What goes into as-built documentation.
For refrigeration and air-conditioning plants: the manufacturers’ documents per component and your own certificates, ordered by the bill of quantities. And why the final invoice depends on this file.
What goes in
A typical example for a refrigeration plant. What your client requires exactly is in their bill of quantities.
From the manufacturer, per component
- Data sheet
- Operating manual
- Installation manual
- Maintenance manual
- EU declaration of conformity or declaration of incorporation
From you, per plant or project
- Pressure and leak test
- Commissioning report
- Plant description and short operating instructions
- Contractor declaration
- Logbook, if the bill of quantities requires it
An example, not a complete list. The basis includes EN 378, the F-gas Regulation and the Pressure Equipment Directive.
Why money depends on the file
A security retention of up to 5 % of the invoiced amount is common in construction contracts. If the as-built documentation is missing, clients hold back money until it is there; some specifications require it weeks before acceptance. How strictly this is handled depends on the contract.
Sources: Bauprofessor (retention), IWW (retention for missing as-built documentation), specification for as-built documentation of the city of Mülheim an der Ruhr.
Who decides what goes into the file
The client
There is no single standard. What goes in is set by the client in the bill of quantities or their specification. VDI 6026 describes content and form, and public clients have their own guidelines.
A maintained rule set
Which documents a component needs is defined in a versioned rule set maintained by a refrigeration specialist. What the client specifies always takes precedence.
You approve
Every match shows type number, page and document type. Only what you have confirmed or what is clearly evidenced goes into the file.