Title: Building Warranty
System:Operation
Sub-System: Facilities & Maintenance
Process: Building
Issue Date: 12/8/08Issue Number:2
Approved by:Mike Casey
Document author: Mike Casey
Summary of changes:Reflects management job title changes and reorganization
1. Purpose
To ensure building warranties are maintained properly
2. Scope
This procedure applies to Operations Department facility administrators
3. Definition of Terms
FF&E – Furniture, Fixtures, and Equipment
Pre-Substantial Completion Walk Through
4. Responsibilities
Operations Department facility administrators–ensure the District Building Commissioning procedure is followed, schedule and conduct a pre-substantial completion walk through to identify any facility problem areas, obtain Operations and Maintenance manuals with warranty information with turnover documents from the construction manager on date of substantial completion, conduct a walk through eleven months after thesubstantial completion, ensure a warranty action item form is filled out for every problem item or specialwarranty items identified, ensure the responsible contractor is notified in writing of anyproblem areas,retain copies of any correspondence related to the problem items, include all warranty issues on theARCmaster task list for review and tracking, maintain a warranty spreadsheet/database, and ensure extendedwarranty items are recorded in SchoolDude.com to trigger a review prior to the warranty expirationdate
Building Engineers –Assist administrators with the pre-substantial completion walk through to
identify any facility problem areas, assist administrators with all warranty walkthroughs, and
assist with monitoring and maintaining the warranty spreadsheet/database for the assigned building(s)
5. References
District Building Commissioning Procedure
6. Procedure
6.1Operations Department facility administrators
6.1.1Ensure the District Building Commissioning procedure is followed andall steps
are taken
6.1.2Schedule and conduct a pre-substantial completion walk through with the
building engineer and the construction manager to identify any facility problem
areas and potential warranty issues, including any FF&E issues
6.1.3On the date of substantial completion, obtain the Operations and Maintenance
manuals with warranty information and turnover documents from the
constructionmanager
6.1.3.1. Using the Operations and Maintenance manuals, develop a listing
if items covered by warranties and the expiration date of the warranties
6.1.4Identify any remaining items not in the Operations and Maintenance manuals
and track them to ensure they areincluded in thewarranty book
6.1.5Identify, document, and research any problems identified with thebuilding prior
to theeleven month walk through
6.1.5.1. Identify and document warranty problems and issues in the
SchoolDude.Com program to assist with tracking
6.1.6Conduct a walk through eleven months after the substantial completion
6.1.7Create a list of building problems plus warranty issues and ensuretheWarranty Action Item Form is filled out for every problemitem or specialwarranty issue identified, along with a SchoolDude.com work order
6.1.8Ensure the responsible contractor is notified in writing (e.g. e-mail)prior to the
expiration of warranty
6.1.9Keep all stakeholders (e.g. Construction Manager, Architect) notified of all issues and status of issues
6.1.10Retain copies of any correspondence related to identified problem items
6.1.11If the responsible contractor does not correct a warranty prior to the warranty
expiration date, notify the contractor via certified mail to establish proper
documentation of the issue
6.1.12Include all warranty issues on the ARC master task list for reviewand tracking
6.1.13Maintain a warranty spreadsheet/database including FFE, contractor contact
information and pertinent warranty expiration dates, walk-through dates, etc.
6.1.14For extended warranty items, enter the information in SchoolDude.com so that
it triggers a reminder to inspect (e.g. walk through) the specific item, starting
three (3) months prior to the warranty expiration date
6.2Building Engineers
6.2.1Identify, document, and research (as directed by a facility administrator) any
problems identified with the building
6.2.1.1. Identify and document warranty problems and issues in the
SchoolDude.Com program to assist with tracking
6.2.2Assist the administrators with the pre-substantial completionwalkthrough to
identify any facility problem areas
6.2.3Assist the administrators with all warranty walk throughs and inspections
6.2.4Assist the Operations Department facility administrators with maintaining the warranty spreadsheet/database
7.Records
Warranty Action Item Form
ARC Master Task List
Warranty Spreadsheet/Database
SchoolDude Facility Direct Work Orders
Building Warranty Procedure1 of 4
11/13/08