Contract documents

During a project handover from the construction phase to facility management, several key facility maintenance concepts and considerations should be addressed to ensure a smooth transition and the effective management of the facility. Here are some important points to consider:

• Documentation
• • Ensure there is a comprehensive record of the work, including architectural, structural, mechanical, electrical, plumbing, and other relevant plans. These documents should accurately reflect the final state of the building, including any changes made during construction and any square footage calculations to help better plan for ongoing maintenance needs.
  • Operation and Maintenance Manuals
    • Provide operation and maintenance manuals for all systems and equipment within the facility. These manuals should include detailed instructions on how to operate, maintain, and troubleshoot various systems, as well as recommended maintenance schedules.
    • Training and Knowledge Transfer
      • Conduct training sessions for facility management staff to familiarize them with the building’s systems, equipment, and maintenance requirements. Ensure that facility managers have a clear understanding of safety protocols and emergency procedures.
      • Warranty Information
        • Compile and provide information regarding warranties for different building components, systems, and equipment. Ensure facility managers are aware of warranty durations, terms, and conditions.
        • Inventory of Spare Parts and Consumables
          • Create an inventory of spare parts and consumables that may be needed for routine maintenance and repairs. Ensure that facility managers know where these items are stored and how to access them.
          • Preventive Maintenance Plans
            • Share preventive maintenance plans and schedules for various building systems and equipment. Discuss the importance of regular maintenance activities in prolonging the life of assets and minimizing unexpected breakdowns.
            • Building Systems and Controls
              • Provide an overview of the building’s automation systems and controls, including HVAC, lighting, security, and fire protection. Ensure that facility managers have access to the necessary software and tools to monitor and adjust these systems.
              • Ensure that they are aware of the location of safety equipment and how to use it.
              • Service Contracts and Vendor Contacts
                • Share information about existing service contracts with vendors responsible for maintaining specialized equipment or systems. Provide contact information for key vendors and service providers.
                • Facility Records Management
                  • Establish a system for maintaining and updating facility records, including maintenance logs, inspection reports, and repair history. Ensure that records are organized and accessible to facility management staff.
                  • Transition Period
                    • Plan for a transition period during which the construction team and facility management team can work closely together to address any immediate issues or questions.

                    By addressing these facility maintenance concepts during the project handover, facility managers can effectively assume responsibility for the building’s maintenance and ensure its long-term functionality and performance.

                    AIA Contract Documents has provided this article for general informational purposes only. The information provided is not legal opinion or legal advice and does not create an attorney-client relationship of any kind. This article is also not intended to provide guidance as to how project parties should interpret their specific contracts or resolve contract disputes, as those decisions will need to be made in consultation with legal counsel, insurance counsel, and other professionals, and based upon a multitude of factors.