Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

A single copy of this document is licensed to

southbank

On

20/02/2018

This is an uncontrolled copy. Ensure use of the

most current version of the document by searching
the Construction Information Service.
 A BSRIA Guide www.bsria.co.uk

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Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

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A toolkit for designers and contractors

By Paddy Hastings, Kevin Pennycook and Roderic Bunn

Supported by

BG 1/2007
 Preface
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

Barry Nealon, Chairman,

Reliance Facilities Management Services

4HE PUBLICATION OF Handover, O&M Manuals and Project Feedback IS A WELCOME ADDITION TO THE
LIBRARY OF PRACTICAL "32)! GUIDES

(ISTORICALLY THE CONSTRUCTION AND MANAGEMENT PHASES OF A BUILDING HAVE BEEN FOUNDED ON
DISCRETE ACTIVITIES )NDIVIDUAL PIECES OF THE JIGSAW HAVE BEEN DELIVERED WITHOUT REFERENCE TO
THE COMPLETE PICTURE "32)! HAS BEEN A DRIVING FORCE IN ENCOURAGING THE INDUSTRY TO
ADOPT A MORE JOINED UP APPROACH FORGING STRONGER LINKS BETWEEN THE DIFFERENT DISCIPLINES
AND PROMOTING A WHOLE LIFE CYCLE APPROACH TO BUILDING 2ELIANCE &ACILITIES -ANAGEMENT
3ERVICES IS PLEASED TO OFFER ITS FULL SUPPORT TO THIS INITIATIVE

&OCUS ON THE PERFORMANCE OF BUILDINGS IS GATHERING MOMENTUM NOT JUST IN TERMS OF USE
BUT ALSO OF A REDUCED IMPACT ON THE ENVIRONMENT 2ELIANCE &ACILITIES -ANAGEMENT 3ERVICES
HAS TAKEN A LEADING ROLE WORKING WITH OUR FELLOW PROFESSIONALS IN THE PROPERTY INDUSTRY TO
HELP OCCUPIERS REDUCE THEIR USE OF ENERGY AND IMPROVE THEIR TOTAL CARBON FOOTPRINT 7E
NEED TO ASSESS THE IMPACT OF OUR ACTIVITIES NOT ONLY IN THE CONTEXT OF OUR
INDIVIDUAL DISCIPLINES BUT ALSO IN TERMS OF THE TOTAL UTILISATION AND LIFE
EXPECTANCY OF BUILDINGS AND SYSTEMS 5NDERSTANDING THE BUILDING LIFE CYCLE IS CRITICAL
TO THE CREATION OF SAFER MORE PRODUCTIVE AND ENERGY EFFICIENT BUILDINGS

4HIS "32)! GUIDE PROVIDES AN ESSENTIAL BASIS FOR COMMON UNDERSTANDING WHICH AS
PRACTITIONERS WE MUST ALL EMBRACE IF WE ARE TO MAKE A DIFFERENCE

"ARRY .EALON
#HAIRMAN
2ELIANCE &ACILITIES -ANAGEMENT 3ERVICES

HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK

© BSRIA BG 1/2007
 Part 1

Acknowledgements
"32)! ACKNOWLEDGES THE HELP OF THE FOLLOWING PEOPLE AND ORGANISATIONS WHO
HELPED IN THE REVISION OF THIS GUIDE
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

● 7ILLIAM "ORDASS !SSOCIATES FOR ENERGY INFORMATION

● !DRIAN ,EAMAN "UILDING 5SE 3TUDIES FOR THE OCCUPANCY SURVEY METHODOLOGY

"32)! WOULD ALSO LIKE TO THANK *O (ARRIS OF "32)! FOR FACILITIES MANAGEMENT AND
MAINTENANCE INFORMATION AND *OHN !RMSTRONG AUTHOR OF THE FORTHCOMING REVISED
PUBLICATION CIBSE Guide M: Ownership, Operation and Maintenance of Building Services
FOR HIS ASSISTANCE IN ENSURING THAT THE "32)! AND #)"3% GUIDES ARE COMPLEMENTARY

4HE AUTHORS HAVE SOUGHT TO ENSURE THAT THE CONTENTS OF THIS GUIDE WERE RELEVANT
AND UP TO DATE AT THE TIME OF PUBLICATION (OWEVER READERS SHOULD BE AWARE THAT
LEGISLATION STANDARDS AND CODES OF PRACTICE CHANGE REGULARLY 2EADERS SHOULD SATISFY
THEMSELVES THAT THEIR ACTIONS INFORMED BY THIS GUIDE CONFORM TO ALL RELEVANT
LEGISLATION PREVAILING AT THE TIME OF USE

%DITABLE FILES
%DITABLE 7ORD VERSIONS OF THE TABLES PRO FORMAS AND OTHER SUPPORTING
DOCUMENTATION ARE ATTACHED TO THE PDF OF THIS PUBLICATION AND ARE ALSO
AVAILABLE AT WWWBSRIACOUKGOTOHOMPF 

"32)! ACKNOWLEDGES 2ELIANCE &ACILITIES -ANAGEMENT 3ERVICES IN SUPPORTING THIS

PUBLICATION

Surety House, 150 Hampton Road West

Feltham, Middlesex TW13 6BE

T: 020 8894 6900

F: 020 8894 6910
E: [email protected]
W: www.reliancefm.com

Handover, O&M Manuals, and Project Feedback

n a toolkit for designers and contractors

All rights reserved. No part of this publication may be

reproduced, stored in a retrieval system, or transmitted
in any form or by any means electronic or mechanical
including photocopying, recording or otherwise, without
prior written permission of the publisher.

%65,$-XO\,6%1

HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK 1

© BSRIA BG 1/2007
 Contents
Introduction 5
1 Building handover information 9
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

1.1 Information considerations and planning 9

1.2 The user guide 9
1.3 Operation and maintenance information 9
1.4 Computer-based information systems 10
1.5 Computer-aided facilities management systems 11
1.6 Record drawings 12
1.7 O&M manual and record drawing specification 12
1.8 Recommended requirements for m&e record drawings 13
1.9 Commissioning information 15
1.10 Plant and system warranties and guarantees 16
1.11 Pre-handover duties 18
1.12 Statutory examination and insurance 19
1.13 Training of operational and maintenance personnel 19
1.14 Commissioning information 20
1.15 Defects period 20
1.16 Storage and access of information 20
1.17 Checklist of documentation 24

2 Operating and maintenance manuals 27

2.1 Legislation covering operation and maintenance 27
2.2 The content of operating and maintenance manuals 40
2.3 Types of operating and maintenance manual 40
2.4 Operating and maintenance strategy 41
2.5 Users of operating and maintenance manuals 42
2.6 Sources of information 42
2.7 The content of O&M manuals 43
2.8 Contents, structure and layout 44
2.9 Specification of manuals for building services 55
2.10 Contractural relationships and information exchange 56
2.11 Specification for preparing a manual 61
2.12 Confidentiality 62

2 HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK

© BSRIA BG 1/2007
 Part 1
2.13 Copyright 62
2.14 Manual costs 63

3 A model specification for O&M manuals 67

Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

3.1 Scope 67
3.2 Definitions 67
3.3 General requirements 68
3.4 Checking and approval 70
3.5 Content and layout of a manual 70
3.6 Updating procedures for operating and maintenance manuals 72
3.7 Procedures for updating manuals 72

4 Logbooks, energy certification and condition surveys 75

4.1 Building logbooks 75
4.2 Energy audits and surveys 76
4.3 Energy performance assessment 79
4.4 Operational energy certification 80
4.5 Operational energy ratings 80
4.6 The certification process 81
4.7 Data gathering 82
4.8 Condition surveys 86

5 Design and project feedback tools 91

5.1 Why feedback tools are important 91
5.2 Occupant satisfaction surveys 92
5.3 Project feedback tools 95

6 Appendices 105
A Maintenance labour resource 105
B Checklist of engineering services 107
C Extract From BS 8210:1986 Section 5 108
D Extract from the Building Regulations 111
E Draft display energy certificate 112
F Principles of percentiles 113
G Components of benchmarking 114

HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK 3

© BSRIA BG 1/2007
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

Õfn
With over 40 years experience in building, maintenance
All around you there are amazing people, and facilities services, PME is one of the UK’s leading

breathing life into the environments in companies in its field. As part of Carillion plc, we are
setting standards in sustainability, Health and Safety
which we live, work and play. They keep
and corporate social responsibility. We use the latest
essential services flowing and enable all technology to deliver bespoke solutions, from routine
kinds of organisations to operate safely, office maintenance to the critical asset management
effortlessly and effectively. of financial data centres.

For more information, call Dave Flower on

0207 326 8550 or email dfl[email protected]
www.pme.co.uk

MAKING TOMORROW A BETTER PLACE

 Part 1

Introduction
4HE CONSTRUCTION INDUSTRY IS UNIQUE IN THE WAY THAT MILLION POUND PRODUCTS
CAN CHANGE HANDS WITH VERY LITTLE IN THE WAY OF FORMAL HANDOVER AND CUSTOMER
CARE %VEN THE HUMBLE a HATCHBACK IS SUBJECT TO A STRINGENT PRE DELIVERY
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

INSPECTION FOLLOWED BY A FREE FIVE YEAR MANUFACTURERS WARRANTY4HE a MILLION

OFFICE ON THE OTHER HAND CAN LAST TEN TIMES LONGER IS ARGUABLY FAR MORE
COMPLEX AND FRAGILE AND CAN RARELY BE COUNTED ON TO WORK FIRST TIME #ARS
COME WITH WELL WRITTEN AND SCRUPULOUSLY ILLUSTRATED OWNERS MANUALS "UILDINGS
COME WITH A HOTCH POTCH OF DRAWINGS PRODUCT LITERATURE AND JARGON RICH
TECHNICAL DOCUMENTS PACKED INTO RING BINDERS

4HE UNFLATTERING COMPARISON BETWEEN BUILDINGS AND CARS IS NOT ONE IN WHICH
THE CONSTRUCTION INDUSTRY CAN TAKE MUCH PRIDE PARTICULARLY CONSIDERING THAT
BUILDINGS ARE MORE LIKE SHIPS THAN CARS ,IKE BUILDINGS SHIPS ARE RARELY IDENTICAL
USUALLY CUSTOMISED MADE ON SITE AND OFTEN SUBJECT TO CHANGES DURING THEIR
ASSEMBLY !S A RESULT THEY NEED ONEROUS SEA TRIALS BEFORE THEY CAN BE CONSIDERED
SEAWORTHY )N STARK CONTRAST BUILDINGS ARE OFTEN PRESSED INTO USE DURING THE FINAL
STAGES OF THEIR FIT OUT

%VEN WHEN A BUILDING HAS BEEN ACCEPTED AS COMPLETED AND THE CERTIFICATES
SIGNED IT IS ESSENTIAL THAT PROJECT TEAMS DO NOT DISAPPEAR 5NDERSTANDABLY CLIENTS
ANDOR OCCUPIERS WANT TO GET THEIR BUSINESSES UP AND RUNNING AS QUICKLY AS
POSSIBLE BUT THIS SHOULD NOT BE A SIGNAL FOR A DESIGN AND CONSTRUCTION TEAM TO
DISBAND )T IS ESSENTIAL n TO MEET THE REQUIREMENTS OF ENVIRONMENTAL LEGISLATION IF
NOTHING ELSE n FOR DESIGNERS TO HOLD THEIR CLIENTS HANDS DURING THE CRITICAL FIRST
FEW MONTHS OF OCCUPATION

"32)!S  +EY 0ERFORMANCE )NDICATORS REVEALED THAT THE POOR QUALITY OF
/- MANUALS REMAINED A MAJOR PROBLEM FOR CLIENTS "32)! HAS COLLECTED DATA
ON THE QUALITY AND TIMELINESS OF DELIVERY OF /- MANUALS SINCE  $URING
THAT TIME THE QUALITY OF /- MANUALS HAS DECLINED RATHER THAN IMPROVED4HERE
IS CLEARLY HUGE ROOM FOR IMPROVEMENT

BG1/2007 Handover, O&M Manuals, and Project Feedback IS A SIGNIFICANT UPDATE

AND AMALGAMATION OF TWO PREVIOUS GUIDES 4.  Handover Information for
Building Services AND !'  Operating and Maintenance Manuals )N TYING
TOGETHER THESE TWO ESTABLISHED GUIDES "32)! IS GIVING A STRONG STEER TO THE
INDUSTRY TO MAKE A STRATEGIC LINK BETWEEN THE PROCESS OF HANDING OVER A
BUILDING THE SUBSEQUENT EDUCATION OF ITS USERS AND THE FINE TUNING OF A
BUILDINGS ENVIRONMENTAL SYSTEMS

4HE NEW GUIDE ALSO REFLECTS THE SIGNIFICANT SHIFT TOWARDS IMPROVING THE
OPERATIONAL PERFORMANCE OF BUILDINGS4HE  UPDATE TO Part L2A OF THE
Building Regulations NOW DEMANDS THAT BUILDINGS HAVE A LOGBOOK4HE %5S
Energy Performance of Buildings Directive HAS ALSO PUSHED BUILDING LEGISLATION
TOWARDS ENERGY EFFICIENCY CERTIFICATION AND THE REGULAR INSPECTION OF BOILERS AND
AIR CONDITIONING SYSTEMS &ROM  !PRIL  PUBLIC SECTOR OCCUPIERS OF
BUILDINGS WITH A TREATED FLOOR AREA GREATER THAN  M WILL NEED TO DISPLAY A
$ISPLAY %NERGY #ERTIFICATE $%# BASED ON ACTUAL MEASURED ENERGY
CONSUMPTION 3KILLED ASSESSORS WILL BE NEEDED FOR THIS TO HAPPEN

&OR THESE REASONS THIS GUIDE INCLUDES GUIDANCE ON CARRYING OUT ENERGY
PERFORMANCE ANALYSIS AND WAYS TO BENCHMARK THE RESULTS 2EFLECTING THE
INCREASING USE OF POST OCCUPANCY SURVEYS THIS GUIDE ALSO INCLUDES A NEW SECTION
ON MEASURING OCCUPANT SATISFACTION USING THE RESULTS TO INFORM DESIGN DECISIONS
7HEN USED IN CONJUNCTION WITH ENERGY ANALYSIS OCCUPANT SATISFACTION SURVEYS

HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK 5

© BSRIA BG 1/2007
 CAN BE VERY POWERFUL TOOLS FOR UNDERSTANDING HOW A BUILDING IS WORKING

'IVEN THE EXPANDED CONTENT OF THE COMBINED GUIDANCE THE PUBLICATION HAS
BEEN SUB DIVIDED INTO FIVE DISTINCT PARTS4HESE PARTS PRESERVE THE LAYOUT OF THE
TWO SUPERSEDED GUIDES WITH THE ADDITION OF TWO NEW SECTIONS ON ENERGY
CERTIFICATION AND FEEDBACK TOOLS
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

● 0ART  "UILDING HANDOVER INFORMATION

● 0ART  /PERATING AND MAINTENANCE MANUALS

● 0ART ! MODEL SPECIFICATION FOR /- MANUALS

● 0ART  ,OGBOOKS ENERGY CERTIFICATION AND CONDITION SURVEYS

● 0ART  $ESIGN AND PROJECT FEEDBACK TOOLS

Building handover information

4HE FIRST SECTION OF THIS GUIDE IS A HEAVILY REVISED AND UPDATED EDITION OF 4.
Part 1  Handover Information for Building Services. 4HE SECTION CONTAINS GUIDANCE
ON THE STEPS A DESIGN AND CONSTRUCTION TEAM SHOULD TAKE TO ACHIEVE A SMOOTH
HANDOVER

3INCE 4.  Handover Information for Building Services WAS LAST UPDATED THE
 Building Regulations INTRODUCED THE REQUIREMENT FOR BUILDING LOGBOOKS
4HE LOGBOOK MUST PROVIDE ENOUGH DETAILS OF INSTALLED BUILDING SERVICES PLANT
AND CONTROLS THEIR METHOD OF OPERATION AND MAINTENANCE AND OTHER DETAILS
THAT ENABLE ENERGY CONSUMPTION TO BE MONITORED AND CONTROLLED /WNERS AND
OCCUPIERS ARE OBLIGED TO KEEP CONTROL OF THE CONTENT AND QUALITY OF THEIR
LOGBOOK

Operating and maintenance manuals

0ART  OF THIS GUIDE EXPLAINS THE BEST APPROACH TO CREATING AND DELIVERING
Part 2 OPERATION AND MAINTENANCE MANUALS FOR BUILDINGS4HE SECTION HEAVILY UPDATES
THE CONTENT IN !'  Operating and Maintenance Manuals IN RESPECT OF
PREVAILING LEGISLATION STANDARDS AND CODES OF PRACTICE4HIS GUIDE ALSO REFLECTS
THE REQUIREMENTS OF THE 2007 Construction (Design and Management) Regulations,
WHICH SPELL OUT THE SPECIFICATION REQUIREMENTS FOR A BUILDINGS HEALTH AND SAFETY
FILE

%DITABLE 7ORD VERSIONS OF THE TABLES PRO FORMAS AND OTHER SUPPORTING
DOCUMENTATION ARE ATTACHED TO THE PDF OF THIS PUBLICATION AND ARE ALSO
AVAILABLE AT WWWBSRIACOUKGOTOHOMPF 

A model specification for O&M manuals

4HIS SECTION UPDATES THE MODEL SPECIFICATION FOR TECHNICAL DOCUMENTATION
ORIGINALLY PUBLISHED IN AG 1/87.1 Operating and Maintenance Manuals )T TAKES
Part 3 INTO ACCOUNT THE REQUIREMENTS OF UPDATED LEGISLATION AND "RITISH AND
%UROPEAN 3TANDARDS AND CODES OF PRACTICE

!N EDITABLE 7ORD VERSION OF THE MODEL SPECIFICATION IS ATTACHED TO THE PDF

OF THIS PUBLICATION AND IS ALSO AVAILABLE AT WWWBSRIACOUKGOTOHOMPF 

6 HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK

© BSRIA BG 1/2007
 Part 1

Logbooks, energy certification and condition surveys

%NERGY CERTIFICATION IS A CONCEPT NEW TO THE 5+ ALTHOUGH THE PRINCIPLES OF
Part 4 ENERGY TARGETING AND MONITORING HAVE BEEN AROUND FOR YEARS %NERGY
CERTIFICATION HAS COME ABOUT DUE TO THE WIDE DISPARITY BETWEEN DESIGN
EXPECTATION AND ACTUAL PERFORMANCE )N MANY CASES THE MORE A DESIGNER
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

ATTEMPTS TO OPTIMISE ENERGY EFFICIENCY THE GREATER THE RISK THAT THE ENERGY
TARGETS WONT BE MET 0OST OCCUPANCY STUDIES FROM THE 02/"% STUDIES
ONWARDS REGULARLY REPORT DISCREPANCIES BETWEEN EXPECTATION AND OUTCOMES

)N  THE %5S Energy Performance of Buildings Directive PLACED AN OBLIGATION

ON THE 5+ GOVERNMENT TO ADOPT ENERGY CERTIFICATION )N *UNE  THE
GOVERNMENT COMMITTED ITSELF TO THE ADOPTION OF OPERATIONAL RATING CERTIFICATES
BASED ON ACTUAL ENERGY USE )N EARLY  THE GOVERNMENT ISSUED Statutory
Instrument 2007/991 WHICH DESCRIBES THE REQUIREMENTS FOR MANDATORY BUILDING
ENERGY LABELLING4HESE WILL INITIALLY APPLY TO SOME DWELLINGS AND PUBLIC
BUILDINGS BUT IN TIME WILL INEVITABLY BE EXTENDED TO THE COMMERCIAL SECTOR

0ART  INCLUDES THE BACKGROUND TO THE ENERGY ANALYSIS TOOLS CERTIFICATION

METHODOLOGY AND THE ENERGY LABELLING SYSTEM TO BE ADOPTED BY THE
GOVERNMENT4HE METHODS OF ENERGY ANALYSIS SUCH AS CIBSE TM22: Energy
Analysis and Reporting Methodology, ARE WELL ESTABLISHED AND THE APPROACH TO
ENERGY BENCHMARKING AND REPORTING VERY SIMILAR TO THAT APPLIED TO DOMESTIC
APPLIANCES #LIENTS AND DESIGNERS SHOULD FAMILIARISE THEMSELVES WITH THE
METHODS AND BECOME PROFICIENT IN THEIR USE

Design and project feedback tools

0ART  IS A NEW SECTION COVERING TOOLS FOR UNDERSTANDING HOW SYSTEMS ARE
Part 5 WORKING AND TO WHAT EXTENT OCCUPANTS ARE SATISFIED OR DISSATISFIED WITH THEIR
BUILDING4HESE TOOLS HAVE BEEN ASSESSED AND BROUGHT TOGETHER INTO A PORTFOLIO
BY THE 5SABLE "UILDINGS 4RUST 5"4 4HE TOOLS WILL BE REGULARLY UPDATED ON
THE 5"4 WEBSITE WWWUSABLEBUILDINGSCOUKFPINDEXHTML

.OTE THAT THE TERM POST OCCUPANCY EVALUATION 0/% HAS BECOME A
EUPHEMISM FOR A WIDE RANGE OF ANALYTICAL TOOLS )N ITS STRICT SENSE 0/% IS
CERTAINLY USEFUL FOR RESEARCHERS WHO WANT TO FIND OUT WHAT WORKED AND WHAT
WENT WRONG IN A BUILDING &OR BUILDING DESIGNERS A POST OCCUPANCY EVALUATION
IS MORE A CASE OF SHUTTING THE STABLE DOOR AFTER THE HORSE HAS BOLTED 3OME
IMPROVEMENTS AND FINE TUNING MIGHT BE POSSIBLE BUT IT MAY BE TOO LATE FOR
MAJOR CHANGES

4HIS GUIDE PREFERS THE TERM FEEDBACK TOOLS WHICH DESCRIBES THOSE METHODS
SUITABLE FOR USE AT ANY STAGE IN A PROJECT BUT MOST USEFULLY AT THE PRE DESIGN
STAGE4HEIR USE CAN PROVIDE VALUABLE INSIGHT INTO WHAT CLIENTS AND BUILDING
USERS WANT FROM THEIR BUILDINGS AND IDENTIFY THE ASPECTS OF DESIGN MOST
IMPORTANT TO THEM 2ESULTS OF OCCUPANT SURVEYS MIGHT SHOW FOR EXAMPLE THAT
THE USERS OF A PARTICULAR BUILDING MAY BE WILLING TO PUT UP WITH TRAFFIC NOISE IN
ORDER TO HAVE OPENABLE WINDOWS WHEN ESTABLISHED DESIGN GUIDANCE MIGHT
SUGGEST OTHERWISE

4HE SAME TOOLS CAN BE USED FOR REALITY CHECKING DURING DESIGN ITERATIONS AND
TO CLOSE THE LOOP BETWEEN CLIENT END USER AND DESIGNER EXPECTATION AND THE

HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK 7

© BSRIA BG 1/2007
 PERFORMANCE OF THE FINISHED BUILDING )N GENERAL THE MORE EMPIRICAL THE
FEEDBACK METHOD THE MORE LIKELY THAT ALL STAKEHOLDERS WILL FIND IT ADDS VALUE
TO THE PROCESS OF DESIGNING BUILDING AND RUNNING A BUILDING

4HIS GUIDE DOES NOT INSTRUCT READERS IN HOW TO USE FEEDBACK TOOLS )NSTEAD IT
DESCRIBES THE MORE ESTABLISHED METHODOLOGIES AND GIVES GUIDANCE ON SELECTION
CRITERIA 2ATHER THAN ATTEMPT TO UNDERSTAND THEIR INNER WORKINGS IT IS MORE
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

IMPORTANT FOR DESIGNERS TO APPRECIATE THE VALUE THAT FEEDBACK TOOLS CAN BRING
TO A DESIGN PROCESS AND THEIR USEFULNESS FOR FINE TUNING BUILDINGS4HE MOST
IMPORTANT MESSAGE FOR THE CONSTRUCTION INDUSTRY IS THAT FEEDBACK STUDIES NEED
TO BECOME ROUTINE RATHER THAN THE EXCEPTION

4HE FACT THAT YOU READING THIS GUIDE IS EVIDENCE THAT YOU AND YOUR COMPANY
UNDERSTAND THE INDUSTRYS SHORTCOMINGS IN ITS APPROACH TO HANDOVER AND
OPERATION AND MAINTENANCE AND ARE KEEN TO DO BETTER )F YOU FOLLOW THE
GUIDANCE AND USE THE TOOLS DESCRIBED IN THIS GUIDE YOU SHOULD BE ABLE TO
DELIVER BETTER PERFORMING BUILDINGS SIGNIFICANTLY MORE USABLE /- MANUALS
LESS ENERGY HUNGRY BUILDING SERVICES AND HAPPIER OCCUPANTS )F NOTHING ELSE
THATS A GOOD RECIPE FOR REPEAT BUSINESS

Roderic Bunn
September 2007

How to use this guide

4HIS GUIDE TO HANDOVER AND /- MANUALS HAS BEEN DESIGNED TO MAKE IT
EASY TO READ AND FOR EASE OF NAVIGATION BETWEEN DIFFERENT SECTIONS

4HE BOOK HAS BEEN DIVIDED INTO FIVE PARTS

 0ART  "UILDING HANDOVER INFORMATION

 0ART  /PERATING AND MAINTENANCE MANUALS

 0ART ! MODEL SPECIFICATION FOR /- MANUALS

 0ART  ,OGBOOKS ENERGY CERTIFICATION AND CONDITION SURVEYS

 0ART  $ESIGN AND PROJECT FEEDBACK TOOLS

%ACH 0ART HAS A COLOUR CODED FLAG IN THE TOP CORNER OF EVERY PAGE TO
MAKE IT EASY TO FIND

Go to 12 O&M manual and record !NY SUPPORTING GUIDANCE WEBLINKS AND QUOTES FROM STANDARDS AND
drawing specification REGULATIONS WILL BE SHOWN SEPARATELY IN THE OUTER COLUMN WITH PAGE LINKS
SHOWN IN THE OUTER COLUMN THUS 12

8 HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK

© BSRIA BG 1/2007
 Part 1

Building handover information

1.1 Information considerations and planning
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

4HIS SECTION HIGHLIGHTS IMPORTANT CONSIDERATIONS THAT ARE OFTEN OVERLOOKED

WHEN SETTING OUT REQUIREMENTS FOR BUILDING SERVICES INFORMATION4HE AREAS
CONSIDERED ARE

● 4HE USER GUIDE

● /PERATION AND MAINTENANCE /- INFORMATION

● 2ECORD DRAWINGS

● &AMILIARISATION AND TRAINING SESSIONS

● #OMMISSIONING INFORMATION

● 0LANT AND SYSTEM WARRANTIES

4HE GUIDANCE THAT FOLLOWS IS GENERALLY DIRECTED AT CLIENT ORGANISATIONS AND

DESIGN TEAMS INVOLVED IN MEDIUM TO LARGE PROJECTS (OWEVER MANY OF THE
PRINCIPLES WILL STILL APPLY TO SMALLER PROJECTS! CHECKLIST SUMMARISING THE MAIN
POINTS IS INCLUDED AT THE END OF THIS SECTION

1.2 The user guide

! USER GUIDE SHOULD CONTAIN INFORMATION ON EMERGENCY PROCEDURES CATERING

FACILITIES MANAGEMENT AND SECURITY )T SHOULD BE AVAILABLE IN BOTH HARD COPY
AND ELECTRONIC FORMAT WITH THE LATTER MADE EASILY AVAILABLE ON THE COMPANY
INTRANET4HIS ENABLES THE USER GUIDE TO BE EASILY AMENDED AND UPDATED

7HEREVER POSSIBLE THE SPACE PLANING SHOULD ENSURE THAT DEPARTMENTS WITH A
BUSINESS SYNERGY BE LOCATED IN CLOSE PROXIMITY FOR EASE OF COMMUNICATION4HE
USER GUIDE SHOULD INCLUDE FLOOR PLATE LAYOUTS COLOUR CODED TO INDICATE EACH
GROUP LOCATION

4HE HELPDESK NUMBER AND DETAILS OF HOURS OF OPERATION FOR NON CORE SERVICE
SUPPORT DEPARTMENTS SHOULD BE INCLUDED SUCH AS FACILITIES INFORMATION AND
COMMUNICATION TECHNOLOGY AND HUMAN RESOURCES

! VIRTUAL REALITY TOUR OF A NEW BUILDING IS FEASIBLE AS THE COST OF HAVING THESE
PRODUCED IS BECOMING MORE COMPETITIVE! VIRTUAL REALITY TOUR CAN SHOW HEALTH
AND SAFETY INFORMATION IN $ WHICH BUILDING OCCUPIERS MAY FIND MORE
ACCESSIBLE AND COMPREHENSIBLE THAN THE WRITTEN WORD

1.3 Operation and maintenance information

)T IS NOT UNUSUAL FOR CONTRACTS TO ONLY COVER THE COST OF RUDIMENTARY /-
INFORMATION AND RECORD DRAWINGS AS REQUIRED BY THE Health and Safety at Work
etc Act )NFORMATION PRODUCED TO MEET THE REQUIREMENTS OF THE Act WILL
NORMALLY BE SUFFICIENT FOR RELATIVELY SMALL PROJECTS INCORPORATING BASIC SERVICES
(OWEVER FOR LARGER MORE COMPLEX INSTALLATIONS IT IS LIKELY TO PROVE INADEQUATE
AS A BASIS FOR THE EFFICIENT AND COST EFFECTIVE OPERATION OF BUILDING SERVICES

HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK 9

© BSRIA BG 1/2007
 4O COMPENSATE CLIENTS NEED TO WORK CLOSELY WITH THEIR DESIGN TEAMS TO
ESTABLISH A MAINTENANCE BRIEF4HIS WILL ENABLE SPECIFIC INFORMATION
REQUIREMENTS TO BE IDENTIFIED ALONG WITH ADEQUATE PROVISIONS IN THE CONTRACT

)DEALLY A BUILDING SERVICES DESIGNER SHOULD BE INVOLVED IN DESIGN BRIEFING TO

Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

PROVIDE BROAD ADVICE ON ENVIRONMENTAL SYSTEMS AND THEIR OPERATING AND

MAINTENANCE REQUIREMENTS #LIENT ORGANISATIONS THAT EMPLOY PEOPLE WITH
OPERATION AND MAINTENANCE EXPERTISE SHOULD ENSURE THAT THESE INDIVIDUALS
PROVIDE INPUT DURING BRIEFING4HIS WILL ALLOW A VALUABLE INTERCHANGE OF IDEAS
BETWEEN PARTIES AND FOR SPECIFIC NEEDS TO BE ESTABLISHED

4HE OPERATING ELEMENTS OF /- INFORMATION IS OFTEN LIMITED TO PLANTROOM

PROCEDURES WHILE BROADER ISSUES SUCH AS HOW THE BUILDING OCCUPANTS ARE
INTENDED TO USE AND CONTROL THEIR ENVIRONMENT ARE OFTEN OVERLOOKED7ITH THE
ADVENT OF LOW ENERGY BUILDINGS AND PASSIVE COOLING SYSTEMS IT IS INCREASINGLY
IMPORTANT THAT THIS INFORMATION IS INCLUDED4HE NECESSITY OF THIS INFORMATION IS
LIKELY TO BE STRENGTHENED IF THE CLIENT ORGANISATION IS OPERATING AN
ENVIRONMENTAL POLICY
Go to 36 Specific requirements for
structuring information are
covered by the Provision and 7HERE TENANTS ARE RESPONSIBLE FOR OPERATING AND MAINTAINING A BUILDINGS
Use of Work Equipment SERVICES THE CLIENT MUST ENSURE THAT THE DESIGN INTENT AND INFORMATION ON HOW
Regulations 1998. THE DESIGNERS ANTICIPATE THE BUILDING TO BE USED IS MADE AVAILABLE

Part 1, Section 1.17 provides 7HEN THE SCOPE AND CONTENT OF /- INFORMATION IS BEING PLANNED
Go to 24 an outline of the primary Acts CONSIDERATION SHOULD BE GIVEN TO THE LEGAL OBLIGATIONS FOR OPERATING AND
and regulations that should
be considered. MAINTAINING THE BUILDING SERVICES #OMPREHENSIVE /- INFORMATION CAN HELP
SIGNIFICANTLY IN FULFILLING THESE OBLIGATIONS

1.4 Computer-based information systems

4RADITIONAL HARD COPY /- MANUALS HAVE LARGELY FAILED TO KEEP UP WITH THE
INCREASING COMPLEXITY OF BUILDING SERVICES 0APER BASED RECORDS AND
DOCUMENTATION OFTEN PROVE TO BE AN INADEQUATE MEDIUM WHEN USED FOR
MANAGING PRESENTING AND UPDATING LARGE AMOUNTS OF /- RELATED
INFORMATION (ARD COPY MANUALS ALSO CANNOT BENEFIT FROM USEFUL COMPUTER
BASED INFORMATION CREATED DURING THE DESIGN AND CONSTRUCTION PHASES

BG2/2004 Computer-based "Y CONTRAST COMPUTER BASED SYSTEMS CAN OFFER IMPROVED ACCESSIBILITY AND EASE
Operating and Maintenance OF UPDATING4HEY CAN ALSO LINK TO OTHER ELECTRONIC SYSTEMS WHOCH ENHANCES
Manuals, BSRIA 2004 is
available via www.bsria.co.uk/
THEIR OVERALL EFFECTIVENESS "32)! PUBLICATION BG2/2004 Computer-based O&M
bookshop Manuals GIVES DETAILS ON VARIOUS TYPES OF COMPUTER BASED /- SYSTEMS AND
THE ORGANISATIONS THAT DELIVER THEM AS BESPOKE PACKAGES

/THER MORE SPECIFIC ADVANTAGES INCLUDE

● -ULTIPLE USER ACCESS VIA A CLIENT NETWORK OR AN INTERNET LINK

● 2EQUIRED INFORMATION CAN BE QUICKLY LOCATED AND RETRIEVED

● 3TORAGE SPACE REQUIRED FOR HARD COPY MANUALS IS AVOIDED

● )NFORMATION CAN EASILY BE KEPT UP TO DATE AVOIDING THE PROBLEMS OF PAGES

OR WHOLE MANUALS BECOMING MISPLACED

10 HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK

© BSRIA BG 1/2007
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1.5 Computer-aided facilities management systems

4YPICALLY COMPUTER AIDED FACILITIES MANAGEMENT SYSTEMS EMULATE THE ROLE OF

HARD COPY /- MANUALS IN A NUMBER OF WAYS
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

● 4HEY PROVIDE AN ASSET DATABASE

● 4HEY RECORD BREAKDOWNS AND MAINTENANCE WORK

● 4HEY RECORD HEALTH AND SAFETY INFORMATION

● 4HEY RETAIN EMERGENCY INFORMATION

● 4HEY CONTAIN STANDARD AND EMERGENCY OPERATING PROCEDURES

● 4HEY CONTAIN SERVICE LEVEL AGREEMENTS AND CONTRACT MANAGEMENT

● 4HEY ENABLE STOCK AND INVENTORY CONTROL

● 4HEY ENABLE THE VIEWING OF SCHEMATICS AND DRAWINGS THROUGH DIRECT LINKS
WITH #!$ SYSTEMS

● 4HEY INCORPORATE A SEARCH ENGINE ALLOWING A USER TO TYPE IN AN ENQUIRY

WHICH WOULD SEEK THE INFORMATION AND PRESENT IT ON A COMPUTER SCREEN OR A
HANDHELD DEVICE

#OMPUTER AIDED FACILITIES MANAGEMENT SYSTEMS ARE ALSO USEFUL FOR HOLDING
RECORDS AND DOCUMENTS THAT WOULD OTHERWISE BE STORED IN A REMOTE LOCATION
4ABLE  

Table1: Comparison of hard-copy and computer-based documentation systems.

Hard copy documentation and drawings

Advantages Disadvantages

● Selected data can be carried around site ● Manuals cannot be easily up-dated (unless
● Tried and tested approach with low risk copies of the original word-processed
factor documents have been kept on disk)
● For small projects, hard-copy ● Working copies of manuals and drawings
documentation and drawings are likely to be become tatty
the cheapest and most practical option ● Documents and drawings can be misplaced
● Limited flexibility in use

Computer-aided facilities management systems

Advantages Disadvantages

● Text-based information and CAD drawings ● Initial expense of hardware, software and
can be easily accessed and up-dated training
● Well suited for recording breakdowns and ● System management
scheduling maintenance work ● Scanning of drawings and manufacturers’
● A multi-user network can be set up, with literature can incur significant cost
the option to interface with a building ● Scanned drawings will be read only unless
management system they are converted into a vector-based
format suitable for CAD systems
● The cost of updating CAD drawings can be
high, especially when only minor works have
been carried out

HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK 11

© BSRIA BG 1/2007
 1.6 Record drawings

#LIENTS SHOULD WORK WITH THEIR DESIGN TEAMS AT THE DESIGN BRIEFING STAGE TO
ESTABLISH THE SCOPE AND FORMAT FOR RECORD DRAWINGS APPROPRIATE TO THE
MAINTENANCE BRIEF AND THE REQUIREMENTS FOR THE /- MANUAL
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

4HE USE OF SCHEMATICS TO PROVIDE AN OVERVIEW OF SYSTEM LAYOUTS AND CONTROL

STRATEGIES CAN BE PARTICULARLY HELPFUL IN ASSISTING WITH DAY TO DAY OPERATIONS
)DEALLY SCHEMATICS SHOULD BE PRODUCED FOR ALL INSTALLED SYSTEMS PREFERABLY ON
! AS THIS IS A MANAGEABLE SIZE WHICH CAN BE EASILY COPIED 3CHEMATICS ALSO ASSIST
IN THE PREPARATION OF BUSINESS FOCUSED MAINTENANCE STRATEGIES AS THEY ENABLE
THE EASY IDENTIFICATION OF CRITICAL SYSTEMS AND .  RESILIENCE

4HE CLIENT SHOULD ASCERTAIN WHETHER DRAWINGS ARE NEEDED TO ASSIST WITH
FACILITIES PLANNING DURING OCCUPATION )F DRAWINGS ARE REQUIRED IT IS ADVISABLE
THAT THE CLIENT SETS UP A SYSTEM FOR IDENTIFYING ROOMS SUCH AS A NUMBERING
SYSTEM

! METHOD SHOULD BE AGREED FOR CROSS REFERENCING INFORMATION ON THE DRAWINGS

TO THE /- MANUALS /N LARGE COMPLEX SERVICES INSTALLATIONS IT IS ADVISABLE TO
ADOPT A ROBUST SYSTEM FOR IDENTIFYING INDIVIDUAL ITEMS OF PLANT THE SYSTEMS
THEY SERVE AND THEIR LOCATION SUCH AS AN ASSET CODING SYSTEM  )N ADDITION TO
ENHANCING THE /- INFORMATION A CODING SYSTEM CAN SIMPLIFY FAULT TRACKING
AND MAINTENANCE PLANNING

,AYOUT PLANS ARE NECESSARY FOR THE FUTURE SPACE PLANNING AND FOR DIVISION OF THE
BUILDINGS INTO SUB LET OR INTERNAL DEPARTMENTAL AREAS #OMMUNAL AREAS SUCH AS
LIFT LOBBIES AND STAIRCASES MAY BE IDENTIFIED AS A SEPARATE COST CHARGE DIVIDED
EQUALLY AMONG ALL THE TENANTS ANDOR COMPANY DEPARTMENTS!N OWNER
OCCUPIER MAY REQUEST THAT DRAWINGS ARE PROVIDED IN PRE SET LAYERS SO THAT
FURNITURE LAYOUTS CAN BE OVERLAIN WITH THE CEILING GRID LIGHTING SYSTEMS AND
MECHANICAL AND ELECTRICAL SERVICES IN ORDER TO HELP THE SPACE PLANNING

1.7 O&M manual and record drawing specification

7HILE ESTABLISHING THE SCOPE AND CONTENT OF THE /- MANUAL AND RECORD
DRAWINGS THE FOLLOWING POINTS WILL NEED TO BE CONSIDERED

2ESPONSIBILITY WILL NEED TO BE APPORTIONED FOR PRODUCING THE MANUALS AND

RECORD DRAWINGS INCLUDING CONSIDERATION OF WHETHER A SPECIALIST AUTHOR WILL BE
USED4HE LATTER CAN BE HELPFUL WHEN PRODUCING COMPREHENSIVE /-
INFORMATION

! TIMESCALE FOR PRODUCTION WILL BE NEEDED INCLUDING DATES FOR THE START OF THE
SERVICES INSTALLATION COMMENCEMENT OF COMMISSIONING AND THE ISSUING OF DRAFT
MANUALS AND DRAWINGS4HIS COULD BE EXPRESSED AS A SET NUMBER OF WEEKS
BEFORE THE ANTICIPATED DATE OF PRACTICAL COMPLETION

! SYSTEM FOR CHANGE CONTROL WILL BE NEEDED TO HELP ENSURE THAT THE INDIVIDUALS
APPOINTED TO PRODUCE THE /- MANUAL AND RECORD DRAWINGS WILL TAKE
ACCOUNT OF ANY CHANGES TO SERVICES THAT TEND TO OCCUR DURING INSTALLATION

Detailed guidance for the )T WILL ALSO BE IMPORTANT TO CREATE A PROCEDURE FOR CHECKING THE PRODUCTION OF
specifying and procuring or THE /- MANUALS AT SPECIFIC POINTS DURING THE PROJECT )T MIGHT ALSO BE USEFUL
O&M manuals is provided in
Parts 2 and 3. TO DEFINE THE DEGREE OF DEFICIENCY IN /- CONTENT THAT WOULD BE CONSIDERED
SERIOUS ENOUGH TO DELAY COMPLETION4HIS WOULD BE ACCOMPANIED BY A

12 HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK

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PROVISION MAKING THE PRODUCERS OF THE /- MANUAL AND RECORD DRAWINGS
RESPONSIBLE FOR THE COST OF MAINTENANCE DURING THE PERIOD BETWEEN PRACTICAL
COMPLETION AND APPROVAL OF THE COMPLETED MANUALS AND RECORD DRAWINGS

/NCE ALL THE REQUIREMENTS FOR THE /- MANUAL AND RECORD DRAWINGS HAVE
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

BEEN ESTABLISHED A SPECIFICATION CAN BE PRODUCED4HIS WILL NORMALLY BE

DRAFTED BY THE CONSULTING ENGINEER ON BEHALF OF THE CLIENT AND MUST INCLUDE A
CLEAR STATEMENT OF THE MANUALS CONTENT WITH ANY SPECIFIC NEEDS CLEARLY MARKED
! DETAILED SPECIFICATION WILL HELP TO ENSURE THAT INSTRUCTIONS ARE INTERPRETED
CORRECTLY AND COSTED ACCORDINGLY

1.8 Recommended requirements for m&e record drawings

Electrical installations
,AYOUT DRAWINGS SHOULD INDICATE

● #ABLE ORIGIN PATH DESTINATION LOADING CONDUCTOR METAL AND SIZE INSULATION
TYPE AND COLOUR IF REQUIRED FOR IDENTIFICATION NUMBER OF CORES IN CABLE
NUMBER OF CABLES IN TRUNKING

● 7HETHER CABLES CONDUIT AND TRUNKING ARE CONCEALED IN WALL CHASES SCREED
CAST in-situ OR RUN ON THE SURFACE

● 4HE LOCATION ROUTE AND DEPTH OF UNDERGROUND CABLES

,AYOUT DRAWINGS SHOULD SHOW

● (6,6 SWITCHBOARDS PANELS

● 0RIMARY CABLETRUNKING DISTRIBUTION ROUTES

● $ISTRIBUTION SWITCHGEAR

● $ISTRIBUTION BOARDS

● 4RUNKING TRAY AND LADDERS IN SWITCHROOMS AND PLANTROOMS

● 3INGLE AND THREE PHASE WIRING AND CABLE ROUTES INCLUDING SUB CIRCUITS

● %LECTRICAL EQUIPMENT INCLUDING ISOLATORS STARTERS SOCKET OUTLETS CONTROL

EQUIPMENT AND OTHER ASSOCIATED EQUIPMENT

● 3ECTIONS THROUGH RISERS AND CEILING VOIDS

● ,IGHTING CONFIGURATION INCLUDING DISTRIBUTION BOARDS SWITCH LOCATIONS AND

CIRCUIT IDENTIFICATION

● %MERGENCY LIGHTING LUMINARIES AND SUPPLY CIRCUITS

● ,IGHTING CONDUCTORS AND AIR TERMINALS

● %ARTH ELECTRODES AND TEST CLAMPS

● %ARTH TAPES

● -AIN EARTHING TERMINAL

HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK 13

© BSRIA BG 1/2007
 ● #ABLES PROVIDING SPECIALIST EARTH CIRCUITS

● 4ELEPHONE VOICE AND )4 DATA CABLING

● 4HE IDENTIFICATION AND LOCATION OF CABLING CONCEALED WITHIN THE BUILDING

STRUCTURE OR BURIED UNDERGROUND INCLUDING THE DEPTH AND POINT OF ENTRY TO
BUILDING OF POWER AND TELEPHONE CABLING
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

3CHEMATIC DRAWINGS SHOULD DETAIL

● %LECTRICAL SYSTEMS INCLUDING CABLE SIZE TYPE AND NUMBER OF CORES

● &IRE ALARM SYSTEMS

● %MERGENCY LIGHTING

● /THER ANCILLARY SYSTEMS SUCH AS SECURITY AND PUBLIC ADDRESS SYSTEMS

0RODUCTION DRAWINGS OF FACTORY BUILT EQUIPMENT SHOULD FORM PART OF THE

RECORD DRAWINGS

Mechanical installations
,AYOUT DRAWINGS SHOULD SHOW

● 4HE INSTALLATION OF MECHANICAL SERVICES INCLUDING THE SIZE AND ROUTE OF DUCT
WORK AND PIPEWORK

● 4HE ARRANGEMENT OF PLANT IN PLANT ROOMS INCLUDING THE IDENTITY SIZE AND
RATING OF PLANT

● 4HE IDENTIFICATION AND LOCATION OF SERVICES CONCEALED WITHIN THE BUILDING

STRUCTURE OR BURIED UNDERGROUND INCLUDING THE DEPTH AND POINT OF ENTRY TO
THE BUILDING OF WATER AND GAS SERVICES

● 4HE LOCATION AND IDENTIFICATION OF PIPEWORK REGULATING ISOLATING AND CONTROL

VALVES

● 4HE LOCATION AND IDENTIFICATION OF REGULATING DAMPERS AND FIRESMOKE

DAMPERS INCLUDING ACCESS POINTS

● 4HE LOCATION OF ACOUSTIC SILENCERS

● 4HE LOCATION OF AIR DISTRIBUTION GRILLES DIFFUSERS AND TERMINAL UNITS

● $ETAILS OF VIBRATION DAMPERS

3CHEMATIC DRAWINGS SHOULD DETAIL

● (EATING VENTILATING AIR CONDITIONING PIPING AND PLUMBING SYSTEMS INCLUDING

FLOW RATES TEMPERATURES AND PRESSURES

● 4HE ARRANGEMENT OF CONTROL SYSTEMS INCLUDING WHERE APPROPRIATE SENSORS

FIELD CONTROLLERS OUTSTATIONS AND CONTROL PANELS

$ETAILED WIRING AND CONTROLS DRAWINGS SHOULD BE PROVIDED FOR ALL EQUIPMENT
SUPPLIED UNDER THE MECHANICAL CONTRACT WHICH SHOULD INDICATE

14 HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK

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● 4HE ORIGIN ROUTE AND DESTINATION OF EACH CABLE

● 4HE CONDUCTOR SIZE AND NUMBER OF CORES INCLUDING SPARE CORES INSULATION
TYPE AND RATING NAME AND NUMBER OF RELEVANT British Standards OR INDUSTRY
CODES WITH WHICH THE CABLE COMPLIES

● #ABLE IDENTIFICATION METHOD AND COLOUR

Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

● *OINTS AND DRAW BOXES

● 0OWER SUPPLY CABLES AND THEIR FUSE REFERENCE

● ,OCATION AND TYPE OF SENSORS

0RODUCTION DRAWINGS OF FACTORY BUILT EQUIPMENT SHOULD FORM PART OF THE

RECORD DRAWINGS

4HE CONTRACT SHOULD INCLUDE A PROVISION FOR OPERATOR TRAINING BY THE

INSTALLATION CONTRACTOR AND THE DESIGNER IF APPROPRIATE IN CONJUNCTION WITH
EQUIPMENT SUPPLIERS AND MANUFACTURERS )F THE CLIENT INTENDS TO OUT SOURCE ALL
OR PART OF THE MAINTENANCE WORK THIS SHOULD BE ARRANGED WELL IN ADVANCE OF
THE TRAINING4HE MAINTENANCE CONTRACT SHOULD INCLUDE A REQUIREMENT FOR THE
MAIN CONTRACTOR TO ATTEND THE TRAINING SESSIONS

)T IS RECOMMENDED THAT TRAINING SESSIONS WITH A HIGH TECHNICAL CONTENT ARE

DIVED INTO PARTS4HE FIRST PART SHOULD BE HELD IN A CLASSROOM ENVIRONMENT
WHERE A SYSTEMS OVERVIEW CAN BE PROVIDED AND THE FORMAT OF THE /-
MANUAL CAN BE EXPLAINED

4HIS SESSION SHOULD BE FOLLOWED BY A TOUR OF THE BUILDING TO ALLOW SPECIFIC

ELEMENTS OF THE SYSTEMS TO BE IDENTIFIED AND DEMONSTRATED )T MAY BE
APPROPRIATE FOR THE CONTRACT TO INCLUDE THE NUMBER OF CONTRACT HOURS REQUIRED
IN THE CLASSROOM AND ON SITE FOR EACH BUILDING SERVICES SYSTEM AND THE NEEDS
FOR THE CLASSROOM SUCH AS SEATING CAPACITY AND VISUAL PROJECTION TECHNOLOGY

)T MAY ALSO BE ADVISABLE TO MAKE PROVISIONS FOR THE TRAINING SESSIONS TO BE

RECORDED ON VIDEO #$ OR $6$4HE RECORDING WILL PROVIDE A GRAPHIC
INTERACTIVE ACCOUNT OF STANDARD AND EMERGENCY OPERATING PROCEDURES4HIS CAN
ENHANCE THE INFORMATION PROVIDED BY THE /- MANUAL AND ASSIST IN THE
TRAINING OF FUTURE OPERATORS
More guidance is available from
the following sources:
1.9 Commissioning information TM1/88, Commissioning HVAC
Systems – Division of
4HE SUCCESS OF SYSTEM COMMISSIONING IS LARGELY DEPENDENT ON THE Responsibilities, BSRIA 1988
IMPLEMENTATION OF PROPERLY CONDUCTED COMMISSIONING PROCEDURES WHICH WILL
AG2/89, The Commissioning of
REQUIRE PLANNING DURING THE EARLY STAGES OF THE PROJECT &AILURE TO DO THIS CAN Water Systems in Buildings, BSRIA
LEAD TO POORLY DEFINED COMMISSIONING REQUIREMENTS AND IN SOME CASES TO 1989
SYSTEMS THAT CANNOT BE COMMISSIONED FOR TECHNICAL REASONS
AG3/89, The Commissioning of Air
Systems in Buildings, BSRIA 1989
! FORWARD LOOKING CLIENT WOULD INSIST THAT THE SERVICE MAINTENANCE CONTRACTOR
NOMINATES A TEAM BEFORE THE COMMISSIONING OF THE BUILDING TAKES PLACE AND AG 5/2002, Commissioning
ARRANGES FOR THE NOMINATED MAINTENANCE STAFF TO SHADOW THE COMMISSIONING Management, how to achieve a fully
functional building, BSRIA 2002
TEAM4HIS WILL HELP TO ENSURE THAT ALL SERVICES HAVE BEEN SEEN AND EXPLAINED
AND ANY NUANCES ASSOCIATED WITH EACH SYSTEM HAVE BEEN UNDERSTOOD AG 17/2001, Commissioning
Management Guide, BSRIA 2001
)T IS ALSO FEASIBLE TO ARRANGE FOR STANDARD AND EMERGENCY OPERATING PROCEDURES Chartered Institution of Building
TO BE DETERMINED FROM THE COMMISSIONING PROCESS AND THE EVENTS CAPTURED ON Services Engineers (CIBSE)
VIDEO Commissioning Codes.

HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK 15

© BSRIA BG 1/2007
 4HE EXTENT OF THE COMMISSIONING PROCEDURES SHOULD BE IDENTIFIED WITHIN A
METHOD STATEMENT DRAWN UP BY THE DESIGNER INSTALLER OR COMMISSIONING
SPECIALIST AND AGREED BY ALL THREE4HIS WILL ENABLE THE APPROPRIATE ALLOWANCE TO
BE INCLUDED IN THE BUILDING CONTRACTORS PROGRAMME 0ROVISION SHOULD BE MADE
IN THE METHOD STATEMENT FOR WITNESSING RESULTS AND FOR PRODUCING
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

COMMISSIONING INFORMATION AND REPORTS

1.10 Plant and system warranties and guarantees

/N MANY PROJECTS THE TIME SPAN BETWEEN PURCHASING BUILDING SERVICES PLANT
AND THE HANDOVER OF A BUILDING CAN RUN INTO MANY MONTHS OR EVEN YEARS )N
THESE CASES MANUFACTURERS WARRANTIES MAY EXPIRE BEFORE THEIR EQUIPMENT IS
BROUGHT INTO OPERATION )F THIS CAN BE ANTICIPATED AN EXTENDED WARRANTY MAY
BE AVAILABLE THROUGH PAYMENT OF AN ADDITIONAL PREMIUM TO THE SUPPLIER

0RIOR TO PRACTICAL COMPLETION THE INSTALLATION CONTRACTOR SHOULD BE GIVEN THE

RESPONSIBILITY FOR CARRYING OUT ANY MAINTENANCE REQUIRED BY THE SUPPLIER UNDER
THE TERMS OF THE WARRANTY AND FOR RECORDING ALL MAINTENANCE WORK )N SOME
CASES EXTENDED WARRANTIES ARE ONLY VALID IF A NOMINATED CONTRACTOR CARRIES OUT
MAINTENANCE4HIS MAY NOT BE AT THE MOST COMPETITIVE RATES )N SUCH
CIRCUMSTANCES AN ASSESSMENT NEEDS TO BE MADE REGARDING THE ECONOMIC
VIABILITY OF SUCH AN ARRANGEMENT

#LIENTS ASSUME RESPONSIBILITY FOR THE MAINTENANCE OF BUILDING SERVICES AT THE

POINT OF PRACTICAL COMPLETION )T IS IMPORTANT THAT THIS RESPONSIBILITY IS NOT
CONFUSED WITH THE OBLIGATION ON THE INSTALLATION CONTRACTOR TO CORRECT DEFECTS
DURING OR AT THE END OF THE DEFECTS LIABILITY PERIOD4O AVOID SUCH CONFUSION
IT IS RECOMMENDED THAT THEIR RESPECTIVE RESPONSIBILITIES ARE FORMALLY DEFINED
BEFORE PRACTICAL COMPLETION IS ACHIEVED

! FAILURE ON A CLIENTS PART TO ENSURE THAT BUILDING SERVICES ARE OPERATED AND
MAINTAINED IN AN EFFECTIVE MANNER DURING THE DEFECTS LIABILITY PERIOD MAY
DIMINISH THE RESPONSIBILITY OF BOTH THE MAIN CONTRACTOR AND INSTALLATION
CONTRACTORS TO MAKE GOOD ANY LATENT DEFECTS4O AVOID THIS SITUATION
ARRANGEMENTS FOR MAINTENANCE SHOULD BE IN PLACE WELL IN ADVANCE OF PRACTICAL
COMPLETION

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Form 1: Sample checklist for information planning.

!N EDITABLE
Checklist for information planning VERSION OF Form
 is ATTACHED
Action
Suggested
Actioned or submitted by Comments TO THIS PDF
responsibility
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Go to page 1
Have the required scope and content
Design team and
for the O&M manual and record
client
drawings been established?

Has a format for the O&M manual Design team and

and record drawings been established? client

Has the responsibility for compiling

information and producing the O&M Design team and
manual and record drawings been client
decided?

Has a timescale for production,

including target dates for delivery of
Design team
the draft O&M manual and record
drawings been established?

Have systems been established for

information change control and
Design team
checking of O&M manual and record
drawing production?

Has the designer specified the degree

of inadequacy in O&M information
Design team
which would be likely to delay
practical completion?

Has a specification been prepared for

the O&M manual and record Design team
drawings?

Have operator training requirements Design team and

been established? client

Have maintenance responsibilities Design team,

been established and, where required, client and
arrangements made for extended installation
warranties? contractor

Have the extent of commissioning and

associated requirements for Design team and
commissioning information and client
reports been established?

Has a due diligence search been

undertaken to ascertain building Design team and
owner responsibilities and the client
condition of plant?

HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK 17

© BSRIA BG 1/2007
 1.11 Pre-handover duties

$URING THE RUN UP TO PRACTICAL COMPLETION AND DURING THE PERIOD FOLLOWING
HANDOVER THE CLIENT OR CLIENT REPRESENTATIVE WILL NEED TO CONSIDER A NUMBER OF
ISSUES
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4HE TYPICAL ORDER OF EVENTS LEADING UP TO PRACTICAL COMPLETION ARE AS FOLLOWS

● 4HE CLIENT IS ADVISED OF THE ANTICIPATED HANDOVER DATE AND MAY BE INVITED TO
INSPECT THE SITE WITH THE DESIGN TEAM ANDOR THE DESIGN TEAM LEADER

● $RAFT /- MANUALS AND RECORD DRAWINGS ARE CHECKED AND APPROVED

● 4HE CLIENT ENSURES MAINTENANCE ARRANGEMENTS ARE IN PLACE

● )NSTRUCTION IS PROVIDED ON THE OPERATION OF THE BUILDING SERVICES

● !LL COMMISSIONING WORK AND REQUIRED TESTS AND EXAMINATIONS ARE COMPLETED
INCLUDING DOCUMENTATION

0RACTICAL COMPLETION AND HANDOVER REQUIRES THE FOLLOWING

● 4HE CERTIFICATE OF PRACTICAL COMPLETION

● 4HE CONTRACTOR GIVES UP POSSESSION OF THE SITE TO THE CLIENT

● ! PROPORTION OF THE RETENTION FUND IS RELEASED

● )NSURANCE SECURITY AND MAINTENANCE BECOMES THE RESPONSIBILITY OF THE CLIENT

● -EETINGS ARE HELD FOR THE INSPECTION AND HANDOVER OF WORKS

● +EYS AND SPARES ARE PASSED TO THE CLIENT

● 4HE HEALTH AND SAFETY FILE AND OTHER DOCUMENTATION IS PASSED TO THE CLIENT

● 4HE DEFECTS LIABILITY PERIOD COMMENCES

4HE DEFECTS LIABILITY PERIOD REQUIRES THE FOLLOWING

● !RRANGEMENTS ARE AGREED BETWEEN THE CLIENT AND CONTRACTOR FOR DEALING WITH
FAULTS DURING THE DEFECTS LIABILITY PERIOD WHICH REQUIRE IMMEDIATE ATTENTION

● 4OWARDS THE END OF THE DEFECTS LIABILITY PERIOD A LIST OF OUTSTANDING DEFECTS IS
COMPILED BY THE CLIENTS REPRESENTATIVE AND ISSUED AS AN INSTRUCTION TO THE
CONTRACTOR

● 4HE REMAINDER OF THE RETENTION FUND IS RELEASED WHEN ALL LISTED OUTSTANDING
DEFECTS HAVE BEEN MADE GOOD

4HE FINAL ACCOUNT INVOLVES THE FOLLOWING ACTIONS

● 4HE FINAL ACCOUNT DETAILS THE ADJUSTMENT OF ALL THE PRIME COSTS AND
PROVISIONAL SUMS PLUS ALL THE VARIATIONS

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● ! FINAL CERTIFICATE IS ISSUED BY ARCHITECT OR PROJECT MANAGER WHEN ALL THE LISTED
OUTSTANDING DEFECTS HAVE MADE GOOD AND THE ACCOUNT AGREED

1.12 Statutory examination and insurance

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0ARTICULAR ITEMS OF PLANT AND MACHINERY REQUIRE REGULAR EXAMINATIONS TO ENSURE

THEIR CONTINUING SAFETY IN USE4HE LEGAL REQUIREMENT FOR ROUTINE EXAMINATIONS
OF CERTAIN EQUIPMENT AND FOR RISK ASSESSMENTS OF WORKING ENVIRONMENTS HAVE
BEEN STRENGTHENED BY THE Health and Safety at Work Regulations 1992 AND THE
Pressure Systems and Transportable Gas Containers Regulations 1989

4HERE IS A LEGAL OBLIGATION FOR LIFTING EQUIPMENT AND PRESSURE SYSTEMS TO

UNDERGO A STATUTORY EXAMINATION BEFORE THEY CAN BE PUT INTO SERVICE !
COMPETENT PERSON TYPICALLY A SURVEYOR FROM A SPECIALIST INSURANCE OR
MAINTENANCE ORGANISATION MUST CARRY OUT THESE EXAMINATIONS

4HE EXAMINATION OF LIFTS AND PRESSURE SYSTEMS CANNOT TAKE PLACE UNTIL THEY ARE
FULLY COMMISSIONED BY THE INSTALLATION CONTRACTOR OR COMMISSIONING ENGINEER
&URTHER LIFT EXAMINATIONS ARE REQUIRED AT SIX MONTHLY INTERVALS WHILE THE
FREQUENCY OF PRESSURE SYSTEM EXAMINATIONS WILL DEPEND ON A 7RITTEN 3CHEME
OF %XAMINATION

&OLLOWING THE COMPLETION OF EVERY EXAMINATION THE NOMINATED COMPETENT

PERSON WILL ISSUE A 2EPORT OF 4HOROUGH %XAMINATION WHICH FOR LIFTS WILL BE
(EALTH AND 3AFETY %XECUTIVE FORM F55/F55A OR EQUIVALENT  0RESSURE VESSELS
SUCH AS BOILERS AND AIR RECEIVERS WILL UNDERGO AN INITIAL EXAMINATION AT THEIR
PLACE OF MANUFACTURE AND WILL BE DISPATCHED WITH THE APPROPRIATE CERTIFICATION
(OWEVER THIS DOES NOT NECESSARILY PRECLUDE A FURTHER SITE EXAMINATION BY A
COMPETENT PERSON

4HE RESPONSIBILITY FOR INSURING BUILDING SERVICES SYSTEMS PASSES TO THE CLIENT
WHEN THE POINT OF PRACTICAL COMPLETION IS REACHED )F A CLIENT WISHES TO TAKE
UP INSURANCE FOR PARTICULAR SYSTEMS OR EQUIPMENT ARRANGEMENTS SHOULD BE
MADE WELL IN ADVANCE OF THE ANTICIPATED DATE OF PRACTICAL COMPLETION4HIS WILL
ALLOW TIME FOR THE DESIGNATED INSURANCE COMPANY TO CARRY OUT ANY NECESSARY
SURVEYS AND EXAMINATIONS

1.13 Training of operational and maintenance personnel

7HERE APPLICABLE THE CLIENT WILL NEED TO ENSURE THAT THE ORGANISATIONS
DESIGNATED PERSONNEL ATTEND ANY TRAINING SESSIONS )T IS ADVISABLE THAT A RECORD IS
KEPT OF ALL PERSONNEL WHO ATTEND INCLUDING ANY DETAILS OF ANY CERTIFICATES OF
COMPETENCE THAT MAY BE ISSUED

)F RELEVANT A RECORD SHOULD ALSO BE KEPT OF INDIVIDUALS APPOINTED RESPONSIBILITY

FOR SPECIFIC SYSTEMS SUCH AS AUTHORISED PERSONS FOR HIGH VOLTAGE AND WATER
SYSTEMS AND COMPETENT PERSONS FOR PRESSURE SYSTEMS AND LIFTING EQUIPMENT

3UFFICIENT TIME SHOULD BE ALLOWED PRIOR TO HANDOVER FOR CHECKING THE DRAFT
/- MANUAL AND RECORD DRAWINGS4HIS TASK IS NORMALLY CARRIED OUT BY THE
CONSULTING ENGINEER IN THE CAPACITY OF THE CLIENTS PROFESSIONAL ADVISOR

HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK 19

© BSRIA BG 1/2007
 1.14 Commissioning information

#OMMISSIONING TESTS SHOULD BE WITNESSED BY THE DESIGNER AND MAIN CONTRACTOR

IN ACCORDANCE WITH THE CONTRACT AND THE COMPLETED SYSTEMS SHOULD NOT BE
ACCEPTED UNTIL THE REQUIRED RESULTS ARE ACHIEVED
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!LL COMMISSIONING INFORMATION AND RELATED DOCUMENTATION MUST BE KEPT SAFELY

4HIS SHOULD INCLUDE WHERE AVAILABLE ANY PRE COMMISSIONING REPORTS AND
CHECKLISTS )DEALLY THE INFORMATION SHOULD FORM A DISTINCT SECTION IN THE /-
MANUAL AND A PROVISION SHOULD BE INCLUDED IN THE MANUALS SPECIFICATION FOR
PRE COMMISSIONING REPORTS AND CHECKLISTS

#OMMISSIONING INFORMATION CAN BE HELPFUL IN RESOLVING SYSTEM PERFORMANCE

PROBLEMS AND POSSIBLE DISPUTES WHICH MAY OCCUR DURING THE DEFECTS LIABILITY
PERIOD

1.15 Defects period

)T IS IMPORTANT THAT THE CLIENT KEEPS A DETAILED RECORD OF ANY WORK CARRIED OUT
BY CONTRACTORS DURING THE DEFECTS LIABILITY PERIOD IN CASE OF SUBSEQUENT
DISPUTES4HIS RECORD SHOULD INCLUDE

● 4HE NATURE OF THE DEFECTS

● !NY SUBSEQUENT DAMAGE TO OTHER PLANT AND SYSTEMS CAUSED AS A RESULT OF THE
DEFECTS

● #ORRESPONDENCE BETWEEN THE CLIENT AND CONTRACTOR

● $ATES OF ALL EVENTS ACTIONS AND CORRESPONDENCE

● !CTION TAKEN BY THE CONTRACTOR

1.16 Storage and access of information

Go to 27 The Construction (Design and 4HE MAJORITY OF THE INFORMATION PASSED TO THE CLIENT AT HANDOVER WILL FORM A
Management) Regulations 2007 PART OF THE HEALTH AND SAFETY FILE AS REQUIRED BY THE Construction (Design and
are covered in Part 2
Management) Regulations 2007 AND WILL CONSIST OF A WIDE VARIETY OF DOCUMENTS
AND DRAWINGS 3PECIFIC ELEMENTS MAY INCLUDE THE FOLLOWING

● /- MANUALS FOR BUILDING SERVICES

● 2ECORD DRAWINGS PLANS AND SPECIFICATIONS

● 'ENERAL DETAILS OF CONSTRUCTION METHODS AND MATERIALS USED

● $ETAILS OF MAINTENANCE REQUIREMENTS AND FACILITIES

● $ETAILS ON THE LOCATION AND NATURE OF UTILITIES AND SERVICES INCLUDING

EMERGENCY AND FIRE FIGHTING SYSTEMS

● 4EST CERTIFICATES FOR ELECTRICAL AND MECHANICAL SYSTEMS

● %XAMINATION REPORTS

20 HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK

© BSRIA BG 1/2007
 Part 1

● #OMMISSIONING INFORMATION

● #ONTRACTUAL DOCUMENTATION

● %QUIPMENT AND MATERIAL WARRANTIES

Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

● ! SIGNED RECORD OF ALL DOCUMENTS INCLUDING DETAILS OF SPARES AND KEYS

5NDER THE Construction (Design and Management) Regulations , CLIENTS ARE
REQUIRED BY LAW TO ENSURE THAT THE HEALTH AND SAFETY FILES ARE KEPT SECURELY AND
ARE AVAILABLE FOR INSPECTION BY ANY PERSON WHO MAY NEED ACCESS TO THEM )T IS
IMPORTANT THAT CLIENTS CONSIDER HOW INFORMATION WILL BE INDEXED OR FILED AND
THAT SOMEONE IS GIVEN THE RESPONSIBILITY FOR IMPLEMENTING REVISIONS

7ORKING COPIES SHOULD BE MADE OF IMPORTANT DOCUMENTATION SO THAT THE

ORIGINALS INCLUDING A COPY OF THE /- MANUAL CAN THEN BE KEPT IN A SAFE
LOCATION PREFERABLY AT ANOTHER SITE7HERE A BUILDING MANAGEMENT SYSTEM FORMS
APART OF THE SERVICES BEING HANDED OVER IT MAY BE ADVISABLE FOR THE SOURCE CODE
TO BE HELD IN TRUST BY A THIRD PARTY4HIS WILL ENSURE THE CLIENT CAN CONTINUE TO
USE AND MODIFY THE SOFTWARE IN THE EVENT THAT THE SUPPLIER CEASES TRADING

4HE CHECKLIST IN &ORM  OVERLEAF WHICH DETAILS THE BUILDING SERVICES

CERTIFICATES AND DOCUMENTATION THAT MUST BE HELD BY BUILDING OWNERS AND
OCCUPIERS

HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK 21

© BSRIA BG 1/2007
 Form 2: Sample checklist for planning information required at practical completion.
!N EDITABLE
VERSION OF Form Checklist for practical completion
 is ATTACHED
TO THIS PDF Action Actioned or
(The order and need for the actions Suggested responsibility submitted by, Comments
Go to page 1 listed below will var y between projects) and date

Has a building ser vices maintenance Design team and client

contract been arranged?

Has insurance been arranged? Client

Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

Have arrangements been made to Client

recruit O&M personnel?

Has an engineer been appointed to Design team and client

assist during the initial period of
occupation?

Has the health and safety authority Design team and client
been approached to determine any
required inspections?

Have licences been obtained for the Design team and client
storage of hazardous chemicals?

Has all the commissioning work been Design team, client, installation contractor
completed, and has an appropriately and commissioning engineer
signed witnessing document been
provided?

Have commissioning reports and Design team, client, installation contractor

associated information been issued? and commissioning engineer

Have all the required test certificates Design team, client, installation contractor
been issued? and commissioning engineer

Have operator training sessions taken Design team, client, installation contractor
place and details of attendance and and commissioning engineer
certificates of competence awarded
been recorded?

Has a schedule of outstanding works Design team and client

been agreed?

Have any additional works that are Client

required been arranged?

Have all required statutor y Client

examinations taken place?

Have the fire systems and means of Installation contractor, equipment supplier,
escape been inspected and approved? and designated fire authority
A fire risk assessment must be
undertaken

Have the listed outstanding defects Design team and installation contractor
been rectified to acceptable
standards?

Has all the system(s) and product Installation contractor

warranty documentation been issued?

Have all the meter readings and fuel Installation contractor and client
stocks been recorded?

Have all the required tools, spares, Design team and installation contractor
and consumables been issued, and an
inventor y provided?

Have the completed and semi- Design team and client and installation
complete record drawings been contractor
issued and checked?

Have the general details of Principal contractor and other site

construction methods and materials contractors
used been issued to the planning
super visor?

Has the Health and Safety File been Planning super visor
compiled, checked and issued?

Has the Certificate of Practical Project manager and architect

Completion been issued?

22 HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK

© BSRIA BG 1/2007
 Part 1
Form 3: Checklist of building services certificates for mechanical systems.
!N EDITABLE
Checklist of building services certificates VERSION OF Form
 is ATTACHED
Mechanical systems Suggested format of the Submitted by Received by Comments TO THIS PDF
cer tificate and guidance and date and date Go to page 1
Escalator test certificate Format suggested in HSE
Guidance Note PM45

Escalator reports of thorough BS 5266 Par t 1

Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

examination

Lift installation type test certificates BS 5655 Par t 10

for locking devices, governors,
buffers, and doors

Lift maker's high voltage test BS 5655 Par t 10

certificates

Lift installation test certificates BS 5655 Par t 10

Lifting equipment reports of HSE form F2530

thorough examination

Air-conditioning system test

certificates

Air-conditioning system performance

testing results and certificates

Ventilation systems test certificates

Heating system test certificates

Pressure systems test certificates HSC L122

Pressure vessels and systems written HSC L122

schemes of examination

Pipework systems test certificates HVCA TR/6 & TR/20

Drainage system test certificates Approved Document H

Water distribution systems, and BS 6700

flushing, cleaning and chemical dosing
certificates

Chlorination certificates for drinking BS 6700

water systems

Sprinkler system test certificates BS 5306 Par t 2 Loss

Prevention Council
Certificate

LPCB certificates of conformity for Loss Prevention

sprinkler installation Standard 1048-1 Issue 4

Fire hose-reel test certificates

Smoke extract system test

certificates

Escape route pressurisation system BS 5588 Par t 4

test certificates

Fire appliance certificates BS 5306

HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK 23

© BSRIA BG 1/2007
 Form 4: Checklist of building services certificates for electrical systems.
!N EDITABLE Checklist of building services certificates
VERSION OF Form
 is ATTACHED Electrical systems Suggested format of the Submitted by Received by
TO THIS PDF cer tificate and guidance and date and date
Comments
Go to page 1
IEE electrical systems test certificates Forms of completion and
inspection certificate to
IEE Regulations (BS 7671)
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

Emergency lighting test certificates BS 5266 Par t 1

LPCB Certificate of Conformity for Loss Prevention Standard

fire detection and alarm systems 1014

Security alarm test certificates

Fire alarm test certificates BS 5839 Par t 1

Lightning protection system test BS 6651

certificates

Public address system test certificates BS 6259

CCTV system test certificates BS EN 50132-7

High voltage system test certificates

Standby generator system test

certificates

Building management system test

certificates

Manufacturers' test certificates for

electrical equipment such as
distribution boards

Specialist systems test certificates for

systems such as UPS, telephones,
document handling, and data cabling

1.17 Checklist of documentation

4HE Construction (Design and Management) Regulations 2007 OUTLINES A

REQUIREMENT FOR A CONSTRUCTION TEAM TO PRODUCE A HEALTH AND SAFETY FILE4HE
(EALTH AND 3AFETY #OMMISSION DOCUMENT Managing Construction for Health and
Safety ACOP L54 SUGGESTS THE HEALTH AND SAFETY FILE SHOULD INCLUDE

● 2ECORD OR AS BUILT DRAWINGS AND PLANS USED AND PRODUCED THROUGHOUT THE
CONSTRUCTION PROCESS ALONG WITH DESIGN CRITERIA

● 'ENERAL DETAILS OF CONSTRUCTION METHODS AND MATERIALS USED

● $ETAILS OF THE STRUCTURES EQUIPMENT AND MAINTENANCE FACILITIES

● -AINTENANCE PROCEDURES AND REQUIREMENTS FOR THE STRUCTURE

● -ANUALS PRODUCED BY SPECIALIST CONTRACTORS AND SUPPLIERS WHICH OUTLINE

The checklists in Forms 3, 4 and OPERATING AND MAINTENANCE PROCEDURES AND SCHEDULES FOR PLANT AND EQUIPMENT
5 are concerned solely with
building services-related INSTALLED AS PART OF THE STRUCTURE
information, to which the
building owner should have ● $ETAILS ON THE LOCATION AND NATURE OF THE UTILITIES AND SERVICES INCLUDING
access. In all likelihood, much of
this information would be
EMERGENCY AND FIRE FIGHTING SYSTEMS
included in the health and safety
file ● $ETAILS OF WAYLEAVES AND PUBLIC RIGHTS OF WAY UNADOPTED ROADS 

24 HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK

© BSRIA BG 1/2007
 Part 1
Form 5: Documentation to be held by the building owner or occupier.

Documentation Legislation and standards !N EDITABLE

VERSION OF Form
 is ATTACHED
Pressure vessel and system records and tests certificates Pressure Systems Safety Regulations 2000 TO THIS PDF
Pressure vessel and system written scheme of examination Pressure Systems Safety Regulations 2000 Go to page 1
Maintenance records for systems which control a working
Workplace (Health, Safety and Welfare) Regulations 1992
environment, such as heating and ventilation systems
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

Legionnaires' Disease . The Control of Legionella Bacteria. Approved Code of Practice

Legionella risk assessment records
and Guidance

Record containing a written scheme for the minimising of the legionella

Legionnaires' Disease . The Control of Legionella Bacteria. Approved Code of Practice
risk and the results of the written scheme (the requirement for this
and Guidance
will depend on a legionella risk assessment)

Copy of notification to local authorities of installation of wet cooling

Notification of Cooling Towers and Evaporative Condensers Regulations 1992
towers and evaporative condensers

Chemical and bacteriological test results for drinking water cisterns

Workplace (Health, Safety and Welfare) Regulations 1992; BS 6700
greater than 1000 litres (not a statutor y requirement)

Chlorination certificates(s) for drinking water (not a statutor y

Workplace (Health, Safety and Welfare) Regulations 1992; BS 6700
requirement)

Source protection policy and licence to use water supplied by a

National Rivers Authority
borehole

Noise assessment records Control of Noise at Work Regulations 2005

Fire risk assessment Fire Safety Order 2005

A log detailing smoke extract tests Fire Safety Order 2005; BS 5588

A log detailing fire hose reels and the test for portable fire In accordance with BS 5306 to meet the requirements of the Fire Safety Order
extinguishers 2005

A log detailing escape-route pressurisation tests Fire Safety Order 2005; BS 5577-4

Fire training logbook containing details of training, special duties and

Fire Safety Order 2005
fire drills

Asbestos awareness report Control of Asbestos at Work Regulations 2002

A log detailing emergency lighting tests and examinations BS 5266-1

Examination certificates and reports for lifts and lifting equipment, and Lifting Operations Lifting Equipment Regulations 1998; Pressure Safety Systems
pressure systems and vessels Regulations 2000

Management of Health and Safety at Work Regulations 1999 (if not already
Risk assessment records for plant and systems
covered by COSHH Regulations)

Building ser vices operating and maintenance information including Section 2 and 6 of the Health and Safety at Work Act 1974; Construction
emergency procedures (Design and Management) Regulations 2007, Building Regulations Par t L2 2006

Record drawings for building ser vices installation Section 2 and 6 of the Health and Safety at Work Act 1974

Record of insulation and earthing tests Institute of Electrical Engineers Wiring Regulations 16th Edition 1991; BS 7671

Records of tests carried out on electrical appliances (not a statutor y

Electricity at Work Regulations 1989
requirement to keep copy of records)

Water authority discharge of waste certificate Water Authority and National Rivers Authority

Control of Substances Hazardous to Health Regulations 2002; Environmental

Inventor y of refrigerants
Protection Act 1990

Record of waste disposal Environmental Protection Act 1990

Occupier information on any possible public right of way access or

Documentation for Wayleaves and adopted roads
responsibility for highway repairs to roads and footpaths adjacent to property

Building logbook Building Regulations Par t L2 2006

HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK 25

© BSRIA BG 1/2007
 Design Build
Concept Technical Services
Specifications Project Management
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

Energy Strategies Commissioning Management

Operation elementa
consulting
Handover
Facilities Management Compliance
Carbon Footprinting Validation
Feedback Log Books
Energy Reduction Programs O & MS
Post Occupancy Evaluations

Building Services Consultant of The Year

&HUWLfiFDWH1R)6

East Midlands Surrey Oxon

t: 01332 813850 t: 01932 232277 t: 01235 838608

www.elementaconsulting.com
 Part 2

Operating and maintenance

manuals
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

2.1 Legislation covering operation and maintenance

4HE PRIMARY LEGISLATION IN THE 5+ ASSOCIATED WITH THE OPERATION AND

MAINTENANCE OF BUILDING SERVICES IS THE Health and Safety at Work Act 1974

5NDER 3ECTIONS  AND  OF THIS Act AS AMENDED BY THE Consumer Protection Act
1987 DESIGNERS MANUFACTURERS AND IMPORTERS OR SUPPLIERS OF PLANT AND SYSTEMS
HAVE A DUTY TO PROVIDE ADEQUATE OPERATING INFORMATION FOR THE USER TO ENSURE
THAT THE PLANT OR SYSTEM WILL BE SAFE AND WITHOUT RISK TO HEALTH WHEN IN USE
4HIS SHOULD INCLUDE DETAILS OF ANY MAINTENANCE REQUIRED FOR CONTINUED SAFE
OPERATION

3ECTIONS  AND  OF THE Health and Safety at Work Act IMPLY THAT BUILDING OWNERS
MUST POSSESS ADEQUATE OPERATING INFORMATION FOR THE OPERATION AND
MAINTENANCE OF BUILDING SERVICES4HE PRIMARY ITEMS OF LEGISLATION THAT APPLY
ARE

● Construction (Design and Management) Regulations 2007 CDM

● Control of Substances Hazardous to Health Regulations 2002 (COSHH)

● Electricity at Work Regulations 1989

● Environmental Protection Act 1990

● Factories Act 1961

● Regulatory Reform (Fire Safety) Order 2005

● Management of Health and Safety at Work Regulations 1999

● Offices, Shops and Railways Premises Act 1963

● Pressure Systems and Transportable Gas Containers Regulations 1989

● Provision and Use of Works Equipment Regulations 1998

● Workplace Health, Safety and Welfare Regulations 1992

● Disability Discrimination Act 2005

● The Notification of Cooling Towers and Evaporative Condenser Regulations 1992

● The Control of Noise at Work Regulations 2005.

Construction (Design and Management) Regulations 2007 (CDM)

4HE PRIMARY PURPOSE OF THE Construction (Design and Management) Regulations IS
TO IMPROVE THE HEALTH AND SAFETY OF PERSONS INVOLVED IN THE CONSTRUCTION AND
SUBSEQUENT OPERATION AND MAINTENANCE OF A STRUCTURE AND ITS SERVICES 5NDER
THESE Regulations THE CLIENT MUST APPOINT A COMPETENT PERSON TO ACT AS A #$-

HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK 27

© BSRIA BG 1/2007
HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK
 CO ORDINATOR AND A COMPETENT CONTRACTOR TO BE THE PRINCIPAL CONTRACTOR

4HE #$- CO ORDINATOR ACTS AS THE HEALTH AND SAFETY CO ORDINATOR DURING THE
PLANNING STAGE WHILE THE PRINCIPAL CONTRACTOR IS RESPONSIBLE FOR CO ORDINATING
HEALTH AND SAFETY DURING CONSTRUCTION4HIS DIVISION IS REFLECTED IN THE
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

REQUIREMENT FOR A HEALTH AND SAFETY PLAN4HIS IS PRODUCED IN TWO STAGES A

PLANNING STAGE PLAN PRE CONTRACT AND AN EXECUTION STAGE PLAN POST CONTRACT 

$URING THE PLANNING STAGE THE CLIENT MUST ENSURE THAT THE #$- CO ORDINATOR
ALLOCATES SUFFICIENT TIME AND RESOURCES TO ENSURE THAT THE DUTIES IMPOSED BY THE
Regulations CAN BE ACHIEVED4HE CLIENT ALSO HAS A DUTY TO PROVIDE KNOWN
INFORMATION REGARDING THE CONDITION OF ANY PREMISES WHERE THE CONSTRUCTION
WORK WILL TAKE PLACE

!S PART OF DESIGN CONSIDERATIONS DESIGNERS MUST ENSURE THAT THEIR DESIGN WORK
INCLUDES ADEQUATE REGARD FOR SAFETY OF ALL PERSONS INVOLVED IN THE CONSTRUCTION
AND SUBSEQUENT CLEANING AND MAINTENANCE OF A STRUCTURE AND ITS SERVICES
4HE #$- CO ORDINATOR MUST ENSURE THAT THE OTHER PARTIES ARE AWARE OF THEIR
OBLIGATIONS AND MUST ALSO PROVIDE THEM WITH ADEQUATE ADVICE4HE #$- CO
ORDINATOR MUST ALSO ENSURE THAT ANY DESIGN WORK INCLUDES ADEQUATE
CONSIDERATION TO THE REQUIREMENTS DETAILED ABOVE &INALLY THE #$- CO
ORDINATOR MUST ENSURE THAT A (EALTH AND 3AFETY &ILE IS PREPARED IN RESPECT OF
EACH STRUCTURE AND PASSED TO THE CLIENT UPON COMPLETION OF THE WORK

4HE PRINCIPAL CONTRACTOR MUST ENSURE THAT EVERY CONTRACTOR AND EVERY
EMPLOYEE AT WORK ON THE PROJECT CO OPERATES WITH EACH OTHER AND COMPLIES
WITH THE HEALTH AND SAFETY PLAN4HE PRINCIPAL CONTRACTOR IS REQUIRED TO PROVIDE
THE #$- CO ORDINATOR WITH ALL RELEVANT INFORMATION WHICH MAY BE REQUIRED
BY THE PLANNING SUPERVISOR FOR THE PURPOSES OF THE HEALTH AND SAFETY FILE

4HE Approved Code of Practice FOR THE Construction (Design and Management)
Regulations STATES THAT THE HEALTH AND SAFETY FILE PROVIDES INFORMATION NEEDED
DURING FUTURE CONSTRUCTION WORK4HIS INCLUDES CLEANING MAINTENANCE
ALTERATIONS REFURBISHMENT AND DEMOLITION

4HE Approved Code of Practice STATES THAT THE HEALTH AND SAFETY FILE SHOULD INCLUDE
INFORMATION RELEVANT TO THE HEALTH AND SAFETY OF FUTURE CONSTRUCTION WORK4HE
LEVEL OF DETAIL SHOULD BE PROPORTIONATE TO THE RISKS4HE INFORMATION SHOULD COVER

● ! BRIEF DESCRIPTION OF THE WORK CARRIED OUT

● 2ESIDUAL HAZARDS AND HOW THEY HAVE BEEN DEALT WITH FOR EXAMPLE SURVEYS OR
OTHER INFORMATION CONCERNING ASBESTOS CONTAMINATED LAND WATER BEARING
STRATA AND BURIED SERVICES

● +EY STRUCTURAL PRINCIPLES INCORPORATED IN THE DESIGN OF THE STRUCTURE SUCH AS

BRACING SOURCES OF SUBSTANTIAL STORED ENERGY INCLUDING PRE OR POST TENSIONED
MEMBERS AND SAFE WORKING LOADS FOR FLOORS AND ROOFS PARTICULARLY WHERE THESE
MAY PRECLUDE PLACING SCAFFOLDING OR HEAVY MACHINERY

● !NY HAZARDS ASSOCIATED WITH THE MATERIALS USED FOR EXAMPLE HAZARDOUS
SUBSTANCES LEAD PAINT OR SPECIAL COATINGS WHICH SHOULD NOT BE BURNT OFF

● )NFORMATION REGARDING THE REMOVAL OR DISMANTLING OF INSTALLED PLANT AND

EQUIPMENT FOR EXAMPLE LIFTING ARRANGEMENTS

● (EALTH AND SAFETY INFORMATION ABOUT EQUIPMENT PROVIDED FOR CLEANING OR

28 HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK

© BSRIA BG 1/2007
 Part 2

MAINTAINING THE STRUCTURE

● 4HE NATURE LOCATION AND MARKINGS OF SIGNIFICANT SERVICES INCLUDING FIRE

FIGHTING SERVICES
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

● )NFORMATION AND AS BUILT DRAWINGS OF THE STRUCTURE ITS PLANT AND EQUIPMENT
SUCH AS THE MEANS OF SAFE ACCESS TO AND FROM SERVICE VOIDS FIRE DOORS AND
COMPARTMENTATION

Control of Substances Hazardous to Health Regulations 2002

(COSHH)
4HE Control of Substances Hazardous to Health Regulations 1998 COSHH REQUIRE
EMPLOYERS WHO CARRY OUT WORK WHICH MAY EXPOSE EMPLOYEES AND OTHERS TO
HAZARDOUS SUBSTANCES TO UNDERTAKE A SUITABLE AND SUFFICIENT ASSESSMENT OF THE
RISKS CREATED BY THAT WORK AND THE PROVISIONS REQUIRED TO PREVENT EXPOSURE

! KEY AREA IN WHICH THE COSHH Regulations AFFECT BUILDING SERVICES IS IN THE
PREVENTION OR CONTROL OF legionella BACTERIA WHICH CAN CAUSE LEGIONNAIRES
DISEASE4HE SERVICES THAT PRESENT A RISK ARE

● %VAPORATIVE CONDENSERS

● #OOLING TOWERS

● (OT AND COLD WATER SERVICES

● 3PRAY HUMIDIFIERS

● 3PRINKLER SYSTEMS

2EGULATION  OF THE COSHH Regulations REQUIRE AN ASSESSMENT TO BE CARRIED

OUT IN ORDER TO ESTABLISH THE RISK OF legionellosis FROM WORK ACTIVITIES AND CONTACT
WITH WATER SOURCES )F THE ASSESSMENT HIGHLIGHTS A POTENTIAL RISK WHICH CANNOT
BE AVOIDED A WRITTEN SCHEME FOR MINIMISING THE RISK WILL NEED TO BE
PRODUCED

4HE /- INFORMATION SUPPLIED WITH NEWLY INSTALLED WATER SYSTEMS WILL ASSIST
THE TASK OF CARRYING OUT A RISK ASSESSMENT! WRITTEN SCHEME FOR MINIMISING THE
RISK WILL NEED TO BE PRODUCED4HE SCHEME SHOULD INCLUDE

● ! SPECIFICATION OF COOLING TOWERS AND EVAPORATIVE CONDENSERS INCLUDING THE

WATER TREATMENT REGIME FLOW RATES STATIC AND DYNAMIC PRESSURES THERMAL
CAPACITIES SYSTEM VOLUMES OPERATING TEMPERATURES AND SET POINTS

● 4HE STORAGE CAPACITIES AND DESIGN TURNOVER RATE FOR COLD WATER CISTERNS AND
HOT WATER STORAGE AND SEMI STORAGE PLANT

● 4HE HEAT RECOVERY TIME FOR HOT WATER STORAGE AND SEMI STORAGE PLANT

$ETAILED GUIDANCE IS PROVIDED BY "32)! !PPLICATION 'UIDE AG20/2000 Guide

to Legionellosis – Risk Assessment, and Approved Code of Practice ACoP AND
GUIDANCE Legionnaires’ Disease:The Control of Legionella Bacteria in Water Systems
L8 4HE ACoP MAKES THE FOLLOWING STATEMENTS CONCERNING
DOCUMENTATION

● /PERATION MANUALS SHOULD BE AVAILABLE FOR EACH WATER SYSTEM4HESE MANUALS

HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK 29

© BSRIA BG 1/2007
HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK
 SHOULD DETAIL IN EASILY UNDERSTOOD TERMS OPERATION AND MAINTENANCE
PROCEDURES THAT ENABLE PLANT OPERATORS TO CARRY OUT THEIR DUTIES SAFELY AND
EFFECTIVELY

● 4HE MANUALS SHOULD INCLUDE EQUIPMENT AS FITTED AND REPRESENT THE SYSTEM AS
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

CURRENTLY IN OPERATION AND INCLUDE SYSTEM DRAWINGS ANDOR SCHEMATICS ALSO AS

FITTED MANUFACTURERS INSTRUCTIONS FOR OPERATION AND SYSTEM PARAMETERS SUCH AS
CAPABILITIES THROUGHPUTS AND DESIGN TEMPERATURES4HE TOTAL VOLUME OF THE
ENTIRE WATER CIRCUIT INCLUDING COOLING TOWER PONDS RECIRCULATION PIPEWORK AND
HEAT EXCHANGE EQUIPMENT SHOULD BE KNOWN AND RECORDED

● 3PECIFIC INFORMATION ON THE WATER TREATMENT PROGRAMME IN USE SHOULD BE

INCLUDED7HERE AUTOMATIC DOSING EQUIPMENT IS USED THERE SHOULD BE A MEANS
OF CONFIRMING THAT TREATMENT IS BEING APPLIED )RRESPECTIVE OF THE DOSING
METHOD BOTH THE QUANTITY AND FREQUENCY OF CHEMICAL APPLICATION SHOULD BE
RECORDED

● 2ECORDS SHOULD BE EXPANDED TO INCLUDE THE RESULTS OF SYSTEM MONITORING TO

SHOW ANY ACTION REQUIRED AND CONFIRMATION THAT THIS HAS BEEN CARRIED OUT

● -ANUALS SHOULD INCLUDE DETAILS OF NORMAL CONTROL PARAMETERS LIMITS WITH

CORRECTIVE ACTIONS FOR OUT OF SPECIFICATION SITUATIONS OR WHERE PLANT OPERATING
CONDITIONS OR MAKE UP WATER QUALITY HAVE CHANGED AND CLEANING AND
DISINFECTION PROCEDURES

● 4HE OPERATIONS MANUAL SHOULD INCLUDE A DETAILED MAINTENANCE SCHEDULE

WHICH SHOULD LIST THE VARIOUS TIME INTERVALS WHEN THE SYSTEM PLANT AND WATER
SHOULD BE CHECKED INSPECTED OVERHAULED OR CLEANED 0ROVISION SHOULD BE
MADE FOR THE COMPLETION OF EVERY TASK TO BE RECORDED BY THE PLANT OPERATIVES

2ISKS TO HEALTH ASSOCIATED WITH A BUILDING ARE WIDER THAN legionella4HE (3%
Approved Code of Practice L5 FOR THE COSHH Regulations PROVIDES GUIDANCE
CONCERNING THE DOCUMENTATION REQUIREMENTS RELATING TO RISK ASSESSMENTS4HE
AMOUNT OF INFORMATION THAT EMPLOYERS SHOULD RECORD WILL BE PROPORTIONATE TO
THE RISKS POSED BY THE WORK7HERE A WORK ACTIVITY INVOLVING EXPOSURE TO A
HAZARDOUS SUBSTANCE POSES LITTLE OR NO RISK THE EMPLOYER NEED ONLY RECORD THAT

4HE Code of Practice MAKES THE FOLLOWING STATEMENTS

● 4HE SUBSTANCES TO WHICH THE EMPLOYEES ARE OR ARE LIKELY TO BE EXPOSED AND
THE FORM IN WHICH THEY OCCUR

● 4HE MEASURES TAKEN TO ADEQUATELY CONTROL EXPOSURE TAKING INTO ACCOUNT OF

THE INFORMATION PROVIDED BY THE SUPPLIER AND USING THE SUBSTANCES IN
ACCORDANCE WITH THEIR ACCOMPANYING INSTRUCTIONS

● ! STATEMENT THAT BECAUSE THE SUBSTANCES POSE LITTLE OR NO RISK NO FURTHER

DETAILED RISK ASSESSMENT IS NECESSARY

7HERE EXPOSURE TO A NUMBER OF DIFFERENT HAZARDOUS SUBSTANCES POSE LITTLE OR

NO RISK TO THE HEALTH OF EMPLOYEES THE EMPLOYER MAY GROUP TOGETHER ON A
SINGLE RECORD THE SIGNIFICANT FINDINGS OF THE ASSESSMENTS FOR ALL THE INDIVIDUAL
SUBSTANCES CONCERNED4HE RECORDS MAY ALSO GROUP TOGETHER THE SIGNIFICANT
FINDINGS FOR SIMILAR SUBSTANCES OF LOW RISK

30 HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK

© BSRIA BG 1/2007
 Part 2

7HERE THE WORK CONCERNED PRESENTS MORE OF A RISK TO HEALTH THE SIGNIFICANT
FINDINGS OF THE ASSESSMENT SHOULD COMPRISE A MORE COMPREHENSIVE RECORD )T
SHOULD INCLUDE THE ITEMS FROM THE FOLLOWING LIST

● 0ROCESSES OR ACTIVITIES IN WHICH THE SUBSTANCES ARE USED OR PRODUCED AND

Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

HOW EMPLOYEES MAY BE EXPOSED TO THEM

● 3UBSTANCES TO WHICH EMPLOYEES ARE LIABLE TO BE EXPOSED AND THE FORM IN

WHICH THEY OCCUR SUCH AS LIQUID GAS VAPOUR AND POWDER

● (AZARDS AND RISKS THE SUBSTANCES PRESENT UNDER NORMAL CONDITIONS OF USE AND
IN CIRCUMSTANCES OF AN UNFORESEEN INCIDENT ACCIDENT OR EMERGENCY WHICH
COULD RESULT IN AN UNCONTROLLED RELEASE OF THE SUBSTANCE

● 4HE EXTENT TO WHICH THE PREVENTION AND SUBMISSION OF A SUBSTANCE OR

PROCESS WAS CONSIDERED

● )DENTIFICATION OF THE EMPLOYEES OR GROUPS OF EMPLOYEES LIABLE TO BE EXPOSED

● 0REVENTIVE MEASURES IN PLACE TO ACHIEVE ADEQUATE CONTROL OF EXPOSURE

INCLUDING THE USE OF ANY PERSONAL AND RESPIRATORY PROTECTIVE EQUIPMENT

● #OMMISSIONING MONITORING TESTING REFINING AND VALIDATING CONTROL MEASURES

● 7HETHER IT IS NECESSARY TO CARRY OUT ATMOSPHERIC SAMPLING AND MEASUREMENT

AND THE FREQUENCY WITH WHICH FURTHER AIR MONITORING WILL BE CARRIED OUT

● 7HERE APPROPRIATE THE REASONS FOR SELECTING PARTICULAR TYPES OF PERSONAL

PROTECTIVE EQUIPMENT INCLUDING IF APPROPRIATE RESPIRATORY PROTECTIVE
EQUIPMENT TO SECURE ADEQUATE CONTROL OF EXPOSURE

● #ONCLUSIONS REACHED ON THE RISKS TO THE HEALTH OF EMPLOYEES AND TO ANY

OTHER PEOPLE WHO MAY BE AFFECTED BY THE WORK CONCERNED TAKING INTO
ACCOUNT OF THE CONTROL MEASURES BEING USED

● 7HETHER IT IS APPROPRIATE TO PLACE ANY IDENTIFIED GROUPS OF EMPLOYEES UNDER

HEALTH SURVEILLANCE

● 7HEN THE ASSESSMENT WILL BE REVIEWED OR THE PERIOD BETWEEN SUCCESSIVE

REVIEWS

Electricity at Work Regulations

4HE Electricity at Work Regulations 1989 REQUIRE PRECAUTIONS TO BE TAKEN AGAINST
THE RISK OF INJURIES AND FATALITIES RESULTING FROM THE USE OF ELECTRICITY IN WORK
ACTIVITIES4HEY ARE MAINLY DIRECTED AT ENGINEERS AND TECHNICIANS WHO ARE
INVOLVED IN THE DESIGN CONSTRUCTION OPERATION OR MAINTENANCE OF ELECTRICAL
EQUIPMENT

4HE REQUIREMENTS OF THESE Regulations CAN BE SATISFIED THROUGH COMPLIANCE

WITH THE )NSTITUTION OF %LECTRICAL %NGINEERS )%% Wiring Regulations for Electrical
Installations BS 7671 WHICH ARE A WIDELY RECOGNISED NON STATUTORY CODE OF
PRACTICE 5NDER THE Electricity at Work Regulations EMPLOYERS HAVE A RESPONSIBILITY
TO TEST AND MAINTAIN ELECTRICAL EQUIPMENT IN A SAFE CONDITION

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 Environmental Protection Act 1990
4HE Environmental Protection Act PLACES OBLIGATIONS ON ALL WHO PRODUCE CARRY
KEEP TREAT OR DISPOSE OF CONTROLLED WASTE ! KEY REQUIREMENT IS THAT ALL PERSONS
TO WHICH THE Act APPLIES MUST
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● 0REVENT ANOTHER WHOM THEY MAY KNOW OR NOT KNOW FROM ILLEGALLY KEEPING
TREATING OR DISPOSING OF THEIR WASTE

● 0REVENT THE WASTE FROM ESCAPING

● %NSURE THAT WASTE IS ONLY TRANSFERRED TO AN AUTHORISED PERSON OR AUTHORISED

TRANSPORTER OF WASTE

● %NSURE THAT THE WASTE IS ACCOMPANIED BY A WRITTEN DESCRIPTION OF THE WASTE

"UILDING OWNERS AND OCCUPIERS MUST HAVE A PROCEDURE FOR THE HANDLING AND
DISPOSAL OF WASTE WHICH THEY GENERATE4HIS INCLUDES WASTE FROM BUILDING
SERVICES SYSTEMS SUCH AS REFRIGERANTS WASTE OIL AND CHEMICALS AND FLUORESCENT
TUBES !S PART OF THIS PROCEDURE A RECORD OF THE WASTE THAT HAS BEEN TRANSFERRED
MUST BE KEPT INCLUDING DETAILS OF THE AUTHORISED WASTE HANDLER OR TRANSPORTER

7HILE ALL TRANSFERS OF WASTE MUST BE DOCUMENTED THE Environmental Protection

(Duty of Care) Regulations 1991 DO NOT REQUIRE EACH INDIVIDUAL TRANSFER TO BE
SEPARATELY DOCUMENTED7HERE A SERIES OF TRANSFERS OF WASTE OF THE SAME
DESCRIPTION IS BEING MADE BETWEEN THE SAME PARTIES PROVISION IS MADE FOR THE
PARTIES TO AGREE A SEASON TICKET IN OTHER WORDS A TRANSFER NOTE THAT COVERS A
SERIES OF TRANSFERS

! SEASON TICKET MIGHT BE USED FOR EXAMPLE FOR THE WEEKLY OR DAILY COLLECTIONS
OF WASTE FROM SHOPS OR COMMERCIAL PREMISES OR THE REMOVAL OF A LARGE HEAP OF
WASTE BY MULTIPLE LORRY TRIPS (OWEVER A SEASON TICKET SHOULD NOT EXTEND FOR A
PERIOD OF MORE THAN  MONTHS FROM THE DATE ON WHICH THE FIRST OF THE
TRANSFERS SUBJECT TO THE ARRANGEMENTS TAKES PLACE

Factories Act 1961, and the Offices, Shops and Railway Premises
Act 1963
4HESE TWO Acts HAVE LARGELY BEEN SUPERSEDED BY THE Health and Safety at Work
Act AND ITS ASSOCIATED REGULATIONS IN PARTICULAR THE Workplace (Health, Safety and
Welfare) Regulations

The Regulatory Reform (Fire Safety) Order 2005

4HE Regulatory Reform (Fire Safety) Order 2005 TOOK EFFECT ON  /CTOBER 
AND AMENDS OR REPLACES  PIECES OF PREVIOUS LEGISLATION MOST NOTABLY THE
REPEAL OF THE Fire Precautions Act 1971 AND THE REVOCATION OF THE Fire Precautions
(Workplace) Regulations 19974HE NEW LEGISLATION APPLIES TO ALL NON DOMESTIC
BUILDINGS WHERE FIRE CERTIFICATES HAVE BEEN ABOLISHED AND NO LONGER HAVE ANY
LEGAL STATUS

4HE Order FIRMLY PLACES THE RESPONSIBILITY FOR FIRE SAFETY MEASURES ON A
RESPONSIBLE PERSON AND OUTLINES ALL THE MEASURES THAT MUST BE TAKEN TO ENSURE
THE SAFETY OF ALL PEOPLE UNDER THE DUTY OF CARE OF THE RESPONSIBLE PERSON EITHER
DIRECTLY OR INDIRECTLY!T THE SAME TIME IT ALLOWS THE ENFORCING AUTHORITY USUALLY
THE FIRE AUTHORITY TO MAKE SURE THE Order IS ENACTED WHICH MAY INCLUDE LEGAL
ENFORCEMENT MEASURES AND TO SET PENALTIES IF IT IS NOT

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4HE RESPONSIBLE PERSON WHO IS LIKELY TO BE THE EMPLOYER OR BUILDING

OWNER MUST CARRY OUT A FIRE RISK ASSESSMENT PRODUCE A POLICY DEVELOP
PROCEDURES PROVIDE STAFF TRAINING AND CARRY OUT FIRE DRILLS ! SET OF 
GUIDES TO FIRE RISK ASSESSMENT IN DIFFERENT TYPES OF PREMISES HAS BEEN
PUBLISHED BY THE DEPARTMENT FOR #OMMUNITIES AND ,OCAL 'OVERNMENT
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#,' 4HE LEGISLATION ALLOWS THE REPONSIBLE PERSON TO APPOINT ONE OR

MORE COMPETENT PERSONS TO HELP

&OR ORGANISATIONS THAT EMPLOY FIVE OR MORE PEOPLE THE SIGNIFICANT FINDINGS
OF A FIRE RISK ASSESSMENT MUST BE RECORDED )N LARGER AND MORE COMPLEX
PREMISES IT IS BEST TO KEEP A DEDICATED RECORD OF ALL MAINTENANCE OF FIRE
PROTECTION EQUIPMENT AND TRAINING

3ECTION  OF Fire Safety Assessment for Offices and Shops GIVES THE FOLLOWING
GUIDANCE ON RECORDING PLANNING INFORMING INSTRUCTING AND TRAINING

Your records should be kept in a specified place on the premises (for example, in the
management’s office), and should include:

● Details of any significant findings from the fire risk assessment and any action
taken (see part 1, section 4.1)

● Testing and checking of escape routes, including final exit locking mechanisms such
as panic devices, emergency exit devices and any electromagnetic devices

● Testing of fire-warning systems, including weekly alarm tests and periodic

maintenance by a competent person

● Recording of false alarms

● Testing and maintenance of emergency lighting systems

● Testing and maintenance of fire extinguishers, hose reels, and fire blankets etc

● If appropriate, testing and maintenance of other fire safety equipment such as fire-
suppression systems and smoke control systems

● Recording and training of relevant people and fire evacuation drills

● Planning, organising, policy and implementation, monitoring, audit and review

● Maintenance and audit of any systems that are provided to help the fire and
rescue service

● The arrangements in a large multi-occupied building for a co-ordinated emergency

plan or overall control of the actions you or your staff should take if there is a fire; and

● All alterations, tests, repairs and maintenance of fire safety systems, including
passive systems such as fire doors.

Other issues that you may wish to record include:

● The competence, qualifications and status of the persons responsible for carrying
out inspections and tests

● The results of periodic safety audits, reviews, inspections and tests, and any
remedial action taken

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 ● All incidents and circumstances which had the potential to cause accidents and monitor
subsequent remedial actions; and

● A record of the building use, the fire prevention and protection measures in place and
high-risk areas.
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Fire safety information

7HILE INFORMAL OR CONTRACTUAL REQUIREMENTS HAVE EXISTED FOR FIRE SAFETY
INFORMATION TO BE INCLUDED IN /- MANUALS FROM !PRIL  THE REQUIREMENT
BECAME A LEGAL OBLIGATION

'UIDANCE IN !PPENDIX ' OF Approved Document B Volume 2 STATES

…fire safety means information relating to the design and construction...and the services,
fittings and equipment provided in or in connection with the building, or extension, which
will assist the responsible person to operate and maintain the facility with reasonable fire
safety.

&IRE SAFETY INFORMATION MUST THEREFORE BE SUBMITTED AT THE COMPLETION OF THE

PROJECT OR WHEN FIRST OCCUPIED4HIS INFORMATION MUST ALSO BE AVAILABLE TO ANY
NOMINATED RISK ASSESSOR

&OR CLARITY THE GUIDANCE IS GIVEN IN TERMS OF SIMPLE AND COMPLEX BUILDINGS BUT
THE LEVEL OF DETAIL REQUIRED WILL VARY FROM BUILDING TO BUILDING AND SHOULD BE
CONSIDERED ON A CASE BY CASE BASIS &OR COMPLEX BUILDINGS FURTHER GUIDANCE IS
AVAILABLE IN BS 5588-12:2004 Fire precautions in the design, construction and use of
buildings: Managing fire safety Annex A Fire Safety Manual 

Management of Health and Safety at Work Regulations 1999

The Management of Health and Safety at Work Regulations 1999 COLLECTIVELY FORM A
GUIDELINE FOR THE MANAGEMENT OF WORKPLACE HEALTH AND SAFETY %MPLOYERS AND
SELF EMPLOYED PERSONS ARE REQUIRED TO CARRY OUT RISK ASSESSMENTS TO DETERMINE
THE MEASURES NEEDED TO COMPLY WITH BOTH THE GENERAL DUTIES INVOKED BY THE
Health and Safety at Work Act AND MORE SPECIFIC DUTIES ASSOCIATED WITH
REGULATIONS INTRODUCED UNDER The Management of Health and Safety at Work
Regulations. 4O ACHIEVE THIS OBJECTIVE RISK ASSESSMENTS MUST IDENTIFY HAZARDS IN
THE WORKPLACE RESULTING FROM WORK ACTIVITIES OR OTHER FACTORS SUCH AS THE
LOCATION OF PLANT

!SSESSMENTS MADE FOR THE PURPOSES OF THE COSHH Regulations WILL NOT NEED
TO BE REPEATED UNDER The Management of Health and Safety at Work Regulations.
3AFETY INFORMATION RELATING TO BUILDING SERVICES IS AN IMPORTANT ELEMENT OF
COMPREHENSIVE /- MANUALS AND WILL ASSIST IN THE TASK OF CARRYING OUT RISK
ASSESSMENTS FOR BUILDING SERVICES INSTALLATIONS

'UIDANCE CONCERNING The Management of Health and Safety at Work Regulations IS

PROVIDED IN THE (3# PUBLICATION Management of Health and Safety at Work.
Management of Health and Safety at Work Regulations 1999, Approved Code of
Practice and Guidance 4HE Code STATES THAT RISK ASSESSMENT SHOULD INCLUDE

● ! RECORD OF THE PREVENTIVE AND PROTECTIVE MEASURES IN PLACE TO CONTROL RISKS

● 7HAT ACTION IF ANY NEEDS TO BE TAKEN TO REDUCE RISKS

● 0ROOF THAT A SUITABLE AND SUFFICIENT ASSESSMENT HAS BEEN MADE

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)N MANY CASES EMPLOYERS AND THE SELF EMPLOYED WILL ALSO NEED TO RECORD
SUFFICIENT DETAIL OF THE ASSESSMENT ITSELF SO THAT THEY CAN DEMONSTRATE THAT THEY
HAVE CARRIED OUT A SUITABLE AND SUFFICIENT ASSESSMENT4HIS RECORD OF THE
SIGNIFICANT FINDINGS WILL ALSO FORM A BASIS FOR A REVISION OF THE ASSESSMENT
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The Management of Health and Safety at Work Regulations REQUIRES EMPLOYERS TO

REVIEW AND IF NECESSARY MODIFY THEIR RISK ASSESSMENTS!S THE NATURE OF WORK
CHANGES EMPLOYERS MAY DEVELOP A GREATER APPRECIATION OF HAZARDS AND RISKS
-ONITORING UNDER THE ARRANGEMENTS REQUIRED BY THE Regulations MAY REVEAL NEAR
MISSES OR DEFECTS IN PLANT OR EQUIPMENT4HE RISK ASSESSMENT MAY NO LONGER BE
VALID DUE TO THE RESULTS OF HEALTH SURVEILLANCE OR A CONFIRMED CASE OF AN
OCCUPATIONALLY INDUCED DISEASE !DVERSE EVENTS SUCH AS AN ACCIDENT ILL HEALTH OR
DANGEROUS OCCURRENCE MAY TAKE PLACE EVEN IF A SUITABLE AND SUFFICIENT RISK
ASSESSMENT HAS BEEN MADE FOLLOWED BY APPROPRIATE PREVENTIVE AND PROTECTIVE
MEASURES 3UCH EVENTS SHOULD BE A TRIGGER FOR REVIEWING THE ORIGINAL ASSESSMENT

4HE EMPLOYER OR SELF EMPLOYED PERSON NEEDS TO REVIEW THE RISK ASSESSMENT IF
DEVELOPMENTS SUGGEST THAT IT MAY NO LONGER BE VALID OR CAN BE IMPROVED )N
MOST CASES IT IS PRUDENT TO REVIEW RISK ASSESSMENTS AT REGULAR INTERVALS4HE TIME
BETWEEN REVIEWS IS DEPENDENT ON THE NATURE OF THE RISKS AND THE DEGREE OF
CHANGE LIKELY IN THE WORK ACTIVITY4HESE REVIEWS SHOULD FORM PART OF THE
STANDARD MANAGEMENT PROCESS

Pressure Systems Safety Regulations 2000

4HE Pressure Systems Safety Regulations 2000 CONTAIN REQUIREMENTS REGARDING THE
MANAGEMENT OF CERTAIN PRESSURE SYSTEMS CONTAINING A RELEVANT FLUID WHICH IS
DEFINED AS

● 3TEAM AT ANY PRESSURE

● 0RESSURISED GASES AND FLUIDS WHICH ARE KEPT UNDER A PRESSURE GREATER THAN 
BAR GAUGE AND WILL FLASH TO GAS IF RELEASED TO THE ATMOSPHERE
O
● 0RESSURISED HOT WATER ABOVE  #

● #OMPRESSED AIR ABOVE  BAR GAUGE

4HE PRESSURE SYSTEMS ARE DEFINED AS

● 0IPEWORK SYSTEMS AND RELATED PROTECTION DEVICES IN WHICH THE PRESSURE IS

GREATER THAN  BAR GAUGE AND ANY PIPEWORK SYSTEMS WHICH ARE OR WILL BE
JOINED TO A TRANSPORTABLE GAS CONTAINER

● 3YSTEMS INCLUDING PIPEWORK AND PROTECTION DEVICES THAT CONTAIN ONE OR

MORE PRESSURE VESSELS WITH CAPACITY GREATER THAN  BAR LITRES

● 2EFRIGERATION SYSTEMS WITH A POWER INPUT GREATER THAN  K7

● !LL STEAM SYSTEMS

4HE Pressure Systems Safety Regulations 2000 CONTAIN SPECIFIC REQUIREMENTS FOR
MANUFACTURERS AND DESIGNERS OF PRESSURE SYSTEMS AS DEFINED ABOVE TO PROVIDE

● 3UFFICIENT INFORMATION TO ALLOW THE SYSTEM TO BE OPERATED AND MAINTAINED SAFELY

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HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK
 ● 4EST CERTIFICATES AND CERTIFICATES OF CONFORMITY FROM MANUFACTURERS AND
EXAMINATION BODIES

● -AXIMUM AND MINIMUM DESIGN TEMPERATURES AND PRESSURES

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● &LOW AND DISCHARGE CAPACITIES

● #APACITY OF PRESSURE VESSELS

4HERE IS A FURTHER REQUIREMENT FOR A 7RITTEN 3CHEME OF %XAMINATION TO BE

PRODUCED FOR PRESSURE SYSTEMS4HE PURPOSE OF THIS IS TO PROVIDE A PLANNED
SCHEME FOR THE FUTURE EXAMINATION OF RELEVANT PARTS OF PRESSURE SYSTEMS AT
APPROPRIATE INTERVALS

4HE INTERVALS MUST REFLECT A DEGREE OF RISK ASSOCIATED WITH EACH PART AND ENSURE
THAT SUFFICIENT EXAMINATIONS ARE CARRIED OUT TO IDENTIFY AT AN EARLY STAGE ANY
DETERIORATION OR MALFUNCTION WHICH IS LIKELY TO ADVERSELY AFFECT THE SAFETY OF
THE SYSTEM

)T IS THE RESPONSIBILITY OF THE OWNER OR USER TO DEFINE THE SCOPE OF THIS SCHEME
SUCH AS THE PARTS OF THE PRESSURE SYSTEM THAT SHOULD BE INCLUDED4HE SCHEME
MUST BE PRODUCED OR APPROVED BY SOMEONE DEEMED TO BE A COMPETENT PERSON

4HE 7RITTEN 3CHEME OF %XAMINATION SHOULD INCLUDE THE FOLLOWING

● )DENTIFICATION OF THE ITEMS OF PLANT OR EQUIPMENT WITHIN THE SYSTEM

● 4HOSE PARTS OF THE SYSTEM WHICH ARE TO BE EXAMINED

● 4HE NATURE OF THE EXAMINATION REQUIRED INCLUDING THE INSPECTION AND TESTING
TO BE CARRIED OUT ON ANY PROTECTIVE DEVICES

● 4HE PREPARATORY WORK NEEDED FOR THE ITEM TO BE EXAMINED SAFELY

● 7HERE APPROPRIATE THE NATURE OF ANY EXAMINATION NEEDED BEFORE THE SYSTEM
IS FIRST USED

● 4HE MAXIMUM INTERVAL BETWEEN EXAMINATIONS

● 4HE CRITICAL PARTS OF THE SYSTEM WHICH IF MODIFIED OR REPAIRED SHOULD BE

EXAMINED BY A COMPETENT PERSON BEFORE THE SYSTEM IS USED AGAIN

● 4HE NAME OF THE COMPETENT PERSON CERTIFYING THE WRITTEN SCHEME OF

EXAMINATION

● 4HE DATE OF CERTIFICATION

4HE REQUIREMENTS OF THE Pressure Systems Safety Regulations, ALONG WITH

ACCOMPANYING GUIDANCE ARE PROVIDED IN THE (3% PUBLICATION Safety of Pressure
Systems – Pressure Systems Safety Regulations 2000 – Approved Code of Practice

Provision and Use of Work Equipment Regulations 1998

%MPLOYERS HAVE A GENERAL DUTY UNDER 3ECTION  OF THE Health and Safety at Work
Act TO PROVIDE AND MAINTAIN MACHINERY EQUIPMENT AND OTHER PLANT IN A SAFE
CONDITION AS FAR AS IS REASONABLY PRACTICABLE4HEY MUST ALSO ENSURE THAT SYSTEMS
OF WORK ARE SAFE

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4O ENSURE THAT THESE REQUIREMENTS ARE MET THE Provision and Use of Work
Equipment Regulations 1998 REQUIRES EMPLOYERS TO

● %NSURE EQUIPMENT IS APPROPRIATE FOR ITS TASK

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● 0ROVIDE INFORMATION AND INSTRUCTIONS FOR WORK EQUIPMENT

● %NSURE WORK EQUIPMENT IS ADEQUATELY MAINTAINED

7HERE APPROPRIATE THE INFORMATION PROVIDED SHOULD INCLUDE WRITTEN

INSTRUCTIONS EXPLAINING THE OPERATION OF THE WORK EQUIPMENT UNDER NORMAL
ABNORMAL AND EMERGENCY CONDITIONS

"Y WAY OF EXAMPLE THE Approved Code of Practice AND GUIDANCE ON THE
Regulations CONTAINS A NON DEFINITIVE LIST OF EQUIPMENT THAT IS SUBJECT TO THE
Regulations )NCLUDED IN THIS LIST ARE COOLING TOWERS AND PRESSURE VESSELS FROM
WHICH IT CAN BE INTERPRETED THAT BUILDING SERVICES EQUIPMENT CAN GENERALLY BE
CLASSED AS WORK EQUIPMENT

4HE Code STATES THAT WRITTEN INSTRUCTIONS CAN INCLUDE THE INFORMATION PROVIDED
BY MANUFACTURERS OR SUPPLIERS OF WORK EQUIPMENT IN THE FORM OF INSTRUCTION
SHEETS OR MANUALS AND TRAINING MANUALS -ANUFACTURERS AND SUPPLIERS HAVE A
DUTY TO PROVIDE SUFFICIENT INFORMATION INCLUDING DRAWINGS TO ENABLE THE
CORRECT INSTALLATION SAFE OPERATION AND MAINTENANCE OF THE WORK EQUIPMENT
)NFORMATION AND WRITTEN INSTRUCTIONS SHOULD COVER

● !LL HEALTH AND SAFETY ASPECTS ARISING FROM THE USE OF THE WORK EQUIPMENT

● !NY LIMITATIONS ON THESE USES

● !NY FORESEEABLE DIFFICULTIES THAT COULD ARISE

● 4HE METHODS TO DEAL WITH THEM

Workplace Health, Safety and Welfare Regulations 1992

4HE Workplace Health, Safety and Welfare Regulations ARE PRIMARILY INTENDED TO
ENSURE A SUITABLE WORKING ENVIRONMENT IS PROVIDED WITH ADEQUATE WELFARE
FACILITIES FOR ALL WORKPLACE OCCUPANTS4HE ONUS FOR IMPLEMENTING THE Regulations
FALLS UPON EMPLOYERS OR ANYONE WHO HAS RESPONSIBILITY FOR A PLACE OF WORK

)T IS A REQUIREMENT THAT A SUITABLE SYSTEM OF MAINTENANCE IS USED FOR SYSTEMS

WHICH MAINTAIN THE WORKING ENVIRONMENT INCLUDING HEATING SYSTEMS VENTILATION
SYSTEMS EMERGENCY LIGHTING ESCALATORS AND MOVING WALKWAYS SANITARY
APPLIANCES WASHING FACILITIES DRINKING WATER SYSTEMS AND WINDOW CLEANING
EQUIPMENT4HE Regulations CAN BE INTERPRETED AS REQUIRING THAT A SUITABLE
RECORD OF MAINTENANCE IS KEPT4HIS WILL ENSURE THAT THE MAINTENANCE SYSTEMS
ARE EFFECTIVELY IMPLEMENTED AND VALIDATED

Disability Discrimination Act 1995 (Amendment 2004)

4HE Disability Discrimination Act 1995 GAVE DISABLED PEOPLE RIGHTS IN THE AREAS OF
EMPLOYMENT EDUCATION ACCESS TO GOODS FACILITIES AND SERVICES AND BUYING OR
RENTING LAND OR PROPERTY

)N !PRIL  A NEW Disability Discrimination Act WAS PASSED BY 0ARLIAMENT4HIS

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 AMENDED AND EXTENDED EXISTING PROVISIONS IN THE ORIGINAL Act INCLUDING

● -AKING IT UNLAWFUL FOR OPERATORS OF TRANSPORT VEHICLES TO DISCRIMINATE AGAINST

DISABLED PEOPLE
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● -AKING IT EASIER FOR DISABLED PEOPLE TO RENT PROPERTY AND FOR TENANTS TO
MAKE DISABILITY RELATED ADAPTATIONS

● -AKING SURE THAT PRIVATE CLUBS WITH  OR MORE MEMBERS CANNOT KEEP
DISABLED PEOPLE OUT JUST BECAUSE THEY HAVE A DISABILITY

● 2EQUIRING PUBLIC BODIES TO PROMOTE EQUALITY OF OPPORTUNITY FOR DISABLED

PEOPLE

● %XTENDING PROTECTION TO COVER PEOPLE WHO HAVE ()6 CANCER AND MULTIPLE
SCLEROSIS FROM THE MOMENT THEY ARE DIAGNOSED

● %NSURING THAT DISCRIMINATION LAW COVERS ALL THE ACTIVITIES OF THE PUBLIC SECTOR

4HE DEVELOPMENT OF LEGISLATION TO IMPROVE THE RIGHTS OF DISABLED PEOPLE IS AN

ONGOING PROCESS &ROM  /CTOBER  0ART  OF THE  Act REQUIRED
BUSINESSES AND OTHER ORGANISATIONS TO TAKE REASONABLE STEPS TO TACKLE PHYSICAL
FEATURES THAT ACT AS A BARRIER TO DISABLED PEOPLE WHO WANT TO ACCESS THEIR
SERVICES

4HIS MAY MEAN TO REMOVE ALTER OR PROVIDE A REASONABLE MEANS OF AVOIDING

PHYSICAL FEATURES OF A BUILDING WHICH MAKE ACCESS IMPOSSIBLE OR UNREASONABLY
DIFFICULT FOR DISABLED PEOPLE

%XAMPLES INCLUDE PUTTING IN A RAMP TO REPLACE STEPS PROVIDING LARGER WELL

DEFINED SIGNS FOR PEOPLE WITH A VISUAL IMPAIRMENT AND IMPROVING ACCESS TO
TOILET OR WASHING FACILITIES

"USINESSES AND ORGANISATIONS ARE CALLED SERVICE PROVIDERS AND INCLUDE SHOPS
RESTAURANTS LEISURE CENTRES AND PLACES OF WORSHIP

The Notification of Cooling Towers and Evaporative Condenser

Regulations 1992
4HE Notification of Cooling Towers and Evaporative Condenser Regulations 1992
REQUIRE THE NOTIFICATION OF WET COOLING TOWERS AND EVAPORATIVE CONDENSERS TO
LOCAL AUTHORITIES IN WHOSE AREA THE EQUIPMENT IS SITUATED REGARDLESS OF WHETHER
A LOCAL AUTHORITY OR THE (EALTH AND 3AFETY %XECUTIVE IS THE ENFORCING AUTHORITY

4HE REASON FOR THE NEED OF NOTIFICATION IS THE POTENTIAL FOR THE Legionella
Pneumophila BACTERIUM TO GROW IN RECIRCULATORS AND WATER SUPPLY SYSTEMS4HE
MAIN PURPOSE OF THE REQUIREMENT IS TO ASSIST INSPECTORS IN INVESTIGATING Legionella
OUTBREAKS THOUGHT LIKELY TO HAVE ARISEN FROM WET COOLING TOWERS OR EVAPORATIVE
CONDENSERS

The Control of Noise at Work Regulations 2005

'UIDANCE ON THE CONTROL OF Noise at Work Regulations 2005, Approved Code of
Practice L108 STATES

You should record the major findings of your risk assessment, and your action plan.The
major findings are your estimates of daily personal noise exposure and peak noise

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exposure, your analysis of the risks and whether they are as low as reasonably practicable,
any other information on which you based the evaluation of risks and the decisions on
actions required under the Noise Regulations.The record will provide some evidence for the
decisions that you made to comply with the law. A minimum adequate record will include
details of:
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● The workplaces, areas, jobs or people included in the assessment, including a description
of the work going on

● The date (s) that the assessment was made

● The daily personal noise exposures of the employees or groups of employees concerned

● The information use to determine noise exposure

● If noise measurements have been made, relevant details of the measurements, including the
person(s) responsible for carrying them out

● Any further information used to evaluate risks

● The name of the person(s) responsible for making the risk assessment

● Your action plan to control noise risks.

4HE Approved Code of Practice L108 ALSO STATES THAT YOU SHOULD KEEP AN UP TO
DATE HEALTH RECORD FOR EACH INDIVIDUAL AS LONG AS THEY ARE UNDER HEALTH
SURVEILLANCE4HESE RECORDS SHOULD INCLUDE

● )DENTIFICATION DETAILS OF THE EMPLOYEE

● 4HE EMPLOYEES HISTORY OF EXPOSURE TO NOISE

● 4HE OUTCOME OF PREVIOUS HEALTH SURVEILLANCE IN TERMS OF FITNESS THE WORK

AND ANY RESTRICTIONS REQUIRED

4HE PERSON IN CHARGE OF THE AUDIOMETRIC PROGRAMME SHOULD MAINTAIN RECORDS

OF THE PROGRAMME INCLUDING

● !NY QUESTIONNAIRES COMPLETED

● 4HE AUDIOGRAMS THEMSELVES

● !NY ASSESSMENTS MADE OF THE RESULTS

7HERE A VISITING SERVICE CONDUCTS THE TESTING THE RESULTS SHOULD BE MAINTAINED
BY THE EMPLOYER SEPARATE FROM PERSONNEL RECORDS

%MPLOYERS SHOULD KEEP THE HEALTH RECORD AS LONG AS AN INDIVIDUAL REMAINS IN

THEIR EMPLOYMENT AND MAY WISH TO RETAIN IT FOR LONGER AS ENQUIRIES REGARDING
THE STATE OF AN INDIVIDUALS HEARING MAY ARISE MANY YEARS AFTER EXPOSURE TO NOISE
HAS CEASED

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 2.2 The content of operating and maintenance manuals

"EFORE THE DETAILED CONTENT OF OPERATING AND MAINTENANCE MANUALS /-

CAN BE DETERMINED CONSIDERATION NEEDS TO BE GIVEN TO
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● 4HE TYPE OF MANUAL REQUIRED OR WARRANTED BY THE INSTALLATIONS AND NEEDS OF

THE END USER

● 4HE OPERATING AND MAINTENANCE STRATEGY ENVISAGED FOR THE INSTALLATION

● 4HE CATEGORIES OF USER FOR WHOM THE MANUAL IS BEING WRITTEN

● 4HE LIKELY SOURCES OF INFORMATION

2.3 Types of operating and maintenance manual

Go to page 91 Part 5 includes advice on system 4HE SPECIFICATION SHOULD BE DRAFTED TO ENSURE THAT THE MANUAL MEETS THE NEEDS
fine-tuning, and describes a range OF THE END USER )T SHOULD INCLUDE GUIDANCE ON THE LIKELY COMPETENCE OF
of empirical feedback techniques
that can be used to identify POTENTIAL USERS WITH DETAILS OF TRAINING AND QUALIFICATIONS WHERE APPROPRIATE
problem areas and any occupant
dissatisfaction. ! BUILDING /- MANUAL SHOULD BE A COMBINATION OF FUNCTION AND SYSTEM
BASED STRUCTURED INFORMATION ARRANGED IN A LOGICAL AND HIERARCHICAL STRUCTURE AS
LAID DOWN IN BS 4884:Part 1:1992 Specification for Presentation of Essential
Information PARTICULARLY Part 2:1993 Guide to Content AND Part 3:1993 Guide to
Presentation.

4YPICALLY THE OPERATING ELEMENT OF /- INFORMATION IS LIMITED TO PLANT ROOM

PROCEDURES WHILE BROADER ISSUES SUCH AS HOW THE BUILDING OCCUPANTS ARE
INTENDED TO USE AND CONTROL THEIR ENVIRONMENT IS OFTEN OVERLOOKED

7ITH THE INCREASING DEMAND FOR LOW ENERGY BUILDINGS AND TECHNOLOGIES LIKE
PASSIVE ENERGY RECOVERY IT IS INCREASINGLY IMPORTANT THAT THIS INFORMATION IS
INCLUDED7HERE A BUILDING IS LET TO TENANTS RESPONSIBLE FOR OPERATING AND
MAINTAINING THE SERVICES THE CLIENT MUST ENSURE THAT DESIGN INTENT AND
INFORMATION ON THE BUILDINGS INTENDED USE IS MADE AVAILABLE

&UNCTION BASED MANUALS SHOULD AIM TO DESCRIBE THE USER OPERATION OF LOCAL
SYSTEMS SUCH AS OVERHEAD PROJECTORS ROOM LIGHTING AND LOCAL ENVIRONMENTAL
CONTROLS

Copies of Controls for End Users – 4HE "UILDING #ONTROLS )NDUSTRY !SSOCIATION "#)! IS A GOOD SOURCE OF
a Guide for Good Design and INFORMATION ON WHAT CONSTITUTES USABLE CONTROLS4HE "#)! "32)! AND THE
Implementation are available from
www.bsria.co.uk/bookshop. A PDF 5SABLE "UILDINGS 4RUST 5"4 HAVE COLLABORATED ON PRODUCING NEW GUIDANCE
version is available to BSRIA FOR DESIGNERS MANUFACTURERS AND INSTALLERS OF USER CONTROLS4HIS GUIDANCE IS
Members as a free download AIMED AT DESIGNERS CLIENTS INSTALLERS AND CONTROLS COMPANIES

System-based manuals
3YSTEM BASED MANUALS SHOULD OUTLINE THE OPERATION OF EACH BUILDING SERVICES
SYSTEM INSTALLED TOGETHER WITH MANUFACTURERS DATA AND COMMISSIONING
INFORMATION 3YSTEM BASED MANUALS ARE USUALLY DELIVERED AS PART OF PROJECT
HANDOVER DOCUMENTATION

3YSTEM BASED MANUALS CAN BE PROVIDED IN FOUR CLASSES

40 HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK

© BSRIA BG 1/2007
 Part 2

● #LASS ! BASIC RECORD DRAWINGS AND MANUFACTURERS LITERATURE OR MANUALS

● #LASS " RECORD DRAWINGS MANUFACTURERS OPERATING INSTRUCTIONS AND MANUALS

TEST CERTIFICATES AND PARTS LISTS
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

● #LASS # PURPOSE AND PLANNING INFORMATION TECHNICAL DOCUMENTATION

INCLUDING RECORD DRAWINGS FULL OPERATING INSTRUCTIONS FOR EACH SYSTEM DETAILED
MAINTENANCE INSTRUCTIONS AND SCHEDULES PARTS LISTS MODIFICATION INSTRUCTIONS
AND DISPOSAL INSTRUCTIONS

● #LASS $ AS #LASS # WITH PROCEDURES AND RESULTS OF ALL TESTS UNDERTAKEN

DURING THE COMMISSIONING PROCESS AND PLANT AND SYSTEM WARRANTIES

-ANUALS PREPARED TO #LASSES ! AND " WILL ONLY COVER RUDIMENTARY /-
INFORMATION AND RECORD DRAWINGS AS REQUIRED BY THE Health and Safety at Work
Act etc 1974 AND WOULD ONLY PROVIDE INFORMATION ADEQUATE FOR RELATIVELY SMALL
OR SIMPLE INSTALLATIONS -ANY RECOMMENDATIONS GIVEN IN THIS GUIDE WOULD ALSO
NOT GENERALLY APPLY TO #LASS ! AND " MANUALS 0REPARATION OF MANUALS TO THIS
LEVEL CAN REASONABLY UNDERTAKEN BY THE INSTALLATION CONTRACTOR WITH NO OTHER
SUPPORT

-ANUALS PREPARED TO #LASSES # AND $ SHOULD BE COMPREHENSIVE DOCUMENTS

SUITABLE FOR LARGE COMPLEX INSTALLATIONS4HE FINISHED DOCUMENTATION SHOULD BE
CAPABLE OF BEING USED WITHOUT OTHER SUPPORTING INFORMATION SUCH AS
MANUFACTURERS LITERATURE WITHOUT WHICH THE RELEVANT MANUALS ARE UNLIKELY TO BE
FIT FOR PURPOSE

2.4 Operating and maintenance strategy

7HILE PLANNING THE SCOPE AND CONTENT OF /- DOCUMENTATION CONSIDERATION

SHOULD BE GIVEN TO THE BUILDING OWNER AND USERS LEGAL OBLIGATIONS WITH RESPECT
TO RUNNING BUILDING SERVICES #OMPREHENSIVE /- INFORMATION CAN HELP
SIGNIFICANTLY IN FULFILLING THESE OBLIGATIONS

-UCH OF THE DETAILED CONTENT OF AN /- MANUAL WILL BE DETERMINED BY THE

OPERATING AND MAINTENANCE STRATEGY )T IS IMPORTANT THAT THE CLIENT WORKS CLOSELY
WITH THE DESIGN TEAM TO ESTABLISH A MAINTENANCE BRIEF4HIS BRIEF SHOULD
IDENTIFY SPECIFIC INFORMATION REQUIREMENTS )DEALLY THE BUILDING SERVICES
DESIGNER SHOULD BE INVOLVED IN THE DESIGN BRIEFING TO PROVIDE BROAD ADVICE ON
ENVIRONMENTAL SYSTEMS AND THEIR OPERATION AND MAINTENANCE REQUIREMENTS

#LIENT ORGANISATIONS THAT HAVE IN HOUSE OPERATION AND MAINTENANCE EXPERTISE Part 5 includes advice on system Go to page 91
SHOULD ENSURE THAT THIS EXPERTISE HAS AN INPUT DURING THE BRIEFING PROCESS4HIS fine-tuning, and describes a range
of empirical feedback techniques
WILL ALLOW A VALUABLE INTERCHANGE OF IDEAS AND WILL ESTABLISH SPECIFIC NEEDS4HE that can be used to identify
FEEDBACK METHODS DESCRIBED IN 0ART  CAN BE VERY USEFUL IN IDENTIFYING THE problem areas and any occupant
NEEDS OF BUILDING USERS dissatisfaction

4HE OPERATION AND MAINTENANCE OF BUILDING PLANT AND SERVICES SHOULD BE

PLANNED AND ORGANISED TO ACHIEVE THE OBJECTIVES OF THE BUILDING OWNER AND
OCCUPIER4HESE OBJECTIVES PROVIDE AN OVERVIEW OF CONDITIONS TO BE MET AND
ANY LIMITATIONS4HEY SHOULD INCLUDE DETAILS OF THE ENVIRONMENTAL CONDITIONS
REQUIRED OCCUPANCY TIMES THE IMPLICATIONS OF PLANT FAILURE AND LABOUR
RESOURCES FOR MAINTENANCE

4HE OPERATING AND MAINTENANCE STRATEGY DEVELOPED ON THE BASIS OF THESE BROAD

HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK 41

© BSRIA BG 1/2007
HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK
 OBJECTIVES SHOULD IDENTIFY AIMS AND RESPONSIBILITIES AND PERHAPS MOST IMPORTANT
IN THIS CONTEXT THE AMOUNT OF INFORMATION NEEDED AND BY WHOM AND IN WHAT
DETAIL IT IS REQUIRED 3UCH PLANNING IS CRUCIAL WHEN DETERMINING THE CONTENT
AND PRESENTATION OF MANUALS
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

Go to page 105 Labour resources for maintenance ! MORE DETAILED MAINTENANCE PLAN DESCRIBING HOW THE OBJECTIVES WILL BE
are shown in Appendix A ACHIEVED NEEDS TO TAKE ACCOUNT OF COST LIMITATIONS THE PLANNED LIFE OF THE
VARIOUS SERVICES RISK ANALYSIS PLANT BREAKDOWN POLICY THE AVAILABILITY OF PLANT
FOR MAINTENANCE SPECIALIST SUPPORT AND ISSUES TO DO WITH CLIENT IMAGE SUCH AS
EXTERNAL FLOODLIGHTING AND WATER FEATURES 

2.5 Users of operating and maintenance manuals

4HE USERS OF /- MANUALS CAN BE DIVIDED INTO THREE BROAD CATEGORIES
PEOPLE WHO OCCUPY A BUILDING PEOPLE RESPONSIBLE FOR MANAGING THE OPERATION
AND MAINTENANCE OF A BUILDING AND PEOPLE WHO MAINTAIN A BUILDING %ACH OF
THESE GROUPS OF PEOPLE WILL HAVE SPECIFIC INTERESTS ABILITIES AND EXPERTISE AND
EACH WILL REQUIRE SOMETHING DIFFERENT OF THE /- MANUAL

!N OCCUPIER PROBABLY REQUIRES ONLY A GENERAL OVERVIEW OF THE SERVICES WHILE A

MANAGER NEEDS DETAILS OF THE DESIGN CONCEPT THE OPERATIONAL CAPACITY OF THE
SYSTEM AND THE MAINTENANCE PROGRAMME -AINTENANCE STAFF NEED TECHNICAL
DETAILS OF THE PLANT AND ITS OPERATIONAL AND MAINTENANCE REQUIREMENTS

4HESE VARYING REQUIREMENTS HAVE IMPLICATIONS FOR BOTH THE CONTENT AND THE
PRESENTATION OF AN /- MANUAL4HE NEEDS OF THE DIFFERENT USER GROUPS MUST
ALWAYS BE MET )NFORMATION SHOULD BE AVAILABLE TO EACH GROUP IN THE
APPROPRIATE DETAIL AND PRESENTATION SHOULD ENSURE THAT THIS INFORMATION CAN
READILY BE FOUND AND EXTRACTED )N SOME INSTANCES IT MAY BE SUFFICIENT FOR A
SINGLE DOCUMENT TO BE DIVIDED SO THAT THE RELEVANT PORTIONS CAN BE ISSUED
SEPARATELY IN OTHERS IT MAY BE NECESSARY TO PRODUCE A SEPARATE DOCUMENT FOR
EACH USER GROUP

$UE CONSIDERATION MUST BE GIVEN WHERE APPROPRIATE TO THE NEED FOR

CONFIDENTIALITY &OR INSTANCE INFORMATION ON SECURITY SYSTEMS MAY NEED TO BE
KEPT SEPARATE FROM MORE GENERAL INFORMATION

2.6 Sources of information

4HERE ARE THREE MAIN SOURCES OF INFORMATION FOR /- MANUALS DESIGN
ENGINEERS EQUIPMENT MANUFACTURERS AND SUPPLIERS AND INSTALLATION CONTRACTORS

-UCH OF THE DETAILED INFORMATION ON PLANT AND EQUIPMENT IS DERIVED FROM

MANUFACTURERS AND SUPPLIERS LITERATURE )DEALLY THIS WOULD HAVE PRODUCED IN
ACCORDANCE WITH BS4940:1994 Technical Information on Construction Products and
Services, Guide to Content and Arrangement.

!N ABRIDGED SEQUENCE OF THE PREFERRED HEADINGS FOR MANUFACTURERS TECHNICAL

INFORMATION IS

● )DENTIFICATION PRODUCT TYPE QUALITY DESCRIPTION STANDARDS GUARANTEES

● $ESCRIPTION COMPOSITION MANUFACTURE SIZE AND WEIGHT

● 0ERFORMANCE ENERGY CONSUMPTION

42 HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK

© BSRIA BG 1/2007
 Part 2

● !PPLICATIONS USES RESOURCES REQUIRED

● #ONSTRUCTION PREPARATION INSTALLATION PROTECTION AND SAFETY

● /PERATION MAINTENANCE RESOURCES OPERATIONS MAINTENANCE CLEANING

Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

PROTECTION AND SAFETY ISSUES

! DESIGN ENGINEER WILL SET THE OPERATING PHILOSOPHY OF EACH ENGINEERING

SERVICE INCLUDING ITS PURPOSE THE METHOD OF CONTROL EMERGENCY PROVISIONS
SAFETY CONSIDERATIONS AND THE DESIGN CRITERIA4HIS IS OFTEN SUMMARISED IN THE
PART OF THE SPECIFICATION DEALING WITH DESIGN INTENT

!N INSTALLATION CONTRACTOR WILL PROVIDE A WORKING SYSTEM IN ACCORDANCE WITH

THE DESIGN SPECIFICATION BY SELECTING AND INSTALLING PROPRIETARY EQUIPMENT AND
INTEGRATING IT INTO A FUNCTIONAL SCHEME4HE CONTRACTOR SHOULD PROVIDE
INFORMATION ON THE CHOSEN MANUFACTURER DETAILS OF SYSTEM OPERATION AND
PERFORMANCE TESTING AND COMMISSIONING RESULTS AND VARIATIONS FROM DESIGN
CRITERIA 0REPARATION OF THE FINAL MANUAL REQUIRES INTEGRATION OF THE DIFFERING
TYPES OF INFORMATION AVAILABLE FROM THESE SOURCES

4HE AMOUNT OF INFORMATION IN ANY /- MANUAL WILL VARY MORE WITH THE
NATURE AND COMPLEXITY OF A PROJECT RATHER THAN ITS SIZE4WO PROJECTS OF GREATLY
DIFFERING SIZE BUT WITH THE SAME RANGE OF ENGINEERING SERVICES MAY BE SIMILAR IN
TERMS OF THE VARIETY OF COMPONENTS AND MATERIALS4HE MANUAL FOR EACH PROJECT
WOULD THEREFORE BE OF SIMILAR CONTENT DIFFERING ONLY IN THE QUANTITIES OF
MATERIALS AND SYSTEM COMPONENTS

2.7 The content of O&M manuals

!LTHOUGH THE DEGREE OF DETAIL WILL VARY ALL /- MANUALS FOR BUILDING SERVICES For heating systems BSEN 12170
INSTALLATIONS NEED TO CONTAIN CERTAIN TYPES OF INFORMATION BS 4884 LISTS NINE and BSEN 12171 provide a
CATEGORIES OF INFORMATION TO BE INCLUDED 4HOSE THAT APPLY TO BUILDING SERVICES recommended content
depending on whether the
/- MANUALS INCLUDE system requires a trained
operator or not.
● 4HE PURPOSE OF THE INSTALLATION

● )NSTALLATION RECORDS

● $ESCRIPTION OF THE INSTALLATION

● (OW THE INSTALLATION IS TO BE USED

● (OW TO KEEP THE INSTALLATION OPERATIONAL

● -AINTENANCE SCHEDULES

● (OW THE INSTALLATION MAY BE CHANGED

● $ISPOSAL OF THE INSTALLATION

4HE HANDLING INSTALLATION STORAGE AND TRANSIT CATEGORY IN BS 4884 IS GENERALLY

ACCEPTED AS NOT BEING APPLICABLE TO MANUALS FOR BUILDING SERVICES INSTALLATIONS

4HE FOLLOWING SECTIONS SET OUT A PRESENTATIONAL SEQUENCE FOR AN /- MANUAL
DESCRIBING WHAT IS REQUIRED UNDER EACH HEADING

HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK 43

© BSRIA BG 1/2007
HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK
 2.8 Contents, structure and layout

4HIS SECTION IS A GUIDE TO THE CONTENTS STRUCTURE AND LAYOUT OF THE MANUAL )T
ENABLES THE READER TO COMPREHEND THE SCOPE AND PURPOSE OF THE DOCUMENT
AND HELPS TO IDENTIFY WHERE SPECIFIC INFORMATION CAN BE OBTAINED
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

Go to page 67 A suggested layout for this Contractual and legal guides

information is given in Part 3 4HE CONTRACTUAL AND LEGAL RECORDS OF AN INSTALLATION SHOULD INCLUDE

● 4HE NAME AND ADDRESS OF THE INSTALLATION

● $ETAILS OF LOCAL AND PUBLIC AUTHORITY CONSENTS

● $ETAILS OF THE DESIGN TEAMS CONSULTANTS INSTALLATION CONTRACTORS AND ASSOCIATED

SUBCONTRACTORS

● $ATES FOR THE START OF THE INSTALLATION FOR HANDOVER PRACTICAL COMPLETION AND
FOR THE EXPIRY OF THE DEFECTS LIABILITY PERIOD

● )NFORMATION ON ALL GUARANTEES AFFECTING COMPONENTS SYSTEMS AND PLANT ITEMS

TOGETHER WITH EXPIRY DATES AND NAMES ADDRESSES AND TELEPHONE NUMBERS OF
RELEVANT CONTACTS

&OR EACH ITEM OF PLANT AND EQUIPMENT INSTALLED WITHIN THE BUILDING AND
CONTAINED IN THE LIST OF SERVICES COVERED BY THE /- MANUAL COPIES OF THE
FOLLOWING DOCUMENTS SHOULD ALSO BE PROVIDED WHERE APPLICABLE

● 4EST CERTIFICATES

● -ANUFACTURERS GUARANTEES AND WARRANTIES

● )NSURANCE INSPECTION REPORTS

● 3AFETY AND FIRE CERTIFICATES

! CLEAR STATEMENT SHOULD BE MADE IN THIS SECTION CONCERNING HAZARDS AND

SAFETY PRECAUTIONS OF WHICH THE OPERATORS AND MAINTAINERS NEED TO BE AWARE
4HIS SHOULD INCLUDE

● !NY KNOWN FEATURE OR OPERATIONAL CHARACTERISTIC OF THE EQUIPMENT OR SYSTEMS

INSTALLED WHICH MAY PRODUCE A HAZARD

● !NY KNOWN HAZARDS AGAINST WHICH PROTECTION CAN BE PROVIDED

● !NY MANDATORY REQUIREMENTS RELATING TO SAFETY

● !NY OTHER SAFETY PRECAUTIONS WHICH SHOULD BE OBSERVED

● !NY OTHER RELEVANT WARNING

Overall purpose
4HIS SECTION SHOULD PROVIDE A GENERAL OVERVIEW OF THE ORIGINAL DESIGN INTENT
AVAILABLE IN OUTLINE FROM THE DESIGN BRIEF AND IN DETAIL FROM THE SPECIFICATION 

44 HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK

© BSRIA BG 1/2007
 Part 2

)T SHOULD INCLUDE A SUMMARY FOR EACH ENGINEERING SYSTEM INSTALLED GIVING

● 4HE PARAMETERS AND CONDITIONS WITHIN WHICH IT HAS BEEN DESIGNED TO OPERATE
A SYSTEM
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

● 4HE TYPE OF EACH SERVICE GAS ELECTRICITY AND WATER REQUIRED TO OPERATE A
SYSTEM

● 4HE INTENDED METHOD OF CONTROL

4HE SECTION SHOULD BE KEPT AS BRIEF AS POSSIBLE

Description
4HIS SECTION SHOULD PROVIDE A DETAILED DESCRIPTION OF EACH ENGINEERING SYSTEM
INSTALLED )T SHOULD INCLUDE

● 4HE SYSTEM TYPE SUCH AS A COLD WATER SUPPLY

● 3YSTEM LOCATION AND WHAT IT SERVES

● 7HAT THE SYSTEM DEPENDS UPON IN ORDER TO FUNCTION

● $ESIGN DATA BASIC DESIGN PARAMETERS BASIC ASSUMPTIONS MADE DURING DESIGN

● 2EASONS FOR SELECTING PARTICULAR PLANT

● %XPECTED SERVICE LIFE WHERE AVAILABLE

● 0LANNED OPERATIONAL EFFICIENCY

Equipment schedule
4HE TYPE MODEL NUMBER AND SERIAL NUMBER OF ALL COMPONENT ITEMS WITHIN THE Appendix B provides a simple Go to page 107
SYSTEM SHOULD BE LISTED TOGETHER WITH THE NAMES OF THEIR RESPECTIVE checklist of engineering services in a
building
MANUFACTURERS OR SUPPLIERS

Parts identification and recommended spares

4HIS SHOULD COMPRISE A PARTS IDENTIFICATION LIST DETAILING AND IDENTIFYING
REPLACEABLE ASSEMBLIES SUB ASSEMBLIES AND COMPONENTS )T SHOULD INCLUDE
SUPPLIERS RECOMMENDATIONS FOR BOTH SPARES AND RUNNING SPARES PARTS REQUIRED
FOR REPLACEMENT DUE TO WEAR OR DETERIORATION 

)TEMS NORMALLY HELD IN STOCK BY A SUPPLIER OR FOR WHICH A REFURBISHMENT

SERVICE IS AVAILABLE SHOULD BE IDENTIFIED SEPARATELY

Spares policy
4HIS SECTION SHOULD OFFER A GUIDE TO THE SETTING UP OF A SPARES FACILITY INCLUDING
RECOMMENDED STOCK LEVELS )T SHOULD BE PREPARED AFTER CONSULTATION WITH THE
OCCUPIER REGARDING THE CONSEQUENCES OF FAILURE RISK TO CORE BUSINESS AND THE
PERIOD OF ACCEPTABLE DOWNTIME )T SHOULD ALSO TAKE INTO ACCOUNT SUPPLIERS
RECOMMENDATIONS AS GIVEN ABOVE!GAIN THOSE ITEMS NORMALLY HELD IN STOCK BY
A SUPPLIER OR FOR WHICH A REFURBISHMENT SERVICE IS AVAILABLE SHOULD BE CLEARLY
IDENTIFIED

HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK 45

© BSRIA BG 1/2007
HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK
 Commissioning data
4HE RESULTS OF ALL COMMISSIONING WORK AND ASSOCIATED TESTS SHOULD BE GIVEN
4HIS SHOULD INCLUDE

● -EASURED DATA
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

● -EASUREMENT POINTS

● 4EST EQUIPMENT USED

● $ETAILS OF CALIBRATION CERTIFICATES

● ! STATEMENT OF WHETHER DESIGN REQUIREMENTS WERE ACHIEVED

)T IS ALWAYS USEFUL FOR THE COMMISSIONING CERTIFICATES TO INCLUDE PLANT DATA

SUCH AS MODEL TYPE AND SERIAL NUMBER4HIS INFORMATION CAN BE USED AS A
CROSS CHECK AGAINST AS INSTALLED DATA SHEETS4HIS INFORMATION CAN BE EASILY
TRANSFERRED INTO AN ASSET DATABASE

Operation
)NSTRUCTIONS MUST BE GIVEN FOR THE SAFE AND EFFICIENT OPERATION OF EACH
ENGINEERING SYSTEM UNDER NORMAL AND EMERGENCY CONDITIONS4HESE WILL BE IN
ADDITION TO MANUFACTURERS LITERATURE FOR PLANT ITEMS AND SHOULD INCLUDE

● ! RECOMMENDED STRATEGY FOR OPERATION AND CONTROL

● !N OUTLINE OF THE GENERAL OPERATING MODE

● #ONTROL DATA LOCATION EFFECT OBJECT SEQUENCE LIMITS OF CAPABILITY MODES

SET POINTS

● 3TANDARD OPERATING AND EMERGENCY OPERATING PROCEDURES AND SEQUENCES FOR

START UP RUNNING AND SHUT DOWN UNDER NORMAL AND EMERGENCY CONDITIONS
4HESE SHOULD BE ACCOMPANIED WHERE POSSIBLE WITH PHOTOGRAPHS OR VIDEO
RECORDINGS OF THE STANDARD OPERATING AND EMERGENCY OPERATING PROCEDURES

● )NTERLOCKS BETWEEN PLANT ITEMS

● /PERATING PROCEDURES FOR STAND BY PLANT

● 0RECAUTIONS NECESSARY TO OVERCOME KNOWN HAZARDS

● 4HE MEANS BY WHICH ANY POTENTIALLY HAZARDOUS PLANT CAN BE MADE SAFE

● 4ARGET FIGURES FOR BOTH ENERGY CONSUMPTION AND ENERGY COSTS

● &ORMS FOR RECORDING PLANT RUNNING HOURS ENERGY CONSUMPTION AND ENERGY
COSTS

Maintenance instructions
4HE MANUFACTURERS RECOMMENDATIONS AND INSTRUCTIONS FOR MAINTENANCE MUST
BE DETAILED FOR EACH ITEM OF PLANT AND EQUIPMENT INSTALLED #LEAR DISTINCTION
SHOULD BE MADE BETWEEN PLANNED TASKS PREVENTATIVE MAINTENANCE AND WORK
DONE ON A CORRECTIVE BASIS )NSTRUCTIONS SHOULD BE GIVEN ON EACH OF THE
FOLLOWING

46 HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK

© BSRIA BG 1/2007
 Part 2

● 4HE ISOLATION AND RETURN TO SERVICE OF PLANT AND EQUIPMENT

● !DJUSTMENTS CALIBRATION AND TESTING

● $ISMANTLING AND RE ASSEMBLY

Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

● 4HE EXCHANGE OF COMPONENTS AND ASSEMBLIES

● $EALING WITH HAZARDS THAT MAY ARISE DURING MAINTENANCE

● 4HE NATURE OF DETERIORATION AND CHECKS FOR DEFECTS

● 3PECIAL TOOLS TEST EQUIPMENT AND ANCILLARY SERVICES

Maintenance schedules
-AINTENANCE SCHEDULES SHOULD BE PROVIDED FOR ALL PREVENTIVE MAINTENANCE
TASKS4HESE SHOULD BE BASED ON BOTH MANUFACTURERS RECOMMENDATIONS AND
OTHER AUTHORITATIVE SOURCES SUCH AS STATUTORY OR MANDATORY REQUIREMENTS 4HE
SCHEDULES SHOULD INCLUDE

● )NSPECTIONS

● %XAMINATIONS

● 4ESTS

● !DJUSTMENTS

● #ALIBRATION

● ,UBRICATION

● 0ERIODIC OVERHAUL

4HE FREQUENCY OF EACH TASK MAY BE EXPRESSED AS SPECIFIC TIME INTERVALS

RUNNING HOURS OR COMPLETED OPERATIONS AS APPROPRIATE #OLLECTIVELY THE
SCHEDULES WILL FORM A COMPLETE MAINTENANCE CYCLE REPEATED THROUGHOUT THE
WORKING LIFE OF THE INSTALLATION

4HE SOURCE OF THE SCHEDULES SHOULD BE STATED AND NECESSARY PERIODIC

INSPECTIONS AND TESTS FOR INSTANCE LOCAL AUTHORITY OR SUPPLY AUTHORITY PURPOSES
SHOULD ALSO BE NOTED

Modification information
-ODIFICATIONS ARE AUTHORISED CHANGES WHICH AFFECT SAFETY RELIABILITY OPERATION
OR MAINTENANCE OF A SYSTEM OR ANY OF ITS COMPONENTS

)NFORMATION ON PERMITTED PLANT OR SYSTEM MODIFICATIONS ALLOWED FOR BY

MANUFACTURERS OR SYSTEM DESIGNERS SHOULD BE INCLUDED FOR EACH SYSTEM 3PACE
MUST BE PROVIDED IN THE MANUAL FOR THE RECORDING OF ALL MODIFICATIONS AND
CHANGES AS THEY OCCUR THIS WOULD INITIALLY COMPRISE A SERIES OF APPROPRIATELY
HEADED BLANK PAGES  &URTHERMORE IT IS ESSENTIAL THAT A PROCEDURE IS DEVISED
AND INCORPORATED TO ENSURE THAT ALL MODIFICATIONS ARE NOTED IN EVERY COPY OF
THE MANUAL WHEREVER THEY ARE LOCATED

HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK 47

© BSRIA BG 1/2007
HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK
 Fault finding
0ROCEDURES FOR THE LOGICAL DIAGNOSIS AND CORRECTION OF FAULTS SHOULD BE
PROVIDED
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

Lubrication
! SCHEDULE OF ALL PLANT REQUIRING LUBRICATION SHOULD BE PROVIDED TOGETHER WITH
MANUFACTURERS RECOMMENDATIONS ON THE TYPE OF LUBRICANTS AND THE METHOD
AND FREQUENCY OF APPLICATION7HERE A TYPE OF LUBRICANT IS IDENTIFIED BY
PRODUCT NAME A GENERIC REFERENCE SUCH AS A British Standard SHOULD ALSO BE
GIVEN )NFORMATION MUST ALSO BE PROVIDED ON SPECIAL REQUIREMENTS FOR THE
HANDLING AND STORAGE OF LUBRICANTS

Disposal instructions
7HERE RELEVANT INFORMATION SHOULD BE PROVIDED ON THE FOLLOWING DETAILS

● !NY KNOWN DANGERS LIKELY TO ARISE DURING THE DISPOSAL OF SPECIFIC ITEMS OF
PLANT OR EQUIPMENT TOGETHER WITH THE NECESSARY PRECAUTIONS AND SAFETY
MEASURES

● -ETHODS FOR SAFELY DISPOSING OF OR DESTROYING THE EQUIPMENT OR PARTS THEREOF

INCLUDING PACKAGING INSULATION AND FLUIDS

● 3OURCES FROM WHICH FURTHER ADVICE CAN BE OBTAINED

● 2ECYCLING INFORMATION FOR THE SPECIFIC ITEM OF PLANT

Names and addresses of manufacturers

$ETAILS OF ALL MANUFACTURERS AND SUPPLIERS OF EQUIPMENT LISTED IN THE MANUAL
SHOULD BE PROVIDED INCLUDING NAME ADDRESS TELEPHONE AND FAX NUMBER E MAIL
CONTACT AND WEBSITE !NY ADDITIONAL INFORMATION LIKELY TO HELP THE BUILDING
OPERATOR MAKE CONTACT WITH OR OBTAIN ADVICE FROM A MANUFACTURER OR SUPPLIER
SHOULD ALSO BE INCLUDED

7HERE APPROPRIATE DETAILS OF LOCAL STOCKISTS OF SPARE PARTS REPLACEABLE

ASSEMBLIES OR COMPLETE UNITS SHOULD ALSO BE PROVIDED $ETAILS SHOULD BE
ARRANGED IN ALPHABETICAL ORDER OF MANUFACTURER OR SUPPLIER NAME TO PROVIDE A
LOGICAL INFORMATION RETRIEVAL PROCEDURE

Index of plans and drawings

Go to page 110 Examples of the minimum !N INDEX SHOULD BE PROVIDED OF ALL AS FITTED DRAWINGS SUPPLIED DURING THE
requirements are shown in
Appendix C
INSTALLATION PROCESS IDENTIFIED BY NUMBER AND TITLE 4HE INDEX SHOULD ALSO
INCLUDE A SCHEDULE OF ALL DRAWINGS ISSUED BY MANUFACTURERS AND SUPPLIERS
DURING THE COURSE OF THE INSTALLATION WORK SUCH AS CONTROL PANEL WIRING
DIAGRAMS

Emergency information
!N IMPORTANT FEATURE OF ANY MANUAL IS THE EMERGENCY INFORMATION4HIS
INFORMATION SHOULD BE LOCATED AT THE END OF THE DOCUMENT FOR EASE OF
REFERENCE AND SHOULD INCLUDE NAME ADDRESS TELEPHONE AND FAX NUMBER AND
E MAIL ADDRESSES OF THE APPROPRIATE CONTRACTS IN THE EVENT OF FIRE THEFT OR
BURGLARY AND GAS ELECTRICITY OR WATER FAILURES AND LEAKS )T SHOULD ALSO LIST FIRMS
OR STAFF TO CONTACT IN THE EVENT OF THE FAILURE OR BREAKDOWN OF PLANT SUCH AS

48 HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK

© BSRIA BG 1/2007
 Part 2

LIFTS BOILERS OR PUMPS7HERE APPLICABLE THE LOCATION OF FIRE FIGHTING A suggested format for this Go to page 55
EQUIPMENT HYDRANTS AND RISING MAINS SHOULD BE DESCRIBED 3PECIAL ATTENTION information is given in Figure 1
SHOULD ALSO BE GIVEN TO HAZARDS PARTICULAR TO THE BUILDING $EPENDING ON CLIENT
POLICY A NOTE OF SECURITY INSTALLATIONS MAY ALSO BE INCLUDED
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

Manufacturers’ literature
! COMPLETE SET OF ALL MANUFACTURERS LITERATURE SHOULD BE PROVIDED FOR THE PLANT
AND EQUIPMENT INSTALLED AND ASSEMBLED FOR EACH BUILDING SERVICES SYSTEM

4HIS LITERATURE SHOULD PROVIDE THE FOLLOWING INFORMATION

● $ESCRIPTION OF THE PRODUCT AS PURCHASED

● 4HE COST AND DATE OF PURCHASE

● 0ERFORMANCE BEHAVIOURAL CHARACTERISTICS OF THE EQUIPMENT IN USE

● !PPLICATIONS SUITABILITY FOR USE

● /PERATION AND MAINTENANCE DETAILS

● ,ABOUR PLANT MATERIALS AND SPATIAL RESOURCES REQUIRED

● -ETHODS OF OPERATION AND CONTROL

● #LEANING AND MAINTENANCE REQUIREMENTS

● 0ROTECTIVE MEASURES

● ,ABOUR SAFETY AND WELFARE ASSOCIATED WITH THE EQUIPMENT

● 0UBLIC SAFETY CONSIDERATIONS

7HERE THE DATA IS NOT ADEQUATELY PROVIDED IN MANUFACTURERS LITERATURE THE

AUTHOR OF THE /- MANUAL SHOULD ATTEMPT TO GATHER THE INFORMATION )F THE
INFORMATION PROVES UNAVAILABLE OR IF A SUPPLIER IS UNWILLING OR UNHELPFUL THIS
SHOULD BE TREATED AS A BREACH OF CONTRACT

HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK 49

© BSRIA BG 1/2007
HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK
 Form 6: BSRIA’s proposed format for recording contractual and legal details.
!N EDITABLE
VERSION OF Form Site and ownership details
 is ATTACHED
TO THIS PDF
Name of building
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

Go to page 1
Address

Name and address of owner(s)

Freeholder name

Address

Contact name

Telephone numbers

Contact e-mail

Leaseholder details

Leaseholder name

Address

Details of lease

Date signed

Duration of lease

Period of notice

Provisions for engineering services

Restrictive covenants (affecting engineering

services

Due diligence site survey (the condition

prior to occupation)

Details of local authority consents

Water supply authority

Name

Address

Telephone numbers

Contact

Consent obtained

Date of consent

Contract number

Emergency telephone numbers

50 HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK

© BSRIA BG 1/2007
 Part 2

Form 6: Continued.
!N EDITABLE
Gas supply authority VERSION OF Form
 is ATTACHED
Name TO THIS PDF
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

Go to page 1
Address

Telephone numbers

Contact

Consent obtained

Date of consent

Contract number

Electricity supply authority

Name

Address

Telephone numbers

Contact

Consent obtained

Date of consent

Contract number

Details of engineering services and installation personnel

Design team

Name

Address

Telephone number

Contact name

e-mail address

Design consultants

Name

Address

Telephone number

Contact name

e-mail address

Continued overleaf

HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK 51

© BSRIA BG 1/2007
HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK
 Form 6: Continued.
!N EDITABLE
VERSION OF Form Main installation contractor
 is ATTACHED
TO THIS PDF Name
1
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

Go to page
Address

Telephone number

Contact name

e-mail address

Specialist installation subcontractors (repeat as necessar y)

Name

Address

Telephone number

Contact name

e-mail address

Package subcontractors (repeat as necessar y)

Name

Address

Telephone number

Contact name

e-mail address

Specialist commissioning subcontractor

Name

Address

Telephone number

Contact name

e-mail address

Specialist author of operating and maintenance manuals

Name

Address

Telephone number

Contact name

e-mail address

52 HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK

© BSRIA BG 1/2007
 Part 2

Form 6: Continued.
!N EDITABLE
Relevant dates VERSION OF Form
 is ATTACHED
Date contract signed with main contractor TO THIS PDF
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

Go to page 1
Date work commenced on site

Date of practical completion

Date of expiry of defects liability period

Date of final completion

e-mail address

Details of guarantees for components, elements or plant

Item

Guarantee

Expiry date

Contact

Name

Address

Telephone numbers

e-mail address

HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK 53

© BSRIA BG 1/2007
HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK
 Form 7: BSRIA’s proposed format for recording emergency information.
!N EDITABLE
VERSION OF Form Contacts in case of emergency
 is ATTACHED
TO THIS PDF Fire
Go to page 1 Contact name

Address

Telephone numbers (normal hours)

Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

Telephone numbers (out of hours)

Contract reference number

Drain clearance and sanitation ser vices

Contact name

Address

Telephone numbers (normal hours)

Telephone numbers (out of hours)

Contract reference number

Lifts

Contact name

Address

Telephone numbers (normal hours)

Telephone numbers (out of hours)

Contract reference number

Uninterruptible power supplies (UPS)

Contact name

Address

Telephone numbers (normal hours)

Telephone numbers (out of hours)

Contract reference number

Generators

Contact name

Address

Telephone numbers (normal hours)

Telephone numbers (out of hours)

Contract reference number

Others (repeat as necessar y)

Name

Address

Telephone numbers (normal hours)

Telephone numbers (out of hours)

Contract reference number

54 HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK

© BSRIA BG 1/2007
 Part 2

Left, Figure 1: The locations of

essential utilities and emergency
equipment, such as fire hose reels
and extinguishers, may be best
represented on a site plan.
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

Water meter and

mains stop valve

Gas meter and

isolator
P
Main HV intake

P
10

2.9 Specification of manuals for building services

Format for operating and maintenance manuals

4HE FINAL FORMAT FOR AN /- MANUAL WILL BE INFLUENCED BY A NUMBER OF
FACTORS SUCH AS THE TYPE OF MANUAL REQUIRED THE CONTENT AND THE SEQUENCE OF
PRESENTATION

4HE MANUAL FORMAT WILL BE INFLUENCED BY THE SPECIFIC INSTALLATION AND THE See BS EN 12171:2002 Procedure
INTENDED USERS OF THE MANUALS SUCH AS THE BUILDINGS OWNER THE OCCUPIERS for the Preparation of Documents for
Operation, Maintenance and Use -
THOSE RESPONSIBLE FOR MANAGING OPERATIONS AND MAINTENANCE OR THE MAINTAINERS Heating Systems Requiring a Trained
THEMSELVES !S DIFFERENT PARTS OF THE MANUAL ARE LIKELY TO APPLY TO DIFFERENT Operator.
CATEGORIES OF USER THE DOCUMENTATION SHOULD BE APPROPRIATELY SUBDIVIDED AND
ASSEMBLED TO MEET THEIR NEEDS

4HE NON TECHNICAL BUILDING OWNER OR OCCUPIER REQUIRES A VERY GENERAL

OVERVIEW OF THE INSTALLED SYSTEMS AND IS THEREFORE ONLY LIKELY TO REFER TO THOSE
SECTIONS OF THE MANUAL WHICH WILL PROVIDE

● !N INTRODUCTION TO THE BUILDINGS INSTALLED SYSTEMS

● !N OUTLINE OF THE OVERALL PURPOSE OF THE INSTALLATION

● 'ENERAL INFORMATION ON THE OPERATION OF THE INSTALLATION

4HE MAINTENANCE MANAGER WILL REQUIRE A MUCH MORE DETAILED BRIEF INCLUDING

● #ONTRACTUAL AND LEGAL DETAILS

● ! DETAILED DESCRIPTION OF THE SYSTEMS INSTALLED

● %QUIPMENT SCHEDULES

● 0ARTS IDENTIFICATION AND RECOMMENDED SPARES

HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK 55

© BSRIA BG 1/2007
HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK
 ● 3PARES POLICY

● 3YSTEM COMMISSIONING AND TEST DATA

● 3YSTEM OPERATION SPECIFIC

Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

● -AINTENANCE GENERAL

● .AMES AND ADDRESSES OF MANUFACTURERS

Go to page 110 See Appendix C for the legal ● )NDEX OF DRAWINGS

requirements for drawings given in
the Building Regulations
● %MERGENCY INFORMATION ALSO SEE &IGURE  

-AINTENANCE TECHNICIANS AND SPECIALISTS WHO ARE ENGAGED IN KEEPING THE

SYSTEM OPERATIONAL FROM A PRACTICAL POINT OF VIEW HAVE EVEN MORE SPECIFIC
REQUIREMENTS

● $ETAILED OPERATING AND PERFORMANCE DATA

● #OMMISSIONING DATA

● -AINTENANCE INSTRUCTIONS PLANT SPECIFIC

● -ANUFACTURERS LITERATURE

4HE CONTENTS OF THE MANUAL CAN EITHER BE ASSEMBLED TO TAKE INTO ACCOUNT THE
REQUIREMENTS OUTLINED ABOVE OR CAN BE ORGANISED INTO A SERIES OF MANUALS &OR
LARGE AND COMPLEX INSTALLATIONS THERE WILL BE A NEED TO CREATE SEPARATE
DOCUMENTS FOR THE FOLLOWING

● %QUIPMENT SCHEDULES

● #OMMISSIONING AND TEST DATA

● /PERATION

● -AINTENANCE

● .AMES AND ADDRESSES OF MANUFACTURERS

● -ANUFACTURERS LITERATURE

)N EVERY CASE THE TYPES OF MANUAL REQUIRED AND THE MOST APPROPRIATE LAYOUT
SHOULD BE IDENTIFIED EARLY IN THE PLANNING PROCEDURES4HE DETAILS SHOULD BE
COVERED IN THE SPECIFICATION

2.10 Contractural relationships and information exchange

!S ALREADY DETAILED IN 0ART  OF THIS GUIDE THREE SOURCES OF INFORMATION FOR

/- MANUALS CAN BE IDENTIFIED

● %QUIPMENT MANUFACTURERS AND SUPPLIERS DETAILS OF INSTALLED PLANT AND

EQUIPMENT

56 HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK

© BSRIA BG 1/2007
 Part 2

● $ESIGN ENGINEERS DETAILS OF THE OPERATING PHILOSOPHY OF EACH ENGINEERING

SERVICE INCLUDING PURPOSE METHODS OF CONTROL EMERGENCY PROVISION SAFETY
CONSIDERATIONS AND DESIGN CRITERIA

● )NSTALLATION CONTRACTORS DETAILS OF MANUFACTURERS SYSTEM OPERATION AND

Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

PERFORMANCE TESTING AND COMMISSIONING RESULTS AND VARIATIONS FROM DESIGN

CRITERIA

4HE REQUIREMENTS FOR INFORMATION MUST BE SPECIFIED IN ALL RELEVANT CONTRACTS IF

REQUESTS FOR INFORMATION ARE TO BE ENFORCEABLE BY THE AUTHOR OF THE /-
MANUAL

! NUMBER OF PARTIES ARE USUALLY INVOLVED IN THE INSTALLATION OF BUILDING SERVICES

! SIMPLIFIED OUTLINE OF A COMMON CONTRACTUAL RELATIONSHIP AND THE INFORMATION
FLOWS BETWEEN THEM IS SHOWN IN &IGURE  )N THIS TYPICAL EXAMPLE A CLIENT OR
EMPLOYER UNDER A *#4 FORM OF CONTRACT APPOINTS A DESIGN TEAM INCLUDING THE
CONSULTANT ENGINEER TO DESIGN THE BUILDING SERVICES INSTALLATION PREPARE A
SPECIFICATION AND MONITOR THE INSTALLATION WORK AND ACT AS THE CLIENTS
PROFESSIONAL ADVISOR4HE CLIENT AGREES TO PAY A FEE FOR THIS SERVICE

Figure 2: Contractual
relationships and information
Fee agreement flows in the installation process.
Employer

Contract Brief
Design team

Main
contractor Specification

Specification Contract
Commissioning data Commissioning data
Services
installation Equipment
Contract subcontractor suppliers
Contract data
of order
or order
Vendor
data Purchase Specialist
Commissioning orders author
specialist

Equipment Direct contractural

manufacturers relationship
and supplies
Information flow

! DESIGN TEAM WILL NOT ONLY PREPARE A DESIGN AND A SPECIFICATION BUT MAY ALSO
BE INVOLVED IN SELECTING CONTRACTORS AND IN MONITORING THE CONSTRUCTION
PROCESS THIS MAY INCLUDE ADVISING THE CLIENT WHEN MONEY SHOULD BE RELEASED
TO CONTRACTORS /THER CONTRACTUAL RELATIONSHIPS ARE POSSIBLE &OR EXAMPLE A
BUILDING SERVICES INSTALLATION SUBCONTRACTOR MAY HAVE DESIGN RESPONSIBILITIES AND
BECOME A MEMBER OF A DESIGN TEAM

7HILE A MAIN CONTRACTOR MAY BE IN DIRECT CONTACT WITH A CLIENT A CONSULTANT

WILL STILL POLICE THE PROCESS4HE MAIN CONTRACTOR WILL ENTER INTO A CONTRACTUAL
AGREEMENT WITH THE APPROPRIATE BUILDING SERVICES INSTALLATION SUBCONTRACTOR

HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK 57

© BSRIA BG 1/2007
HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK
 WHO IN TURN ESTABLISHES CONTRACTS AND PLACES ORDERS WITH MANUFACTURERS AND
SUPPLIERS TO OBTAIN MATERIALS AND EQUIPMENT 5NDER THE TERMS OF THE CONTRACT
LAID DOWN IN THE SPECIFICATION AN INSTALLATION SUBCONTRACTOR MAY ALSO BE
EXPECTED TO SUBCONTRACT CERTAIN TASKS FOR EXAMPLE THE COMMISSIONING OF THE
INSTALLED EQUIPMENT AND THE PREPARATION OF /- MANUALS4HIS WILL INVOLVE
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

FURTHER CONTRACTUAL RELATIONSHIPS

4HE PREPARATION OF /- MANUALS MAY BE SUBCONTRACTED BY THE INSTALLATION

SUBCONTRACTOR TO A SPECIALIST AUTHOR ! SPECIALIST AUTHOR CAN BE HIRED BY A DESIGN
ENGINEER BY A MAIN CONTRACTOR OR DIRECTLY BY A CLIENT!LTERNATIVELY A DESIGN
ENGINEER MAY UNDERTAKE THE WORK ON A FEE BASIS OR THE AUTHORING MAY BE
CARRIED OUT BY A SPECIALIST DEPARTMENT OF AN INSTALLATION CONTRACTOR OR BY A
CONSULTANT

7HATEVER THE ARRANGEMENT THE ORGANISATION PREPARING THE MANUAL NEEDS TO

AMALGAMATE INFORMATION FROM SEVERAL PARTIES WHILE HAVING A CONTRACTUAL
RELATIONSHIP WITH ONLY ONE OF THEM !S FAR AS FORMAL CHANNELS OF
COMMUNICATION ARE CONCERNED THIS MEANS THERE IS ONLY ONE PARTY FROM WHOM
AN AUTHOR CAN DEMAND INFORMATION

Responsibilities for manual presentation

4HE MOST COMMON PRACTICE IS FOR THE INSTALLATION CONTRACTOR TO BE MADE
RESPONSIBLE FOR PREPARING THE MANUAL4HE MAIN REASON IS THAT THE INSTALLATION
CONTRACTOR IS THE ORGANISATION WITH THE GREATEST NUMBER OF APPROPRIATE
CONTRACTUAL LINKS .OT ONLY CAN THE CONTRACTOR REQUIRE EQUIPMENT SUPPLIERS AND
MANUFACTURERS TO SUPPLY THE NECESSARY INFORMATION FOR THE MANUALS BUT IT IS
OFTEN ALSO RESPONSIBLE FOR COMMISSIONING AND THEREFORE HAS ACCESS TO
COMMISSIONING INFORMATION4HE CONTRACTOR IS THEREFORE THE MOST LOGICAL CHOICE
TO ENSURE THAT THE MANUAL AUTHOR IS SUPPLIED WITH THE NECESSARY INFORMATION

4WO PROBLEMS CAN ARISE )F THE INSTALLATION CONTRACTOR IS NOT MOTIVATED TO

ENSURE THAT ALL RELEVANT INFORMATION IS GIVEN TO THE TECHNICAL AUTHOR THEN IT
BECOMES EXTREMELY DIFFICULT FOR THE AUTHOR TO CARRY OUT THE WORK4HE SECOND
PROBLEM CONCERNS SPECIALISMS $UE TO THE SPLIT BETWEEN MECHANICAL AND
ELECTRICAL SERVICES MORE THAN ONE INSTALLATION CONTRACTOR MAY BE EMPLOYED!S
THEY ARE EACH RESPONSIBLE FOR THE BUILDING SERVICES THEY INSTALL A NUMBER
SEPARATE MANUALS MAY BE PRODUCED

)N SUCH CIRCUMSTANCES THERE IS AN ADVANTAGE IN APPOINTING A SPECIALIST AUTHOR TO

COVER ALL SERVICES )N SUCH CASES THE INSTALLATION CONTRACTOR SHOULD RETAIN OVERALL
RESPONSIBILITY FOR OBTAINING MANUALS AND A SPECIALIST AUTHOR EMPLOYED TO
PREPARE THEM4HIS AUTHOR WOULD NORMALLY BE FROM AN OUTSIDE ORGANISATION AND
WOULD BE ENGAGED UNDER A DIRECT CONTRACT 4HIS PROCEDURE WOULD GIVE AN
INSTALLATION CONTRACTOR THE RESPONSIBILITY OF ENSURING THAT ALL THE NECESSARY
INFORMATION IS MADE AVAILABLE TO THE AUTHOR

!LL ORGANISATIONS INVOLVED IN DESIGN AND PROCUREMENT SHOULD NAME THE

INDIVIDUALS TO BE RESPONSIBLE FOR MAKING INFORMATION AVAILABLE4HE ORGANISATION
WITH OVERALL RESPONSIBILITY FOR ENSURING THAT SATISFACTORY MANUALS ARE PROVIDED
SHOULD ALSO NAME THE INDIVIDUAL IN CHARGE 3UCH RESPONSIBILITIES SHOULD BE
FORMALISED IN THE SPECIFICATION

4HE RESPONSIBILITIES OF OTHER ORGANISATIONS IN THE PLANNING AND PROCUREMENT OF

MANUALS MUST ALSO BE RECOGNISED IF THE MANUALS ARE TO BE PRODUCED TO THE
AGREED TIMESCALE4ABLE  OVERLEAF OUTLINES THE SEQUENTIAL STAGES IN THE
PREPARATION OF MANUALS AND THOSE RESPONSIBLE FOR EACH STAGE

58 HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK

© BSRIA BG 1/2007
 Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

Table 2: The division of responsibilities for the procurement of O&M manuals, within the design, construct and handover processes.

Activity Client Employer/occupier Design team Main contractor Services installation Specialist author
contractor

Brief Use occupant surveys and Provision of information Set energy targets based
design quality tools to and agreement with the on installed loads and
identify user needs, such design team expected hours of
as space, comfort, storage, occupation.
and controls usability

O&M manual Approval as submitted by Preparation of O&M

specification the design team manual specification

Pre-contract Target dates for

planning information to be available
to the specialist author,
and manuals made
available

Contract Produce contract

documentation documentation for
manuals

Subcontract tenders Approval of tender list Compilation of tender list.

Insist on a high standard of
jargon-free English.
Consider adopting a style-
guide

Production Consider occupant Specify information for Agree subcontractor Issue copy orders and Progress information from
information guidance, training, helpdesk construction, and provide programme for the release manufacturers' details to designers, installers,
services, and labelling for to specialist author of information to specialist the specialist author manufacturers
user controls such as author
lighting and blinds

Construction Insist on periodic reality- Reality-check the design, Installation familiarisation,

checking of the design as it revise energy targets site inspection, continued

© BSRIA BG 1/2007
develops, and match based on altered acquisition of information
against the original design specifications and/or
intent expected hours of use

Contract planning Provision agreement and Preparation and

monitoring of agreement of programme
subcontractors and for issue of draft and final
specialist programmes documentation

Setting to work Receive and comment on Receive and distribute Operate and maintain Make draft manuals
draft manuals draft manuals for use and plant and equipment in available to main
approval accordance with draft contractor, Continue
manuals familiarisation to conform
draft procedures

HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK

HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK
Part 2

59
 Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

60
Table 2: Continued.

Activity Client Employer Design team Main contractor Services installation Specialist author
contractor

Regulations Fulfil requirements for Receive comments on

energy labelling draft manuals and update
Operate and maintain
plant and equipment in
Testing accordance with draft Collect all testing and
manuals commissioning results.
Prepare final format of
manuals

Handover Extract system concepts Receive final manuals, issue Handover installation to Issue final manuals,
from the manuals and re- to relevant staff client and/or maintenance Confirm date for issue of
package information in organisation plans, drawings
formats that occupants
can understand (such as
mouse mats, and desk
blotters)

HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK

© BSRIA BG 1/2007
Fine-tuning through Use empirical feedback Monitor building Modify O&M manuals to
post-handover methods to refine building performance for the good reflect results of fine
suppor t systems and controls and of the client, and for tuning and record results
solve user problems. Avoid design team education of surveys
dysfunction, waste and
user alienation
 Part 2

)T IS VERY IMPORTANT TO ALLOCATE RESPONSIBILITIES FOR CHECKING AND APPROVING

DRAFTS )NSTALLATION CONTRACTORS DO NOT TEND TO REGARD THE APPROVAL OF DRAFT
MANUALS AS BEING THEIR RESPONSIBILITY4HE DRAFTS ARE NORMALLY PASSED TO THE
CONSULTANT ENGINEER ANDOR THE CLIENT )T IS RECOMMENDED THAT THE TASK BE
UNDERTAKEN BY A SPECIALIST ADVISER TO THE CLIENT )N MANY INSTANCES THIS WILL BE
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

THE CONSULTING ENGINEER4HE !SSOCIATION OF #ONSULTING %NGINEERS CONDITIONS

OF ENGAGEMENT INCLUDES THE OPTION FOR SUCH WORK TO BE UNDERTAKEN

2.11 Specification for preparing a manual

/NCE DECISIONS CONCERNING CONTENT RESPONSIBILITIES AND CONTRACTUAL
AGREEMENTS HAVE BEEN REACHED A SPECIFICATION FOR MANUAL PREPARATION MUST BE
PRODUCED BY THE CONSULTING ENGINEER AS THE CLIENTS PROFESSIONAL ADVISER

Content
4HE SPECIFICATION MUST GIVE ADEQUATE DETAIL OF THE CONTENT REQUIRED FOR THE
MANUAL4ABLE  OUTLINES A SUITABLE PRO FORMA WHICH COULD BE COMPLETED BY A
CONSULTING ENGINEER AND INCLUDED AS PART OF A SPECIFICATION )T PROVIDES DETAILS
FOR THE ORGANISATIONS NORMALLY THE INSTALLATION CONTRACTOR AND THE SPECIALIST
AUTHOR RESPONSIBLE FOR PREPARING THE MANUAL4HE SPECIFICATION SHOULD COVER

● 4HE EXTENT OF THE INFORMATION REQUIRED IN THE MANUAL IN TERMS OF BOTH THE
SYSTEMS INSTALLED AND THE INFORMATION REQUIRED FOR EACH SYSTEM

● 7HERE THE RESPONSIBILITY LIES FOR PREPARING AND COLLECTING THE VARIOUS ITEMS OF
INFORMATION THIS MAY BE THE CONSULTING ENGINEER AND THE DESIGN TEAM THE
INSTALLATION SUBCONTRACTORS OR THE EQUIPMENT MANUFACTURER )TEMS NOT REQUIRED
CAN BE DELETED

Timescales
4IMESCALES FOR PREPARING MANUALS SHOULD BE SET AT THE START OF THE PROJECT4HE
KEY DATES IN THE PROJECT PROGRAMME SHOULD BE INCLUDED IN THE SPECIFICATION
AND COMMUNICATED TO THOSE TENDERING FOR PREPARATION OF THE MANUALS4HE
SPECIALIST AUTHOR WILL NEED TO KNOW

● 4HE INSTALLATION START DATE4HIS DETERMINES THE EARLIEST TIME AT WHICH THE
AUTHOR CAN MAKE SITE INSPECTIONS AND BECOME FAMILIAR WITH THE INSTALLATION

● 4HE START DATES FOR INSPECTING AND COMMISSIONING $RAFT DOCUMENTATION MAY
BE REQUIRED AT THIS STAGE ALTHOUGH THIS MAY BE PHASED IF COMMISSIONING IS
PHASED

● 4HE SETTING TO WORK DATE4HIS IS THE DATE AT WHICH THE FULL DRAFT
DOCUMENTATION SHOULD BE AVAILABLE

● 4HE HANDOVER DATE TO ENSURE THAT SATISFACTORY DOCUMENTATION IS AVAILABLE4HE

PRESENTATION OF SATISFACTORY MANUALS COULD BE MADE A CONDITION OF HANDOVER OF
THE ENGINEERING SERVICES TO THE CLIENT

4HE PROCESS REQUIRES THE ALLOCATION OF ADEQUATE TIME AND RESOURCES FOR
CHECKING AND APPROVING THE DRAFT DOCUMENTATION )F THE HANDOVER DATE IS ALSO
THE FINAL DATE FOR COMPLETION OF THE MANUAL A LEAD IN PERIOD SHOULD BE
ALLOWED FOR CHECKING AND APPROVAL $EPENDING ON THE SIZE AND COMPLEXITY OF
THE PROJECT AND THE TIME OF YEAR THIS PROCESS COULD TYPICALLY TAKE EIGHT WEEKS
)T SHOULD BE TREATED AS A PROJECT MILESTONE IN ITSELF

HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK 61

© BSRIA BG 1/2007
HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK
 &OR PHASED COMPLETION AND HANDOVER OF SYSTEMS OR AREAS IN A BUILDING IT WILL
BE NECESSARY TO SPECIFY THOSE PARTS OF THE MANUAL THAT ARE TO BE AVAILABLE IN
EITHER DRAFT OR FINAL FORM AND BY WHAT DATES
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

2.12 Confidentiality

#ONSIDERATION MUST BE GIVEN TO CONFIDENTIALITY WHEN DRAWING UP THE

SPECIFICATION FOR PREPARING /- MANUALS &OR EXAMPLE INFORMATION ON
SECURITY SYSTEMS WILL NEED TO BE TREATED AS CONFIDENTIAL AND ACCESS TO IT
CONTROLLED 3ECURITY SYSTEMS TEND TO BE SEPARATE SPECIALIST CONTRACTS WITH THE
INSTALLER PROVIDING THE BUILDING OWNER AND OCCUPIER WITH A SEPARATE MANUAL

(OWEVER OTHER INFORMATION COULD BE CONSIDERED CONFIDENTIAL SUCH AS ELECTRICAL

ISOLATION POINTS IN HIGH SECURITY LOCATIONS 7HILE THERE MAY BE NO SPECIFIC
PROCEDURES LIMITING ACCESS TO THE INFORMATION THERE MAY BE A GENERAL
ASSUMPTION BETWEEN THE CLIENT THE CONSULTANT ENGINEER AND THE INSTALLATION
CONTRACTOR THAT SUCH INFORMATION WILL BE TREATED IN CONFIDENCE AND THAT ACCESS
TO IT WILL BE RESTRICTED TO THOSE WHO NEED TO KNOW AND WHO CAN BE TRUSTED
WITH IT &OR PEACE OF MIND IT IS ADVISABLE TO EXPRESS THE NEED FOR CONFIDENTIALITY
IN SPECIFICATIONS AND CONTRACTS

7HERE CLIENTS HAVE PARTICULAR CONCERNS ABOUT THE CONFIDENTIALITY OF /-

MANUALS THE FOLLOWING GUIDANCE CAN APPLY

● !LL INFORMATION OF A CONFIDENTIAL NATURE FOR INSTANCE INFORMATION WITH SERIOUS

IMPLICATIONS FOR NORMAL OPERATION SHOULD BE IDENTIFIED WHEN THE SPECIFICATION
FOR THE MANUAL IS BEING PREPARED 3ENSITIVE INFORMATION CAN BE EXCLUDED FROM
THE MAIN MANUAL AND PREPARED AS A SEPARATE DOCUMENT THE CONTROL OF WHICH
CAN BE ENTRUSTED TO A SPECIFIC INDIVIDUAL

● #AREFUL CONSIDERATION SHOULD BE GIVEN TO THE INDIVIDUAL OR COMPANY SELECTED

TO PREPARE THE DOCUMENTATION )T MAY BE PREFERABLE TO LIMIT THE NUMBER OF
PEOPLE WHO HAVE ACCESS TO THE INFORMATION BY EMPLOYING A SPECIALIST AUTHOR
AND BY INSERTING APPROPRIATE CLAUSES IN THE CONTRACT

2.13 Copyright

#OPYRIGHT REQUIRES CONSIDERATION DURING THE PREPARATION OF THE SPECIFICATION

#OPYRIGHT IS THE LEGAL PROTECTION GIVEN TO AUTHORS THAT PROTECTS THEM AGAINST
UNAUTHORISED COPYING OF INTELLECTUAL PROPERTY AND ORIGINAL WORK #OPYRIGHT
ALSO APPLIES TO PROTECT THE PARTICULAR FORM WAY OR MANNER IN WHICH AN IDEA OR
INFORMATION IS EXPRESSED

#OPYRIGHT APPLIES TO A WIDE RANGE OF CREATIVE WORK INCLUDING LITERARY WORKS

MOVIES MUSICAL WORKS SOUND RECORDINGS PAINTINGS PHOTOGRAPHS SOFTWARE AND
INDUSTRIAL DESIGNS SUCH AS LOGOS !LL OF THESE CAN WORK THEIR WAY INTO /-
MANUALS PARTICULARLY THE COMPUTERISED VERSIONS

4HE ORIGINATOR OF A MANUAL NEEDS TO BE SURE THAT ONLY MATERIAL IS USED WHERE
COPYRIGHT HAS EITHER BEEN ASSIGNED OR WHICH DOES NOT APPLY )T IS NOT
APPROPRIATE TO CUT AND PASTE MATERIAL FROM ANY SOURCE WITHOUT FIRST SEEKING
REPRODUCTION RIGHTS

)N GENERAL THE ORIGINATOR OF A PIECE OF WORK HOLDS THE COPYRIGHT )N CASES

WHERE A WORK IS MADE BY A PERSON AS PART OF THEIR CONTRACT OF EMPLOYMENT THE

62 HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK

© BSRIA BG 1/2007
 Part 2

EMPLOYER WILL HOLD THE COPYRIGHT

4HE IMPORTANCE OF ENSURING THAT COPYRIGHT IS PROPERLY ASSIGNED CAN BE

DEMONSTRATED BY THE CASE WHERE AN INSTALLATION CONTRACTOR AS AUTHOR OF THE
/- MANUALS FOUND IT WAS OBLIGED UNDER THE TERMS OF THE ORIGINAL CONTRACT
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

TO PROVIDE ADDITIONAL COPIES TO SUBSEQUENT OWNERS OF A BUILDING

)N THE FINAL ANALYSIS AN INFRINGEMENT OF COPYRIGHT CAN ONLY BE SETTLED IN A

COURT OF LAW )N THIS RESPECT THE PRECAUTIONARY PRINCIPLE APPLIES NEVER
REPRODUCE MATERIAL UNLESS THE ORIGINATOR OR OWNER OF THAT MATERIAL HAS GRANTED
PERMISSION

2.14 Manual costs

!S A VERY GENERAL GUIDE COSTS FOR THE PREPARATION OF /- MANUALS AMOUNT TO
BETWEEN  AND  PERCENT OF THE TOTAL CONTRACT VALUE4HE ACTUAL PROPORTION
WILL VARY BOTH WITH THE EXTENT AND COMPLEXITY OF THE SERVICES TO BE INCLUDED
IN THE MANUAL AND INVERSELY WITH THE SIZE OF THE INSTALLATION %CONOMIES OF SCALE
ENCOUNTERED IN LARGER INSTALLATIONS CAN REDUCE THE FIGURE BELOW  PERCENT
WHILE FOR SMALL INSTALLATIONS COSTS MAY BE AS HIGH AS ONE TO TWO PERCENT !
SURVEY CONDUCTED BY "32)! DURING THE PREPARATION OF THE GUIDE FOUND BROAD
ACCEPTANCE OF THESE FIGURES

! MORE ACCURATE ESTIMATE OF COSTS CAN BE OBTAINED WHEN GOING OUT TO TENDER
)T IS RECOMMENDED THAT A MINIMUM OF THREE /- MANUAL PREPARERS SHOULD BE
INVITED TO TENDER ! COMPREHENSIVE SPECIFICATION SHOULD BE PREPARED AND
SUBMITTED TO EACH TENDERER TO ENSURE THAT ALL ESTIMATES ARE BASED ON THE
STANDARDS SET BY INDIVIDUAL AUTHORS THESE CAN VARY CONSIDERABLY 

4HE ROUTE FOR OBTAINING MANUALS MAY BE A SEPARATE PRIME COST SUM ! PRIME
COST SUM CAN BE DEFINED AS A SUM ENTERED IN A BILL OF QUANTITIES BY THE
CONSULTANT BEING PROVIDED TO PAY FOR THE COST TO A CONTRACTOR OF A SPECIFIC
ARTICLE AFTER DEDUCTING ALL DISCOUNTS EXCEPT THE  PERCENT DISCOUNT FOR
MONTHLY SETTLEMENT OF ACCOUNTS

4HE PRIME COST SUM APPROACH ALLOWS A FORMAL CONTRACT TO BE ARRANGED

BETWEEN AN INSTALLATION CONTRACTOR AS AN NOMINATED BODY AND A SPECIALIST
AUTHOR4HE AGREEMENT IS BINDING ON BOTH PARTIES TO THE CONTRACT WHATEVER
THEIR RELATIONSHIPS WITH OTHER PARTIES IN THE PROJECT4HIS WILL ENSURE THAT
PAYMENT TO THE SPECIALIST AUTHOR IS NOT AFFECTED BY THE PERFORMANCE OF OTHERS

4HE AGREEMENT MUST ALSO TAKE INTO ACCOUNT THE LIKELY DURATION OF THE
INSTALLATION PROGRAMME )F A SIGNIFICANT PERIOD MORE THAN TWELVE MONTHS IS
LIKELY TO ELAPSE BETWEEN THE ESTIMATES BEING OBTAINED AND THE PREPARATION OF
THE MANUAL THEN SOME MEANS OF INCREASING THE ESTIMATE TO TAKE ACCOUNT OF
INFLATION WILL NEED TO BE INCORPORATED IN THE CONTRACT

HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK 63

© BSRIA BG 1/2007
HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK
 Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

64
!N EDITABLE
VERSION OF Form
 is ATTACHED
TO THIS PDF
Go to page 1

Form 8: A BSRIA-developed checklist of information sources, based on the National Engineering Specification.

Identify which member of the project team is responsible for procuring the information (Examples in italics) Project details
Code: CE: Consulting engineer IC: Installation contractor EM: Equipment manufacturer

Source Source Source Scheme

Contract and legal CE Manufacturers' details EM Emergency information Reference

Hazards and safety IC Spares policy EM Manufacturers' literature Prepared by

Overall purpose CE Plans, drawings and record information Date

System Equipment Parts identification Commissioning Operation Maintenance Maintenance Fault Lubrication Modification Disposal
schedule and recommended data schedules finding information
spares

Air conditioning

HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK

© BSRIA BG 1/2007
Automatic controls

Boilers

Catering

Central control (bms)

Clocks

Cold water

Communications

Cooling distribution

Dr y/wet risers

Earthing and bonding

Emergency lighting

Fire detection and alarms

Fire hose reels

 Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

Form 8: Continued.
System Equipment Parts identification Commissioning Operation Maintenance Maintenance Fault Lubrication Modification Disposal
schedule and recommended data schedules finding information
spares

General lighting

General supply and extract

Hot water

Hot water heating

Lifts and vertical transport

Lighting protection

Local controls

LV distribution

LV supply

Mechanical handling

Pressurised water

Primary heat distribution

Solar control

Sprinklers

Steam generators

© BSRIA BG 1/2007
Thermal insulation

Toilet extraction

Transport

Warm air heating

Waste disposal

Other systems For guidance on other systems, refer to the suite of design checks for building services, published by BSRIA. Search on www.bsria.co.uk/bookshop

Source code CE: Consultant engineer IC: Installation contractor EM: Equipment manufacturer

HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK

HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK
Part 2

65
 The Granary, Brockhill Court

MultiLink Solutions Ltd specialise in providing Authoring, Hardcopy and Software Solutions to
the Construction Industry.

Our Authoring and Hardcopy services include the production of Health and Safety Files, Operation
and Maintenance Manuals, Record Drawings and Building Log Books with documents provided in both
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

hard and soft copy.

For our Software Solutions we offer both standard and bespoke solutions for numerous activities
associated with the Construction Process. Our products are multiplatform (Windows Mobile,
Pocket Pc and CE, Windows XP and Vista, Linux and Mac) and are designed for both desktop and
mobile solutions utilising Smartphone, PDA, UMPC, Tablet PC, Laptop and Desktop PC technology.

Our products include:

„ Cabinet - FM Document Management

(O and M, H & S File, Log
Book, Drawings etc)

„ View-IT - Construction Information

Viewer

„ Map-IT - Drawing Search Tool

„ Asset-IT - Asset Management System

„ Flow-IT - PPM Generation Tool

„ Snag-IT - Defect Recording

„ Tag-IT - RFID Tagging of Locations

and Assets

„ Route-IT - Touchscreen Wayfinding

PDA UMPC Smartphone Tablet PC

For further information please contact [email protected] or visit our

website www.multilink-solutions.co.uk
MultiLink Solutions Ltd
The Granary, 2 Brockhill Court, Brockhill Lane, Redditch. B97 6RB
Telephone: +44(0)1527 590920 Fax: +44(0)1527 61076
 Part 3

A model specification for !N EDITABLE VERSION OF THE

MODEL SPECIFICATION IS
ATTACHED TO THE PDF
Go to page 1

O&M manuals
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

3.1 Scope
4HIS SPECIFICATION DETAILS THE TYPE AND CONTENT OF TECHNICAL DOCUMENTATION
REQUIRED TO PROVIDE FOR THE SAFE AND EFFICIENT OPERATION AND MAINTENANCE OF
ENGINEERING SERVICES INCLUDING AS FITTED AND OTHER DRAWINGS

,OCATION TO WHICH THIS DOCUMENT REFERS

4HE ENGINEERING SERVICES COVERED BY THIS SPECIFICATION ARE TICK AS APPROPRIATE

 -ECHANICAL

 %LECTRICAL

 0UBLIC HEALTH

 &IRE PROTECTION

 3ECURITY

 #ONTROL

 #OMMUNICATION

 4RANSPORTATION

 0ROCESS

 /THER IDENTIFY AS APPROPRIATE

3.2 Definitions
&OR THE PURPOSE OF THIS SPECIFICATION MAINTENANCE TERMS DEFINED IN
BS 3811:1993 HAVE BEEN USED AS FAR AS PRACTICABLE The British Standard Glossary
of Refrigeration, Heating,Ventilation and Air Conditioning Terms BS 5643:1984 SHALL
BE USED AS GUIDANCE FOR DEFINING TERMS IN THE TECHNICAL DOCUMENTATION

4HE FOLLOWING DEFINITIONS OF TERMS WILL APPLY

● %QUIPMENT!NY ENGINEERING PLANT MACHINE OR COMPONENT

● 3YSTEM ! BASIC CONCEPT OF EQUIPMENT OR APPLIANCES CONNECTED ASSOCIATED

OR INDEPENDENT SO AS TO FORM A COMPLEX UNITY

● )NSTALLATION ! SPECIFIC SYSTEM PLACED IN POSITION AND SET UP FOR USE

HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK 67

© BSRIA BG 1/2007
 ● 3UPPLIER OF TECHNICAL MANUALS CALLED THE SUPPLIER 4HE ORGANISATION MADE
RESPONSIBLE FOR PROVIDING THE CORRECT DOCUMENTATION EVEN THOUGH THE
ORGANISATION EMPLOYS A SPECIALIST AUTHOR TO SUPPLY THIS OR TO CARRY OUT
ASSOCIATED WORK 
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

● 3PECIALIST AUTHOR4HE PERSON OR ORGANISATION THAT WRITES COLLATES AND

PRESENTS THE INFORMATION AND PRODUCES THE FINAL OPERATING AND MAINTENANCE
MANUAL THIS COULD BE THE SUPPLIER BUT MAY BE EITHER AN INDEPENDENT
ORGANISATION OFFERING THIS SERVICE OR IN HOUSE STAFF OF THE INSTALLATION CONTRACTOR
OR CONSULTING ENGINEER 

● #LIENT4HE PURCHASER OF THE INSTALLATION OR INSTALLATIONS OR AN ASSIGNEE

● %NQUIRY SPECIFICATION 4HE SPECIFICATION FOR THE TECHNICAL DOCUMENTATION

WHICH IS PREPARED BY THE CLIENTS PROFESSIONAL ADVISER AND AGAINST WHICH
SELECTED SPECIALIST AUTHORS ARE INVITED TO TENDER

● #ONTRACT SPECIFICATION4HE SPECIFICATION AS MODIFIED BY A POST TENDER

DISCUSSION TO FORM THE BASIS OF A CONTRACT TO COVER THE TECHNICAL
DOCUMENTATION )T MAY FORM PART OF THE SPECIFICATION FOR AN ENGINEERING
INSTALLATION

3.3 General requirements

Preparation of the manual

4HE FIRM APPOINTED TO PREPARE THE OPERATING AND MAINTENANCE MANUAL
SUBSEQUENTLY CALLED THE SPECIALIST AUTHOR SHALL WRITE ASSEMBLE AND COMPLETE
THE MANUAL IN ACCORDANCE WITH THE REQUIREMENTS OF THIS SPECIFICATION

BSRIA recommends The Economist Writing style and use of English

style guide, available from !LL DOCUMENTATION SHALL BE IN PLAIN %NGLISH IF APPROPRIATE REFER TO A STYLE
www.economist.com/research/
styleguide/ for guidance on jargon, GUIDE NOMINATED BY THE CLIENT OR A PROFESSIONAL ADVISER 4HE TEXT OF DESCRIPTIVE
trade names, and punctuation. The SECTIONS SHALL BE CONCISE AND COMPLETE4HE OVERALL AIM OF THE DOCUMENT SHALL
Economist’s choice of textbooks on BE TO PROVIDE CLARITY IN CONJUNCTION WITH BREVITY ON A NEED TO KNOW BASIS
the subject are also recommended
*ARGON SHALL BE AVOIDED !LL NEW TERMS SHALL BE DEFINED WHEN FIRST INTRODUCED
7HERE APPROPRIATE TERMINOLOGY SHALL ACCORD WITH BS 3811: 1993 AND BS
5643: 1984

!BBREVIATIONS SHALL ONLY BE USED ONCE THEIR MEANING HAS BEEN MADE
UNAMBIGUOUS )MPERATIVES SHALL BE USED FOR INSTRUCTIONS REGARDING THE OPERATION
MAINTENANCE AND DISASSEMBLY OF ENGINEERING SERVICES

Graphics and illustrations

!LL GRAPHICAL MATERIAL SHALL BE LEGIBLE AND FULLY ANNOTATED TO SUIT THE PURPOSE
FOR WHICH THEY HAVE BEEN INCLUDED IN THE /- MANUALS )LLUSTRATIONS
DRAWINGS AND DIAGRAMS THAT ARE INCORPORATED IN THE MANUAL SHALL BE EASILY
UNDERSTOOD IN CONJUNCTION WITH THE SUPPORTING TEXT

7HERE POSSIBLE ORIGINAL ARTWORK SHALL BE USED RATHER THAN SECOND OR THIRD
GENERATION SCANS )F ORIGINAL ARTWORK CANNOT BE OBTAINED CONSIDERATION SHALL BE
GIVEN TO REDRAWING DIAGRAMS AND ILLUSTRATIONS

7HERE DIAGRAMS ARE PROVIDED IN ELECTRONIC FORMAT THE RESOLUTION AND FILE
FORMAT OF THE IMAGERY SHALL BE CHECKED FOR SUITABILITY #OMPRESSED FILE FORMATS
SUCH AS *0%' ARE DESIRABLE IN TERMS OF THEIR SMALL FILE SIZE BUT THE IMAGES MAY

68 HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK

© BSRIA BG 1/2007
 Part 3

NOT RETAIN ENOUGH RESOLUTION FOR FINE DETAIL TO BE READABLE )F LEGIBILITY IS

IMPORTANT THEN HIGHER RESOLUTION BIT MAPPED FILE FORMATS SHALL BE USED SUCH
AS THE TAG IMAGE FILE FORMAT 4)&& 

%NCAPSULATED POSTSCRIPT FILES %03 ARE MORE DESIRABLE AS THEY POSSESS A

Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

REASONABLE FILE SIZE WITH NO LOSS OF DETAIL AND ENABLE LAYERING )F %03 FILES ARE
PROVIDED THE NAME AND VERSION OF THE ORIGINAL SOFTWARE THAT CREATED THEM SHALL
BE SUPPLIED AND THE /- MANUALS SHALL INCLUDE A FREEWARE %03 VIEWER

%LECTRONIC COPIES OF THE AS BUILT DRAWINGS SHALL BE PROVIDED IN ELECTRONIC

FORMAT CD DVD OR OTHER PREVAILING TECHNOLOGY AND SAVED IN THE FOLLOWING
DRAWING SOFTWARE PACKAGE AND VERSION

3OFTWARE PACKAGE

6ERSION NUMBER

Indexing and cross-referencing

!LL MANUALS SHALL HAVE AN ALPHABETICAL INDEX OR INDEXES4HE INDEXES SHOULD
FOLLOW THE TEXT AND COMPLY WITH BS ISO 999:1996 Information and
Documentation – Guidelines for the Content, Organisation and Presentation of Indexes.

4HE INDEXING AND CROSS REFERENCING INCLUDED IN OTHER PARTS OF THE MANUAL SHALL
BE ARRANGED TO PROVIDE EASY ACCESS TO ANY REQUIRED INFORMATION

Errors in the documentation

4HE SPECIALIST AUTHOR SHALL BE RESPONSIBLE FOR THE CORRECTION OF ANY ERRORS OR
OMISSIONS IN THE DOCUMENTATION PROVIDED TO THE CLIENT

Programme
4O ENSURE THAT THE OPERATING AND MAINTENANCE MANUAL IS AVAILABLE WHEN Form 9 shows key dates and Go to page 71
REQUIRED THE PROGRAMME IN &ORM  SHOULD BE FOLLOWED &ORM  SHOULD BE restraints in the project
programme
PROVIDED IN AN ACCOMPANYING LETTER UNDER )NFORMATION TO 4ENDERERS

Collection of information
4HREE PRINCIPLE SOURCES OF INFORMATION WILL BE USED BY THE SPECIALIST AUTHOR

● 4HE SCHEME DESIGNER

● 4HE INSTALLATION CONTRACTORSUBCONTRACTORS

● %QUIPMENT MANUFACTURERS AND SUPPLIERS

4HE SPECIALIST AUTHOR WILL BE RESPONSIBLE FOR ENSURING THAT CLOSE LIAISON IS
MAINTAINED WITH EACH OF THESE SOURCES AND THAT THEY ARE AWARE OF THE
INFORMATION REQUIRED BY THE SPECIALIST AUTHOR 3UCH LIAISON WILL BE ARRANGED TO
GIVE ALL PARTIES ADEQUATE TIME TO COLLATE THE NECESSARY INFORMATION

4HE INSTALLATION CONTRACTORS WILL PROVIDE COPIES OF ALL ORDERS FOR PLANT
EQUIPMENT AND SUBLETS DUCTING AND CONTROLLERS TO THE SPECIALIST AUTHOR4HE
SPECIALIST AUTHOR WILL ENSURE THAT THE PERFORMANCE AND TECHNICAL DATA INCLUDED
WITHIN THE MANUAL IS FOR THE ACTUAL EQUIPMENT INSTALLED4HIS IS BEST UNDERTAKEN
BY A SITE INSPECTION

)T IS STRONGLY RECOMMENDED THAT A NAMED INDIVIDUAL REPRESENTING BOTH THE

SYSTEM DESIGNER AND THE SCHEME INSTALLER BE IDENTIFIED AND GIVEN A CONTRACTUAL
RESPONSIBILITY TO ENSURE THAT THE REQUIRED INFORMATION IS OBTAINED AND PASSED TO

HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK 69

© BSRIA BG 1/2007
 THE SPECIALIST AUTHOR

4HE SPECIALIST AUTHOR SHALL USE ALL THE INFORMATION PROVIDED AND SUCH OTHER
INFORMATION BELIEVED TO BE NECESSARY TO PRODUCE A SATISFACTORY OPERATING
MAINTENANCE MANUAL7HERE APPROPRIATE INFORMATION SHALL BE MODIFIED TO
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

PROVIDE A SINGLE UNIFORM PRESENTATION

Reader ability
5PON APPOINTMENT THE SPECIALIST AUTHOR SHALL IDENTIFY FROM THE CLIENTS
PROFESSIONAL ADVISER THE INTENDED MAINTENANCE STRATEGY FOR THE INSTALLATION AND
THE LEVEL OF TECHNICAL COMPETENCE AND COMPREHENSION OF THE PERSONNEL LIKELY
TO BE EMPLOYED4HE SPECIALIST AUTHOR SHALL PREPARE THE MANUAL TO SUIT THIS LEVEL
OF READER 4HE SPECIALIST AUTHOR SHALL ENSURE THAT THE MANUAL STATES THE READERS
ASSUMED LEVEL OF TECHNICAL COMPREHENSION AND COMPETENCE

4HE SPECIALIST AUTHOR WILL PROVIDE TRAINING IN THE USE OF THE MANUAL FOR
SEARCHING FOR SPECIFIC ITEMS SO THAT THE BUILDING OPERATORS WILL BE ABLE TO USE
THEM AFTER THE BUILDING IS HANDED OVER

4HE PERSONNEL EXPECTED TO USE THE MANUAL WILL BE TICK THOSE THAT APPLY 

 .ON TECHNICAL SUCH AS A PROPERTY MANAGER OR CARETAKER

 'ENERAL TECHNICAL WITH BROAD BASED MAINTENANCE SKILLS

 3PECIALISTS LIST PARTICULAR FIELDS 

3.4 Checking and approval

4HE SPECIALIST AUTHOR SHALL SUPPLY THE FIRST DRAFT OF THE MANUAL IMMEDIATELY
PRIOR TO THE COMMISSIONING OF THE INSTALLATION4HE FIRST DRAFT SHALL CONTAIN ALL
THE INFORMATION IDENTIFIED IN THIS SPECIFICATION EXCEPT THAT UNAVAILABLE AT THE
TIME SUCH AS COMMISSIONING TEST RESULTS 

4HE NUMBER OF COPIES SUPPLIED OF THE FIRST DRAFT SHALL BE ??????? THREE IF NO
OTHER NUMBER IS ENTERED 

4HE FIRST DRAFT SHALL BE SUPPLIED TO THE PROFESSIONAL ADVISER OF THE CLIENT WHO IS

???????????????????????????????????????????????????????????????????????????

4HE PROFESSIONAL ADVISER WILL CHECK THE DRAFT AND RETURN IT TO THE SPECIALIST
AUTHOR WITHIN A PERIOD OF WEEKS STATE EIGHT WEEKS IF NO OTHER TIME
IS STIPULATED FROM THE DATE OF DESPATCH BY THE SPECIALIST AUTHOR TOGETHER WITH
ALL COMMENTS NECESSARY TO OBTAIN A FINAL APPROVED DOCUMENT

3.5 Content and layout of a manual

4HE MANUAL SHALL FOLLOW THE GUIDANCE AND PRO FORMAS SET OUT IN 0ART  OF THE
Go to page 64 See Form 8 checklist "32)! 'UIDE "' Handover, O&M Guides, and Project Feedback

4HE ORDER OF ENGINEERING SYSTEMS WILL BE AS SHOWN IN THE TABLE ACCOMPANYING

THIS SPECIFICATION4HIS TABLE IDENTIFIES THE EXTENT OF THE ENGINEERING SYSTEMS TO
BE INCLUDED IN THE MANUAL FOR EXAMPLE 0ART  &ORM  

70 HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK

© BSRIA BG 1/2007
 Part 3

Presentation
-ANUALS SHALL COMPRISE LOOSE LEAF ! PAGES ON GOOD QUALITY PAPER THAT IS
STRONG ENOUGH TO STAND UP TO HEAVY USE AND SUFFICIENTLY OPAQUE TO AVOID
SHOW THROUGH4HE PAPER WEIGHT SHALL BE AT LEAST  GSM
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

,OOSE LEAF FOUR RING BINDERS SHALL BE USED FOR THE BINDING4HESE SHALL BE
CONSTRUCTED FROM PVC COVERED HEAVYWEIGHT CARD $IVIDERS BETWEEN SECTIONS
AND PARTS SHALL USE STEPPED OVERLAPPING PRINTED CARD

Copyright
4HE CLIENT PURCHASING THIS OPERATING AND MAINTENANCE MANUAL SHALL HAVE SOLE
COPYRIGHT TO THE DOCUMENT AND SHALL BE ABLE TO REPRODUCE ANY PART FOR ITS OWN
USE

Form 9: BSRIA model form for information to tenderers. !N EDITABLE 7ORD VERSION Go to page 1
OF &ORM  IS ATTACHED
Project programme key dates TO THIS PDF

Star t date of project

From To

Scheme design period

From To

Preparation of working drawings and detailed design

From To

Appointment of main contractor and subcontractor(s)

From To

Appointment of specialist author

Installation star t date

Pre-commissioning star t date

Commissioning star t date

Setting to work date*

Regulation star t date

Testing (environment and capacity) star t date

Handover of complete installation

Checking and approval of draft operating and

maintenance manual

Checking and approval of operating and

maintenance manual

Handover of complete operating and maintenance

manual

*Draft operating and maintenance manual to be available by this date

HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK 71

© BSRIA BG 1/2007
 3.6 Updating procedures for operating and maintenance manuals

&OR ENGINEERING PLANT TO BE CORRECTLY OPERATED AND CORRECTLY MAINTAINED THE

RELEVANT /- MANUALS MUST BE REGULARLY UPDATED TO TAKE ACCOUNT OF
DEVELOPMENTS IN KNOWLEDGE AND TECHNIQUES AS COVERED BY BS 8210:1986
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

Guide to Building Maintenance Management:

The value of maintenance guides depends on the degree to which they are kept up to date.
When changes occur to the building concerned or when new information becomes available,
all copies of the maintenance guides should be amended, and they should be reviewed
annually.

&URTHERMORE PARAGRAPH  C OF THE Health and Safety at Work etc Act REFERS TO
THE DUTY OF VERY EMPLOYER

The provision of such information, instruction, training and supervision as is necessary to

ensure, so far as reasonably practicable, the health and safety at work of his employees.

4HIS CAN BE CONSTRUED AS REQUIRING THE REGULAR UPDATING OF MANUALS TO INCLUDE

DETAILS OF ALL MODIFICATIONS TO PLANT AND SYSTEMS AS AND WHEN THEY OCCUR

(OWEVER WHILE THERE IS AN OFFICIAL NEED FOR MANUALS TO BE KEPT UP TO DATE IT IS

OFTEN THE CASE THAT THEY ARE GIVEN A RELATIVELY LOW PRIORITY SUCH AS AFTER A
BUILDINGS REFURBISHMENT OR ALTERATION #LIENTS CONSTRUCTORS AND CONSULTANTS
NEED TO RECOGNISE THAT THEIR OBLIGATIONS UNDER THE Health and Safety at Work etc
Act ARE THE SAME IRRESPECTIVE OF WHETHER THE PROJECT IS NEW BUILD OR A
REFURBISHMENT

3.7 Procedures for updating manuals

2ESPECTED INDUSTRY SPECIFICATIONS USED BY CONSULTANTS AND CONTRACTORS MAY

MAKE NO REFERENCE TO UPDATING PROCEDURES FOR MANUALS4HERE ARE PROBABLY
TWO REASONS FOR THIS

● RESPONSIBILITY FOR REGULAR UPDATING LIES WITH THE BUILDING OWNEROPERATOR AND
NOT WITH THE CONSULTING ENGINEER OR INSTALLATION CONTRACTOR RESPONSIBLE FOR
INITIAL PREPARATION OF MANUALS

● BY THE TIME MANUAL UPDATING BECOMES NECESSARY THERE ARE NO LONGER ANY
FORMAL OR SPECIFIC LINKS BETWEEN THE BUILDING OPERATOR THE ORGANISATION THAT
PREPARED THE ORIGINAL MANUAL AND THE ORGANISATIONS THE DESIGN ENGINEER THE
INSTALLATION CONTRACTOR AND THE EQUIPMENT SUPPLIERS THAT PROVIDED THE ORIGINAL
INFORMATION

2ESPONSIBILITY FOR UPDATING CANNOT THEREFORE BE INCLUDED WITH THE ORIGINAL

SPECIFICATION AND A SEPARATE PROCEDURE WILL BE REQUIRED

5PDATING OF MANUALS WILL BE MADE EASIER IF A MODIFICATION PROCEDURE IS

INCLUDED IN EACH MANUAL TOGETHER WITH A BLANK PAGE TO ALLOW CHANGES TO BE
RECORDED AS THEY OCCUR

7HILE UPDATING OF THIS NATURE CAN BE CARRIED OUT AS AND WHEN REQUIRED
BS 8210:1986 Guide to Building Maintenance Management RECOMMENDS AN ANNUAL
REVIEW OF DOCUMENTATION )N THE ABSENCE OF ALTERNATIVE ADVICE THIS
RECOMMENDATION SHOULD BE FOLLOWED AS A FORMAL PROCEDURE TO IDENTIFY
WHETHER MAJOR CHANGES TO AN INSTALLATION HAVE TAKEN PLACE AND WHICH REQUIRES

72 HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK

© BSRIA BG 1/2007
 Part 3

THE MANUALS TO BE BROUGHT UP TO DATE

/NCE THE NEED FOR UPDATING HAS BEEN ESTABLISHED THERE ARE SEVERAL MEANS BY
WHICH THIS CAN BE DONE
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

● UPDATING THE MANUALS CAN BE MADE PART OF THE SPECIFICATION TO THE INSTALLATION
CONTRACTOR WHO MAKES THE ALTERATIONS

● UPDATING CAN BE GIVEN UNDER A SEPARATE CONTRACT TO THE CONSULTING ENGINEER

TO A SPECIALIST AUTHOR OR TO A MAINTENANCE SPECIALIST

!LL THESE OPTIONS WILL INVOLVE A SEPARATE COST TO THE BUILDING OR OPERATOR

HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK 73

© BSRIA BG 1/2007
 RYB:KONSULT
ENERGY
ENVIRONMENT
ENGINEERING
RYB Konsult is an international consulting engineering business
specialising in engineering, energy and environmental design.
We are experts in both the design of new energy efficient buildings
and the design of energy efficient improvements to existing
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

buildings.

Services we offer include:

- Development and implementation of energy monitoring strategies

- Remote monitoring and data collection
- Data analysis
- Design of energy efficient enhancements
- Design of renewable energy systems
- Post completion BREEAM assessment

We are registered Low Carbon and Carbon Trust Consultants.

5<%.RQVXOW
/LQGVH\6WUHHW/RQGRQ(&$+3
7(LQIR#U\ENRQVXOWFRP:ZZZU\ENRQVXOWFRP
 Part 4

Logbooks, energy certification

and condition surveys
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

4.1 Building logbooks

4HE PROVISION OF A BUILDING LOGBOOK FOR NEW NON DOMESTIC BUILDINGS IS A See Appendix D for the Go to page 111
REQUIREMENT OF Approved Document L2A AND L2B OF THE  Building requirements of the 2006 Building
Regulations as they apply to O&M
Regulations4HESE DOCUMENTS PROVIDE GUIDANCE ON MEETING THE LEGISLATIVE manuals and building logbooks
REQUIREMENTS FOR NEW AND EXISTING NON DOMESTIC BUILDINGS4HE FUNDAMENTAL
REQUIREMENTS ARE EXPRESSED IN Approved Document L2B AS

Providing to the owner sufficient information about the building, the fixed building services
and their maintenance requirements so that the building can be operated in such a manner
as to use no more fuel and power than is reasonable in the circumstances.

&OR AN EXISTING BUILDING THE Building Regulations STATE A NEW OR UPDATED

LOGBOOK SHOULD COVER THE FOLLOW ISSUES

a. any newly provided, renovated or upgraded thermal elements or controlled fittings

b. any newly provided fixed building services, their method of operation and maintenance
c. any newly installed energy meters and
d. any other details that collectively enable the energy consumption of the building and
building services comprising the works to be monitored and controlled.

)N THE CONTEXT OF THE Approved Documents, THERMAL ELEMENTS COVER WALLS FLOORS
AND ROOFS

&OR A NEW BUILDING THE Building Regulations STATE THAT A BUILDINGS LOGBOOK
SHOULD ALSO RECORD THE TARGET EMISSION RATE 4%2 AND BUILDING EMISSION RATE
"%2 ENERGY CALCULATIONS USED DURING THE DESIGN AND CONSTRUCTION OF THE
BUILDING )T RECOMMENDS THAT ELECTRONIC COPIES OF THE INFORMATION BE HELD BY
THE BUILDING OWNER FOR FUTURE USE

4HE LOGBOOK SHOULD BE DESIGNED TO PROVIDE ENOUGH DETAIL OF INSTALLED

BUILDING SERVICES PLANT AND CONTROLS THEIR METHOD OF OPERATION AND
MAINTENANCE AND OTHER DETAILS THAT COLLECTIVELY ENABLE ENERGY CONSUMPTION TO
BE MONITORED AND MANAGED EFFICIENTLY4HE CONTENT AND QUALITY OF LOGBOOKS IS
THE RESPONSIBILITY OF BUILDING OWNERS AND OCCUPIERS

4HE LOGBOOK IS INTENDED TO ENABLE THE BUILDING OWNER TO OPERATE THE BUILDING
IN AN ENERGY EFFICIENT MANNER AND IN ACCORDANCE WITH THE DESIGN INTENT )T IS
NOT DESIGNED TO DUPLICATE THE INFORMATION IN THE /- MANUALS4HE /-
MANUALS ARE AIMED AT THE MAINTENANCE PERSONNEL AND ARE NOT DESIGNED FOR THE
OWNERS AND OPERATORS OF THE BUILDING4HEY ARE GENERALLY WRITTEN IN TECHNICAL
TERMS AND MUCH OF THE DETAIL IS REPEATED WITHIN THE HEALTH AND SAFETY FILE AS
The Construction (Design and Go to page 27
Management) Regulations 2007
REQUIRED BY THE Construction (Design and Management) Regulations 2007 #$-  are covered in Part 2

"32)! HAS PRODUCED A GENERIC LOGBOOK TEMPLATE4HIS CAN BE SPECIFIED BY !N EDITABLE VERSION OF THE "SRIA Go to page 1
PROPERTY OWNERS TO ENSURE THE STANDARD OF INFORMATION THEY RECEIVE FROM THEIR LOGBOOK TEMPLATE IS ATTACHED TO
THIS PDF.
CONTRACTORS ENABLES THEM TO OPERATE THEIR PROPERTIES EFFICIENTLY

/NLY WHEN OWNERS CAN MONITOR BENCHMARK AND CONTROL ENERGY CAN THEY
EFFECTIVELY MANAGE IT "UILDINGS IN WHICH THE BUILDING SERVICES SYSTEMS ARE WELL
MANAGED ARE MORE LIKELY TO ACCOMMODATE PRODUCTIVE AND SATISFIED OCCUPANTS

HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK 75

© BSRIA BG 1/2007
 Go to page 1 !N EDITABLE VERSION OF THE 4HE BUILDING LOGBOOK TEMPLATE AIMS TO PROVIDE THE RIGHT BALANCE BETWEEN
"32)! LOGBOOK TEMPLATE SATISFYING THE Building Regulations AND MAKING THE DOCUMENT USABLE FOR FACILITIES
IS ATTACHED TO THIS PDF
MANAGERS OR MAINTENANCE SERVICE PROVIDERS2EALISTICALLY LARGER BUILDINGS WITH
ON SITE MAINTENANCE STAFF WILL TEND TO STORE MAINTENANCE RELATED DETAILS
SEPARATELY BUT SUCH SITES WOULD STILL BENEFIT FROM A BUILDING LOGBOOK THAT
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

CAPTURES THE DESIGN INTENT AND OUTLINES THE OPERATION OF THE BUILDING ALONG
WITH THE BUILDINGS TARGET ENERGY CONSUMPTION

4HE PROPOSED LOGBOOK TEMPLATE ALIGNS TO THE RECOMMENDED STANDARD GUIDE

FOR LOGBOOKS PUBLISHED BY THE #)"3% IN TM31: CIBSE Building Logbook Toolkit,
WITH ADDITIONAL SECTIONS THAT ADDRESS THE NEEDS OF MAINTENANCE DEPARTMENTS
4HE LOGBOOK NEEDS TO BE WRITTEN IN A NON TECHNICAL STYLE TO ENSURE THE MAIN
USER OF THE LOGBOOK WILL FIND IT USEFUL )T SHOULD OUTLINE THE COMPANYS
STANDARD PROCEDURES COVERING AREAS SUCH AS HEALTH AND SAFETY AND ALSO INCLUDE
EMERGENCY PROCEDURES SUCH AS IDENTIFYING KEY UTILITIES INTAKE POSITIONS AND
ISOLATION POINTS FOR THE SERVICES

4HIS TEMPLATE IS STRUCTURED TO PROVIDE AN AREA WHERE ALL FACILITIES RELATED

PAPERWORK SUCH AS STATUTORY INSPECTION CERTIFICATES CAN BE FILED AND THE
MAINTENANCE HISTORY OF THE PLANT CAN BE CAPTURED

,OGBOOKS NEED TO BE TAILORED FOR EACH BUILDING4HE TASK OF PRODUCING A

LOGBOOK SHOULD REST ON THE DESIGNER OR INSTALLATION CONTRACTOR FOR A NEW OR
REFURBISHED BUILDING

0RODUCTION OF A USEFUL SITE SPECIFIC GUIDANCE LOGBOOK CAN REDUCE THE

PROBABILITY OF LOSING INFORMATION WHEN KEY PERSONNEL MOVE ON ,OGBOOKS CAN
ALSO ENHANCE OCCUPIERS UNDERSTANDING OF THE BUILDING WHILE ALLOWING BETTER
MANAGEMENT OF ENERGY CONSUMPTION

4.2 Energy audits and surveys

#)"3% Guide F: Energy Efficiency in Buildings AND #)"3% !PPLICATIONS MANUAL

AM5: Energy Audits and Surveys PROVIDES GUIDANCE ON THE DOCUMENTATION
RELATING TO ENERGY AUDITS AND SURVEYS4HE CONTENTS OF APPROPRIATE REPORTS
SHOULD INCLUDE THE DETAILS OF ENERGY CONSUMPTION AND #/ EMISSIONS BROKEN
DOWN INTO AREAS OF MAJOR CONSUMPTION AND FUEL USE4HE #)"3%S Energy
Go to page 98 The Energy Assessment and Assessment and Reporting Method TM22 CAN BE USED TO COMPILE THIS DATA
Reporting Method can also be used
as a project feedback tool, as
described in Part 5 AM5’s RECOMMENDATIONS REGARDING DOCUMENTATION FOR CHECKS MEASUREMENTS
AND OBSERVATIONS INCLUDE THE FOLLOWING

Boiler plant
● #OMBUSTION EFFICIENCY TESTS

● %STIMATES OF SEASONAL EFFICIENCY

● 'ENERAL CONDITION OF BOILERS

● !PPROPRIATENESS OF CONTROL SETTINGS

● 0OTENTIAL FOR HEAT RECOVERY

● 0OTENTIAL FOR THE USE OF ALTERNATIVE FUELS

76 HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK

© BSRIA BG 1/2007
 Part 4

● 2EQUIREMENT FOR BOILER REPLACEMENT AND ALTERATION TO HEATING STRATEGY

Space heating
● #OMPARISON OF HEATING PERIODS WITH OCCUPANCY PATTERNS
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

● !SSESSMENT OF HEATING LEVELS AND IDENTIFICATION OF ANY PERIODS OF OVER HEATING

● !PPROPRIATENESS OF CONTROLS AND THEIR EXISTING SETTINGS AND CONTROL STRATEGIES

● 2EQUIREMENT FOR ADDITIONAL CONTROLS

● 3TANDARD OF DISTRIBUTION SYSTEM INSULATION

● !PPROPRIATENESS AND POSITION OF HEAT EMITTERS

Domestic hot water

● #ALORIFIER STORAGE TEMPERATURE

● #ALORIFIER INSULATION

● #ALORIFIER STORAGE CAPACITY IN RELATION TO DEMAND REQUIREMENTS

● (OT WATER FLOW RATES AND OUTLET TEMPERATURE

● 0OTENTIAL FOR DISTRIBUTED GENERATION OF DOMESTIC HOT WATER

Electrical power and lighting

● -AXIMUM DEMAND PROFILE

● $ETERMINATION OF MOST COST EFFECTIVE SUPPLY TARIFFS

● 2EQUIREMENT FOR POWER FACTOR CORRECTION

● 3UITABILITY OF EXISTING LUMINAIRES AND LAMPS AND THE EFFECTIVENESS OF LIGHTING

CONTROLS

● 0OTENTIAL FOR OPTIMISING USE OF NATURAL LIGHTING

● !VOIDANCE OF EXCESSIVELY HIGH LEVELS OF ILLUMINANCE

● !SSESSMENT OF CONNECTED POWER LOADS AND IDENTIFICATION OF UNNECESSARY AND

INEFFICIENT USE OF POWER

● 0OTENTIAL FOR USE OF VARIABLE SPEED MOTOR CONTROLS

● 3ELECTION OF OPTIMUM MOTOR SPEED FOR CONSTANT SPEED APPLICATIONS

● 0OTENTIAL FOR HIGH EFFICIENCY OR DIRECT CURRENT MOTORS

Air conditioning and ventilation

● !SSESSMENT OF LOADING AND PERFORMANCE CO EFFICIENCIES FOR CHILLERS AND
REFRIGERATION EQUIPMENT

HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK 77

© BSRIA BG 1/2007
 ● 0OTENTIAL FOR HEAT RECOVERY

● %NERGY CONSUMPTION OF FANS AND PUMPS AND POTENTIAL FOR LOWER CONSUMPTION

● #ORRECT OPERATION OF DAMPERS

Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

● #HECKS FOR LEAKAGE FROM DUCTWORK AND AIR HANDLING UNITS

● !SSESSMENT OF HEATING LEVELS AND IDENTIFICATION OF ANY PERIODS OF OVER HEATING

● !PPROPRIATENESS OF CONTROLS AND THEIR EXISTING SETTINGS AND CONTROL STRATEGIES

● 2EQUIREMENT FOR ADDITIONAL CONTROLS

Controls
Controls for End Users – a Guide for ● /CCUPANT CONTROLS THAT ARE INTUITIVE TO USE
Good Design and Implementation is
available as a free PDF download
to BSRIA Members from ● !PPROPRIATE LEVEL OF TRAINING FOR FACILITIES STAFF IN THE USE OF THE CONTROLS
www.bsria.co.uk/bookshop
● 3YSTEM DEFAULT TO OFF IF SAFE TO DO SO AFTER A DEFINED TIME PERIOD

● #ORRECT ZONING OF CONTROLS IN RELATION TO THE BUILDING SERVICES PLANT

● !VOIDANCE OF CONTROLS CONFLICTS SUCH AS SIMULTANEOUS HEATING AND COOLING

● 5SE OF MAXIMUM DEMAND CONTROL WHERE APPROPRIATE

● 0ROVISION OF FAULT DETECTION AND ALARM CONDITIONS

Building fabric
● )NSULATION STANDARDS OF ROOFS WALLS AND FLOORS

● 'LAZING STANDARDS

● !IR INFILTRATION

General points
2ECOMMENDATIONS FOR ENERGY SAVING MEASURES SHOULD BE SPLIT BETWEEN NO
COSTLOW COST MEASURES MEDIUM COST MEASURE AND HIGH COST MEASURES7HERE
RELEVANT THE FOLLOWING INFORMATION SHOULD BE GIVEN FOR EACH RECOMMENDATION

● $ESCRIPTION OF RECOMMENDATION

● ,OCATION OF RECOMMENDATION

● &UEL TYPE

● !NNUAL SAVINGS

● )MPLEMENTATION COST

78 HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK

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 Part 4

4.3 Energy performance assessment

#)"3% TM22 Energy Assessment and Reporting Method PROVIDES PROCEDURES TO TM22 can also be used as a Go to page 98
ALLOW THE ASSESSMENT OF THE ENERGY PERFORMANCE OF A BUILDING TO BE project feedback tool, as
DETERMINED BASED ON METERED ENERGY USE4HE PROVIDED CALCULATION PROCEDURES described in Part 5
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

MAY BE USED AS THE BASIS FOR DETERMINING THE EMISSIONS FOR A BUILDING IN
ACCORDANCE WITH Statutory Instrument 2007/991 SI 2007/991 .

SI 2007/991 CONTAINS REQUIREMENTS FOR LABELLING OF ALL BUILDINGS AT THE TIME OF The requirements of the Energy
CONSTRUCTION SALE OR RENT AND IN SOME CASES FOR LABELS TO BE DISPLAYED4HE Performance of Buildings Directive are
now embodied in Statutory
GUIDANCE THAT FOLLOWS APPLIES MOSTLY TO BUILDINGS REQUIRED TO DISPLAY SUCH Instrument 2007 No 991.
ENERGY LABELS

Timetable for implementation

●  !UGUST  %NERGY PERFORMANCE CERTIFICATES REQUIRED FOR THE SALE OF
EXISTING DWELLINGS WHERE A (OME )NFORMATION 0ACK IS REQUIRED UNDER THE
Housing Act 2004 OTHER THAN DWELLINGS BUILT TO  STANDARDS

●  /CTOBER  %NERGY PERFORMANCE CERTIFICATES REQUIRED ON CONSTRUCTION

FOR ALL DWELLINGS AND ON THE SALE OF DWELLINGS BUILT TO  STANDARDS

●  !PRIL  %NERGY PERFORMANCE CERTIFICATES REQUIRED FOR THE SALE OR RENT OF
BUILDINGS OTHER THAN DWELLINGS WITH A FLOOR AREA OVER  M!LSO ENERGY
PERFORMANCE CERTIFICATES REQUIRED ON CONSTRUCTION FOR ALL NON DWELLINGS AND
DISPLAY CERTIFICATES REQUIRED FOR ALL PUBLIC BUILDINGS OVER  M

●  /CTOBER  %NERGY PERFORMANCE CERTIFICATES REQUIRED ON THE SALE OR RENT

OF ALL REMAINING DWELLINGS AND ENERGY PERFORMANCE CERTIFICATES REQUIRED ON THE
SALE OR RENT OF ALL REMAINING BUILDINGS OTHER THAN DWELLINGS

●  *ANUARY  &IRST INSPECTION OF ALL EXISTING AIR CONDITIONING SYSTEMS OVER
 K7 BY THIS DATE

●  *ANUARY  &IRST INSPECTION OF ALL REMAINING AIR CONDITIONING SYSTEMS OVER
 K7 BY THIS DATE

Energy assessment methodology

4HE #)"3% TM22 Energy Assessment and Reporting Method WILL BE BASED ON THE
USE OF A %XCEL WORKBOOK AND WILL FOLLOW ONE OF TWO OPTIONS

● /PTION ! 3IMPLE BUILDING ASSESSMENT OF THE ACTUAL CARBON DIOXIDE EMISSIONS

PER UNIT FLOOR AREA BASED ON THE METERED ENERGY USE OF A BUILDING OF A SINGLE
TYPE WITH AT LEAST TWO ENERGY SUPPLIES ELECTRICITY AND FOSSIL FUEL

● /PTION " 'ENERAL BUILDING ASSESSMENT OF THE ACTUAL CARBON DIOXIDE EMISSIONS Energy Services Directive 2006/32/
PER UNIT FLOOR AREA BASED ON THE METERED ENERGY USE OF A BUILDING OR SITE EC of the European Parliament
and of the Council of 5 April
WHICH CAN HAVE ZONES OF DIFFERENT TYPES AND NON STANDARD OCCUPANCY AND 2006 on energy efficiency and
ENERGY USES energy services, Official Journal of
the European Union, L 114/64-84
"UILDINGS WILL BE ASSESSED AGAINST BENCHMARKS4HERE MAY BE TWO BENCHMARKS (27 April 2006).
QUOTED ON THE DISPLAY CERTIFICATES &OR AIR CONDITIONED OFFICE BUILDINGS FOR
EXAMPLE A BENCHMARK WILL BE SHOWN FOR NON AIR CONDITIONED BUILDINGS AS WELL
AS A SUB TYPE BENCHMARK FOR AIR CONDITIONED BUILDINGS4HE LATTER WILL ENABLE
THE PERFORMANCE OF AN AIR CONDITIONED BUILDING NOTABLY WHERE AIR
CONDITIONING IS UNAVOIDABLE TO BE COMPARED AGAINST ITS PEER GROUP

HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK 79

© BSRIA BG 1/2007
 4HE METHOD CAN MAKE USE OF DATA AVAILABLE FROM A BUILDING LOG BOOK
PRODUCED IN ACCORDANCE WITH #)"3% TM314HE DOCUMENTATION GENERATED BY
THE %XCEL WORKBOOK CAN BE REFERRED TO IN THE BUILDING LOGBOOK ALONG WITH
THE INCLUSION OF SUMMARY DATA
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

4.4 Operational energy certification

The CLG will publish guidance SI 2007/991 REQUIRES AN DISPLAY ENERGY CERTIFICATE TO BE DISPLAYED PROMINENTLY
later in 2007 to enable building IN CERTAIN PUBLIC BUILDINGS4HE DEPARTMENT FOR #OMMUNITIES AND ,OCAL
occupiers to determine their
liabilities and responsibilities for 'OVERNMENT #,' WILL PUBLISH GUIDANCE ENABLING BUILDING OCCUPIERS TO
reporting building energy DETERMINE THEIR LIABILITY UNDER THE LEGISLATION
performance
$ISPLAY ENERGY CERTIFICATES ARE REQUIRED TO INCLUDE

Go to page 112 A draft design of the display ● ! STATEMENT OF THE BUILDINGS ENERGY PERFORMANCE INCLUDING UP TO THREE
energy certificate is shown in YEARS HISTORICAL PERFORMANCE FOR COMPARATIVE PURPOSES
Appendix E
● AN ASSESSMENT OF THIS PERFORMANCE AGAINST APPROPRIATE BENCHMARKS

● 4HE DISPLAY ENERGY CERTIFICATE MUST BE ACCOMPANIED BY AN ADVISORY

DOCUMENT CONTAINING A SCHEDULE OF RECOMMENDED MEASURES FOR COST EFFECTIVE
IMPROVEMENTS IN ENERGY PERFORMANCE

-ORE SPECIFICALLY THE SI 2007/991 STATES

Duties relating to display energy certificates and advisory reports

2
1) This regulation applies to buildings with a total useful floor area over 1000 m
occupied by public authorities and by institutions providing public services to a large
number of persons and therefore frequently visited by those persons.

2) Except where regulation 18(3) applies, on and after 6 April 2008 every occupier of
any building to which this regulation applies must:

(a) have in its possession or control at all times a valid advisory report; and

(b) display at all times a valid display energy certificate in a prominent place clearly visible
to the public.

3) A display energy certificate is valid for a period of 12 months beginning with the
nominated date.

(4) An advisory report is valid for a period of seven years beginning with the date it is
issued.

4.5 Operational energy ratings

4HE TERM OPERATIONAL RATING IS DEFINED BY SI 2007/991 as THE hNUMERICAL

INDICATOR OF THE AMOUNT OF ENERGY CONSUMED DURING THE OCCUPATION OF A
BUILDING OVER A PERIOD OF TIMEv )T COVERS THE WHOLE PROCESS OF PRODUCING AN
DISPLAY ENERGY CERTIFICATE DERIVED FROM A BUILDINGS ACTUAL METERED ANNUAL
ENERGY USE

4HE OPERATIONAL RATING PROCESS MUST BE CARRIED OUT AND ISSUED BY AN ENERGY
ASSESSOR WHO IS ACCREDITED TO PRODUCE ENERGY PERFORMANCE

80 HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK

© BSRIA BG 1/2007
 Part 4

CERTIFICATES FOR THAT CATEGORY OF BUILDING

4HE PROCESS MUST PRODUCE A CERTIFICATION PACKAGE WHICH WILL REPORT

● ! BUILDINGS ENERGY PERFORMANCE IN LINE WITH THE REQUIRMENTS OF Part L OF

Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

THE Building Regulations

● %NERGY AND #/ BENCHMARKS RELATING TO THE STOCK BENCHMARK FOR THE TYPE
OF BUILDING

● ! GRADE ON AN ! TO ' SCALE AS FOR DWELLINGS AND DOMESTIC APPLIANCES

● ! LIST OF COST EFFECTIVE ENERGY SAVING MEASURES OR PACKAGES OF MEASURES

● "ACKGROUND INFORMATION ON THE METHOD ADOPTED WHO DID IT AND THE INPUT
DATA AND ASSUMPTIONS

4.5 Steps to certification

-EASUREMENT OF A BUILDINGS OPERATIONAL RATING MUST BE CARRIED OUT BY A

TRAINED ENERGY ASSESSOR WHO IS A MEMBER OF AN 'OVERNMENT APPROVED
ACCREDITATION SCHEME4HE ASSESSOR COULD BE AN EMPLOYEE OF THE BUILDING
OWNER OR OCCUPIER

4HE PROCESS REQUIRED TO PRODUCE A CERTIFICATE BASED ON AN OPERATIONAL RATING

CAN BE DESCRIBED IN SIX MAIN STEPS

● 3TEP  #OLLECT THE RELEVANT DATA

● 3TEP  #ALCULATE THE OPERATIONAL RATING NO LATER THAN THREE MONTHS AFTER THE
END OF THE PERIOD OVER WHICH THE OPERATIONAL RATING IS CALCULATED

● 3TEP  )DENTIFY APPROPRIATE BENCHMARKS WITH WHICH THE INDICATORS CAN BE

COMPARED

● 3TEP  #OMPARE THE INDICATORS WITH THE BENCHMARKS TO GRADE THE BUILDINGS
ENERGY EFFICIENCY

● 3TEP  )DENTIFY COST EFFECTIVE ENERGY SAVING MEASURES

● 3TEP  "RING TOGETHER ALL THE RELEVANT DATA ONTO AN ENERGY PERFORMANCE Demonstration versions of an
CERTIFICATE building energy performance
certificate suitable for display are
available at http://online.eplabel.org
4HESE STEPS WILL BE COMBINED IN AN INTEGRATED SYSTEM THAT SATISFIES THE
REQUIREMENTS OF Building Regulations AS THEY APPLY TO %NGLAND AND 7ALES

4.6 The certification process

! BUILDINGS OPERATIONAL RATING AND SUBSEQUENT CERTIFICATION WILL NEED TO TAKE

INTO ACCOUNT ALL THE LOCAL CONTEXTUAL ISSUES SUCH AS

● 4HE BOUNDARY OF THE BUILDING TO BE CERTIFIED AND WHAT IS INCLUDED WITHIN

THE BOUNDARY

● 4HE CONTRIBUTION FROM ON SITE RENEWABLE ENERGY SOURCES SHARED BY OTHERS

HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK 81

© BSRIA BG 1/2007
 SUCH AS GEOTHERMAL DISTRICT HEATING AND COOLING 

4HE ENERGY CERTIFICATE WILL DECLARE THE BUILDINGS OPERATIONAL ENERGY

CONSUMPTION4HE BUILDING OWNER WILL NOT BE ABLE TO DISCOUNT OR TRADE OFF THE
ENERGY GENERATED FROM OFFSITE RENEWABLE SOURCES OR ELECTRICITY GENERATION
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RARELY METERED SEPARATELY OR ANY CARBON OFFSETS SUCH AS TREE PLANTING AS THIS
WILL NOT PROVIDE THE INCENTIVE TO SAVE ENERGY AT THE POINT OF USE (OWEVER THE
CERTIFICATION PROCESS WILL CREDIT THE USE OF LOW CARBON ENERGY SOURCES ONSITE
SUCH AS PHOTOVOLTAICS OR BIO FUELS WITH THE CONTRIBUTION CLEARLY IDENTIFIED

4HIS ENSURES THAT THE TOTAL BUILDING ENERGY REQUIREMENT IS DECLARED WHILE THE
USE OF RENEWABLES IS CELEBRATED AS A PERCENTAGE OF THE TOTAL n A VALUABLE
COMPONENT FOR THE REPORTING OF CORPORATE AND SOCIAL RESPONSIBILITY

4HIS APPROACH ALSO INTRODUCES A DYNAMIC TENSION BETWEEN THE USE OF FOSSIL
FUELS AND RENEWABLES )F A BUILDING USES A RELATIVELY HIGH AMOUNT OF RENEWABLE
ENERGY THE TOTAL ENERGY CONSUMPTION MAY INDICATE THAT THE BUILDING IS
INTRINSCALLY INEFFICIENT WHICH WOULD PLACE THE ONUS ON THE BUILDINGS OPERATOR
TO REDUCE ENERGY CONSUMPTION

The graduated response strategy

"Y NUMBER MOST NON DOMESTIC BUILDINGS ARE SMALL IN SIZE AND MOST ARE
STRAIGHTFORWARD TO UNDERSTAND AND TO ASSESS PROVIDED THAT KEY INFORMATION IS
AVAILABLE (OWEVER ABOUT HALF OF THE 5+S TOTAL NON DOMESTIC FLOOR AREA IS IN
THE LARGER AND MORE COMPLEX BUILDINGS OVER ABOUT  M EACH ALTHOUGH
THESE ONLY ACCOUNT FOR SOME FIVE PERCENT OF PREMISES BY NUMBER

4HESE LARGER BUILDINGS ALSO INCLUDE MANY OF THE MORE INTENSIVELY USED AND
ENERGY INTENSIVE ONES AND HENCE ACCOUNT FOR MORE THAN HALF OF NON DOMESTIC
ENERGY USE ,ARGER BUILDINGS ALSO TEND TO HAVE DEDICATED MANAGEMENT WHICH
COULD IMPROVE ENERGY PERFORMANCE SUBSTANTIALLY

! HIGH LEVEL OF ANALYSIS MAY ALSO APPLY TO ORGANISATIONS WHO USE THEIR BUILDINGS
INTENSIVELY SUCH AS HIGHER LEVELS OF OCCUPANCY AND USE OF EQUIPMENT OR FOR
LONGER HOURS OF USE SUCH AS THE COMMUNITY USE OF SCHOOLS IN EVENINGS AND AT
WEEKENDS  3OME BUILDINGS ALSO CONTAIN ENERGY INTENSIVE FACILITIES LIKE
RESTAURANTS AND SERVER ROOMS4HESE FACILITIES MAY NOT BE PRESENT IN TYPICAL
BUILDINGS OF THE SAME TYPE OR THEY MAY BE MORE MODEST SO ONLY A MINIMUM
ALLOWANCE MAY BE MADE FOR THEM IN THE BASIC BENCHMARKS ,ARGER FACILITIES WILL
TEND TO LEAD TO A POOR BENCHMARK COMPARISON UNLESS THEY ARE ASSESSED SEPARATELY

4.7 Data gathering

Section 18 of SI 2007/991 $ATA GATHERING NEEDS TO BE COMMENSURATE WITH THE REQUIREMENTS OF THE
explains in detail the CERTIFICATION PROCESS $ATA REPORTING MUST BE NO LATER THAN THREE MONTHS AFTER
requirements for displaying THE END OF THE PERIOD OVER WHICH THE OPERATIONAL RATING IS CALCULATED
energy consumption for a
building that has undergone a
change of occupier. /PERATIONAL RATINGS WILL REQUIRE YEAR ON YEAR REPORTING WITH A CERTIFICATE
SHOWING CURRENT AND ENERGY CONSUMPTION FOR A ROLLING THREE YEAR PERIOD
/CCUPIERS OF NEW BUILDINGS FOR WHICH HISTORICAL DATA IS NOT AVAILABLE WILL BE
PERMITTED TO DISPLAY AN OPERATIONAL RATING AFTER THE FIRST YEAR RISING TO THREE
YEARS

SI 2007/991 REQUIRES THE ENERGY CERTIFICATE TO BE MADE AVAILABLE (OWEVER

EVENTUALLY THE 5+ GOVERNMENT MAY PROVIDE INCENTIVES ANDOR PENALTIES TO

82 HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK

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 Part 4

ENCOURAGE PEOPLE TO TAKE ACTION TO IMPROVE POORLY RATED BUILDINGS SUCH AS

THOSE RATED AT 'RADE ' 

/PERATIONAL RATINGS WILL REQUIRE ACCURATE ENERGY USE INFORMATION TO BE AVAILABLE The British Property Federation
$ATA COLLECTION WOULD BE MUCH EASIER IF ANNUAL ENERGY USE INFORMATION WAS has developed a voluntary energy
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

certification scheme. The scheme,

MADE READILY AVAILABLE FROM SUPPLIERS IN AN ANNUAL ENERGY STATEMENT ,ANDLORDS developed by the Usable Buildings
OF RENTED BUILDINGS MAY ALSO NEED TO PROVIDE SOMETHING SIMILAR TO THEIR TENANTS Trust, is designed for property
4HIS WOULD HAVE TO CONTAIN DATA FROM ACCURATE READINGS RATHER THAN ESTIMATED owners, landlords and managing
agents. Go to www.les-ter.org
READINGS WHICH IS CURRENTLY WIDESPREAD PRACTICE

Step 1: Data collection

4HE BOUNDARIES OF THE BUILDING TO BE ASSESSED SHOULD BE PUT WHERE THEY MAKE
PRACTICAL SENSE IN TERMS OF WHERE THE ENERGY CAN BE COUNTED IN PARTICULAR THE
METERING AND DELIVERY POINTS AND HOW THE AREA IS RUN SUCH AS A TENANCY A
WHOLE BUILDING OR A SCHOOL SITE WITH SEVERAL BUILDINGS 

"OUNDARIES NEED TO BE CLEARLY DEFINED AND TO INCLUDE ALL INSIDE AND OUTSIDE
AREAS ASSOCIATED WITH THE BUILDING AND ITS ENERGY USE AND PRODUCTION SUCH AS
OUTBUILDINGS EXTERNAL LIGHTING FOUNTAINS AND EXTERNAL PLANT SUCH AS A CHILLER 
'ENERATION DEVICES OF INTEGRATED RENEWABLE ENERGY SYSTEMS SHOULD BE
CONSIDERED TO BE OUTSIDE THE BOUNDARY SO THEIR INPUTS CAN BE ACCOUNTED FOR
SEE 3TEP  .

"ASIC INPUT DATA NEEDS TO INCLUDE

● 4HE TYPE OF BUILDING4HE LEVEL OF DETAIL REQUIRED WILL DEPEND ON THE

COMPLEXITY OF THE BENCHMARKING

● 4HE CONDITIONED NET INTERNAL AREA OF THE BUILDING IN TERMS OF ITS HEATED AND
COOLED SPACES EXCLUDING NON HABITABLE CELLARS SI 2007/991 MENTIONS hUSEFUL
AREAv AND IN Part L THIS IS INTERPRETED TO BE GROSS INTERNAL AREA (OWEVER
DIFFERENT DEFINITIONS MAY BE PERMITTED IN DIFFERENT SECTORS SUCH AS NET INTERNAL
AREA FOR RENTED OFFICES 

● 4HE NET ANNUAL CONSUMPTION OF ELECTRICITY IMPORTS LESS EXPORTS

● 4HE NET ANNUAL CONSUMPTION OF ALL OTHER ENERGY SUPPLIES FOR EACH SUPPLY
SEPARATELY

● 4HE CONTRIBUTION OF ON SITE RENEWABLES SEPARATELY IDENTIFIED 4HIS MAY BE

DIFFICULT AS ENERGY FROM SOLAR THERMAL OR FROM SITE GROWN BIOMASS IS NOT
ROUTINELY MEASURED

Tenanted and leased buildings

"UILDINGS WITH A HEAD TENANT ON FULLY REPAIRING AND INSURING LEASES WILL BE
TREATED AS WHOLE BUILDINGS FROM A CERTIFICATION STANDPOINT

Step 2: Calculating the energy performance indicator

4O ALIGN WITH Part L TERMINOLOGY THE KEY BUILDING ENERGY PERFORMANCE
INDICATOR IS TERMED THE -EASURED %MISSIONS 2ATE -%2 DEFINED AShTHE
WEIGHTED SUM PER SQUARE METRE OF THE MEASURED NETT ANNUAL AMOUNTS IMPORTS
LESS EXPORTS TO MARKET AGENTS OF ALL THE FORMS OF ENERGY SUPPLIED TO THE
BUILDING THROUGH THE SYSTEM BOUNDARY FROM THE LAST MARKET AGENT AS MEASURED
BY METERS AND OTHER MEANSv

HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK 83

© BSRIA BG 1/2007
 4HE ENERGY SOURCES WILL NEED TO BE WEIGHTED FOR THEIR #/ EMISSIONS FOR
EXAMPLE  KG#/K7H FOR ELECTRICITY AND  KG#/K7H FOR NATURAL
GAS BASED ON THE HISTORICAL WEIGHTING FACTORS APPLYING AT THE TIME OF THE
MEASURED ENERGY USE4HIS WILL BE CONSISTENT WITH VALUES DERIVED FROM THE
RETURNS OF 5+ ELECTRICITY GENERATORS IN THE %5 EMISSIONS TRADING SCHEME
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(OWEVER IT MAY BE JUSTIFIABLE TO USE DIFFERENT WEIGHTING FACTORS TO TAKE

ACCOUNT OF DIFFERENT CONVERSION EFFICIENCES ENJOYED BY COMMUNITY ELECTRICITY
SCHEMES FOR EXAMPLE4HIS WILL BE A POINT OF NEGOTIATION

Step 3: Identifying appropriate benchmarks

)T IS NECESSARY TO COMPARE THE OPERATIONAL RATING WITH BENCHMARKS IN ORDER TO
GIVE AN INDICATION OF HOW WELL THE BUILDING IS PERFORMING AND CONSEQUENTLY TO
GIVE INCENTIVES FOR IMPROVEMENT ACTION AND TO REWARD SUCCESS

!N OBVIOUS STARTING POINT IS COMPARISON WITH PAST PERFORMANCE SO THE DISPLAY

ENERGY CERTIFICATE WILL CARRY DATA FOR THE PREVIOUS THREE YEARS #OMPARISON WITH
PEERS IS ALSO A STRONG MOTIVATOR ESPECIALLY FOR MORE HOMOGENOUS SECTORS SUCH AS
PRIMARY SCHOOLS

)N THE PAST BENCHMARKS FOR WHAT AMOUNTS TO OPERATIONAL RATINGS HAVE BEEN
DERIVED FROM MEASURED ANNUAL ENERGY STATISTICS FOR EACH SECTOR GENERALLY USING A
TYPICAL GRADING TO REPRESENT THE MEDIAN AND A GOOD PRACTICE GRADING OFTEN TO
SIGNIFY THE LOWEST ENERGY USE QUARTILE &OR A FEW SECTORS SUCH AS OFFICES AND
SPORTS CENTRES THESE BUILDING ENERGY BENCHMARKS ARE BROKEN DOWN BY ACTIVITY
ANDOR ENERGY END USE AND EVEN INTO THEIR SEPARATE COMPONENTS CREATING SUB
BENCHMARKS FOR PARAMETERS SUCH AS INSTALLED LIGHTING IN 7ATTS PER SQUARE METRE
PER  LUX VENTILATION IN 7ATTS PER LITRE PER SECOND AND SMALL POWER IN 7ATTS
PER WORKSTATION OR 7ATTS PER SQUARE METRE4HESE COMPONENT BENCHMARKS CAN
GIVE DETAILED INSIGHT INTO WHERE TO LOOK FOR ENERGY EFFICIENCY IMPROVEMENTS

#URRENT BENCHMARKING PRACTICE OFTEN INCLUDES MAKING CORRECTIONS FOR CLIMATE

AND SOMETIMES FOR INTENSITY OF USE )T HAS BEEN CUSTOMARY TO ADJUST THE ACTUAL
ENERGY TO THE NATIONAL AVERAGE CLIMATE4HIS HAS THE BENEFIT OF ENABLING ALL
SIMILAR BUILDINGS ACROSS THE COUNTRY TO BE COMPARED ON A SINGLE BASIS (OWEVER
GIVEN THE 5+S SUBSTANTIAL REGIONAL CLIMATIC VARIATIONS THE POTENTIAL ERROR THAT
MIGHT BE INTRODUCED BY CORRECTING AN ESTIMATED VALUE FOR HEATING ENERGY USE IS
UNACCEPTABLY LARGE

4HE OPERATIONAL RATING METHODOLOGY THEREFORE

● %STABLISHES NATIONAL BENCHMARKS FOR THE REGIONAL AVERAGE CLIMATE FOR THE
BUILDING USING DEGREE DAYS

● )F YEAR ON YEAR COMPARISONS ARE MADE THE OPERATIONAL RATING CORRECTS THE
BUILDINGS ENERGY USE FOR HEATING FOR THE REGIONAL AVERAGE CLIMATE

4HE GRADUATED RESPONSE APPROACH TO BENCHMARKING HAS THREE LEVELS

● ,EVEL  'ETTING THE FACTS STRAIGHT ESSENTIALLY STEP  OF THE PROCESS

● ,EVEL  3IMPLE ASSESSMENT AGAINST FIXED BENCHMARKS

● ,EVEL  #ORRECTING FOR READILY VERIFIABLE EXCEPTIONS WHERE A BUILDING AND ITS
BENCHMARK ARE NOT WELL MATCHED FOR EXAMPLE AN OFFICE WHICH HAS A
SWIMMING POOL 7HERE NECESSARY THE EXCEPTIONAL ITEMS SHOULD BE REVIEWED

84 HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK

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 Part 4

NOT JUST FOR THEIR ENERGY USE BUT ALSO THEIR ENERGY EFFICIENCY AND THE SCOPE FOR
SAVINGS

Step 4: Grading the energy efficiency

Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

! GRADE CAN BE PRODUCED BY ALGEBRAIC COMPARISON OF AN ENERGY PERFORMANCE

INDICATOR WITH ITS REFERENCE VALUES OR BENCHMARKS

/PERATIONAL RATINGS WILL USE THE FAMILAR RAINBOW GRAPHIC TO GRADE BUILDING See Appendix E for a draft Go to page 112
ENERGY PERFORMANCE4HE ! ' SCALE PROVIDES IMPORTANT MARKET TRANSFORMATION example of a display energy
certificate.
INCENTIVES 0EOPLE CAN ASK FOR AN ! RATED FRIDGE OR CAR AND SHOULD BE ABLE TO
DO THE SAME FOR THE DESIGN OR USE OF A BUILDING

4HE RAINBOW SCALES RELATIVELY LOW RESOLUTION IS AN ADVANTAGE BECAUSE IT

MOTIVATES MORE RADICAL IMPROVEMENTS WHILE THE UNDERLYING DETAIL CAN BE
EXAMINED BY TECHNICAL SPECIALISTS

4HE POSITIONS OF THE SCALE BOUNDARIES ARE IMPORTANT /N THE ONE HAND PLACING
TODAYS TOP PERFORMERS IN BANDS ! OR " WEAKENS THEIR INCENTIVES TO IMPROVE
/N THE OTHER HAND PLACING MOST BUILDINGS IN "ANDS & ' AND ( APPEARS TO
PLACE A GOOD RATING OUT OF REACH4HE RAINBOW SCALE WILL BE CALIBRATED TO COVER
THE WIDE RANGE OF SERVICES EQUIPMENT USED IN BUILDINGS AND WILL REFLECT THE
CATEGORY OF BUILDING BEING ASSESSED SUCH AS NATURALLY VENTILATED OR AIR
CONDITIONED  )F EXPERIENCE WITH DOMESTIC APPLIANCES IS ANYTHING TO GO BY
PEOPLE SOON FIND INNOVATIVE WAYS OF IMPROVING PERFORMANCE RADICALLY TO HIGHER
LEVELS THAT WERE ARGUED TO BE ECONOMICALLY IMPOSSIBLE ONLY A FEW YEARS EARLIER

Step 5: Identify energy saving measures

%NERGY SAVING MEASURES CAN BE RECOMMENDED AT DIFFERENT DEPTHS SPLIT INTO
MANAGEMENT AND INVESTMENT MEASURES AND WITH INFORMATION ON THEIR LIKELY
COST EFFECTIVENESS &REE FIELDS WILL BE PROVIDED TO RECORD THESE MEASURES &OR
EXAMPLE IN ORDER OF INCREASING DETAIL

● ! STANDARD CHECKLIST OF GENERALLY APPLICABLE MEASURES FOR THE TYPE OF

BUILDING4HIS WOULD SUIT INITIAL SELF ASSESSMENT IN PARTICULAR AND WOULD NOT
REQUIRE AN EXPERT ALTHOUGH THE MEASURES WOULD NEED TO MEET THE
REQUIREMENTS OF THE REGULATIONS

● 3TANDARD LISTS AS ABOVE BUT WITH ADDED COMMENTS ON THE APPLICABILITY OF EACH
MEASURE ITS LIKELY COST EFFECTIVENESS AND ANY OTHER RELEVANT DETAILS4HIS WOULD
SUIT A RAPID ASSESSMENT BUT WOULD NEED TO BE DONE BY AN ACCREDITED EXPERT

● !UTOMATIC PRODUCTION OF STANDARD MEASURES BY CERTIFICATION SOFTWARE IF AND

WHEN AVAILABLE

● !UTOMATIC PRODUCTION OF STANDARD MEASURES BY CERTIFICATION SOFTWARE BUT

WITH FINE TUNING BY AN EXPERT ASSESSOR AS REQUIRED BY THE REGULATIONS7ITH
APPROPRIATE SOFTWARE THIS COULD WELL BECOME A PRACTICAL BALANCE BETWEEN
EFFICIENCY AND CUSTOMISATION FOR MANY BUILDINGS

● ! PROFESSIONAL ENERGY SURVEY WITH RECOMMENDATIONS PRODUCED BY AN

ACCREDITED ENERGY ASSESSOR

HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK 85

© BSRIA BG 1/2007
 Step 6: Preparing the operational rating certificate
!N ENERGY CERTIFICATE WILL NEED TO GIVE THE INFORMATION REQUIRED BY SI 2007/
991 IN LINE WITH THE REQUIREMENTS OF THE Energy Performance of Buildings Directive
EPBD 4HE CERTIFICATE MUST CONTAIN OR BE ACCOMPANIED BY
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● !DMINISTRATIVE DATA: THE PROCEDURE USED AND ITS DATE NAME OF PERSON
RESPONSIBLE ADDRESS OF BUILDING CERTIFIED DATE OF ISSUE AND LIMIT OF VALIDITY

● 4ECHNICAL DATA ONE OVERALL INDICATOR AND ITS TYPE REFERENCE VALUES
INFORMATION ON THE ENERGY PERFORMANCE OF THE MAIN BUILDING AND SYSTEM
COMPONENTS RECOMMENDATIONS FOR COST EFFECTIVE IMPROVEMENTS AND
OPTIONALLY THE ENERGY PERFORMANCE CLASS  ! ' AND OTHER INDICATORS

The advisory report

4HE REPORT THAT ACCOMPANIES THE CERTIFICATE MUST INCLUDE

● 4HE PURPOSE OF AN ENERGY RATING

● ! DESCRIPTION OF THE BUILDING

● 4HE RATING AND AGGREGATION METHODS USED

● 4HE RATING WITH ITS CONFIDENCE INTERVAL WHERE AVAILABLE

● ! LIST OF IMPROVEMENT MEASURES IN PACKAGES WHERE APPROPRIATE ALONG WITH

THE EFFECT OF EACH MEASURE OR PACKAGE ON ENERGY PERFORMANCE AND ITS COST
EFFECTIVENESS IF REQUIRED 

7HILE THE REGULATIONS THE DISPLAY ENERGY CERTIFICATE TO BE UPDATED ANNUALLY

THE ADVISORY REPORT IS ONLY REQUIRED TO BE UPDATED AT SEVEN YEAR INTERVALS

The certification package

4HE CERTIFICATE WILL HAVE ONE PRINCIPAL PAGE PLUS A REPORT WITH SUPPORTING
INFORMATION

Go to page 112 See Appendix E for an example ● 0AGE  (EADLINE INFORMATION SUITABLE FOR PUBLIC DISPLAY IN PARTICULAR THE
of the rainbow graphic and the SUMMARY GRAPHIC THE ! ' RAINBOW SCALE THE BENCHMARKS AND THE HISTOGRAM
associated histogram
SHOWING PERFORMANCE OVER A CONSECUTIVE THREE YEAR PERIOD 4HE ASSET RATING
WILL BE REQUIRED WHERE OPERATIONAL INFORMATION IS NOT AVAILABLE SUCH AS FOR A
NEW BUILDING AND ANY SUPPORTING INFORMATION

● 4HE REPORT WITH INFORMATION SUPPORTING THE OPERATIONAL RATING INCLUDING THE
APPROPRIATE BENCHMARKS AND OTHER INFORMATION REQUIRED BY SI 2007/991 AND
THE CERTIFICATION PACKAGE RECOMMENDATIONS

4.8 Condition surveys

! BUILDING SERVICES CONDITION SURVEY IS A SYSTEMATIC PROCESS OF EVALUATING THE

CONDITION OF PLANT AND INSTALLATIONS4HIS IS TO ESTABLISH WHETHER THE PLANT AND
INSTALLATIONS ARE CAPABLE OF CONTINUALLY SUPPORTING BUSINESS NEEDS AND LEGAL
REQUIREMENTS IN THE MEDIUM AND LONG TERM 3URVEYS ARE ALSO CONDUCTED TO
ASSESS THE ABILITY OF PLANT AND INSTALLATIONS TO SATISFY INTERNAL EXPECTATIONS AND
EXTERNAL BENCHMARKS

86 HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK

© BSRIA BG 1/2007
 Part 4

!N OBJECTIVE OF CONDITION SURVEYS IS ALSO TO ESTABLISH ANY REMEDIAL ACTION

REQUIRED TO BRING PLANT AND INSTALLATIONS UP TO EXPECTED CONDITIONS SUCH AS
MODIFICATION REFURBISHMENT AND REPLACEMENTS TO IDENTIFY THEIR RELATIVE
PRIORITIES AND TO PROPOSE A PROGRAMME OF ACTION
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#ONDITION SURVEYS HELP TO PLAN FOR THE NECESSARY HUMAN AND FINANCIAL RESOURCES
BEFORE FAILURE OF THE PLAN AND INSTALLATIONS #ONDITION SURVEYS CAN ALSO HELP TO

● $EVELOP A PROPERTY CONDITION DATABASE THAT CAN BE USED FOR OTHER PURPOSES
SUCH AS ASSET VALUATIONS

● 0REPARE LONG TERM ASSET INVESTMENT PLANS

● !CHIEVE A BALANCE BETWEEN CAPITAL AND MAINTENANCE FUNDS

● 4ARGET SCARCE MAINTENANCE RESOURCES PEOPLE AND FUNDS

● "ENCHMARK MAINTENANCE EXPENDITURE

● "ENCHMARK PROPERTY CONDITION

#ONDITION SURVEYS ARE ALSO CARRIED OUT FOR OTHER REASONS4HESE ARE

● 4O ESTABLISH THE CONDITION OF PLANT AND INSTALLATIONS BEFORE THE DECISION TO

PURCHASE OR LEASE BUILDINGS PRE ACQUISITION SURVEYS

● 4O ASSESS DILAPIDATION AFTER A PERIOD OF OCCUPATION

● 4O ESTABLISH THE MAINTENANCE CONDITION OF PLANT AND INSTALLATIONS BEFORE

MAINTENANCE CONTRACTORS COMMIT TO LUMP SUM MAINTENANCE CONTRACTS

7HAT FOLLOWS IS A SUGGESTED FORMAT AND STRUCTURE FOR CONDITION SURVEY REPORTS

Executive summary
4HIS SHOULD PROVIDE A SUMMARY OVERVIEW OF THE CONDITION SURVEY AND THE
OVERALL CONCLUSIONS DRAWN FROM IT

Introduction
4HIS SHOULD CONTAIN

● ! DESCRIPTION OF THE PURPOSE OF THE SURVEY

● 4HE DATE AND TIME OF THE SURVEY AND THE PERSONS INVOLVED

● $ETAILS OF THE PROPERTY AND INSTALLATIONS COVERED INCLUDING THEIR AGE FUNCTIONS
AND IMPORTANCE AND CRITICALITY

● 4HE SURVEY METHODOLOGY INCLUDING HOW THE SURVEY IS TO BE CARRIED OUT AND
THE TECHNIQUES TO BE USED

● 4HE DOCUMENTS TO BE INSPECTED AND PERSONS TO BE INTERVIEWED

● 3PECIALIST TESTS AND INSPECTIONS

HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK 87

© BSRIA BG 1/2007
 ● /THER SOURCES OF INFORMATION

● #ONSTRAINTS LIMITATIONS AND RESTRICTIONS

Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

Main report
4HIS SHOULD DESCRIBE THE FOLLOWING IN DETAIL

● 0LANT AND INSTALLATION CONDITIONS AND SYMPTOMS

● 4HE EVALUATION AND ANALYSIS PROCESS SUCH AS THE DETAILED COMPARISON WITH THE
REQUIRED MAINTENANCE STANDARDS DEFECTS ANY NON COMPLIANCE NOTED AND RISK
ASSESSMENTS

● 2EMEDIAL ACTIONS RECOMMENDED THEIR TIMESCALES AND JUSTIFICATION

● 2ECOMMENDATIONS FOR FURTHER INSPECTIONS AND SPECIALIST SURVEYS

● 0REPARATION OF COST ESTIMATES

Summary and conclusions

4HIS SHOULD PROVIDE THE FOLLOWING IN A TABULATED FORM

● !SSET REFERENCE

● !SSET TITLE

● !SSET LOCATION

● 4HE REQUIRED MAINTENANCE CONDITION GRADING

● ! BRIEF DESCRIPTION OF THE PRESENT CONDITION AND ANY FAILURE CONDITION

● 'RADING OF THE PRESENT CONDITION

● 2EMEDIAL ACTION RECOMMENDED INCLUDING FURTHER INSPECTIONS AND SURVEYS

● !CTION PRIORITY GRADING

● #OST

Enclosures
4HIS SECTION SHOULD CONTAIN ANY INFORMATION SUPPLEMENTARY TO THE DETAILS GIVEN
IN THE MAIN REPORT SUCH AS DRAWINGS SPECIFICATIONS AND PHOTOGRAPHS

4HE PURPOSE OF THE CONDITION SURVEY IS TO FORMULATE A FORWARD MAINTENANCE

PLAN FROM THE INFORMATION DERIVED4HIS CAN BE DONE IN THE FORM OF A FORWARD
MAINTENANCE REGISTER WHICH CONTAINS A RUNNING RECORD OF FUTURE MAINTENANCE
ACTIONS WHICH DO NOT FALL INTO DAY TO DAY MAINTENANCE NEEDS THEIR RELATIVE
PRIORITIES TIME SCALES AND COSTS4HE FORWARD MAINTENANCE PLAN IS A DYNAMIC
DOCUMENT WHICH SHOULD BE REGULARLY UPDATED ON THE BASIS OF KNOWLEDGE
GATHERED DURING MAINTENANCE

4HE FORMAT AND STRUCTURE OF THE FORWARD MAINTENANCE REGISTER &-2 DEPENDS
ON THE NEEDS OF THE PARTICULAR ORGANISATION )T MAY BE KEPT IN HARD COPY OR

88 HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK

© BSRIA BG 1/2007
 Part 4

COMPUTER BASED FORMAT 3PREADSHEET OR DATABASE PACKAGES CAN BE USED TO

CREATE AND MAINTAIN A &-2 AS A SIMPLE TOOL FOR CLASSIFYING AND PRIORITISING
MAINTENANCE NEEDS )NFORMATION THAT IS USEFULLY RECORDED IN A COMPUTER BASED
&-2 INCLUDES
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● 0LANASSET REFERENCE

● -AINTENANCE ACTION REQUIRED

● /RIGINAL DATE WHERE MAINTENANCE WAS IDENTIFIEDDATE OF LAST REVIEW

● 4OTAL COST OF WORKS AT THE LAST REVIEW

● 0RIORITY

● /RIGINAL TARGET DATE FOR COMPLETION

● #URRENT TARGET DATE FOR COMPLETION

● !NY ACTION TAKEN TO DATE SUCH AS DESIGN COMPLETE AND SHELVED

● &UNDING REQUIRED IN YEAR ONE TO YEAR  AS SEPARATE FIELDS ACTUAL COSTS

INCLUDING INFLATION OR CURRENT COSTS DEPENDING ON HOW THE COMPANY WANTS
THIS INFORMATION PRESENTED 

! DATABASE PACKAGE OR A SPREADSHEET WITH THE ABOVE INFORMATION CAN BE USED

TO SORT THE WORKS REQUIREMENTS ACCORDING TO THE ORGANISATIONAL REQUIREMENTS
AND TO EXAMINE THE FUNDING COMMITMENTS ACROSS FUTURE YEARS )T ALSO HELPS TO
RE PRIORITISE AND REARRANGE WORK PLANS TO SUIT THE BUDGETS AVAILABLE IF A
PARTICULAR ITEM BECOMES A HIGHER PRIORITY AT A FUTURE DATE

HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK 89

© BSRIA BG 1/2007
 E
 nergy Management/Sustainability

Effective energy management can reduce company overheads and improve cash flow,

particularly in this age of rising energy prices.

Haleys have moved progressively into becoming a leading force in reducing energy
consumption across its client portfolio and can offer a highly qualified and experienced team
of consultants to advise on energy conservation within your building.
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Clients can typically expect between 10-30% savings potential in energy costs and usage with
minimal investment and attractive payback periods.

In addition to existing building reviews, Haleys are able to offer new low carbon designs with
full compliance or even exceeding compliance with Part L of the Building Regulations.

Services offered
ƒRapid results energy surveys ƒEnergy awareness campaigns
ƒDetailed energy surveys and audits ƒStaff energy training and education programmes
ƒUtility purchasing reviews and fuel ƒEnergy efficient design
supply tariff analysis ƒOn-going management of maintenance
ƒOn-going utility monitoring and contracts to ensure energy efficient operation
target setting ƒAlternative energy schemes
ƒAdministration of good ƒCombined heat and power studies
housekeeping programmes ƒInvestment appraisals

Delivering Solutions in Construction

Haleys is a unique nationwide construction and property consultancy that offers a versatile
and comprehensive portfolio of services to both clients and contractors alike.

Established in 1989, the practice has developed and grown from strength to strength in line
with clients’ needs and prides itself on the ability to offer a tailored service in a cost effective
fashion.

Our ethos of providing a quality professional solution is consistent throughout each of our
offices and across all disciplines of our offering. We bring to bear an extensive collection of
experience in a variety of sectors for our clients’ benefit.

Other Services

ƒM&E Commercial Management ƒContracts and Legal Services

ƒBuilding Surveying ƒFacilities Management
ƒM&E Building Services Design ƒHealth and Safety Consultancy
ƒCommunication Services ƒProject Management
ƒCommercial Management ƒPlanning Supervision
and Quantity Surveying ƒRail Services
Head Office: Maple House, 118 High Street, Purley, Surrey, CR8 2AD
Tel: +44 (0) 20 8645 9707 Fax: +44 (0) 20 8668 2155 E-mail [email protected]

PURLEY LONDON LEEDS NOTTINGHAM BIRMINGHAM


 Part 5

Design and project feedback tools

5.1 Why feedback tools are important
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

4HE 5+ BUILDING INDUSTRY IS NOT KNOWN FOR LEARNING LESSONS FROM COMPLETED
PROJECTS AND USING THE INFORMATION TO REFINE ITS DESIGN AND CONSTRUCTION
PRACTICES -OST CONTRACTS DO NOT INCLUDE A PROVISION FOR POST COMPLETION
PERFORMANCE ASSESSMENTS NOR FOR THE MONITORING OF SYSTEMS FOR THEIR ENERGY
EFFICIENCY OR USABILITY

4HE NEAREST THAT SERVICES ENGINEERS GET TO ASSESSING THE PERFORMANCE OF

BUILDING SERVICES IS DURING THE DEFECTS LIABILITY PERIOD "UT THIS PERIOD BY
DEFINITION ONLY DEALS WITH THINGS THAT ARE EITHER NOT WORKING OR HAVE FAILED
PREMATURELY )T IS NOT ABOUT OPTIMISING FINE TUNING OR TAILORING SYSTEMS TO SUIT
THE NEEDS OF THE END USERS4HE SNAGGING PROCESS IS ALSO RARELY ABOUT GAINING
KNOWLEDGE DURING A BUILDINGS FIRST COOLING AND HEATING SEASONS IN ORDER TO
IMPROVE DESIGN PRACTICE

-OST POST OCCUPANCY SURVEYS CARRIED OUT BY RESEARCHERS SINCE THE MID S The PROBE articles and a list of
MOST NOTABLY THE 02/"% PROJECT 0OST OCCUPANCY 2EVIEW /F "UILDINGS AND project feedback tools is held on
www.usablebuildings.co.uk/fp/
THEIR %NGINEERING REVEALED THAT BUILDINGS REGULARLY FAIL TO PERFORM TO index.html.
EXPECTATION #ASE STUDIES REVEAL THAT UNDER PERFORMANCE CAN SHOW UP IN MANY
WAYS SUCH AS

● (EATING COOLING AND VENTILATION SYSTEMS OPERATING OUTSIDE OF THEIR SPECIFIED

TOLERANCES OR IN WAYS THAT COMPROMISES OCCUPANT COMFORT

● 3YSTEMS THAT FAIL TO MATCH SUPPLY TO DEMAND OR WHICH DEFAULT TO ON CAUSING

HIGH ENERGY CONSUMPTION AND #/ EMISSIONS IN EXCESS OF THE DESIGN ESTIMATES

● #ONTROLS SYSTEMS THAT FAIL TO RESPOND TO NEEDS CONFLICT WITH ONE ANOTHER Controls for End Users – a Guide for
Good Design and Implementation is
TYPICAL OF A MIX OF AUTOMATIC AND MANUAL CONTROLS ANDOR THAT POSSESS POOR available as a free PDF download
USER INTERFACES to BSRIA Members from
www.bsria.co.uk/bookshop
● #ONTROL SYSTEMS THAT RESTRICT TRADE OFFS SUCH AS THE INABILITY FOR OCCUPIERS TO
OPEN A WINDOW FOR VENTILATION DESPITE BEING PREPARED TO ACCEPT THE PENALTY OF
INCREASED TRAFFIC NOISE

● 3LOW AND INEFFECTIVE RESPONSE FROM CENTRALLY CONTROLLED SYSTEMS WITH

INADEQUATE ANDOR UNDER RESOURCED SUPPORT FROM FACILITIES MANAGEMENT

● ,ACK OF USER INFLUENCE OVER ADVERSE EFFECTS SUCH AS DRAUGHTS FROM GRILLES OR
WINDOWS GLARE VIA GLASS PARTITIONS OCCUPANCY SENSED LIGHTS THAT SWITCH ON AND
OFF UNDESIRABLY BANGING DOORS AND PROXIMITY TO NOISY CIRCULATION ROUTES

4HE ITEMS LISTED ABOVE ILLUSTRATE A RANGE OF PROBLEMS COMMON TO NEW

BUILDINGS !LL OF THEM CAN LEAD TO ENERGY WASTAGE AND OCCUPANT DIS SATISFACTION
AND LIKELY LOSS OF PRODUCTIVITY (OWEVER ALL OF THEM CAN BE EITHER SOLVED OR
AMELORIATED THROUGH DILIGENT POST HANDOVER SUPPORT AND FINE TUNING

4HE SOLUTION CAN BE EXPRESSED VERY SIMPLY

● 5SE STRATEGIC BRIEFING TO FIND OUT EACTLY WHAT IS NEEDED AND EXPRESS THE
OUTCOMES FOR THE CLIENT AND END USERS CLEARLY

HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK 91

© BSRIA BG 1/2007
 ● +EEP DESIGN SIMPLE AND DO IT WELL AND ONLY OPT FOR COMPLICATED SOLUTIONS
WHERE THEY ARE ABSOLUTELY NECESSARY

● .EVER PROCURE SYSTEMS THAT CANNOT BE MANAGED AFTER COMPLETION OR WHERE

THERE IS A RISK THAT APPROPRIATE MANAGEMENT EXPERTISE IS NOT GUARANTEED
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

● #HECK THAT IT ALL WORKS #LOSE THE LEARNING LOOP BY MODIFYING AND FINE
TUNING SYSTEMS BASED ON FEEDBACK AND DIALOGUE WITH THE END USERS

● &INISH EVERYTHING OFF PROPERLY -AKE IT WORK BETTER AND SPOT AND DEAL WITH
UNINTENDED CONSEQUENCES AND REVENGE EFFECTS SUCH AS DRAUGHTS OVERHEATING
GLARE POOR WINTER AIR QUALITY NOISE AND PRIVACY PROBLEMS

● ,EARN FROM IT ALL AND SHARE EXPERIENCES WITH COLLEAGUES THE CLIENT AND THE
BUILDINGS END USERS

0OST HANDOVER SUPPORT AND FINE TUNING IS ESSENTIAL TO ENSURE THAT THE
PERFORMANCE OF NEW BUILDINGS MEETS CLIENT AND DESIGNER EXPECTATIONS )T IS ALSO
VITAL THAT DESIGNERS IDENTIFY EMERGING PROBLEMS BEFORE THEY EITHER TURN INTO BIG
PROBLEMS OR BECOME CHRONIC SHORTCOMINGS IN THE BUILDING SERVICES THAT ARE
NEVER SOLVED

! NEW BUILDING THAT FAILS TO MEET ITS EXPECTED ENVIRONMENTAL PERFORMANCE WILL
PROBABLY UNDER PERFORM DURING ITS ENTIRE LIFE4HE ODDS ARE STACKED AGAINST
REMEDIAL ACTION NOT ONLY WILL THE DESIGN AND CONSTRUCTION TEAM HAVE
DISBANDED AFTER PROJECT HANDOVER THERE WILL BE VERY LITTLE TO BIND THE TEAM TO
THE PROJECT BEYOND THE DEFECTS PERIOD

4HE PRESSURE IS THEREFORE ON THE CONSTRUCTION SUPPLY CHAIN TO MODIFY ITS

CONDITIONS OF ENGAGEMENT n AND ITS FORMS OF CONTRACTS n TO TAKE ACCOUNT OF
THE INCREASED RESPONSIBILITY FOR THE LONG TERM PERFORMANCE OF BUILDINGS4HIS
WILL REQUIRE CHANGE THROUGHOUT THE ENTIRE PROCESS OF PROCUREMENT BRIEFING
DESIGN CONSTRUCTION AND HANDOVER
A portfolio of feedback techniques 4HE OPEN LOOP BETWEEN CLIENT EXPECTATION DESIGN ASPIRATION AND PERFORMANCE
is being developed and maintained
at www.usablebuildings.co.uk IN USE WILL ALSO NEED TO BE CLOSED ! VARIETY OF TECHNIQUES ARE AVAILABLE TO
CLIENTS AND DESIGNERS TO ENABLE THIS TO HAPPEN

,EGISLATION IS BEGINNING TO RECOGNISE THAT A BUILDINGS ENVIRONMENTAL CREDENTIALS

SUCH AS A "2%!- EXCELLENT RATING WILL COUNT FOR NOTHING UNLESS THEY
TRANSLATE INTO GOOD ENVIRONMENTAL PERFORMANCE

Go to page 76 Sections 4.2 and 4.3 in Part 4 )N  THE %5S Energy Performance of Building Directive EPBD INTRODUCED THE
cover energy auditing and energy CONCEPT OF ASSET RATINGS AND OPERATIONAL RATINGS FOR BUILDINGS4HE Directive WAS
assessment techniques
ENACTED THROUGH !pproved Document L2 OF THE Building Regulations )T ALSO LED TO
SI 2007/991 WHICH DESCRIBES THE REQUIREMENTS FOR MANDATORY ENERGY
LABELLING OF BUILDINGS

5.2 Occupant satisfaction surveys

4HE OCCUPANT SATISFACTION SURVEY IS GENERALLY CONSIDERED TO BE USEFUL AS A POST

OCCUPANCY EVALUATION TOOL (OWEVER IT IS EQUALLY VALUABLE FOR A PROJECT BRIEFING
PROCESS WHERE THE VIEWS OF BUILDING OCCUPANTS CAN BE SOLICITED BEFORE DESIGN
BEGINS ON A REPLACMENT BUILDING $ESIGNERS ARE NOT USERS ALTHOUGH THEY OFTEN
THINK THAT THEY ARE

92 HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK

© BSRIA BG 1/2007
 Part 5

/CCUPANT SATISFACTION SURVEYS ARE USEFUL FOR THE FOLLOWING REASONS

● /CCUPANT SATISFACTION SURVEYS PROVIDE A MECHANISM FOR DESIGN TEAMS TO

ENGAGE WITH ORDINARY USERS OF BUILDINGS AND TO INFORM DESIGN DECISIONS
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

● "UILDING USERS WILL FEEL THAT THEIR OPINIONS HAVE BEEN HEARD AND WILL MATTER
AND THAT THEY ARE PART OF THE DECISION MAKING CHAIN IN THE PROCUREMENT OF A
NEW BUILDING4HEY ARE ALSO MORE LIKELY TO BE TOLERANT OF ANY SUBSEQUENT
SHORTCOMINGS IN THE BUILDING AND ITS SERVICES

● $ESIGNERS WILL BE BETTER INFORMED ON THE ISSUES THAT MATTER MOST TO BUILDING
OCCUPANTS SUCH AS LOCAL CONTROL OVER THEIR ENVIRONMENT USABILITY STORAGE VIEWS
OUT AND THE ABILITY TO TRADE OFF CONFLICTS BETWEEN VENTILATION AND NOISE AND
NATURAL LIGHT AND ELECTRIC LIGHT

● 4HE OCCUPANT SATISFACTION DATA GAINED AT THE DESIGN STAGE CAN BE CHECKED AND
VALIDATED BY A SECOND SURVEY AFTER BUILDING COMPLETION !NY DISCREPANCIES IN
USABILITY AND THE EFFECTIVENESS OF COMFORT SYSTEMS CAN BE ADDRESSED AND SOLVED

4YPICAL SURVEY QUESTIONS CAN INCLUDE AIR QUALITY IN SUMMER AND WINTER DEGREE
OF CONTROL OVER HEATING COOLING AND LIGHTING SYSTEMS JOURNEY TO WORK TIMES
BEST AND WORST AND HOURS PER DAY SPENT AT THE DESK

! SURVEY CAN POSE MORE SEARCHING QUESTIONS DEPENDING ON THE BUILDING AND
THE NEED OF THE CLIENT TO KNOW MORE &OR EXAMPLE A SURVEY CAN ELICIT
OCCUPANTS VIEWS ON THE DEGREE TO WHICH THEY PERCEIVE THEIR HEALTH AND
PRODUCTIVITY AS BEING IMPROVED OR COMPROMISED BY BEING IN A BUILDING .OTE
THAT PERCEIVED PRODUCTIVITY SHOULD BE A MEASURE OF HOW PEOPLE FEEL THAT A
BUILDING CONTRIBUTES POSITIVELY OR NEGATIVELY TO THEIR PRODUCTIVITY )T IS RISKY
EXPENSIVE AND TIME CONSUMING TO TRY AND MEASURE ACTUAL PRODUCTIVITY

/CCUPANTS CAN ALSO BE ASKED TO WHAT DEGREE A BUILDINGS VISUAL ATTRACTIVENESS OR

OTHER QUALITIES OFFSET ANY COMFORT OR CONTROL SHORTCOMINGS4HIS IS MEASURED AS
A FORGIVENESS FACTOR n THE DEGREE TO WHICH OCCUPANTS TRADE OFF A SET OF
PROBLEMS AGAINST A BUILDINGS OTHER VIRTUES4HIS CAN SOMETIMES EXPLAIN WHY
SURVEY RESPONSES TO CERTAIN COMFORT VARIABLES CAN SUGGEST SIGNIFICANT PROBLEMS
IN A BUILDING WHILE THE OCCUPANTS RESPONSE TO OVERALL COMFORT IS EITHER NEUTRAL
OR EVEN POSITIVE

/NE OF THE MOST SIGNIFICANT FORGIVENESS FACTORS IS SPEED OF RESPONSE4HIS MAY

BE THE SPEED AT WHICH A CONTROLS SYSTEM PROVIDES EXTRA LIGHTING OR VENTILATION
OR THE SPEED AT WHICH A FACILITIES MANAGER DEALS WITH COMPLAINTS ABOUT THE
BUILDINGS ENVIRONMENTAL SYSTEMS 'ENERALLY THE FASTER THE SPEED OF RESPONSE
THE HAPPIER THE OCCUPANTS4HE DEGREE TO WHICH OCCUPANTS HAVE CONTROL OVER
ENVIRONMENTAL SYSTEMS IS ALSO A SIGNIFICANT FACTOR

4HE RESULTS FROM OCCUPANT SATISFACTION SURVEYS CAN BE PRESENTED IN A NUMBER OF

WAYS DEPENDING ON THE DETAIL OF THE INFORMATION WHETHER THE SURVEY METHOD
IS EMPIRICAL AND WHETHER IT INCLUDES A BENCHMARK DATASET AGAINST WHICH RESULTS
CAN BE COMPARED

Presentation of survey results

4HERE IS NO INDUSTRY AGREED STANDARD FOR THE PRESENTATION OF OCCUPANT SURVEY
RESULTS -OST SURVEY METHODS HAVE BEEN DEVELOPED BY DIFFERENT ORGANISATIONS TO
ADDRESS SPECIFIC TYPES OF BUILDING ANDOR END USER

HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK 93

© BSRIA BG 1/2007
 &IGURE  BASED ON THE SURVEY METHOD DEVELOPED BY "UILDING 5SE 3TUDIES
SHOWS HOW THE MAIN INDICES OF HUMAN SATISFACTION WITH BUILDINGS n OVERALL
COMFORT LIGHTING NOISE AND SO ON n CAN BE MEASURED BY USE OF AN OCCUPANT
SURVEY 2ESULTS SHOULD ALWAYS BE PRESENTED FOR EASE OF COMPREHENSION
PARTICULARLY FOR THE COLOUR BLIND 
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

)N THE CASE OF THE EXAMPLE GRAPH FROM "UILDING 5SE 3TUDIES GREEN TRIANGLES
REPRESENT MEAN VALUES SIGNIFICANTLY BETTER OR HIGHER THAN BOTH THE BENCHMARK
AND SCALE MIDPOINT )N OTHER WORDS A GOOD SCORE !MBER CIRCLES ARE MEAN
VALUES NO DIFFERENT FROM BENCHMARK A TYPICAL SCORE WHILE RED DIAMONDS ARE
MEAN VALUES WORSE OR LOWER THAN BENCHMARK AND SCALE MIDPOINT A POOR SCORE 

Temperature in summer: overall Uncomfortable 1 7 Comfortable

Temperature in winter: overall Uncomfortable 1 7 Comfortable

Air summer: overall Unsatisfactory 1 7 Satisfactory

Air in winter: overall Unsatisfactory 1 7 Satisfactory

Lighting: overall Unsatisfactory 1 7 Satisfactory

Noise: overall Unsatisfactory 1 7 Satisfactory

Comfort: overall Unsatisfactory 1 7 Satisfactory

Design Unsatisfactory 1 7 Satisfactory

Needs Unsatisfactory 1 7 Satisfactory

Health (perceived) Less healthy 1 7 More healthy

Image to visitors Poor 1 7 Good

Productivity (perceived) Decreased -20% +20% Increased

0% © Building Use Studies 2006

Figure 3: An example of easily- #OMPREHENSION AND NEEDS OF USERS DIFFER AND MANY ARE FEARFUL OF STATISTICS4HE
understandable occupancy RED AMBER AND GREEN SYSTEM IS GOOD ENOUGH FOR MOST BUT SPECIALISTS WILL ALSO
survey data. Benchmarks are
represented by the line through WANT TO KNOW ABOUT FOR EXAMPLE SIGNIFICANCE TESTS AND SAMPLING SO A DETAILED
each variable. It is preferable to EXPLANATION SHOULD BE AVAILABLE ABOUT THE METHOD APPROACH AND ASSUMPTIONS
use survey methods that rely
on public-domain benchmarks.
(Example summary charts for a
3OME OF THESE TECHNICAL CRITERIA ARE IMPORTANT &OR EXAMPLE ALTHOUGH SOME
school are available on ORGANISATIONS LIKE "UILDING 5SE 3TUDIES CAN CARRY OUT INTERNET BASED SURVEYS
www.usablebuildings.co.uk/ WHEN ASKED THEY PREFER TO USE TRADITIONAL HAND OUT AND COLLECT METHODS
6944SummaryChart/ BECAUSE RESPONSE RATES ARE MUCH HIGHER AND THE CHANCE OF BIAS IN THE RESULTS IS
SummaryChartAll.html)
LESSENED4HE RESEARCHER ALSO GETS TO SEE THE BUILDING PROPERLY AND MEETS THE
USERS

4HE QUALITY AND AMOUNT OF BENCHMARK DATA WILL VARY ACCORDING TO THE
QUESTION AND THE TYPE OF BUILDING7HATEVER SURVEY METHOD IS USED THE RESULTS
OF EACH QUESTION SHOULD BE MEASURABLE AGAINST BENCHMARK UPPER AND LOWER
LIMITS

94 HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK

© BSRIA BG 1/2007
 Part 5

)DEALLY THE SURVEY PROVIDER SHOULD BE ABLE TO SHOW EVIDENCE OF BENCHMARK See Appendix F: Principles of Go to page 113
DATASETS PREFERABLY IN THE PUBLIC DOMAIN "EWARE BENCHMARK DATA THAT IS percentiles
CONFIDENTIAL TO THE SURVEY PROVIDER AND WHICH HAS NOT BEEN SUBJECT TO PEER See Appendix G: Components of Go to page 114
REVIEW OR PUBLIC SCRUTINY benchmarking
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5.3 Project feedback tools

4HE OPEN LOOP BETWEEN CLIENT EXPECTATION DESIGN ASPIRATION AND PERFORMANCE
IN USE WILL CAN BE CLOSED BY USING FEEDBACK TOOLS ! VARIETY OF TECHNIQUES ARE For details of the latest public
AVAILABLE TO CLIENTS AND DESIGNERS TO ENABLE FEEDBACK TO HAPPEN AT BOTH THE domain feedback tools, go to
www.usablebuildings.co.uk.
DESIGN AND POST COMPLETION STAGES OF A PROJECT

4HE FEEDBACK TOOLS DESCRIBED BELOW HAVE BEEN ASSEMBLED BY THE 5SABLE
"UILDINGS 4RUST 5"4 4HE LIST IS NOT EXHAUSTIVE BUT DOES COVER THE MAIN
METHODS AVAILABLE AT THE TIME OF PUBLICATION !S THEY ARE BEING CONSTANTLY
DEVELOPED AND ADDED TO THE READERS SHOULD CHECK THE LATEST PORTFOLIO OF
TECHNIQUES ON THE 5"4 WEBSITE

AMA Workware Toolkit

!-! 7ORKWARE IS A PACKAGE OF TECHNIQUES WHICH MAY BE USED SEPARATELY OR For details go to
TOGETHER )T ASSISTS DECISIONS ON THE BRIEF FOR NEW SPACE IN OFFICES AND OTHER www.aleximarmot.com
BUILDINGS THAT REQUIRE WORKSPACE )T HELPS MAKE POSITIVE CHANGES TO SUPPORT AN
ORGANISATIONS GOALS AND OBJECTIVES

4HE METHOD SUPPORTS CLIENTS AND BUILDING USERS WHO WISH TO IMPROVE THE
EFFECTIVENESS AND EFFICIENCY OF AN EXISTING SPACE OR TO IMPROVE A FUTURE PROJECT
)T CAN BE USED TO HELP CREATE A BRIEF AND PLAN FOR CHANGE TEST HOW FAR
OBJECTIVES HAVE BEEN MET AND IDENTIFY ANY IMMEDIATE MINOR OR FUTURE MAJOR
CHANGES THAT COULD ENHANCE USER BENEFITS

4HE METHOD HAS FOUR MAIN STAGES

● ! SPACETIME UTILISATION SURVEY GENERALLY OVER A WEEK OF ALL SPACES FOR WORK
MEETINGS SOCIAL AMENITY AND SUPPORT &OUR MAIN ACTIVITIES CAN BE CHARTED WITH
SUBDIVISIONS FOR DESK BASED ACTIVITIES

● ! USER OPINION QUESTIONNAIRE INCORPORATING A DIARY ON HOW WELL THE WORK

ENVIRONMENT PERFORMS AND SUPPORTS WORK EFFECTIVENESS

● ! SPACE ANALYSIS EITHER BASED ON DRAWINGS ALONE OR ON A WALK THROUGH TO

ESTABLISH THE EXISTING PATTERN OF SPACE USE AND DENSITY OF OCCUPATION

● )NTERVIEWS GROUP DISCUSSIONS AND VISITS TO IDENTIFY CURRENT AND FUTURE

REQUIREMENTS OPINIONS PROBLEMS AND OPPORTUNITIES AND TO AGREE CHANGE

4HE QUESTIONNAIRE TOOL HAS SOME SIMILARITIES TO THE "UILDING 5SE 3TUDIES Go to 97
/CCUPANT 3URVEY AND THE /VERALL ,IKING 3CORE SEE BELOW BUT IS NOT DIRECTLY
COMPATIBLE WITH EITHER METHOD AT THE TIME OF WRITING

4HE METHOD IS SUITABLE FOR WORK BUILDINGS n PREDOMINANTLY OFFICES n BUT IT

CAN ALSO BE APPLIED TO OTHER BUILDING TYPES INCLUDING LIBRARIES HOSPITALS
UNIVERSITIES AND COURTS

4HE !-! 7ORKWARE 4OOLKIT WAS DEVELOPED BY !-! !LEXI -ARMOT !SSOCIATES
AND HAS BEEN IN REGULAR USE SINCE 

HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK 95

© BSRIA BG 1/2007
 Whole Building Functionality and Serviceability
4HE !MERICAN 3OCIETY FOR 4ESTING AND -ATERIALS 3TANDARDS !34-3 HAS
DEVELOPED A METHOD OF DEFINING THE FUNCTIONAL REQUIREMENTS OF AN OCCUPANT
GROUP RATING THE CAPABILITY OF A BUILDING OR FACILITY AND CHECKING THE MATCHES
OR MISMATCHES4HE PERFORMANCE BASED APPROACH HAS BEEN DEVELOPED IN
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

#ANADA AND THE 53! TO RATE BUILDING PERFORMANCE

4HE TOOL COMES WITH "EST&IT SOFTWARE TO FIND THE BEST MATCH BETWEEN PEOPLE
AND BUILDINGS )T IS APPLICABLE FOR ALL BUILDING SECTORS BUT MAY BE MOST USEFUL
ON COMPLEX PROJECTS WITH RIGOROUS REQUIREMENTS

4HE METHOD COVERS

● 3TATEMENTS OF REQUIREMENTS AND GOALS

● 2ELATIVE IMPORTANCE

● 4HRESHOLDS AND RISK

● 5SER FACILITIES MANAGER AND OCCUPIER PRIORITIES

● !UDITING

● )NDICATORS OF SERVICEABILITY AND SERVICE LIFE

Design Quality Method

4HE $ESIGN 1UALITY -ETHOD $1- DEVELOPED BY THE "2% IS A WALK
THROUGH SURVEY AND SCORECARD TOOL )T IS USED BY ALL 5+ AUDITING AUTHORITIES TO
ASSESS THE DESIGN QUALITY AND VALUE FOR MONEY OF EDUCATIONAL AND HEALTH
BUILDINGS

$EVELOPMENT IS ONGOING4HE RESULTS OF SURVEYS ARE AVAILABLE FROM .ATIONAL

!UDIT /FFICE PUBLICATIONS

BREEAM
4HE "UILDING 2ESEARCH %STABLISHMENT %NVIRONMENTAL !SSESSMENT -ETHOD
"2%%!- IS A BUILDING RATING METHODOLOGY WITH AN EMPHASIS ON ASSESSING THE
ENVIRONMENT EFFECTS OF DESIGN DECISIONS4HE SCHEME WAS ORIGINALLY DEVELOPED
FOR OFFICES BUT HAS BEEN EXTENDED TO APPLY TO MANY DIFFERENT TYPES OF NEW AND
REFURBISHED BUILDINGS INCLUDING SCHOOLS SHOPS AND PRISONS4HE .(3
%NVIRONMENTAL !SSESSMENT 4OOL .%!4 TOOL FOR THE HEALTH SECTOR IS BASED ON
Go to page 100 "2%%!-

"2%%!- IS USED MOSTLY DURING THE DESIGN STAGE AND FOR POST COMPETITION
CHECKS )T CAN ALSO BE USED TO REVIEW MANAGEMENT AND OPERATION PROCEDURES
BUT THERE IS LITTLE USE OF THE METHOD FOR QUANTIFYING ACHIEVED PERFORMANCE
! SYSTEM OF CHECKLISTS AND SCORECARDS ENABLES TRAINED ASSESSORS TO RATE BUILDINGS
ON THE BASIS OF ENVIRONMENTAL WEIGHTINGS AND CERTIFICATES ARE AWARDED TO THE
BUILDINGS

BREEAM Schools
"2%%!- 3CHOOLS IS A VERSION OF "2%%!- TAILORED FOR SCHOOLS INTRODUCED IN
 "2%%!- 3CHOOLS ADDRESSES A RANGE OF ENVIRONMENTAL CONSIDERATIONS IN A
SIMPLE EASY TO UNDERSTAND AND FLEXIBLE WAY )T ALSO HELPS DESIGN TEAMS IDENTIFY

96 HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK

© BSRIA BG 1/2007
 Part 5

AND ADDRESS ENVIRONMENTAL ISSUES DURING THE DESIGN AND CONSTRUCTION PHASES

4HE METHODOLOGY IDENTIFIES DESIGN DECISIONS THAT MAY HARM OR ENHANCE THE
ENVIRONMENT UNDER EIGHT BROAD HEADINGS MANAGEMENT ENERGY USE WATER
HEALTH AND WELL BEING POLLUTION TRANSPORT LAND USE AND ECOLOGY AND MATERIALS
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

AND WASTE

"Y ADOPTING MEASURES IN RESPONSE TO THE ABOVE ISSUES DESIGNS ARE AWARDED More details about BREEAM
CREDITS4HE NUMBER OF CREDITS ACHIEVED IS USED TO CALCULATE AN OVERALL SCORE FOR Schools are at www.breeam.org/
schools.html.
THE BUILDING WHICH IS TRANSLATED INTO A "2%%!- 3CHOOLS RATING OF 0ASS 'OOD
6ERY 'OOD AND %XCELLENT

BUS occupant survey and reporting method

4HE "UILDING 5SE 3TUDIES "53 OCCUPANT SURVEY AND REPORTING METHOD IS A An example of an empirical
occupancy survey questionnaire
QUESTIONNAIRE BASED SURVEY AND BENCHMARKING TOOL FOR RAPID AND can be obtained on request from
COMPREHENSIVE STUDY OF USER NEEDS !DAPTABLE FOR A RANGE OF BUILDING TYPES IT Adrian Leaman at Building Use
COMPRISES A SELF COMPLETION OCCUPANT QUESTIONNAIRE THE RESULTS FROM WHICH Studies,www.usablebuildings.co.uk.
CAN BE COMPARED TO A NATIONAL BENCHMARK DATABASE

4HE "53 WILL CARRY OUT A SURVEY ON A CONSULTANCY BASIS OR WILL MAKE IT
AVAILABLE TO DESIGNERS ARCHITECTS AND UNIVERSITY RESEARCH TEAMS UNDER LICENCE

4HE SURVEY METHOD CAN BE USED AS THE BASIS FOR OCCUPANT SURVEYS EITHER ALONE
OR IN CONJUNCTION WITH OTHER TECHNIQUES AS PART OF POST OCCUPANCY EVALUATION
OR DIAGNOSTIC PERFORMANCE STUDIES

4HE TECHNIQUE IS AVAILABLE IN THE PUBLIC DOMAIN ALTHOUGH A LICENCE IS REQUIRED

TO USE THE SYSTEM4HIS WAS INTRODUCED TO HELP ENSURE THAT DATA FILES PRODUCED
BY THE SURVEY QUESTIONNAIRE WERE PROPERLY INCORPORATED IN THE BENCHMARKING
SYSTEM QUALITY CONTROL WAS MAINTAINED AND TO ENSURE THAT LICENCEES FEED BACK
THEIR COMMENTS TO HELP WITH CONTINUOUS DEVELOPMENT OF THE METHODOLOGY

"53 MAINTAINS A COMPREHENSIVE SET OF  BENCHMARKS FOR THE 5+ AND

!USTRALIA INCLUDING COMFORT HEALTH PRODUCTIVITY CONTROL QUICKNESS OF
RESPONSE FURNITURE AND SPACE4HE BENCHMARKS ARE BASED ON THE MOST RECENT
 BUILDINGS STUDIED AND ARE UPDATED ANNUALLY

"UILDING 5SE 3TUDIES WAS A CO FOUNDER OF THE 5SABLE "UILDINGS WEBSITE

WWWUSABLEBUILDINGSCOUK

Design Quality Indicators (DQI)

4HE $ESIGN 1UALITY )NDICATOR $1) TOOL COMPRISES A QUESTIONNAIRE DESIGNED
TO SUIT A WIDE RANGE OF PEOPLE AT ALMOST ANY STAGE IN THE LIFE CYCLE OF A
BUILDING )T IS PRINCIPALLY USED TO COLLECT VIEWS ON COMPLETED BUILDINGS FROM
ANYBODY AFFECTED NOT ONLY CLIENTS OCCUPIERS AND MANAGERS BUT ALSO LOCAL
RESIDENTS PASSERS BY AND OTHER STAKEHOLDERS

4HE $1) METHOD IS USEFUL AT THE DESIGN STAGE TO HELP EXTRACT THE REACTIONS OF
THE CLIENT DESIGNERS AND ANYBODY ELSE TO A DEVELOPING DESIGN "EING DEVELOPED
AND CHAMPIONED BY THE #ONSTRUCTION )NDUSTRY #OUNCIL #)# MEANS THAT THE
METHOD HAS SUBSTANTIAL POLITICAL AND INSTITUTIONAL SUPPORT

4HE $1) TOOL WAS DEVELOPED BY THE 5NIVERSITY OF 3USSEX WITH GUIDANCE BY
THE #ONSTRUCTION )NDUSTRY #OUNCIL AND STEERING COMMITTEE MEMBERS!SPECTS
OF THE TOOL HAVE THEIR ROOTS IN TECHNIQUES USED BY .(3 %STATES $1)S WERE

HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK 97

© BSRIA BG 1/2007
 FIRST TESTED IN  WITH FULL SCALE TESTS CARRIED OUT BY WITH  ORGANISATIONS IN
A TRAILBLAZING SCHEME BETWEEN *ULY  AND *UNE 

For further information e-mail 4HE $1) TOOL COMPRISES A SELF COMPLETION QUESTIONNAIRE )NITIAL QUESTIONS ON
dqi.cic.org.uk. THE TYPE AND PURPOSE OF THE BUILDING ARE FOLLOWED BY ABOUT  MAIN QUESTIONS
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

ON SIX POINT SCALES4HESE ARE GROUPED INTO THREE MAIN COMPONENTS

● &UNCTIONALITY COVERING USE ACCESS AND SPACE

● "UILD QUALITY COVERING PERFORMANCE ENGINEERING SYSTEMS AND CONSTRUCTION

● )MPACT INCLUDING FORM AND MATERIALS THE INTERNAL ENVIRONMENT URBAN AND
SOCIAL INTEGRATION CHARACTER AND INSPIRATION

!T THE END OF EACH SECTION RESPONDENTS HAVE TO PRIORITISE SUB ISSUES BY

ALLOCATING POINTS

!T THE END OF THE DOCUMENT RESPONDENTS ARE ASKED TO PRIORITISE THE THREE
COMPONENTS AGAIN BY ALLOCATING POINTS4HEY ARE ALSO ASKED TO NAME THE THREE
PRINCIPAL INDICATORS THEY MIGHT WISH TO USE TO IDENTIFY WHETHER THE PROJECT HAD
ACHIEVED ITS AIMS4HE PROJECT TEAM IS ALSO ASKED ABOUT THE CONSTRAINTS AND
ENABLERS OF THE PROJECT SPECIFICALLY TIME COST AND RESOURCES

!T THE TIME OF WRITING A $1) ASSESSMENT REQUIRES THE ASSISTANCE OF A FACILITATOR

4HE #)# CAN FIND ONE OR AN INDIVIDUAL CAN BE SENT ON A TWO HOUR TRAINING
COURSE

Design Quality Indicators for Schools

4HE $ESIGN 1UALITY )NDICATORS FOR 3CHOOLS METHOD PROVIDES A SPECIFIC
FRAMEWORK FOR THE ASSESSMENT OF SCHOOL DESIGN )T IS USED TO ASSIST TEACHERS
PUPILS PARENTS SCHOOL GOVERNORS AND PEOPLE FROM THE LOCAL COMMUNITY LOCAL
AUTHORITY CLIENTS AND BUILDING PROFESSIONALS ACHIEVE DESIGN EXCELLENCE IN NEW OR
REFURBISHED SCHOOLS

)N THE INITIAL STAGE THE $1) FOR 3CHOOLS CAN BE USED TO HELP A GROUP OF
STAKEHOLDERS FORM A CONSENSUS ABOUT PRIORITIES AND AMBITIONS FOR THE DESIGN
BRIEF4HE TOOL CAN THEN BE USED BY THE GROUP DURING THE DESIGN PHASE TO ASSESS
WHETHER THE BUILDING WORK MEETS THE OBJECTIVES

/NCE THE BUILDING WORK IS COMPLETED AND THE SCHOOL IS IN USE THE $1) FOR
3CHOOL TOOL CAN BE USED TO ASSESS HOW WELL IT FUNCTIONS IN RELATION TO THE INITIAL
OR REVISED AMBITIONS OF THE STAKEHOLDER GROUP

4HE $1) FOR 3CHOOLS CONTAINS QUESTIONS ON THE TYPE AND PURPOSE OF THE
BUILDING GROUPED INTO THREE SECTIONS

For further information see 4HE $1) FOR 3CHOOLS TOOL ALSO PROVIDES FEEDBACK FOR BENCHMARKING AND FOR
www.dqi.org.uk/schools THE BRIEFING OF FUTURE PROJECTS

4HE PROCESS REQUIRES A FACILITATOR4HE #)# CAN IDENTIFY ONE ON BEHALF OF AN

ORGANISATION OR AN INDIVIDUAL CAN BE SENT ON A TWO HOUR TRAINING COURSE

Energy Assessment and Reporting Method

4HE %NERGY !SSESSMENT AND 2EPORTING -ETHOD IS PUBLISHED BY THE #HARTERED
)NSTITUTION OF "UILDING 3ERVICES %NGINEERS AS CIBSE Technical Memorandum 22

98 HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK

© BSRIA BG 1/2007
 Part 5

4HE METHOD IS A SYSTEMATIC WAY OF UNDERTAKING AN ENERGY SURVEY REPORTING THE

RESULTS AND CALCULATING LIKELY SAVINGS FROM CHANGES IN USE TECHNOLOGY OR
MANAGEMENT

4HE %NERGY !SSESSMENT AND 2EPORTING -ETHOD USES A THREE STAGE METHOD FOR
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

COLLECTING AND REPORTING ANNUAL ENERGY CONSUMPTION COST AND CARBON DIOXIDE
EMISSIONS DATA

● 3IMPLE FOSSIL FUEL AND ELECTRICITY CONSUMPTION INDICES PER SQUARE METRE OF
FLOOR AREA

● !LLOWANCES FOR SPECIAL BUILDING AND ENERGY USES

● $ETAILED ASSESSMENT OF BUILDING AND SYSTEM PERFORMANCE

4HE %NERGY !SSESSMENT AND 2EPORTING -ETHOD IS USEFUL AT ANY TIME IN THE
INCEPTION DESIGN DEVELOPMENT AND RUNNING OF A BUILDING4HE TECHNIQUE CAN
BE USED TO SUMMARISE DESIGN INFORMATION AND PREDICTIONS AND AS A CRADLE TO
GRAVE BENCHMARKING TOOL

4HE TIME NEEDED FOR A FULL TM22 STUDY DEPENDS ON THE AVAILABILITY OF
INFORMATION PARTICULARLY ON BUILDING FLOOR AREA AND ENERGY CONSUMPTION4HE
METHOD IS PROGRESSIVE AND ITERATIVE SO USERS GET USEFUL RESULTS IN RELATION TO THE
EFFORT PUT IN )F GOOD BACKGROUND DATA IS AVAILABLE USERS WILL BEGIN TO GET USEFUL
RESULTS WITHIN AN HOUR OR SO $ETAILED ANALYSIS AND REPORTING CAN TAKE LONGER

4HE METHOD IS POWERFUL AND RELATIVELY QUICK AND EASY TO USE ONCE IT IS FAMILIAR
(OWEVER EXPERIENCE SUGGESTS THAT PEOPLE ARE NOT GOOD AT LEARNING IT FOR
THEMSELVES THEY NEED TRAINING BY AN EXPERIENCED USER BUT IDEALLY A NEW
USER SHOULD WORK WITH AN EXPERIENCED USER ON TWO OR THREE SURVEYS TO BUILD
UP CONFIDENCE

4HE %NERGY !SSESSMENT AND 2EPORTING -ETHOD IS QUOTED IN !pproved

Document L2 OF THE  Building Regulations AND IS AN ELEMENT OF THE Part L
Compliance Toolkit PUBLISHED BY THE #)"3%

Healthcare Design Quality Assessment Method

4HE (EALTHCARE $ESIGN 1UALITY !SSESSMENT -ETHOD ($1!- HAS BEEN
DEVELOPED FOR THE ANALYSIS OF DESIGN QUALITY IN HEALTHCARE BUILDINGS WITH AN
EMPHASIS ON HEALTHCARE NEEDS AND THE CONTEXT OF DELIVERY OF HEALTHCARE
SERVICES4HE METHOD IS USEFUL FOR A RANGE OF BUILDING TYPES THAT USED FOR
HEALTHCARE

4HE SYSTEM WAS DEVELOPED FOR THE %UROPEAN (EALTH 0ROPERTY .ETWORK !
SECOND PHASE OF DEVELOPMENT WAS BEGUN IN 4HUS FAR THE METHOD HAS
BEEN USED ON BUILDINGS IN &INLAND 4HE .ETHERLANDS .ORWAY .ORTHERN
)RELAND AND )RELAND

4HE ASSESSMENT INVOLVES AN ON SITE CASE STUDY WITH WALK THROUGH STRUCTURED
INTERVIEWS QUESTIONNAIRES AND AN OVERNIGHT STAY IN THE BUILDING

Higher Education Design Quality Forum

4HE (IGHER %DUCATION $ESIGN 1UALITY &ORUM (%$1& IS A POST OCCUPANCY
EVALUATION METHOD BASED ON A REVIEW OF UNIVERSITY BUILDINGS BASED ON
FACILITATED SEMINARS APPROXIMATELY ONE YEAR AFTER OCCUPATION )T WAS DEVELOPED

HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK 99

© BSRIA BG 1/2007
 BY THE 2)"! $ESIGN 1UALITY &ORUM WITH DE -ONTFORT 5NIVERSITY

4HE METHOD REQUIRES AN INTENSIVE DAY OF INTERVIEWS DISCUSSION AND DATA

COLLECTION WITH TEAMS INVOLVED IN BRIEFING DESIGN CONSTRUCTION OCCUPATION AND
MANAGEMENT4HE TOOL IS BEST USED SHORTLY AFTER THE COMPLETION OF A PROJECT
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

AND TYPICALLY WITHIN THE FIRST YEAR OF OCCUPANCY

For more details, download reports 4HE (%$1& MEETS THE REQUIREMENT OF THE (IGHER %DUCATION &UNDING
on the methodology from #OUNCIL FOR %NGLAND (%&#% FOR POST PROJECT REVIEWS !T THE TIME OF
www.usablebuildings.co.uk/fp/
index.html WRITING THE TOOL IS NOT WIDELY USED BUT HAS THE POTENTIAL TO BE THE DEFAULT
TECHNIQUE THAT MEETS (%&#% REQUIREMENTS

For more information on Learning Learning From Experience

from Experience, contact David
Batholomew Associates at ,EARNING FROM %XPERIENCE ,&% IS A HANDBOOK ON HOW TEAMS CAN LEARN FROM
[email protected] EXPERIENCE4HE PROCEDURE WAS DEVELOPED IN  BY $AVID "ARTHOLOMEW
!SSOCIATES

,EARNING &ROM %XPERIENCE INVOLVES A METHOD OF FACILITATING INTERVIEWS AND

DISCUSSIONS IN WHICH A TEAM LEARNS FROM EXPERIENCE IN A POSITIVE AND NON
CONFRONTATIONAL MANNER4HE ,EARNING &ROM %XPERIENCE -ANUAL DESCRIBES
TECHNIQUES FOR RESOURCING SETTING UP RUNNING LEADING AND REPORTING ON ONE OR
MORE FEEDBACK WORKSHOPS ANDOR INTERVIEWS TO LEARN FROM THE EXPERIENCE OF A
TEAM

4HE PROCESS IS USEFUL AT ANY TIME BUT IN PARTICULAR

● "EFORE STARTING ON A PROJECT FORESIGHT REVIEWS

● 7HILE UNDERTAKING A PROJECT INSIGHT REVIEWS

● 7HEN A PROJECT IS OVER HINDSIGHT REVIEWS 

4YPICALLY THERE ARE FIVE PHASES TO AN EXERCISE PLANNING GATHERING INFORMATION

CREATING KNOWLEDGE SHARING KNOWLEDGE AND APPLYING THAT KNOWLEDGE

Medical Architecture Research Unit (MARU) Evaluation Studies

4HE EVALUATION STUDY METHOD INVOLVED A RANGE OF TECHNIQUES FOR HEALTH
BUILDING EVALUATION )T WAS DEVELOPED FOR HEALTH BUILDINGS BASED UPON THE
DHSS Health Buildings Evaluation Manual

4HE -!25 APPROACH IS APPLICABLE FOR BRIEFING POST OCCUPANCY ASSESSMENT

AND STRATEGY DEVELOPMENT

4HE -!25 RUNS -3C COURSES IN 0LANNING "UILDINGS FOR (EALTH #ONSTRUCTION
0ROJECT -ANAGEMENT

NHS Environmental Assessment Tool

4HE .(3 %NVIRONMENTAL !SSESSMENT 4OOL .%!4 IS A VERSION OF "2%%!-
FOR THE HEALTH SECTOR )T WAS DEVELOPED BY "2% FROM "2%%!- CHECKLISTS AND
%NERGY %FFICIENCY "EST 0RACTICE PROGRAMME DATA TO GIVE A QUANTIFIED
ENVIRONMENTAL CHECKLIST FOR EXISTING HEALTH FACILITIES

4HE APPROACH HAS THE POTENTIAL TO BE DEVELOPED FOR OTHER SECTORS

100 HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK

© BSRIA BG 1/2007
 Part 5

Overall Liking Score

4HE /VERALL ,IKING 3CORE IS AN ONLINE OCCUPANT SURVEY METHOD INITIATED BY $R
'EOFF ,EVERMORE AT THE 5NIVERSITY OF -ANCHESTER )NSTITUTE OF 3CIENCE AND
4ECHNOLOGY NOW PART OF -ANCHESTER 5NIVERSITY AND DEVELOPED FURTHER WITH
THE CONSULTANT !"3 #ONSULTING
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

4HE METHOD IS APPLICABLE TO ANY OCCUPIED BUILDING BUT MOSTLY FOR PEOPLE
UNDERTAKING DESK BASED WORK4HE METHOD PROVIDES SCORES TO ENABLE DESIGNERS
AND OCCUPIERS TO PRIORITISE REMEDIAL ACTIONS4HE SCHEME CAN ALSO BE USED IN
CONJUNCTION WITH THE CONTINUOUS COMMISSIONING SERVICE OFFERED BY !"3
#ONSULTING

4HE SURVEY METHOD INVOLVES A SURVEY OF AROUND  QUESTIONS BUT MORE ARE
OFTEN ADDED %ACH QUESTION IS ON A SEVEN POINT RATING SCALE PLUS A SEVEN POINT
IMPORTANCE SCALE4HE SCORE FOR EACH QUESTION IS THE PRODUCT OF RATING AND
IMPORTANCE NORMALISED TO A RANGE OF PLUS AND MINUS  PERCENT

4HE QUESTIONNAIRE TAKES  MINUTES OR LESS FOR EACH BUILDING OCCUPANT TO

COMPLETE!NALYSIS IS RAPID4HE METHOD IS MOSTLY USED COMMERCIALLY BY !"3
#ONSULTING SO RESULTS ARE NOT NORMALLY PUBLISHED (OWEVER THE BENCHMARKS ARE
BASED ON AROUND  BUILDINGS

Post-occupancy Evaluation in the First Year of Occupancy

$EVELOPED BY THE "2% THIS METHOD COMPRISES A CHECKLIST OF THINGS THAT NEED
TO BE DONE TO IMPROVE BUILDING PERFORMANCE IN THE FIRST YEAR OF OCCUPANCY
AND TO UNDERTAKE ANY AGREED POST OCCUPANCY EVALUATION ACTIVITY )T IS USEFUL
DURING THE PROCUREMENT OF A PROJECT TO MAKE SURE THAT DESIRED POST
OCCUPANCY EVALUATION ACTIVITIES DURING THE DEFECTS LIABILITY PERIOD ARE IDENTIFIED
AND IF CHOSEN ARE PROPERLY PLANNED RESOURCED AND SIGNED OFF

4HE METHODOLOGY CONTAINS IDEAS WHICH A CLIENT MAY WANT TO INCORPORATE IN ITS
PRE QUALIFICATION REQUIREMENTS WHEN SELECTING A DESIGN AND CONSTRUCTION TEAM
AND IN THEIR CONDITIONS OF APPOINTMENT4HE APPROACH IS RELEVANT FOR
ESTABLISHING A DIALOGUE BETWEEN THE CLIENT THE SUPPLY SIDE AND WHERE
APPROPRIATE THE USER CLIENT ON THE SERVICES THAT ARE REQUIRED AND HOW THEY WILL
BE UNDERTAKEN AND RESOURCED

! CHECKLIST ENABLES CLIENTS AND THE DESIGN AND BUILDING TEAM TO DECIDE WHICH
ACTIVITIES THEY WISH TO UNDERTAKE AND IN WHAT MANNER AND TO PREPARE FOR THEM
AS A PROJECT IS BEING BUILT ! FURTHER CHECKLIST ALLOWS THE PROJECT MANAGER TO
PROGRESS THE AGREED ACTIVITIES

4HE CHECKLISTS ARE DESIGNED FOR SELF COMPLETION 3OME PEOPLE WILL REQUIRE
ADVICE ON AT LEAST SOME OF THE TECHNIQUES THEY MAY CHOOSE AND ASSISTANCE IN
IMPLEMENTING THEM

University of Dundee Healthcare POE Method

4HE 5NIVERSITY OF $UNDEE (EALTHCARE 0/% -ETHOD IS A VERSION OF THE
"UILDING 5SE 3TUDIES OCCUPANT QUESTIONNAIRE SPECIALLY DEVELOPED FOR THE
ARCHITECTURAL ASSESSMENT OF CANCER CARE CENTRES ALTHOUGH IT HAS A WIDER USE FOR
BRIEFING AND MANAGEMENT

4HE SYSTEM WAS FIRST USED IN  AND FURTHER DEVELOPMENT IS UNDERWAY )T
COMPRISES A QUESTIONNAIRE AND INTERVIEW METHOD4HE QUESTIONNAIRE REQUIRES A
LICENCE WHICH MUST BE SIGNED IN ADVANCE

HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK 101

© BSRIA BG 1/2007
 The PROBE system
02/"% 0OST OCCUPANCY 2EVIEW /F "UILDINGS AND THEIR %NGINEERING IS A
COLLECTIVE TERM FOR THE ASSESSMENT METHODS USED IN THE POST OCCUPANCY
EVALUATION OF  NOTABLE 5+ BUILDINGS CARRIED OUT AND PUBLISHED IN Building
Services Journal BETWEEN  
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

www.usablebuildings.co.uk has 4HE 02/"% PROJECT DEVELOPED AND USED A SUITE OF ASSESSMENT PROCEDURES
most of the PROBE surveys
available for free download
INCLUDING

● ! PRELIMINARY QUESTIONNAIRE FOR THE BUILDING OR FACILITIES MANAGER

● 4HE "UILDING 5SE 3TUDIES OCCUPANT SURVEY INCLUDING A JOURNEY TO WORK MODULE

● 4HE #)"3% TM22 Energy Assessment and Reporting Methodology

● ! BUILDING ENVELOPE PRESSURE TEST TO #)"3% TM23. 4HIS CAN BE CONDUCTED

BY ANY ORGANISATION WHO IS A MEMBER OF THE !IR 4IGHTNESS 4ESTING AND
-EASUREMENT !SSOCIATION !44-! 

4HE PACKAGE OF SURVEY TECHNIQUES CAN BE USED ON ANY BUILDING BUT PRINCIPALLY
PUBLIC COMMERCIAL AND EDUCATIONAL BUILDINGS

!LL THE METHODS CAN BE USED INDEPENDENTLY BUT USED TOGETHER THEY CAN DEAL
SIMULTANEOUSLY WITH PEOPLE RELATED ISSUES AND TECHNICAL AND ENVIRONMENTAL
PERFORMANCE ISSUES IN AN EFFECTIVE AND PRAGMATIC MANNER

Soft Landings
3OFT ,ANDINGS IS AN INNOVATIVE ARRANGEMENT BETWEEN A CLIENT AND A DESIGN AND
BUILDING TEAM TO SMOOTH THE OFTEN FRAUGHT TRANSITION LEADING UP TO THE
HANDOVER OF A BUILDING 3OFT ,ANDING METHODS INCLUDE CONTRACT CLAUSES TO
SMOOTH THE TRANSITION OF A BUILDING THROUGH COMPLETION TO OCCUPANCY

4HE APPROACH WAS DEVELOPED BY A TEAM OF CONSULTANTS AND RESEARCHERS

FACILITATED BY THE %STATE -ANAGEMENT AND "UILDING 3ERVICE AT THE 5NIVERSITY OF
#AMBRIDGE AND LATTERLY TAKEN FORWARD BY -ARK 7AY AT CONSULTING FIRM 2-*-

For more details on Soft 3OFT ,ANDINGS ACHIEVES A NUMBER OF OBJECTIVES

Landings download
www.cibse.org/pdfs/
8dbordass.pdf ● )T HELPS TO BIND A TEAM TOGETHER

● )MPROVES QUALITY ASSURANCE

● 0ROVIDES BETTER CLARITY IN BRIEFING

● )NCLUDES DESIGN REVIEWS INCLUDING INSIGHT REVIEWS

● 0ROVIDES A MORE RIGOROUS SIGN OFF OF BRIEFS DESIGNS WORK ON SITE AND
COMMISSIONING TRIALS

● %NABLES CLOSER WORKING BETWEEN THE DESIGN AND BUILDING TEAM AND OCCUPIERS
AND MANAGERS

● !NTICIPATES AND AVOIDS PROBLEMS AND RESPONDS PROMPTLY AND EFFECTIVELY TO

ANY TEETHING TROUBLES WHICH REMAIN

● )NCLUDES POST OCCUPANCY REVIEW TECHNIQUES PARTICULARLY FOR OCCUPANT

102 HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK

© BSRIA BG 1/2007
 Part 5

SATISFACTION AND ENERGY PERFORMANCE

● (AS THE POTENTIAL FOR WARRANTED PERFORMANCE ON MISSION CRITICAL ITEMS

4HE 3OFT ,ANDINGS PROCESS SHOULD EXTEND OVER THE WHOLE LIFE OF A PROJECT AND
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

THEN FOR ABOUT THREE YEARS BEYOND PRACTICAL COMPLETION (OWEVER MOST OF THE
EXTRA ACTIVITY WILL BE IN IMPROVING COMMUNICATION AND UNDERSTANDING AND
ATTENDING TO ANY TEETHING PROBLEMS IN THE FIRST THREE MONTHS OR SO OF
OCCUPANCY

HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK 103

© BSRIA BG 1/2007
 Business-Focused Maintenance Toolkit
- the essential systems analysis tool for facilities managers

...It gives you Hindsight an understanding of how your plant has been run,
the likelihood of plant failures, and the risk to the business if something were
to fail
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

...It gives you Insight a greater understanding of how well your plant is
working now, and a way of measuring the performance of your maintenance
activities

It gives you Foresight you can plan cost-effective maintenance to fit your
business, allowing you to focus maintenance resources on critical plant items

The BFM guidance, sample checksheets and CD-based

automated risk-assessment forms come in a handy folder. This provides
protected storage and a place to file your maintenance assessments.

Get the BSRIA Business-Focused Maintenance Toolkit today

at www.bsria.co.uk/bookshop
 Appendix A

Maintenance labour resource

4WO OPTIONS EXIST FOR ENSURING AN ADEQUATE LABOUR MAINTENANCE RESOURCE
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

● 4HE EMPLOYMENT OF A DIRECT LABOUR FORCE

● 4HE USE OF A MAINTENANCE CONTRACTOR

,ARGE COMPLEX SITES WITH ESSENTIAL ENGINEERING SERVICES ARE MORE LIKELY TO JUSTIFY
DIRECT LABOUR ALTHOUGH THE MODERN MAINTENANCE CONTRACTOR CAN OFFER  H
PERMANENT COVER

%XAMPLES OF THE SPECIFIC OPTIONS AVAILABLE WITHIN THE BROAD CHOICES OUTLINED
ABOVE INCLUDE

● %MPLOYMENT BY THE BUILDING OWNER OR OPERATOR OF A DIRECT LABOUR FORCE THAT

MEETS DAY TO DAY PERIODIC REQUIREMENTS AND PEAK LOAD TASKS

● %MPLOYMENT OF DIRECT LABOUR FOR DAY TO DAY SPECIALIST WORK SUCH AS ON LIFTS
HIGH VOLTAGE EQUIPMENT REFRIGERATION PLANT AND PEAK LOAD TASKS UNDERTAKEN BY
SPECIALIST CONTRACTORS

● 5SE OF DIRECT LABOUR TO PROVIDE MINIMUM COVER ONLY4HIS OFFERS A FIRST AID
RESPONSE TO FAILURES AND ENSURES THAT SIMPLE ROUTINE TASKS ARE CARRIED OUT WITH
ALL OTHER MAINTENANCE UNDERTAKEN BY SPECIALIST CONTRACTORS

● !LL WORK INCLUDING MAINTENANCE MANAGEMENT RESPONSIBILITIES UNDERTAKEN BY

SPECIALIST CONTRACTORS WITH NO DIRECT LABOUR EMPLOYED BY THE BUILDING OPERATOR

4HERE ARE MANY VARIED SERVICES OFFERED BY SPECIALIST MAINTENANCE CONTRACTORS

Mobile periodic maintenance

● 3PECIALIST LABOUR ONLY

● 3PECIALIST LABOUR PLUS EMERGENCY CALL OUT

● 3PECIALIST LABOUR PLUS EMERGENCY CALL OUTS AND CONSUMABLE SPARES

● 3PECIALIST LABOUR PLUS EMERGENCY CALL OUTS CONSUMABLE SPARES AND SPECIFIED
REPLACEMENT PARTS ANDOR EQUIPMENT

● !LL THE ABOVE PLUS REPLACEMENT OF CAPITAL EQUIPMENT UP TO A SPECIFIED PRICE

LIMIT PER ITEM PER JOB OR PER ANNUM

● !S ABOVE PLUS SUPPLY OF ALL FUEL

Resident site labour

● ,ABOUR ONLY

● ,ABOUR PLUS SPECIALIST SUPPORT

● ,ABOUR PLUS SPECIALIST SUPPORT AND CONSUMABLE SPARES

● ,ABOUR PLUS SPECIALIST SUPPORT CONSUMABLE SPARES AND EMERGENCY CALL OUT

HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK 105

© BSRIA BG 1/2007
 ● ,ABOUR PLUS SPECIALIST SUPPORT CONSUMABLE SPARES EMERGENCY CALL OUTS AND
SPECIFIED REPLACEMENT PARTS ANDOR EQUIPMENT

● !S ABOVE PLUS REPLACEMENT OF CAPITAL EQUIPMENT UP TO A SPECIFIED PRICE LIMIT

PER ITEM PER JOB OR PER ANNUM
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

● !S ABOVE PLUS SUPPLY OF ALL FUEL

7HERE A MAINTENANCE CONTRACTOR IS TO BE EMPLOYED FOR LESS THAN THE WHOLE OF

THE MAINTENANCE THE BOUNDARIES OF RESPONSIBILITY MUST BE CAREFULLY DEFINED
$IVIDED RESPONSIBILITIES MUST BE AVOIDED

106 HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK

© BSRIA BG 1/2007
 Appendix B

Checklist of engineering services

!N EDITABLE VERSION
OF THIS CHECKLIST
is ATTACHED
TO THIS PDF
 !IR CONDITIONING
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

Go to page 1
 !UTOMATIC DOORS
 #ATERING
 ##46
 #ENTRAL CONTROL
 #ENTRAL REFRIGERATION
 #LOCKS
 #OLD WATER
 #OMMUNICATIONS
 #OMPUTER SERVICES
 #OOLING DISTRIBUTION
 $RYWET RISERS
 %ARTHING AND BONDING
 %MERGENCY LIGHTING
 &IRE DETECTION AND ALARM
 &IRE HOSE REELS
 &UEL SUPPLY
 'ENERAL LIGHTING
 'ENERAL SUPPLY AND EXTRACT
 (OT WATER
 (OT WATER HEATING
 ,IFTS AND VERTICAL TRANSPORT
 ,IGHTNING PROTECTION
 ,6 DISTRIBUTION
 -ECHANICAL HANDLING
 0RESSURISED WATER
 0RIMARY HEAT DISTRIBUTION
 3ECURITY
 3PRINKLERS
 3TEAM GENERATORS
 4HERMAL INSULATION
 4OILET EXTRACT
 4RANSPORT
 503
 7ARM AIR HEATING
 7ASTE DISPOSAL

4HE ABOVE SYSTEM CATAGORIES HAVE BEEN DERIVED FROM THE .ATIONAL %NGINEERING
3PECIFICATION

HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK 107

© BSRIA BG 1/2007
 C Appendix

Extract From BS 8210:1986 Section 5

Section 5. Engineering Services
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

5.2 Mechanical records

5.2.1 Documentation

Documentation should record the following as installed:

(a) the location, including level if buried, of all public service connections (e.g. fuel, gas and
cold water supplies) together with the points of origin and termination, size and materials
of pipes, line pressure and other relevant information.

(b) The layout, location and extent of all piped services showing pipe sizes, together with
all valves for regulation, isolation and other purposes as well as the results of all balancing,
testing and commissioning data;

(c) The location, identity, size and details of all apparatus and control equipment served by,
or associated with, each of the various services together with copies of any test certificates for
such apparatus where appropriate.The information with respect to size and details may be
presented in schedule form;

(d) The layout, location and extent of all air ducts showing dampers and other equipment,
acoustic silencers, grilles, diffusers or other terminal components. Each duct and each
terminal component should be marked with its size, the air quantity flowing and other
relevant balancing data;

(e) The location and identity of each room or space housing plant, machinery or apparatus.

5.2.2 Drawings

Drawings should record the following as installed:

(a) detailed general arrangements of boiler houses, machinery spaces, air-handling plants,
tank rooms and other plant or apparatus, including the location, identity, size and rating of
each apparatus.The information with respect to the size and rating can be presented in
schedule form;

(b) isometric or diagrammatic views of boiler houses, plant rooms, tank rooms and similar
machinery, including valve identification charts. It is useful to frame and mount a copy of
such drawings on the wall of the appropriate room;

(c) comprehensive diagrams that show power wiring and control wiring and/or pneumatic
or other control piping including size, type of conductor or piping used and identifying the
terminal points of each.

5.3 Electrical records

Subject to the recommendations given in 5.1, documentation should record the following,
including locations, as installed:

(a) main and submain cables, showing origin, route, termination, size and type of each
cable; cables providing supplies to specialist equipment, e.g. computers, should be identified
separately;

108 HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK

© BSRIA BG 1/2007
 Appendix C

(b) lighting conduits and final subcircuit cables, showing origin, route, termination and size
of each, together with the number and size of cables within each conduit.The drawings
should indicate, for each conduit or cable, whether it is run on the surface or concealed, e.g.
in a wall chase, in a floor screed, cast in situ, above a false ceiling etc.These drawings
should also indicate the locations of lighting fittings, distribution boards, switches, draw-in-
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

boxes and point boxes, and should indicate circuitry;

(c) location and purpose of each emergency lighting fitting including an indication of the
circuit to which it is connected;

(d) single and three-phase power conduits and final subcircuit cables showing locations of
power distribution boards, motors, isolators, starters, remote control units, socket outlets and
other associated equipment;

(e) other miscellaneous equipment, conditions and cables;

(f) lightning conductor air terminals, conductors, earth electrodes and test clamps;

(g) location of earth tapes, earth electrodes and test points other than those in f); cables
providing earth circuits for specialist equipment, e.g. computers, should be identified
separately;

Documentation should also include, when applicable:

(h) distribution diagrams or schedules to show size, type and length (to within 1 m) of each
main and submain cable, together with the measured earth continuity resistance of each;

(i) schedule of lighting fittings installed stating location, manufacturer, type or catalogue
number together with the manufacturer’s reference, voltage and wattage of the lamp
installed;

(j) Schedule of escape and emergency lighting fittings installed stating location,
manufacturer, type or catalogue number together with the manufacturer’s reference, voltage
and wattage of the lamp installed. For battery systems the position of the battery, its ampere
hour rating and battery system rated endurance in hours should be stated;

(k) Records of smoke detectors, sprinklers, fire precautions generally, as well as security
precautions (see BS 8220 : Part 1).

(l) Incoming supply details; the type of system, voltage, phases, frequency, rated current and
short circuit level, with the details of supply protection and time of operation as appropriate;

(m) Main switchgear details; for purpose made equipment this should include a set of
manufacturer’s drawings and site layout;

(n) Transformer, capacitor and power plant details; the leading details should be given, e.g.
for transformers the VA rating, voltages and type of cooling;

(o) Completion certificate, according to IEE Wiring Regulations.

5.4 Communication systems records

5.4.1 Application

The detailed recommendations given in this sub-clause apply primarily to

telecommunication, intercommunication and paging systems but much of it also applicable
to more sophisticated information systems.

HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK 109

© BSRIA BG 1/2007
 C Appendix

5.4.2 Drawings

Drawings should be in accordance with the provisions of 5.2 as appropriate, and should
shown the following as installed:
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

(a)Telephone extension wiring, exchange lines and private circuits, direct exchange lines and
coin box lines and similar communications cabling for direct speech intercommunication
systems, and for digital data communications the following;

1) Details of cable routes, sizes and types of conduits and ducts; number of cable pairs fitted
for immediate use, and also spare ways; joint boxes, sub-distribution frames and extension
instruments or other terminal apparatus (private circuit reference numbers should be shown);

2) In the case of digital communication cabling, detail of the type of cable in use ( e.g. twisted
pair, fibre optic etc), and the type of wall mounting outlet (i.e. simple type or loop – around);

3) Floor plans of telephone equipment rooms and operators’ rooms, showing location and type
of equipment; main distribution frame; batteries and charging equipment; operators’ consoles
and all associated cabling, trunking and ducts (any special provision such as anti-static or
computer flooring should be noted and floor plans should also include details of any switching
or processing equipment associated with direct speech telecommunication or digital data
communication systems);

4) Radio paging and loop systems, including routes and details and the location and details of
equipment.

5.4.3 Schedule of telephone extensions

A schedule of telephone extensions should be maintained and should include:

(a) total number of extensions;

(b) extension plan facilities;

(c) auxiliary equipment, exchange lines and coin boxes;

(d) equivalent information as in (a) to (c) above for direct speech intercommunication and
digital data communications systems;

(e) comprehensive interconnection information for the main distribution frame;

(f) master telephone extension directory, including the facilities available to each extension;

(g) special information such as extension hunting groups.

5.4.4 Schedule of radio paging systems

A schedule should be maintained for radio paging systems, to include details of:

(a) paging codes against holders’ names and extension numbers;

(b) frequency and effective radiated power of transmitter(s);

(c) transmitting frequency of call-back type pagers;

(d) special features such as emergency calling groups.

110 HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK

© BSRIA BG 1/2007
 Appendix D

Extract from the Building Regulations

Building Regulations Approved Document L2A New Buildings
Other Than Dwellings
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

Section 3: Operating and Maintenance Instructions

Criterion 5 – Providing information

82 In accordance with Requirement L1(c), the owner of the building should be provided
with sufficient information about the building, the fixed building services and their
maintenance requirements so that the building can be operated in such a manner as to use
no more fuel and power than is reasonable in the circumstances.

Building log-book

83 A way of showing compliance would be to produce information following the guidance

in CIBSE TM31 Building Logbook Toolkit.The information should be presented in
templates as or similar to those in the TM.The information could draw on or refer to
information available as part of other documentation, such as the Operation and
Maintenance Manuals and the Health and Safety file required by the CDM Regulations.

84 The data used to calculate the TER and the BER should be included in the log-book.

It would also be sensible to retain an electronic copy of the input file for the energy
calculation to facilitate any future analysis that may be required by the owner when altering
or improving the building.

HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK 111

© BSRIA BG 1/2007
 Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

112
D
E Appendix

RA
F

HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK

© BSRIA BG 1/2007
T
C
O
PY
 Appendix F

Principles of percentiles
For this scale, best values are at
the top (7 = satisfactory)
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

Mean score 7
for the study
variable. In this
example (not from
the current study), 6
the variable is
Design and the
score is 4.31
5

4
Scale mid-point

3 Benchmark dataset for the

variable, normally based on the
last 50 buildings surveyed.
Each data point is a mean
2 score for the variable from
another survey

1
0 10 20 30 40 50 60 70 80 90 100

Percentile score for Percentile score for

the scale midpoint. the study variable.
Gives the proportion of In this case, the variable
the dataset below the is Design and the
scale midpoint percentile is 33

© Building Use Studies

HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK 113

© BSRIA BG 1/2007
 G Appendix

Components of benchmarking
Variable name
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Result of significance test. The test is based on the study building

mean's relationship to both the benchmark upper and lower limits and
the scale midpoint's upper and lower limits

Test limits
Scale midpoint lower limit
Benchmark lower limit
Scale midpoint
Benchmark mean Summaries of percent values
Benchmark midpoint upper limit (percent satisfied, neutral, dissatisfied)
Benchmark upper limit

Design Significantly higher than both benchmark and scale midpoint

Count Percent
Score L L L Satisfactory 7 6 35
6.18 Benchmark 4.38 4.60 4.82 6 8 47 100
Scale midpoint 3.78 4.00 4.22 3 18
5
Study building Scale 4 0 0 0
mean midpoint 3 0 0
Percentile 99 38 2 0 0 0
Unsatisfactory 1 0 0
17 100

Frequency histogram, with counts and

Mean score for percent values for each scale class
the study building
variable based on the Scale names and classes
average valid (non-
missing and in-range)
responses for the A notional percentile score for the scale midpoint
variable
Percentile score for the mean score. This shows how the
study building compares with the benchmark data set for the
variable. For example, a percentile score of 82 means that the
study building score falls in the upper 18 percent of all values

© Building Use Studies

114 HANDOVER, O&M MANUALS, AND PROJECT FEEDBACK

© BSRIA BG 1/2007
 Available now from
BSRIA
A facilities management specification
Licensed copy from CIS: southbank, Southbank University, 20/02/2018, Uncontrolled Copy.

Specification for the Procurement

of Building services Operation
and Maintenance
Provides guidance and model clauses
when preparing a specification for
procuring a building services
maintenance regime. The purpose of
the specification is to convey relevant
information that is necessary for the
contractor to understand the nature
and extent of a client’s requirements
and the extent of constraints
attached to their delivery.

The accompanying disk contains

further guidance and provides
details of typical elements of
contracts and specifications.

Find this and other titles at

www.bsria.co.uk/bookshop

You can order BSRIA publications securely 24 hours a

day, and sample before you buy!
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