2014-2015ASSET WORKS PROGRAM

BUILDINGS AND FACILITIES HANDOVER/TAKEOVER PLAN

PROJECT NAME:

PROJECT NUMBER:

PROJECT LOCATION:

HANDOVER DATE:

VERSION: 1.0

TRIM FILE: FO8546

PROJECT CLIENT:
PROJECT END USER:

Endorsement
The parties endorse the Handover/Takeover Plan for this project. The signing of this document
accepts the handover of the asset. The project client is responsible for following up any
outstanding external funding required to be claimed for this project at the time of handover.

Project Management Project Client End User

Representative Representative Representative

NAME: NAME: NAME:

POSITION: POSITION: POSITION:

…………………………….. …………………………….. ……………………………..

Signature Signature Signature
Contents
1.0 Key Stakeholders ................................................................................... 3
2.0 Takeover Plan - activities ....................................................................... 3
3.0 Operational and Maintenance Manuals, Spare Parts List and
Warranties Checklist .............................................................................. 4
3.1 Buildings and Facilities Checklist ........................................................... 5

The purpose of this document is to mark the completion of the project and
completion of construction pertaining to new or renewal of buildings and
facilities assets by confirming that the essential contractual and other project
closure activities have been completed.

This document transfers the asset, deliverables and all ongoing administrative
functions to the Project Client and Project End User with the exception of the
Defects liability period and its documented defect listing.
1.0 Key Stakeholders

The following officers are responsible for approval and sign off on the takeover plan
and its amendment, and final completion of the commissioning, handover and
takeover process for this project.

Project Manager Name:

Representative: Position:
Project Client Name:
Representative: Position:
End User Name:
Representative: Position:
Builder/Contractor Name:
Representative: Position:
Other Name:
Representative: Position:

2.0 Takeover Plan - activities

The roles and tasks undertaken by the Project Manager, Client representative and
End User representativeto facilitate actual use/occupation of the new facility are
outlined below.

Task Description Responsible Completed

Officer Date
Issue Instruction to Project End User to commence Project Client
service/maintenance
Supply relevant safe work methods to Project End Project Manager
User
Move/Install furniture, equipment supplies Project End User
Communications, PABX, handsets etc Project Manager
Data Access
Supply and issue of keys to Project End User Project Manager
Schedule Project End User induction Project Manager
Issue Building Users’ Guide to Project Client Project Manager
Issue Utility Management Plan to Project Client Project Manager
Issue User Guide to Project Client Project Manager
Issue Operation and Maintenance Manuals Project Manager
Storage of O&M Manuals Project Client
Issue of ASCON Drawings toSurvey and Design Project Manager
Team and Project Client Representative
Installation of Fire Evacuation Procedures and Project Manager
signage as applicable
Complete Lessons Learned Register Project Manager
Submission of Asset Register Notification Form to Project Manager
Finance
Reconciliation of Project budget Project Manager
Provide Final Project Costing Report to Project Project Manager
Client
TRIM project documentation Project Manager
Project Team Close out Meeting All
 Task Description Responsible Completed
Officer Date
Project closed on C&CO Quarterly Reporting Project Manager
AMS data input Project End User

3.0 Operational and Maintenance Manuals, Spare Parts List and

Warranties Checklist
ISSUED BY AND DATE
Hydraulic

Electrical / Fire / Communications

Mechanical

Security Alarm System

Access Control System

Other (please specify)

3.1 Buildings and Facilities Maintenance Index

The list below should be used as the Operation Maintenance Manual Index

1.0 Handover Phase YES/NO/N/A

1.1 AWP Handover Plan Signed Copy YES/NO/N/A
1.2 Operations and Maintenance Manual Index YES/NO/N/A

2.0 Defects Liability

2.1 Starts: (insert date)
2.2 Ends: (insert date)
2.3 List of Outstanding Defects/Outstanding Works complete YES/NO/N/A

3.0 Keys
3.1 Tagged keys and key list provided to X YES/NO/N/A
3.2 Plant Rooms have been keyed to X YES/NO/N/A

4.0 As-Constructed Drawings and Information

4.1 Schedule 1 for as built drawings (hard & electronic complete) YES/NO/N/A
4.2 Final Date by which as-constructed drawings given to X YES/NO/N/A
4.3 Underground Services Drawings (Reticulation) YES/NO/N/A

5.0 Operation and Maintenance

5.1 Essential operating instructions in place YES/NO/N/A
5.2 Plant room logbooks and wiring diagrams in place YES/NO/N/A
5.3 Note if specialist maintenance manuals separate from parent YES/NO/N/A
operating manual
5.4 Schedule 2 for operating (and maintenance manuals) is YES/NO/N/A
completed
5.5 Program for provision of all manuals provided YES/NO/N/A
5.6 Occupancy Certificates YES/NO/N/A

6.0 Maintenance
6.1 Contractors nominated and maintenance point of contact for YES/NO/N/A
preventative and reactive maintenance during defects liability
period provided
6.2 Contacts for after hours emergency maintenance supplied to YES/NO/N/A
Client
6.3 Gas/Water/Power meter numbers and NMI YES/NO/N/A
7.0 Training
7.1 Details of training to be provided by contractor to client on YES/NO/N/A
building systems
7.2 Details of training for telecommunications/IT passed to YES/NO/N/A
Information Solutions

8.0 Furniture and Portable Items excluding fire extinguishers

8.1 Client has received a list of all items provided YES/NO/N/A
8.2 Client has acknowledged receipt of items as listed YES/NO/N/A

9.0 Plant Commissioning and Test results

9.1 Plant certification certificates statutory test and commissioning YES/NO/N/A
results attached
9.2 Test certification displayed on equipment as required by YES/NO/N/A
regulation
9.3 List fixed plant and equipment completed; passed to project YES/NO/N/A
coordinator
9.4 Plant and Equipment servicing schedules provided YES/NO/N/A
9.5 Servicing responsibilities during the DLP have been clearing YES/NO/N/A
defined and agreed by Operations and Project Management
9.6 Electrical installation final report/Licence/Sewer, Water, YES/NO/N/A
Drainage and Gas final report/Licence trades
10.0 Fire Protection Equipment
10.1 All equipment installations, compliance checks and YES/NO/N/A
commissioning completed in accordance with specified
requirements
10.2 There is a maintenance regime in place during the defects YES/NO/N/A
liability period for all fire protection equipment in accordance
with the relevant sections
10.3 Client/Operations to install fire extinguishers after hand over YES/NO/N/A
10.4 Fire safety statements secured in building YES/NO/N/A

11.0 Security
11.1 Security accreditation inspections have been completed and YES/NO/N/A
passed
11.2 Test Certificates for security systems and alarms and access YES/NO/N/A
control systems provided
11.3 Operating and Maintenance manuals for security systems, YES/NO/N/A
alarms, and access control systems provided (Schedule 2)
12.0 Fuel Tanks, Gas Storage and Water Tanks
12.1 Details have been provided for fuel, gas storage and water YES/NO/N/A
tanks required to be filled by contractor

13.0 Telecommunications
13.1 Telecommunications system commissioned and connected to YES/NO/N/A
PABX as required
13.2 Warranties and cabling certifications provided to BMCC IT YES/NO/N/A
section for corporate operational systems

14.0 Environment and Heritage Requirements

14.1 Environment and Heritage requirement checklist has been YES/NO/N/A
completed