Mechanical Completion and Handover Procedure (Proposal)

1.0 Definitions
1.1 Company
The company shall in this case be XXXXXXX

1.2 Client
The client shall in this case be XXXXXXX

1.3 Contractor
The contractor is a party contracted by the company to perform tasks related to equipment
installation, integration construction, and mechanical completion

1.4 System
A system is a domain area segregated by discipline, function, area of operation, as described
in the client’s coding and system numbering specification

1.5 Subsystem
A subsystem is a part of a system that has its boundaries defined within that system. This
subsystem definition shall be made during the early stage of the project, prior to the
commencement of the mechanical completion activities

1.6 Mechanical completion (MC)

This refers to visual checking & testing of equipment installation & construction works to
ensure compliance to project approved engineering design, quality, health, safety and
environmental standards & specifications.
The overall goal of MC is to verify and document that the MCP (Mechanical completion
package) /systems/subsystems are installed and tested in compliance with approved design
purpose and specifications, prior to starting any pre‐commissioning and commissioning
activities.
MC activities include:
- Material & equipment installation visual inspections & completion checks
- Cable installation verification tests (continuity tests & insulation resistance tests)
- Equipment & installation preservation compliance checks

1.7 Mechanical Completion Certificate (MCC)

A certificate issued to document that a MCP/system/subsystem as defined in system
boundaries have attained mechanical completion status.
The issuance of this certificate shall be by Company MC Team and is contingent upon the
following conditions:
- MCP/System/Subsystem are inspected & tested (where appropriate) for mechanical
completion based on MCCR (Mechanical Completion Check Record)
- All PL items (category ‘A’ or ‘B’) are completed to the satisfaction of Company & Client.

1.8 Mechanical Completion Check Record (MCCR)

This is discipline specific record that documents the results of the checks & tests performed
during mechanical completion for a specific tagged item
1.09 Mechanical Completion Package (MCP)
This is a compilation of MC related documentation consisting of the following:
A) Mechanical completion package – table of contents
B) Mechanical Completion Certificate (MCC)
C) Mechanical Completion Check Records (MCCR)
D) As built drawing
E) Punch List form
F) Mechanical Completion Status Index (MSCI) - an index listing the status of the all the MCCRs
applicable for a MC package

1.10 Punch List Form

This is a form within the MC Package that describes incomplete or defective works found during
mechanical completion. Punch list (PL) items listed in respective MCCRs shall be recorded into the
PL form.
These PL forms are linked to a particular tagged item in a design database, and they are to be
numbered in the format SYSTEM_NO‐PL for ease of identification.
Punch list item status referenced in the MCCR defined as follows:
A) NA - Not Applicable (Check item is not applicable referenced to item description).
B) OK - Check item is completed satisfactorily and no further actions are deemed necessary.
C) Punch Item “A” - item is not completed and is classified as category A (safety or functional
critical), and it must be completed satisfactorily prior to starting any pre-commissioning and
commissioning activities
D) Punch Item “B” - Check item is not completed satisfactorily and is classified as category B (non-
safety or non-functional critical), and it may be completed satisfactorily prior to starting any pre-
commissioning and commissioning activities.

1.11 Punch List Register (PLR)

This is an overall list of the PL items raised during mechanical completion. This list shall be updated
on weekly basis (as a minimum) to include all punch list items derived from all PL forms.
The PLR shall form the basis for weekly punch list management reporting, and will also be used to
drive project mechanical completion goals by acting as a status register recording:
a) System No., Reference PL Form No
b) Contractor Name & Date when corrective actions were carried out
c) Company Name & Date when corrective actions were inspected & accepted
d) Client’s Sign off acceptance

1.12 Ready for Commissioning Certificate (RFCC)

A certificate issued to signify that systems/subsystems can be handover for pre-commissioning and
commissioning activities to commence. This certificate shall be issued by Company to Client and is
contingent upon the following conditions:
a) MCCRs are sign‐off by Contractor/Company/Client
b) MCC issued
c) All PL items in PLR are closed
In the event when punch items cannot be completed on time to meet project milestone dates, the
punch items can be transferred into the Carry‐Over Work List (COWL) for handover to the next
project completion execution phase. This transfer is subject to agreement between Contractor,
Company & Client, and final approval is from Client.
1.13 Ready for Commissioning Package (RFCP)
This is a compilation consisting of the following:
a) Ready for Commissioning Package – Table of Contents Sheet
b) Ready for Commissioning Certificate (RFCC)
c) Punch List Register (PLR) – filtered list showing punch list items status within package
d) As-built drawings
e) Carry Over Work List (COWL) -when there are outstanding punch items during handover

1.14 Carry Over Work List (COWL)

This is a register that documents the outstanding work that needs to be completed in the next project
completion execution phase. The COWL shall be issued by Company for mutual acceptance by all
parties (Contractor, Company & Client). COWL items at any stage/phase shall be identified in
advance, and with client approval.

2.0 MC Procedure
The overall goal of MC is to verify and document that the systems/subsystems are installed and tested
in compliance with approved design purpose and specifications, prior to starting any pre-
commissioning and commissioning activities. The three phases for the execution of MC are definition
phase, engineering phase and installation/construction phase. The start of these activities is contingent
on the completion of engineering activities.

Handover Procedure
Handover shall be initiated when the following MC execution activities are completed:
a) RFCP compiled with RFCC signed and issued
b) All punch items on PLR are closed and completed
For the contents of MCP and RFCP dossiers, refer to section 1.0.6
In the event when PL items cannot be completed on time and needs to be transferred into the Carry‐
Over Work List (COWL) for handover to the next project completion execution phase, the RFCC will
not be issued. In this case, the RFCP will contain the following documentation:
a) Ready for Commissioning Package Description
b) Ready for Commissioning Package – Table of Contents Sheet
c) Punch List Register (PLR) – filtered list showing punch list items status within package
d) Carry Over Work List (COWL) –To be approved by Client

3.0 Client Non-acceptance of MCP/RFCP

In the event of a MCP/RFCP non‐acceptance by Client, the underlying reasons for the non-
acceptance shall be determined and stated in the respective MCP/RFCP.
The MCP/RFCP in this case shall not be issued with any completion certificates (MCP or RFCP),
until the issues causing the package non‐acceptance has been resolved to the satisfaction of the
Client.

4.0 Management of As Built Drawings

Site MC Team shall maintain a master set of engineering drawings (Latest Revision) filed properly on
site, with constant updates as and when drawing revisions take place. These master set of engineering
drawings shall be used to produce red line as-built on site to reflect construction changes. Copies of
these red line as-built drawings shall be provided to Company engineering group and shall be properly
filed under site as built drawings folder