We install internet services to client sites. In most cases we retain ownership of the equipment.

A client has requested O&M and our techies are loathe to provide it as they say they don't want the site maintaining the equipment as that is our job.  In addition, at the end of a contract, the equipment may be retrieved by us.

I am of the understanding that we should provide O&M information for the works we have done, regardless of whether or not we retain ownership.

Can anyone clarify that for me?

In the absence of a layout for the manuals in the job spec, here is some advice on the contents. However, it is always good to clear the proposed manuals with the client prior to starting to compile them.

Although strictly speaking the O&M Manuals need only contain operation and maintenance information, realistically the minimum information that should be included for each maintainable item of equipment is:

• Description of the works.
• Details of each installed item including Manufacturer, model number and any sub-type information such as colour.
• Details of where the item is installed. Either refer to drawings that have this information or include a textural description.
• A textural description of the operation information or reference to manufacturers’ literature where this information can be found.
• Textural maintenance information or reference to manufacturers’ literature that has this information
• Any relevant drawings
• Any relevant Test and Commissioning information.
• Manufacturers Operation and Maintenance information, product data sheets, safety data sheets or drawings.

In reality clients often request more detailed information. Typically, this may be:

• Manufacturer and supplier contact details
• Guarantee / Warranty information
• A maintenance matrix. This is a tabular representation of all maintenance required compiled into one place and not listed by item. This is where you will state that your company will carry out the Maintainance and at what frequency

Then occasionally, further information may be requested that does not have a direct bearing on the operation and maintenance such as:

• Asset register with financial information included
• Product life expectancy which if very hard to state and most manufacturers will say that it depends upon usage.

Hope that helps, there may be more to add in  a O&M manual but those points above i've used for a few years in the ones that i've done with no issues