6: Handover and close out
Handover and close out takes place after the construction has ended. The employer is able to occupy the development but the contractor remains responsible for rectifying defects during a period known as the 'defects liability period' (or 'rectification period') which typically lasts six to twelve months.
If the employer has required adoption of the soft landings framework, an initial aftercare team should be available (and visible) typically for 4 to 6 weeks after occupation, and extended aftercare provided for up to 3 years.
A formal handover procedure should be implemented, perhaps during a handover meeting following an inspection of the site. Keys, fobs and other controls should be handed over along with any outstanding documentation. Defects reporting procedures should be agreed and access arrangements put in place for the contractor. Responsibility for insurance, security and so on should be transferred (see Handover to employer for more information).
If it has not already been done, the project information model in the common data environment may be transferred to the employer, including the final published information and the archive which provides a record of all activities in the common data environment during the project.
During this stage, the project information model might be developed to include:
- Details of any changes made.
- Any additional testing and commissioning information.
- Operational and maintenance information.
- Health and safety information.
- Actual performance information such as metered utilities information.
- Building owner's manual.
- Plain language building user's guide.
- Building log book.
- Technical guide.
- Health and safety file.
Once the project information model has been verified against what has actually been constructed, it should be handed over to the employer as an as-constructed asset information model (AIM). The asset information model is the model that compiles the data and information necessary to support asset management, that is, it provides all the data and information related to, or required for the operation and maintenance of the completed development.
At the end of the defects liability period, the contract administrator arranges final inspections of the works and if satisfied issues the certificate of making good defects. The contract administrator co-ordinates preparation of a final report providing a summary of activities during the construction phase. The cost consultant prepares the final account and the contract administrator issues the final certificate.
The contractor prepares an information exchange (or 'data drop') as required by the employer's information requirements. This involves issuing published information into the employer's information environment.
- In year 1, problems are identified, training provided and systems fine-tuned, with regular reviews carried out. Aftercare user meetings might be held to explain how the building operates, answer questions and obtain feedback.
- In years 2 and 3, performance is reviewed, but with reviews becoming less frequent.
- There should be regular reviews of energy performance, with a written review of energy and systems performance every 6 months, and a review meeting at least annually.
- Independent post occupancy surveys might be undertaken annually.
Employer’s decision point:
|Plain language questions||Information required|
Is the final account correct?
Are any changes required?
Next stage >> 7: In use.