ADOA_Exhibit_M_Contractor_Project_Close_Out_ADOA.pdf

Exhibit M – Contractor Project Closeout State of Arizona

General Services Division

100 N 15th Avenue, Suite 103

Phoenix, AZ 85007 Contract/APP No.

Project Name: State Project No: Statutory Review No:

Design Professional: Contractor: State Project Manager:

Submit the items required for your contract and project specifications as well as special items called for in the specifications not covered by this list.

Two (2) binders with hard copies and two (2) electronic copies on USB thumb drive.

Contractor Responsibility *X if included or N/A in each box*

A. General Requirements:

1. Certificates of Substantial Completion – Exhibit K

2. Documents to accompany Final Pay Request:

a. Pay application - Exhibit H

b. Unconditional lien releases from:

- All Subcontractors and Material Suppliers (see list submitted with bid and all approved substitutions).

- All Vendors with Preliminary Notices Filed

c. Release of Lien from the Construction Contractor

d. Consent of Surety - Form from bonding company (if bonded)

e. Copy of Prime Consultant Letter certifying that project is completed according to Plans & Specifications

f. Certificate of Final Completion - Exhibit L

B. Guarantees/Warranties:

Minimum of 2 year warranty is required for labor and material unless greater is part of contract requirements.

1. Copies of Warranties/Guarantees from Contractor, Subcontractors and Manufacturers Product Warranties

C. Record Construction Documentation:

1. Addenda

2. RFI logs and all RFI’s (approved and withdrawn)

3. Approved (stamped) Submittals and a Submittal log

4. Approved Change Orders

5. Purchase Order

6. Executed contract or JOC job order with price proposal detail and supplementals

7. AUA’s - Authorized Use of Allowance

8. Governing Authority Certificates of Inspection/Special Inspections (i.e. Fire, Elevator, Boiler, Municipal, etc.)

9. Red line drawings / 1 full size print and electronic format on the flash drives

164272 Text Box Included

164272 Text Box N/A

D. Maintenance & Operations Manuals:

1. Subcontractors, major supplier list with company’s names, addresses and telephone numbers.

2. Notarized letter from general and subcontractors on use of asbestos free materials.

3. Maintenance/operation instructions and parts list.

4. List of extra materials supplied to owner (keys, video, training tapes, etc.)

5. Manufacturer’s Safety Data Sheets

6. Contractors warranty Notification Form

Architect / Engineer Responsibility

A. Complete Set of Construction Documents:

1. AE will take contractor "Red Line" drawings and incorporate into 100% as constructed record drawings and specifications:

a. Submit to Owner an E-copy CAD Backgrounds and PDF on 2-Flash Drives and 2 hard copy, full size constructed Record Drawings

2. Prime Consultant Letter certifying that project is completed according to Plans & Specifications (sign and seal)

INTERNAL PROCESS

Construction Program Specialist Responsibility

A. Executed design contract with terms and conditions _____ B. Purchase Order _____ C. Approved design change notice _____ D. Enter into Warranty Calendar in Google _____ E. Update Procore: Warranty Status/Dates _____

By signing this document the Contractor is agreeing that all the required documents have been provided and are enclosed in the Project Closeout binder and are saved on the required USB.

Contractor Sign Print Date

Revised 8/15/2019

Close out binders/documents will remain in GSD filing until after the warranty period of 2 years at which time it will be given to Archivist for movement to storage according to Retention Procedures.