UNIVERSITY OF VIRGINIA · FACILITIES MANAGEMENT
Facilities Planning & Construction Department
TURNOVER PROCESS
May 11, 2010
SUBJECT: The turnover that occurs when operational and maintenance responsibility for a
system, area, building or component is turned over from the UVa Project Staff to the UVa
organization responsible for the operation and maintenance of that asset (depending on the
project, this will be Energy & Utilities, Operations and Maintenance or Health System Physical
Plant). This typically happens in conjunction with Substantial Completion and Beneficial
Occupancy.
PURPOSE: The Turnover Process is designed to improve the turnover of projects – new
buildings, renovated buildings, partial building renovations, phased turnover, etc. It provides a
set of standard procedures and protocols for the process. It is designed to be part of the
independent commissioning process.
APPLICABILITY: The Turnover Process applies to all systems, areas, buildings or
components that are turned over in academic, utility or health system projects with a project
value of $5 million dollars or greater (or as designated by FP&C).
IMPLEMENTATION: This process is in full effect beginning on September 1, 2008 for all
applicable new projects or projects where the construction activity is equal to or less than 50%
complete as measured by the Contractor(s) invoices. Refer to Attachment 2, the Transition
Plan for further implementation information.
Turnover Process R4 (R4 changes underlined)
Page 1
May 11, 2010
Turnover Process:
1. The Turnover Process is the means by which the Project Team works with the applicable
O&M organization to:
1.1.
1.2.
1.3.
1.4.
Get their input to the design
Have their participation in reviews during the construction and commissioning
Conduct training
Provide a Turnover Package
2. The Turnover Package is a record of the information required to properly operate and
maintain the system, area, building or component that is being turned over from the UVa
Project to the UVa applicable O&M organization. A properly documented turnover has the
following benefits:
2.1. Provides the O&M organization the information required to effectively and efficiently
operate and maintain the systems, areas, buildings or components that are being turned
over.
2.2. Documents the status of the systems, areas, buildings or components at the point of
turnover, including the status of any incomplete work.
2.3. Reduces warranty call backs that may arise because of insufficient training or
documentation.
2.4. Supports energy efficiency goals and LEED certification.
3. Every project over $5 million, or otherwise designated, shall have an O&M representative,
the Operations and Maintenance Liaison, who will be requested by the Project Team and
assigned by the applicable O&M Management to be the liaison between the project and the
O&M organization. This person shall be knowledgeable about the O&M organization and be
empowered to represent (with appropriate consultation and approvals) the interests of the
O&M organization. This person shall participate in key project meetings and reviews and
assure that O&M participates and input is provided during:
3.1. Review of Schematic Documents
3.2. Review of Preliminary Documents
3.3. Review of Construction Documents
3.4. Pre-installation meetings
3.5. Commissioning/Systems testing
3.6. Training
3.7. Creation of Turnover Package
3.7.1. Work with the Project PM to define requirements from the Checklist for this
project.
3.7.2. Manage package development for items that are O&M’s responsibility.
2
May 11, 2010
4. In conjunction with the normal document review process, the Office of the University
Building Official (ASBO) will chair meetings at schematic and preliminary design where FM
(O&M, E&U, HSPP as applicable) personnel will present their review comments.
5. All turnovers shall be defined and documented in a Turnover Package. As early as possible in
the project, the turnover systems, areas, buildings or components and their sequencing shall
be established by the Project Team. Refer to Attachment 1 for the Turnover Package
Checklist. The turnover package provides:
5.1.
5.2.
5.3.
5.4.
5.5.
5.6.
5.7.
5.8.
Definition of what is being turned over
Details of the status of the turnover
Record of training performed
Record of tests and commissioning performed
Record of O&M procedures and status of Maximo input
Status of key documents required for O&M
O&M leadership’s acknowledgement that Turnover has occurred
Status of all warranty claims including those initiated by the UVa organization
responsible for operation and maintenance of the asset.
6. The Turnover Package will typically be assembled by the Commissioning Agent (where a
CxA is used, otherwise by the Project Team) from the data supplied by various parties during
the conduct of the project. A template has been developed showing the Turnover Process and
Package in the draft commissioning specification for the Ivy Translational Research
Building.
7. O&M manuals, submittals, TAB reports, and other project documents provided by the UVa
Project Staff to the UVa organization responsible for the operation and maintenance of that
asset prior to the final Turnover Package will typically be sent to the FM Resource Center
with a copy of each transmittal form sent to the O&M Liaison.
3