WORKS HANDOVER CERTIFICATE

rev 3: 5th August 2009

XXXXXXXPL: <<PROJECT NAME>>

Submitted by <<Manager’s Name>> Date of Handover: xx/xx/xx

1.0 HANDOVER MEETING ATTENDEES

1.1 The following have been invited to attend the formal Handover Meeting (please
complete/amend as appropriate):

Name Representing Position

City University P&F Responsible Mgr

Kevin O’Connor City University Operations Manager (Property)
David Wilkin City University Lead Maintenance Manager
Roger Ward City University Deputy Director (Property)
Richard Mansfield City University Head of Security

1.2 The precise list of attendees will depend on the project but is expected to generally
include:
o Contractor and significant subcontract representative(s) (at Contract Manager level)
o CDM Coordinator
o Contract Administrator
o Design Team representatives from each company
o Cost Manager
o P&F stakeholders
o User/customer stakeholders
o Maintenance team representative

2.0 AGENDA FOR HANDOVER MEETING

2.1 The following items shall be covered and minuted:

A. Walkround to confirm completeness, quality of installation and removal of all

temporary installations and rubbish clearance.

B. Handover of all keys, security codes etc, properly organised and scheduled.
Confirmation that all temporary locks have been removed.

City University Property & Facilities – Commercial in confidence Page 1 of 6

 C. Confirmation of re-lamping, replacement of filters or any other such requirements.

D. Confirmation of Defects Liability Period and any other contractual issues outstanding

E. Arrangements for closing out the Final Account.

F. Arrangements for closing out any Project Handover Record Information issues.

G. Sign off by construction stage Stakeholders.

3.0 WORKS HANDOVER CHECKLIST

3.1 The following is a minimum list to be handed over. THIS DOES NOT SET OUT
THE FULL REQUIREMENT FOR HANDOVER OF TECHNICAL RECORD
INFORMATION.
3.2 Refer to City University Property Standard: “Project Handover Record
Information”:

Contract documentation
(list and include any other documentation required by the contract)
No Item Attached Provider
(yes or N/A)
1 Practical Completion Yes Contract Administrator
certificate

Certification
(list and include any other certification required)
No Item Attached Provider
(yes or N/A)
1 Fire Alarm certification Yes Main Contractor
2 Emergency Lighting certs Yes Main Contractor
3 Electrical test certs Yes Main Contractor
4 Lifts – Certificates of Yes Main Contractor
conformity
5 Written Schemes etc required Yes Main Contractor
by the Pressure Regulations

Approvals (3rd party)

(include any Licences or other statutory approvals eg English Heritage, required to be
closed out. Also any requirements of CU insurers)
No Item Attached Provider
(yes or N/A)
1 Building Control completion Yes BC/Approved Inspector
2 LA Planning discharge Yes Local Authority
notices

Operation and Maintenance Information

No Item Attached Provider
(yes or N/A)
1 Current list of Isolations Yes Main Contractor
2 Information to identify Yes Main Contractor
systems, locate components,

City University Property & Facilities – Commercial in confidence Page 2 of 6

 make isolations etc
3 Asset and PPM Schedule Yes Main Contractor
4 Plant running log and Yes Main Contractor
maintenance carried out to
date
5 List of spares (and location) Yes Main Contractor
handed over to CU
6 List of tools (and location) Yes Main Contractor
handed over to CU

Record Information
List any items required by the City University Property Standard: “Project Handover
Record Information” that are to follow after Handover (and when)
No Item Attached Provider
(yes or N/A)
1 List of outstanding Project Yes Main Contractor
Handover Record information

Commissioning
(records of testing and witnessing for all systems showing parameters measured and
results obtained – signed off by relevant parties)
No Item Attached Provider
(yes or N/A)
1 Commissioning records Yes Main Contractor

Training
(written records of training carried out: when, content and attendees – signed)
No Item Attached Provider
(yes or N/A)
1 Training records Yes Main Contractor

Completion of the Works

No Item Attached Provider
(yes or N/A)
1 Snagging list (signed by Yes Main Contractor
contractor and lead designer)

Final Account
No Item Attached Provider
(yes or N/A)
1 Draft Final Account statement Yes Cost Manager/Contractor

Practicalities
(develop as necessary)
No Item Attached Provider
(yes or N/A)
1 List of keys handed over Yes Contractor
2 List of filters changed, lamps Yes Contractor
replaced etc

City University Property & Facilities – Commercial in confidence Page 3 of 6

City University Property & Facilities – Commercial in confidence Page 4 of 6
4.0 POST CONTRACT ARRANGEMENTS

4.1 A Post Contract Handbook is attached giving the following information where
applicable:

a. Contact details for all parties (including emergency call out)

b. General access arrangements for the carrying out of any further work
c. The process for collation of observed defects and their resolution
d. Timetable and arrangements for closing out all snagging items
e. Arrangements for the identification of Post Contract Additional items

5.0 CONSTRUCTION STAGE STAKEHOLDER SIGN OFF

5.1 Statements describing activities of programme definition.

Name Representing Position

Main Contractor Representative

Signature and date

Basis for sign off
Comments/qualification
(if none, state ‘none’)
Satisfied that the works have been implemented in accordance
with the Contract. Any instances of non-compliance with the
Contract are noted below (if none, state “none”).

Name Representing Position

City University P&F Responsible Mgr

Signature and date

Basis for sign off Satisfied that the works have been implemented in accordance
with the Contract
Comments/qualification
(if none, state ‘none’)

Name Representing Position

City University P&F Lead Maintenance Manager

Signature and date

Basis for sign off Satisfied that the works have been implemented to relevant P&F
Property Standards
Comments/qualification
(if none, state ‘none’)

Name Representing Position

Design Team Leader

City University Property & Facilities – Commercial in confidence Page 5 of 6

 Signature and date

Basis for sign off Satisfied that the works have been implemented in accordance
with the Contract
Comments/qualification
(if none, state ‘none’)

5.2 This list shall be developed in line with project circumstances.

5.3 Nothing in this document shall override the City University Property Standard:
“Project Handover Record Information”.

ATTACHMENTS

MINUTES OF THE FORMAL HANDOVER MEETING

ITEMS DESCRIBED AT SECTIONS 3 AND 4 ABOVE (list)

City University Property & Facilities – Commercial in confidence Page 6 of 6