HH Hotels Bucharest

Handover & Close-out Phase

Dan Stroescu (Project information manager)

CONTENTS

Introduction
• Purpose of the document
• Abbreviations and glossary of terms
Handover Activities & Checklist
• Primary Activities
• Tasks and responsibilities
• Plain Language Questions (PLQ's)
• Handover Information checklist
Project close out Meeting
• Purpose
• Typical Agenda
• Required attedees
• Why outputs/minutes are important
• How this will support the project and client as they move into operation of asset.

Appendix A - Project Close-Out Meeting Minute (Template)

Version Author Approved by Date Issued Revion No. Summary of Revision
1.0 Dan Stroescu 23/06/19 00 Handover & Close Out

Introduction
Purpose of the document
The present stage is the phase where deliverable are handed from the Designer + Contractor to the
Client.
It is the point corresponding to Riba Stage 6, where PIM (Project Information Model) becomes AIM
(Asset Information Model), as the building becomes from an asset from a project.
As of technical point of view, it overlaps to commissioning.
As of capital point of view, it marks the closure of CAPEX (Capital Expenditure) to OPEX (Operation
Expenditure).
As from legal point of view, it marks the ownership transfer of the project from the
designer/contractor to the client.
It is the moment when FM role in the project becomes prevailing, although to be noted FM is to be
consulted during the design stages as well.
Also it is moment to draw conclusions and to evaluate final KPI/DQI for the BIM Team, as well as
appending the AIR / OIR with due conclusions.

Abbreviations and glossary of terms

Abbreviations

BIM Building Information Model

AIM Asset Information Model
PIM Project Information Model
FM Facilities Management
IFC Industry Foundation Classes
LOD Level Of Definition
LOI Level of Information
CDE Common Data Environment
EIR Employer Information Requirement
BEP BIM Execution Plan
PEP Project Information Model
PLQ Plain Language Question
TBC / TBD To be confirmed / To be discussed
WIP Work in progress
RFI Request for Information
EO Economic Operator
KPI Key Performance Index
DQI Design Quality Indicator
COBie Construction Operation Building Information Exchange

Glossary of Terms
2D Graphical representation of an asset in a drawing format
3D Tridimensional simulation of an asset with or without extra information
4D Tridimensional simulation of an asset including the element of time
5D Tridimensional simulation of an asset including the elements of time and cost linked
6D Tridimensional simulation of an asset including data referring to management, operation and
maintenance of the completed asset
Building Information Process of designing, constructing or operating a building or infrastructure asset using
Modeling (BIM) electronic object oriented
information

Handover Activities & Checklist

Primary Activities

Design and Construction Team

The BIM team shall prepare the following activities:
• Capture the changes incorporated and advise them to client / FM manager;
• Identify where performance target has been adjusted as per commissioning results;
• Verify the commissioning information provided by the suppliers;
• Prepare cost and quantity-based survey data;
• Prepare COBie spreadsheet and documentation, as provided by suppliers;
• Provide O/M manuals for the equipment along with technical spreadsheet;
• Provide warranty as per contract provisions;
• Prepare a schedule for on-site activities;
• Check the compatibility of final design with Urban Planning, Structural Survey and fire
requirements;
Operator, Operations team or facility manager
The operator / client / FM team shall undertake following actions:
• Provide updated information to the design and construction team;
• Review and comment all operation and maintenance information;
• Review and comment all operation and maintenance information;
• Update estimate of operational costs;
• Receive and properly read the AIM and COBie data;
• Contribute to the building logbook and AIM;
• Update the schedule of assets, including a RACI chart;

Tasks and responsibilities

Tasks Responsible
Respond to queries in relation to handover CLIENT OR CLIENT ADVISOR
Manage tasks listed in Handover Strategy PROJECT LEAD
Update of "As constructed" Information
Monitor and review progress and performance of project
team
Undertake tasks listed in Handover Strategy
REVIEW UPDATED "AS CONSTRUCTED" INFORMATION
CHECK "AS CONSTRUCTED" INFORMATION
EXCHANGE UPDATED "AS CONSTRUCTED"
INFORMATION
Undertake Information exchange
Liase with contractor
Undertake tasks listen in Handover Strategy ARCHITECT
Update "As constructed" Information MEP DESIGNER
STRUCTURAL
Agree Final Account COST CONSULTANT
Manage preparation and issue of "As Constructed" CONSTRUCTION LEAD
Information by subcontractors
Undertake tasks listed in Handover Strategy
Advise on resolution of defects CONTRACT ADMINISTRATOR
Conclude administration of Building Contract
Review H&S Information H&S ADVISOR
Review fire security information FIRE SECURITY ADVISOR

Plain Language Questions

Stage 06– Handover & Close Out
How will BIM be managed and exploited in this project?
A contractual BIM execution plan and protocol for the project defining different levels of design
maturity for each project phase, who will develop the content, to what standards, who will be
authorised to use it, for what purpose, how it will be coordinated, who will own what and how
information incompatibilities shall be resolved.
Have measures to manage the AIM been put in place?
Handover from PIM stage to AIM stage of BIM model has been performed, contractor being made
aware of the required parameters.
Does the facility meet the brief?
3D model, test & commissioning attribute information, performance simulation, rooms and other
schedules, functionality assessment, life cycle carbon assessment, life cycle cost assessment are
provided.
What changes have been incorporated?
Traceability information (configuration management)
What has been built?
As built model is provided in PIM model, together with positional accuracy 3D or laser survey.
Commissioning information compares planned performance to actual performance.
What is the basis for a valuation?
Schedule of quantities & cost build-up.
How does a specific product / element perform?
Object test result & date attribute information for transfer to FM systems. Update of O&M manuals
 to reflect amended performance and settings.
How will the facility be operated?
Associated operation guides and attribute information referenced and available for transfer to FM
systems.
How will the facility be maintained?
Associated maintenance manuals and attribute information referenced and available for transfer to
FM systems.
What is the relevant Health & Safety Information?
Associated H&S attribute information is provided.
Is the life cycle plan confirmed?
Maintenance information plus asset replacement plan attribute information for transfer to FM
systems.
Information to run software for FM is it used?
Referenced in models.

Handover Information Checklist

The following information shall be provided in the CDE at handover:

Item Description Source / Owner

Model Uses An accurate record of the asset as constructed at Main contractor/
handover, including all information required for Information manager
operation and maintenance.
Outputs As constructed systems, operation and maintenance Main contractor/
information including O&M Manuals, commissioning Information manager
information, agreed final account, building log book,
information gathered as key elements are completed
to feed installation information for the later packages.
Parametric Informations • Geometry and installed product information, "as Main contractor
constructed".
• Accuracy/resolution of information.
• Commissioned performance for: Opex, energy,
carbon, detalied maintenance methodology,
snagging actions status.
Critical Interfaces and As constructed 3D scan, element performance test Main contractor
logic results, system comissioning status
Construction Confirmed status that the construction aids have Main contractor
requirements been removed.
Project Costs Final account. Cost manager / Main
contractor
Project logistics and off- Remote monitoring systems status Main contractor
site activities
Project Facilities Confirmed status that the site facilities have been Facilities manager /
removed. Main contractor

Safety and Security Plan Security systems operational , potentially using Facilities manager /
model information for lines of sight from cameras, Main contractor
 PAVA zone controls;
Fire Interventions Plan Using of model information for generation of fire Facilities manager /
interventions plan with positioning of exits, electric Main contractor
switchboard, emergency panels and fire extinguisher;
Operations / Maintenance O/M Manuals and associated documentations. Information manager/
Main contractor /
Facilities manager
Notes and associated Maintenance procurement pricing, Waranty Information manager/
project documents, documents, Remedial works, handover and Main contractor /
based on model maintenance programme. Facilities manager/
information COBie schema spreadsheets completed. Cost manager

Plain Language The predefined questions which have been set in Information manager/
Questions (PLQ's) consultation with the client for this stage to be Main contractor
answered and approved by the client.

Handover Information Format

File Content RVT DWG IFC NWD/SBC PDF DOC/XLS
Datasheets X X
Schedules X X
COBie spreadsheets X X X
2D Drawings X X X
3D Model X X
Federated model X X

Project close out Meeting

Purpose
The close-out meeting represents the closure of the handover-commissioning phase for the
project and the gateway from Stage 5 - Construction to Stage 7 - In use.
Also the close-out covers:
• The acceptance of the AIM model by the client;
• The passing from the PIM stage to AIM stage;
• The passing from the CAPEX to OPEX phase;
• The transfer of ownership rights from the design team+contractor to the asset owner;
• The confirmation that the project fulfills the requirements in the EIR and contract;
• The final KPI, DQI for the BIM Model team;
• Lessons learned for the BIM team;
• Adjustments made in AIR and OIR following return of experience from present project;

Agenda
The agenda of the handover shall contain:
• Further training requirements (IT,maintenance);
• Final work stage closeout (PLQ's);
• User acceptance of AIM;
 • Checking of completion of the requirements DQI, KPI;
• Final check of the physical asset vs. virtual model;

Required attendees
Party involved Role
CLIENT Client representative
FM client representative
FM supervisor for asset
CONTRACTOR General Contractor
General Contractor PMO
BIM DESIGNER Project Manager
Project Information Manager
Project Delivery Manager
ARCH.DESIGNER Architecture Designer
MEP DESIGNER MEP Designer
STRUCT.DESIGNER Structure Designer
Company Name
John Smith, sr. eng.
HH Hotels
Gerald Williams
Robert Balasoiu, eng.
TORR Construction Andrei Adascalitei, eng.
Costel Paduraru, eng.
Florin Nistor, General
Manager
Arcadia Engineering
Dan Stroescu, sr. arch.
Corina Marinescu, sr.
arch.
Cumulus Inc. Adrian Soare, arch.
Addict Invest Alin Ungureanu, eng.
POPP &Asociații DragoșMarcu, eng.

Why the outputs/minutes are important

The handover close-out meeting is a post project-review concerning the cost (budget vs.
actual), schedule, and to document the lessons learned.
Also involves the model from PIM stage to AIM stage and and the transfer of ownership
rights from BIM designer/contractor to client.
It also is the Gateway from Stage 5 - Construction to Stage 7 - In use.

How this will support the project and client as they move into operation of asset
• It ensures the reach of the required performance outcomes to comply to user needs;
• It ensures the validity of BIM Information for the FM / Operation stage of the buildings;
• Enables lifecycle expenditure rather than just Capital Expenditure;
• Enables the importance of operational costs in the decision making process;
• Data transfer from the Construction Operation Building Information Exchange (COBie) to
CAFM, this will reduce cost and time of data input to FM systems;
• Training, commissioning and handover are provided in a timely manner to reduce the cost of
a protracted handover;
• Building performance evaluation is conducted overt the warranty period (as per Romanian
law is 2 up to 5 years after building completion);
• Strategic briefing for clients as per previous project experience;
• Optimisation of asset performance is maintained through the continued involvement of
designers in the optimisation of operational performance;
Appendix A - Project Close-Out Meeting Minute (Template)

MoM (Minute of meeting)

No (enter number)

By: (Enter name)

• Formal
• Informal

Location: (Enter location)

Time And Date (Enter time)

Attendees:
Name / Initial / Company name / Contact and email
Name / Initial / Company name / Contact and email

Apologies:
Name / Initial / Company name / Contact and email
Name / Initial / Company name / Contact and email

Item no Item - action to be taken Responsible Time due

1 Enter item Initial Date
1.1. Enter item Initial Date
1.2. Enter item Initial Date
2 Enter item Initial Date
2.1. Enter item Initial Date
2.2. Enter item Initial Date
3 Enter item Initial Date
3.1. Enter item Initial Date
3.2. Enter item Initial Date