PFI, PPP, and the Digital Handover Dilemma: Why BIM and Regulation 38 Matter More Than Ever

When PFI and PPP contracts first emerged, the world was a very different place. The focus was on getting infrastructure built, operations running, and ensuring long-term service delivery. Digital transformation wasn’t a priority. Fast forward to today, and the expectations have changed.

Yet, when it comes to project handovers, many contracts still treat "digital records" as nothing more than scanned PDFs in a folder. This isn’t just inefficient—it’s a missed opportunity for better asset management, compliance, and future-proofing critical infrastructure.

So, let’s talk about why the industry needs to catch up, why BIM should be standard in PPP/PFI projects, and how Regulation 38 plays a crucial role in ensuring safety and long-term accountability.

The Digital Handover Problem

Many FM contracts today require digital information, but they don’t specify structured, usable data. This leads to:

?? Poor asset visibility – Instead of a structured BIM model or a clean asset database, FM teams receive scanned manuals, spreadsheets, and disorganised folders.

?? Compliance risks – Critical fire and life safety information (Regulation 38) gets buried in a document dump rather than stored in an accessible, structured format.

?? Inefficient maintenance – Without clear asset data, teams waste time and money figuring out what exists, when it was last serviced, and how to maintain it.

The result? Facilities teams inherit incomplete, unstructured data that can’t integrate into CAFM, BMS, or digital twin solutions—forcing them to rely on manual processes or worse, reactive maintenance.

Why BIM Needs to Be at the Heart of PFI/PPP Contracts

The world of PFI and PPP has evolved. It’s no longer just about delivering projects—it’s about ensuring they remain functional, safe, and cost-effective throughout their lifecycle.

BIM (Building Information Modelling) provides:

? A structured digital asset register – Every asset, system, and component is documented from day one, reducing the guesswork at handover.

? Lifecycle planning – Instead of waiting for breakdowns, maintenance schedules and asset replacements can be forecasted based on real data.

? Cost savings over time – A properly implemented BIM model cuts down operational inefficiencies, unplanned outages, and expensive last-minute fixes.

? Regulation 38 compliance – Fire safety data, escape routes, and critical building information are readily available, ensuring adherence to UK building safety laws.

The Reality? Many Projects Already Have BIM – But It Gets Lost

Here’s the irony: Many PFI/PPP projects already have or had BIM models created during the design and construction phases.

But what happens to them?

?? They aren’t handed over properly.

?? They get lost in translation between stakeholders.

?? They aren’t maintained or updated.

So instead of a structured, data-rich model, FM teams get a pile of disconnected documents, often missing key information required for operations.

The problem isn’t BIM itself—it’s the lack of process and enforcement to ensure its integration into long-term asset management.

A Phased Approach: BIM Doesn’t Have to Be All or Nothing

One common pushback against BIM is cost and complexity. But full-scale implementation isn’t the only option.

A phased approach can work:

?? Step 1: Start with structured asset data – Move beyond PDFs and require a digital asset register in a format that integrates with CAFM/BMS.

?? Step 2: Capture key building systems first – Focus on critical assets like HVAC, electrical, and fire safety (Regulation 38 requirements).

?? Step 3: Expand over time – As new projects, refurbishments, and upgrades occur, gradually build out a full BIM model.

This ensures that even if a project didn’t start with BIM, it can still transition towards a structured, usable digital handover—without the shock of a massive upfront investment.

The Call to Action: A New Era for PFI & PPP Partnerships

PFI and PPP are about partnerships, not just delivering projects and walking away.

Facilities teams, contractors, and public sector clients need to move away from the “race to the bottom” on costs and towards a smarter, long-term approach.

?? BIM should be an expectation, not an afterthought.

?? Regulation 38 compliance should be built into digital handovers.

?? Contracts must define structured data requirements, not just “digital records.”

Because it’s not just about today or getting to the end—it’s about ensuring these buildings function for decades to come.

What’s your experience with PFI/PPP handovers? Have you seen BIM models disappear, or do you think the industry is catching up? Let’s discuss. ??