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,