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Projects Handover

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Document Information

  • Document code : GL-PR-01
  • Issue No: 01
  • Issue Date: 17/11/2019
  • Revision No: —
  • Revision Date: —/—/—

Objective :

This policy was created to govern the handover process from the Contractor to Projects, Retail Design & Delivery (RDD) & Operations teams. These teams are involved from the project initiation, through design, construction, mechanical and electrical installation, day-to-day operation, and maintenance.

Definitions

Projects Commissioning

The process of ensuring the project’s systems are operating as intended and the Operations team has the information and training they need. The level and depth of commissioning required will be determined by the size of the project and by the needs defined in the initial project requirements. Systems to be commissioned throughout the projects delivery process, and in which operators should be trained, include, but are not limited to, the following:

  1. Lighting and Controls
  2. Life safety system (fire alarm, sprinklers, etc.)
  3. HVAC systems
  4. Entire civil elements
  5. Equipment Operations Manual

Operations & Maintenance Manuals are instructions required to guide the Operations team in the proper operation and maintenance of project systems, materials, finishes, components and equipment.

Revised set of drawing submitted by a contractor upon completion of the project. They reflect all changes made in the specifications and working drawings during the construction process, and show the exact dimensions, geometry, and location of all elements of the work completed under the contract. Also called record drawings or just as-builts.

Refers to a stage of the projects building process that it’s sufficiently complete, in accordance with the construction contract documents, so that a Tenant/Raya Smart Buildings can use it.

All projects under Raya’s direct supervision and maintenance.

All the construction, finishes/MEP the tenant does before moving in. It’s all being finalized by the Tenant’s contractors under the supervision of Projects & RDD teams.

Owners

Projects Team

Responsible for the MEP plans and designs, on-site follow-ups, audits, and ensuring that the project is handed over to the Operations Team in compliance with Raya Smart Buildings standards and goals.

Responsible for all the maintenance and renovation plans for the property and the local projects.

Responsible for all the cleaning, pest control, plantings, the scent for the property, and the local projects.

Responsible for building accessibility, safety and security procedures, permission adherence, and applying the security and safety plans.

Responsible for all the tenants’ requests and communication.

Responsible for the parking organization, capacity management, and cashier.

Responsible for the architectural plans and designs, on-site follow-ups, and audits.

Manages the company’s long-term and day-to-day monetary operations and strategy, oversees incoming and outgoing payments, budget creation, cash management (treasury), accounting, financial reporting.

Project Plan

The Projects & RDD teams’ primary objective during the building/installation phase is to complete and hand over the project to the Operations team to run and maintain it, comply with the contract documents, and finish it on time.

Projects & RDD teams will inform the Operations through email about the project start and end dates and the project’s nature to be ready for any works or service disruption.

Contract Closeout Requirements

The project’s contracts must specify the submittals/drawings and closeout documentation required at the project’s completion. Preparing Submittals/Drawings well in advance will ensure that all closeout documents will be available to the Operations team at the handover. Submittals/Drawings and closeout documents include, but are not limited to, the following:

  • O&M Manuals
  • As-Built Drawings
  • Keys
  • Assets Warranties/Guarantees
  • Assets Specs and Location Installed
  • Single-Line Diagram of All Electrical Equipment
  • Color Codes
  • Commissioning Certificates
Projects/RDD Tasks
  1. Clarify and incorporate closeout and Submittals/Drawings
  2. Inform the Contractor with a list of the needed Submittals/Drawings.
  3. Review and approve Submittals/Drawings in accordance with the project schedule.
  4. Assign an amount from the retention to be deducted from the Contractor in case of incomplete submittal.
Contractor Tasks
  1. At the start of building/installation, prepare a log or schedule of Submittals/Drawings and the required submission dates.
  2. Report the status of Submittals/Drawings at the regular site meetings.
  3. Prepare all the Submittals/Drawings at the defined dates and deliver them to the Projects/RDD

Operations and Maintenance Manuals

It is the Contractors responsibility to submit/prepare the O&M Manuals. Instructions in the manuals must be user-friendly to effectively direct the Operations to the proper operation and maintenance of the project systems, materials, finishes, components, and equipment. The required manuals differ according to the type of items:

  • Equipment & Machines: Submit the original stamped manuals from the vendor.

  • Materials: Prepare storage instructions, including the recommended way of storing and the expiry date if needed.
  • Finishes, Painting & Carpets: Prepare the cleaning and renewal manuals and provide the color codes.
Projects/RDD Tasks
  1. Plan and coordinate the activities of the Contractor so complete O&M manuals are available at the handover meeting.
  2. Review the complete O&M manuals to ensure completeness and accuracy, and provide written comments to the Contractor.
  3. Upon receiving the manuals, sign and approve them before handing over to the Operations.
  4. Update the O&M log.
Contractor Tasks
  1. Engage experienced and qualified staff or consultants to prepare the O&M manuals when needed.
  2. Submit a draft table of contents 10 business days before the expected Operations takeover date for Projects/RDD approval.
  3. Prepare the O&M manuals following the approved table of contents and submit them to Projects/RDD and Operations teams during the Operations takeover date.
Operations Tasks
  1. Review the Contractor’s O&M manuals and inform Projects/RDD if any information is missing or clarification required within 5 working days.

As-Built Drawings

Upon completion, the Contractor should produce the as-built drawings and submit to the Projects/RDD & Operations teams two signed copies of white prints and electronic PDF and AutoCAD drawing files.

Projects/RDD Tasks
  1. Review the accuracy and completeness of the as-built drawings prepared by the Contractor and ensure that they comply with the contract requirements.
  2. Sign and approve the submitted As-Built drawings or engage a Consultant to sign it if needed.
  3. Update the As-Built log.
  4. Send soft & hard copies of the As-Built to Compliance & Document Control for archiving.
Contractor Tasks
  1. Coordinate with Projects/RDD to initiate the preparation of the as-built drawings.
  2. Submit the as-built drawings before the Operations takeover date.
Operations Tasks
  1. Once the Operations team receives the as-built drawings, they will go with Project/RDD team on site with the drawings for physical verification before the takeover date.

Commissioning & Training

Commissioning is the process of verifying all or some of the project’s primary and subsystems, like MEP (Mechanical, Electrical & Plumbing) systems, fire alarm systems, lighting, and utility.

The Contractor is responsible for hiring (when needed) a certified commissioning and training agency/consultant for the required systems and providing orientation and training sessions to the maintenance staff under the Projects/RDD team’s supervision. The training session should incorporate all the project systems and should match the staff’s level of expertise.

Projects/RDD Tasks
  1. Identify the applicable systems to be commissioned.
  2. Initiate the commissioning process with the Contractor.
  3. Coordinate the training sessions, ensuring all necessary parties are attending.
  4. Lead a training session with the maintenance staff and ensure that all the questions are answered, and all the Operations needs are met.
  5. Ensure that the O&M includes enough instructions to operate and maintain the project systems for future training to new staff members.
Contractor Tasks
  1. Manage the commissioning process, develop a commissioning plan with the Projects/RDD
  2. Handle the following responsibilities:
    • Documenting system design intent and operating sequences inside the O&M manual.
    • Training the Operations staff on system operations and maintenance procedures.
    • Provide the Operations team with the commissioning certificates.
    • Conducting a six-month review for the system performance after occupancy.
Operations Tasks
  1. Actively participate in the commissioning process and the training sessions.

Snag List

Upon completion, the Projects/RDD team will inspect the project to detect any snags that the Contractors haven’t noticed. The Operations will not take over the project until the Contractors fix all the snags.

Projects/RDD Tasks
  1. Conduct a general inspection on the project, create a Snag List, and send it to the Contractor to start fixing it.
  2. Carefully evaluate the cost of deficiencies to ensure that the deficiency retention amount is adequate.
  3. Review and provide written sign-off on the snag list correction to confirm compliance with the contract documents.
  4. To avoid snags from escalating as the project approaches completion, work with the Contractor to implement a quality control process to ensure the standards called for in the contract are met, and deficiencies are identified and corrected promptly.
  5. Agree with the Contractor on a process for addressing damage to the project during tenant move-in (or kick-off date).
Contractor Tasks
  1. Correct the deficiencies to the satisfaction of the Projects/RDD team according to the agreed-upon schedule.

Operations Takeover

After the snag list is fixed, the Projects/RDD team will invite the Operations team to take over the project to start operating it during the warranty period and will deliver the Submittals/Drawings to review and verify within 5 business days.

Projects/RDD Tasks
  1. Collect all the comments on the Submittals/Drawings and make sure of their completeness and accuracy.
  2. List the things that might void the warranty for the Operations team to deal with them carefully.
  3. Provide the Submittals/Drawings to the Operations team to verify them.
  4. Projects/RDD team will be responsible for all the communications with the Contractor regarding the deficiencies and snag list during the warranty period.
  5. Send the Operations takeover form and the final interim to the Finance team for review.
Contractor Tasks
  1. Establish a reasonable date for correcting the deficiencies and the Submittals/Drawings and inform the Projects/RDD in writing with the targeted date.
Finance Team Tasks
  1. Review the takeover form and the final interim to release the bill amount.
  2. Assign retention amount of the bill after discussion with Projects/RDD.

The retention amount might be replaced by Guarantee Letter.

Operations Tasks
  1. Create a deficiency report for any incident found during the operations and deliver it to Projects/RDD to communicate with the Contractor.
  2. Review the Submittals/Drawings and deliver feedback to Projects/RDD within 5 business days.
  3. They should be aware of their responsibilities under warranty, not undertake any work that may void it, and seek the Projects/RDD team’s advice when needed.

Six-Month Review Meeting

The Projects/RDD to undertake a review (in the middle of the warranty period) of the project systems with the Operations team to address any unexpected issues or questions or clarify the staff needs as they begin to operate and maintain the building systems.

Projects/RDD Tasks
  1. Include the six-month project systems review in the development schedule.
  2. Prepare the deficiencies log to review and validate its status with the Operations team and the Contractor.
  3. Agree with the Contractor on any additional training or clarifications needed and the updated deficiencies log.
Contractor Tasks
  1. Provide additional training as needed to meet the stated requirements from the Operations.
  2. Review the updated deficiencies log and confirm its status and the dates for remedying them.
Operations Tasks
  1. After occupancy, ensure that the staff notes any issues that arise with their understanding of the project’s systems operations or maintenance.
  2. Prepare a report of additional training or clarification needed by staff and send it to the Projects/RDD team to communicate with the Contractor.

Before-End of Warranty Review

The Contractor is obliged to correct all deficiencies following the warranty provisions of the contract.

After the warranty period is over, the Operations team will be responsible for all the project’s maintenance and renovation plans according to the Operations policies & procedures.

Projects/RDD Tasks
  1. Arrange a review with the Operations team before the warranty period is over to ensure all their issues are addressed.
  2. Prepare the deficiencies log to review and validate its status with the Operations
  3. Make sure that the Operations have all the Submittals/Drawings, and nothing is missing.
Contractor Tasks
  1. Correct all deficiencies noted in the warranty inspection report prepared by Projects/RDD.
Operations Tasks
  1. Report the status of all deficiencies to Projects/RDD so they can take it with the Contractor.

Final Handover Meeting

After the warranty period is over, the project handover meeting should formalize the turnover of the project accountability from the Projects/RDD to the Operations team.

Projects/RDD Tasks
  1. Arrange the project handover meeting.
  2. Prepare a list of the remaining supplies in the stock and the suppliers’ contact lists for future use.
  3. Prepare the final handover checklist.
  4. Approve or reject releasing the retention amount or the guarantee letter after consulting the Finance
  5. Update all the logs and lists and deliver them to operations.
  6. Turn over all the soft & hard copies of the contracts & correspondences and logs to Compliance & Document Control team to archive them.
Finance Team Tasks
  1. Release the retention amount after Projects/RDD confirmation and valid justification.
Operations Tasks
  1. Provide a written sign-off on the project handover checklist.
  2. Include the project in the maintenance and renovation plans.

Forms & Logs Required for Documentation

After the project is complete and the final handover meeting is done, the Projects/RDD team will deliver any documents they have related to the Compliance & Document Control team to archive it for any future use.

Below is the list of required forms and logs needed during the project from the planning to execution until the delivery phase:

Operations Take Over Form
O&M Manuals Log
As-Built Drawings Log
Commissioning Log
Training Sessions Log
Snag List
Deficiency Report
Deficiency Log
Keys Log
Warranties & Guarantees Log
Signs & Way Findings Log
Assets Specifications Log
Color Codes Log
Contractors & Suppliers List
Reviews Meeting Agenda Minutes
Final Handover Form
Projects Handover (Signed)

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