ESBD_374441_1724692143764_ATTACHMENT G.P - Ellington Field (EF) Contract Closeout.pdf

ATTACHMENT G.P - ELLINGTON AFB (EF) CONTRACT CLOSEOUT

PART 1 – GENERAL

1. SUMMARY

A. This Section includes:

a. Procedures for final acceptance of the Project.

b. Closeout procedures.

c. Final cleaning.

d. Adjusting.

e. Project record documents.

f. Operation and maintenance data.

g. Warranties.

h. Spare parts and maintenance materials.

2. RELATED SECTIONS

A. Attachment G.O - Ellington AFB (EF) Starting Of Systems: Progress cleaning.

B. Attachment G.O - Ellington AFB (EF) Starting Of Systems: System start-up, testing, adjusting, and balancing.

3. PROCEDURES FOR FINAL ACCEPTANCE OF THE PROJECT

A. Pre-final inspection:

a. When the Construction Contractor has completed all work and is satisfied the project is fully in compliance with the contract documents; he will notify the

Project Manager, in writing, that the project is complete and ready for inspection. The Project Manager will arrange for and conduct an inspection of the project by the Project Manager, the Project Manager 's Representatives, and the Construction Contractor. The Project Manager will be provided a reasonable time to arrange for and conduct an inspection.

b. The Project Manager will document any deficiencies on a written punch list and will arrange a meeting with the Construction Contractor to review the punch list and explain all deficient items. The Construction Contractor shall correct the deficiencies and notify the Project Manager in writing when the project is ready for inspection of the deficient items. The Project Manager will arrange and conduit a re-inspection of the project to review the corrected items.

c. The formal list of deficiencies found shall not be considered a final list of all deficient items. The contractor must correct any deficiencies that are found at any point prior to or after final acceptance of the project.

d. NOTE: LIQUIDATED DAMAGES ON PROJECTS THAT EXTEND

BEYOND THE CONTRACT COMPLETION DATE WILL CONTINUE TO

RUN UNTIL ALL CLOSE-OUT DOCUMENTATION IS SUBMITTED

AND ACCEPTED AND ALL “PUNCH-LIST” WORK IS COMPLETE.

B. Training, Instruction and Demonstration:

a. When the Project Manager has determined that the project is sufficiently complete to allow instruction of the Government’s Representative, the Project

Manager will request, in writing, that the Construction Contractor provide

ELLINGTON FIELD, HOUSTON, TX 21 May 2024 training, instruction and demonstration of the work. This training, instruction and demonstration will not be scheduled until all required operations and maintenance data has been submitted and approved.

b. Upon formal notice from the Project Manager, the Construction Contractor shall then arrange for instruction of the Government’s staff in the operation of the constructed systems. This includes submission of all outstanding record documents, including operating and maintenance manuals (required prior to scheduling instruction meeting), equipment cuts, guarantees, warranties, maintenance contracts, and any additional instructions necessary for the operation of the systems. The Construction Contractor shall acquaint the

Government's staff with acceptance tests, guarantees, warranties, and maintenance manuals. The Construction Contractor and the Project Manager will determine the transfer of responsibility for heat, utilities, security, and insurance. The Construction Contractor shall also obtain a Certificate of

Occupancy (where applicable) or similar releases required to permit the

Owner's occupancy of the project.

c. Should the instruction period find deficiencies, the Project Manager will notify the Construction Contractor in writing of deficient items.

C. Final inspection:

a. Upon completion of the remaining deficiencies the Construction Contractor shall notify the Project Manager in writing, that the project is complete and ready for a final inspection. The Project Manager shall arrange for and conduct a final inspection of the project.

D. Additional inspection:

a. Should the project require inspections beyond inspections noted above, from pre- final through final inspection, the Project Manager will reduce from the

Construction Contractor's final payment those monies necessary to provide for the cost of the additional inspections. The reduction shall not be considered as a part of any "Liquidated Damages" for failure to complete within the specified contract time. The reduction shall not be considered as a penalty to the Construction Contractor; but shall be for the actual cost of monies required for the reimbursement of fees for Architect, Owner Representatives, and other specialist necessary for acceptance of the project.

E. Excessive deficiencies found during inspections:

a. During any inspection of project completion, if it is determined by the Project

Manager, that the Construction Contractor has not sufficiently completed the work in compliance to the contract documents, the owner may declare that the project is not sufficiently complete to continue inspection of the work. Within three (3) working days, of the declaration, the Project Manager will issue in writing, a list of deficiencies found. The deficiency listed shall be understood as only a partial list and that the partial list may or may not represent deficiencies in areas that were not inspected.

4. CLOSEOUT PROCEDURES

A. Submit written certification that Contract Documents have been reviewed, Work has been inspected, and that Work is complete in accordance with Contract Documents and ready for the Project Manager’s review.

B. Provide submittals to the Project Manager that are required by governing or other authorities.

C. Submit final Application for Payment identifying total adjusted Contract Sum, previous payments, and sum remaining due.

D. Submit with the final Application for Payment a complete certified list of subcontractors and material suppliers. Accompanying the list shall be a lien waiver signed by each subcontractor and material supplier as documentation verifying that payment has been made for services and materials required for completion of this

Contract. Lien waiver forms are available from the Project Manager.

5. FINAL CLEANING

A. Execute final cleaning prior to final project assessment.

B. Clean interior and exterior glass, surfaces exposed to view; remove temporary labels, stains, and foreign substances, polish transparent and glossy surfaces, vacuum carpeted and soft surfaces.

C. Clean equipment and fixtures to a sanitary condition with cleaning materials appropriate to the surface and material being cleaned.

D. Replace filters of operating equipment.

E. Clean debris from roofs, gutters, downspouts, and drainage systems.

F. Clean site, only areas that were used for staging and adjacent areas that may need cleaning due to windblown construction debris; sweep paved areas, rake clean landscaped surfaces.

G. Remove waste and surplus materials, rubbish, and construction facilities from the site.

6. ADJUSTING

A. Adjust operating Products and equipment to ensure smooth and unhindered operation.

7. PROJECT RECORD DOCUMENTS

A. Maintain on site, one set of the following record documents; record actual revisions to the Work:

a. Drawings.

b. Specifications.

c. Addenda.

d. Change Orders and other modifications to the Contract.

e. Reviewed Shop Drawings, Product Data, and Samples.

f. Manufacturer's instruction for assembly, installation, and adjusting.

B. Ensure entries are complete and accurate, enabling future reference by the

Government.

C. Store record documents separate from documents used for construction.

D. Record information concurrent with construction progress.

E. Specifications: Legibly mark and record at each Product section description of actual

Products installed, including the following:

a. Manufacturer's name and product model and number.

b. Product substitutions or alternates utilized.

c. Changes made by Addenda and modifications.

F. Record Documents and Shop Drawings: Legibly mark each item to record actual construction including:

a. Measured depths of foundations in relation to finish first floor datum.

b. Measured horizontal and vertical locations of underground utilities and appurtenances, referenced to permanent surface improvements.

c. Measured locations of internal utilities and appurtenances concealed in construction, referenced to visible and accessible features of the Work.

d. Field changes of dimension and detail.

e. Details not on original Contract drawings.

G. Remove Architect title block and seal from all documents.

H. General Contractor shall provide red-lined as-built drawings to the A-E and BCE at the completion of the project. The A-E shall provide as-built drawings in the form of

CAD and pdf versions, upon substantial completion of the project in a format compatible with the geobase system.

8. OPERATION AND MAINTENANCE DATA

A. Submit data bound in 8-1/2 x 11-inch (216 x 279 mm) text pages, three D side ring binders with durable plastic covers.

B. Prepare binder cover with printed title "OPERATION AND MAINTENANCE

INSTRUCTIONS", title of project, and subject matter of binder when multiple binders are required.

C. Internally subdivide the binder contents with permanent page dividers, logically organized as described below; with tab titling clearly printed under reinforced laminated plastic tabs.

D. Contents: Prepare a Table of Contents for each volume, with each Product or system description identified, typed on 24-pound white paper, in three parts as follows:

a. Part 1: Directory, listing names, addresses, and telephone numbers of

Architect, Contractor, Subcontractors, and major equipment suppliers.

b. Part 2: Operation and maintenance instructions, arranged by system and subdivided by specification section. For each category, identify names, addresses, and telephone numbers of Subcontractors and suppliers. Identify the following:

i. Significant design criteria.

ii. List of equipment.

iii. Parts list for each component.

iv. Operating instructions.

v. Maintenance instructions for equipment and systems.

vi. Maintenance instructions for special finishes, including recommended cleaning methods and materials, and special precautions identifying detrimental agents.

c. Part 3: Project documents and certificates, including the following:

i. Shop drawings and product data.

ii. Air and water balance reports.

iii. Certificates.

iv. Photocopies of warranties and bonds.

E. Submit 1 draft copy of completed volumes 15 days prior to final inspection. This copy will be reviewed and returned after final inspection, with the Project Manager’s comments. Revise content of all documents sets as required prior to final submission.

F. Submit three sets of revised final volumes, within 10 days after final inspection.

9. WARRANTIES

A. Provide duplicate notarized copies.

B. Execute and assemble transferable warranty documents from Subcontractors, suppliers, and manufacturers.

C. Provide Table of Contents and assemble in three D side ring binder with durable plastic cover.

D. Prepare binder cover with printed title "WARRANTIES", and title of project.

E. Submit prior to final Application for Payment.

F. For items of Work delayed beyond date of Substantial Completion, provide updated submittal within 10 days after acceptance, listing date of acceptance as start of warranty period.

10. SPARE PARTS AND MAINTENANCE MATERIALS

A. Provide products, spare parts, maintenance and extra materials in quantities specified in individual specification sections.

B. Deliver to Project site and place in location as directed by the Project Manager; obtain receipt prior to final payment.