FMS Handover: Services provision for the establishment, monitoring and implementation of the com ...

1. Facilities Management Service of the United Nations HQ in New York requests the provision of services to review the existing handover procedure, to provide specialist advice on best practices for handover of completed renovated buildings and to act on behalf of the Facilities Management Service of the UN as “Handover Manager” with the following duties:  Review the most effective way of presenting the building’s operating information to FMS.  Prepare and agree a timetable of dates when the design, engineering, construction and Capital Master Plan (CMP) teams must supply relevant information and drawings for inclusion in the health and safety file.  Specify the format for information to be delivered to FMS from CMP.  Check the drawings with the design team to ensure all drawings and details are included and recorded and then properly cross-referenced in the O&M manuals.  Set up a change management system.  Set up the building logbook.  Establish the design philosophy of the building and include in building logbook with health and safety aspects referred back to H&S file.  Check the accuracy (with the design team) and user friendliness of the O&M manual.  Check the commissioning information with the engineers/installers and make sure this information is included in the building logbook.  Co-ordinate the setting up of an asset register.  Facilitate training and demonstrations of the building and equipment for the FMS relevant staff and end users.  Arrange building handover days for facilities and maintenance staff.  Set up a helpdesk for the building users.  Stay in close contact with the building for a one-year period after occupation to allow finetuning and continuous commissioning. 2. Facilities Management Service (FMS) of the United Nations in New York is responsible for providing, maintain and safely operate an array of workplace facilities to UN staff members, delegations, member states, funds and programmes and all other occupants and visitors at headquarters premises. FMS provides services in the areas of: management and operation of all existing physical facilities and plants & equipment, maintaining health and safety of the work environment, space planning and space allocation and monitoring, management of moves, architectural and design service, management and coordination of overseas construction projects and the provision of broadcast and audiovisual services, special events and garage administration. 3. Facilities Management Service is currently seeking qualified multinational firms to provide services in the following areas: a. Review the existing contracts and provide a written report on the findings and recommended way forward through benchmarking with successful projects of similar scope. b. Preparation of ad-hoc workshops to present the findings and recommend a detailed procedure for a phased handover for the full extent of the project, commencing immediately with duration of approx 3 to 4 years. c. Develop a strategic plan for a formal handover process including but not limited to clear definitions of practical/substantial completion terms. The handover is to be seen as a process of many activities with emphases on information exchange, training, demonstrations and fine-tuning. d. Coordinate and manage the handover process and act as “Handover Manager” on behalf of Facilities Management Service. e. The firm shall assess their staffing requirements to ensure multidisciplinary expertises are available throughout the handover phases. f. The firm will coordinate the implementation process with FMS staff to ensure smooth transmission of the buildings with the view to ensure FMS is immediately enabled to provide a full complement of operation support and maintenance services to clients upon handover of the premises.