1.50HandoverPlanproforma

SKEM 0901 – Skempton L0 and L1 refurbishment

Project Close-Out Plan

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SKEM 0901 – Skempton L0 and L1 refurbishment

September 09

This report takes into account the

particular instructions and requirements

of our client.

It is not intended for and should not be

relied upon by any third party and no

responsibility is undertaken to any third

partyOve Arup & Partners Ltd

13 Fitzroy Street,

London W1T 4BQ

Tel +44 (0)20 7636 1531 Fax +44 (0)20 7755 2143www.arup.com 124369-00

Document Verification

Page 1 of 1

Job title Skempton Levels 0 and 1 Fitout Job number

124369-00

Document title Project Close Out Plan File reference

4.03 Reports

Document ref

Revision Date Filename 2009 05 29 project close out plan DRAFT.doc

Draft 29 May 09 Description Draft close out plan for discussion 1 June 09 ICL workshop.

Prepared by Checked by Approved by

Name Celia Smith

Signature

Revision 1 September09

Filename 2009 09 14 project close out plan Rev 1.doc

Description Revised to incorporate updated phasing and ICL comments.


Name Celia Smith Mike Joshua Mike Joshua

Signature

Filename

Description


Name

Signature

Filename

Description


Name

Signature

Issue Document Verification with Document

/TT/FILE_CONVERT/545CAE3EB1AF9F2B6F8B47D2/DOCUMENT.DOC

Ove Arup & Partners LtdIssue 02 September 2009

Skempton Levels 0 & 1 refurbishment – SKEM 0901Project Close Out-Plan

Contents

Page

Objectives 1

Definitions 1

Distribution list 1

Project Close-Out Activities – Status, Roles & Responsibilities Matrix 2

Project Close-Out Programme 2

1 Construction Completion – Key Milestones 3

1.1 Milestone 1 – Phase 1A architectural completion 3

1.2 Milestone 2 – Phase 1B architectural completion 4

1.3 Milestone 3 – Phase 1C architectural completion 4

1.4 Milestone 4 – Phase 1D architectural completion 5

1.5 Milestone 5 – Phase 1E architectural completion 5

1.6 Misc other Phase 1 spaces architectural completion 6

1.7 Milestone 6 – Phase 1F commissioning completion 6

1.8 Milestone 7 – Concrete Durability labs completion 7

1.9 Milestone 8 – Phase 2 completion 7

2 Inspection Strategy 9

2.1 Contractor Inspections 9

2.2 Architectural Supervisor Inspections 9

2.3 M&E Inspections 9

2.4 Structural Supervisor Inspections 10

2.5 User Inspections 10

2.6 Client Direct IT Installation 10

2.7 Technical Advisors 11

2.8 Statutory Services 11

2.9 Others 11

3 Commissioning and Integrated Testing Strategy 12

3.1 Commissioning 12

3.2 Integrated Testing 12

3.3 Building Cause and Effect Testing 13

3.4 BMS Commissioning 13

3.5 Preliminary certification for architectural completion 13

3.6 Final witness and client acceptance testing 13

3.7 Building Mains Failure – ‘Black Building’ Test 13

4 Third Party Approvals 14

4.1 Building Control 14




4.2 Fire Officer 15

4.3 Local Authority 15

4.4 Insurers 15

4.5 Others 15

5 Files, Logs and Manuals 16

5.1 Operation and Maintenance Manuals 16

5.2 Building Log 17

5.3 BREEAM Certification and Rating 17

5.4 Schedule of other information required by the contract 17

5.5 Interim user guides 17

6 Client Engagement and Training 18

6.1 Client Training 18

6.2 Spares 18

6.3 Tools and Equipment 18

6.4 Keys 18

6.5 Suited locks 18

6.6 Utilities handover 18

7 Contractual Arrangements 19

7.1 Take-over certificate 19

7.2 Completion Certificate 19

7.3 Insurances/Bonds/Guarantees 19

7.4 Completion Meeting 19

7.5 Formal Handover Meeting 20

8 Client Occupation/Migration 21

8.1 FF&E 21

8.2 Decanting decision point 21

8.3 Scientific equipment transfer 21

8.4 Personal effects transfer 21

9 Post Completion Certificate Issue 22

9.1 Permit Arrangements 22

9.2 Public Relations/Press Releases/Marketing 22

9.3 Defects Close Out Strategy and Programme 22

9.4 Latent Defects Reporting Strategy 22

9.5 Demobilisation Arrangements 23

9.6 Lessons Learned Workshops 23

10 Risks to Handover and Close Out 24




Appendices

Appendix A

Project Close-Out Status Tracker

Appendix B

Project Handover Programme

Appendix C

Current Defects and Outstanding Works Lists

Appendix D

WL Commissioning Programme

Appendix E

Witnessing Schedule

Appendix F

Site boundary plans

Appendix G

Summary of Services Available at Handover

Appendix H

Interim Handover User Guide Example

Appendix I

Duty Holder Inspections




IntroductionObjectives

The objective of the Project Close-Out Plan for this project is primarily to:

1. Record the joint agreement of the project participants regarding the actions and processes to be followed to achieve a successful handover

2. Communicate the project handover proposals to all project stakeholders

3. Monitor compliance with the plan in the run up to handover

Definitions

Due to the phased nature of the project, there are two types of completion, summarised below:

1. “Architectural completion”. The physical installation in the space is complete (may include some known and accepted snag items) however systems that feed the area are not; further access into spaces will be required, by agreement, to reach Final Completion as defined below. Architectural completion means:

Architectural work is complete.

Structural work is complete.

M&E services physical installation is complete. Life safety and other services required for building control sign-off are operational though may not be finally commissioned. Other services are not commissioned.

Interim handover documents (not full O&M’s etc) have been provided. ICL maintenance team has been briefed; a simple user guide for occupants has been prepared (examples included in Appendix H).

2. “Final Completion”. The physical installation, all testing, commissioning, witnessing are complete and acceptance by ICL has been achieved.

Distribution list

Once approved this plan will be issued to:

Name Organisation Title

Steve Howe Imperial College Director of Building Projects / Senior

Supplier

Nick Roalfe Imperial College Lead Technical Advisor

Roy Dickerson Imperial College Technical Advisor (Engineering)

Chas Guirey Imperial College Technical Advisor (Maintenance)

Ian Gillet Imperial College Technical Advisor (Health and Safety)

Antonio Barbosa Imperial College Technical Advisor (ICT and AV)

Peter Seal Imperial College Technical Advisor (Fire Officer)

Denis Murphy Imperial College Technical Advisor (Construction H&S)

Mary Bown Imperial College Technical Advisor (Disabilities)

Henry Muss Imperial College Technical Advisor (Energy)

Terry Branch Imperial College Technical Advisor (Security)


Page 1 Ove Arup & Partners LtdIssue 14 September 2009


Name Organisation Title

Shaun Crofton Imperial College User Coordinator (Mech. Eng.)

Clive Hargreaves Imperial College User Coordinator (Civil)

Anthony Bull Imperial College User Coordinator (Shared Teaching

and Learning)

John Grover Imperial College Building Manager

Will Frame Imperial College Decant Manager

Celia Smith Arup Project Manager

Graham Salter Wallis Project Manager

Chris Beckwith Wallis Contracts Manager

Nigel Ames Sheppard Robson Fitout Architectural Supervisor

Robin Blanchard Foster + Partners Shell and Core Architectural Supervisor

Steve Cornwell-Scott / Ray

Randall

Troup Bywaters +

Anders

MEPH Supervisor

Stefan Piaseki Adams Kara Taylor Structural Supervisor

Rose Ting Davis Langdon Cost Manager

Paul Yazdabadi Confluence PCM CDM Coordinator

Peter Bothwell MLM Approved Inspector

Leo Cole Banyard Associates BMS Validation

Project Close-Out Activities – Status, Roles & Responsibilities Matrix

Please refer to Appendix A for the project close-out Status Tracker which is a matrix identifying key operations and activities necessary to achieve successful completion of the project and the main stakeholders responsible for them. A lead stakeholder is designated to promote ownership of the activity and that stakeholder is expected to ensure effective communication and cooperation from the inputting stakeholders. The sections of this document relate to the sections of the matrix and provide a more in depth explanation of them.

Note that due to the Phased nature of the project, the Revision 1 issue of this report only includes detail for Phase 1 completion dates; Phase 2 will be developed in early 2010.

Project Close-Out Programme

Please refer to Appendix B for the close-out programme. The sections of the programme also align with the sections of this report.

Note that due to the Phased nature of the project, the Revision 1 issue of this report only includes detail for Phase 1 completion dates; Phase 2 will be developed in early 2010.




1 Construction Completion – Key MilestonesRefer to the area boundaries shown on the plans in Appendix F.

1.1 Milestone 1 – Phase 1A architectural completion

Phase 1A is due to be architecturally complete for 26 October 2009 with partial possession of areas of L1 and L2 given from 19 August 2009.

It should be noted that whilst Phase 1A services will not be fully commissioned until the final Phase 1 completion life safety systems and those required for operation of the spaces will be. A summary of the services available for handover is included in Appendix G.

Supervisor team inspections are scheduled as set out in the handover tracker document included in Appendix A.

Spaces covered are summarised below for Mechanical Engineering and RCA workshop areas and Design London space.

Level Room Number Room Name

Level 1 150 MEng Student Workshop Lab

150A Workshop

150B, 150C, 150D, 150F Stores

150E MEng Technicians Office

1C04A Corridor

Level 2 237 Design London Simulator / Training Room

237A Design London Office / Meeting Room

238 RCA / MEng Workshop

238A Office

238B CNC Room

238C Resin Room

238D FDM Room

2C02 Corridor




1.2 Milestone 2 – Phase 1B architectural completion

Phase 1B was taken over for architectural completion on 3 August 2009. Note that temporary pedestrian access has been agreed for Wallis operatives moving from 1E into the Durability Labs areas until 1E architectural completion. Any making good of the 1S04 space will be done in parallel with 1E handover works.

It should be noted that whilst Phase 1B services will not be fully commissioned until the final Phase 1 completion, life safety systems and those required for operation of the spaces will be. A summary of the services available for handover is included in Appendix G.


Spaces covered are summarised below for Civil Engineering specialist testing rooms, offices and storage space.


Level 1 158A Specialist testing 2

159 Specialist testing 1

158B Locker / shower room

1S04 Stair core

Level 1.5 1M59 Storage

Level 2 236 Technicians office

236A Meeting room

1.3 Milestone 3 – Phase 1C architectural completion

Phase 1C is due to be architecturally complete for 18 September 2009. (This area has been re-programmed as a result of CO 123 – which retained the shear wall)

It should be noted that whilst Phase 1C services will not be fully commissioned until the final Phase 1 completion, life safety systems and those required for operation of the spaces will be. A summary of the services available for handover is included in Appendix G.


Spaces covered are summarised below for Student’s Union spaces.


Level 1 167 Student’s Union Go-Kart Area




1.4 Milestone 4 – Phase 1D architectural completion

Phase 1D was taken over for architectural completion on 11 June 2009.

Note that Phase 1C services will not be fully commissioned until the final Phase 1 completion, life safety systems and those required for operation of the spaces will be however. A summary of the services available for handover is included in Appendix G.


Supervisor team inspections occurred on 3 and 5 June 2009.

Spaces covered are summarised below for Civil Engineering workshops.


Level 1 151 Pump room

152W1 Hot works

152 Assembly area

153 Formwork prep area

152W2 Fabrication shop

152A Fabrication shop store

154 Curing room

155 Wet prep room

156 Dry prep room

157 Concrete measuring room

1C05 Concrete rooms corridor

158C Specimen preparation and casting area

1.5 Milestone 5 – Phase 1E architectural completion

Phase 1E is due to be architecturally complete for 18 September 2009.

Note that Phase 1E services will not be fully commissioned until the final Phase 1 completion, life safety systems and those required for operation of the spaces will be however. A summary of the services available for handover is included in Appendix G.


Spaces covered are summarised below for Civil Engineering Testing Laboratory and Structures Laboratory spaces..


Level 1 158 Testing Laboratory

Level 2 240 Structures Laboratory




1.6 Misc other Phase 1 spaces architectural completion

There are a number of other areas where access is required for temporary periods. Final sign-off of these spaces will be aligned with Milestone 6 – Phase 1 commissioning completion.

Note that Phase 1 services will not be fully commissioned until the final Phase 1 completion, life safety systems and those required for operation of the spaces will be however. A summary of the services available for handover is included in Appendix G.


Spaces covered are summarised below for Civil Engineering areas.


Level 2 240 Structures laboratory

224 Structures laboratory

Level 0 004A Office

008 Switchroom

009 Substation

067 (014A) Store

1.7 Milestone 6 – Phase 1F commissioning completion

This section comprises the final commissioning of services installed in Phases 1A-E inclusive, and the completion of works on the roof for Phase 1 plant. This will be the formal handover of systems to ICL for Phase 1 areas.


Spaces covered are summarised below for roof plant area.


Roof n/a Roof plant area




1.8 Milestone 7 – Concrete Durability labs completion

The Concrete Durability Lab areas are due to be complete for 16 October 2009. This will be a formal handover of systems to ICL for the Durability Lab areas. Note also that early access to rooms 228A and 228E will be given from 7 October 2009 for installation of microscopes. A summary of the services available for handover is included in Appendix G.


Spaces covered are summarised below for Concrete Durability Lab spaces.


Level 1 141 Chemical and pore structure, and exposure

area

141A Transport area

Level 2 228 Corridor

228A Scanning microscopy

228B RA office

228C Meeting room

228D NRB office

228E Optical microscopy

228F Preparation area

1.9 Milestone 8 – Phase 2 completion

Phase 2 areas are due to be complete for 23 July 2010. This will be a formal handover of systems to ICL for all Phase 2 areas and final completion of the SKEM 0901 project.

Note that some areas below will be handed back earlier than the final completion (e.g. reception area etc). Final details to be confirmed.

Supervisor team inspections are to be confirmed during the development of the Phase 2 programme.

Spaces covered are summarised below for Shared teaching and adjacent core spaces.


Level 0 060A Teaching space 1

060B Teaching space 2

060C Teaching space 3

062 Learning centre

0S02 Staircase LT

061 Storage 1

063 Storage 2

064A Teaching space 4

064B Teaching space 5

019 Store 4





Level 0 (cont.) 068 Comms room

0C01, 0C02 Internal corridors

065 Store 3

054 Cleaners closet

0S01 West lobby

028 Corridor

057 Male WC

0C03 East lobby

Level 1 163 Teaching space 6

1C02, 1C03 Corridor / escape

164 Lecture theatre

1R01, 1R02, 1R03, 1R04 Risers

165 Teaching space 7

166 Store 4

161 Store 1

160 Reception

1C01 Corridor

162 Disabled WC

1S03 East Skempton entrance lobby

Level 0.5 0M36A Consumables store

0M36B Chemical store

0M36C Cleaner’s office

0M36D Female Cleaner’s changing room

0M36E Male cleaner’s changing room

0MC01 L0M lobby




2 Inspection Strategy2.1 Contractor Inspections

As areas become ready, Wallis’ subcontractors will snag their works and offer to Wallis for inspection. Wallis will check the works and issue a corrective action report. Once this is completed the area of works will be offered for supervisor inspection.

All of the snagging will be documented and available as a central file for supervisors to review as they visit site.

In parallel to this Users can arrange for site visits periodically to check on works progress and suitability. This will be recorded by Wallis and added to file.

Finally whilst commissioning works are progressing in Phases 1A-E inclusive, any further final de-snagging will be carried out so that the areas can be handed over completed at Phase 1 final completion. The strategy for Durability Labs and Phase 2 will be similar however the majority of de-snagging is expected to be carried out prior to completion.

Training and familiarisation will be carried out at a suitable time with the users and maintenance teams and other ICL stakeholders as appropriate, this will be developed in later issues of the plan.

2.2 Architectural Supervisor Inspections

Sheppard Robson will carry out the architectural supervisor inspections for the fitout areas; Foster + Partners will carry out the architectural supervisor inspections for the shell and core areas.

The process will be generally that Wallis carries out its inspection, followed by the novated architectural team. A list of defects, managed by Wallis, will then be circulated to the supervisor team and project manager. Wallis will advise the supervisor that works are available for inspection once these have been rectified.

Supervisor inspections will be carried out with Wallis’ representative to ensure clear understanding of the issues raised. Snags raised by the supervisor will be maintained in a single register by the supervisor and issued to Wallis. Final inspections will be carried out prior to occupation to confirm that any snags raised by the supervisor have been addressed. Supervisors will then advise the project manager if the works are in accordance with the design intent and list any outstanding defects.

Architectural inspections are scheduled as set out in the tracker document in Appendix A

2.3 M&E Inspections

Wallis’ snagging / inspection sheets will be issued to TBA (for information) and closed-out by the contractor. TBA will be invited to inspect areas when the items listed on Wallis’ snagging sheets have been cleared. TBA will produce their own snagging sheets and issue them to the team commenting on compliance with employers requirements and incorporation of drawing comments previously issued.

The M&E supervisors will coordinate with ICL Engineering and Maintenance staff to arrange their attendance at inspections as deemed appropriate.

M&E inspections are scheduled as set out in the tracker document in Appendix A.




2.4 Structural Supervisor Inspections

Throughout the construction process, AKT has visited site to review and comment on the quality of the works being constructed by Wallis. These comments have been recorded on Supervisor Site Visit record sheets which are issued to Wallis and circulated to the other members of the Supervisor group. Where defects have been witnessed, this has been discussed with Wallis on site with remedial measures agreed.

As part of the final inspection AKT will carry out a site walkround reviewing the final quality of the work, marking up drawings to show any remaining defects that require to be remedied before the works can be signed off. Particular defects that will be noted include areas where concrete spillage has occurred on to beams below, damage to intumescent paint on steelwork etc.

The record of defects will be issued to Wallis and a date arranged for final inspection of the works during which each area will be reviewed to ensure that all defects noted have been actioned.

Structural inspections are scheduled as set out in the tracker document in Appendix A.

2.5 User Inspections

Users will be invited to attend inspections with the supervisors however some comments may be received separately. These comments will be evaluated by the supervisor team and the project manager and will either be added to supervisor snag sheets or managed via the change control process.

2.6 Client Direct IT Installation

The requirements for Client Direct IT inspections are generally as set out below. The programme for inspections and commissioning of the ICT services needs to be developed in conjunction with the BMS commissioning programme.

IT installation inspections are scheduled as set out in the tracker document. The M&E supervisor will inspect areas as part of their general inspections and then coordinate with the ICL ICT Technical Advisors regarding final acceptance.

2.6.1 Data services

Patching schedules for the data outlets that will need to be livened prior to occupation will be provided by the project manager with input from the users. User confirmation of outlets is required 3 weeks prior to occupation, the details will be provided by users to the project manager.

2.6.2 Telephone services

As for data services; patching schedules are required 3 weeks prior to occupation. Ordering of telephones etc will be done by users directly.

2.6.3 AV installation

The AV installation for Phase 2 is to be confirmed but is intended to be carried out by Reflex as a client direct order and is the responsibility of (to be advised) at ICL.

Details of the AV installation methodology are to be developed.

AV installation inspections will be scheduled as set out in the tracker document.

2.7 Technical Advisors

The Technical Advisors are NOT required to sign-off the building under ICL procedures, after inspecting the building, in order for practical completion to be given but should be invited to inspect and give comments prior to the completion certificate being issued.




Note that because of the separation of architectural and final completion for Phase 1 areas, not all Technical Advisors may require to inspect the spaces.

Technical Advisor inspections are scheduled as set out in the tracker document.

Technical Advisor Name Architectural

completion

Final

completion

Lead Technical Advisor Nick Roalfe Yes Yes

Engineering Roy Dickerson Yes Yes

Maintenance Chas Guirey Yes Yes

Fire Peter Seal / Tim Ashton Yes Yes

Security Terry Branch Yes Yes

Disabled access Mary Bown No Yes

IT Antonio Barbosa Yes Yes

Energy Henry Muss No Yes

Safety Ian Gillett Yes Yes

2.8 Statutory Services

ICL EDF engineer to be involved with all HV works associated with transformer replacement works being undertaken during Phase 1 and 2. The transformer/low voltage scheme is still under development therefore detailed method statements, including testing, commissioning, inspections and hand-over will be developed.

2.9 Others

Arup Project Management is not aware of any other inspections that are required prior to handover.




3 Commissioning and Integrated Testing Strategy3.1 Commissioning

During commissioning the various installations and plant items are tested and balanced as individual entities to ensure that they perform to the required design duties. The culmination of the individual testing establishes the completeness of the systems and by definition the building to proceed into the integrated testing processes.

Wallis is responsible for commissioning; a draft commissioning programme has been developed and issued to TBA for review. Details will be confirmed during September 09 and will be included in Appendix D in later revisions of this plan.

The commissioning programme will identify important milestones for monitoring the progress of commissioning at a strategic level. These are:

o Provision of temporary and final power to plant.

o Delivery of BMS panel.

o Water treatment.

o Others to be determined.

TBA (M&E general) and Banyards (BMS) are responsible for witnessing the commissioning. Progress on key milestones will be recorded against the tracker in Appendix E.

Note that for the Phase 1A-E spaces, final commissioning of services will not be completed at handover for occupation. Access will be required (at times to be agreed with users) into these spaces to carry out commissioning works.

3.2 Integrated Testing

This period is specifically to ensure that all of the above is definitively integrated as determined by the design and specification requirements and incorporates all of the design changes instructed throughout the duration of the installations.

Dates for the testing of integrated systems will be included in the commissioning programme, currently under development for Phase 1 between Wallis and TBA.

Note that TBA will liaise with Banyard Associates with reference to the BMS handover items.

Systems Phase 1 Durability

Labs

Phase 2

Mechanical systems and plant controls

interconnections verified

TBC TBC TBC

Electrical systems and plant controls and

interconnections verified

TBC TBC TBC

Fire alarm systems and control/annunciation panels

verified

TBC TBC TBC

BMS fully integrated with all services plant and

systems verification

TBC TBC TBC

3.3 Building Cause and Effect Testing

The fire alarm cause and effect strategy has been issued and approved. Testing and certification will be provided for the following systems, timing to be confirmed as for 3.2:




Systems Phase 1 Durability

Labs

Phase 2

Fire alarm TBC TBC TBC

Sprinkler system TBC TBC TBC

Wet riser system TBC TBC TBC

Mechanical systems interface TBC TBC TBC

Electrical systems interface TBC TBC TBC

BMS and controls interface with all above TBC TBC TBC

3.4 BMS Commissioning

The witnessing schedule for BMS is to be developed and will be included in Appendix E of later revisions of this report.

The requirements and process for this are set out in ICL Technical Policy Statement EN3.

TBA and Banyard Associates will liaise on preparation of the formal commissioning program.

3.5 Preliminary certification for architectural completion

As services will not be complete in a number of instances at architectural completion,

3.6 Final witness and client acceptance testing

To be done during client training sessions or by agreement; timing to be confirmed with the commissioning programmes for Phase 1, 2 and the Durability labs. Arup is not aware of any specific systems requiring testing by ICL over and above the supervisor and independent witnessing engineer tests.

3.7 Building Mains Failure – ‘Black Building’ Test

If required, this will be done post contract because the main plant and back up systems are all part of the base build. Timing for this would need to be carefully planned and agreed with all building occupants well in advance to avoid disruption to ongoing research.

The requirement for this testing will need to be developed with ICL as the building transformers are being changed by the project.




4 Third Party Approvals4.1 Building Control

Because of the phased nature of the handovers, there will be a series of interim inspections. Dates are set out in the tracker document; inspections will generally be carried out as follows:

3 weeks prior to occupation, Wallis to advise MLM who will notify the local authority.

MLM will carry out inspection of life safety systems prior to handover for occupation and issue relevant certification.

Note that for Phases 1A-E inclusive, partial final certificates will be issued by MLM, i.e. confirming that systems are operational but not fully complete.

MLM have advised that they require the following things ready for inspection for each Phase:

Item Architectural

completion

Final

completion

Comments

BS5266 emergency lighting design, installation

and commissioning certificates and to witness

a random key switch test.

Yes Yes Fire safety

information must be

provided to building

users prior to

occupation.

BS5839 fire alarm design, installation and

commissioning certificates and witnessing of a

random test.

Yes. Yes Fire safety

information must be

provided to building

users prior to

occupation.

Witnessing of a random electromagnetic door

device such that it should drop out on

activation of fire alarm, or breakage of green

break glass point.

Yes Yes

Access statement form the designer to cover

any variations from Approved Document M

Yes Yes

Confirmation that the CIBSE designed rates for

ventilation in relevant chemistry/laboratory

environments are commissioned and

achieved as they were designed.

Yes Yes

Witnessing of an air test on a random sample

of drainage.

Yes Yes

Witnessing of a random damper slam test. Yes Yes

Confirmation that comments raised during the

design approval stage have been addressed.

Yes Yes

4.2 Fire Officer

Because of the phased nature of the handovers, there will be a series of interim inspections. Dates are set out in the tracker document; inspections will generally be carried out as follows:




Architectural completion Phases 1A-E inclusive. Inspection of spaces to confirm signage, extinguishers, escape routes are clear.

Final completion Phase 1, Durability Lab, Phase 2. As for architectural completion and also demonstration of fire system operation.

Extinguishers and signs will be ordered by the project manager following agreement of the locations with the fire officer.

4.3 Local Authority

4.3.1 Schedule of planning conditions and compliances

Conditional planning approval has been granted and the conditions can be summarised as follows:

Working time restrictions.

Restrictions on vibration transmittance to adjacent properties.

Approval of samples and drawings for new curtain walling and plant screen louvers.

Submittal of noise report after the installation and commissioning of all plant has taken place.

Wallis is working in accordance with the restrictions imposed and have made all necessary submissions as they have become available. Confirmation is awaited on whether this process has now closed out.

4.3.2 Planning Certification

Not applicable.

4.4 Insurers

ICL has confirmed that insurance automatically changes at handover.

4.5 Others

Arup are not aware of any other third approvals required.




5 Files, Logs and ManualsThis section covers files, logs and manuals that must be complete in order for the Completion certificate to be issued, as stated in the Works Information.

Note that there will be three sets of O&M’s prepared: Phase 1, Durability Labs then a combined Phase 1 and 2 and Durability Labs document.

5.1 Operation and Maintenance Manuals

Confluence PCM is the CDM coordinator for the project and is overseeing the production of the record information.

Item Phase 1A-E

architectural

completion

Phase 1

final

completion

Durability

lab final

completion

Phase 2

final

completion

Information provided for

preliminary occupation

Refer to tracker

document.

TBC TBC TBC

Final document submitted for

supervisor team approval

n/a TBC TBC TBC

Comments incorporated by

manual provider

n/a TBC TBC TBC

Final document issue n/a TBC TBC TBC

5.1.1 H&S Information

Confluence PCM are preparing the H&S information with input from Wallis.

5.1.2 Operation and Maintenance Information

The operation and maintenance manual will be produced by a Wallis subcontractor.

The manual will be broken down into sections and issued to the relevant supervisor for approval on the dates listed above.

Preliminary O&M information, as-built records and fire safety information will be retained on site by Wallis (or as agreed with the ICL maintenance staff) for reference out of hours or as required following architectural completion of spaces. A briefing review will be held with the Green team prior to each occupation.

Preliminary information of the ICT installation will be issued to ICL ICT prior to occupation.

5.1.3 Test Certificates

Preliminary test certificates will be provided by Wallis and issued with the draft issue of O&M information. Any updates will be issued first to the relevant supervisor for comment and agreement that the updated certificate will be included in the final O&M manual.

5.1.4 As Built Information

Preliminary as built information will be provided by Wallis and issued with the draft issue of O&M information and shall be subject to the same approval process as construction documents during the design phase. Any updates will be issued first to the relevant supervisor for comment and agreement that the updated information will be included in the final O&M manual.

5.1.5 Document Collation, Distribution and Handover

To be confirmed with ICL in late 2009 prior to Phase 1 final completion.

5.1.6 Building fabric manual

Confluence PCM are preparing the building fabric manual.




5.2 Building Log

The Part L regulations requires that building owners be provided with summary information about a new or refurbished building, its building services and their maintenance requirements in a Building Log book to provide details of installed services plant and controls, their methods of operations and maintenance, and other details that collectively enable energy consumption to be monitored and controlled.

The Building Log book will be produced in parallel with the Phase 1, Durability Labs and combined Phase 1, 2 and Durability Labs O&M manuals. Preliminary log books are not intended to be provided at architectural completion of Phases 1A-E.

5.3 BREEAM Certification and Rating

The BREEAM assessment is underway by TBA, Details will be added as this progresses in late 2009.

5.4 Schedule of other information required by the contract

Wallis shall submit final site waste management information prior to sign-off of Phase 2.

5.5 Interim user guides

At architectural completion, a short summary user guide setting out responsibilities for maintenance and describing limitations on service provision in the areas. This guide will be provided by Arup to coincide with the Technical Advisor inspections.




6 Client Engagement and Training6.1 Client Training

The schedule of client training is to be developed by Wallis prior to the completion of Phase 1 commissioning. For the architectural completions of Phases 1A-E, Wallis and TBA will review new systems and preliminary record information with users and the ICL maintenance team.

6.2 Spares

6.2.1 Architectural Spares

None proposed.

6.2.2 MEP Services Spares

Wallis to propose a list of recommended spares for ICL approval.

6.3 Tools and Equipment

None specified.

6.4 Keys

The following keys are to be provided at handover.

Keys to be provided at Handover By Who?

1. Distribution boards, plant enclosures, risers etc. Wallis

2. Codes for digi-locks Wallis

3. Keys for suited locks provided by ICL. ICL

6.5 Suited locks

A schedule of suited locks is being prepared by Clive Hargreaves of the Civil Engineering department with input from Terry Branch. Locks will be provided by the users for fixing by Wallis, the target date for providing locks is 3 weeks prior to handover.

6.6 Utilities handover

To be confirmed with ICL during agreement of the HV works.




7 Contractual Arrangements7.1 Take-over certificate

Take-over certificates are intended to be issued at the architectural completion of Phases 1A-E. These will be issued by Arup Project Management upon receipt of confirmation from the supervisors that the all items within the agreed scope for those sections are complete.

7.2 Completion Certificate

Arup Project Management will issue a contract completion certificate for Phases 1, Durability Labs and Phase 2 when all the works covered under those phases are complete. There is also an ICL certificate of completion which will be issued at the same time.

7.3 Insurances/Bonds/Guarantees

Imperial College are to confirm that completed works will be insured from the date of Completion.

7.4 Completion Meeting

Meetings will be held at the times set out below to review any Supervisor/Technical Advisor/User comments and confirm that all concerned are happy that the project will be ready for completion and handover by dates set out below. The following people are requested to attend:

Attendees Architectural

completion

Final

completion

Clive Hargreaves Yes Yes

Shaun Crofton Yes Yes

Steve Howe Yes

Nick Roalfe Yes Yes

Technical Advisors Yes (see list in

Section 2)

Yes

Supervisors Yes Yes

John Grover Yes

Graham Salter Yes Yes




7.5 Formal Handover Meeting

A formal handover meeting will be held prior to completion of Phase 1, 2 and Durability labs, dates to be confirmed (this may be rescheduled if works are not finished), for final confirmation that the project is complete and ready to be handed over to ICL. The following people are requested to attend:

Attendees Final

completion

Clive Hargreaves Yes

Shaun Crofton Yes

Steve Howe Yes

Nick Roalfe Yes

Technical Advisors Yes

Supervisors Yes

John Grover Yes

Graham Salter Yes




8 Client Occupation/Migration8.1 FF&E

Access for installation of client FFE will be given from the day after completion of Phases 1A-E, Durability Labs and Phase 2.

Fire extinguishers due to be installed in each phase prior to occupation. Phase 1D installation is to be confirmed.

8.2 Decanting decision point

The decision point for decant will be established for each phase. All decants for Phase 1 and Phase 2 works have now been completed. Confirmation is required on minor core areas which still need to be cleared.

8.3 Scientific equipment transfer

ICL is arranging for the relocation of existing or provision of new scientific equipment into completed spaces. Access will be available after architectural completion for Phases 1A-E and Durability Lab areas (with early access for microscope installation in the Durability lab as set out in 1.8 above).

8.4 Personal effects transfer

To be carried out by ICL. Access will be available from the architectural completion for Phases 1A-E and after completion of the Durability Lab and Phase 2.




9 Post Completion Certificate Issue9.1 Permit Arrangements

Arrangements for permits to access handed over (Phases 1A-E) are to be agreed with the users and building manager.

9.2 Public Relations/Press Releases/Marketing

Nothing planned at present.

9.3 Defects Close Out Strategy and Programme

This section covers defects known at handover.

Wallis to agree a programme for the resolution of known defects at completion; this will be developed and agreed with Arup and the supervisors and access will be agreed with building management, users, and the Greent Team if occupied spaces are affected.

Contacts for agreement of the defect resolution:

Shaun Crofton / Clive Hargreaves

John Grover

Chas Guirey / Green Team

Graham Salter

9.4 Latent Defects Reporting Strategy

The proposed process for dealing with latent defects will be developed and outlined in Appendix I of later revisions of this report. The intention is to capture all defects through the ICL helpline then either fed through to Arup Project Management for action as snags or dealt with by Facilities Management if a building maintenance issue. Any issues identified as snags will be added to the central snag list for record purposes.

The snagging list will be categorise snags as to whether remedial works can be done immediately or during planned periods (e.g. out of term time).

A meeting will be held with ICL and Wallis to ensure that all parties understand the process involved.




9.5 Demobilisation Arrangements

9.5.1 Archiving

To be developed prior to Phase 1 commissioning completion date in December 09.

9.5.2 Contractor accommodation, Welfare and Storage

To be developed.

9.5.3 Plant, Equipment and Materials

To be developed.

9.5.4 Logistics and Security

To be developed.

9.6 Lessons Learned Workshops

To be developed.




10 Risks to Handover and Close Out

Risk

Pro

bab

ility

Im

pac

t

Action Who

Works not complete in time for

inspections to be carried out

3 2 Wallis to programme works to allow

sufficient time for inspections.

Wallis

Additional ICL requirements prior

to handover not identified.

1 2 All parties to provide input to the

handover plan to identify

requirements.

ICL /

Supervisors /

Arup




Appendix AProject Close-Out Status Tracker

To be developed on receipt of Wallis’ revised Phase 2 Programme.


Ove Arup & Partners LtdIssue 15 February 2008


Appendix BProject Handover Programme

To be developed in conjunction with the commissioning programmes.




Appendix CCurrent Defects and Outstanding Works Lists

Live document in development with Wallis..




Appendix DWL Commissioning Programme

To be developed.




Appendix E

Witnessing Schedule

To be developed.




Appendix F

Site boundary plans




Appendix GSummary of Services Available Services at Handover

To be developed.




Appendix HInterim Handover User Guide Example




Appendix IDuty Holder Inspections

To be developed.






Documents

1.50HandoverPlanproforma