Fresh Eyes Facilities Assistance
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Building Handover
Documents
This Power Point Presentation is compiled
from using, experience in construction, skills in
building management and knowledge gained
from studying guidelines. Special thanks are
due in no small part to BSRIA.
Open the powerpoint in slide screen go to
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Building Handover
Documents
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1. The User Guide
2. O&M Information
3. Computer Aided FM
4. Record Drawings
5. Statutory Examination and Insurance
6. Familiarisation And Training Sessions
7. Commissioning Information
8. Plant and System Warranties
9. Defects Period
10. Storage and Access of Information
11. Documentation to be held
12. Regulatory Reform (Fire Safety) Order
2005 should cover
• 13. Construction (Design and Management)
Regulations 2007 (CDM)
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1. The User Guide
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1.1 Emergency Procedures
1.2 The Building Health And Safety File
1.3 Catering
1.4 Facilities Management
1.5 Security
1.6 Space Planning
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1.6.2 Floor Plate Usage
1.7 Directories
1.8 Out Of Hours contacts
1.9 Support Services
– 1.9.1 FM
– 1.9.2 ICT
– 1.9.3 HR
1.10 Guided Tour
– 1.10.1Photo
– 1.10.2 Video
– 1.10.3 Booklet
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1. The User Guide
1.1 Emergency Procedures
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1. The User Guide
1.2 Building Health & Safety File
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1.2.1. General
1.2.2. Nature of Project
1.2.3. Principals
1.2.4. Contractors and Suppliers
1.2.5. Drawings
1.2.6. Documents
1.2.7. Construction Methods and
Materials
• 1.2.8. Residual Risks & Fire Strategy
• 1.2.9. Manuals and Procedures
• 1.2.10. Services and Utilities
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2. O&M Information
Contents
2.1 Maintenance Strategy
2.2 Legislations covering O&Ms
2.3 The Content of O&M Manuals
2.4 Type of O&M Manual
2.5 O&M Strategy
2.6 Users of O&M Manuals
2.7 Sources of Information
2.8 The Content of O&M Manuals
2.9 Contents, structure and layout
2.10 Specification of manuals for
Building Services
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2. O&M Information
• 2.1 Maintenance Strategy
– Building
– Plant
– Environment
• 2.2 Legislations covering O&Ms
– 2.2.1 Construction (Design and Management)
Regulations 2007
• See Below CDM
– 2.2.2 Control of Substances Hazardous to Health
Regulations 2002 (COSHH)
• Risk Assessment
– of Legionellosis
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IF Present
Written Scheme for minimising
Specification of below with
Water Treatment Regime
Flow Rates
static and dynamic pressures
thermal capacity
system volumes
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operating temperatures
set points
2. O&M Information
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Storage capacity
Design turnover
Cold Water Cisterns
Hot Water Storage
Semi Storage Plant
Heat Recovery Time
Hot Water Storage
Semi-storage Plant
Key Areas in Building Services
Evaporative Condensers
Cooling Towers
Hot & Cold Water Services
Spray Humidifiers
Sprinkler Systems
O&M's should
be available for each water system
be detailed
In easily understood terms
O&M procedures that
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enable operators to
2. O&M Information
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carry out duties safely
and effectively
Manuals should
include equipment fitted
represent the system as currently in
operation
include system drawings
include schematics
manufacturers instructions for
operating
system parameters
Capabilities
throughputs
design temperatures
total volume of the entire water
circuit
cooling tower ponds
recirculation pipe work
heat exchange pipe work
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2. O&M Information
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should all be known and recorded
Water treatment program
in use
dosing method
dosing equipment
means to confirm treatment
quantity
frequency
chemicals
records to confirm above
Records
results of system monitoring
actions required
confirmation actions carried out
Details of normal parameters
out of specification situations
corrective actions
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2. O&M Information
» changes
» cleaning
» disinfection procedures
» Detailed Maintenance Schedule
» time intervals
» checks
» Water and System Plant
» Checked
» Inspected
» Overhauled
» Cleaned
» Records made
» Method
» Details
– Hazardous substances
» Employees likely to be exposed to
» Form in which they occur
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2. O&M Information
» Measures taken to adequately control
exposure
» information provided by supplier
» using substance in accordance to
instructions
» Statement
» substance poses little or no risk
» group of little or no risk
– Risk to health
» Significant Findings
» Comprehensive record
» process or activity
» used or produced
» how staff may be exposed
» Substances
» liable to be exposed
» form in which they occur
» gas
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2. O&M Information
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liquid
vapor
powder
under normal circumstances
unforeseen
incident
accident
emergency
uncontrolled release
extent to which - considered
prevention
submission
identification of liable to be exposed
employees
groups
preventative measures
achieve adequate control
use of protective equipment
personal
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respiratory
2. O&M Information
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Control measures
Commissioning
Monitoring
Testing
refining
validating
air monitoring
need
atmospheric sampling
measurement
frequency
PPE
Why selected type
including repertory
to secure control
conclusions reached on the risk
employees
other people
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2. O&M Information
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Health Surveillance
need
groups
persons
Review
When
by whom
frequency
– 2.2.3 Electricity at Work Regulations
1989
• Precautions against Risk
– of Injuries
– Fatalities
• use of electricity in work activities
• for
– Engineers
– Technicians
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2. O&M Information
– Involved in
» Design
» Construction
» Operation
» maintenance
– use of electrical equipment
• Satisfied by compliance or
– Institution of Electrical Engineers (IEE)
wiring Regulations for Electrical
Installations (BS7671)
– Under IEE
– Employers have responsibility to
» test
» maintain
» Electrical equipment in a safe
condition
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2. O&M Information
– 2.2.4 Environment Protection Act
1990
• Places Obligation on those who controlled waste
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produce
carry
keep
treat
dispose of
• and must
– prevent from illegally - their waste
» keeping
» treating
» disposing
– prevent waste from escaping
– only transfer waste
» to an authorized person
» to an authorized transporter
– waste is accompanied by written
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description
2. O&M Information
• Building Owners must
– Have a procedure
» Handling
» Disposal
» Building Services
» Refrigerants
» waste oil
» chemicals
» fluorescent tubes
» Record of waste transfer
» Waste handler details
» Waste transporter
• Environmental Protection (Duty of Care)
Regulations 1991
– Allows a Season ticket of Transfer
» Weekly / Daily Collections
» Maximum 12 months
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2. O&M Information
– 2.2.5 Factories Act 1961
• Largely Superseded by H&S@W Act
• And Workplace (H,S, Welfare) Regulations
– 2.2.6 Regulatory Reform (Fire Safety)
Order 2005
• Largely replaced 118 pieces of previous legislation
• Notably Fire Precautions Act 1971
• Revocation of Fire
Precautions(Workplace)regulations 1997
• Places responsibility for fire safety on responsible
person
• See Separate Section Below
– Details of
– 2.2.7 Fire Safety Information
• Guidance in Appendix G of Approved Documents B
Volume 2 states
• Fire Safety means information relating to the design
and Construction... and 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
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2. O&M Information
• Information to be submitted at completion or
occupancy
• must be available to any nominated risk
assessor
• Further Guidance from
– BS 5588-12:2004
– Fire Precautions in the design, construction
and use of Buildings
– Managing Fire Safety (Annex A Fire Safety
Manual)
– 2.2.8 Management of Health and Safety at
Work Regulations 1999
• Risk Assessments should include
– A record of the Preventative and Protective
measures in place to control risk
– What action, if any needs to be taken to
reduce risks
– Proof that a suitable and sufficient assessment
has been made
• Demonstration by employers that Risk
Assessments have been made
– Record of findings
– record of recommendations
– Record of Revisions
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2. O&M Information
• Review and modify Risk Assessments
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Nature of work changes
Change to employees
Reveal Near Misses
Reveal Defects in plant or equipment
Regular review
» Based on nature of Risk and degree of
likely change
– 2.2.9 Offices, Shops and Railways
Premises Act 1963
– 2.2.10 Pressure Systems and
Transportable Gas Containers Regulations
1989
• PSS Regs. 2000
– steam at any pressure
– Pressurised Gasses and Fluids kept under
pressure greater than 0.5bar gauge and will
flash to gas if released to the atmosphere
– Pressurised Hot Water if above 110 deg c
– Compressed air above 0.5 bar gauge
• Pressure Systems defined as
– Pipe work systems
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2. O&M Information
– Related protection devices
» Where pressure is +2 bar
– Pipe work systems which are or will be
joined to the portable gas container
– Systems that contain one or more
pressure vessels with capacity <250 bar
liters
– Refrigerated systems with power input
<25kW
– All Steam systems
• specific requirements from
– Manufacturers
– Designers
– to provide
» sufficient information to allow the
system to be operated and
maintained safely
» Test Certificates
» Certificates of Conformity
» From Manufacturers
» From Examination Bodies
» Maximum and minimum design
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temperatures and pressures
» Flow and Discharge capacities
» capacity of pressure vessels
2. O&M Information
• Written Scheme of Examination
– Planned scheme for future examination
» Parts
» Pressure systems
» appropriate intervals
– Responsibility of Owner or user to define
– Identification of the items of plant or
equipment within the system
– those parts to be examined
– nature of the examination required
» inspection
» testing
» Recording
» on any protective device
– Preparatory work needed for the item to be
examined safely
– The nature of any examination needed before
the system is first used
– Maximum interval between examinations
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2. O&M Information
– the critical parts of the system which if
modified or repaired should be examined
» by a competent persons before the
system is used
– Name of competent person certifying the
written scheme of examination
– The date of the Certification
– 2.2.11 Provision and Use of Works
Equipment Regulations 1998
• Under section 2 of H&S@W
• Provide & Maintain
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Machinery
Equipment
other plant
In a safe condition
• to ensure Systems of work are safe
• Requires employers to
– Ensure equipment is appropriate for its
task
– Provide information and instruction for
work equipment
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– ensure work equipment is adequately
maintained
2. O&M Information
• Information to be provided
– written instructions
– Explaining Operation
» normal conditions
» Abnormal conditions
» Emergency conditions
• Covers and includes building services
equipment
– All H& aspects arising from the use of the
work equipment
– any limitations on these uses
– any foreseeable difficulties that could
arise
– the methods to deal with them
– 2.2.12 Workplace Health, Safety and
Welfare Regulations 1992
• Suitable working environment
• adequate welfare facilities for all
• onus on employer
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2. O&M Information
– suitable system of maintenance of
» heating systems
» Ventilation systems
» emergency lighting
» escalators and moving walkways
» sanitary appliances
» washing facilities
» drinking water systems
» window cleaning equipment
– suitable record of maintenance
» implemented
» validated
– 2.2.13 Disability Discrimination act
2005
• gave disabled people rights
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Employment
education
access to goods
access to facilities
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2. O&M Information
– access to services
– buying and renting property
• Rights covering
– unlawful for operators of transport vehicles to
discriminate
– making it easier for DP to rent property and for
tenants to make disability related adaptations
– Requiring public bodies to promote equality of
opportunity for DP
– extending protection to cover people who
have HIV, Cancer, Multiple Sclerosis from the
moment they are diagnosed
– Ensuring that discrimination law covers all the
activities of the public sector
• requiring business
– to take steps to tackle physical features that
act as a barrier to those who want access
– 2.2.14 The Notification of Cooling Towers
and Evaporation Condensers Regulations
1992
• notify local authorities
– where equipment is situated
– potential growth of
» Legionella Pueumophila bacterium
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2. O&M Information
– 2.2.15 The Control of Noise at Work
Regulations 2005
• Code of practice L108 states
– You should record the major findings of your risk
assessment and you action plan
– The major findings are you estimate of daily personal
noise exposure and peak noise 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 risk and the decisions on actions
required under the Noise Regs.
– 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 - --
• of
– The workplace area, jobs or people included in the
assessment, including a description of the work
– The date of the assessment done
– The daily personal noise exposure of the employees
or groups of 4employees 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 risk
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– the name of the person(s) responsible
for
making the risk assessment
2. O&M Information
– Your action plan to control noise risk
• Approved Code of Practice L108
– States that an up-to-date health record for
each individual whilst under health
surveillance
– to include
» Identification details of the employee
» The employees history of exposure to
noise
» The outcome of previous health
surveillance in terms of
» fitness
» the work
» any restrictions
» The person in charge of the audiometric
program should maintain records of the
program including
» Any questionnaires completed
» the Audiograms themselves
» any assessments made of the results
– Visiting service records must be maintained by
employer, separate from HR Records
– Retain all employee health records whilst
employed
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2. O&M Information
• 2.3 The Content of O&M Manuals
– The Type required or warranted by the
installations and needs of the end user
– The operating and maintenance strategy
envisaged for the installation
– the categories of user for whom the manual is
being written
– The likely sources of information
• 2.4 Type of O&M Manual
– specification
• meets the needs of end user
• guidance on likely competence of the potential
users
– Details of training and qualification where appropriate
– Combination
• Function
• system based structured information
• Arranged
– Logical
– Hierarchical structure
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2. O&M Information
• Laid down in
– BS 4884 part 1 :a992 Specification for
Presentation of Essential Information
– Part 2 : 1993 Guide to content
– Part3 : 1993 Guide to Presentation
– Now looking more towards
• Low energy
• Passive energy recovery
– Client to ensure
• Designers intent on building use
– Function -based
• User operation of local systems
– OHPs
– Room lighting
– local environment controls
– Reference
• Building Controls Industry Association (BCIA)
• Usable Buildings Trust UBT
• Building Services Research Information
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Association (BSRIA)
2. O&M Information
– System Based Manuals
• points to each building service
• Class A
– Basic Record Drawings
– Manufacturers Literature
– Manufacturers Manuals
• Class B
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Record Drawings
Manufacturers Operating Instructions
Manufacturers Operating Manuals
Test Certificates
Parts List
• Class C
– Purpose and Planning Information
– Technical Documents
» Record Drawings
– Full Operating Instructions for each
system
– Detailed Maintenance Instructions
– Detailed Maintenance Schedules
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– Parts Lists
2. O&M Information
– Modification Instructions
– Disposal Instructions
• Class D
– Purpose and Planning Information
– Technical Documents
» Record Drawings
– Full Operating Instructions for each
system
– Detailed Maintenance Instructions
– Detailed Maintenance Schedules
– Parts Lists
– Modification Instructions
– Disposal Instructions
– Commissioning Process
» Procedures
» Results
» Tests undertaken
– Warranties
» Plant
» Systems
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2. O&M Information
• Class A&B
– Prepared by Installer
– Complies with H&S@W Act 1974
• Class C&D
– Comprehensive Documents
– Capable of being used without further
supporting documentation
• 2.5 O&M Strategy
– Consideration of
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Building owner
Building users' legal obligations
Running Building Services
To help fulfill these obligations
– Client to work with Design Team
• establish a brief
– Specific information required
• Building services Designer
– environmental Services
– Operation and Maintenance requirements
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2. O&M Information
– Involve Maintenance Expertise
• Identify needs
– Building Plant and Services
• achieve Objectives of building owner
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conditions
limitations
Environmental conditions required
Occupancy times
Implication of plant failure
– labour and resources for maintenance
– Amount of information needed
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by whom
for what purpose
in what detail
what competence of users
– How to be presented
• Paper
• Electronic
• Both
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2. O&M Information
• Training to be given
– Maintenance Plan
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How to achieve
cost limitations
Planned Life
Risk Analysis
Plant breakdown policy
The availability of plant for
maintenance
• Specialist support needed/available
• Client image
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Floodlights etc
Water features
Grounds
Building Cleanliness
car park image
• 2.6 Users of O&M Manuals
– Categories
• Occupiers of buildings
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2. O&M Information
– differing requirement
» Interests
» Abilities
» Expertise
– General overview
• Managing and operating buildings
– differing requirement
» Interests
» Abilities
» Expertise
– detailed design concept
– Operational Capacity
– Maintenance program
• Maintainers of Buildings
– differing requirement
» Interests
» Abilities
» Expertise
– technical details
» plant
» O&M requirements
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2. O&M Information
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Presentation
Training
Availability
Searchability
Extracted
Consider separate Manuals for the above
groups
• or electronically segment the system
• 2.7 Sources of Information
– Design engineers
• Set out operating philosophy of each
engineering service
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Purpose
the method of control
emergency provisions
safety considerations
design criteria
design intent
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2. O&M Information
– Equipment Manufacturers and Suppliers
• Literature
• Produced in line with BS4940:1994 Technical
Information on Construction Products and
Services, Guide to Content and Arrangement
– Identification
» Product type
» Quality
» description
» Standards
» Guarantees
– Description
» Composition
» Manufacturer
» Size
» weight
– Performance
» Energy consumption
– Applications
» Uses
» Resources Required
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2. O&M Information
– Construction
» preparation
» installation
» protection
» Safety
– Operation
» Maintenance resource
» Operations
» Maintenance
» Cleaning
» Protection
» Safety
– Installation Contractors
• provide a working system in
accordance with design specification
– integrating equipment into a functional
scheme
• information on chosen manufacturer
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2. O&M Information
• details of systems
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operations
Performance
testing
commissioning results
variations on design criteria
– Integration of the differing types of
information
• Sources
• types
• Formats
• 2.8 The Content of O&M Manuals
– BS4884 lists 9 categories of information
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•
The purpose of the installation
Installation records
description of the installation
How the installation is to be used
How to keep the installation operational
Maintenance schedules
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how the installation may be changed
Disposal of the installation
2. O&M Information
• 2.9 Contents, structure and layout
– 2.9.1 Contractual and legal guides
• Name and Address of installation
• Details of the local and public
authority consents
• details of the teams
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Design
Consultants
Installation contractor
associated sub-contractors
• dates of the installation
– Start
– Handover (PC)
– expiry of the defects liability period
• Information on all Guarantees
effecting components
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–
systems
plant
expiry dates
Contacts
» names
» addresses
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2. O&M Information
» telephone numbers
• Each item of plant and equipment the O&M
should have
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Test certificates
Manufacturers guarantees and warranties
insurance inspection reports
safety and fire certificates
• Hazard and safety statement
– any Known feature which may produce a
hazard
– operational characteristic which may produce
a hazard
– any known hazards against which protection
can be provided
– any mandatory requirements relating to
safety
– any other safety precautions which should
be observed
– any other relevant warning
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2. O&M Information
– 2.9.2 Overall Purpose
• general overview
• should include
– Parameters and conditions within which it
has been designed to operate a system
– Type of each utility require to operate a
system
– intended method of control
– should be as brief as possible
– 2.9.3 Description
• of each engineering system installed
• should include
– The system type (i.e. cold water supply)
– System Location and what it serves
– What the system depends upon in order
to function
– Design Data
» Basic design parameters
» basic assumptions made during
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design
– Reasons for selecting particular plant
2. O&M Information
– expected service life
– planned operational efficiency
– 2.9.4 Equipment schedule
•
•
•
•
Type
model number
serial number of all components items
names of their respective manufacturers or
suppliers
– 2.9.5 Parts identification and
recommended spares
• Identifying replaceable assemblies
• sub assemblies and components
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2. O&M Information
– 2.9.6 Spares policy
• guide to setting up a spares facility
• recommended stock levels
• Prepared after consultation with
building user
– Consequences of failure
– risk to core business
– period of acceptable down time
• prepared after consolation with
suppliers
– on above
– 2.9.7 Commissioning Data
• Measured Data
• Measurement points
• Test Equipment used
• Details of calibration certificates
• A statement of whether design requirements
were achieved
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2. O&M Information
• Certificates
– Plant data
» model
» type
» serial number
– 2.9.8 Operation
• Instructions for each engineering system
• Suppliers recommendations for
– spares
– running spares
» wear and tear
» deterioration
– Items held in stock by supplier
» for purchase
» for refurbishment replacement
– safe operation
– efficient operation
– Normal operation
– Emergency condition
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• A recommended strategy forBack
operation
and control
2. O&M Information
• an outline of the general operating
mode
• Control Data
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–
–
–
–
–
–
location
effect
object
sequence
limits of capability
modes
set points
• Standard operating and emergency
procedures and sequences for
– Start up
– Running
– Shutdown
– Photographs
– Videos recording
• Interlocks between plant items
• Operating Procedures for stand-by plant
• Precautions necessary to overcome known
hazards
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2. O&M Information
• The means by which any potentially hazardous
plan can be made safe
• Target figures for both energy consumption
and energy costs
• forms for recording plant running hours,
energy consumption and energy costs
– 2.9.9 Maintenance Instructions
• Manufacturer's recommendations and
instructions for maintenance
• detailed for each item of plant and equipment
installed
• Clear distinction to be made
– planned tasks (preventative maintenance)
– work done on a corrective basis
• on each
– the Isolation and return to service of plant
and equipment
– adjustments calibration and testing
– Dismantling and re-assembly
– the exchange of components and
assemblies
– dealing with hazards that may arise during
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maintenance
2. O&M Information
– The nature of deterioration and checks for
defects
– Special
» tools
» test equipment
» ancillary services
– 2.9.10 Maintenance Schedule
• All preventative maintenance tasks
• based on manufacturers
recommendations
• other authoritative sources
– statutory
– mandatory
• to include
–
–
–
–
–
–
inspections
examinations
tests
adjustments calibrations
lubrication
periodic overhaul
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2. O&M Information
• frequency to be specific (either)
– time intervals
– running hours
– completed operations
• Complete maintenance cycle
• Source of schedule to be stated
• Local authority of supply authority should also
be noted
– 2.9.11 Modification Information
• Authorised Changes
• effecting
–
–
–
–
safety
reliability
operation
maintenance
• system or component parts
• permitted modifications allowed
• space in the manual for recording
modifications
• system to have modifications recorded in
every copy of the manuals wherever
Back located
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2. O&M Information
– 2.9.12 Fault Finding
• logical diagnosis
• correction of faults
– 2.9.13 Lubrication
• schedule of all plant requiring lubrication
• manufacturers
– recommendation
» type
» method of application
» frequency of application
– product name
– generic reference ( BS)
– any special requirements
» storage
» transport
» handling
» insertion
– 2.9.14 Disposal instructions
• any known dangers likely to arise during
disposal of specific items of the plant
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equipment
2. O&M Information
• precautions
• safety measures
• methods of safely disposing or destroying the
equipment or parts
– packaging
– insulation
– fluids
• Sources from which further information can be
obtained
• recycling information for the specific item of
plant
– 2.9.15 names and address of
manufacturers
•
•
•
•
•
•
•
manufacturers
Suppliers
names
addresses
telephone
fax
email
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2. O&M Information
• contact names
• websites
• Local Stockiest
– spare parts
– replicable assemblies
– complete units
• Alphabetical order
– 2.9.16 Index of plans and drawings
• Index of all AS-Fitted drawings
• identified
– by number
– by title
• schedule of issuer
– 2.9.17 Emergency information
• Contracts in the event
–
–
–
–
of fire
of theft
of burglary
failure of
» Gas
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2. O&M Information
» Electricity
» water
» Failures
» leaks
» ingress due to flood
– Failure or breakdown of plant
» lifts
» boilers
» pumps
• Location of
– fire fighting equipment
– hydrants
– rising mains
• Hazards particular to the building
– 2.9.18 Manufactures literature
•
•
•
•
complete set
Description of the product as purchased
the cost and date of purchase
performance- behavioral characteristic of the
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equipment in use
• applications (suitable for use)
2. O&M Information
• Operation and maintenance details
• labor, plant, materials and spatial recourses
required
• Methods of operations and control
• Cleaning and Maintenance requirements
• protective measures
• labour safety and welfare associated with the
equipment
• public safety considerations
• non provision of information should be treated
as a breach of contract
• 2.10 Specification of manuals for
Building Services
– Format for Operating and maintenance
manuals
• influenced by
–
–
–
–
–
–
type
manual required
the content
sequence of presentation
users
how it is to be used
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3. Computer Aided FM
•
•
•
•
•
•
•
•
•
•
Asset Database
Record of Breakdowns and Maintenance
Record of H&S Information
Emergency Information
Standard and Emergency Operating
Procedures
Service Levels
Contract Management
Stock & Inventory Control
Schematic Viewer
Search Engine
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4. Record Drawings
Contents
• 4.1 Style
• 4.2 M& E Record
– 4.2.1 Electrical Installation
– 4.2.1.2 Schematic
– 4.2.2 Mechanical Installations
• 4.2.2.1Layout drawings
– 4.2.2 Mechanical Installations
» 4.2.2.2Schematic Drawings
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4. Record Drawings
• 4.1 Style
– Workable
• AutoCAD or alternative
– Recorded
• PDF
– Schematic displays
• 4.2 M& E Record
– 4.2.1 Electrical Installation
• 4.2.1.1 Layout drawings
» Underground Cables
» Location
» Route
» Depth
» Colour
– Cables Trunking Visible
– Cable Trunking Concealed
– Cable
» Path
» Origin
» Destination
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4. Record Drawings
–
–
–
–
–
–
–
» Loading
» Conductor Metal
» Conductor Size
» Insulation type
» Insulation Colour
» Number of Cores in Cable
» Number of Cables in Trunking
HV/LV Switchboards
Primary Cable Trunking Distribution
Routes
Distribution Switch Gear
Distribution Boards
Trunking and Ladders in Switchrooms and
plantrooms
Single & 3 Phase wiring and Cable routes
» Sub Routes
Electrical Equipment
» Isolators
» starters
» socket outlets
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» control equipment
» Other
4. Record Drawings
– Sections through
» Ceiling voids
» Risers
– Lighting Configuration
» Distribution Boards
» Switch Locations
» circuit identification
– Emergency Lighting
» Luminaries
» Supply Circuits
– Lighting Conductors and air terminals
– Earth Electrodes and test Clamps
– Earth Tapes
– Main Earthing Terminal
– Cables providing specialist earth circuits
– Telephone (voice) and IT (data) Cable
– Concealed Cabling
» Within Building structure
» Buried Underground
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4. Record Drawings
»
»
»
»
»
Depths
Point of entry to building
Telephone
Power
IT
• 4.2.1.2 Schematic
– Electrical System
» Cable
» Size
» Type
» Number of cores
– Fire Alarm Systems
– Emergency Lighting
– Security System
» Intruder Alarms
» CCTV system
– Public Address Systems
– Factory Equipment
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4. Record Drawings
– 4.2.2 Mechanical Installations
• 4.2.2.1Layout drawings
– Mechanical Services
» Pipework
» Size
» Route
» Duct
» Size
» Route
– Plant Rooms
» Plant Layout
» Identity
» Rating
– Concealed Services
» in Building Structure
» underground
» Depth
» Point of Entry to Building
» Water
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» Gas
» Sewers
4. Record Drawings
– Isolating and Control Valves
» Identification
» Location
» Regulating Method
– Regulating Dampers
» Location
» Identification
» Access Point
– Fire Smoke Dampers
» Location
» Identification
» Access Point
– Acoustic Silencers
» Locations
– Air plant location & Identification
» Distribution
» Grilles
» Diffusers
» Terminal units
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– Details of Vibration Dampers
4. Record Drawings
• 4.2.2.2Schematic Drawings
– HVAC
» Locations & ID
» Heating
» Ventilating
» Air Conditioning
» Piping
» Flow rates
» Temperatures
» Pressures
» Pluming system
» Flow rates
» Temperatures
» Pressures
– Control Systems
» Sensors
» Field Controllers
» Outstations
» Control Panels
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4. Record Drawings
– Equipment
» Cable
» Origin
» Route
» destination of each cable
» Conductor
» Size
» Number of cores
» Spare cores
» Insulations
» Type
» Rating
» Number of BS or codes
» Cable Identification
» Joints and draw boxes
» Power supply cables
» Fuse rating reference
» Sensors
» Location and type
» Factory Built Equipment Back to contents
5. Statutory Examination and
Insurance
• Lifting Equipment
• Pressure systems
– Boilers
– Air Receivers
• Transportable Gas Containers
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6. Familiarisation And
Training Sessions
•
•
•
•
Classroom
Tour of Building
Handouts and Manuals
Demonstration of System
Operation
• Training Records
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7. Commissioning
Information
• 7.1 Building Services Certificates
– 7.1.1 Mechanical System
• Escalator Test Certificate
– HSE Guidance Note PM45
• Escalator Reports of Thorough Examination
– BS 5266 part 1
• Lift Installation type test certificate for locking
device, governors, buffers and doors
– BS5655 part 10
• Lift Makers High voltage test
– BS 5655 part 10
• Lift Installation test Certificate
– BS 5655 part 10
• Lifting Equipment reports of thorough
examination
– HSE Form F2530
• Air Condition system test Certificates
• Air Conditioning System Performance test
certificates
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7. Commissioning
Information (Cont.)
• Ventilation System Test Certificates
• Heating System Test Certificates
• Pressure System Test Certificates
– HSC L122
• Pressure Vessels and systems written schemes
of examination
– HSC L122
• Pipework System Test Certificates
– HVCA TR/6 & TR/20
• Drainage System Test Certificates
– Approved Document H
• Water distribution systems, and flushing,
cleaning and chemical closing certificate
– BS 6700
• Chlorination certificates for drinking water
systems
– BS 6700
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7. Commissioning
Information (Cont.)
• Sprinkler system test certificate
– BS 5306 part2 loss Prevention Council
Certificate
• LPCB certificates of conformity for sprinkler
installation
– Loss Prevention Standard 1048-1 issue 4
• Fire Hose-reel test certificate
• Smoke extraction System Test Certificates
• Escape Route Pressurisation System Test
Certificates
– BS 5588 Part 4
• Fire Appliance Certificates
– BS5306
– 7.1.2 Electrical System
• IEE Electrical system
– BS 7671
• Emergency Lighting Test Certificate
– BS 566 part 1
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7. Commissioning
Information (Cont.)
• LPCB Certificate of Conformity for fire
detection and alarm systems
– Loss Prevention Standard 1014
• Security Alarm Test Certificate
• Fire Alarm Test Certificate
– BS 5839 part 1
• Lightning protection System Test Certificates
– BS 6651
• 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
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7. Commissioning
Information (Cont.)
• Specialist System Test Certificates for
systems such as
–
–
–
–
UPS
Telephones
Document Handling
Data Cabling
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8. Plant and System
Warranties
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9. Defects Period
• Reporting Method
– Nature of Defect
– Subsequent damage to plan and
systems
– Correspondence copy
– Dates of
• Events
• Actions
• Correspondence
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10. Storage and Access of
Information
•
•
•
•
•
•
Where
Nature
Assessment
Second Copy
Business Continuity Plan
Inspection
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11. Documentation to be
held
• Document------------------------- -
- Legislation and standards
• Pressure Vessel and system records
– Pressure systems safety Regulations 2000
• Pressure vessel and system written scheme of
examination
– Pressure systems safety Regulations 2000
• Maintenance record for system which control a
working environment, such as Heating and Ventilation
System
– Workplace (Health and Safety & Welfare) Regulations
1992
• Legionella Risk assessment records
•
•
– Legionnaires Disease. The control of Legionella Bacteria
Approved Code of Practice and Guidance
Record Contain a written scheme for the minimising of the
Legionella risk and the results of the written scheme
Legionnaires Disease. The control of Legionella Bacteria
Approved Code of Practice and Guidance
– Copy of notification to local authorities of installation or wet
cooling towers and evaporative condensers
•
Notification of Cooling Towers and evaporative Condenser
Regulations 1992
– Chemical and Bacteriological test results for drinking water
cisterns greater than 1000 liters' ( no stat)
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11. Documentation to be
held (Cont.)
• Workplace (Health and Safety & Welfare) Regulations
1992; BS6700
– Chlorination Certificates for Drinking Water (not stat)
• Workplace (Health and Safety & Welfare) Regulations
1992; BS6700
– Source Protection policy and license to use water supplied by a
borehole
• National Rivers Authority
• 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 extinguishers
– Fire Safety Order 2005 BS 5306
•
A Log detailing escape-route pressurisation tests
– Fire Safety Order 2005; BS5577-4
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11. Documentation to be
held (Cont.)
• Fire Training Log Book
–
–
–
–
training
special duties
fire drills
all to Fire Safety Order 2005
• Asbestos awareness report
– Control of Asbestos at Work Regulations 2002
•
A Log detailing emergency lighting test and
examinations
– BS 5266-1
• Examination certificates and reports
– lifts
• All to Lifting Operations Lifting Equipment
Regulations 1998
– lifting equipment
• All to Lifting Operations Lifting Equipment
Regulations 1998
– pressure systems
• Pressure Safety Systems 2000
– pressure vessels
• Pressure Safety Systems 2000
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11. Documentation to be
held (Cont.)
• Risk basements for plant and systems
– Management of Health and Safety at
Work Regulations 1999
– If not covered by COSHH Regulations
• Building Services operating and maintenance
information including emergency procedures
– Section 2and 6 of the Health and Safety at Work Act
1974
– Construction (Design and Management) Regulations
2007
– Building Regulations Part L.2 2006
• Record drawings for building services installation
– Section 2and 6 of the Health and Safety at Work Act
1974
• Record of installation and earthling tests
– Institute of Electrical Engineers Wiring Regulations 16th
Edition 1991 BS 7671
• Record of tests carried out on electrical appliances
(not stat to keep)
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11. Documentation to be
held (Cont.)
– Electricity at Work Regulations 1989
• Water authority discharge of water
certificates
– Water Authority and National River Authority
• Inventory of refrigerants
– COSHH 2002
– Environmental Protection Act 1990
• Record of waste disposal
– Environmental Protection Act 1990
• Documentation for Wayleaves and adopted
roads
• Building Log Book
• Building Regulations Partl.2 2006
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12. Regulatory Reform (Fire
Safety) Order 2005 should cover
• Specified place to keep records
• Details of any significant findings from the
fire risk assessment and any action taken
• Testing and checking of Escape routes
– Finial exit locking mechanisms such as panic
devices
– Emergency Exit devices
– Electromagnetic devices
• Testing of
– Fire Warning systems
– Weekly alarm tests
– Periodic maintenance by a competent person
• Recording of False Alarms
• Testing and Maintenance of Emergency
Lighting System
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12. Regulatory Reform (Fire
Safety) Order 2005 should cover
(Cont.)
• Testing and Maintenance of
–
–
–
–
–
Fire Extinguishers
Hose Reels
Fire Blankets
Fire Suppression systems
Smoke Control Systems
• Recording and Training
– relevant people
– Fire Evacuation Drills
• Policy and Implementation
–
–
–
–
–
Planning
Organising
Monitoring
Audit
Review
• Fire And Rescue System to help
– Fire Rescue Service
– Maintenance of
– Audit of
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12. Regulatory Reform (Fire
Safety) Order 2005 should cover
(Cont.)
• In Multi user building
–
–
–
–
Arrangements
Coordinated
Emergency Plan
Overall Control by you and your staff
• Fire Safety Systems
–
–
–
–
–
Alterations
Tests
Repairs
Maintenance
Including passive systems - fire doors
• Responsible Persons
– Qualifications
– Status
– Of those who carry out
• Tests
• inspections
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12. Regulatory Reform (Fire
Safety) Order 2005 should cover
(Cont.)
• Results of Periodic Safety –
–
–
–
Audits
Reviews Inspections
Tests
remedial action
–
–
–
–
–
–
Circumstances
Potential to cause accident
Monitor subsequent remedial actions
Reviews Inspections
Tests
remedial action
• Incidents
• Incidents
– Circumstances
– Potential to cause accident
– Monitor subsequent remedial actions
• Record of Building Use
– Fire Protection
– Fire Prevention
• High Risk Areas
• Details of
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13. Construction (Design and
Management) Regulations 2007
(CDM)
• Aim
– Improve H&S of persons involved in;
Construction, operation, maintenance of a
structure and its services
• The Client must Appoint
– Competent person
• To act as CDM Coordinator
• CDM Coord to act as H&S advisor in planning
• Health & safety Plan
– Pre Contract
– Post contract
• to allocate time and resource to achieve cdm
regs.
– Competent Principle Contractor
• to act as H&S Coordinator in Construction
– Provide known information on condition
of premises or site
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