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This document provides guidance to the relevant parties on requirements for project handover information at practical completion and, in particular, the required structure and contents of building Operating & Maintenance manuals. It also specifies other information and items to be provided at handover stage.

The purpose of providing this guidance is to ensure the appropriate information is provided, in a consistent format, to ensure a smooth transition between the construction team and the future operators of the completed facilities.

For the avoidance of doubt, the requirements set out in this document must be adhered to in full unless otherwise agreed with client and its representatives.

This section sets out requirements for Operating & Maintenance (O & M) manuals, including a suggested contents list, guidance on the standard of the document and a specific list of information which must be provided.

For the avoidance of doubt, a comprehensive O & M manual containing the information listed in this document must be provided for every built asset project undertaken by the contractor. The completed manual must be provided in good time for the handover of the facilities to the FM operator.

The O & M manual shall be a project specific document containing a comprehensive description of the operational and maintenance activities required to be fulfilled by the maintainer and operator and all necessary information from manufacturers, specifiers and designers to enable FM provider to maintain and operate all items of building fabric, plant, fittings and equipment correctly, efficiently and safely.

Specific Client Requirements

The following requirements must be complied with in full:

  1. Two hard copies of the complete O & M manual are to be provided prior to handover of the completed facility. Delivery dates are to be agreed with the project manager.
  2. Indexed electronic copies of the complete O & M manual should be provided if requested by
  3. Sample contents list and layouts for the O & M manual are to be provided for approval, prior to completion of the full documents.
  4. The project team for each project should ensure that provision of completed O & M manuals is made a contractual condition for achieving project practical completion.

O & M Manual Contents List

The O & M manual is to include, where appropriate, all technical specifications (including manufacturers’ literature and operating manuals), drawing details, line diagrams and schematics to demonstrate the safe operation of the building fabric, plant, fittings and equipment, and will facilitate identification of the locations of all main isolators, safety valves and switches.

The following list sets out the minimum content required for the O & M manual and provides a recommended structure for the document.

O & M Manual Proposed Contents List
Section Item Content
0 Revisions record
0 Table of contents
1.0 Introduction
1.1 Structure of the manual
1.2 How to use the O & M manual
1.3 Description, aim and purpose of the facility
1.4 Details of design and construction team, including all consultants, contractors, sub-contractors, suppliers
1.5 Contractual & legal information
1.6 Key contact details
2.0 Emergency information
2.1 Emergency information & contact details
2.2 Emergency procedures
3.0 Health & safety
3.1 Relevant legislation
3.2 COSHH data
3.3 Health & safety risk assessments
3.4 Safe access/removal
3.5 Dismantling/disposal information
3.6 Fire protection measures
3.7 First aid
4.0 Project technical information
4.1 Overview
4.2 System operation
4.3 Design parameters
4.4 Plant life expectancy
4.5 Detailed as-built specification
4.6 Standards
4.7 Statutory information
4.8 Details of all warranties & guarantees
4.9 Location details of key installations
5.0 Operating information
5.1 Operating & control information, instructions & procedures for all systems
5.2 Special considerations
5.3 Routine inspections & fault conditions
5.4 Emergency procedures
5.5 Fault finding & failures (including fault-finding charts)
5.6 Training requirements
5.7 BMS detailed operating instructions
5.8 Utility supply arrangements
5.9 Points of entry, metering & isolation of utility supplies

 

O & M Manual Proposed Contents List
Section Item Content
5.10 Disaster recovery
6.0 Maintenance information
6.1 Generic maintenance procedures
6.2 Maintenance, servicing, lubrication & inspection schedules
6.3 Cleaning requirements
6.4 Maintenance tools & equipment
6.5 Access information & equipment
6.6 Critical spares list
6.7 Sourcing of spares
7.0 Manufacturers’ Information
7.1 Directory of manufacturers & suppliers, including contact details
7.2 Manufacturers’ literature
8.0 Project Records
8.1 Copies of as-built drawings
8.2 Drawings register
8.3 Master equipment schedule & asset register
8.4 Critical spares list
8.5 Warranties, certificates & licenses
8.6 Handover information & completion certificates
8.7 Service level agreements with suppliers & sub­contractors
8.8 Historical information
8.9 Photographs of project and key installations
9.0 Testing and Commissioning
9.1 Design criteria
9.2 Performance records
9.3 Testing prior to use
9.4 Future testing requirements
9.5 Test certificates
9.6 Commissioning data
9.7 Safety & legislative compliance certificates
10.0 Other relevant information
10.1 Other relevant information

Further Guidance on Format of O & M Manual

General guidance

The O & M manual should be developed in accordance with the guidance contained within the BSRIA guide BG 1/2007: Handover, O & M Manuals and Project Feedback – a toolkit for designers and contractors.

Where the BSRIA guidance refers to the level of detail required in the O & M manual, client may require that the O & M manual meets the requirements of a Class D document.

Hard copy of manual

The hard copy of the O & M manual must comply with the following requirements:

Generally the O&M Manuals must be in a readable and easily accessible format and presentation.

The use of illustrations and inclusion of relevant reference material is encouraged to ensure the user/reader is able to adequately understand the requirements for safe and proper operation and maintenance of the works.

The language style used in the document should be appropriate to the user or intended audience.

All documents should preferably be produced in the international A4 paper size (210 mm × 297 mm). As-built documents and other larger material should preferably be A3 paper size (297 mm x 420 mm).

Printing material – Board/Paper and ink should be appropriate for the intended use, e.g. strong enough to stand up to heavy usage and sufficiently opaque to avoid ‘showthrough’. As a guide 80GSM white copy paper is adequate for A4 and A3 documents.

Bind or contain each hard copy of the O & M manuals in durable, four ring hard cover binders, not greater than 75 mm thick, and with the Project, Manual Name (Trade, Service or System Name, e.g. Hydraulics Services) permanently marked on the spine and outside front cover with clear protection on the covers. Use of clear “Insert” type folders is permitted. Limit filling of binders to 60% of capacity.

Any A3 size paper documents are to be folded to A4 size and located in the Drawings and Reference Section of the Manual.

Manufacturers’ Manuals, booklets, pamphlets and other relevant reference material should be bound into the binders either within a suitable A4 clear plastic protection sheaf or direct hole punched and bound in the folder.

As-built documentation and plans which are not suitable for reduction to A3 size must be neatly folded to A4 size and bound into the Folder either in a suitable A4 clear plastic protection sheaf or direct hole punched with reinforced hole protectors and bound in the folder such that it can be in folded and re-folded easily.

CD’s, DVD’s and other relevant data media must be bound into the Manual in a suitable clear plastic holder with each CD/Media clearly labelled with the Project Title, Manual Name and Short description of the contents. Also any instructions required to operate the media must be either included in the plastic protector or bound into the Manual in front of the media.

Page Headers and Footers: Every page in the Manual should carry a page number, preceded where appropriate by a document number.

The title of the document (abbreviated, if necessary) should appear on each page as well as the date of issue. Page numbering of attached separate documents e.g. Product Booklet is not required.

Section Identification/Dividers: each section should be indicated by means such as colored divider leaves, cards, section tabs, or edge markings on pages. Edge markings should be not less than 3 mm wide.

Contents List should appear on the first or second page of each O&M Manual showing the sections contained in that Folder in matching sequential order to the section dividers/tabs.

Page numbers and other reference tags may be shown however it is accepted that with a number of added documents like Manufacturers booklets, complete page numbering is not always achievable.

Illustrations, Technical Drawings, Tables and Charts: All illustrations, technical drawings, tables and charts should carry descriptive titles explaining the name of the document and a short description (e.g. Title – As-built Plans Sewer works No 123/A. Description – Shows the location, off-sets, IL depth and layouts for sewer works to Building A100).

Instructions and notes referring to such drawings, tables and charts should be positioned in such a way that they are fully visible in relation to these drawings, tables and charts. Illustrations should be clear and explanatory.

Technical drawings should be drawn to stated ratio scales. Symbols and other graphic conventions should comply with recognized international standards.

Photographs should be used to supplement information given elsewhere, for aesthetic reasons, or to clarify installation and maintenance data. Where photographs are used, in order to aid reproduction they should be of adequate quality and clarity.

Units of Measurement and Presentation Metric (SI) units and international unit symbols should be used in technical data and comply with appropriate international standards, except where legislation states otherwise.

Electronic information

Electronic documentation must comply with the following requirements:

A PDF file containing all the documentation found in the Hard Copy Manuals or

All electronic O&M Manuals shall be copied to a CD ROM(s) data disk and all data should be accessible as PDF file format.

CD ROM’s are to be presented in Clear Slim Jewel Cases or where multiple CD ROM’s are required for a single Project they are to be bound into a suitable clear plastic CD holder which must be labelled in the same manner as for Hard Copy Manuals, Title cover, Spine and Project information.

A short written instruction sheet (s) is to be included in the Folder explaining how to use and access the CD ROM’s.

When submissions consist of 2 or more CD ROM’s, each CD ROM shall be numbered sequentially, including the total number of CD ROM’s in the submission (i.e. 3 of 6).

CD ROM(s) shall be formatted single session; finalized disk; Joliet or ISO 9660 with electronically printed CD label with the following project information:

  • Project Title
  • Location
  • O&M manual Title and Volume Number if required
  • Date submitted (i.e. December 14, 2019)
  • Name of Contractor/Author

The number of CD ROM’s is to be limited to the minimum required to hold the actual data for all the O&M Manuals. Separate CD ROM’s are not to be provided for each Trade or Manual and preferably all should be held on one single Project CD.

CAD and as-built documentation

As-built plans and designs are an integral part of any O&M Manual. The objectives of providing as-built plans/documents are:

To document locations for services, systems and plant including those that are in-ground and concealed

To assist Facility Users and Maintenance Staff to locate services and equipment easily

To assist in future re-developments and new works that may add or reconfigure existing systems

To reduce the risk of system failures and ensure safe work through provision of accurate documentation

Compliance with Statutory Regulation for provision/retention of as-built documentation (i.e. Cooling Towers, Emergency Lighting etc)

As-built plans and CAD designs should be included in the O&M Manuals as both hard copy and electronic documents. Hard Copy documents should be:

Folded and bound into the O&M Manuals in the Drawings and Reference Section of the relevant Manual.

Wherever possible all as-built plans should be printed in A3 size folded into the O&M Manual for easy access.

Full size copies of as-built plans may be folded and bound into the relevant Manuals in a clear plastic protector; or

Can be supplied full size, unfolded in a separate and suitable Plan Folder only with the approval of the Client.

Electronic copies of plans should be:

Data files in both CAD (DWG) and PDF formats copied to CD complete with a reference directory corresponding to each O&M Manual title and each data file name denoting the service covered.

Suitably labelled CD(s) inserted into a clear plastic A4 holder and bound into the Drawings and Reference Section of the relevant Manuals

Any Additional Handing Over Information Required by Client

The table overleaf provides further information on specific information required by some or most of the clients.

Record Drawings Required from Construction Contractor Numbers & Format to
be handed to Client
Comments / additional requirements
Full (as built) Drawing Schedule 2 x Original Paper & 2 x CD Fully detailed drawing schedule listing all the drawings
Survey Drawings 2 x Original Paper & 2 x CD Auto Cad & PDF A complete set of all soil / site investigations, structural and conditional surveys and relevant Local Authority Records (Including copies of Planning / Building Warrant / SEPA submission drawings and documents).
Fabric/Architectural 2 x Original Paper & 2 x CD Auto Cad & PDF Full set of working drawings. Including building fabric, general arrangement, locational plans, elevations and sections, assembly details, component drawings, internal and external finishes, furniture, fixtures and equipment.

Documentation shall include also all associated schedules and specifications, together with fitting out, graphic design and fire compartment drawings.

Confirm the construction methodology and draw specific and explicit attention to the presence or specification of any potentially hazardous substances and provide any guidance information relating to the working of these potentially hazardous materials.

Civil / Structural Engineering 2 x Original Paper & 2 x CD Auto Cad & PDF Full set of civil engineering / structural drawings. Including general arrangement, location plans, elevations and sections, assembly details, component drawings, schedules and specifications to illustrate structural steelwork, structural flooring / metal decks, lift shaft, and stair drawings together with all underground services, ground works, retaining walls, roads and footpaths etc.

Documentation shall also include all associated schedules, structural calculations and specifications together with identification of critical floor loadings / lifting beams loadings etc. Draw specific and explicit attention to the presence or specification of any pre-stressed / post tensioned structural elements or components and any prohibitions on drilling, cutting or removing of the structure which may render it unsafe.

Mechanical and Electrical Engineering 2 x Original Paper & 2 x CD Auto Cad & PDF Full set of mechanical and electrical drawings. Including general arrangement, locational plans, elevations and sections, assembly details, component drawings, schedules and specifications to illustrate Internal Drainage, Hot and Cold Water services, Gas supplies, Air Conditioning / Comfort Cooling installations, Heating, Mechanical and Natural Ventilation systems, Electrical supply installations (HV/LV, Small Power, Lighting and Emergency Lighting), Voice and Data installations, Fire alarm Systems (including sprinkler installations), Public Address, Induction Loop and Disabled Alarm systems, Intruder alarm Systems (including Door Access Control and CCTV), Building Management and Control systems and Lightning Protection systems – to include schematic layouts, symbols directories and detail layouts of main plant and services installations. Documentation shall also include all associated schedules and specifications together with all relevant calculations and operating parameters.
FF&E Drawings 2 x Original Paper & 2 x CD Auto Cad & PDF Full set of FF&E drawings / schedules. Including component drawings, schedules and specifications, as appropriate for the purpose of on-going maintenance and asset management.
Utilities and Engineering Services 2 x Original Paper & 2 x CD Auto Cad & PDF Full set of services and utilities drawings, including the metering methodologies. To include drawings from all statutory undertakers – gas, water, electricity and telecommunications, including drawings illustrating the location of known, disused or disconnected services. Documentation shall also include details of any connections to local authority sewers, way leaves and other agreements, for example, Water Authority and Environmental Protection Agency stipulations. The drawings shall contain details of the location, including level if buried, of all public service connections (e.g. fuel gas and cold water supplies) together with the points of origin and termination, size and materials of pipes, line pressure and other relevant information.
Landscape Design Elements 2 x Original Paper & 2 x CD Auto Cad & PDF Full set of production drawings. Including general arrangement, location plans. Documentation shall include all associated schedules and specifications if available in relation to Landscape installations which shall include – Planting, footpaths, planting, external handrails, fencing, gates, external furniture and fixtures.
Environmental 2 x Original Paper & 2 x CD Auto Cad & PDF Full set of drawings / calculations / modelling data to demonstrate the designed thermal, energy consumption, acoustic, mechanical and natural ventilation performance characteristics of the property, including heat loss and U-value calculations, where appropriate.
Traffic Engineering 2 x Original Paper & 2 x CD Auto Cad & PDF Full set of production drawings. Including general arrangement, locational plans and sections, assembly details and component drawings. Documentation shall include also all associated schedules and specifications. To include also Traffic Engineering Consultants’ drawings.
Details of Emergency Systems (if not already provided with the mechanical and electrical services information or other Record Drawings) 2 x Original Paper & 2 x CD Auto Cad & PDF Full set of drawings to illustrate key Emergency Systems including, Means of Escape, designated fire assembly areas and the locations of Fire Fighting Equipment (fire extinguishers, sprinkler system, fire hydrants), Emergency Shut-down Valves / Isolators, Fire Alarm Call Points, Heat and Smoke Detectors, Emergency Lighting and Control Panels together with all Signage pertaining to the above. Details of Fire Brigade access routes and turning areas shall also be provided.
Statutory Approvals 2 x Original Paper & 2 x CD Copies of Planning Permissions, Building Warrants, Occupation, Water Authority and Environmental Certificates, including all utilities permits.
Construction Certificates 2 x Original Paper & 2 x CD Copies of Completion Certificates, Certificates of Making Good Defects and Final Completion Certificates.
Test and Commissioning Certification 2 x Original Paper & 2 x CD Copies of all Test Certificates and Commissioning Certificates
Operating & Maintenance Manuals. 2 x Original Paper & 2 x CD Where the design of the building / services installations means that certain maintenance activities – for example, window, roof and gutter cleaning; plant, equipment or component replacement – involve an element of risk / require mechanical assistance, detailed Risk Assessments and Method Statements shall be provided to demonstrate how these activities might be carried out in a safe and practical manner. Documentation shall include the safe use of Safety Eye Bolts, Man safe Systems, Lifting Equipment, Hoists, Slings etc.
Information for Safe Systems of Work 2 x Original Paper & 2 x CD Provide information to enable the FM Provider to develop Safe Systems of Work for the maintenance and operation of all high risk plant and equipment, for example, boilers, HV equipment, pressurization systems, gas systems.
Water System Design & Specifications & Certification 2 x Original Paper & 2 x CD Schematic, to include identification of all Sentinel Taps, test points, dead legs. Maintenance and testing schedule and log books. Full details for any water features, including schematic diagrams, maintenance schedules, etc.
Room numbering system. 2 x Original Paper & 2 x CD MS EXCEL Spreadsheet For asset management purposes each room should be identified by a unique space reference. The asset management room numbering strategy should be agreed with the FM Provider.
Asset Type Schedule 2 x Original Paper & 2 x CD MS Excel

Spreadsheet

A complete schedule of all Asset Types (e.g. boiler types, door types, window types, radiator types etc.) shall be provided in MS Excel format, in accordance with agreed templates. The schedule shall provide as much information as possible relative to each Asset Type, including, detailed specification, finish, rating / output manufacturer, Model / Serial Number, associated controls / components, Manufacturer’s Maintenance and Cleaning Requirements.
Schedule of Individual Assets 2 x Original Paper & 2 x CD MS Excel

Spreadsheet

A complete schedule of all Individual Assets (e.g. W001, W002, W003 etc.) shall be provided in MS Excel format, in accordance with agreed templates. Each Individual Asset must be linked to its unique space reference.
Full set of room data sheets. 2 x Original Paper & 2 x CD MS Excel

Spreadsheet

Stating unique space reference, purpose, temperature, cooling, lighting, ventilation, humidity, acoustic separation requirements, full equipment schedule.
Lists of Spares / Parts / Consumables to be handed over. 2 x Original Paper & 2 x CD Availability of non-stocked items and recommended stock holding, where made available by the supplier or manufacturer.
Spare Parts – Building Components 2 x Original Paper & 2 x CD Manufacturer’s details, specifications, parts No’s for all components – e.g. Ironmongery
Spare Parts – Plant and Equipment Components 2 x Original Paper & 2 x CD Manufacturer’s details, specifications, parts No’s for all components – e.g. Filters, Belts, Lamps etc.
List of Specialist Tools; measuring equipment/workshop equipment required. 2 x Original Paper & 2 x CD Handover specialist tools if any, including calibration records.
Consumables 2 x Original Paper & 2 x CD Manufacturer’s details, specifications, parts No’s for all consumables – e.g. Oil, Refrigerant etc.
List of Suppliers including contact details 2 x Original Paper & 2 x CD Major or (key/essential) suppliers. Any out of hours contact emergency details where made available
Building Elements / Components, Plant & Equipment 2 x Original Paper & 2 x CD Scope and details of the warranties being handed over, including confirmation of their validity, duration, compliance requirements and the name of the underwriter.
Full (as built) Key Schedule 2 x Original Paper & 2 x CD Fully detailed key schedule listing all the keys

Master Keys. x 2 Grouped together, individually labelled with space number and attached to double split ring. To include suited padlock keys for external gates / plant areas, etc.
Sub-masters. x 2 Grouped together, individually labelled and attached to double split ring.
All Subsequent Keys x 2 Grouped together, individually labelled and attached to double split ring.
Lift rescue keys x 2 Grouped together, individually labelled and attached to double split ring.
Plant room keys x 2 Grouped together, individually labelled and attached to double split ring.
Store room keys x 2 Grouped together, individually labelled and attached to double split ring.
Lift motor room keys x 2 Grouped together, individually labelled and attached to double split ring.
All other keys x 2 Grouped together, individually labelled and attached to double split ring.
Isolation Keys x 2 Grouped together, individually labelled and attached to double split ring.
Inspection chamber keys (Manhole Keys) 2 pairs of each type Grouped together, individually labelled and attached to double split ring.
Fire Hydrant Keys x 3 Individual
Fire Alarm, Intruder Alarm, CCTV and Access Control panel keys. x 3 (of each) Grouped together, individually labelled and attached to double split ring. To include provision of all access codes.
Access Control Fobs Electronic Exact number to be agreed
Detailed training log of all training provided by the Construction

Contractor and details of all the

training recipients or record of invitees to familiarization sessions

2 x Original Paper & 2 x CD Detailed training log signed off by the recipients of the training list of attendees (where known)
Training on specialist equipment. FM Provider operatives to receive full training in relation to specialist equipment / systems to include comfort cooling, firefighting equipment, passengers lifts, BMS, Fire Alarm, Intruder Alarm, CCTV and access control systems.
Plant and Services Operation Demonstration. FM Provider to be provided the opportunity to attend ALL plant and services operation demonstrations and entitled to attend final commissioning and testing of plant, systems and services installations. FM Provider to be notified of testing requirements and Test Program. Minimum of two weeks’ notice to be given of all proposed testing.
Snag and Defects Lists FM Provider to be provided with a full snag and defects list including details of any items rectified and still outstanding.

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