O&M manual basics for subcontractors

Why are they needed?

An Operations & Maintenance (O&M) Manual forms part of the Building Manual. This includes operation, maintenance, decommissioning and demolition of a building or structure.  It helps the end user preserve their building, keeping it operating and maintained efficiently, ensuring it reaches it’s intended targets and life expectancy. From how to work the heating, to replacing a damaged blind, or what elements are hazardous or recyclable, the information should be available.

What is needed?

Each request should specify what is required and how it is to be presented and submitted.

At its most basic the building end user needs to know;

  • What was installed. This must be as specific as possible. Include building construction details e.g. finishes, cladding, doors and an Asset register of the plant and equipment.
  • Where it was installed. Include As-built drawings and specifications. If projects are still in construction phase when your information is required a written description can sometimes be supplied.
  • How to work it. Include manufacturer’s instructions for efficient and proper operation.
  • Who did it. Include the name and contact details of the companies who manufactured, supplied and fitted each element.
  • When it was installed, how long it is likely to last and any future testing requirements. Include commissioning and testing results (if relevant to your works) along with guarantees, warranties and certificates.
  • What to do at the buildings end of life. Include requirements for demolition, decommissioning and disposal.

When is the information required?

O&M information is often required for Practical Completion. You may be asked for draft information well in advance of this. Always ensure updated information is passed on promptly following completion of your works. Changes & decisions made during the project can lead to the initial information being incomplete or incorrect.

Who is involved?

You may get O&M requests from the Principal Contractor directly or a company to whom the task has been outsourced. The person collating the information is not always involved in the project itself and therefore the project team will also need to be involved.

How we can help

VOLOCO work with subcontractors to process these time consuming, often overlooked, requests. We decode what is actually required into simple questions specific to your company and collate the information for you into the required format. You are then able to submit the completed document yourself. We can also take away the hassle completely by doing this on your behalf.

Equally, if you are a main contractor and need some support we are also able to help with this.

O&M basics A pile of files with paperwork in.

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