Its been said many times, by many entities. The earlier you start preparing for handback, the more likely a successful outcome will be realised  for all parties concerned. The emphasis from the outset, as laid out by the Infrastructure and Projects Authority's (IPA) guidance (Asset Condition Handback Playbook – Implementation Guidance) is:

1. Collaboration between each stakeholder to work together for a mutually satisfactory handover of assets
2. A common understanding. The IPA Playbook strives to create a shared understanding among public and private sectors of asset condition during surveys. It aims to evaluate adherence to contractual provisions and establish a market standard for surveyors to ensure predictability and consistency in survey outputs
3. A standard approach. The Playbook provides a consistent method to help surveying firms build essential skills and scale up their capabilities. This supports overall market readiness and helps avoid future shortfalls
4. Continuous improvement. The Playbook recognises that things change over time, so it will be updated regularly using insights from surveys across various sectors and asset types. This helps ensure ongoing progress

The key word right from the beginning is once again, "assets". Planning and preparing for handback ideally should commence seven plus years before the end of the concession and transition. Below is a condensed version of suggested timeline activities  

7+ Years - Building a good base for expiry:

• Know and manage your contract
• Understand your asset base, its condition and forward maintenance plans
• Understand the exit provisions and requirements

7 - 5 Years - Expiry Initiation:

• Establish and resource your expiry workstream activities
• Engage with the PFI Co to initiate joint expiry planning
• Develop your future services strategy
• Initiate an early asset condition survey

5 - 3 Years - Expiry planning and decision-making:

• Develop and implement detailed plans and strategies
• Agree processes and contract interpretations with the PFI Co
• Ensure full integration with future procurement plans

3 - 0 Years - Delivering:

• Deliver final asset survey, final remediation and handback
• Review and transfer data, TUPE and systems
• Run future service procurement
• Conduct transition planning and mobilisation

0 + Years - Post-transition and close:

• Complete all handback certification
• Finalise accounts and close out residual PFI contract issues
• Bed in new services

Please do not underestimate the amount of collaborative planning, governance and resource the end to end process will demand.

Delaying an early and collaborative approach between the Contracting Authority, Project Company and FM Company is significantly increasing the risk of poor transition and potentially unnecessary financial consequences later. 

Whether you engage P2P at the suggested timeline to start the Handback process in line with the Infrastructure and Projects Authority's (IPA) guidance, seven years before end of concession. Or if you are part way through and need assistance to overcome obstacles, barriers or just need more resource. P2P have the expertise to assist the expiry process including asset handback and service transistion.

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