Concrete Durability labs completion............................................................7 1.9Milestone 8 Phase 2 completion ....................................................................................7 2Inspection Strategy 9

2.1Contractor Inspections....................................................................................................... 9 2.2Architectural Supervisor Inspections ................................................................................9 2.3M&E Inspections................................................................................................................ 9 2.4Structural Supervisor Inspections....................................................................................10 2.5User Inspections.............................................................................................................. 10 2.6Client Direct IT Installation...............................................................................................10 2.7 Technical Advisors......................................................................................................... 11 2.8Statutory Services........................................................................................................... 11 2.9Others.............................................................................................................................. 11 3Commissioning and Integrated Testing Strategy 12

3.1Commissioning................................................................................................................ 12 3.2Integrated Testing............................................................................................................ 12 3.3Building Cause and Effect Testing...................................................................................12 3.4BMS Commissioning....................................................................................................... 13 3.5Preliminary certification for architectural completion........................................................13 3.6Final witness and client acceptance testing.....................................................................13 3.7Building Mains Failure Black Building Test.................................................................13 4Third Party Approvals 14

4.1Building Control............................................................................................................... 14
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Skempton Levels 0 & 1 refurbishment SKEM 0901 Project Close Out-Plan

4.2Fire Officer....................................................................................................................... 14 4.3Local Authority................................................................................................................. 15 4.4Insurers........................................................................................................................... 15 4.5Others.............................................................................................................................. 15 5Files, Logs and Manuals 16

5.1Operation and Maintenance Manuals..............................................................................16 5.2Building Log..................................................................................................................... 17 5.3BREEAM Certification and Rating...................................................................................17 5.4Schedule of other information required by the contract...................................................17 5.5Interim user guides.......................................................................................................... 17 6Client Engagement and Training 18

6.1Client Training................................................................................................................. 18 6.2Spares............................................................................................................................. 18 6.3Tools and Equipment....................................................................................................... 18 6.4Keys 18 6.5Suited locks..................................................................................................................... 18 6.6Utilities handover............................................................................................................. 18 7Contractual Arrangements 19

7.1Take-over certificate........................................................................................................ 19 7.2Completion Certificate..................................................................................................... 19 7.3Insurances/Bonds/Guarantees........................................................................................19 7.4Completion Meeting......................................................................................................... 19 7.5Formal Handover Meeting...............................................................................................20 8Client Occupation/Migration 8.1FF&E 21 8.2Decanting decision point.................................................................................................21 8.3Scientific equipment transfer ..........................................................................................21 8.4Personal effects transfer.................................................................................................. 21 9Post Completion Certificate Issue 22 21

9.1Permit Arrangements....................................................................................................... 22 9.2Public Relations/Press Releases/Marketing....................................................................22 9.3Defects Close Out Strategy and Programme...................................................................22 9.4Latent Defects Reporting Strategy...................................................................................22 9.5Demobilisation Arrangements.......................................................................................... 23 9.6Lessons Learned Workshops.......................................................................................... 23 10Risks to Handover and Close Out 24

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Ove Arup & Partners Ltd Issue 02 September 2009

Skempton Levels 0 & 1 refurbishment SKEM 0901 Project Close Out-Plan

Appendices
Project Close-Out Status Tracker Project Handover Programme Current Defects and Outstanding Works Lists WL Commissioning Programme Witnessing Schedule Site boundary plans Summary of Services Available Services at Handover

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Skempton Levels 0 & 1 refurbishment SKEM 0901 Project Close Out-Plan

Introduction
Objectives The objective of the Project Close-Out Plan for this project is primarily to: 1. Record the joint agreement of the project participants regarding the actions and processes to be followed to achieve a successful handover 2. Communicate the project handover proposals to all project stakeholders 3. Monitor compliance with the plan in the run up to handover Definitions Due to the phased nature of the project, there are two types of completion, summarised below: 1. Architectural completion. The physical installation in the space is complete (may include some known and accepted snag items) however systems that feed the area are not; further access into spaces will be required, by agreement, to reach Final Completion as defined below. Architectural completion means:

Architectural work is complete. Structural work is complete. M&E services physical installation is complete. Life safety and other services required for building control sign-off are operational though may not be finally commissioned. Other services are not commissioned. Interim handover documents (not full O&Ms etc) have been provided. ICL maintenance team has been briefed; a simple user guide for occupants has been prepared (examples included in Appendix H).

2. Final Completion. The physical installation, all testing, commissioning, witnessing are complete and acceptance by ICL has been achieved. Distribution list Once approved this plan will be issued to: Name
Steve Howe Nick Roalfe Roy Dickerson Chas Guirey Ian Gillet Antonio Barbosa Peter Seal Denis Murphy Mary Bown Henry Muss Terry Branch
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Organisation
Imperial College Imperial College Imperial College Imperial College Imperial College Imperial College Imperial College Imperial College Imperial College Imperial College Imperial College
Page 1

Title
Director of Building Projects / Senior Supplier Lead Technical Advisor Technical Advisor (Engineering) Technical Advisor (Maintenance) Technical Advisor (Health and Safety) Technical Advisor (ICT and AV) Technical Advisor (Fire Officer) Technical Advisor (Construction H&S) Technical Advisor (Disabilities) Technical Advisor (Energy) Technical Advisor (Security)
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Skempton Levels 0 & 1 refurbishment SKEM 0901 Project Close Out-Plan

Name
Shaun Crofton Clive Hargreaves Anthony Bull John Grover Will Frame Celia Smith Graham Salter Chris Beckwith Nigel Ames Robin Blanchard Steve Cornwell-Scott / Ray Randall Stefan Piaseki Rose Ting Paul Yazdabadi Peter Bothwell Leo Cole

Organisation
Imperial College Imperial College Imperial College Imperial College Imperial College Arup Wallis Wallis Sheppard Robson Foster + Partners Troup Bywaters + Anders Adams Kara Taylor Davis Langdon Confluence PCM MLM Banyard Associates

Title
User Coordinator (Mech. Eng.) User Coordinator (Civil) User Coordinator (Shared Teaching and Learning) Building Manager Decant Manager Project Manager Project Manager Contracts Manager Fitout Architectural Supervisor Shell and Core Architectural Supervisor MEPH Supervisor Structural Supervisor Cost Manager CDM Coordinator Approved Inspector BMS Validation

Project Close-Out Activities Status, Roles & Responsibilities Matrix Please refer to Appendix A for the project close-out Status Tracker which is a matrix identifying key operations and activities necessary to achieve successful completion of the project and the main stakeholders responsible for them. A lead stakeholder is designated to promote ownership of the activity and that stakeholder is expected to ensure effective communication and cooperation from the inputting stakeholders. The sections of this document relate to the sections of the matrix and provide a more in depth explanation of them. Note that due to the Phased nature of the project, the Revision 1 issue of this report only includes detail for Phase 1 completion dates; Phase 2 will be developed in early 2010. Project Close-Out Programme Please refer to Appendix B for the close-out programme. The sections of the programme also align with the sections of this report. Note that due to the Phased nature of the project, the Revision 1 issue of this report only includes detail for Phase 1 completion dates; Phase 2 will be developed in early 2010.

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Construction Completion Key Milestones


Refer to the area boundaries shown on the plans in Appendix F. 1.1 Milestone 1 Phase 1A architectural completion

Phase 1A is due to be architecturally complete for 26 October 2009 with partial possession of areas of L1 and L2 given from 19 August 2009. It should be noted that whilst Phase 1A services will not be fully commissioned until the final Phase 1 completion life safety systems and those required for operation of the spaces will be. A summary of the services available for handover is included in Appendix G. Supervisor team inspections are scheduled as set out in the handover tracker document included in Appendix A. Spaces covered are summarised below for Mechanical Engineering and RCA workshop areas and Design London space.
Level Level 1 Room Number 150 150A 150B, 150C, 150D, 150F 150E 1C04A Level 2 237 237A 238 238A 238B 238C 238D 2C02 Room Name MEng Student Workshop Lab Workshop Stores MEng Technicians Office Corridor Design London Simulator / Training Room Design London Office / Meeting Room RCA / MEng Workshop Office CNC Room Resin Room FDM Room Corridor

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1.2

Milestone 2 Phase 1B architectural completion

Phase 1B was taken over for architectural completion on 3 August 2009. Note that temporary pedestrian access has been agreed for Wallis operatives moving from 1E into the Durability Labs areas until 1E architectural completion. Any making good of the 1S04 space will be done in parallel with 1E handover works. It should be noted that whilst Phase 1B services will not be fully commissioned until the final Phase 1 completion, life safety systems and those required for operation of the spaces will be. A summary of the services available for handover is included in Appendix G. Supervisor team inspections are scheduled as set out in the handover tracker document included in Appendix A. Spaces covered are summarised below for Civil Engineering specialist testing rooms, offices and storage space.
Level Level 1 Room Number 158A 159 158B 1S04 Level 1.5 Level 2 1M59 236 236A Room Name Specialist testing 2 Specialist testing 1 Locker / shower room Stair core Storage Technicians office Meeting room

1.3

Milestone 3 Phase 1C architectural completion

Phase 1C is due to be architecturally complete for 18 September 2009. (This area has been re-programmed as a result of CO 123 which retained the shear wall) It should be noted that whilst Phase 1C services will not be fully commissioned until the final Phase 1 completion, life safety systems and those required for operation of the spaces will be. A summary of the services available for handover is included in Appendix G. Supervisor team inspections are scheduled as set out in the handover tracker document included in Appendix A. Spaces covered are summarised below for Students Union spaces.
Level Level 1 Room Number 167 Room Name Students Union Go-Kart Area

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1.4

Milestone 4 Phase 1D architectural completion

Phase 1D was taken over for architectural completion on 11 June 2009. Note that Phase 1C services will not be fully commissioned until the final Phase 1 completion, life safety systems and those required for operation of the spaces will be however. A summary of the services available for handover is included in Appendix G. Supervisor team inspections are scheduled as set out in the handover tracker document included in Appendix A. Supervisor team inspections occurred on 3 and 5 June 2009. Spaces covered are summarised below for Civil Engineering workshops.
Level Level 1 Room Number 151 152W1 152 153 152W2 152A 154 155 156 157 1C05 158C Room Name Pump room Hot works Assembly area Formwork prep area Fabrication shop Fabrication shop store Curing room Wet prep room Dry prep room Concrete measuring room Concrete rooms corridor Specimen preparation and casting area

1.5

Milestone 5 Phase 1E architectural completion

Phase 1E is due to be architecturally complete for 18 September 2009. Note that Phase 1E services will not be fully commissioned until the final Phase 1 completion, life safety systems and those required for operation of the spaces will be however. A summary of the services available for handover is included in Appendix G. Supervisor team inspections are scheduled as set out in the handover tracker document included in Appendix A. Spaces covered are summarised below for Civil Engineering Testing Laboratory and Structures Laboratory spaces..
Level Level 1 Level 2 Room Number 158 240 Room Name Testing Laboratory Structures Laboratory

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1.6

Misc other Phase 1 spaces architectural completion

There are a number of other areas where access is required for temporary periods. Final sign-off of these spaces will be aligned with Milestone 6 Phase 1 commissioning completion. Note that Phase 1 services will not be fully commissioned until the final Phase 1 completion, life safety systems and those required for operation of the spaces will be however. A summary of the services available for handover is included in Appendix G. Supervisor team inspections are scheduled as set out in the handover tracker document included in Appendix A. Spaces covered are summarised below for Civil Engineering areas.
Level Level 2 Room Number 240 224 Level 0 004A 008 009 067 (014A) Room Name Structures laboratory Structures laboratory Office Switchroom Substation Store

1.7

Milestone 6 Phase 1F commissioning completion

This section comprises the final commissioning of services installed in Phases 1A-E inclusive, and the completion of works on the roof for Phase 1 plant. This will be the formal handover of systems to ICL for Phase 1 areas. Supervisor team inspections are scheduled as set out in the handover tracker document included in Appendix A. Spaces covered are summarised below for roof plant area.
Level Roof Room Number n/a Room Name Roof plant area

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1.8

Milestone 7 Concrete Durability labs completion

The Concrete Durability Lab areas are due to be complete for 16 October 2009. This will be a formal handover of systems to ICL for the Durability Lab areas. Note also that early access to rooms 228A and 228E will be given from 7 October 2009 for installation of microscopes. A summary of the services available for handover is included in Appendix G. Supervisor team inspections are scheduled as set out in the handover tracker document included in Appendix A. Spaces covered are summarised below for Concrete Durability Lab spaces.
Level Level 1 Room Number 141 141A Level 2 228 228A 228B 228C 228D 228E 228F Room Name Chemical and pore structure, and exposure area Transport area Corridor Scanning microscopy RA office Meeting room NRB office Optical microscopy Preparation area

1.9

Milestone 8 Phase 2 completion

Phase 2 areas are due to be complete for 23 July 2010. This will be a formal handover of systems to ICL for all Phase 2 areas and final completion of the SKEM 0901 project. Note that some areas below will be handed back earlier than the final completion (e.g. reception area etc). Final details to be confirmed. Supervisor team inspections are to be confirmed during the development of the Phase 2 programme. Spaces covered are summarised below for Shared teaching and adjacent core spaces.
Level Level 0 Room Number 060A 060B 060C 062 0S02 061 063 064A 064B 019
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Room Name Teaching space 1 Teaching space 2 Teaching space 3 Learning centre Staircase LT Storage 1 Storage 2 Teaching space 4 Teaching space 5 Store 4
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Level Level 0 (cont.)

Room Number 068 0C01, 0C02 065 054 0S01 028 057 0C03

Room Name Comms room Internal corridors Store 3 Cleaners closet West lobby Corridor Male WC East lobby Teaching space 6 Corridor / escape Lecture theatre Risers Teaching space 7 Store 4 Store 1 Reception Corridor Disabled WC East Skempton entrance lobby Consumables store Chemical store Cleaners office Female Cleaners changing room Male cleaners changing room L0M lobby

Level 1

163 1C02, 1C03 164 1R01, 1R02, 1R03, 1R04 165 166 161 160 1C01 162 1S03

Level 0.5

0M36A 0M36B 0M36C 0M36D 0M36E 0MC01

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Inspection Strategy
2.1 Contractor Inspections As areas become ready, Wallis subcontractors will snag their works and offer to Wallis for inspection. Wallis will check the works and issue a corrective action report. Once this is completed the area of works will be offered for supervisor inspection. All of the snagging will be documented and available as a central file for supervisors to review as they visit site. In parallel to this Users can arrange for site visits periodically to check on works progress and suitability. This will be recorded by Wallis and added to file. Finally whilst commissioning works are progressing in Phases 1A-E inclusive, any further final de-snagging will be carried out so that the areas can be handed over completed at Phase 1 final completion. The strategy for Durability Labs and Phase 2 will be similar however the majority of de-snagging is expected to be carried out prior to completion. Training and familiarisation will be carried out at a suitable time with the users and maintenance teams and other ICL stakeholders as appropriate, this will be developed in later issues of the plan. 2.2 Architectural Supervisor Inspections

Sheppard Robson will carry out the architectural supervisor inspections for the fitout areas; Foster + Partners will carry out the architectural supervisor inspections for the shell and core areas. The process will be generally that Wallis carries out its inspection, followed by the novated architectural team. A list of defects, managed by Wallis, will then be circulated to the supervisor team and project manager. Wallis will advise the supervisor that works are available for inspection once these have been rectified. Supervisor inspections will be carried out with Wallis representative to ensure clear understanding of the issues raised. Snags raised by the supervisor will be maintained in a single register by the supervisor and issued to Wallis. Final inspections will be carried out prior to occupation to confirm that any snags raised by the supervisor have been addressed. Supervisors will then advise the project manager if the works are in accordance with the design intent and list any outstanding defects. Architectural inspections are scheduled as set out in the tracker document in Appendix A

2.3

M&E Inspections

Wallis snagging / inspection sheets will be issued to TBA (for information) and closed-out by the contractor. TBA will be invited to inspect areas when the items listed on Wallis snagging sheets have been cleared. TBA will produce their own snagging sheets and issue them to the team commenting on compliance with employers requirements and incorporation of drawing comments previously issued. The M&E supervisors will coordinate with ICL Engineering and Maintenance staff to arrange their attendance at inspections as deemed appropriate. M&E inspections are scheduled as set out in the tracker document in Appendix A.

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2.4

Structural Supervisor Inspections

Throughout the construction process, AKT has visited site to review and comment on the quality of the works being constructed by Wallis. These comments have been recorded on Supervisor Site Visit record sheets which are issued to Wallis and circulated to the other members of the Supervisor group. Where defects have been witnessed, this has been discussed with Wallis on site with remedial measures agreed. As part of the final inspection AKT will carry out a site walkround reviewing the final quality of the work, marking up drawings to show any remaining defects that require to be remedied before the works can be signed off. Particular defects that will be noted include areas where concrete spillage has occurred on to beams below, damage to intumescent paint on steelwork etc. The record of defects will be issued to Wallis and a date arranged for final inspection of the works during which each area will be reviewed to ensure that all defects noted have been actioned. Structural inspections are scheduled as set out in the tracker document in Appendix A. 2.5 User Inspections

Users will be invited to attend inspections with the supervisors however some comments may be received separately. These comments will be evaluated by the supervisor team and the project manager and will either be added to supervisor snag sheets or managed via the change control process. 2.6 Client Direct IT Installation

The requirements for Client Direct IT inspections are generally as set out below. The programme for inspections and commissioning of the ICT services needs to be developed in conjunction with the BMS commissioning programme. IT installation inspections are scheduled as set out in the tracker document. The M&E supervisor will inspect areas as part of their general inspections and then coordinate with the ICL ICT Technical Advisors regarding final acceptance. 2.6.1 Data services Patching schedules for the data outlets that will need to be livened prior to occupation will be provided by the project manager with input from the users. User confirmation of outlets is required 3 weeks prior to occupation, the details will be provided by users to the project manager. 2.6.2 Telephone services As for data services; patching schedules are required 3 weeks prior to occupation. Ordering of telephones etc will be done by users directly. 2.6.3 AV installation The AV installation for Phase 2 is to be confirmed but is intended to be carried out by Reflex as a client direct order and is the responsibility of (to be advised) at ICL. Details of the AV installation methodology are to be developed. AV installation inspections will be scheduled as set out in the tracker document.

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2.7

Technical Advisors

The Technical Advisors are NOT required to sign-off the building under ICL procedures, after inspecting the building, in order for practical completion to be given but should be invited to inspect and give comments prior to the completion certificate being issued. Note that because of the separation of architectural and final completion for Phase 1 areas, not all Technical Advisors may require to inspect the spaces. Technical Advisor inspections are scheduled as set out in the tracker document.
Technical Advisor Lead Technical Advisor Engineering Maintenance Fire Security Disabled access IT Energy Safety Name Nick Roalfe Roy Dickerson Chas Guirey Peter Seal / Tim Ashton Terry Branch Mary Bown Antonio Barbosa Henry Muss Ian Gillett Architectural completion Yes Yes Yes Yes Yes No Yes No Yes Final completion Yes Yes Yes Yes Yes Yes Yes Yes Yes

2.8

Statutory Services

ICL EDF engineer to be involved with all HV works associated with transformer replacement works being undertaken during Phase 1 and 2. The transformer/low voltage scheme is still under development therefore detailed method statements, including testing, commissioning, inspections and hand-over will be developed. 2.9 Others

Arup Project Management is not aware of any other inspections that are required prior to handover.

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Commissioning and Integrated Testing Strategy


3.1 Commissioning During commissioning the various installations and plant items are tested and balanced as individual entities to ensure that they perform to the required design duties. The culmination of the individual testing establishes the completeness of the systems and by definition the building to proceed into the integrated testing processes. Wallis is responsible for commissioning; a draft commissioning programme has been developed and issued to TBA for review. Details will be confirmed during September 09 and will be included in Appendix D in later revisions of this plan. The commissioning programme will identify important milestones for monitoring the progress of commissioning at a strategic level. These are: o o o o Provision of temporary and final power to plant. Delivery of BMS panel. Water treatment. Others to be determined.

TBA (M&E general) and Banyards (BMS) are responsible for witnessing the commissioning. Progress on key milestones will be recorded against the tracker in Appendix E. Note that for the Phase 1A-E spaces, final commissioning of services will not be completed at handover for occupation. Access will be required (at times to be agreed with users) into these spaces to carry out commissioning works. 3.2 Integrated Testing

This period is specifically to ensure that all of the above is definitively integrated as determined by the design and specification requirements and incorporates all of the design changes instructed throughout the duration of the installations. Dates for the testing of integrated systems will be included in the commissioning programme, currently under development for Phase 1 between Wallis and TBA. Note that TBA will liaise with Banyard Associates with reference to the BMS handover items.
Systems Mechanical systems and plant controls interconnections verified Electrical systems and plant controls and interconnections verified Fire alarm systems and control/annunciation panels verified BMS fully integrated with all services plant and systems verification Phase 1 TBC TBC TBC TBC Durability Labs TBC TBC TBC TBC Phase 2 TBC TBC TBC TBC

3.3

Building Cause and Effect Testing

The fire alarm cause and effect strategy has been issued and approved. Testing and certification will be provided for the following systems, timing to be confirmed as for 3.2:
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Systems Fire alarm Sprinkler system Wet riser system Mechanical systems interface Electrical systems interface BMS and controls interface with all above

Phase 1 TBC TBC TBC TBC TBC TBC

Durability Labs TBC TBC TBC TBC TBC TBC

Phase 2 TBC TBC TBC TBC TBC TBC

3.4

BMS Commissioning

The witnessing schedule for BMS is to be developed and will be included in Appendix E of later revisions of this report. The requirements and process for this are set out in ICL Technical Policy Statement EN3. TBA and Banyard Associates will liaise on preparation of the formal commissioning program. 3.5 Preliminary certification for architectural completion

As services will not be complete in a number of instances at architectural completion, 3.6 Final witness and client acceptance testing

To be done during client training sessions or by agreement; timing to be confirmed with the commissioning programmes for Phase 1, 2 and the Durability labs. Arup is not aware of any specific systems requiring testing by ICL over and above the supervisor and independent witnessing engineer tests. 3.7 Building Mains Failure Black Building Test

If required, this will be done post contract because the main plant and back up systems are all part of the base build. Timing for this would need to be carefully planned and agreed with all building occupants well in advance to avoid disruption to ongoing research. The requirement for this testing will need to be developed with ICL as the building transformers are being changed by the project.

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Third Party Approvals


4.1 Building Control Because of the phased nature of the handovers, there will be a series of interim inspections. Dates are set out in the tracker document; inspections will generally be carried out as follows:

3 weeks prior to occupation, Wallis to advise MLM who will notify the local authority. MLM will carry out inspection of life safety systems prior to handover for occupation and issue relevant certification.

Note that for Phases 1A-E inclusive, partial final certificates will be issued by MLM, i.e. confirming that systems are operational but not fully complete. MLM have advised that they require the following things ready for inspection for each Phase:
Item BS5266 emergency lighting design, installation and commissioning certificates and to witness a random key switch test. Architectural completion Yes Final completion Yes Comments Fire safety information must be provided to building users prior to occupation. Fire safety information must be provided to building users prior to occupation.

BS5839 fire alarm design, installation and commissioning certificates and witnessing of a random test.

Yes.

Yes

Witnessing of a random electromagnetic door device such that it should drop out on activation of fire alarm, or breakage of green break glass point. Access statement form the designer to cover any variations from Approved Document M Confirmation that the CIBSE designed rates for ventilation in relevant chemistry/laboratory environments are commissioned and achieved as they were designed. Witnessing of an air test on a random sample of drainage. Witnessing of a random damper slam test. Confirmation that comments raised during the design approval stage have been addressed.

Yes

Yes

Yes Yes

Yes Yes

Yes Yes Yes

Yes Yes Yes

4.2

Fire Officer

Because of the phased nature of the handovers, there will be a series of interim inspections. Dates are set out in the tracker document; inspections will generally be carried out as follows:
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Architectural completion Phases 1A-E inclusive. Inspection of spaces to confirm signage, extinguishers, escape routes are clear. Final completion Phase 1, Durability Lab, Phase 2. As for architectural completion and also demonstration of fire system operation.

Extinguishers and signs will be ordered by the project manager following agreement of the locations with the fire officer. 4.3 Local Authority

4.3.1 Schedule of planning conditions and compliances Conditional planning approval has been granted and the conditions can be summarised as follows:

Working time restrictions. Restrictions on vibration transmittance to adjacent properties. Approval of samples and drawings for new curtain walling and plant screen louvers. Submittal of noise report after the installation and commissioning of all plant has taken place.

Wallis is working in accordance with the restrictions imposed and have made all necessary submissions as they have become available. Confirmation is awaited on whether this process has now closed out. 4.3.2 Planning Certification Not applicable. 4.4 Insurers

ICL has confirmed that insurance automatically changes at handover. 4.5 Others

Arup are not aware of any other third approvals required.

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Files, Logs and Manuals


This section covers files, logs and manuals that must be complete in order for the Completion certificate to be issued, as stated in the Works Information. Note that there will be three sets of O&Ms prepared: Phase 1, Durability Labs then a combined Phase 1 and 2 and Durability Labs document. 5.1 Operation and Maintenance Manuals

Confluence PCM is the CDM coordinator for the project and is overseeing the production of the record information.
Item Phase 1A-E architectural completion Refer to tracker document. n/a n/a n/a Phase 1 final completion TBC TBC TBC TBC Durability lab final completion TBC TBC TBC TBC Phase 2 final completion TBC TBC TBC TBC

Information provided for preliminary occupation Final document submitted for supervisor team approval Comments incorporated by manual provider Final document issue

5.1.1 H&S Information Confluence PCM are preparing the H&S information with input from Wallis. 5.1.2 Operation and Maintenance Information The operation and maintenance manual will be produced by a Wallis subcontractor. The manual will be broken down into sections and issued to the relevant supervisor for approval on the dates listed above. Preliminary O&M information, as-built records and fire safety information will be retained on site by Wallis (or as agreed with the ICL maintenance staff) for reference out of hours or as required following architectural completion of spaces. A briefing review will be held with the Green team prior to each occupation. Preliminary information of the ICT installation will be issued to ICL ICT prior to occupation. 5.1.3 Test Certificates Preliminary test certificates will be provided by Wallis and issued with the draft issue of O&M information. Any updates will be issued first to the relevant supervisor for comment and agreement that the updated certificate will be included in the final O&M manual. 5.1.4 As Built Information Preliminary as built information will be provided by Wallis and issued with the draft issue of O&M information and shall be subject to the same approval process as construction documents during the design phase. Any updates will be issued first to the relevant supervisor for comment and agreement that the updated information will be included in the final O&M manual. 5.1.5 Document Collation, Distribution and Handover To be confirmed with ICL in late 2009 prior to Phase 1 final completion. 5.1.6 Building fabric manual Confluence PCM are preparing the building fabric manual.
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5.2

Building Log

The Part L regulations requires that building owners be provided with summary information about a new or refurbished building, its building services and their maintenance requirements in a Building Log book to provide details of installed services plant and controls, their methods of operations and maintenance, and other details that collectively enable energy consumption to be monitored and controlled. The Building Log book will be produced in parallel with the Phase 1, Durability Labs and combined Phase 1, 2 and Durability Labs O&M manuals. Preliminary log books are not intended to be provided at architectural completion of Phases 1A-E. 5.3 BREEAM Certification and Rating

The BREEAM assessment is underway by TBA, Details will be added as this progresses in late 2009. 5.4 Schedule of other information required by the contract

Wallis shall submit final site waste management information prior to sign-off of Phase 2. 5.5 Interim user guides

At architectural completion, a short summary user guide setting out responsibilities for maintenance and describing limitations on service provision in the areas. This guide will be provided by Arup to coincide with the Technical Advisor inspections.

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Client Engagement and Training


6.1 Client Training The schedule of client training is to be developed by Wallis prior to the completion of Phase 1 commissioning. For the architectural completions of Phases 1A-E, Wallis and TBA will review new systems and preliminary record information with users and the ICL maintenance team. 6.2 Spares

6.2.1 Architectural Spares None proposed. 6.2.2 MEP Services Spares Wallis to propose a list of recommended spares for ICL approval.

6.3

Tools and Equipment

None specified. 6.4 Keys

The following keys are to be provided at handover. Keys to be provided at Handover 1. 2. 3. Distribution boards, plant enclosures, risers etc. Codes for digi-locks Keys for suited locks provided by ICL. By Who? Wallis Wallis ICL

6.5

Suited locks

A schedule of suited locks is being prepared by Clive Hargreaves of the Civil Engineering department with input from Terry Branch. Locks will be provided by the users for fixing by Wallis, the target date for providing locks is 3 weeks prior to handover. 6.6 Utilities handover

To be confirmed with ICL during agreement of the HV works.

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Contractual Arrangements
7.1 Take-over certificate Take-over certificates are intended to be issued at the architectural completion of Phases 1A-E. These will be issued by Arup Project Management upon receipt of confirmation from the supervisors that the all items within the agreed scope for those sections are complete. 7.2 Completion Certificate

Arup Project Management will issue a contract completion certificate for Phases 1, Durability Labs and Phase 2 when all the works covered under those phases are complete. There is also an ICL certificate of completion which will be issued at the same time. 7.3 Insurances/Bonds/Guarantees

Imperial College are to confirm that completed works will be insured from the date of Completion. 7.4 Completion Meeting

Meetings will be held at the times set out below to review any Supervisor/Technical Advisor/User comments and confirm that all concerned are happy that the project will be ready for completion and handover by dates set out below. The following people are requested to attend:
Attendees Clive Hargreaves Shaun Crofton Steve Howe Nick Roalfe Technical Advisors Supervisors John Grover Graham Salter Yes Yes Yes (see list in Section 2) Yes Architectural completion Yes Yes Final completion Yes Yes Yes Yes Yes Yes Yes Yes

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7.5

Formal Handover Meeting

A formal handover meeting will be held prior to completion of Phase 1, 2 and Durability labs, dates to be confirmed (this may be rescheduled if works are not finished), for final confirmation that the project is complete and ready to be handed over to ICL. The following people are requested to attend:
Attendees Clive Hargreaves Shaun Crofton Steve Howe Nick Roalfe Technical Advisors Supervisors John Grover Graham Salter Final completion Yes Yes Yes Yes Yes Yes Yes Yes

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Client Occupation/Migration
8.1 FF&E Access for installation of client FFE will be given from the day after completion of Phases 1A-E, Durability Labs and Phase 2. Fire extinguishers due to be installed in each phase prior to occupation. Phase 1D installation is to be confirmed.

8.2

Decanting decision point

The decision point for decant will be established for each phase. All decants for Phase 1 and Phase 2 works have now been completed. Confirmation is required on minor core areas which still need to be cleared.

8.3

Scientific equipment transfer

ICL is arranging for the relocation of existing or provision of new scientific equipment into completed spaces. Access will be available after architectural completion for Phases 1A-E and Durability Lab areas (with early access for microscope installation in the Durability lab as set out in 1.8 above).

8.4

Personal effects transfer

To be carried out by ICL. Access will be available from the architectural completion for Phases 1A-E and after completion of the Durability Lab and Phase 2.

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Post Completion Certificate Issue


9.1 Permit Arrangements Arrangements for permits to access handed over (Phases 1A-E) are to be agreed with the users and building manager.

9.2

Public Relations/Press Releases/Marketing

Nothing planned at present.

9.3

Defects Close Out Strategy and Programme

This section covers defects known at handover. Wallis to agree a programme for the resolution of known defects at completion; this will be developed and agreed with Arup and the supervisors and access will be agreed with building management, users, and the Greent Team if occupied spaces are affected. Contacts for agreement of the defect resolution: Shaun Crofton / Clive Hargreaves John Grover Chas Guirey / Green Team Graham Salter

9.4

Latent Defects Reporting Strategy

The proposed process for dealing with latent defects will be developed and outlined in Appendix I of later revisions of this report. The intention is to capture all defects through the ICL helpline then either fed through to Arup Project Management for action as snags or dealt with by Facilities Management if a building maintenance issue. Any issues identified as snags will be added to the central snag list for record purposes. The snagging list will be categorise snags as to whether remedial works can be done immediately or during planned periods (e.g. out of term time). A meeting will be held with ICL and Wallis to ensure that all parties understand the process involved.

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9.5

Demobilisation Arrangements

9.5.1 Archiving To be developed prior to Phase 1 commissioning completion date in December 09. 9.5.2 Contractor accommodation, Welfare and Storage To be developed. 9.5.3 Plant, Equipment and Materials To be developed. 9.5.4 Logistics and Security To be developed.

9.6

Lessons Learned Workshops

To be developed.

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10
Risk

Risks to Handover and Close Out


Probability Impact Action Who

Works not complete in time for inspections to be carried out Additional ICL requirements prior to handover not identified.

3 1

2 2

Wallis to programme works to allow sufficient time for inspections. All parties to provide input to the handover plan to identify requirements.

Wallis ICL / Supervisors / Arup

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Appendix A Project Close-Out Status Tracker


To be developed on receipt of Wallis revised Phase 2 Programme.

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Appendix B Project Handover Programme


To be developed in conjunction with the commissioning programmes.

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Appendix C Current Defects and Outstanding Works Lists


Live document in development with Wallis..

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Appendix D WL Commissioning Programme


To be developed.

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Appendix E Witnessing Schedule


To be developed.

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Appendix F Site boundary plans

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Appendix G Summary of Services Available Services at Handover


To be developed.

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Appendix H Interim Handover User Guide Example

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Appendix I Duty Holder Inspections


To be developed.

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