Project
Project
Closeout
Closeout
Module 1
Module 1
Construction Closeout Checklist
2
OAR Challenge
How to
How to
Close the Project
Close the Project
(Drain the Swamp)
(Drain the Swamp)
And Protect
And Protect
District Assets from
District Assets from
Contractors
Contractors
(Alligators)
Project Closeout
Financial Closeout
School Opening Activities
4
Agenda
• Overview
• Solution –
A Tool That Will Actually Help You
Construction Closeout Checklist
Construction Closeout Checklist
• Review
Overview
-
Construction Closeout Importance
-–
–
Can Impact Funding
Can Impact Funding
•
•
State Funds
State Funds
•
•
Project/Program Budget
Project/Program Budget
•
•
Release Needed Funds
Release Needed Funds
–
–
Part of an
Part of an
OAR’s
OAR’s
Job & Responsibility
Job & Responsibility
–
6
Overview
--
LAUSD Program
--•
•
243 Projects in the Program
243 Projects in the Program
•
•
48 Projects Now Reported “Complete”
48 Projects Now Reported “Complete”
•
•
? Projects Complete
? Projects Complete
a.
a.? Retention Released? Retention Released b.
b.? Outstanding Claims/Liabilities/Change Orders? Outstanding Claims/Liabilities/Change Orders c.
c.? DSA Certified? DSA Certified d.
d.? Excess Funds Released? Excess Funds Released
•
•
195 New Construction Projects Remaining
195 New Construction Projects Remaining
•
Sources Defining “Closeout” Requirements
Sources Defining “Closeout” Requirements
– Contract Documents
• “00” & “01” Spec Sections• Technical Spec Sections (“02” thru “16”)
– FSD Policies & Procedures
• Chapter 14 (Construction Management) • Construction Closeout (Section 14.21)
– Supplemental Guidelines/Checklists
Overview
--8
Solution
Identify & Summarize the Required
– Policies & Procedures
– Spec Sections
– Checklists/Forms
– Supplemental Information Sources
Into a Single Package
& Give It To OARs For Their Use
Checklist With 7 Sections
A. Start of Construction (15) B. Start-Up (63) C. Substantial Completion (42) D. Final Completion (25) E. Evaluations (6) - Notes Sheet(s)- Source List for Supplemental Information/Packages
10
12
14
Checklist Format
Sections & Action Items
16
18
20
B. Start Up (63)
Schedule (
Schedule (
-
-
90)
90)
¾
¾ Verify Project Is OnVerify Project Is On--ScheduleSchedule
Yes Yes –– Proceed With Listed StartProceed With Listed Start--Up ActivitiesUp Activities
NoNo
Adjust ScheduleAdjust Schedule
Notify Concerned/Impacted Parties Notify Concerned/Impacted Parties - -In Writing
In Writing –– Of The Schedule ChangeOf The Schedule Change
22
B. Start Up (63)
Coordination (
Coordination (
-
-
60)
60)
¾
¾ Advise Concerned/Impacted Parties Advise Concerned/Impacted Parties - -In Writing
In Writing –– Of StartOf Start--Up Activity Schedule & DatesUp Activity Schedule & Dates
¾
¾ Coordinate w/ M&O RegardingCoordinate w/ M&O Regarding
Timely Submittal of Maintenance & Operating Manuals Training Schedule
Drawings & Specifications
¾
¾ Receipt & Transfer of Spare Parts/“Attic” StockReceipt & Transfer of Spare Parts/“Attic” Stock
¾
¾ Witness & Certification OfWitness & Certification Of Equipment/Systems Start
B. Start Up (63)
Change Orders (
Change Orders (
-
-
60)
60)
¾
¾ Status IdentificationStatus Identification
¾
¾ CDsCDs ¾
¾ COPsCOPs ¾
¾ Time ExtensionsTime Extensions ¾
¾ NegotiationNegotiation
¾
24
B. Start Up (63)
Miscellaneous (
Miscellaneous (
-
-
30)
30)
¾
¾ Test & BalanceTest & Balance
ActivitiesActivities
ReportsReports ¾
¾ 1414--Day Building PurgeDay Building Purge
¾
¾ Site CleanSite Clean--UpUp
¾
¾ DemobilizationDemobilization
¾
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C. Substantial Completion (42)
Certificate of Substantial Completion
Certificate of Substantial Completion
¾
¾ VerifyVerify 9
9 All All RFCs/RFIsRFCs/RFIs AnsweredAnswered 9
9 Submittals ReceivedSubmittals Received 9
9 Contract/Spec Requirements CompletedContract/Spec Requirements Completed 9
9 Record Materials/Documents ReceivedRecord Materials/Documents Received 9
9 Warranty/Guarantee Documentation ReceivedWarranty/Guarantee Documentation Received
¾
¾ FINAL Punchlist Prepared & ReadyFINAL Punchlist Prepared & Ready
Issue Contractor A Certificate of Substantial Completion, Issue Contractor A Certificate of Substantial Completion,
Final Punch List & Set Final Completion Date Final Punch List & Set Final Completion Date
C. Substantial Completion (42)
Coordination
Coordination
¾
¾ Certificate of Final Completion Also Sent To:Certificate of Final Completion Also Sent To:
FCCFCC
Risk Management/OCIPRisk Management/OCIP ¾
¾ Transfer of Utility ServicesTransfer of Utility Services
¾
¾ MoveMove--In/Occupancy TransitionIn/Occupancy Transition
¾
28
D. Final Completion (25)
Contractor
¾
¾ Complete Punchlist ItemsComplete Punchlist Items
¾
¾ Submit Proof That All Submit Proof That All
Fees/Bills/Obligations Have Been Paid
Fees/Bills/Obligations Have Been Paid
¾
¾ Submit Waivers & Releases for All WorkSubmit Waivers & Releases for All Work
SubcontractorsSubcontractors
D. Final Completion (25)
IOR
¾ Final Inspection – Identify Incomplete Work ¾ Verify That Contractor’s Form 6 Has Been
30
D. Final Completion (25)
Final Payment/Retention Release
Final Payment/Retention Release
¾
¾ Decide How Best To Complete Any Remaining Work Decide How Best To Complete Any Remaining Work & Implement
& Implement
¾
¾ Prepare Owner Assessment SummaryPrepare Owner Assessment Summary
¾
¾ Prepare & Submit Prepare & Submit -- --“
“Report of Completion and Report of Completion and
Recommendation of Acceptance
D. Final Completion (25)
Final Releases
Final Releases
¾
¾
Release Insurance/Bonds (Surety, Payment,
Release Insurance/Bonds (Surety, Payment,
Performance, Etc.)
Performance, Etc.)
--
--
If Appropriate
If Appropriate
¾
¾
Release Unused/Uncommitted
Release Unused/Uncommitted
Construction
32
D. Final Completion (25)
Architectural Services
¾
¾ Receive Updated Drawings & Specifications Receive Updated Drawings & Specifications & Contractor’s “As
& Contractor’s “As--Built” ORIGINALSBuilt” ORIGINALS
¾
¾ Complete & Process All A/E COsComplete & Process All A/E COs
¾
¾ Close Construction Administration ContractClose Construction Administration Contract
Verify DSA Submittals Completed & ApprovedVerify DSA Submittals Completed & Approved
9
9 COs COs 9
9 Form 6Form 6
D. Final Completion (25)
Files
¾
¾ Prepare & Transfer Project Files to FCS ArchivesPrepare & Transfer Project Files to FCS Archives
¾
¾ Transfer AsTransfer As--Built Drawings & Specifications Built Drawings & Specifications to PVU (CDs & Originals)
to PVU (CDs & Originals)
¾
¾ Copy & Transfer AsCopy & Transfer As--Built Drawings & Specifications Built Drawings & Specifications to M&O (CDs)
34
E. Evaluations (6)
¾ Contractor Performance Evaluation (PnP 14.21.6.0) ¾ Contractor Safety Evaluation (PnP 14.21.6.0)
¾ Architect Performance Evaluation (PnP 8.2-Exhibit Q)
Support Information
1. Closeout Contact List
2. Closeout Contact Matrix
3. Standard Specifications
Contract Deliverables Modules (Div 2-16)
4. ITD Checklist(s)
5. Relocatable Housing Instructions
6. Forms
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