O&M SERVICES

What are operation and maintenance manuals (O&M’s) 

They are operation and maintenance manuals for the building and any infrastructure within or associated with the building. This is not a legal requirement, but a contractual one. Therefore, each O&M manual/package may contain different information dependent on what the Client wants, the materials used in the building and the level of detail required. There is no legal structure for the O&M manuals. Within the O&M manuals you should expect to find information on testing and commissioning, warranties and manufacturers literature. It is the responsibility of the Principal Contractor to collate this information from the individual contractors involved in the project. The O&M manuals will then go back to the Client at the end of the project. 

Many Principal Contractors and Principal Designers often underestimate the time involved in getting these documents together, particularly if they have left it last minute in the project. Experience has taught us that the more planning has taken place, then the higher the quality and content of the O&M manuals. They shouldn’t be anything to be scared of, but support is available if you need it.

How can Safety For help? 

Safety For offer two varying O&M packages to help you meet Client and contractual requirements. 

Essentials Service Level 

This is the basic level of O&M collation service we offer. This essentials service offers a structured and co-ordinated process for collation of the O&M’s in line with standard employers requirements, throughout the construction phase of the project, to the handover phase. 

This service level includes;

  • Project specific structure design of the O&M format, utilising and adapting our standard format. 

  • Contractor O&M “best practice” workshops providing a thorough briefing to contributors 

  • Easy to use cloud-based data collection which can be readily accessed for contractor information 

  • Real time tracking of the O&M as it develops throughout the project, which can be distributed to key decision makers through auditable key performance indicators. 

  • Dedicated O&M co-ordinator who will oversee all delivery aspects of the service 

  • Delivery of the electronic copy of the O&M’s, both at draft and final stage. 

Enhanced Service Level 

This is our most popular service level chosen by Clients and Contractors alike. As with the essentials service, this is a structured approach to the O&M manuals, however, the enhanced service includes more detail and information, over and above the essentials service. 

This service level includes; 

  • O&M structure bespoke to accommodate or support Client Building Management Systems (BMS) requirements 

  • Assistance with O&M to BMS integration

  • Details asset registers, key schedules, spare part register etc. 

  • Enhanced O&M workshops throughout the collation process 

  • Detailed packages within the O&M manual including key structural principals and residual hazard information

  • Delivery to accommodate “soft landings” process and additional assistance with soft landings where required

  • On-line/e-learning workshops for Clients in support their “soft-landing” process. 

SERVICE LEVELS

O&M workshops 

Safety For offer on-line/e-learning workshops to help Contractors, Principal Contractors and Clients to understand, use and support the O&M process. We believe these are key when getting the most out of your O&M manuals now and in the future. 

We often hear about the confusion surrounding the O&M manuals by all duty holders. Our workshops are carried out via teams/zoom etc and are hosted by one of our dedicated O&M team. They are tailored to the needs of the Contractors, Clients etc. as well as the project being completed. These informal and interactive workshops help to build a good foundation to create good quality, specific O&M manuals to benefit all involved.  

Soft landing strategy and support 

Safety For, Soft Landings Strategy (Strategy) encapsulates the smooth transition from construction phase to practical completion and handover including the rectification period.

This Strategy is bespoke, as every client requires something specific, therefore the structure and pricing for this service is based on ‘what the end user’ wants/needs.

Safety For will agree and provide a clear and structured methodology to hand over the building to the End User focusing on key documentation and familiarisation of the building and its systems in the lead up to handover. 

Adequate training and familiarisation workshops are planned well in advance to ensure the End User is aware of key building systems and procedures to avoid a ‘cold’ start in the operation of the building.

This Strategy also details the aftercare procedures and protocols for communicating, recording, reacting to and closing out of defects during the Rectification Period (Defects Liability Period). 

Typical aspects of a Strategy will often include the following.

  • Coordination with Building Management Systems (BMS)

  • Fire strategy coordination

  • Maintenance schedules and training support

  • Video based instruction

  • Defect reporting and management process

  • Post practical completion CDM compliance support

  • End of defect period review