017700 Closeout Procedures.pdf

Robert C Weaver Federal Building, Granite Façade Repairs, Phase 2 Washington, DC Project Number # VDC00213

FY15 Update Oct. 1, 2014 Closeout Procedures 017700 - 1

SECTION 017700 - CLOSEOUT PROCEDURES

PART 1 - GENERAL

1.1 SUMMARY

A. See section III of the Agreement for Definition of Substantial Completion.

B. All electronic record documents submittals shall be uploaded to GSA’s electronic Project

Management (ePM) system.

C. This Section includes administrative and procedural requirements for Contract closeout including, but not limited to, the following:

1. Substantial Completion procedures.

2. Project record document submittal.

3. Operation and maintenance manual submittal.

4. Repair of the Work.

5. Final cleaning

D. Phased Completion/Partial Turnover. Substantial Completion of individual phases in the Design- Build Contractor’s approved phasing plan may be accepted by the Government prior to releasing those areas back to the Government.

E. Closeout requirements for specific construction activities shall be included in the individual sections in Divisions 2 through 49 which, where not provided by the Government as part of the Contract Award, shall be developed and completed by the Contractor’s Architect/Engineer of Record.

1.2 SUBSTANTIAL COMPLETION

A. Preliminary Procedures: Before requesting inspection for Substantial Completion, complete the following.

1. Provide supporting documentation for completion as indicated elsewhere in the Contract Documents.

2. Submit a list to the Government, of incomplete items, the value of incomplete construction, and reasons the Work is not complete.

3. Obtain and submit releases enabling the Government unrestricted use of the Work and access to services and utilities. Include occupancy permits, operating certificates, and similar releases.

4. Submit closeout submittals from other Division 1 sections, project record documents including electronic documents, operation and maintenance manuals, final project photographs, damage or settlement survey, and utility lines survey.

5. Warranties and guarantees shall not begin until substantial completion. Warranties and guarantees for any equipment that comes on line at a later date which is accepted by the Government shall commence on that date.

6. Discontinue and remove temporary facilities from the site, along with mockups, construction tools, and similar elements.

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7. Warranty of any systems or items being used during the occupancy period shall have been completed and submitted at the time of government's written acceptance including the date for Notice of Substantial Completion. The Authority Having Jurisdiction is the Government.

8. The punch list of non-completed work and items shall be entire, valued, and submitted.

9. Completion of punch list items must be completed within one month.

10. The electronic format for Operations and Maintenance materials must contain word search features.

B. Inspection Procedures: On receipt of a request for inspection, GSA will either proceed with inspection or advise the Contractor of unfulfilled requirements. GSA will notify the Contractor of Substantial Completion following the inspection or advise the Contractor of construction that must be completed or corrected before Substantial Completion.

1. GSA will repeat the inspection when requested and when assured that the Work is substantially complete.

2. Results of the completed inspection will form the basis of the requirements for Final Acceptance.

3. Items that are not included on the punch-list will not relieve the Contractor from performing all work required and in accordance with the construction documents.

1.3 FINAL ACCEPTANCE FOR CONTRACT COMPLETION

A. Preliminary Procedures: Before requesting re-inspection for Final Acceptance, complete the following:

1. Submit an updated final statement, accounting for final additional changes to the Contract price.

2. Submit a certified copy of the previous Substantial Completion inspection list of items to be completed or corrected. The certified copy of the list shall state that each item has been completed or otherwise resolved for acceptance, and shall be endorsed and dated by the Contractor.

3. Submit specific warranties, workmanship bonds, maintenance agreements, final certifications and similar documents. State warranty commencement dates.

4. Scan warranties and bonds and assemble complete warranty and bond submittal package into a single indexed electronic PDF file with links enabling navigation to each item.

5. Submit record documents including BIM, model and data and similar final record information.

6. Deliver tools, spare parts, extra stock and similar items.

7. Complete final clean-up requirements including touch-up painting of marred surfaces.

8. At the end of the acceptance submit final payment request with releases and supporting documentation not previously submitted and accepted.

B. Re-inspection Procedure: GSA will re-inspect the Work upon receipt of notice from the Contractor that the Work, including inspection list items from earlier inspections, has been completed, except for items whose completion is delayed under circumstances acceptable to GSA.

1. Upon completion of re-inspection, GSA will notify the Contractor of Final Acceptance or will advise the Contractor of Work that is incomplete or of obligations that have not been fulfilled and are required for Final Acceptance.

2. If necessary, re-inspection will be repeated.

C. Contractor’s Responsibility for Re-Inspection Following Substantial Completion: If the final completion or acceptance is delayed for more than thirty (30) calendar days following substantial completion through no fault of the Government or the CM; the Contractor shall be responsible for the Government’s additional costs associated with re-inspections. During this 30-day period, the

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Government (inclusive of any Government representatives) will make, in aggregate, one (1) re-inspection to verify the completion of the punch list. Any additional re-inspections, administrative services, or direct costs will be considered additional services provided by the Government. The Government’s actual costs for additional re-inspections, administrative services, and/or other direct costs will be charged to the Contractor through an appropriate contract modification in the form of a credit to the Government.

1.4 RECORD DOCUMENT SUBMITTALS

A. Certificates of Release: From authorities having jurisdiction.

B. Certificate of Insurance: For continuing coverage.

C. Field Report: For pest control inspection.

D. Do not use record documents for construction purposes. Protect hard copy and electronic record documents from deterioration and loss in a secure, fire-resistant location. Provide access to record documents for GSA's reference during normal working hours.

E. Record As-Built Drawings: Maintain both electronic media copies and a clean, undamaged set of blue or black line white-prints of all Contract Documents. Mark the set to show the actual installation where the installation varies substantially from the Work as originally shown. Mark the drawing that is most capable of showing conditions fully and accurately. Where Shop Drawings are used, record a cross-reference at the corresponding location on the Contract Drawings. Give particular attention to concealed elements that would be difficult to measure and record at a later date. Electronic record drawings shall mark changes clearly such that the changes can be identified by users in the drawings’ native and PDF formats.

1. Mark record print sets with red erasable pencil. Use other colors to distinguish between variations in separate categories of the Work.

2. Mark new information not shown on Contract Drawings or Shop Drawings.

3. Document all repairs and alterations to individual stones and other elements including joints, roofing, concrete, and any changes to the design documents.

4. Note related modification numbers where applicable.

5. Organize record drawing sheets into manageable sets. Bind sets with durable-paper cover sheets. Print suitable titles, dates, and other identification on the cover of each set.

F. Record Specifications: Maintain one complete copy of the Specifications with addenda. Include one copy of other written construction documents, such as modifications issued in printed form during construction.

1. Mark these documents to show substantial variations in actual Work performed in comparison with the text of the original contract Specifications and modifications.

2. Give particular attention to substitutions and selection of options, and information about concealed construction that cannot otherwise be readily determined later by direct observation. Provide digital photos or videos of construction areas before being concealed.

3. Note related record drawing information and Product Data.

G. Record Product Data: Maintain one copy of each Product Data submittal. Note related modifications and markups of Record Drawings and Specifications.

1. Mark these documents to show significant variations in actual Work performed in comparison with information submitted. Include variations in products delivered to the site and from the manufacturer's installation instructions and recommendations.

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2. Before concealing areas document with digital photos or video on a CD or DVD. Give particular attention to concealed products and portions of the Work that cannot otherwise be readily determined later by direct observation.

H. Record Samples: Immediately prior to Substantial Completion, the Contractor shall meet with GSA's Representative at the Project site to determine which samples are to be transmitted to the Government for record purposes. Comply with GSA's instructions regarding delivery to the Government's Sample storage area.

I. Miscellaneous Record Submittals: Refer to other Specification sections for requirements for miscellaneous record keeping and submittals in connection with actual performance of the Work.

Place miscellaneous records in good order. Identify records properly and bind or otherwise organize to allow for use and reference. Retain the following article if Section 01782 is not included. This article is usually sufficient except for large projects where detailed records are required.

J. Electronic Models: Update BIM or CAD model(s) and submit these to the Government.

PART 2 - PRODUCTS

2.1 MATERIALS

A. Cleaning Agents: Use cleaning materials and agents recommended by manufacturer or fabricator of the surface to be cleaned. Do not use cleaning agents that are potentially hazardous to health or property or that might damage finished surfaces. For stone cleaning, refer to Section 013510, Historic Building Treatment Procedures.

B. Use cleaning products that comply with Green Seal GS-37, or if GS-37 is not applicable, use products that comply with the California Code of Regulations maximum allowable Volatile Organic Compounds (VOC) levels.

PART 3 - EXECUTION

3.1 CLOSEOUT PROCEDURES

A. Operation and Maintenance Instructions: Arrange for each Installer of equipment that requires regular maintenance to meet with the Government's personnel to provide instruction in proper operation and maintenance. Provide instruction by manufacturer's representatives if installers are not experienced in operation and maintenance procedures. Include a detailed review of the following:

1. Electronic File: Scan warranties and bonds and assemble complete warranty and bond submittal package.

2. Operation and Maintenance manuals.

3. Material and Finishes Maintenance Manuals

4. Record documents.

5. Photo CDs or DVDs of any hidden or concealed construction areas.

6. Spare parts and materials.

7. Attic stock.

8. Identification systems.

9. Hazards.

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10. Cleaning.

11. Warranties and bonds.

12. Maintenance agreements and similar continuing commitments

3.2 FINAL CLEANING

A. Employ experienced workers or professional cleaners for final cleaning. Clean each surface or unit to the condition expected in a normal, commercial cleaning and maintenance program.

Comply with manufacturer's instructions.

B. Do not use caustic or acidic cleaning materials that will mar or etch finished work.

1. Complete the following cleaning operations before requesting inspection for Final Acceptance.

a. Remove labels that are not permanent labels.

b. Clean transparent materials, including mirrors and glass in doors and windows.

Removing glazing compounds and other substances that are noticeable vision-obscuring materials. Replace chipped or broken glass and other damaged transparent materials.

c. Clean exposed exterior and interior hard-surfaced finishes to a dust-free condition, free of stains, films, and similar foreign substances. Restore reflective surfaces to their original condition. Leave concrete floors broom clean. Vacuum carpeted surfaces on floors and soft surfaces in any other location.

d. Wipe surfaces of mechanical and electrical equipment. Remove excess lubrication and other substances. Clean plumbing fixtures to a sanitary condition. Clean light fixtures and lamps. Replace disposable air filters and clean permanent air filters.

Clean exposed surfaces of diffusers, registers, and grills. Clean interiors of all ductwork to render facility safe for human occupancy.

e. Clean the site, including landscape development areas, of rubbish, litter and other foreign substances. Sweep paved areas broom clean, and remove stains, spills, and other foreign deposits. Rake grounds that are neither paved nor planted to a smooth, even-textured surface.

f. Remove debris and surface dust from limited-access spaces including roofs, plenums, shafts, trenches, equipment vaults, manholes, attics and similar spaces.

C. Pest Control: Engage an experienced, licensed exterminator to make a final inspection and rid the Project of rodents, insects, and other pests.

D. Removal of Protection: Remove temporary protection and facilities installed for the protection of the Work during construction.

E. Compliance: Comply with the regulations of authorities having jurisdiction and with safety standards for cleaning. Do not burn waste materials. Do not bury debris or excess materials on Government property. Do not discharge volatile, harmful, or dangerous materials into drainage systems. Remove waste materials from the site and dispose of it lawfully.

F. Remaining Materials of value that remain after completion of associated work, become Government property. Dispose of or salvage/recycle these materials as directed by GSA.

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3.3 REPAIR OF THE WORK

A. Complete repair and restoration operations before requesting inspection for determination of Substantial Completion.

B. Repair, or remove and replace, defective construction. Repairing includes replacing defective parts, refinishing damaged surfaces, touching up with matching materials, and properly adjusting operating equipment. Where damaged or worn items cannot be repaired or restored, provide replacements. Remove and replace operating components that cannot be repaired. Restore damaged construction and permanent facilities used during construction to specified condition. All components of the construction including operational and material shall be in new condition and new working order at the completion of Repair of the Work.

END OF SECTION 017700