PROCEDURE FOR TURNOVER OF NEW BUILDINGS
FROM UBCPT TO UBC BUILDING OPS
The Construction Manager at UBC Properties Trust (currently Michael Beza) is
responsible for ensuring O&M Manuals, As Built drawings and other documentation
as noted in Appendix A (attached) is forwarded to UBC Records, Attention Robson
Agnew, 2329 West Mall (Tel. 604 822 7217.) (Note: Inspection Report, Building
Location Survey and Specifications should be forwarded to Records at the beginning
of the project but they are noted on this list as a reference.)
• O&M Manuals (Provide 2 paper copies and if possible a CD with a digital copy
in word, word perfect, PDF or TIFF. Note: this is now part of the Technical
Guidelines and should be included on new projects.)
• As builts/Record drawings – 2 sets full size (D 36” x 24”) paper copies plus a
CD with AudoCAD and PDF versions (underground utility drawings ONLY
should be on E size 34” x 44”)
6 months prior to occupancy
• In consultation with the uses, UBCPT Development Manager to coordinate:
- Key plans
- Signage
- Final FF&E budget
- Electrical requirements
- Move coordination logistics
- IT requirements (ensure a jack is installed in the elevator machine room)
- Elevator phone line request. Submit to Supervisor, Mechanical
Maintenance and Electrical (currently Robert Nugent) or call Lorraine Beckett
at 822 4178.
• UBCPT DM & UBCPT CM arrange a preliminary tour for Plant Ops staff.
Request their comments within 1 week.
3 months prior to occupancy
• UBCPT Construction Manager (UBCPT CM) begins familiarization process by
attending Owner and User meetings
• Construction Project Manager initiates commissioning meetings to ensure
schedules are adhered to and/or impact of amendments is discussed and info
disseminated. Plant Ops representative required to attend.
• UBCPT CM to ensure UBC IT Services and Secure Access are aware of
construction schedules and occupancy timeline; facilitate inclusion in
meetings as required.
2 months prior to occupancy
• UBCPT CM to arrange 2nd walk through for Plant Ops staff. Consultants are
present to respond to questions. Request deficiency/wish list within 1 week.
Follow up to ensure it is received.
• Review list with the UBCPT DM and Construction PM. Forward to consultant
team. Follow up to ensure issues are responded to &/or resolved.
Info compiled by Amy Phillips Page 1 6/29/2011
on behalf of UBCPT
2 weeks prior to occupancy
• Final ‘construction clean’ of building (including mechanical and electrical
rooms - MCC’s & transformers.) NOTE: If UBC Custodial has not been
contracted to do the final clean, UBCPT CM to arrange a walk through with
their rep to identify any potential concerns and ensure they are addressed
prior to the custodial turnover at occupancy.
• UBCPT CM to liaise with UBC Locksmiths to ensure keying of the building is on
track for occupancy. Note: Keying of mechanical and electrical rooms is an
ongoing issue with new buildings because during the turnover period (approx.
2-3 months) both UBC Building Ops and the Construction Company require
access. The decision was made that these rooms would be keyed with a lower
level key that all parties would be issued but despite best intentions this
process is lagging behind and causing problems with access for all concerned.
James Bellavance suggested that these rooms be rekeyed with the lower level
key at the beginning of the project and this may be worth considering.
• UBCPT CM to arrange a walk through with Marcus von Minden from Fire
Prevention Services, UBC (Office 604-654-0611, Cell 604-603-3245) to
review what access the Fire Department requires in the event of an
emergency. Marcus is responsible for submitting the appropriate paperwork to
the UBC Key Desk and ensuring required keys are deposited in the Lockbox.
• Ensure the Field Safety Representative (elevators) receives a copy of
Certificate of Inspection for each elevator and that any deficiencies have been
rectified by the contractor. Elevator emergency telephones to be programmed
to ring through to Campus Security at 822-0445.
1 week prior to occupancy
• PRELIMINARY OCCUPANCY WALKTHROUGH: Ensure UBC Fire Life Safety staff
is included in the occupancy walk through with the Fire Department. Provide
them with the Sequence of Operation in advance (as programmed in by
manufacturer’s representative.) They also require a copy of the completed
verification report and a copy of the device list in word text format
(programmers report.) If possible, assist UBC FLS in obtaining a copy of the
electrical as built drawings from the contractor. UBC FLS will generally take
the initiative and make direct contact with the contractor to arrange for a
copy of the red line working drawings. Ensuring these requirements are met
facilitates a timely turnover.
Prior to Occupancy
• FINAL OCCUPANCY WALKTHROUGH: Occupancy Permit obtained
• ADDITIONAL TESTING FOR NEW BUILDINGS ONLY:
- FULL POWER-OFF TEST. The main power switch to the building to
be turned off by Utilities. This will check the emergency generator
system, confirm what is on emergency power and more importantly
allow start up the building, after an outage, under controlled
conditions
- FULL SUPPLY FANS-OFF TEST. This is to check operation,
interlocks and ensure that all doors are able to be opened in the case
of an emergency.
- FULL FIRE ALARM TEST. Initiated by a pull station or other actual
device. This allows a physical check of the FA operation in a full alarm
Info compiled by Amy Phillips Page 2 6/29/2011
on behalf of UBCPT
condition. Fans should be tested to operate safely on fire alarm
without any BMS involvement.
- ELEVATOR FIRE ALARM RECALL (if applicable) Full operational
test of elevator FA recall system. This is no longer a simple test
because depending on where in the building the fire is located the
elevators will operate differently. It must be tested in all modes which
has not happened in the past. There is also some confusion as to
whether this is the FA or elevator installer responsibility.
Occupancy
• Establish deficiency protocol with Users; advise UBC Facility Manager and
Trouble Calls on how to manage calls from Users
• UBCPT CM to communicate with UBC Custodial staff to assume operational
responsibility for the building.
2-4 weeks post occupancy
• Coordinate turnover to UBC Plant Operations.
- Ensure FLS & BMS connections are complete and the building is
monitored (essential)
- Ensure all mechanical and electrical equipment demonstrations have
taken place including Controls, FLS and Elevator crew. Invitations must
be issued to Plant Operations 1 week in advance (currently through
Jim Leggott.) Attend demonstrations, take attendance, and note dates
on Turnover Checklist. Demonstrations should consist of two parts:
* Classroom style to explain design and theory
* Demonstration of equipment
- Provide up to date deficiency list and building turnover checklist for
discussion at turnover meeting.
- At turnover meeting identify deficiency items to be reviewed at 3
month follow up meeting.
• UBCPT CM to arrange security review with UBC Secure Access, Campus
Security and the Users.
2-3 months post occupancy
• Construction company departs; UBCPT CM ensures one page summary of
warranty information is provided
• UBCPT CM consolidates all deficiency lists into one master list and manages
through to resolution. Enlists on site assistance as required.
• UBCPT CM works with consultants & Plant Operations to ensure all systems
are commissioned and functioning properly.
• UBCPT CM ensures all documentation on the Turnover Checklist is received
and forwarded to UBC Records ASAP.
3 month follow-up post occupancy
• UBCPT CM to coordinate 3 month follow-up meeting to review deficiency list &
address any new or ongoing problems.
• Plant Operations to provide UBCPT with final deficiency list (including any
concerns about physical accessibility of equipment.)
10 months post occupancy
• UBCPT/UBC Plant Operations to perform a warranty and post occupancy
review with project consultants. UBCPT CM to continue to assist with any
significant warranty issues requiring attention.
Info compiled by Amy Phillips Page 3 6/29/2011
on behalf of UBCPT
• As the year after occupancy progresses discernment between deficiencies and
warranty work becomes more important. Educate building
manager/occupants on who to contact for warranty repairs as required.
12-18 months post occupancy
• UBC Board 4 Project Completion Report process – review/consultation with
stakeholders
Info compiled by Amy Phillips Page 4 6/29/2011
on behalf of UBCPT
• APPENDIX A
DOCUMENTATION REQUIRED TO COMPLETE TURNOVER FROM UBCPT TO UBC
Inspection Report
Occupancy Permit
Building Location Certificate (Survey)
SPECIFICATIONS
Architectural and Structural Specifications
Architectural Schedules and Details
Mechanical Specifications
Electrical Specifications
AS BUILT DRAWINGS
Mechanical
Electrical
Electrical/Fire Alarm as builts at turnover (can copy working drawing)
Architectural
Structural
Civil
Landscaping
Irrigation
OPERATIONS AND MAINTENANCE MANUALS
Mechanical
Electrical
Fire Life Safety
Sequence of Operations (provide in advance of occupancy walk through)
Fire Alarm verification report & device list in word text format (programmers report)
Vesda Commissioning form (if applicable)
Architectural
Sprinkler
DEMONSTRATIONS AND TRAINING
Mechanical
Elevator
Info compiled by Amy Phillips Page 5 6/29/2011
on behalf of UBCPT
Electrical
Fire Alarm
OH Door Operation
Lighting Control
Irrigation
BMS
Audio Visual
These system tests are to be performed just prior to occupancy FOR NEW BUILDINGS
ONLY:
Full Power-Off Test
Full Supply Fans-Off test
Full Fire Alarm Test
Elevator Fire Alarm Recall
REPORTS
Air Balance Report
Water Balance Report
Commissioning Documentation
Turnover Maintenance Materials
Excess Materials
Paint
Spare Sprinkler Heads
Keys to Building
Info compiled by Amy Phillips Page 6 6/29/2011
on behalf of UBCPT
