WORKS HANDOVER CERTIFICATE

rev 3: 5th August 2009

XXXXXXXPL:

Submitted by <<Managers Name>>

<<PROJECT

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

1.2

NAME>>

Representing

Position

City University

P&F Responsible Mgr

Kevin OConnor

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

The precise list of attendees will depend on the project but is expected to generally
include:

2.0
2.1

Contractor and significant subcontract representative(s) (at Contract Manager level)

CDM Coordinator

Contract Administrator

Design Team representatives from each company

Cost Manager

P&F stakeholders

User/customer stakeholders

Maintenance team representative

AGENDA FOR HANDOVER MEETING

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

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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

Practical Completion
certificate

Attached
(yes or N/A)

Yes

Provider

Contract Administrator

Certification
(list and include any other certification required)
No

Item

Fire Alarm certification

Yes

Main Contractor

Emergency Lighting certs

Yes

Main Contractor

Electrical test certs

Yes

Main Contractor

Lifts Certificates of
conformity
Written Schemes etc required
by the Pressure Regulations

Yes

Main Contractor

Yes

Main Contractor

Attached
(yes or N/A)

Provider

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
(yes or N/A)

Provider

Building Control completion

Yes

BC/Approved Inspector

LA Planning discharge
notices

Yes

Local Authority

Operation and Maintenance Information

No

Item

Attached
(yes or N/A)

Current list of Isolations

Yes

Main Contractor

Information to identify
systems, locate components,

Yes

Main Contractor

City University Property & Facilities Commercial in confidence

Provider

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make isolations etc

3

Asset and PPM Schedule

Yes

Main Contractor

Plant running log and

maintenance carried out to
date
List of spares (and location)
handed over to CU
List of tools (and location)
handed over to CU

Yes

Main Contractor

Yes

Main Contractor

Yes

Main Contractor

5
6

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

List of outstanding Project

Handover Record information

Attached
(yes or N/A)

Yes

Provider

Main Contractor

Commissioning
(records of testing and witnessing for all systems showing parameters measured and
results obtained signed off by relevant parties)
No

Item

Commissioning records

Attached
(yes or N/A)

Yes

Provider

Main Contractor

Training
(written records of training carried out: when, content and attendees signed)
No

Item

Training records

Attached
(yes or N/A)

Yes

Provider

Main Contractor

Completion of the Works

No

Item

Snagging list (signed by

contractor and lead designer)

Attached
(yes or N/A)

Yes

Provider

Main Contractor

Final Account
No

Item

Draft Final Account statement

Attached
(yes or N/A)

Yes

Provider

Cost Manager/Contractor

Practicalities
(develop as necessary)
No

Item

Attached
(yes or N/A)

List of keys handed over

Yes

Contractor

List of filters changed, lamps

replaced etc

Yes

Contractor

City University Property & Facilities Commercial in confidence

Provider

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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
5.1

CONSTRUCTION STAGE STAKEHOLDER SIGN OFF

Statements describing activities of programme definition.
Name

Representing

Position
Main Contractor Representative

Signature and date

Basis for sign off

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).

Comments/qualification
(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

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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
5.3

This list shall be developed in line with project circumstances.

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

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