STAGE 6

Handover

Job no

     

Job Title

     

Team members

     

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6.1 Client team

6.1.1 Remind the client that responsibility for CA

insurance reverts to them.

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6.1.2 Check whether the client has issued an

instruction for an energy performance certificate
prior to selling or leasing the building.
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6.1.3 If a full Feedback study is planned, agree with

the client what access will be available, what the
timescale should be and in what form the
findings should be presented.
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6.1.4 If the building is occupied by a public authority

or an institution providing a public service to a
large number of people, with a total useful area
greater than 1,000 square metres, check if the
client has issued an instruction for a display
energy certificate.
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6.1.5 If accredited for energy performance certificate

(EPC) administration, check if the client wants
to instruct this and, if so, agree fees.
EPCs are required for all buildings when they
are constructed, leased or sold. In newly
constructed or refurbished buildings the EPC
will normally be provided by the main contractor.
For information on EPCs refer to the UK
Government website at [Link] and search
‘energy performance certificates’.
For clarification on exceptions for providing
EPCs and what they should cover, refer to the
relevant guide at [Link] and search
‘energy performance certificates guidance’.
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6.1.6 Check if the client wants to instruct the design Completed on

 team to undertake continuous Commissioning,
‘sea trials’, etc. If so, agree a scope of services
for the additional service and fee. Agreement for
this service should be confirmed prior to going
to tender.
A formal Soft Landings team (designer and
constructor) is resident on site during the move-
in period to ensure emerging issues are dealt
with effectively. The team can then monitor
building use and energy performance for the
first two or three years of occupation, identifying
opportunities both for fine-tuning the building
and for improvements in future developments.
The process also creates a coordinated route to
POE.
Sea trials are where the design team are
involved in running the building for the first two
years.
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6.2 Design team

6.2.1 Involve the project team as required.

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6.2.2 If a BREEAM assessment has been

commissioned you may need to provide
information to the BREEAM assessor in order
for the post-occupancy stage of the assessment
to be completed.
A full BREEAM assessment can take place at a
number of stages (depending on the standard
used and when the assessor is appointed),
which include: Design Stage (DS), Post-
Construction Stage (PCS) and Post-Occupancy
Stage (POS). A BREEAM certificate will not be
issued until after the post-construction stage of
the assessment has been completed.
For further guidance refer to [Link].
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6.3 Construction team

6.3.1 Conclude administration of the Building Completed on CA

 Contract.

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6.4 Cost

6.4.1 Keep records of time costs for POE activities.

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6.5 Other activities

6.5.1 Assess the office resources needed for Stage 6

and ensure that they are available and
adequate.
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6.5.2 There will be a prescribed programme for DLP

activities after Practical Completion, usually for
6 or 12 months. A programme for activities for
Soft Landings and POE will need to be agreed
with the client during an earlier stage, ideally in
Stage 1, and set out in a Plan for Use Strategy.
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6.5.3 Administer the terms of the Building Contract. CA

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6.5.4 Collate all documents issued to the contractor,

and store them.

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6.5.5 Conduct in-house appraisal of office

performance on the project.

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6.5.6 Consider holding a debriefing exercise with the

client and other consultants.

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6.5.7 Check if the building log book for the building

operator – required by Part L of the Building
Regulations – has been issued. The building log
book should be in accordance with the
requirements of CIBSE TM31 (refer to
[Link]).
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6.5.8 Participate in the creation of the Building

Manual. See BSRIA BG 1/2007TK for
recommended contents of this manual (refer to
[Link]).

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6.5.9 For non-domestic buildings, undertake the post-

completion stage of the BREEAM
assessment if required.

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6.5.10 Provide a copy of a building user guide if

required. The guide will contain the information
that will be relevant to the non-technical building
user to explain how the Building Systems
operate to increase comfort levels, etc. This
might include an onsite presentation.

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6.5.11 Ensure that seasonal Commissioning is

undertaken, so that HVAC systems are
commissioned for both summer and winter
conditions, as agreed with the client.
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6.5.12 Debriefing and Feedback are management

exercises. If it is agreed to extend the
commission to include these, establish the
scope and content of Soft Landings and POE
activities.
Do not allow an exercise to be undertaken if it
seems likely that it might result in recriminations
– and even arbitration or litigation.
Inform your PI insurers before embarking on
any Feedback study.
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6.5.13 Check whether other members of the project

team would cooperate in debriefing.

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6.5.14 Check whether the client would cooperate in

debriefing.

In-house appraisal is a healthy operation for

 nearly all projects, but participants must
feel able to exchange views freely. Debriefing
can become a sensitive matter and will
only succeed with the full cooperation of all
involved.

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6.5.15 Raise with all consultants the desirability of

engaging in a systematic analysis of the
management, construction and performance of
the project.

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6.5.16 Arrange a series of debriefing meetings.

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6.5.17 Convene debriefing meetings upon completion

to evaluate technical matters. Involve all design
team members, the main contractor and
possibly the client.
At debriefing meetings, watch out for partisan or
defensive attitudes. Honest and objective
discussion should not be allowed to degenerate
into acrimony.
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6.5.18 Record the discussions.

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6.5.19 Formulate overall conclusions from the

debriefing.
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6.5.20 Make visits to the site to make structured

transfer of information to the users and the
Facilities Management team.

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6.5.21 Spot emerging issues and solve problems

arising.

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6.5.22 Establish a method of providing ongoing Completed on

assistance to the users.
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6.5.23 Gather building performance data or request

data to be provided by the client, including
operational energy use and water consumption
records.

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6.6 BIM and digital technology

6.6.1 If appointed as information manager:

• assist in the Soft Landings processes and

coordinate and release the ‘end of construction’
BIM record model data as set out in the Plan for
Use Strategy

• review the building performance in use and

compare with projected BIM data

• invite and coordinate Feedback from all

Project Stakeholders in the process and
disseminate to all in order to benefit future
projects.

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