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Defence Estate Quality Management System (DEQMS) Davis Langdon Certification Services

Handover/Takeover (HOTO) Process

The HOTO process is a progressive assurance activity that commences in the project planning and development phase and concludes at the end of the defects liability period. To minimise issues during a project’s planning, design and delivery phases and efficiently meet HOTO objectives, it is essential that all estate projects satisfy a range of legislative, Defence policy, estate compliance and estate information requirements during these phases. Ensuring compliance with these requirements is achieved through early planning and engagement, understand stakeholder responsibilities, ongoing consultation, applying the Defence HOTO process, and pragmatically reaching agreement on project outcomes between key HOTO stakeholders.

The HOTO process includes use of a HOTO Plan & Checklist by project contractors, project managers and other key project stakeholders.

HOTO Policy

The HOTO policy applies to all estate projects delivered on the Defence estate.
The purpose of the HOTO policy is to ensure that all estate related projects adhere to a systematic process to demonstrate that the project practices and deliverables comply with legislation, Australian Standards and Defence policy and instructions; to deliver safe, compliant and fit for purpose facilities.

Key terms such as Handover and Takeover are explained in the HOTO Policy.
The EMOS contractors must use the HOTO Plan & Checklist when delivering E&IG Estate Works Program allocated maintenance projects as per HOTO policy.

HOTO Plan & Checklist

The aim of the HOTO Plan & Checklist is to identify all documentary evidence required by Defence to demonstrate the delivered works are compliant, fit for purpose, safe and suitable for occupancy and use.

The HOTO Plan & Checklist is to be used for all estate construction, maintenance, environmental and leasing projects delivering new or altering the existing Defence estate.

Note: The most recent version HOTO Plan & Checklist (version 7 series) is to be used for new works contracts. The earlier version HOTO Plan & Checklist v6.3 is still provided for those projects that commenced their contracts using this version.

HOTO Data Provision Checklist

The HOTO Data Provision Checklist (DPC) is to complement the contractor's Estate Information Provision Plan (EIPP). The DPC aims to provide contractors with sufficient information to plan and document a schedule for the submission of project information and data throughout the project lifecycle and for the PMCA / PM, EM&P and EMOS PSS to validate receipt and completion in accordance with the contract conditions and HOTO requirements. Estate data includes but is not limited to: GEMS data, design & as constructed drawings and Operating & Maintenance Manuals (O&MMs).

When developing the EIPP and DPC, contractors must liaise with the EMOS PSS to agree a schedule for data submission, validation and processing reply times that enable related HOTO criteria to be achieved.

Note: The DPC has been incorporated into HOTO Plan & Checklist v7 onwards. A separate DPC is still provided for those projects that commenced their contracts using an earlier version of the HOTOP Plan & Checklist.

HOTO Workflow

The HOTO workflow is a single page diagram that depicts key HOTO and related support activities across the project lifecycle.

Estate Project Meeting Guide

Throughout the estate project lifecycle many project meetings are conducted. Those more critical meetings are normally the "start" or "kick-off" meetings held at the commencement of each project phase, as these set the foundation for a successful project outcome. The Estate Project Meeting Guide aims to inform Service Delivery Division (SDD) Zone and Base staff about the matters and actions they need to consider, prepare and/or raise for key meetings that occur throughout the project lifecycle. The HOTO Plan & Checklist indicates key meetings that occur in the project lifecycle and provides brief instructions about stakeholder actions. This guide aims to supplement this information for Zone & Base staff.

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Last Modified: November 2021
Technical Authority: ESD
Subject Matter Expert: DELM