Handback Planning

Confidently navigate the handback process and ensure successful asset management.

PFI Handback Planning

When it comes to public sector handback planning, P2G understands the unique challenges and concerns faced by public sector organisations. Our focus is on providing tailored support to address these specific needs and ensure a successful transition from the private sector to the public sector authority.

One of the key areas we assist with is the handback surveys. The proper assessment of the condition of assets, facilities, and associated documentation is paramount. By engaging experienced surveyors, we ensure a thorough evaluation that takes into account compliance with regulations and standards specific to the public sector and contract. Our goal is to identify any potential risks or deficiencies and provide actionable recommendations to mitigate them.

Transition Plans

We understand that the handback process can be complex and demanding. That’s why our team works closely with public sector organisations to develop comprehensive transition plans. These plans outline the necessary steps, timelines, and resources required for a smooth handover. We collaborate with you to understand your unique requirements and assist in procuring the right services, supplies, and expertise to address any gaps or challenges that may arise.

Managing assets after the handback is another critical aspect. We recognise the importance of maintaining and operating assets effectively to deliver value to the public. Our procurement expertise comes into play, ensuring that you obtain the most suitable and cost-effective solutions for ongoing maintenance, upgrades, and eventual replacements. We help establish robust lifecycle management strategies, incorporating maintenance plans, performance monitoring, and budgeting, to optimise asset utilisation and meet the evolving needs of the public.


Understanding Handback

Understanding what is to be handed back under a PFI contract is crucial for a smooth transition and effective asset management. It includes project-related documents, physical assets, knowledge transfer, stock and inventory, guarantees and warranties. P2G assists supporting the assessment of assets, identifying risks, developing transition plans, and providing expertise in procurement and knowledge transfer. Their support empowers public sector organisations to confidently navigate the handback process and ensure successful asset management.

Knowledge transfer is another key area of focus for us. We understand that the expertise and insights gained during the PFI contract are valuable assets for the public sector organisation. We facilitate knowledge exchange through workshops, training sessions, and secondments, enabling your team to seamlessly assume responsibility for managing the assets. We ensure that the transfer of knowledge includes best practices, lessons learned, and innovative solutions tailored to the public sector context.

At P2G, our aim is to provide comprehensive support that aligns with the priorities and values of public sector organisations. We recognise the unique challenges you face and work diligently to address them. With our assistance, you can navigate the handback process with confidence, ensuring a smooth transition, effective asset management, and continued delivery of high-quality public services.

Contact us today to learn more about how P2G can support your organisation in public sector handback planning.


All project-related documents should be returned. This includes project records, architectural, structural, and engineering drawings, operation and maintenance manuals, and any legal documents, agreements, contracts, or permits that were part of the project. These should be organised, filed neatly, and presented with an index or directory for easy reference.

Any physical assets like buildings or facilities that were constructed or maintained under the contract should be returned in their fully operational and well-maintained state. Prior to the handover, a thorough inspection should be conducted by a certified professional to ensure compliance with relevant standards and regulations. A report of this inspection, along with necessary certificates of occupancy or similar documents, should be shared with the public sector authority.

Knowledge transfer is comprehensive and may involve workshops, training sessions, or even secondment of staff from the public sector authority to the project company. Detailed documentation capturing lessons learned, unique processes, and innovative solutions should be provided. Any licences associated with the project should be formally reassigned to the public sector authority, provided they are not personal to the project company.

Any stock, including spare parts, supplies, and equipment, should be audited, catalogued, and physically handed over to the public sector authority. An inventory detailing each item, its condition, and any other pertinent information should be provided. The specific process may involve moving items to a location chosen by the authority or leaving the equipment in place and simply handing over control.

All outstanding guarantees or warranties should be compiled into a single document or set of documents, detailing what each one covers, the term, and any actions required to maintain it. Contact details for the parties responsible for honouring these guarantees or warranties should also be included. These documents should be handed over in both digital and physical formats for ease of reference.

Staff transition should be handled with care and in compliance with labour laws and contractual obligations. Employees may be transferred to the public sector authority or to a new service provider. Throughout the process, clear communication is essential to mitigate uncertainties. It may also be necessary to provide training or support to ensure a seamless transition. In some cases, staff members may choose to leave or retire; contingency plans should be in place to handle such situations and to ensure continuity of service.

After the handback of a PFI contract, the public sector authority assumes responsibility for lifecycle management. This involves maintaining, upgrading, or replacing components of the asset as necessary over time to ensure it continues to function efficiently and meet the needs of the public. This requires careful planning, budgeting, and execution, potentially involving specialised staff or service providers. It’s crucial to align lifecycle management strategies with broader public service goals and budgets.

The handback of MES should involve a thorough audit of all equipment, confirming that it’s in good working order. Any warranties or maintenance agreements should be transferred to the public sector authority, along with detailed maintenance records. Furthermore, training materials or sessions may need to be provided to ensure that the authority’s staff can effectively manage and maintain the equipment. In some cases, arrangements may need to be made for the ongoing support or replacement of certain equipment.

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