General Requirements Closeout Procedures

GENERAL REQUIREMENTS CLOSEOUT PROCEDURES

Section 01770

Page 1 of 6

SECTION 01770

CLOSEOUT PROCEDURES

Note to PM: Edit 1.06B

PART 1 -  GENERAL

1.01  SUMMARY

.A  This Section includes:

.1  Part 1 – General

.a  1.01 – Summary

.b  1.02 – Related Documents And Sections

.c  1.03 - Definitions

.d  1.04 - Closeout Conference

.e  1.05 - Contractor’s Responsibility to Manager Incomplete and Deficient Work

.f  1.06 - Spare Parts and Keys

.g  1.07 - Operations and Maintenance (O&M) Data

.h  1.08 - Final Cleaning

.i  1.09 - Contractor’s Certification that all the Work of the Project is complete

.j  1.10 – Milestone Completion Inspection

.k  1.11 - Project Records for Milestone Completion

.l  1.12 - Project Records for Board of Supervisors Acceptance

.m  1.13 - Final Payment Application

.n  1.14 - Recommendation for Acceptance

.o  1.15 - Acceptance of the Work

.p  1.16 - Final Payment

.2  Part 2 – Products (Not Used)

.3  Part 3 – Execution (Not Used)

.4  Part 4 – Forms (Not Used)

1.02  RELATED DOCUMENTS AND SECTIONS

.A  Document 00700.3.13, “Cleanup”

.B  Document 00700.3.14, “Disposal of Material Outside Project Area”

.C  Document 00700.3.25, “Certification by Contractor of Recycled Content”

.D  Document 00700.3.26, “Submittals”

.E  Document 00700.7.05, “Milestone Inspections and Certification”

.F  Document 00700.8, “Payments”

.G  Document 00700.13, “Final Completion and Acceptance”

.H  Section 01290, “Payment Procedures”

.I  Section 01310, “Project Management and Coordination”

.J  Section 01325, “Record Documents (As-builts)”.

.K  Section 01330, “Submittal Procedures”

.L  Section 01450, “Contractor’s Quality Control (QC) System”

.M  Section 01500, “Temporary Facilities and Controls”

.N  Section 01515, “Solid Waste Management and Recycling Plan”

.O  Section 01740, “Cleaning”

1.03  DEFINITIONS

.A  Incomplete Work – Work required by the Contract Documents that is not yet installed.

.B  Deficient Work – Installed Work that does not meet all the requirements of the Contract Documents.

1.04  CLOSEOUT CONFERENCE

.A  The Owner’s Project Manager will schedule a Closeout Conference approximately 90 Days before scheduled completion of the entire Work of the Project.

.B  Conference will be held at Project Site or another convenient location designated by Owner’s Project Manager.

.C  Attendees:

.1  Owner’s Project Manager

.2  Owner’s Project Inspector

.3  Contractor’s Authorized Representative (Mandatory Attendance Required)

.4  Contractor’s QC Manager (Mandatory Attendance Required) (See Section 01450.)

.5  Other interested parties

.D  Agenda: Items of significance, as appropriate to the Project, to be discussed at the Closeout Conference include the following:

.1  Closeout Process

.2  Final Cleaning

.3  Change Orders

.4  Preliminary Walk-through Inspection

.5  Punch-list correction

.6  Final Inspection

.7  Spare Parts

.8  Keys

.9  Owner Fixture, Furniture, and Equipment (FF&E) Schedule

.10  Operation and Maintenance Data

.11  Commissioning

.12  Owner Training

.13  Permits

.14  Milestone Completion Submittals

.15  Project Close-out/Board of Supervisors Acceptance submittals

.16  Warranties/Guarantees

.17  As-Built Documents

.18  QC Documents

.19  Disputes and Claims

.20  Demobilization

.21  Graffiti Removal

.22  Project Completion Certification

.E  The Owner will prepare meeting minutes of the Closeout Conference and distribute minutes to the attendees.

.F  Follow-up closeout meetings will occur at least monthly until Owner’s Authorized Representative recommends Acceptance of the Project.

.G  At a minimum, the Contractor will maintain notes for the Closeout Conference and all follow-up closeout meetings in the form of a Decision/Action Tracking Report.

1.05  CONTRACTOR’S RESPONSIBILITY TO MANAGE INCOMPLETE AND DEFICIENT WORK

.A  Pursuant to Section 01450 of this Contract, the Contractor is responsible for identifying and managing Incomplete and Deficient work. Incomplete and Deficient work includes, but is not limited to: non-compliance items, re-work items, and non-conforming tests, pursuant to Section 01450; deficiencies relating to inspections by the Building Official, pursuant to Section 01830 (if included in this Contract); and items of work not complete per the Contract Documents.

.B  The Preliminary Final Inspection and Final Inspection will not be conducted until (See Section 01450 for a complete listing).

.1  The entire Work of the Milestone/Project is complete;

.2  Cleaning has occurred pursuant to Section 01740; and

.3  Deficient Work identified in all outstanding non-conformance notices has been corrected.

1.06  SPARE PARTS & KEYS

.A  Spare Parts: All Spare Parts required by the Contract Documents must be submitted to the Owner prior to Milestone Completion of the Work.

.B  Keys, Key Control, and Key Cabinets (Note to PM: Make sure you need key cabinets. If you do not have a lot of keys, you don’t need one. )The Contractor is responsible for key control of ALL keys (electrical panels, electrical/security/fire alarm control cabinets, doors, furniture, irrigation controllers, etc.), until Milestone Acceptance of the Work.

.1  The Contractor shall provide a key cabinet(s) of a large enough capacity to hold keys for all: doors (including doors that will be have the construction cores replaced by the Owner); cabinets; power panels; equipment; fire alarm panels; etc. The Key Cabinet shall have metal snap hooks, durable hinges, and durable, painted metal exterior. Capacity shall include key hooks for each key set for each door, cabinet, etc. Acceptable Manufacturers are TelKee and Lund.

.2  The contractor shall provide two copies of each key (except for Owner-provided keys to doors having construction cores replaced), with a plastic tag label on each key (except for doors keyed by the Owner after replacement of the Contractor Construction Cores). Provide sufficient plastic key tags with metal snap hooks for each key, including door keys. Each key tag shall be labeled with a unique number and the contractor shall provide a separate, type-written key listing for mounting inside the key cabinet. The key listing shall identify the key number and the corresponding door, cabinet, etc. associated with that key. The key cabinet and all spare keys with tags must be submitted to the Owner within ten (10) Days of Contractor’s certification that the entire Work of the Project is complete, or earlier if requested by the Owner’s Project Manager.

1.07  OPERATION AND MAINTENANCE DATA (See Section 01782, "O&M Data," and the “Notice to Bidders” for O&M Data Milestones)

.A  If the” Notice to Bidders” establishes submission of O&M Data as a project Milestone, the contractor shall comply with that Milestone. All Operations and Maintenance (O&M) Data required by the Contract Documents must be submitted as follows:

.1  Initial Submittal: Submit three (3) draft copies of each O&M manual at least sixty (60) Days before either the project Milestone for submission of this documentation (if a specific milestone is identified as part of the contract) or, if no Milestone is designated, before certifying completion of the entire Work of the Project.

.2  Final Submittal: Submit three (3) copies of each O&M manual in final form no later than fifteen (15) Days before either the project Milestone for submission of this documentation (if required as part of the contract) or, if no Milestone is designated, before certifying completion of the entire Work of the Project.

.3  Corrected Final Submittal: Correct or modify each O&M manual to comply with Owner's comments. Submit three (3) copies of each corrected Final Submittal within fifteen (15) Days of receipt of Owner's comments on the Final Submittal.

1.08  FINAL CLEANING

.A  Contractor must, before requesting the Preliminary Walk-Through Inspection perform a Final Cleaning of all Work areas and the Project Site including all areas associated with previously completed Milestones. (See also 01740.1.11, “Final Cleaning”)

1.09  MILESTONE COMPLETION INSPECTIONS

.A  Refer to Section 01450 for details.

1.10  PROJECT RECORDS FOR MILESTONE COMPLETION OF THE WORK

.A  In addition to the requirement to complete all the physical Work of a Milestone, prior to Owner issuance of Notice of Final Milestone Completion, Contractor must submit required documents/information (also, refer to the listing in Section 01332), including but not limited to:

.1  Submit two (2) copies of all Hazardous Waste Manifests signed by Toxic Substances Disposal Facilities (“TSDF’s”) and certificates of disposal (See Document 00700.3.14.C and 01740 1.09 .B .7);

.2  QC Specialist CBC Chapter 17 Certification (See Section 01450);

.3  Submit Milestone completion certification (See Section 01450);

.4  Satisfactory completion of all permit-required inspections, such as the State Elevator Inspector, County Fire Marshal, County Hazardous Materials Compliance Division, and any permits required by local jurisdictions;

.5  Submit all keys;

.6  Conduct all required Training (except Factory Training) and submit all sign-in sheets for attendance at Training by Owner’s Staff;

.7  Submission of and acceptance by Owner of Operation and Maintenance Manuals;

.8  Submission of Commissioning Final Report, pursuant to Section 01810 (required if this Section is included in the Contract) and

.9  Submit all spare parts.

1.11  PROJECT RECORDS REQUIRED FOR ACCEPTANCE OF THE WORK AND RECORDING THE NOTICE OF COMPLETION

.A  The contract warranty period commences upon Acceptance of the Project by the County Board of Supervisors. Additionally, release of Retention does not occur until Board Acceptance. Prior to Owner’s recommendation of project Acceptance to the County Board of Supervisors or the Director, Facilities and Fleet, Contractor must submit all required Project Records, including but not limited to:

.1  Project Completion certification by an Officer of the Contractor, pursuant to Section 00700 13.07 .B;

.2  Submit two (2) copies of summary of solid waste generated by the Contractor’s operations. (Form 01515-F1) (See Section 01515.1.05.B);

.3  Submit, and have Owner Accept, As-Built Documents, including the CQC Certification.

.4  Submit Warranty Register, pursuant to Section 01790, containing information regarding extended Warranties, as well as information identified in Section 01810 (if included as part of this contract) as equipment to be commissioned;

.5  Submit copies of the Contractor’s survey records (See Section 01725. “Survey Records”);

.6  QC Records Binder (See Section 01450); and

.7  Contractor’s Release (see form at end of Section).

1.12  ACCEPTANCE OF THE WORK

.A  Acceptance of the Work will be made by the Board of Supervisors or the Director, Facilities and Fleet Department, only after the Owner’s Authorized Representative has recommended Acceptance.

.B  Contractor must take special note that, unless otherwise stated in the Contract Documents, without regard to the date(s) items of Work were actually put into service, all Guarantees/Warrantees will commence on the date of Acceptance of the entire Work of the Project by the Board of Supervisors or the Director, Facilities and Fleet Department.

.C  After formal Acceptance of the Work, the Clerk of the Board will record a Notice of Completion with the County Recorder.

1.13  FINAL PAYMENT APPLICATION (See Section 01290.1.08.B, “Final Payment Application”)

.A  After Acceptance of Work Contractor must submit four (4) copies of their Final Payment Application.

1.14  FINAL PAYMENT

.A  Thirtyfive (35) Days after the date of recording of the Notice of Completion by the County Recorder, Owner’s Project Manager will forward a request for Final Payment for the Work to the County Controller for payment.

.B  Owner will withhold from Final Payment such amounts that are in Dispute between Owner and Contractor, amounts subject to offset/setoff, and all other amounts that must be withheld by law (such as Stop Notice sums.)

PART 2 - PRODUCTS (Not Used)

PART 3 - EXECUTION (Not Used)

PART 4 - FORMS: Contractor’s Release

CONTRACTOR’S RELEASE UNDER CONTRACT

KNOW ALL MEN BY THESE PRESENTS: In consideration of the promise and the sum

of , ($ )

lawful money of the United States of America, by the (OWNERS NAME) (herein called “Owner”)

______, ($ )

of which has already been paid and

,

($ ____) of which is to be paid by the Owner as a final amount under the above mentioned contract, the undersigned Contractor does, and by the receipt of said sum does, for itself, its successors and assigns, remise, release and forever discharge the Owner, its officers, agents, and employees of and from all liabilities, obligations, and claims whatsoever in law and in equity under or arising out of said contract.

IN WITNESS WHEREOF, this release has been executed this ___ day of

_ , 200X

WITNESS: (Contractor)

BY:

TITLE:

Certificate

I, ______, certify that I am the ______

Secretary of the Corporation named as Contractor in the foregoing release; that

______who signed said release on behalf of the Contractor was

then ______of said corporation; that said release was duly signed for and in behalf of said corporation by authority of its governing body and is within the scope of its corporate powers.

Signature of Certifying Person Date

f:\forms\release

END SECTION 01770

01770-1

MASTER Project Manual Version 11.11 – November, 2011