ATTACHMENT 15 Section 01 78 00 Closeout Submittals.pdf

SECTION 01 78 00

CLOSEOUT SUBMITTALS

PART 1 GENERAL

1.1 SUBMITTALS

Government approval is required for submittals with a "G" designation; submittals not having a "G" designation are for Contractor Quality Control approval. When used, a designation following the "G" designation identifies the office that will review the submittal for the Government. The following shall be submitted in accordance with Section 01 33 00

SUBMITTAL PROCEDURES:

A. SD-03 Product Data: G;

a. Warranty Management Plan: G; Two sets

b. Warranty Tags: G; Two record copies of the warranty tags showing the layout and design.

c. Final Cleaning

B. SD-10 Operation and Maintenance Data: G; Two hard copies and two electronic copies the equipment manufacturer’s operation and maintenance data.

C. SD-11 Closeout Submittals: G;

a. Project Record Documents

b. Real Property Record (DD Form 1354)

1.2 PROJECT RECORD DOCUMENTS

A. The as-built drawings shall be a record of the construction as installed. The QC Manager is required to review the as-built drawings are kept current on a daily basis and marked to show deviations, which have been made from the Contract drawings. Ensure each deviation has been identified with the appropriate modifying documentation, e.g. PC number, modification number, RFI number, etc. The drawings shall include the information shown on the contract drawings as well as deviations, modifications, and changes from the contract drawings, however minor.

The as-built drawings shall be kept at the job site and updated daily. The QC Manager shall initial each deviation or revision. Upon completion of work, the QC Manager shall submit a certificate attesting to the accuracy of the as-built drawings prior to submission to the Contracting Officer.

B. As-Built drawings are required within 30 days of the beneficial occupancy by the government. The one Architectural B Sized hard copy (Half Sized Architectural D) and two electronic copies of the As-Built drawings shall be submitted to the Contracting Officer. The electronic copies shall be in PDF format and a format editable by Microstation. The As-Builts are required for all specification sections whether or not specifically indicated in each individual section. The drawings shall be in accordance with AEC CAD Standard. The as-built drawings shall be a full sized set of prints (hard copy shall be printed in half scale) marked to reflect deviations, modifications, and changes. The as-built drawings shall be complete and show the location, dimensions, part identification, and other information.

Additional sheets may be added. The as-built drawings shall be jointly inspected for accuracy and completeness by the Contractor's quality control representative and by the Contracting Officer prior to the submission of each monthly pay estimate.

Upon completion of the work, the Contractor shall submit two full sized sets of the marked prints to the Contracting Officer for approval. If upon review, the as-built drawings are found to contain errors and/or omissions, they will be returned to the Contractor for correction. The Contractor shall correct and return the as-built drawings to the Contracting Officer for approval within 14 calendar days from the time the drawings are returned to the Contractor.

C. Payment: No separate payment will be made for as-built drawings required under this contract, and all costs accrued in connection with such drawings shall be considered a subsidiary obligation of the Contractor. However, final payment will not be processed until As-Built drawings are approved.

1.3 WARRANTY MANAGEMENT

A. Warranty Management Plan: The Contractor shall develop a warranty management plan which shall contain information relevant to the clause Warranty of Construction in SECTION 01 78 36. At least 30 days before the planned pre-warranty conference, the Contractor shall submit the warranty management plan for Government approval. The warranty management plan shall include all required actions and documents to assure that the Government receives all warranties to which it is entitled. The plan shall be in narrative form and contain sufficient detail to render it suitable for use by future maintenance and repair personnel, whether tradesmen, or of engineering background, not necessarily familiar with this contract. The term "status" as indicated below shall include due date and whether item has been submitted or was accomplished. Warranty information made available during the construction phase shall be submitted to the Contracting Officer for approval prior to each monthly pay estimate. Approved information shall be assembled in a binder and shall be turned over to the Government upon acceptance of the work. The construction warranty period shall begin on the date of project acceptance and shall continue for the full product warranty period. A joint 4 month and 9 month warranty inspection shall be conducted, measured from time of acceptance, by the Contractor, Contracting Officer and the Customer Representative. Information contained in the warranty management plan shall include, but shall not be limited to, the following:

a. Roles and responsibilities of all personnel associated with the warranty process, including points of contact and telephone numbers within the organizations of the Contractors, subcontractors, manufacturers or suppliers involved.

b. Listing and status of delivery of all Certificates of Warranty for extended warranty items.

c. A list for each warranted equipment, item, feature of construction or roofing system indicating:

i. Name of item.

ii. Location where installed.

iii. Name and phone numbers of manufacturers or suppliers.

iv. Names, addresses and telephone numbers of sources of repair components.

v. Warranties and terms of warranty. This shall include one year overall contractor warranty of construction. Items which have extended warranties shall be indicated with separate warranty expiration dates.

vi. Cross-reference to warranty certificates as applicable.

vii. Starting point and duration of warranty period.

viii. Summary of maintenance procedures required to continue the warranty in force.

ix. Organization, names and phone numbers of persons to call for warranty service.

x. Typical response time and repair time expected for various warranted items.

xi. The Contractor's plans for attendance at the 4 and 9 month post-construction warranty inspections conducted by the Government.

xii. Procedure and status of tagging of all components covered by extended warranties.

xiii. Copies of instructions for warranty repairs to be posted as directed by the Contracting Officer

B. Performance Bond

a. The Contractor's Performance Bond shall remain effective throughout the contractor warranty period.

b. In the event the Contractor fails to commence and diligently pursue any construction warranty work required, the Contracting Officer will have the work performed by others, and after completion of the work, will charge the remaining construction warranty funds of expenses incurred by the Government while performing the work, including, but not limited to administrative expenses.

c. In the event sufficient funds are not available to cover the construction warranty work performed by the Government at the Contractor's expense, the Contracting Officer will have the right to recoup expenses from the bonding company.

d. Following oral or written notification of required construction warranty repair work, the Contractor shall respond in a timely manner. Written verification will follow oral instructions. Failure of the Contractor to respond will be cause for the Contracting Officer to proceed against the Contractor.

e. Pre-Warranty Conference: Prior to contract completion, and at a time designated by the Contracting Officer, the Contractor shall meet with the Contracting Officer to develop a mutual understanding with respect to the requirements of this section. Communication procedures for Contractor notification of construction warranty defects, priorities with respect to the type of defect, reasonable time required for Contractor response, and other details deemed necessary by the Contracting Officer for the execution of the construction warranty shall be established/reviewed at this meeting. In connection with these requirements and at the time of the Contractor's quality control completion inspection, the Contractor shall furnish the name, telephone number and address of a licensed and bonded company which is authorized to initiate and pursue construction warranty work action on behalf of the Contractor. This point of contact will be located within the local service area of the warranted construction, shall be continuously available, and shall be responsive to Government inquiry on warranty work action and status.

This requirement does not relieve the Contractor of any of its responsibilities in connection with other portions of this provision.

f. Contractor's Response to Construction Warranty Service Requirements Following oral or written notification by the Contracting Officer, the Contractor shall respond to construction warranty service requirements in accordance with the "Construction Warranty Service Priority List" and the three categories of priorities listed below. The Contractor shall submit a report on any warranty item that has been repaired during the warranty period. The report shall include the cause of the problem, date reported, corrective action taken, and when the repair was completed. If the Contractor does not perform the construction warranty within the timeframes specified, the Government will perform the work and backcharge the construction warranty payment item established.

i. First Priority Code 1. Perform onsite inspection to evaluate situation, and determine course of action within 4 hours, initiate work within 6 hours and work continuously to completion or relief.

ii. Second Priority Code 2. Perform onsite inspection to evaluate situation, and determine course of action within 8 hours, initiate work within 24 hours and work continuously to completion or relief.

iii. Third Priority Code 3. All other work to be initiated within 3 work days and work continuously to completion or relief.

iv. Temporary repairs will be made where major damage to property is occurring. Where major damage to property is not occurring, check for location of leak during rain and complete repairs on a Code 2 basis. At the time of installation, each warranted item shall be tagged with a durable, oil and water resistant tag approved by the Contracting Officer. Each tag shall be attached with a copper wire and shall be sprayed with a silicone waterproof coating. The date of acceptance and the QC signature shall remain blank until project is accepted for beneficial occupancy. The tag shall show the following information.

1. Type of product/material

2. Contract number

3. Warranty period

4. Inspector's signature

5. Construction Contractor

a. Address

b. Telephone number

c. Warranty contact

i. Address j.

ii. Telephone number

6. Warranty response time priority code

7. Sign: WARNING - PROJECT PERSONNEL TO PERFORM

ONLY OPERATIONAL MAINTENANCE DURING THE

WARRANTY PERIOD.

v. The "Construction Warranty Service Priority List" is as follows:

1. Code 1-Life Safety Systems

a. Fire suppression systems.

b. Fire alarm system(s) in place in the building.

2. Code 1-Air Conditioning Systems

a. Recreational support.

b. Air conditioning leak in part of building, if causing damage.

c. Air conditioning system not cooling properly.

3. Code 1-Doors

a. Overhead doors not operational, causing a security, fire, or safety problem.

b. Interior, exterior personnel doors or hardware, not functioning properly, causing a security, fire, or safety problem.

4. Code 3-Doors

a. Overhead doors not operational.

b. Interior/exterior personnel doors or hardware not functioning properly.

5. Code 1-Electrical

a. Power failure (entire area or any building operational after 1600 hours).

b. Security lights

c. Smoke detectors

6. Code 2-Electrical

a. Power failure (no power to a room or part of building).

b. Receptacle and lights (in a room or part of building).

7. Code 3-Electrical Street lights.

8. Code 1-Gas

a. Leaks and breaks.

b. No gas to family housing unit or cantonment area.

9. Code 1-Heat

a. Area power failure affecting heat.

b. Heater in unit not working.

10. Code 2-Kitchen Equipment

a. Dishwasher not operating properly.

b. All other equipment hampering preparation of a meal.

11. Code 1-Plumbing

a. Hot water heater failure.

b. Leaking water supply pipes.

12. Code 2-Plumbing

a. Flush valves not operating properly.

b. Fixture drain, supply line to commode, or any water pipe leaking.

c. Commode leaking at base.

13. Code 3-Plumbing Leaky faucets.

14. Code 3-Interior

a. Floors damaged.

b. Paint chipping or peeling.

c. Casework.

15. Code 1-Roof Leaks

a. Temporary repairs will be made where major damage to property is occurring.

16. Code 2-Roof Leaks

a. Where major damage to property is not occurring, check for location of leak during rain and complete repairs on a Code 2 basis.

17. Code 2-Water (Exterior) No water to facility.

18. Code 2-Water (Hot)

a. No hot water in portion of building listed.

19. Code 3-All other work not listed above.

20. Individual task orders may add to or change the Warranty

Service Priority for a specific task order.

1.4 REAL PROPERTY RECORD

A. Interim DD FORM 1354: Near the completion of Project, but a minimum of 30 days prior to final acceptance of the work, complete and submit an accounting of all installed property with Interim DD FORM 1354. Contact the Contracting Officer for any project specific information necessary to complete the DD FORM 1354.

Refer to UFC 1-300-08 for instruction on completing the DD FORM 1354.

For information purposes, a blank fillable PDF DD FORM 1354 may be obtained at the following: http://www.dtic.mil/whs/directives/forms/eforms/dd1354.pdf.

B. Final DD FORM 1354: When final costs of construction are accrued, the construction agent furnishes the final DD Form 1354 to the government. There is only one final project DD Form 1354, even where there are multiple interim DD Forms 1354. The purpose of the final DD Form 1354 is to establish in writing the final costs incurred for each facility in a project. All additional expenses incurred following the placed-in-service date or the date the interim DD Form 1354 was signed shall be transferred from the Construction-In-Progress account to the real property asset account in accordance with the final DD Form 1354. The final DD Form 1354 distributes unallocated costs across the assets as appropriate.

1.5 FINAL CLEANING

The premises shall be left broom clean. Stains, foreign substances, and temporary labels shall be removed from surfaces. Debris shall be removed from roofs, drainage systems, gutters, and downspouts. Paved areas shall be swept and landscaped areas shall be raked clean. The site shall have waste, surplus materials, and rubbish removed. The project area shall have temporary structures, barricades, and construction facilities removed. A list of completed clean-up items shall be submitted on the day of final inspection.

PART 2 PRODUCTS (NOT USED)

PART 3 EXECUTION (NOT USED)