Is Your PFI Contract Ending? Here’s What FMs Need to Know to Avoid Chaos at Handover
By Martin Hembling, Commercial Director, Swiftclean
If your PFI contract is coming to an end, you’re not alone. Around 70 of the UK’s 700 PFI contracts will expire in the next four years. And while a contract ending might sound straightforward, many Facilities Managers are quietly anxious about what the handover will really involve.
Will your final handover report truly reflect the building’s condition? Will the incoming FM bidder know what they’re walking into? Clarity now can prevent chaos later.
Compliance is not optional—check your KPIs now
Since the first PFI contracts launched in 1992, compliance and record-keeping have skyrocketed in importance. If you don’t already have your KPIs, compliance reports, and maintenance logs up to date, prioritise this immediately. It’s not just about paperwork—it’s about demonstrating that your building is safe, compliant, and well-maintained, protecting your organisation and your Responsible Person from future disputes or legal challenges.
Create a comprehensive asset list—don’t leave gaps
Do you know exactly what sits within every square metre of your building?
PFI FM contracts often use a cost-per-square-metre model, but it’s what’s inside each square metre that matters. Do you have schematic drawings showing your utilities or ductwork? Are there fire dampers hidden away that you don’t know about?
Partnering with a specialist supplier can help you survey your building while services are delivered, ensuring you have a reliable, usable asset list ready for the next phase.
Water safety and L8 compliance: have you checked?
You’d be surprised how many organisations forget to update Legionella risk assessments after system changes or staff turnover. Under the HSE’s L8 Approved Code of Practice, you need to:
✅ Identify and assess risk sources
✅ Manage identified risks
✅ Implement preventative measures
✅ Keep detailed, accurate records of testing, results, and any remedial work
Including before and after photos in your records is a smart move, providing clear evidence of your compliance if questioned.
TR19 compliance: Air and Grease
Your ventilation ductwork needs regular inspections under TR19® Air to maintain good indoor air quality, while your kitchen extract systems require TR19® Grease cleaning to prevent fire risks.
Older systems often lack sufficient access points, making full cleaning impossible. Retrofitting access hatches not only helps with compliance but also ensures you can effectively maintain and quote for services going forward.
Fire dampers: Do you know how many you have?
Many FMs discover, often too late, that they have hundreds of fire dampers requiring annual testing and cleaning. Building a complete fire damper record now is essential, ensuring you can maintain compliance and avoid unexpected liabilities.
Protect yourself as Responsible Person
Whether you’re preparing to hand over or take on a PFI building, robust record-keeping protects you as the designated Responsible Person. Keep clear, accessible records with photos showing compliance activities completed, reducing your exposure to claims of negligence during and after handover.
Audit before handover to stay in control
A full audit of your building’s utilities, condition, and compliance status as your PFI contract ends is not just wise—it’s essential.
✅ As the incumbent FM, you’ll need to prove you’ve maintained the building diligently.
✅ As an incoming FM, you need to know the true condition of what you’re taking on to quote accurately and protect your business.
The end of a PFI contract is a pivotal moment. By getting your compliance, asset records, and system audits in order now, you can protect your organisation, demonstrate your diligence, and ensure a smooth transition, whether you’re handing over or taking over.
If you need support in auditing, compliance, or system inspections before your PFI contract ends, Swiftclean is ready to assist.
Learn more at https://www.swiftclean.co.uk/business-sectors/facilities-management/
