BUILT ENVIRONMENT

Correct as of June 2020

MANAGING BUILDING WORK—HANDOVER CHECKLIST

Background
All projects need to be managed effectively both prior to work commencing and during delivery
of projects to ensure Health & Safety and construction regulations continue to be fulfilled.
Please see the Built Environment Home Page on Leeds for Learning for further advice -
Managing Building Works Guidance Note 1 – Approvals ,Government guidance—Good
Estate Management for Schools / Estates Projects & Managing Building Works Guid-
ance Note 3—Holding a pre-start meeting. This guidance note provides advice on how
to ensure that premises are safe for occupation, you have the necessary safety documentation
to evidence this and understand how to safely operate and maintain any new equipment.

Why is a controlled handover of projects important?

Primarily you need to ensure that the finished work meets Health & Safety regulations and
Statutory Duties, however, a controlled handover will help you to:

 Identify / document risks and agree how to mitigate / remove them before occupation is
formalised (Practical Completion certificate issued or handover date is agreed). This
ensures the safety of everyone in your care.

 Ensure newly installed equipment is fully operational, commissioning certification is

complete and staff can manage equipment effectively before it starts operation.

 Confirm that the finished product meets your original brief and specific operational needs.

 Identify any operational constraints / changes to responsibilities for the school and make
sure staff understand future maintenance requirements.

 Update your Insurance provider and / or advise the building owner that work is complete
and you have taken possession so cover can be updated.
School management procedures
As the project approaches the agreed completion date, there are some key points you should
discuss with your contractor / consultant prior to a formal handover of the works so that every-
one’s expectations are understood clearly.
 Confirm the date for the work to be handed over or the consultant to issue a Practical Com-
pletion Certificate.
 Agree the day before to conduct a final walk-round with the contractor / consultant (N.B. If
the area is still under construction you will need to wear personal protective equipment
(PPE) and follow the contractors’ safety instructions).
 Check that fire exits will be usable (doors function, pathways are accessible / safe), that
rooms are safe for pupils to occupy,. Discuss and record any concerns that need addressing
before you can occupy, making it clear if there are any safety areas that would prevent your
occupation. Agree when any such issues will be resolved and, if this is not by the
completion date, set a new one. (N.B. do not be pushed into occupying all / parts of a
building if there are any safety issues). Seek advice from your consultant about practical
completion and cases when partial occupation may be appropriate.
 Agree when the Operation & Maintenance manuals will be released and ,if this is not before
handover, agree areas requiring Quick Guides & staff training so key equipment — fire,
security, disabled toilet and refuge alert alarms, boiler and other plant, electrical systems
etc. can be operated.
 Agree the safety certification that you expect to receive before occupation to ensure
compliance —see Appendix 1 checklist.

Conclusion of works
Review the handover list to make sure you track delivery of all necessary documentation and
chase up information.
You should also review and update -
 Your Fire Risk Assessment and your Fire Management Plan if any fire routes have changed.
You should retain copies of Fire Strategy documents or plans with your risk assessment and
document any operational restrictions to the use of buildings (e.g. areas to be kept sterile
such as under stairs, maximum occupancy numbers for rooms).
 Your list of Statutory Tests & Inspections to incorporate any new equipment and servicing
requirements. A list of testing and inspection duties is available to download from the Built
Environment Home Page on Leeds for Learning.
In the case of LCC owned / leased sites, you must provide as-built plans and Operation &
Maintenance files to Built Environment Team so that records and CAD plans can be updated and
compliance with statutory duties can be established.

Where to find out more about our full range of services:

www.leedsforlearning.co.uk

Contact Us On:
Tel: 0113 37 86398
Email: CS.builtenvironment@leeds.gov.uk

BUILT ENVIRONMENT
 HANDOVER CHECKLIST FOR SCHOOL PROJECTS
(Information required PRIOR to occupation)

FIRE SAFETY
 Escape signage for exits routes & for exit doors
 All internal routes to exits and from final exits to the assembly points are accessible / safe
 Signs identifying fire evacuation lifts and refuge areas are in place
 Fire stopping and door certification by specialist contractor provided. All fire doors labelled
with blue mandatory badges
 Refuge communication systems – certificates and user training.
 Sprinkler schematic within the pump room, user training and Zurich / Insurer sign off,
including review of completed test data
 Suppression systems (e.g. IT or kitchen canopy) certificates and user training
 A fire alarm zone plan located by the fire alarm in the main entrance
 Fire alarm completion certificates, audibility confirmation, and user training
 Fire Alarm link to monitoring station is fully functional (Webway device or Red Care line)
 Fire extinguishers fixed in place throughout the building
 Emergency lighting certificates and user training
 Final fire strategy document and associated as built plans (including designed routes for
evacuation) have been provided (NB. Building Regulation requirement)

MECHANICAL
 Hydraulic tests for domestic and cold water systems
 L8 compliance and temperature test results for hot water
 Trace heating certificates
 Air handling plant test certificates and user training (including kitchen)
 DHWS and CWS chlorination certificates
 Ventilation / air conditioning commissioning certificates and user training
 Ductwork cleanliness confirmation
 Drainage test results
 BMS, ventilation, water systems, heating etc. user training.
 Gas safety certification including testing & purging certificate, landlord’s certificates and
appliance commissioning reports
ELECTRICAL
 Electrical test certificates
 Internal and external lighting certificates
 Lightning protection completion certificates
 Intruder alarm / security systems / door access systems certificates and user training
 Disabled toilet alarm certificates and user training
 Electrically operated shutters (e.g. kitchen) certificates and training
 Lift completion certificates and user training
 Lift emergency telephone line is connected and operational
BUILDING GENERAL
 Man safe / fall arrest systems – certificates and user training
 Acoustic testing certificates
 Meter readings
 Planning consent and Building control sign off documentation (N.B. copy to building owner)
 List of staff training undertaken on new systems / services.
 Keys and access fobs all labelled
 O & M manual and as built plans (LA owned / leased sites copy to be sent to LCC to update records)
 Asbestos register updated

BUILT ENVIRONMENT