ACH 216 Lecture 12 (Closeut & Turnover)

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ACH 216 Lecture 12 (Closeut & Turnover)

  1. 1. Project Closeout and Turnover Completion of Work Acceptance of Work Punch List Cleanup Closeout and Turnover Certificate of Completion/Occupancy Permit Guarantees and Warranties Operation and Maintenance Manuals
  2. 2. Completion of Work <ul><li>The completion of a project is defined by the completion of all the scheduled tasks in the CPM. </li></ul><ul><li>Project closeout is a complex process of “tying up loose ends”, coordinating start-up and turning over the project. </li></ul><ul><li>Closeout usually happens while the owner is occupying the facility. </li></ul>
  3. 3. Completion of Work Acceptance of Work <ul><li>Acceptance of work and final payment of contractor must proceed in accordance with the contract documents. </li></ul><ul><ul><li>Begins with request from contractor to make final inspection of work </li></ul></ul><ul><ul><ul><li>Usually two inspections required </li></ul></ul></ul><ul><ul><ul><ul><li>FIRST: determines what goes on the PUNCH LIST </li></ul></ul></ul></ul><ul><ul><ul><ul><li>SECOND: checkoff of PUNCH LIST to assure all work is substantially complete </li></ul></ul></ul></ul>
  4. 4. Completion of Work Acceptance of Work <ul><li>Before acceptance of work: </li></ul><ul><ul><li>All workmanship must meet specified standards </li></ul></ul><ul><ul><li>All work must be installed and complete </li></ul></ul><ul><ul><li>All equipment must be tested and operational </li></ul></ul>
  5. 5. Completion of Work Punch List <ul><li>Punch list is a detailed list of items that still need to be corrected or completed </li></ul><ul><ul><li>Made towards the end of the project </li></ul></ul><ul><ul><li>Items must be completed before work is accepted by owner and architect </li></ul></ul><ul><ul><li>Items must also be completed before Certificate of Completion can be issued </li></ul></ul>
  6. 6. Completion of Work Punch List <ul><li>Most time-consuming aspect of job </li></ul><ul><ul><li>Most of subs have packed up and left job </li></ul></ul><ul><ul><li>Difficult to schedule subs to come back in and do corrective work </li></ul></ul><ul><li>Responsibility for corrections on Punch List is on the CONTRACTOR and SUBCONTRACTORS </li></ul><ul><ul><li>More critical and progressive supervision is required by GC to ensure Subs will perform work </li></ul></ul>
  7. 7. Completion of Work Punch List <ul><li>Things that could be done to minimize items on punch list </li></ul><ul><ul><li>Contractor should carefully check its own work and subs’ work while the work is being performed </li></ul></ul><ul><ul><li>Superintendent prepare and maintain written record of deficiencies observed during job </li></ul></ul><ul><ul><ul><li>Precludes theses items from being overlooked or forgotten </li></ul></ul></ul><ul><ul><li>Unsatisfactory work should be corrected immediately and note permitted to remain and become apart of the punch list </li></ul></ul>
  8. 8. Completion of Work Punch List <ul><li>Things that could be done to minimize items on punch list </li></ul><ul><ul><li>Corrections should be made before Sub leaves project </li></ul></ul><ul><ul><ul><li>Could result in Sub evading issue or disclaims the responsibility for extended delays </li></ul></ul></ul><ul><ul><li>Superintendent and Project Manager should walk job periodically to inspect Subs’ work </li></ul></ul>
  9. 9. Completion of Work Punch List <ul><li>Punch list is in the form of the following: </li></ul><ul><ul><li>Written list of items as architect/engineer inspects work </li></ul></ul><ul><ul><ul><li>Items are written down with room numbers and room names </li></ul></ul></ul><ul><ul><ul><li>Subs responsible for item are also written in next to that respective item </li></ul></ul></ul><ul><ul><li>Can also be in electronic form </li></ul></ul><ul><ul><ul><li>Use in project management software </li></ul></ul></ul><ul><ul><ul><li>Spreadsheet is recommended when recording items </li></ul></ul></ul><ul><ul><li>Dates required to complete item are included in both forms </li></ul></ul>
  10. 10. Completion of Work Cleanup <ul><li>Contractor MUST cleanup jobsite before work can be accepted </li></ul><ul><ul><li>Includes removal of: </li></ul></ul><ul><ul><ul><li>Temporary facilities </li></ul></ul></ul><ul><ul><ul><li>Temporary fences </li></ul></ul></ul><ul><ul><ul><li>Haul roads and detours </li></ul></ul></ul><ul><ul><ul><li>Field offices </li></ul></ul></ul><ul><ul><ul><li>Stockpiles and surplus materials </li></ul></ul></ul><ul><ul><ul><li>Equipment and tools </li></ul></ul></ul><ul><ul><ul><li>Trash and scrap material </li></ul></ul></ul>
  11. 11. Completion of Work Cleanup <ul><li>Contractor MUST cleanup jobsite before work can be accepted </li></ul><ul><ul><li>Also includes </li></ul></ul><ul><ul><ul><li>Replacement of landscaping </li></ul></ul></ul><ul><ul><ul><li>Street cleaning </li></ul></ul></ul><ul><ul><ul><li>Releases from city, county and other governmental authorities having jurisdiction </li></ul></ul></ul><ul><li>Final acceptance of work should be withheld until final cleanup requirement are complied with </li></ul><ul><li>Cleanup is always at the contractors expense </li></ul>
  12. 12. Closeout and Turnover Certificate of Completion/Occupancy Permits <ul><li>Project closeout officially begins when contractor turns over the Certificate of Substantial Completion </li></ul><ul><ul><li>All items on punch list must be completed </li></ul></ul><ul><ul><li>Acceptance of work from owner/architect must happen </li></ul></ul><ul><ul><li>Job site must be cleaned up </li></ul></ul><ul><ul><li>Project must be ready for occupancy </li></ul></ul><ul><li>Occupancy permit can not be issued until certificate of completion has been issued </li></ul>
  13. 13. Closeout and Turnover Certificate of Completion/Occupancy Permits <ul><li>Planning for substantial completion happens at the beginning of project </li></ul><ul><ul><li>A/E compiles list of closeout requirements </li></ul></ul><ul><ul><ul><li>Becomes a part of the specifications </li></ul></ul></ul><ul><ul><li>Contractor meets with owner to review these requirements </li></ul></ul><ul><ul><ul><li>Responsibilities of all participants </li></ul></ul></ul><ul><ul><ul><li>Clarification of what constitutes substantial completion </li></ul></ul></ul><ul><ul><ul><li>Verification of any government regulations </li></ul></ul></ul><ul><ul><ul><li>Schedule of owner-furnished equipment and furniture </li></ul></ul></ul><ul><ul><ul><li>Confirmation or warranty start and duration </li></ul></ul></ul><ul><ul><ul><li>Review of turnover procedures </li></ul></ul></ul>
  14. 14. Closeout and Turnover Certificate of Completion/Occupancy Permits <ul><li>Closeout requirements should also be reviewed with subcontractors at preconstruction meetings </li></ul><ul><ul><li>Usually included in subcontracts; but should be reviewed </li></ul></ul><ul><ul><li>Eliminated finger pointing at the end of project when questionable items come up </li></ul></ul>
  15. 15. Closeout and Turnover Certificate of Completion/Occupancy Permits <ul><li>At closeout and turnover, specified required documents need to be given to owner </li></ul><ul><ul><li>Guarantees and Warranties </li></ul></ul><ul><ul><li>Certificates of Completion </li></ul></ul><ul><ul><li>Operations manuals and instructions for equipment </li></ul></ul><ul><ul><li>Keying Schedule </li></ul></ul><ul><ul><li>Maintenance materials, spare parts & special tools </li></ul></ul><ul><ul><li>Operation and Maintenance (O & M) Manuals </li></ul></ul><ul><ul><li>As-Built Drawings </li></ul></ul><ul><ul><li>Certificates of Code Compliance </li></ul></ul><ul><ul><li>Lien waivers </li></ul></ul><ul><ul><li>Consent of surety for final payment </li></ul></ul>
  16. 16. Closeout and Turnover Certificate of Completion/Occupancy Permits <ul><li>Most important and most visible aspect of Closeout is closing out construction and subcontracts </li></ul><ul><ul><li>Preparing the closeout schedule </li></ul></ul><ul><ul><li>Terminating temporary utilities </li></ul></ul><ul><ul><li>Issuing subcontractors’ certificate of completion </li></ul></ul><ul><ul><li>Conducting a pre-punch list inspection </li></ul></ul><ul><ul><li>Preparing the punch list with the A/E </li></ul></ul><ul><ul><li>Completing the punch list </li></ul></ul>
  17. 17. Closeout and Turnover Certificate of Completion/Occupancy Permits <ul><li>Most important and most visible aspect of Closeout is closing out construction and subcontracts </li></ul><ul><ul><li>Performing the final inspection </li></ul></ul><ul><ul><li>Issuing certificate of completion/substantial completion </li></ul></ul><ul><ul><li>Requesting final payment </li></ul></ul><ul><ul><li>Submitting lien waivers and consent to surety of payment </li></ul></ul><ul><ul><li>Removing equipment and temporary facilities </li></ul></ul>
  18. 18. Closeout and Turnover Guarantees and Warranties <ul><li>Guarantee </li></ul><ul><ul><li>Promise to pay or do something if failure occurs </li></ul></ul><ul><ul><li>Pledge to replace goods if they are not as represented </li></ul></ul><ul><ul><li>Usually applies to assembly of products in building </li></ul></ul><ul><ul><li>Contractor gives owner a guarantee on building </li></ul></ul><ul><ul><li>Functions as a maintenance and repair service for duration of guarantee </li></ul></ul><ul><ul><ul><li>Time usually spans 1-5 years from date of substantial completion; also known as Correction Period </li></ul></ul></ul>
  19. 19. Closeout and Turnover Guarantees and Warranties <ul><li>Warranty </li></ul><ul><ul><li>Promise or pledge that something is what it is claimed to be </li></ul></ul><ul><ul><li>Usually applies to products & equipment in building </li></ul></ul><ul><ul><li>Warranties are guaranteed by manufacturers </li></ul></ul><ul><ul><li>Functions as a maintenance and repair service for duration of guarantee </li></ul></ul><ul><ul><ul><li>Time usually is life of product or equipment </li></ul></ul></ul><ul><ul><ul><li>Typically 1 year labor is included at no charge </li></ul></ul></ul><ul><ul><ul><li>Typically material carries 5-20 year warranties without cost to owner for replacement </li></ul></ul></ul>
  20. 20. Closeout and Turnover Guarantees and Warranties
  21. 21. Closeout and Turnover Guarantees and Warranties <ul><li>Correction Period </li></ul><ul><ul><li>Contractor is responsible for correcting defective work during correction period </li></ul></ul><ul><ul><li>After correction period ends, owner must prove that contractor is responsible for defective work </li></ul></ul>
  22. 22. Closeout and Turnover O & M Manuals and As-Built Drawings <ul><li>Contractor is required by contract documents to issue Operation and Maintenance Manuals and As-Builts Drawings to owner </li></ul><ul><ul><li>O & M manuals consist of operational instructions and requirements for equipment on project </li></ul></ul><ul><ul><li>Also states maintenance items that need to be done in order for equipment to remain in good operation </li></ul></ul><ul><ul><li>Issued by subcontractors for individual trades </li></ul></ul><ul><ul><ul><li>Specifically mechanical, electrical and communications </li></ul></ul></ul><ul><ul><ul><li>Also specialized items; other mechanical items and furnishings </li></ul></ul></ul>
  23. 23. Closeout and Turnover O & M Manuals and As-Built Drawings <ul><li>Contractor is required by contract documents to issue Operation and Maintenance Manuals and As-Builts Drawings to owner </li></ul><ul><ul><li>As-Builts (or Record Drawings) state corrections and changes in work from original bid documents </li></ul></ul><ul><ul><li>Subcontractors show changes made in field on shop drawings </li></ul></ul><ul><ul><li>Intended to show owner ACTUAL construction </li></ul></ul><ul><ul><li>Typically used for reference by facilities </li></ul></ul><ul><ul><li>Can also be used for future expansion or renovation </li></ul></ul>
  24. 24. Closeout and Turnover <ul><li>When all the above requirements are met and items are completed, the contractor then “turns over” the keys to the owner </li></ul><ul><li>Owner goes through a period of start-up and implementation </li></ul><ul><ul><li>Includes moving in staff into facility </li></ul></ul><ul><ul><li>Educating & training staff on operation of facility </li></ul></ul><ul><ul><li>Determining that all equipment is operational </li></ul></ul><ul><ul><li>Helping staff with adjustment of operating in new facility </li></ul></ul>
  25. 25. Project is COMPLETE! Owner usually throws a BIG shindig to celebrate completion and show off the Project to others

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