6_Task_Order_Close_Out_01700.pdf

Joint Forces Paving for

Colorado DoD Installations (CODI)

SECTION 01700

TASK ORDER CLOSE-OUT

REQUIREMENTS

ATTACHMENT 6

1. INSPECTION

1.1. Notification. Prior to requesting any final inspection, the Contractor shall have performed an internal quality control (QC) pre-final inspection and corrected any noted deficiencies. The Contractor shall provide the c o g n i z a n t Contracting Officer with the pre-final documentation on findings and corrections made when requesting a final. The Contractor shall submit a written request to the cognizant Contracting Officer to schedule the final inspection. The Contractor shall submit the request for final inspection in the method and manner prescribed by the task order. The scheduled final inspection shall be prior to the completion date of the applicable delivery order. This provision in no way restricts the right of the Government to inspect work at any time. Once the Contractor has requested a final inspection, the

Government inspector may conduct a pre-final inspection. The Contractor shall correct any discrepancies noted prior to the final inspection.

1.2. Final Inspection. The Contractor shall ensure the job site is thoroughly cleaned after construction. The Government will not accept the work until the site satisfies the final inspection. The Contractor, Government Inspector, and cognizant Contracting Officer (or designee) shall all participate in the final inspection. The Contractor shall correct any discrepancies noted within the time period specified at the task order level. The cognizant Contracting Officer reserves the right to decline the Contractor’s request for a final inspection or suspend a final inspection when it is evident that the Contractor is not ready for the inspection. The time period required for advance notice prior to a requested re-inspection for completed punch list items shall be specified at the task order level. As much as ten percent of the total value of each delivery order may be retained until all discrepancies are corrected.

2. PROJECT CLOSE OUT REQUIREMENTS

2.1. The Government requires the following information (as applicable) for record and operation purposes. Final payment will not be made until receipt of these documents, materials, and services.

2.2. As-Built Drawings.

2.2.1. During the progress of the work, the Contractor shall keep a careful record at the job site of all changes and corrections from the layouts shown on the drawings, if applicable, regardless of whether they are a part of the construction effort or not. The Contractor shall enter such changes and corrections to the contract or record drawings, and submit drawings to the c o g n i z a n t Contracting Officer in accordance with the schedule specified at the task order level. This shall include any hidden or subsurface data discovered during construction. The Contractor shall enter such changes and corrections on a copy of the task order proposal drawings, if drawings were made available, and provide the c o g n i z a n t Contracting Officer with a copy of the updated drawings. If the Contractor fails to maintain the record drawings as required herein, the cognizant Contracting Officer may determine that satisfactory progress has not been achieved for the period in question.

Final payment will be withheld until as-built record drawings are submitted to and approved by the cognizant Contracting Officer. The required format for as-built drawings will be specified at the task order level.

2.2.2. The as-built drawings shall indicate all physical changes to the construction area and the actual location of any subsurface utility lines.

The drawings shall also show, by offset dimensions to two permanently fixed surface features, the end of each run including each change in direction in sufficient detail that anyone may determine the location of these lines and appurtenances in the event the surface openings or indicators become covered over or obscured. The drawings shall indicate all valves, splice boxes, and similar appurtenances by dimensions along the utility run from a reference point. The drawings shall also note the average depth below the surface of each run, size and type of material.

2.2.3. At the time of beneficial occupancy of each structure involved under the contract, the Contractor shall submit as-built drawings that meet this requirement. All drawings shall conform to standard drafting practices and include such supplementary notes, legends, and details as required.

The Contractors shall dimension all utilities from a known point, or an existing permanent object, to the centerline of the ditch or structure. The

Government will review the as-builts for accuracy and, if found in error, will return the drawings to the Contractor for further revision.

2.2.3.1. The Contractor shall submit one full set of paper copies with red lines indicating changes from the original set of drawings. The drawings shall show any hidden, subsurface, or corrected layout information that the Contractor discovered during construction regardless of whether they were a part of the construction effort or not. The legibility and clear portrayal of the as-built construction on the marked prints (hard copy) are subject to the approval of the cognizant Contracting Officer.

2.2.4. There may be instances when record drawings will not be to the advantage of the Government or the Contractor. In these instances, the cognizant Contracting Officer or his/her representative may determine record drawings or as-builts are not necessary. This determination will be specified at the task order level.

2.3. Real Property Records. The Contractor shall prepare and submit a DD Form

1354, Transfer and Acceptance of DoD Real Property, for all installed property. The Contractor shall submit the real property records to the cognizant

Contracting Officer upon final inspection.

2.3.1. The Contractor shall meet with the cognizant Contracting Officer to get direction and example documents on the format and content of the DD

Form 1354. The Government will provide the Contractor with an electronic format that can be used to fill out the form. The form shall include all G overnment-furnished and contractor-furnished items installed by the Contractor.

2.4. Operation and Maintenance Manuals/Data. The Contractor shall furnish four copies (unless otherwise specified at the task order level) of Operation and

Maintenance (O&M) manuals for any product installed in the construction project to the c o g n i z a n t Contracting Officer i n t h e m a n n e r a n d m e t h o d p r e s c r i b ed a t t h e t a s k o r d e r l ev e l . O&M manuals shall be provided and approved in the time period specified at the task order level, before the project can be considered completed. Until the O&M manuals are submitted to the cognizant Contracting Officer, the Contractor shall be held responsible for all service calls and recurring maintenance.

2.4.1. The manuals shall contain complete instructions for operation, inspection, testing and maintenance of the system, and shall include part breakdown diagrams. If applicable, the manuals shall also contain complete wiring schematics and diagrams. O&M manuals shall contain the processes or methods of providing optimum efficiency of the product as described within the specifications. Further, the maintenance portions of these O&M manuals shall be explicit so that the unskilled craftsman may use these manuals to maintain the equipment in a condition of good and serviceable repair and operating at peak efficiency.

2.4.2. The Contractor shall organize O&M data into suitable sets of manageable size. The Contractor shall provide the cognizant

Contracting Officer all paperwork that was shipped with or attached to the product or material including: installation or maintenance instructions for the product or material part number listing care and/or cleaning instructions, removing and replacing information, warranty information, toll or toll-free numbers for information, and operator manuals(s). O&M manuals shall be the manufacturers' printed and bound reference instructions and guides. Photocopies of printed material are not acceptable. All words shall be legible, and all photographs and graphics shall be clear and easy to read.

2.4.3. Where required by the various technical sections, parts lists indicating source and current unit prices shall be provided by the Contractor with cover indicating the contents by equipment or system name and project title and shall be submitted with the related O&M manuals.

2.4.4. The Contractor shall organize all documents into a presentable and usable format. The Contractor shall index each item separately in the

Table of Contents and tab each item within the text with reference to the index. This requirement shall include, but not be limited to, the following:

2.4.4.1. Start Up Instructions

2.4.4.2. Shutdown Instructions

2.4.4.3. Maintenance Schedule

2.4.4.4. Maintenance Instructions

2.4.4.5. Trouble-Shooting Guide

2.4.4.6. Parts List

2.4.4.7. Parts Breakdown Diagram

2.4.4.8. Technical Engineering Data

2.4.4.9. Shop Drawings

2.4.4.10. Updated As-Built Drawings

2.4.4.11. Remarks

2.4.4.12. Shop Training

2.4.4.13. Extended Warranties

2.5. Training. Any required training shall be provided to the Government after the final inspection for each task order. Training shall be accomplished on all key components/items listed at the task order level.

2.6. Spare Parts and Maintenance Materials. Spare parts and maintenance materials shall be provided by the Contractor prior to the final inspection for each task order. These parts shall be provided on all items listed at the task order level.

3. WARRANTIES/WARRANTY RESPONSE: With the close- out documentation and prior to final payment, the Contractor shall provide any and all guarantees, warranties, and bonds as specified in contract clauses and individual sections of work.

These are in addition to the one-year warranty that, under FAR 52.246-21, Warranty of

Construction, applies to all materials and workmanship on every delivery order. The

Contractor shall honor all warranty requirements by responding and initiating corrective action on all warranty work within the following timeframes:

3.1. Routine Calls: The Contractor shall respond within the time period specified by the c o g n i z a n t Contracting Officer, and must accomplish the work within the time period specified at the task order level.

3.2. Urgent Calls: The Contractor shall respond within 24 hours of notification and complete corrective action within the time period specified at the task order level.

3.3. Emergency calls: The Contractor shall respond within the time period specified at the task order level and complete corrective action within the time period specified by the cognizant Contracting Officer.

3.3.1. The cognizant Contracting Officer will determine the category of the call

(routine, urgent, or routine). The corrective action shall include making temporary repairs, if necessary, until more permanent repairs can be made or replacement parts ordered. The Contractor shall complete all warranty work to the complete satisfaction of the cognizant Contracting

Officer in accordance with the applicable specifications. If the Contractor fails to honor warranty requirements (to include making temporary repairs), the Government may correct the deficiency and bill the

Contractor for the repairs, in addition to any other remedies that may be available.

END OF SECTION 01700