THE AUSTRALIAN NATIONAL UNIVERSITY

FACILITIES & SERVICES

HANDOVER TAKEOVER REQUIREMENTS

FACILITIES INSPECTION CHECKLIST

Project Number:

Project Name:

Project Location:

Description:

Building Number(s):

Date of Handover Board:

Handover Board Members (Attendees Only) Appointment

Project Coordinator Facilities and Services Maintenance Representative Building Contractors Representative Designers Representative Client Representative

Name(s)

Division of Information Representative Security Representative

1.0

Defects Liability (Schedule 1 List Item) 1

1.01 1.02 1.03 Starts: Ends:. Schedule 1 List of Outstanding Defects / Outstanding Works complete. YES/NO

2.0

Keys (Schedule 1 List Item) 2

2.01 2.02 Tagged keys and key list provided to the CSIG Regional Manager. Plant Rooms have been keyed to CSIG Regions Standard System. YES/NO YES/NO

3.0

As-Constructed Drawings (Schedule 1 List Item)

3.01 3.02 Schedule 1 for as built drawings (hard & electronic) is complete Final date by which as-constructed drawings given to CA:. YES/NO YES/NO

4.0

Operating Manuals (Schedule 2)

4.01 4.02 4.03 4.04 4.05 Essential operating instructions in place. Plant room logbooks and wiring diagrams in place. Note if maintenance manuals separate from parent operating manual. Schedule 2 for operating (and maintenance manuals) is complete. Program for provision of all (remaining) manuals provided. YES/NO YES/NO YES/NO YES/NO YES/NO

5.0

Maintenance (Schedule 3) 3
5.01 Contractors Nominated Maintenance point of contact for Preventive and Breakdown Maintenance during defects liability period provided. YES/NO

It is preferable to have all works completed prior to the commencement of the Defects Liability Period, to avoid implications associated with extensions to the Defects Liability Period.

Contractors should not retain keys through the Defects Liability Period. On receipt of keys, the Project Coordinator/Client Representative may immediately transfer them (other than those he requires) to the proposed occupant. Contact names and telephone numbers must be supplied at the time of handover.

5.02

Contacts for after hours emergency maintenance supplied to Client Services Unit and Facilities and Services Maintenance.

YES/NO

6.0

Training
6.01 Details of training to be provided by the contractor to Client Staff on building systems. Details of training for telecommunications/IT passed to Division of Information representative. YES/NO

6.02

YES/NO

7.0

Furniture and Portable Items (Other than Fire Extinguishers) 4 (Schedule 1 List Item)
7.01 7.02 Client has received a list of all items provided (if provided via project). Client acknowledged receipt of items as listed. YES/NO YES/NO

8.0

FP&E Plant Commissioning and Test Results (Schedule 1 List Item)

8.01 Plant Certification Certificates Statutory Test and Commissioning 5 results attached at Schedule 1 List. Test certification displayed on equipment as required by regulation. Schedule 1 List fixed plant and equipment completed; passed to Project Coordinator Plant and equipment servicing schedules provided 6 . FP&E servicing responsibilities during the DLP have been clearly defined and agreed by F&S Maintenance Manager and / Project Coordinator. YES/NO YES/NO

8.02 8.03

YES/NO YES/NO

8.04 8.05

YES/NO

The Project Coordinator is to have arranged the provision of furniture lists (by room) from the Project Manager/Contractor, in order to stock-take items during the inspections. Commissioning certificates are to be supplied to the Project Coordinator during the handover inspection. Servicing schedules should be included in the Operating or Maintenance Manuals.

9.0

Fire Protection Equipment (Schedule 1 List Item) 7

9.01 All equipment installations, compliance checks and commissioning completed in accordance with specified requirements 8 . There is a maintenance regime in place during the defects liability period for all fire protection equipment in accordance with the relevant sections of AS 1851. Facilities and Services Fire Services Period Contractor to install fire extinguishers after hand-over. YES/NO

9.02

YES/NO

9.03

YES/NO

10.0

Security (Schedule 1 List Items and Schedule 2)

10.01 10.02 Security accreditation inspections have been completed and passed 9 . Test Certificates for security systems and alarms, and access control systems provided (Schedule 1 List). Operating and Maintenance Manuals for security systems, alarms, and access control systems provided (Schedule 2) YES/NO

YES/NO

10.03

YES/NO

11.0

Fuel Tanks and Gas Storage (Schedule 1 List Item)

11.01 Details have been provided of fuel and gas storage tanks required to be filled by the contractor 10 . YES/NO

12.0

Telecommunications (Schedule 4)
12.01 12.02 Telecommunications system commissioned and connected to PABX. Warranties and cabling certifications passed to Division of Information Manager. YES/NO

YES/NO

13.0

Environment and Heritage Requirements

13.01 Environment and Heritage compliance checklist has been completed 11 . YES/NO

All Commissioning Certificates and waivers are to be attached to the Handover Certificate. If a system is not to be commissioned, or certification requirements are not required, then a waiver should have been applied for via Project Coordinator. Applications for waiver MUST be approved and in place prior to handover. Note also that the location of sprinkler control systems is to be identified at handover.
8

Facilities and Services Engineering Services is developing a checklist to confirm facility compliance against a range of requirements. The checklist is still under development. Manager Security will provide the security checklist for compliance. Any pressure certificates, to comply with Comcare/OH&S provisions, to be provided at time of handover. The checklist is still under development and will be formally advised in due course.

10

11

14.0

Cleaning and Ground Maintenance

14.01 Gardens and Grounds contract has been amended to include requirements of new facility. Contractors liability for gardens ends on the following date (if applicable): .. Contractors responsibility for grass cutting ends on the following date YES/NO

14.02

14.03

(if applicable): ..

(..) Project Coordinator Date:

Distribution: Facilities and Services File (No:..)

Hand-over Schedules:

Schedule 1 Schedule of Lists (for appended Certificates etc) Schedule 2 - Operating and Maintenance Manuals Schedule 3 - Maintenance Contacts Schedule 4 - Checklist for Hand-over of IT

SCHEDULE 1 SCHEDULE OF LISTS TO BE PROVIDED (EXCLUDES SCHEDULE 2 TO 4)

The List for the Purpose noted below should be used as the Cover Sheet to accompanying test certificates, drawings, key schedule, furniture schedule etc.

List

Purpose
Keys As Constructed Drawings Furniture Plant Certification Test and Commissioning Results Fixed Plant and Equipment Servicing Schedules Fire Protection Equipment Dispensations

Comments
List provided with tagged Keys at handover To be provided within 30 days of Practical Completion, with digital data. List provided at hand-over for checking; although earlier check possible List provided with Certificates at hand-over FP&E list provided with Certificates at hand-over List provided at hand-over with schedules, unless contained in manuals List provided with all test certificates at hand-over. Copy of any dispensation approvals provided at hand-over to Manager, Engineering Services; copy to project file. List provided with test certificates at handover List provided with test certificates at handover Pressure certificates provided at handover. Outstanding Defects or outstanding works to be finalised prior to hand-over; confirm on hand-over. Additional defects identified at handover. Contractor to be advised of time period for rectification.

1 2 3 4 5 6 7 8

9 10 11 12

Security Alarm System Access Control System Fuel Tanks and Gas Storage Defects

SCHEDULE 2 OPERATING AND MAINTENANCE MANUALS

Operating Manuals Package: Description:

DISCIPLINE
Hydraulic Elect / Fire / Comms Mechanical Security Alarm System Access Control System

STATUS

Maintenance Manuals (if separate from the parent Operating Manual)

Package: Description:

DISCIPLINE
Hydraulic Elect / Fire / Comms Mechanical Security Alarm System Access Control System

STATUS

SCHEDULE 3

CONTRACTOR(S) NOMINATED MAINTENANCE CONTRACT CONTACTS FOR PREVENTATIVE AND BREAKDOWN MAINTENANCE

Discipline Contractor

Full Contact Details

After Hrs Phone Contact Details*

*Note: After hours contact phone numbers are mandatory where repairs to be undertaken may occur as a matter of urgency (such as for power, water, drainage, selected mechanical items, and security and access equipment).

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SCHEDULE 4

CHECKLIST FOR HAND-OVER OF TELECOMMUNICATIONS/IT

Building.........................

Date of Hand-over....................

At or Prior to Hand-over: Copy of relevant compliance certification, and provision of all supplementary equipment to include: ! ! ! ! Patch cords Fly leads Telephones Audio Visual

Warranty and maintenance details as appropriate for: ! ! ! ! ! ! PABX DSDN equipment PSTN equipment MAT/TV Hubs Cabling system ! ! ! ! ! BRS equipment Patch panels Telephones CADS Attended Consoles

Within 30 Days after Hand-Over: A description detailing the following (together with cabling drawings in AUTOCAD format): ! ! ! ! plan of the horizontal sub-system locations of telecommunications closets equipment cabling sub-system internal and external backbone sub-systems