Construction Management Closeout Procedures & Processes
Project Manual means a written volume assembled for the Trade Contractor Work by the Trade Contractor that includes specific instructions to the Project Team setting forth the requirements, policies and procedures for performance and execution of the Trade Contractor’s Design Services and Trade Contractor Work. A. The Designer’s requirements for preparation of a Project Manual are defined by the Agreement. This chapter provides the Owner’s guidance for procedures and use of standard documents in developing the Project Manual. Standard documents are provided in Appendix 2 Standard Bidding and Construction Documents. The C
To increase the potential for consistent interpretation, the listing of the Contract Documents should be complete and unambiguous, and should not include any documents that rightfully should not be Contract Documents. Such vagueness should be avoided. Contract Documents —Those items cknstruction designated in the Agreement, and which together comprise the Contract. Drawings —The part of the Contract that graphically shows the scope, extent, and character of the Work to what is my snmp community string performed by Contractor.
Specifications —The part of the Contract that consists of written requirements for materials, equipment, systems, standards, and workmanship as applied to the Work, and certain administrative requirements and procedural matters applicable to the Work.
Shop Drawings —All drawings, diagrams, illustrations, constrction, and other data or information that are specifically prepared or assembled by or for Contractor and submitted by Contractor to illustrate some portion of the Work.
Shop Drawings, whether approved or not, are not Drawings and are not Contract Documents. Project Manual —The written documents prepared for, or made available for, procuring and constructing the Work, including but not limited to the Bidding Documents or other cojstruction procurement documents, geotechnical and existing conditions information, the Agreement, bond forms, General Conditions, Supplementary Conditions, and Specifications.
The contents constructoon the Project Manual may be bound in one or more volumes. Projecg summarize, be cognizant of, and properly draft the provisions regarding, what constitutes the Contract Documents.
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F. Tailor the Project Manual to the project. Do not include provisions which are inapplicable to the project. Ensure that Bidding and Construction Documents are thoroughly coordinated, complete, concise, and free from redundancy. 00 01 INTRODUCTORY INFORMATION A. The COVER of the Project Manual may be any style or format that suits the Designer File Size: KB. project manual. An assemblage of documents related to the construction work on a project, typically including bidding requirements, sample documents, conditions of the contract, and specifications. McGraw-Hill Dictionary of Architecture and Construction. Copyright © by McGraw-Hill Companies, Inc. PROJECT MANUAL Many think of specifications as a written construction documents. Specifications communicate the type and quality of materials while drawings communicate the quantity and layout. But it's important to know that specifications don't equal project manual, but instead it's a primary component of a project manual.
When you are working with a general contractor, it is important to set the terms of your working relationship as soon as possible. Usually this is done by entering into a construction contract of some type. A completed and thorough project closeout substantiates that the project has been performed according to the contract documents, all costs have been billed and paid, the building complies with all proper statutes and regulations and the owner can legally occupy the property without fear of encumbrance.
It also ensures the client is left with the knowledge and resources necessary to maintain and operate their new or renovated building. Construction management best practices include implementing a compulsory project management closeout process as a standard operating procedure for every project. Ensure your team starts the process of retaining copies of relevant documents early in the project.
Key closeout documents like warranties and systems training manuals come in different formats from various sources as work is completed, not just at the end of a project. For example, when an appliance is delivered it may include warranty information that must be turned over to the owner, often many months before the project is complete. Ongoing focus for closeout documentation on the part of your team will prevent scrambling at the last minute for documents from sources that may no longer be readily available.
Project Closeout. The project closeout process should include a combination of onsite and administrative tasks. Site closeout is customarily coordinated by the general contractor GC. Onsite Project Closeout Checklist should include the following tasks: Complete all punch list items. It is all-too-typical on most projects that the GC has to push subcontractors to finalize their work in the field.
Generally, punch list completion is verified by the project architect. Deliver, organize and store attic stock contractually required surplus materials such as roofing, tile, HVAC filters, ceiling tile, etc.
Ensure that permanent utilities are installed, tested and working and all project-related services and contracts, i.
Ensure the site is completely clean and ready for occupancy. Ensure all owner training of systems has been completed. Building Commissioning. Most large projects provide specific contractual requirements for systems commissioning. It is becoming standard in large projects to appoint a Commissioning Authority or Agent CxA who is often a third party engineer to oversee and confirm that systems have been properly calibrated, balanced and tested, that performance meets design criteria and that the owner or his agents have been trained in proper use.
Commissioning, to the extent required, is therefore a significant aspect of project closeout on commercial or large residential projects. Project Completion. Upon receiving a request to confirm substantial completion by the GC, the architect and the owner should conduct a walk-through inspection to determine the punch list for final completion. Typically, substantial completion is reached when the building is usable for its intended purpose, all utilities are functioning, the project has achieved approval for use or occupancy and the work is more than Under typical AIA contracts, substantial completion is a milestone that triggers the inception of warranty periods.
The construction manager or architect generally determines this milestone by issuing a Certificate of Substantial Completion. Final completion signifies that construction is finished in accordance with the contract documents. This means that the punch list has been completed, usually certified by the project architect. In addition, all onsite tasks have been completed and administrative submittals, California construction lien waivers warranties, close-out documentation, manuals, as-builts, etc.
In most jurisdictions, the appropriate authority issues a Certificate of Occupancy certifying that the building permit has been signed off and all inspections are complete and signifies that the building is ready for its intended use or occupancy. The goal of administrative closeout procedures and project contract management is to confirm that all contractual terms have been satisfied, closeout documents provided and payments have been made by the contractor to all the subcontractors and material suppliers.
The following is a checklist of administrative tasks and documents to consider during Project Closeout: Review all contractual requirements and ensure that all terms have been met. Review all change orders to ensure all have been accounted for and either voided, rejected or completed. Obtain any outstanding insurance and maintenance bonds, to the extent required by contract. Ensure you have Final Permit Cards, which are the property of the owner, along with building permit plans and any other documents from agencies having jurisdiction.
Review and ensure completeness of as-built drawings. Review all warranties including full information on warranty status, terms and contact information. Obtain Unconditional Final Lien Waivers from subcontractors and suppliers — if they have legally filed a preliminary notice. All other lien releases should already have been included with the monthly accounting. Follow up to ensure any outstanding deposits, jurisdictional cash bonds, performance and payment bonds, etc.
File a Notice of Completion with the appropriate jurisdictional authority within the time frame required by State statute. Perform final accounting to have a complete record of all project expenses, for the purposes of completing expense records and to establish a cost basis for the property. A successful closeout process is not complete until final and complete payments are made, final retainage is released, permits closed out and all parties are satisfied.
Delays are common at the last minute during the closeout process when vital pieces of information need to be tracked down or when pending or incomplete change orders cause confusion. Having a well-developed construction change order process can reduce this confusion. Delivery of Documents. Either the general contractor or construction manager will organize all closeout documentation according to the project requirements.
Most clients prefer electronic distribution of most documents, although a printed project manual with warranty and contact information is generally very useful. For large projects, particularly those requiring commissioning, a construction manager should oversee the process. It is important to carefully review entire closeout packages, ensuring that equipment and systems utilized in their project are complete and that the owner is aware of the warranty and need for ongoing maintenance to preserve those warranties.
We call their attention to the contacts list and ensure the owner knows who to call when. There is a lot of work involved in project closeout for large projects—ensure that your team has a champion who will manage this process as well as the entire construction process. Retention of Project Documentation. In California, there is a year statute of limitations on filing claims, so it is important to retain all documents during that period following substantial completion.
Architects generally keep project records for longer periods. Keep in mind that in the event a latent defect is discovered after the conclusion of a project and the owner files a claim or civil suit, any documentation that establishes that a party carried out their contractual obligations with proper diligence will serve them well in their defense.
Benefits of a Thorough Project Closeout. Thorough documentation protects against potential risks from future disputes on scope, contracts, warranties or expectations. It verifies that all project requirements have been fulfilled and establishes future accountability for maintenance and warranties. Implementing a comprehensive, step-by-step approach to construction management closeout procedures ensures handing over a completed project with confidence.
Share this:. The 5 Most Important Construction Project Contract Clauses When you are working with a general contractor, it is important to set the terms of your working relationship as soon as possible.