Project Close Out

1. Project Close Out CTC-470

2. Close out process • Process of completing all construction tasks and all documentation to close out contract and consider job complete • Can go on for year after CO • 4 main categories

3. Construction Closeout • Ensure all construction tasks completed as per contract • Punch List of deficiencies made during pre final inspection • F 21-1 • May have many punch lists – one from each CSI number • PM should only get one Punch list w/ everything • Pre-inspection needs to occur early enough so that GC can complete work before owner moves in • Hard to determine who caused damage once owner in building

4. Construction Closeout • Punch list prepared after all major work activities complete • GC & subs should complete all punch list items within 2 weeks • As completed punch list items are checked off and verified by A/E • A/E notifies owner when all items corrected • Out of scope punch list items • GC not responsible needs to get Change order before doing any out of scope work

5. Construction Closeout • Obtain certificate of substantial completion and CO • Certificate of substantial completion F21-2 • Issued by A/E • States that building is usable for its intended purpose but may be deficiencies that need to be corrected • Copy of corrected punch list should be attached to certificate • Ends GC liability for liquidated damages – contract date is for substantial completion

6. Construction Closeout • Certificate of occupancy F21-3 • Issued by the city, county, municipality that issued building permit • Indicates that all code related issues have been accounted • Building is approved and safe to use • Fire Marshall inspection – vital part of CO • If some work not completed – not related to life safety- GC posts bond to guarantee completion

7. Occupancy • Owner occupies as soon as permitted • Can have joint occupancy – owner occupies part of building while GC finishes other part • Can cause problems • Need to have meeting with owner to get plan on how work will proceed

8. Construction Closeout • Demobilizing • Expensive • Need to clean up project site • Close project office • Remove equipment & materials • Disconnect temp utilities • Contact vendors to close accounts • Project staff phased out • Project files taken to main office

9. Financial Closeout • Application for Final Payment • Submitted at final completion • Submitted after punch list completed and all documentation handed in • Asks for release of retention as well as payment for any work completed since last payment • Final lien waiver accompanies application • Lien Waivers • GC must submit final and unconditional lien waiver to owner • Owner will require same from all subs

10. Financial Closeout • Change Orders • All change orders and construction change directives must be negotiated before final payment • All subs are issued a Final modification to each sub for $0.00 • Tells sub they will not have another opportunity to collect on a change order

11. Contract Closeout • Close out requirements in contract specs • Section 1700, App F p 389 • PM should make list of what they think needs to be completed and give to designer for verification • As Built Drawings • Most significant close out deliverable • Best person to mark up is foreman or super • O & M manuals • Organize into binders and give to owner • Not sales info only O & M info

12. Contract Closeout • Warranties • Written, original, signed warranties and guarantees from all subs and suppliers • Placed in O & M manual • Test Reports • Placed in O & M manual • Extra Materials • Contract may state that extra material (1 – 3 %) be supplied to owner upon job completion • Paint, ceramic tile, ceiling tiles … • Permits • All required permits from city or jurisdiction

13. Contract Closeout • Close out log • F 21-4 • Allows PM to keep track of what is needed • Why do you need a close out log • Receive final progress payment • Receive release of retention • To begin clock on warranties and guarantees • Close out subcontracts and POs • Maintain good relation with owner, designer and subs • Minimize project overhead

14. PM Closeout • Prepare as built estimate • Analysis of final forecast project cost vs contract amount and resultant fee • Post project meeting with owner and designers • They fill out report card on PM &GC • Post project meeting with field and office personnel

15. Warranty Management • Owner wants assurance that project completed in accordance with contract • All materials and equipment used on project new and met contract specs • All work free of defects and meet contract specs • Warranty period usually 1 year • Need to get warranties from subs • F 22-1

16. Warranty Service Requests • Need to be responsive • Satisfy customer • Ensure warranty costs are reasonable • Minimizes conflicts • Maximizes potential for repeat business • Helps reputation • Warranty claims funnel thru PM • PM reviews claim and notifies sub • Emergency situations owner can deal directly with sub but must tell PM

17. Warranty Service Requests • Warranty Log • PM keeps log of all warranty service requests • Includes date of release from owner of completion of work • Warranty = Customer Service • Timely response is good PR • Need to keep subs on top of warranty service • Don’t use subs who are slow • Do inspection of project before warranties expire with owner to make sure all problems under warranty are corrected