Jacob Austin 00:00:00 Hi all Jacob Austin here from QS.Zone. And welcome to episode 116 of the Subcontractors Blueprint, the show where subcontractors will learn how to ensure profitability, improve cash flow and grow their business. Today's episode is all about the golden thread, and we're going to start with a bit of a cautionary tale from a subcontractor who fell down the wrong side of the golden thread, and then we're going to point out what he should have done to comply with his requirements, and why. Golden thread and the ability to provide it is such a hot topic at the moment. Now let's dig in with the inspiration for this week's podcast, which is based on a conversation that I had with a subcontractor. So let's call this guy Danny Drywall. And one Friday afternoon, he sat in his office with papers all over the place searching for all important documents, because the main contractor, knowing that the project is now a couple of weeks from practical completion, has just asked Danny for all of his handover information as built drawings, fire safety certs, O&M manuals, everything.
Jacob Austin 00:01:24 And as he's dug deeper into the information that he needs to provide, his heart sinks because he spent months on installation on maintaining the right quality. But he hasn't realized he's expected to maintain a golden thread of information. Now, with the clock ticking. He's frantically combing through emails, scribbled notes, trying to find all the documents, trying to trace what products is used, where he throws loads of effort at it, and he provides the main contractor with what he can. But it's not enough. The main contractor grows frustrated without Danny's golden thread information. The full safety file for the building can't be produced, and it's needed for practical completion, so they are now risking delays in getting the job handed over, and Danny's final payment is hanging in the balance whilst he tries to come up with the goods. Now, if that scenario sounds familiar to you, then today's episode is exactly what you need. We're going to explain what the Golden Thread is all about. Get you prepared for providing the right information and avoid Danny Drywall's mistake.
Jacob Austin 00:02:34 So we better start with exactly what Golden Thread is and why it's become so important. And this is another requirement that has stemmed from the Grenfell Tower tragedy that's moved on a whole host of things in building safety and compliance with the Building Safety Act 2022, introducing the concept of Golden thread, essentially a comprehensive digital trail of building information that's maintained through design, through construction and into occupancy of the building. It's evidence that your work complies with building regulations, and it's compiled into an accurate electronic handover record at completion for higher risk buildings, typically high rise residential projects. Maintaining that golden thread isn't just optional, but a legal obligation. Regulations going live in 2023 and 2024 explicitly set out what information must be included in the golden thread for HBS, and in August 24th, the Construction Leadership Council even published a 90 page guidance document on delivering the Golden thread to help duty holders, including contractors and designers, to get it right. In short, there's now a clear blueprint for what needs to be handed over. Digital Handover Files has already seen the quality of information improve, but principal contractors and clients are under pressure to get it really spot on.
Jacob Austin 00:04:05 And that means it isn't just a blank filing structure with whatever information shoved in there that you can find, but it collates all relevant golden thread details, every safety critical design change, material specifications and even approvals of those specifications throughout the build. All of it needs to be up to date and accurate by the time the building is finished. When it's handed over, that information proves that the building is compliant and that it's safe. It's a single source of truth for the owner of the building, and it can be used to manage and maintain the building and kept up to date going forward without this complete information package. The building safety regulator won't issue completion and they won't allow a building to be occupied. And it's that simple. No structured handover equals no completion certificate equals no legal occupation. And if a client has invested multi-million pounds into a high rise building, they aren't going to tolerate not being able to occupy it. Importantly, whilst the legal requirement currently applies to high rise residential buildings, the writing's on the wall that it isn't going to stop there.
Jacob Austin 00:05:21 Many government departments, commercial developers and housing associations are already asking for golden thread documents on non projects. They're treating it as best practice. They're seeing that as a way to reduce their insurance liabilities. They're treating it as a way to keep their conscience clear because they can demonstrate that their buildings are safe. And industry leaders are indicating that the golden thread is going to be expanded way beyond just HGVs. So you will likely see these obligations flow out into many of your subcontracts. Our main contractors will be wanting subcontractors that comply with the requirements. If you can reliably do it, then you quickly become a reliable partner and as this is typically one of the last actions to take place on a project, it will leave a really good taste in the contractor's mouth. If you can produce your information in a way that's slick. It makes their job easy to incorporate into their files and it makes them look good. People like to look good and you can help them do it. And making your last involvement in any project a good one is the best way that you can get repeat work.
Jacob Austin 00:06:32 So what information have you got to hand over? While the exact documents and data you'll need to provide will depend on your trade and the project, but generally the golden thread covers two big areas the building work information and the operation and maintenance information. So plainly, you've got to evidence that your part of the project was built right. And it's safe. And then you need to give the information to operate and maintain it safely going forward. And next we'll run through what that typically looks like for a subcontractor. So it's going to start with as built plans and drawings. These are your final as constructed drawings reflecting changes made during construction. It should show exactly what was built, including layouts, schematics and fabrication drawings if required. Clients are asking for these to be marked as built and not just final construction issue. That changes the onus slightly for designing subcontractors to check that what they've provided matches the drawings and to get drawings updated. If for whatever reason, it's different. If BIM models are used, then the updated model files and relevant extracts will be required as well.
Jacob Austin 00:07:47 The idea of the golden thread is that it documents the change history, not just the initial plans and not just the final plans. Then we move on to specification and product data. These are your detailed specs for materials and components that you've installed. This includes product data sheets, fire ratings, acoustic ratings, structural properties, basically any performance or safety critical attributes. So if you'd supplied fire doors, you'd provide the door manufacturer spec, the fire certification, installation instructions. And critically, you have to use the products that are named in those tests and specifications. So if the fire safety test is showing a particular mastic to seal around that fire door, then that is the product you've got to use. You can't use a similar but different one that's produced in the same factory, but it's sold for a fraction of the price. That kind of substitution needs a new test, and deviating from that can invalidate the warranty. And the idea behind that is that the golden thread demonstrates first with the design, that the design is compliant, backed up by relevant specifications and performance data through the install.
Jacob Austin 00:09:01 To demonstrate that what's been designed, has been purchased, has been installed properly, and then when it's closed away and you can't see it, that it's going to perform how it's supposed to. And as you can imagine, it's absolutely crucial when it comes to fire and fire. Stopping details, moving on to testing and commissioning certificates. This means providing any certificates, any reports from testing and commissioning activities relating to your work that might be electrical test sets, pressure testing for pipes, heating and ventilation, commissioning sheets, fire alarms, sprinkler commissioning sheets, load testing and lift test reports. Full details of fire stopping and source. These documents are crucial evidence that systems were installed correctly and that they function as they're supposed to, and they're absolutely part of the safety case for the building. These are records that you need to collate and store safely when you receive them, because chasing them down later can be an absolute nightmare. Operation and maintenance information is exactly what it sounds like. This should include manufacturer's operation guides, maintenance schedules and warranties for plant products, and even records of training given to the clients.
Jacob Austin 00:10:19 Say facilities team to educate them to use parts of the building. If you think about it from that person's point of view, Billy, the building manager, he's going to need to know how to operate and critically maintain his new building safely. So if you've installed, I don't know, a ventilation system, then you include the fan core unit manuals, recommended maintenance intervals that that's got to be completed, specs for the replacement components they're going to need for something simpler as well as your product spec. You might be including, say, cleaning and care instructions and warranty information. If your information is missing, it can very soon turn into a liability for you. If somebody goes about cleaning and maintaining the product in the way that they think they should and it causes an issue. So don't skimp on that information. There's also health and safety file contributions under UK CDM regs, the principal designer must compile that health and safety file. It contains information to allow any works carried out in the future to that building, such as refurb or maintenance, to be completed in a safe fashion.
Jacob Austin 00:11:32 It contains a lot of information that would be in the own manual as well, with additional details such as residual risks left behind in the building and how you address them during construction. Perhaps if you installed something that requires special access, then how you go about reaching it and maintaining it in the future. The golden thread encompasses this safety file into part of the overall record. So even if it seems like duplication, you can't leave anything out. Next we have fire and emergency information. These are absolute legal requirements that mandate fire safety information is handed to the user upon completion. That means if you do anything within construction that affects the fire safety of a finished building, you need to hand over the documents and your records to show that you've safely installed the design. The location of each bit of your install, along with certifications and so on, and critically, documentation that shows that that product is installed properly in the right place with the right treatment, such as sealant. Supplied. The Golden Thread concept puts a big emphasis on fire and structural safety details being passed on.
Jacob Austin 00:12:45 Next, we've got approvals and certifications. If you get involved in elements of the approval process such as building control. Sign off if you need permits. Warranties or guarantees for your installed materials, and if there's any third party certs such as BBA certificates, FM approvals, etc. if your work was subject to inspection and sign off by somebody, say a fire officer or a commissioning engineer, sign off, then include those sign off sheets for VBS. The building control process involves gateways and final certificates, and whilst the overall completion certificate is likely your client's responsibility, you should be providing documentation that supports achieving it. Be it test results, compliance certs and so on. Essentially, any document that's going to have regulatory or assurance stamps on it should be handed over to show compliance with the design. Then we have change logs or deviations. This shows the evolution of the design. So if there's any design changes, variations, and deviations from your original plans of your package. Then document them. A simple log that explains change X, introduce or type B in this location.
Jacob Austin 00:14:06 Change from type A to improve the fire rating approved on X date with a reference to a drawing. Part of the golden thread demands capturing what changed and why. During construction, it might be sensible to include email correspondence or formal change orders that substantiate those changes, but organize them so that the context is clear. Link them into your changelog so that you can see this was the instruction that changed this drawing this specification, so that should an inspector pick on one of your details, you've got a clear chain in your golden thread records to demonstrate exactly why something on site doesn't match the earlier design. That will likely be the end of the golden thread. But just for completeness, I'll mention a couple of other things that may be needed at handover stage, because depending on the project, there might be extras. For instance, a residential job might require a home user guide or a tenant manager summarizing key information about the plot in plain language. A large commercial job might have a building user guide or a logbook, sometimes that's mandated by part L or Breeam for energy and building use info.
Jacob Austin 00:15:19 Occasionally, client specifications call for additional information, so rather than just checking in a copy of the boiler manual, they might want a quick reference sheet for end users showing how to operate your heating system on a page. These kind of things might not be safety critical, but they will probably be required up front for handover. So coordinate this with your main contractor and it's sensible to do that early so you're not scrabbling for information at the last minute. Going back to the golden thread you can see hopefully Helpfully that it's pretty comprehensive. It's all the information somebody would need to fully understand what was built, how it was built to achieve compliance, and how to keep it safe throughout its lifespan. It's a lot of information, and that might make it daunting, but break it down into categories such as design, spec tests, O&M, etc. that's a solid checklist for you to start working through, and if you organize it in the same logical fashion using self-explanatory file names, you're winning a second half of the battle on making that information easy to find for the person using it.
Jacob Austin 00:16:31 You will likely be given a set file structure by your main contractor or client with an index that you'll need to copy and replicate. But if you're not proposal one based on that common sense approach folders named by what you're going to find in them, then all you need to do is get your information in them. So now let's talk practical tips on getting it right. Organizing your golden thread handover is as much about process during the project as it is about that final package of information. So here's how you avoid last minute scrambles by getting organized. And of course it starts on day one. Don't wait until that project is almost complete to think about your documents from that early kickoff meeting with your contractor, clarify what handover expectations they have from you, and begin gathering documents as you go. Set up a folder on your system for the project and file things into correct subfolders as they are generated. So when you get a test certificate in month two, save it in your test certificates folder. Straight off the bat.
Jacob Austin 00:17:41 That then makes this an activity that takes care of itself, because by PC time you're just consolidating and doing your final checks rather than starting from scratch. Next is the good old checklist. If the main contractor doesn't provide you one either of its own or via the client's requirements, then create your own based on previous projects and the categories that were described before. That checklist is going to be your friend throughout the job. Updating it regularly with what you filed lets you know when you get to the final knocking, what you need to focus on. It stops things from slipping through the net. You might be able to start with the BSA's prescribed information list. Use that as a template. Perhaps adapt it to fit your scope, removing items that don't apply and then just highlight them off as you go. Organization is your friend with this. Next, communicate your expectations down to your supply chain. So if you as a subcontractor, serve out further portions of the work, then pass these requirements down to them by building documentation requirements into their subcontracts.
Jacob Austin 00:18:50 You've got something to hold them to account to. It also means that they're aware from the start that you're going to need manures, certificates and saved with the proper naming convention. Give them dates that you need your information by, and don't be shy about quality controlling that information as well. If they give you something sloppy or scant of information, then get it back to them and get it corrected whilst they're still on the hook and you've got their interest in the job. Next. Leverage technology. Managing loads of files can be tedious if the project has a common data environment such as Pro Core or Viewpoint, then use it to store and organize your document. It also provides an audit trail. It demonstrates what you upload and when and who's accessed it. It will make your contractor's life easy if they give you access to the CD, the common data environment to upload information directly, and a lot of them will want you to do that if you can. So my tip is to take advantage of it if it's available.
Jacob Austin 00:19:55 But if it isn't, you don't need fancy software because a simple shared folder with version control like SharePoint or Google Drive that all of your team can access and contribute to can help you track and collaboratively build that documentation set together. Just ensure that the final document ends up in the agreed format and location at project handover. Next tip is follow your main contractor's guidance. Most likely, the principal contractor will issue an O&M manual or handover template. It might even be a specific format that the client wants and maintains across all of their jobs. So if you get that, read it carefully because it might specify things like all documents to be saved in PDF format, or drawings in both PDF and DWG File names that follow ex convention, and the template to use for O&M layout. By complying with these instructions, it makes your life easier, and it makes sure you're going to get that submission in the standard that's going to be accepted. If anything's unclear in those requirements, then ask for clarification. The earlier the better.
Jacob Austin 00:21:10 Next quality. Check your information before you hand it over. I know sometimes these things can be a rush, but doing an internal review, playing the part of the client's building manager or an auditor could save you endless back and forth. Can you find everything? Do all the files open properly? Is there anything obviously missing or mislabeled? Are the certs signed and dated? Are the manuals the final versions? This kind of review is crucial, particularly if you've got more than one team member contributing to your document pack. You need to ensure that your final set is comprehensive. It's accurate and it's accessible. And final point is to keep an archive and keep it back up even after you've handed everything over. Keep that backup over your files with the same structure in your own archive. This is a simple protection in case of later disputes. If somebody says, oh, this fire safety cert was missing, you mustn't have done it properly. And you can identify in your archive that you've issued it. Then you've got the paper trail, you've got the copy to prove it.
Jacob Austin 00:22:19 And it also sits there as an example for your next job if you need it. Following those steps should get you there effectively. And if you can adopt a rigid system to standardize and systematize your handover, you reduce this to a really simple admin exercise and you'll prevent that last minute nightmare. To go back to the story at the start. Danny Drywall did manage to cobble together the necessary documents, but it wasn't on time, so he managed to strain his relationship with the main contractor, but he's learned his lesson from it. The Golden Thread isn't just about bureaucratic red tape, as much as it might feel like it. It's about instilling accountability and pride in everybody's work. It's about demanding good quality performance and backing it up with proof that that's what you've delivered. And remember that the golden thread is ultimately there for the building's final occupant, so that they can understand the building and keep it safe, and they can live in it safely, with confidence that the work that you've done is going to keep them safe if they need to rely on it.
Jacob Austin 00:23:28 As I alluded to earlier, you'll also find that main contractors will start to remember the subcontractors who hand over quality information first time and without a fight. It's a little differentiator that can go a long way because ultimately these requirements are here to stay. They're likely to expand. So getting on board with it is just smart business for you. And there we have it. I hope you've enjoyed hopefully my digest of the golden thread requirements and it helps you in some way. My mission with the show is to help the million SME contractors working out there in our industry. So if you do take some value away from today's episode, I'd love it if you'd share the show and pass that value on to somebody else who'd benefit from hearing it. And of course, subscribe yourself if you haven't already. And thanks for tuning in. If you like what you've heard and you want to learn more, then you can find us at www.QS.Zone. And we're also on all your favourite socials again at @QS.Zone. Thanks all.
Jacob Austin 00:24:31 I've been Jacob Austin and you've been awesome.
