Project Closeout Checklist
A. Make a copy of this outline and use it as a work sheet.
1. Note the date each item is completed.
2. When all items have been completed, deliver your marked-up copy to the Construction Operations Manager. This document will be retained in the contract file. A copy will be filed in Operations "Final" file.
B. Draft initial short interval closeout schedule.
C. Determine date Owner intends to occupy.
1. If during construction, OSS must be named as additional insured on Owner's Liability Insurance policy.
2. Insurance coverage should be same as required of subcontractors. Request Certificate of Insurance as evidence.
D. Secure and complete Owner/Architect Punch List.
1. Be sure the project is ready for inspection when the punch list is requested.
a. Pre-punch the project; clean up all items directed.
b. The length of the punch list is an indication of your effectiveness.
C. Insist that the punch list be specific; avoid generalized statements.
2. Complete the punch list while all key subcontractors are still on the job.
a. Avoid the difficulty of getting subcontractors back on the job.
b. While subcontractors are on hand, verify that they are complete before you allow them to leave.
3. When complete, send a letter to the owner and architect to that effect. Note items which were not completed because they were not a part of the contract.
B. Process final change orders
F. Deliver closing documents to owner
1. Guarantees: Include complete subcontractor list with phone numbers and person to contact.
2. Air balance report
3. Equipment operating and maintenance instructions. Include instruction of owner's personnel if required.
4. As-builts: check for accuracy
5. Forward to owner with cover letter or transmittal to evidence delivery.
C. Obtain documentation for project completion
1. Certificate of Construction Compliance with Title
24 filed with enforcing agency by owner, contractor, architect or engineer is required for final inspection. (Reference Title 24, T20-1457.)
2. Certificate of Occupancy from Building Inspector. Request a preliminary walk-through prior to final inspection to avoid surprises. See Exhibit VII.G.2-l.
3. Elevator inspection and approval by Cal/OSHA.
4. Certificate of Substantial Completion form architect. Send original to the Contracts Administrator in the main office.
5. Notice of Completion filed with County Recorder. File 30 days prior to date final payment is expected. Note different notices for: corporation, individual, or partnership. Send original notice to Contracts Administrator in the main office for distribution and filing. See Exhibit VIT.C.5-l and 2.
a. Subcontractor lien period is 30 days from filing date.
b. General contractor lien period is 60 days from filing date.
C. Letter to owner/architect establishing warranty date.
7. Route all original copies to the Contracts Administrator for the master contract files.
H. Transfer keys to owner
1. Prefer transfer directly from hardware supplier
2. Obtain receipt
I. Transfer all utilities to owner's name.
J. Verify owner's building insurance coverage if Course of Construction insurance was provided by OSS.
K. Inform the Director of Corporate Communications of grand opening ceremonies.
L. Request confirmation of balances due subcontractors from Accounting.
N. Bill for retention
N. Secure release of any bonds posted with the City or County
0. Prepare written evaluation of each subcontractor and forward to Manager of Estimating, via the Construction Operations Manager.
P. Clean up records. See "Project Close-out Checklist" for specific forms/records that are retained. Keep in mind the following guidelines when retaining project records:
1. Reserve any material/record that may involve a potential claim.
2. Retain sensitive or controversial items.
3. Discard routine documents, i.e., transmittals, submittals, cancelled CQRs, detailed backup for CQRs, copies of subcontracts, subcontract change orders, extra sets of drawings/specifications.
1. Request these computer reports prior to project closeout and storage:
a Budget Control Detail Report
b. Cost Report (final)
c. CQR Log (complete)
a. CQR Summary
2. Notify the Contracts Administrator when your records are ready for review and warehouse storage.
A. General Occupancy Information
1. All fees and permits are paid.
2. Letter of project acceptance filed with the appropriate agencies from:
a. Soils Engineer
b. Structural Testing Agency
C. Certificate of Compliance with Title 24, Energy Conservation
a. "As-Built" Drawings by Civil Engineer (if required)
e. Special provisions for unique projects, E.P.A., H.U.D., State, etc.
3. All final inspections must be signed off for the following:
a. Electrical
b. HVAC
C. Plumbing
d. Framing
e. Utility Connections
f. Oft-site improvements
g. Fire Department
4. For Temporary Occupancy, consult the Structural Inspector and the Fire Department Inspector for specific requirements.
B. General High Rise Fire and Life Safety Checklist
Refer to UBC Chapter 18, Section 1807, "Special Provisions for Group B, Division 2 - Office Buildings, and Group R, Division 1 - Occupancies"
Fine Department Inspection is required for the following:
1. Standpipe and Fire Pump
a. Standpipe flow test CGPM and Residual Pressure)
b. Automatic and manual test of fire pump with pump manufacturer representative present
c. Operate suction and connection for reserve tank
a. Hydrostatic test of standpipe
e. Fuel capacity for emergency backup power
f. Check ability to refill reserve water tank
g. Proper labeling
2. Sprinkler System
a. Hydrostatic tests of all lines
b. Test flow switches and tamper switches
c. Location of exterior alarm devices
a. Complete walk-through of structure
e. Operate all floors
f. Emergency back-up panel
g. Proper labeling
3. Fire Alarm System
a. Test all pull switches
b. Test all phone jacks
c. Test all smoke detectors
6. Test all P.A. speakers
4. Air Conditioning
a. Check automatic function shut-down per floor.
5. Smoke Control (per floor)
a. Check method of smoke removal Cone of three) and test accordingly (refer to UBC 1982, Section 1807, (C), 1,2 and 3).
b. Proper labeling
6. Atrium (if provided)
a. Proper sprinkler coverage
b. Approved smoke removal test
7. Stair Enclosures
a. Pressure test the enclosures (refer to UBC 1982,
Section 1807, (J) 3)
b. Check closing and locking devices per floor
(refer to UBC 1982, Section 1807,
(J) 1 and 2)
c. Emergency backup power
6. Check stairway identification signs
e. Ingress/Egress hardware
f. Clear access throughout stair shafts
g. Clear access - ingress/egress points
at ground level
h. Exit signs
i. Barrier to basement (if provided)
j. Roof access
8. Fire Alarm Panel
a. Location
b. Proper Annunciation:
(1) Water flow per floor
(2) Pull station per floor
(3) Phone jack per floor
(4) Tamper switch per floor
(5) Smoke detectors per floor
(6) Water level warning on tank
(7) Emergency generator operation
(8) Fire pump
(9) Trouble
(10)Proper labeling
a. Check for central station supervision, approved outside agency
9. Building Control Station
a. Check construction separation
b. Elevator status panel
C. Indicators and controls for air handling
a. Controls for unlocking all stairway doors simultaneously
e. Telephone tied to public telephone system
C. Communication systems
g. Equipment layout (pre-plan with Fire Inspector)
h. Fireman key board
1.
Exterior key box "Knox Box" for Fireman entry to building3. Proper labeling
10. Elevators
a. Elevator recall (emergency)
b. Fireman 5 service key functions
c. OSHA/State approval
d. Phone jacks
e. Emergency phone to an approved agency
C. Stand-by power
g. Public address system
h. Proper labeling
PROJECT CLOSE-OUT CHECKLIST
Job Name
Project Manager
owner/Architect RecordsProject Directory
____ Estimating/negotiations information
____ Permit Drawings (stamped set)
____ Specification, complete w/ addendum
____ Daily, Weekly, Monthly Reports
____ Correspondence
____ Meeting Minutes
Financial
____ Cost Report
____ Subcontractors
____ Backup for disputed CQRs (photos)
____ CQR Summary Report
____ Complete CQR Log
_____ Backup on "problem" items
____ Submittal Log
____ Shop drawings
Information on substitutions
Other close-out records
____ Record/as-built drawings
Transmittals for close-out items (warranties, keys, etc.)
Punch list information
____ Safety Reports
____ Testing Lab/Engineers reports
____ Inspection Cards
Budget Control Report (final copies)
On Site Systems Home Page On Site Systems-Who We Are