Completion, Handover and Utilisation of Capital Projects - Simply Put!

Introduction

In the Marstan Guide Introduction to Project Management, we said that Completion, Handover and Utilisation is the sixth of the seven stages of a capital project.

During the course of the construction stage, it is essential to prepare for this stage of the project (See Construction and Implementation of a Capital Project - Simply Put!)

The main purposes of the completion, handover and utilisation phase

The main purposes of the completion, handover and utilisation stage are to:

1. Check that the building and all its components are working properly.
2. Ensure that staff know their way around the building.
3. Install any fittings, furniture, equipment or consumable supplies which were excluded from the construction contracts.
4. Take over legal responsibility for the building.
5. Implement an operational commissioning plan and carry out tests on all systems and procedures.

The main components of the completion, handover and utilisation stage

The main components of this stage are:

1. Participation in commissioning of the building
2. Orientation tours
3. Installation of equipment
4. Insurances and operational responsibilities
5. Operational commissioning

1. Participation in commissioning of the building

Towards the end of the construction period, the Contractors and their Sub-Contractors are responsible for commissioning all components and services, under the supervision and co-ordination of the Project Manager or Lead Designer.

The most effective way of conducting this from the Client’s point of view is to involve the people from the Client’s organisation who will be responsible for running the facilities when they are complete. Indeed, the act of commissioning also helps to orientate them and prepare them for their future responsibilities.

2. Orientation tours

As soon as the progress of the works will allow, it is a good idea to show staff around the buildings. You may have issued them with drawings and photographs, but the most effective way is to show them around. This is particularly the case with facilities like hospitals where the building is large and complex and the consequences of a member of staff not knowing their way around are serious.

3. Installation of equipment

There are three main areas to consider:

1. Fixed fittings – which need to be installed by members of staff or specialist Sub-Contractors or Suppliers.
2. Furniture and loose fittings – such as desks. These are items which take up space but can largely be placed in position by a removals firm.
3. Consumables – such as stationery or print cartridges. These are items which, to a large degree, fit into cupboards or drawers (in other words, items included in 1 or 2 above).

It is best to install them in the order shown above. It is important to get any items which need drilling or fitting done first in order that debris can be cleared. The furniture can then be brought in and checked. Finally, the consumables can be placed in their rightful home.

4. Insurances and operational responsibilities

For most projects, the responsibility for the site and the buildings is placed firmly with the Contractor (for most forms of procurement). The Contractor is responsible for safety, security, insurance and the like.

On the day of Practical Completion, the Client must assume these responsibilities and must implement plans which would have been made during the construction stage as part of the commissioning phase.

The responsibilities include:

1. Insurance of the building, contents and occupants.
2. Safety and security.
3. Operating the building and services.
4. Notifying all authorities and utilities that the Client is now responsible.
5. Recording any defects of the building which must be notified to the Design Team and Contractor in order that they can be rectified by the Contractor during the defects liability period.

5. Operational commissioning

When all building and services have been completed and equipment, furniture and consumables are in position, the Client should carry out a process of operational commissioning for a few days, weeks or months, depending on the complexity of the project.