Project Turnover and Closeout

Project Turnover and Closeout A Guide for Project Administration Administration

Contents Introduction to Project Turnover and Closeout ......................3 Who’s Involved in Project Project Turnover?........................................ Turnover?........................................3 3 Who’s Involved in Project Closeout?........................................ Closeout?........................................3 3

Project Turnover.......................................................................... 5 Planning for Turnover.................................................. Turnover........................................................... ............ ...5 5 Identifying Stakeholders...................................................... Stakeholders...................................................... Planning Pre! Pre!T Turnover "ctivities........................................... "ctivities........................................... Processing Punch #ists and Conducting Ins$ections...............% Ins$ections...............% The Contractor’s Punch Punch #ist and &e'uest for (inal (inal Ins$ection..........................................................................)* Ins$ection.......................................................................... )* The (inal (inal Ins$ection........................................................... Ins$ection.......................................................... .)) The (inal (inal Ins$ection &ecord &ecord +"ssociate’s Punch Punch #ist,.. .. .. .)&esolution &esolution of Punch!#ist Ites...........................................)/ Ites...........................................)/ "$$roving Project &ecord 0elivera1les.................................)/ 0elivera1les.................................)/ 2Wages and ours4 "davit.............................................)6 "davit.............................................)6 7uarantees and Warranties...............................................)6 Warranties...............................................)6 8nsuring Site Cleanu$...........................................................)9 Cleanu$...........................................................)9 "cce$ting the (inished Project..............................................)9 Project..............................................)9 Issuing the Certi:cate of Warranty Warranty Coenceent.........)/ Coenceent........ .)/ Issuing the Certi:cate of Co$letion................................)9 Co$letion................................)9 ;otifying Stakeholders......................................................) Conducting Walk!Throughs.................................... Walk!Throughs............................................. ............ ...--Providing Providing Training Training and 0ocuentation............................ 0ocuentation.............................. ..---

Project Closeout......................................................................... .........................................................................-/ -/ Closing Construction Contracts.............................................- Contracts.............................................- Processing a &econciliation Change $enses.........................................-% 8>$enses.........................................-% "$$roving the "ssociate’s (inal Pay Pay "$$lication................ "$$lication............. ...33Forwarding Project Records...........................................................................25

Project Turnover and Closeout

February 2003

Page 1

Figures )

&ecor ecord d of of (in (inal al Ins$e Ins$ect ctio ion n +"s +"sso soci ciat ate’ e’s s Pun Punch ch #ist #ist,,

-

Certi erti: :cate cate of Warr arranty anty Co Coence nceent ent

3

Certi:cate of of Co Contract Co Co$letion

/

Chang hange e
5

"endent for Contract act Closeout

Chart )

Proces ocess s (l (lo for for P Prrojec ojectt Turno urnov ver

-

Proces ocess s (lo (lo for for Projec ojectt Clo Closeou seoutt

Page 2

February 2003

Project Turnover Turnover and Closeout

Introduction to Project Turnover and Closeout Cl oseout Project Project turnover and $roject closeout are a re distinct 1ut closely related $hases of $roject adinistration. Turnover Turnover enco$asses all the activities involved involved in a $roject’s transition fro construction or renovation to occu$ancy and use. "t $roject $roject turnover= turnover= the @niversity @niversity acce$ts the co$leted $roject fro the Contractor and forally assues the res$onsi1ilities of onershi$. Closeout refers to the activities involved in terinating the $roject’s construction and design contracts= transferring inforation to the $roject "ccountant for :nancial closeout= and archiving all $roject records. This cha$ter descri1es $roject $roject adinistration activities activities during $roject turnover and closeout.

Who’s Involved in Project Turnover? 

@niversity’s Construction Aanageent and the Project "dinistrator



"ssociate "rchitectB8ngineer "rchitectB8ngineer +"B8,= if the $roject has one



Construction Contractors



8nd usersBoccu$ants



Coissioning "gent fro @C (acilities Aanageent= and other (acilities re$resentatives as re'uired



@C Inforation Technology +@Cit,



@C Pu1lic Safety

Who’s Involved in Project Closeout? 

 

@niversity’s Construction Aanageent and the Project "dinistrator The assigned Project Project "ccountant "ccountant "ssociate "rchitectB8ngineer "rchitectB8ngineer +"B8,= if the $roject has one


February 2003

Page 3

Page 4



Construction Contractors



0ocuent Control



Coissioning "gent fro @C (acilities Aanageent= and other (acilities re$resentatives as re'uired

February 2003


Project Turnover Outcome The @niversity has acce$ted the :nished $roject fro the construction contractors. " Certi:cate of Co$letion has 1een issued. The @niversity has assued the res$onsi1ilities of aintenance= security= and insurance for the ne or renovated facility= hich is ready to 1e occu$ied. In the Project Turnover $hase= the Contractor $resents the :nished $roject to the @niversity. When the Contractor has ful:lled all re'uireents of the contract docuents= the @niversity acce$ts the ork. The @niversity’s and "ssociate "rchitect’s +if a$$lica1le, activities in this $hase include the folloing ). Planning for $roject turnover= -. Processing $unch lists and conducting ins$ections= 3. "$$roving $roject record delivera1les= /. 8nsuring site cleanu$ 1y the contractor= and 5. "cce$ting the :nished $roject. The folloing sections $resent details of each of the a1ove activities. Chart ) shos the $rocess Do for $roject turnover.

Planning for Turnover ;ot all $roject turnover activities take $lace at or near the end of the $roject. Certain as$ects of turnover can 1e $lanned even hen the $roject is just getting started. The Project "dinistrator and tea should identify and involve all ajor stakeholders ithin the @niversity as early in the $roject as $ossi1le. This a$$roach enhances the stakeholders’ o$$ortunity to contri1ute to a sooth turnover. The siEe= co$le>ity= and $ur$ose of a ne or renovated facility ill deterine ho the stakeholders are and hat the s$eci:c turnover $rocedures ill 1e. In $articular= the turnover $rocess for a ca$ital $roject is likely to diFer fro that of a renovation $roject.


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Design 1. Plan for turnover

Identify stakeholders and contact people

"acilities contacts revie# $%& complete construction documents as appropriate

AssociateProject Administrator, contacts establish project!specific turnover procedures

Construction "acilities contacts, maintenance personnel observe construction at various sta'es

2. Process punch lists and conduct inspections

Contractor submits punch list, request for final inspection, and project record deliverables

Is project ready for final inspection?

Yes c

N o

Contractor completes #ork and resubmits punch list, request for final inspection

Turnover and Acceptance

3. Approve project record deliverables

5. Accept the finished project

Contractor submits any outstandin' project record deliverables

Associate or Project Administrator issues Certificate of Completion *niversity accepts project

Associate andor Project Administrator and "acilities (ana'ement approve project record deliverables

Project Administrator issues copies of completion notice to "acilities, -isk (ana'ement, Public .afety

Contractor arran'es trainin' on systems, equipment for "acilities (ana'ement, end users

Contractor terminates liability insurance *niversity assumes liability covera'e

4. )nsure site cleanup

Contracto #ork s *niver stand

"acilities (ana'ement vie#s completed project and receives project record deliverables

"acilities as maintena Public .a assumes se responsibil

Chart 1: Process Flow for Project Turnover Project Turnover and Closeout

February 2003

Page 6

Identifying Stakeholders
Facilities Management .uc.eduBfacgt

Maintenance and "#erations GCar$entry GPainting G8lectrical GPlu1ing GH"C G8levators G7rounds

Pulic Safety

!Cit

.uc.eduB$u1saf etyB

.ucit.uc.edu

Parking Services

%etwork and Telecommunica tions Services &

Security

'lectronic Classroom Fire Protection Planning and Su##ort Services &

GAaintenance

"thers

$ousing and Food Services +-.uc.eduBhousing,

'nvironmental $ealth and Safety +htt$BBehs-.uc.eduB,

G #a1 e>haust controls G Indoor air 'uality G aEardous aterials anageent +cheicals controlJ tracking= storage= and containent,

$ousekee#ing !tilities 

(adiation Safety ")ce +http://www.uc.edu/radsafety/ ,


February 2003

Page 7



See the su$$leental to$ic 2@nderground and Concealed @tilities4 for additional inforation a1out Construction Aanageent’s interactions ith this de$artent. K

See the su$$leental to$ic 2@Cit and Construction Aanageent Project Procedures4 for additional inforation a1out Construction Aanageent’s interactions ith this de$artent.

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February 2003


Planning Pre*Turnover +ctivities #isted 1elo are soe e>a$les of turnover!related activities that can 1e $lanned early in the $roject 

,uring Program Statement: 7ain agreeent on $roject counication $rocedures= $articularly foral noti:cations fro Construction Aanageent to stakeholders



,uring ,esign: ave disci$line contacts in (acilities Aanageent and other de$artents revie %5L co$lete construction docuents



-efore Construction: Aake $rovisions to ensure that 1uilding e'ui$ent used 1y contractors during construction is aintained



-efore Construction: Sti$ulate that startu$ and coissioning 1e in accordance ith the @niversity’s Design Guidance: Commissioning docuent



,uring Construction: Seek consultation and in$ut as needed fro stakeholdersJ arrange for disci$line contacts in (acilities Aanageent to o1serve construction in $rogressJ conduct coissioning tests and activities as re'uired 1y a $roject’s Coissioning Plan



-efore turnover: 0istri1ute $roject docuentation +for e>a$le=


-efore turnover: Schedule (acilities Aanageent’s ins$ection of $roject co$onents and systes as re'uired +$articularly any eleents that ill undergo coissioning,



-efore turnover: "rrange for the Contractor to return all keys as $art of $roject closeout



-efore turnover: Work ith contractors= the "ssociate= and stakeholders to develo$ $rocedures for addressing de:ciencies andBor arranty issues

The ne>t section $resents turnover activities that take $lace late in the Construction $hase.

Processing Punch Lists and Conducting Inspections Project Turnover and Closeout

February 2003

Page 9

"s construction nears its end= the Contractor initiates the activities that ill lead to the @niversity’s acce$tance of the $roject. Prie contractors and "ssociate "rchitects +or the Project "dinistrator acting as the "rchitect, have s$eci:c res$onsi1ilities in the Contract 0ocuents for $re$aring and res$onding to $unch lists.

The Contractor.s Punch /ist and (e0uest for Final Ins#ection #ate in construction= each $rie Contractor develo$s a $unch list of ites knon to 1e inco$lete or to need correction. When ork on the $unch list is at least %* $ercent co$lete= the Contractor can su1it the $unch list and re'uest a :nal ins$ection. The $unch list should $rovide e>$ected co$letion dates for any un:nished ites. If the $roject has a lead Contractor= its re$resentative collects all $unch lists and su1its the to the "ssociate +or Project "dinistrator= de$ending on the $roject,. If there is no lead Contractor= each $rie Contractor ust deliver its $unch list to the "ssociate or Project "dinistrator. "long ith the $unch list+s,= the lead Contractor or $rie Contractor su1its the folloing ites to the "ssociate 

" letter re'uesting :nal ins$ection of the ork



Project record docuents= including 1ut not liited to 





Page 10

"#eration and maintenance "2M3 manuals four sets3 for ajor systes. The anuals ust 1e organiEed in 1inders ith identifying covers for easy use. +s*uilt drawings accurately re$resenting the :nished construction and shoing the locations of any concealed utilities= systes= or co$onents. The "ssociate or Project "dinistrator ill use the as!1uilt draings to revise the original contract draings. The revisions then 1ecoe the $roject’s 0raings of &ecord. (e0uired certi4cates and a##rovals= as availa1le at the tie of the :nal ins$ection re'uest. These include 1ut are not liited to the Certi4cate of "ccu#ancy issued 1y the







Note:

ins#ection certi4cates for any systes that re'uire the +e.g.= $ressure $i$ing= $lu1ing= elevators= electrical systes,J and the State Fire Marshal.s a##roval of the :re su$$ression syste.


+)davits attesting that the Contractor has $aid all su1contractors and aterial su$$liers= and has co$lied ith


Certi4ed 4nal #ayroll re#orts deonstrating that the Contractor’s e$loyees have 1een $aid for their ork.

Project record delivera1les that are re'uired 1y the eneral Conditions +Contract for Construction, ust 1e $rovided in electronic forat on a C0!&
Note:

Soe $roject record delivera1les ay not 1e availa1le at the tie of the :nal ins$ection re'uest. oever= all delivera1les ust 1e a$$roved 1efore the @niversity ill issue the Contractor’s :nal $ayent= retainage= or Certi:cate of Co$letion. See the section 2 !pproving Project "ecord #elivera$les4 for ore inforation. The Contractor ill continue orking on inco$lete ites hile aaiting the :nal ins$ection.

The Final Ins#ection Project Turnover and Closeout

February 2003

Page 11

Within  days of receiving the Contractor’s $unch list and re'uest= the "ssociate or Project "dinistrator deterines hether the $roject is ready for :nal ins$ection. The "ssociateBProject "dinistrator’s assessent of $rogress +fro ongoing :eld o1servation, and the level of co$leteness reDected on the $unch list ill factor into this deterination. If the "ssociate or Project "dinistrator judges the ork to 1e insuciently co$lete for ins$ection +for e>a$le= if a ajor syste is not :nished,= he or she noti:es the Contractor 1y letter. The Contractor ill resu1it the re'uest= $unch list= and docuentation after 1ringing ork to the re'uired co$letion level. Nefore conducting a :nal ins$ection= the "ssociate or Project "dinistrator infors the Contractor of the ins$ection date and tie. The @niversity also ust 1e noti:ed.

The Final Ins#ection (ecord +ssociate.s Punch /ist3 0uring the :nal ins$ection= the "ssociate or Project "dinistrator deterines hether the Contractor’s ork eets the re'uireents esta1lished in the Contract 0ocuents. "fter ins$ecting the ork= the "ssociate or Project "dinistrator $re$ares the &ecord of (inal Ins$ection of the Contractor’s Work +(igure ),. This for= also called the "ssociate’s $unch list= docuents the "ssociate or Project "dinistrator’s o1servations on the co$leteness and 'uality of the ork as ell as the status of other delivera1les. The :nal ins$ection record ust 1e $rovided to the Contractor not later than 3 days after the :nal ins$ection date.

Note: The "ssociate’s :nal $unch list also serves to docuent the eventual turnover fro Construction Aanageent to (acilities Aanageent. See the section 2Providing Training and #ocumentation4 in this cha$ter.

Page 12

February 2003


Division of the Universit Architect Depart!ent of Construction "anage!ent P# $o% 21&1'1 Cincinnati( #hio 45221)&1'1 Project No45 Project Name5

%&'''

Contractor5

()C* I nc+

,mart "esidence -all !ddition

*+C#*D #, ,-.A/ -.0P+CT-#. #, T+ C#.T*ACT#*0 3 "or use by the Associate accordin' to Article 62 of the 7eneral Conditions4 "inal Inspection Attendees5

. ames /no0* ()C Inc+ )rian /ing* C+P+ . ones 1 !ssociates !nnmarie Thurn2uist* 3niversit4 of Cincinnati Contractor+s list of incomplete or deficient items associated #ith the #ork Install correct tile in east restroom I nstall splashguards $ehind counters in 6itchen Complete all sodding and landscaping

8ate to be Co 5% !ugust &% 5% !ugust &% 5' !ugust &%

Note of any deficiency in Contractor+s Project -ecord 8ocument .ubmittals5 O17 7anuals for the heating and cooling s4stems are incomplete Need 8nal* certi8ed pa4roll reports Need contact information for all su$contractors* manufacturers and suppliers Note of any deficiency in Contractor+s As 9uilt 8ra#in' .ubmittal5 !s9$uilt dra:ing pac6age needs Contractor’s signature and date

Note of any deficiency in :arranties required by the Contract 8ocuments5 None Note of the ualit of final cleanin

erformed b Contractor5

,igure 1 *ecord of ,inal -nspection 6Associate7s Punch /ist8 Project Turnover and Closeout

February 2003

Page 13

(esolution of Punch*/ist Items Within 3* days of receiving the :nal ins$ection record= the Contractor ust resolve all outstanding $unch!list ites or re'uest additional tie to co$lete $unch!list ork. "ny re'uest for a tie e>tension ust 1e ade'uately justi:ed to the "ssociate and the @niversity. Soeties eather conditions $revent the co$letion of ork. In such a case= the @niversity ay allo the Contractor to delay co$letion until site conditions i$rove. @nder the 7eneral Conditions= if co$letion ere deferred= the @niversity ould 1e authoriEed to deduct to ties the cost of any deferred ork fro the Contractor’s $ayent until the Contractor co$leted the ork. The 7eneral Conditions s$ecify reedies the @niversity ay take if a Contractor does not ful:ll all contract o1ligations. They include 

iring other contractors or consultants to :nish or correct the ork= and deducting the cost fro the delin'uent Contractor’s $ayJ andBor



0eanding $ayent fro the delin'uent Contractor’s surety if the aount oed the Contractor is less than the cost of the ork.

!pproving Project "ecord #elivera$les Neteen the :nal ins$ection and the agreed!u$on contract co$letion date= the Contractor orks to co$lete any un:nished ites of ork. 0uring this tie the Contractor ust also :nish any inco$lete $roject record delivera1les= as cited in the :nal ins$ectionB$unch list= and su1it the to the "ssociate or Project "dinistrator for a$$roval. The @niversity’s (acilities Aanageent de$artent should also 1e involved in revieing and a$$roving these docuents. The @niversity ill not issue a Certi:cate of Co$letion= issue the Contractor’s :nal $ayent= or release retainage until all $roject record delivera1les have 1een a$$roved.

Note:

Page 14

The co$lete list of $roject record delivera1les re'uired fro the Contractor a$$ears under 2 Processing Punch Lists and Conducting Inspections4 in this cha$ter. February 2003


The folloing su1sections $resent s$eci:c inforation the "ssociate or Project "dinistrator needs to kno a1out a$$roving certain $roject record delivera1les.


February 2003

Page 15

78ages and $ours9 +)davit 8ach Contractor ust include a signed and notariEed 2"davit of Contractor4 ith its :nal $ay a$$lication. In signing the adavit= the Contractor attests that its su1contractors and aterial su$$liers have 1een $aid in full= and that the Contractor= su1contractors= and su$$liers all have co$lied ith <&C /))5 +2Wages and ours on Pu1lic Works4,. The @niversity’s <ce of Contract Co$liance revies the Contractor’s adavit and :nal $ay a$$lication 1efore :nal $ayent is ade.

Note:

"ny Contractor knon to have violated $revailing age la ust not receive $ayent until any $ayents or $enalties associated ith the violation have 1een $aid in full. If a Project "dinistrator receives notice that a Contractor has violated this la= the Project "dinistrator should not a$$rove the $ay a$$lication and should notify the Project "ccountant and the @C <ce of Contract Co$liance.

5uarantees and 8arranties The guarantee that the @niversity re'uires of all Contractors contains to ajor sti$ulations 

Work ust confor to the standards esta1lished in the Contract 0ocuents= and



Work ust 1e free of any defects in orkanshi$= aterials= or e'ui$ent.

The @niversity re'uires the guarantee to 1e in eFect for at least ) year. oever= the Certi:cate of Contract Co$letion issue date is not necessarily the start of the arranty $eriod. Warranties ust 1egin as soon as there is any @niversity occu$ancy of the facility or use of e'ui$ent= including any occu$ancy or use that 1egins 1efore contract co$letion. Soe $rojects have longer guarantee $eriods s$eci:ed in the Contract 0ocuents. The Contractor ust aintain a 1ond for the duration of the guarantee $eriod.

Page 16

February 2003


"rticle )).3 of the 7eneral Conditions descri1es the rights the @niversity ill e>ercise should any defects 1ecoe a$$arent during the arranty $eriod. See 2Issuing the Certi:cate of Warranty Coenceent4 in this cha$ter for further inforation.


February 2003

Page 17

!ccepting the ;inished Project Issuing the Certi4cate of 8arranty Commencement " Certi:cate of Warranty Coenceent +(igure -, is re'uired for all aterials and e'ui$ent that are su1ject to arranty. The "ssociate initiates a Certi:cate of Warranty Coenceent to esta1lish the date arranty coverage 1egins for a syste or $iece of e'ui$ent. The Contractor and the "ssociate sign the certi:cate= and the "ssociate $resents it to the @niversity for a$$roval.

Issuing the Certi4cate of Com#letion When all ork ites noted on the "ssociate’s $unch list have 1een co$leted and all $roject record delivera1les have 1een a$$roved= the "ssociate initiates the Certi:cate of Contract Co$letion +(igure 3,. The Contractor and the "ssociate sign the certi:cate= and the "ssociate $resents it to the @niversity for a$$roval. Ny signing this docuent= Page 18

February 2003


the Project "dinistrator certi:es the @niversity’s acce$tance of the $roject.


February 2003

Page 19

Division of the Universit Architect Depart!ent of Construction "anage!ent P# $o% 21&1'1 Cincinnati( #hio 45221)&1'1

Project No45

%&'''

Project Name5 Contractor5


()C* I nc+

C+*T-,-CAT-#. #, 3A**A.T9 C#""+.C+"+.T 8escribe the )quipment or (aterials to be accepted5

-(!C s4stem =ist of incompletedeficient items associated #ith )quipment or (aterials

8ate to be Completed

O17 7anual Contact information for manufacturer

5' !ugust &%%&

.tatement of the terms associated #ith acceptance, i4e4, testin', maintenance, cleanin', etc45

Limited occupanc4 $egins ' !ugust &%%&+ Warrant4 $egins ' !ugust &%%&+ ,easonal testing to $e performed over ne0t 5& months+ -ecord of Inspection 0Associate andor *niversity notes35

;unctional tests O/* = !ugust &%%&+ >he undersi'ned certifies that the #arranty complies #ith the requirements of the Contract 8ocuments4

J a mes D. Kn ox Contractor

Approval

% "ug -**8ate

Nrian#. Oing Associate

% "ug-**8ate

/#ner ackno#led'ement of receipt of #arranty, operatin' manual, etc4, associated #ith acceptance of )quipment or (aterial4

"nnarieP. Thurn'uist

% "ug -**-

*niversity

8ate

Certification of Warranty Commencement.doc

Rev. 2/2

,igure 2 Certificate of arrant Co!!ence!ent Project Turnover and Closeout

February 2003

Page 20


Project No45

%&'''

Project Name5 Contractor5


()C* I nc+

C+*T-,-CAT-#. #, C#.T*ACT C#"P/+T-#. >he undersi'ned certifies that all the Contractor+s :ork is 622 percent complete, #ith e?ception of the belo# noted deficiencies, and the Contractor has complied #ith all conditions precedent to final payment and release of retaina'e4 :hen upon "inal Inspection, items of :ork cannot be com pleted because of seasonal conditions approved by the Associate and the * niversity, such as bituminous pavin', landscapin', etc4, and if the *niversity a'rees that a particular item need not be com pleted until a subsequent date, the *niversity may release payment to the Contractor less t#o 0<3 times the cost of completin' the remainin' :ork4

8ate to be Completed

No de8ciencies remain> :or6 is 5%%? complete+

J a mes D. Kn ox

21 Au gu st 2002

Contractor

8ate

:e, the undersi'ned, to'ether #ith a representative of the Contractor employed for the e?ecution of the #ork, have inspected the #ork included in the captioned contract, prior to the date of this certificate, and hereby certify that all #ork on the contract has been com pleted in accordance #ith the requirements of the 8ra#in's, .pecifications, and other Contract 8ocuments, and accordin'ly recommend that the #ork included on said contract be acce pted4

Nrian#. Oing

-)"ugust -**-

Associate

8ate

"inal Acceptance of Project

+nnmarieP: Thurn0uist

;1 +ugust ;<<;

*niversity

8ate

,igure 3 Certificate of Contract Co!pletion


February 2003

,igure 3 Certificate of Contract Co!pletion

Page 21

%otifying Stakeholders In acce$ting the $roject= the @niversity assues the res$onsi1ilities of onershi$= including aintenance= security= and lia1ility $rotection. The @C de$artents res$onsi1le for these functions ust 1e noti:ed of the acce$tance. " co$y of the Certi:cate of Contract Co$letion should 1e sent to the 1uilding’s future occu$ants and to the @niversity’s (acilities Aanageent= Pu1lic Safety= and &isk Aanageent de$artents= at a iniu. ;oti:cation of other @C de$artents should $roceed according to the turnover $lan that as esta1lished at the 1eginning of the $roject.

Conducting 8alk*Throughs The Project "dinistrator should schedule an inforational alk!through of the co$leted $roject ith (acilities Aanageent $ersonnel. In addition= the occu$ants should have an o$$ortunity to alk through the ne facility 1efore oving in. Walk!throughs ay also 1e scheduled for other @C de$artents as arranted.

Providing Training and ,ocumentation The Contract 0ocuents ay call for Contractors to $rovide orientation and training on s$eci:c systes +e.g.= electrical= echanical= and $lu1ing, for the res$onsi1le (acilities Aanageent $ersonnel and end users. Training 1y Contractors is often negotiated into contracts on $rojects that ill undergo coissioning. The Project "dinistrator should ork ith Contractors and (acilities Aanageent as re'uired to schedule this training 1efore occu$ancy 1egins= if $ossi1le. (acilities Aanageent also re'uires co$ies of uch of the $roject record docuentation. The Project "dinistrator should ensure that (acilities Aanageent receives= at a iniu= co$ies of the folloing docuents

Page 22



State Certi:cate of


"ll state ins$ection certi:cates.



"ny records of early acce$tance for $arts of the facility= as a$$lica1le. February 2003




Warranties and guarantees +(acilities Aanageent in turn ill $rovide this inforation to its Work Control 0e$artent http://www.uc.edu/facmgmt/maint.aspQ= hich ill assue res$onsi1ility for anaging the arranties after turnover,.



"ssociate’s :nal $unch list +&ecord of (inal Ins$ection,= hich serves to docuent the turnover fro Construction Aanageent to (acilities Aanageent.







" list of naes= addresses= and tele$hone nu1ers for all contractors= su1contractors= and su$$liers= including after!hours contact inforation.



Coissioning docuentation and re$orts= as a$$lica1le.


February 2003

Page 23

Project Closeout Outcome

The $roject’s design and construction contracts have 1een closed= and $roject records have 1een forarded for archiving and :nancial closeout .
Note:

Page 24

The inforation in this cha$ter descri1es Construction Aanageent’s activities in closing $rojects. " future cha$ter ill $resent the ste$s involved in :nancial closeout.

February 2003


1. Close construction contracts

Close desi'n contracts 2.

3.

Associate or Project Administrator processes reconciliation Chan'e /rder to close contract

Contractor requests final payment,release of retaina'e

Associate submits contract deliverables

Project Administrator, Associate reconcile Chan'e /rder fees, reimbursable e?penses

*niversityamends Professional 8esi'n .ervices A'reement, ifnecessary

Project Administrator for#ards final pay applications to Accountant 0for contractors, Associate3

Project Administrator notifies Accountant that Purchase /rders can be closed

Project Administrator provides project files to Accountant for stora'e 0hard copyor electronic3

Provide project records to Accountant

Project Administrator approves request and authori@es payment

Project Administrator authori@es release of contractor+s retaina'e, if applicable

Associate submits final payment request

Project Administrator provides copies of projectdocuments to 8ocument Control

Chart 2 Process ,lo: for Project Closeout


February 2003

Page 25

Project Administrator approves request and authori@es payment

Closing Construction Contracts "ll construction contracts ust 1e closed at the end of a $roject. The "ssociate or Project "dinistrator starts the closeout $rocess 1y co$leting a reconciliation Change
Processing a (econciliation Change "rder Form "n e>a$le of a co$leted Change t $age as (igure /. The $ur$ose of the reconciliation Change
+##roving Final Pay +##lications6 +)davits6 and (eleases of (etainage Contracts cannot 1e closed until all Contractors’ :nal $ay a$$lications +and Contractor adavits attesting to <&C /))5 co$liance, have 1een a$$roved. +Contractors su1it their adavits ith the $roject record delivera1les in connection ith $roject acce$tance. See the sections 2Processing Punch #ists and Conducting Ins$ections4 and 2"$$roving Project &ecord 0elivera1les4 in this cha$ter., Co$anies that had escro agreeents ill also re'uest release of their retainage. Project "dinistrators should evaluate and a$$rove all outstanding $ay re'uests as 'uickly as $ossi1le and forard the to the Project "ccountant for $ayent and release. +See 2(orarding Project &ecords4 later in this cha$ter for further inforation., The cha$ter 2Aanaging the Construction Phase4 $resents co$lete instructions for evaluating and a$$roving Contractor $ay a$$lications.


February 2003

Page 27


CA=+ #*D+* A88 0:hite paper only3 *C Purchase /rder No4 Chan'e /rder No4 >ype of Contract5 Project No45

B

8)8*C> 07oldenrod or Yello# paper only3

PC&2C)&&'&&

1&2 =eneral

Check -eason for Chan'e /rder )rror/mission "ield Condition

#2

Project Name5

0!art *esidence all Addition

"ield 8ispute .ettlement /# ner -equest Balue )n'ineerin' Close contract /ther5

Contractor+s Proposal 8ated5 ;A

Contract 8ays Chan'ed

;A

-evised Completion 8ate5

;A

/ri'inal Contract .um Net Chan'e by Previous C4/4s Contract .um Prior to this C4/4

  

>otal Cost of this C4/4 N): C/N>-AC> .*(

 

>otal Cost 

'&&(&&&.&& '&&(&&&.&& 61(45&.&&8 '(55&.&&

61(45&.&&8

8escription  ;ustification 0Add more pa'es if necessary3 *econciliation >he terms and conditions of this Chan'e /rder, includin' the cost and time contained herein, constitute a full accord and complete s atisfaction for all cos ts and time of performance related to the #ork described or referenced herein, includin' but not limited to, all delay and impact costs for the entire Project resultin' from this Chan'e /rder4 )cept as am ended herein, all provisions of the Contract remain in full force and effect4

C#T*ACT#*0 ACC+PTAC+ a!e < Address

A00#C-AT+0 *+C#""+DAT-# a!e < Address

B9C, Inc 6D<2 Chestnut .treet Cincinnati, /E D%<2<

C4P4 ;ones  Associates $$$$ (ason!(ont'omery -d4, .uite <2A Cincinnati, /E D%
12!Au'!2<

12!Au'!2<

Figure =: Change "rder Form for (econciliation Project Turnover and Closeout

February 2003

Page 28

Closing #esign Contracts "fter orking ith the "ssociate to close out construction contracts= the Project "dinistrator 1egins the $rocess of closing the "ssociate’s contract as ell as any design consultant agreeents. Nefore a design contract can 1e closed= the Project "dinistrator ust verify that the "ssociate or consultant has su1itted all contract delivera1lesJ eet ith the "ssociate to reconcile fees and rei1ursa1le e>$ensesJ and a$$rove the :nal $ay a$$lication.

Checking +ssociate ,eliverales The "ssociate ill have $resented any of its delivera1les during acce$tance. "t $roject closeout= the Project "dinistrator ust con:r that "ssociate has $rovided the folloing

Note:



Project &ecord 0raings +as u$dated fro the Contractor’s 2as!1uilt4 draing su1ittals,



"ssociate!a$$roved


"ssociate!a$$roved guarantees and arranties



Coissioning docuentation as a$$lica1le

ternal design consultant= as a$$lica1le.

(econciling Fees and '>#enses Nefore closing out the contract= the Project "dinistrator eets ith the "ssociate +or design consultant, to reconcile the Change $enses associated ith the $roject. If outstanding fees or e>$enses cause the contract total to increase= the Project "dinistrator ust co$lete and $rocess a contract "endent +(igure 5, to adjust the contract 1efore closing it. "endents to design contracts also re'uire co$letion of 1oth the "!6** (or +to re$ort the change to @niversity Project Turnover and Closeout

February 2003

Page 29

Purchasing, and the "!%)* (or. See the Su$$leental To$ic 2(olloing the Change
Page 30

February 2003


-

Amendment Number:

March 29, 2002 !he origina" #rchitect$s #greement e%ecuted on &etween the 'niversity of Cincinnati( the )wner( and C.P. Jones & Associates, Inc. he #rchitect( is here&y amended as a resu"t of additiona" services on the fo""owing pro ect: roject No. Project Name

,

02999

Smart Residence Hall Addition

#rtic"e *( #rchitect$s +ervices( sha"" &e amended to inc"ude the fo""owing scope of wor, as art of the #rchitect$s professiona" services: !A" amendment is #or Associate$s reim%rsa%le e'(enses incrred in A)st #rtic"e 5( -asis of Compensation( sha"" &e amended as fo""ows: otal add to contract amount for this Amendment

hree hndred seent/-ei)ht

$

o""ars and

*+.00 ero /* Cents0

Com ensation +ummary: 1 1,000.00 1 3,10.00 *+.0 1 1 1,22.00

)rigina" Contract revious #mendments !his #mendment !ota" Current Contract #mount #"" other terms of the #greement sha"" remain as written.

3 W2!34++ W4R4)F( the parties hereto have agreed and hereunto set their hands on this date *0 A)st 2002 ( the 'niversity of Cincinnati signing and sea"ing these presents through its authori6ed signature: #RC2!4C!

'3274R+2!8 )F C23C233#!2

ame of Firm: C.P Jones and Associates

y:

!it"e: ate:

r an . Oing

- :

Architect

!it"e:

*0 A)st 2002

a e:

C Contractin)

,igure 5 A!end!ent for Contract Closeout Project Turnover and Closeout

February 2003

Page 31

cer

Project Turnover and Closeout

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