01 03 00 - Project Closeout.docx

DIVISION 1 – GENERAL REQUIREMENTS

SECTION 01 03 00

PROJECT CLOSEOUT

PART 1 GENERAL

1.1 SCOPE OF WORK

This specification identifies the final submittal procedure for contract closeout which includes general requirements for the preparation and submission of equipment operating, maintenance, and repair manuals, as called for in the various sections of the specifications. Specific instruction(s) relating to a particular system or piece of equipment shall be incorporated into the manuals in accordance with the applicable specification requirement. This spec also identifies as-built drawings technical requirements and provides information on preliminary and final as-built drawing submittals.

1.2 SUBMITTALS

Government approval is required for submittals with a "G" designation; submittals not having a "G" designation are for information only. 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:

SD-04 Spare Parts List, Spare Parts, Special Tools

Spare parts lists, spare parts, special tools, and personnel training curriculum and staffing shall be submitted in accordance with the general requirements described in Paragraph 1.2.1 Submittal Requirements of this section and the applicable requirements described in the technical sections.

SD-10 Operation and Maintenance Data

Operation and maintenance manuals shall be submitted for approval in accordance with the general requirements described in this section and the applicable requirements pertaining to individual equipment and systems described in the technical sections. The Contractor shall be responsible for the preparation, coordination, execution and submittal of all operation and maintenance manuals, spare parts lists, special tools, inventories of equipment manuals and maintenance instructions, and shall conduct all training of operating and service personnel. Operation and maintenance manuals shall cover all system installations provided in this contract and shall be in sufficient detail to facilitate normal maintenance and troubleshooting by persons with minimum experience with the installed equipment.

Equipment/Product Warranty List;

The Contractor shall furnish the warranties for this contract in accordance with the Paragraph titled WARRANTY OF CONSTRUCTION of this section.

SD-11 Closeout Submittals

As-Built Drawings; G

As-built drawings for this contract shall be submitted for approval in accordance with the requirements described in the Paragraph titled As-Built Drawings of this section.

Equipment/Product Warranty Tag; G

Form DD1354; G

Checklist for Form DD1354;

1.3 SUBMITTAL REQUIREMENTS

The submittals listed above shall be provided to the Contracting Officer as indicated in this or succeeding paragraphs, or at the final inspection. As-built drawings shall be provided to the Contracting Officer not less than 5 days after final inspection. Form DD1354 and Checklist shall be provided as indicted in the Paragraph 1.10. Fully developed and approved operation and maintenance instructions shall be provided 15 days prior to scheduling training of operating and service personnel. The Contractor shall coordinate the content of each instruction period required in the Technical Provisions of these specifications with the Contracting Officer's Representative prior to the actual start of the training period.

1.4 MANUALS, GENERAL

The manuals shall be permanently bound and have a hard cover. The following identification shall be inscribed on the cover: the words "EQUIPMENT OPERATING, MAINTENANCE, AND REPAIR MANUAL:" and the name, building number, location, and indication of utility or systems covered. Manuals shall be approximately 215 mm by 280 mm with large sheets folded in and capable of being easily pulled out for reference. All manuals for a single facility must be similar in appearance. A warning page shall be provided to warn of potential dangers (if they exist), such as high voltage, toxic chemicals, flammable liquids, explosive materials, carcinogens, or high pressures. The warning page shall be placed inside the front cover, in front of the title page.

1.5 MANUALS, EQUIPMENT OPERATING, MAINTENANCE, AND REPAIR

Separate manuals shall be provided for each specified system. Manuals shall be provided in the number of copies specified in the applicable technical section. Manuals shall include, in separate sections, the following information for each item of equipment:

a. Performance sheets and graphs showing capacity data, efficiencies, electrical characteristics, pressure drops, and flow rates. Marked-up catalogs or catalog pages do not satisfy this requirement. Performance information shall be presented as concisely as possible and contain only data pertaining to equipment actually installed.

b. Catalog cuts showing application information.

c. Installation information showing minimum acceptable requirements.

d. Operation and maintenance requirements. Include adequate illustrative material to identify and locate operating controls, indicating devices and locations of areas or items requiring maintenance.

e. Describe, in detail, starting and stopping procedures for components, adjustments required to obtain optimum equipment performance, and corrective actions for malfunctions.

f. Maintenance instructions describing the nature and frequency of routine maintenance and procedures to be followed. Indicate any special tools, materials, and test equipment that may be required.

g. Repair information including, parts lists, diagrams and schematics, guidance for diagnosing problems, and detailed instructions for making repairs. Provide troubleshooting information that includes a statement of the indication or symptom of trouble and the sequential instruction necessary. Include test hookups to determine the cause, special tools and test equipment, and methods for returning the equipment to operating conditions. Information may be in chart form or in tabular format with appropriate headings.

1.6 PROJECT RECORD DOCUMENTS

1.6.1 As-Built Drawings

The as-built drawings shall be a record of the construction as installed and completed by the Contractor. They shall include all the information shown on the contract set of drawings (civil, structural, architectural, mechanical, electrical, and communication lines plus panels) and a record of all deviations, modifications, or changes from those drawings, however minor, which were incorporated in the work. They shall also include all additional work not appearing on the contract drawings, all changes which are made after final inspection of the contract work and the location and size of all uncharted existing utilities encountered. In the event the Contractor accomplishes additional work which changes the as-built conditions of the facility after submission of the as-built drawings, the Contractor shall furnish revised and/or additional drawings as required to depict as-built conditions. Approval and acceptance of final as-built information shall be accomplished before final payment is made to the Contractor. The requirements for these additional drawings will be the same as for the as-built drawings included in the original submission. All drawings are to conform to AEC CAD Standard ERDC-ITL-TR-09-2.

1.6.2 Additional Requirements

The Contractor shall have at the job site at all times two marked sets of drawings kept current showing as-built conditions. All changes and/or required additions to the as-built drawings shall be clearly identified in a color contrasting to the drawing line color and which is compatible with reproduction of the preliminary as-built drawings. Failure by the Contractor to maintain current and satisfactory as-builts at the job site in accordance with these requirements will result in withholding from progress payments an amount determined by the Contracting Officer as the value of the subject as-built drawings, and will indicate this unearned amount on monthly payment estimates until the Contractor has fulfilled the contract requirements. The following items shall be included in the as-built drawings provided to the Government.

a. The location and description of any utility lines or other installation of any kind or description known to or found to exist within the construction area. The location of exterior utilities includes actual measured horizontal distances from utilities to permanent facilities/features. These measurements shall be within an accuracy range of 150 mm and shall be shown at sufficient points to permit easy location of utilities for future maintenance purposes. Measurements shall be shown for all change of direction points and all surface or underground components such as valves, manholes, drop inlets, cleanouts, meter, etc. The general depth range of each underground utility line shall be shown (i.e., to 1220 mm in depth). The description of exterior utilities includes the actual quantity, size and material of utility lines.

b. The location and dimensions of any changes within the building or structure.

c. Changes in details of design or additional information obtained from working drawings specified to be prepared and/or furnished by the Contractor including but not limited to fabrication, erection, installation plans and placing details, pipe sizes, insulation material, dimensions of equipment foundations, etc.

d. Where contract drawings or specifications allow options, only the option selected for construction shall be shown on the as-built drawings.

e. The Contractor shall have the original CAD files of the contract drawings modified to correctly show all features of the project as it was constructed. If additional drawings are required, they shall be prepared and added to the CAD files. The as-built CAD file may be provide on CD or DVD and shall be compatible with AutoCAD version 2004 or later.

f. Contractors shall use A/E/C CADD Standards (latest release) on contract drawings. The web site for that download is found at https://cadbim.usace.army.mil/ Also provide the drawing scale and plot scale for each drawing. Save the file in model space, not paper space. The title block to be used for any new as-built drawings shall be similar to that used on the original drawings.

f1. CADD drawings of site civil, utiltiy, and topographic plans shall be in the Geographic Information System (GIS)format. All GIS development (including geospatial data acquisition and map development for use in a GIS) shall conform to the most current release of the SDSFIE found at the https://cadbim.usace.army.mil/ web site.

f2. All surveying/mapping work performed as part of this contract shall conform to the Geospatial Positioning Accuracy Standards for Architecture, Engineering, Construction (A/E/C), and Facility Management. The most current standards of the Geospatial Positioning Accuracy Standards are available for download from the Federal Geographic Data Committee's Internet Website (http://www.fgdc.gov).

f3. The Contractor shall provide metadata files for all geospatial data. Geospatial data are defined as information that identifies the geographic location and characteristics of natural or constructed features and boundaries on the earth. The Metadata fill shall conform to the Federal Geographic Data Committee Metadata Standards. The most current standards of the Federal Geographic Data Committee are available for download from the Federal Geographic Data Committee's Internet Website (http://www.fgdc.gov ). The digital metadata files shall be provided to the Government along with each final product deliverables.

f4. The Contractor will be required to develop, deliver, install, and test the digital media containing the geospatial data at the Government's target GDS.

f5. The Government will only accept the final product for full operation, without conversion or reformatting, in the target software format for use on the target platform specified herein. The target platform is an Intel Pentium PC, with a Microsoft Windows XP operating system.

g. Each drawing and CAD file shall be lettered with the words "AS BUILT" in letters at least 1 inch. The date of completion and the words "AS-BUILT" shall be placed in the revision block above the latest existing revision notation.

h. Provide 1 set of (A0) sheet size blue line or black line prints of the as-builts for review. Upon Government approval provide the CADD file and one set of final drawings on reproducible mylar.

i. Label each computer disk CD or DVD with the following information typed on the disk label:

Name of the installation Project Number Contract Number Project title Disk sequence number

1.7 WARRANTY OF CONSTRUCTION

WARRANTY: The contractor shall honor all warranty requirements.

1.7.1 The Contractor shall comply with clause FAR 52.246-21, Warranty of Construction and complete the warranty work to satisfaction of the Contracting Officer in accordance with the applicable specifications. The Contracting Officer will notify the Contractor of warranty issues.

1.7.1.1 Following notification by the Contracting Officer, the Contractor shall respond to a warranty service requirement in accordance with the following categories:

1.7.1.1.1 Emergency - Perform an on-site inspection to evaluate the situation, determine the course of action, initiate work within 2 hours, and work continuously to completion.

1.7.1.1.2 Urgent - Perform an on-site inspection to evaluate the situation, determine the course of action, initiate work within 24 hours, and work continuously to completion.

1.7.1.1.3 Routine - All other work shall be initiated within 48 hours and worked continuously to completion.

1.7.2 The warranty service categories are defined as follows:

1.7.2.1 Emergency - Emergency deemed by the Base Civil Engineer such as a life-threatening situation cause by shattered slabs on the primary surface of the airfield.

1.7.2.2 Urgent – Urgent deemed by the Base Civil Engineer such as a mission threatening situation caused newly installed sealant failing.

1.7.2.3 Routine - All other areas

1.7.3 Should parts be required to complete the work and the parts are not immediately available, the Contractor shall have a maximum of 12 hours, after arrival at the job site, to provide the Contracting Officer with firm written proposals for alternatives and temporary repairs. Government participation maybe requested to assist the Contractor in providing relief until the required parts are available on site for the Contractor to perform permanent warranty repairs. The Contractor’s proposals shall include a firm date and time that the required parts shall be available on site to complete the permanent warranty repairs. The Contracting Officer will evaluate the proposed alternatives and select the alternative considered to be in the best interest of the Government to reduce the impact of the condition. Negotiating a proposal that will require Government participation and the expenditure of Government funds shall constitute a separate procurement action by the Government.

1.7.4. The Prime Contractor is responsible for warranting all work performed by himself or by his subcontractors.

FAR 52.246-21 APR 1984) requires that the Contractor obtain all warranties that would be given in normal commercial practice. All warranties shall be executed in writing for the benefit of the Government.

1.7.5 Contractor's Response to Warranty Service Requirements

The following warranty service requirements are applicable to contracts for Randolph AFB. Following notification by the Contracting Officer or the Contracting Officer's Representative the Contractor shall respond to a warranty service requirement identified by the Contracting Officer's Representative in accordance with the "Warranty Service Priority List" of this program. This list prioritizes warranty work into the categories:

First Priority A: Perform on site inspection to evaluate situation within 4 hours of notification, determine course of action, initiate work within 24 hours and work continuously to completion or relief.

Second Priority B: Perform on site inspection to evaluate situation within 4 hours of notification, determine course of action, initiate work within 48 hours and work continuously to completion or relief.

Third Priority: All other work to be initiated within 5 work days and work continuously to completion or relief.

1.8 REAL PROPERTY RECORD

30 days before the completion of Project, the contractor shall complete and submit a Pre-Final accounting of all installed property on Form DD1354 "Transfer and Acceptance of Military Real Property." Contact the Randolph AFB Real Property Office for assistance in completing the form. For information purposes, a blank DD Form 1354 (fill-able) in ADOBE (PDF) may be obtained at the following web site: http://www.dtic.mil/whs/directives/infomgt/forms/forminfo/forminfopage505.html Submit the completed Checklist for Form DD1354 of Government-Furnished and Contractor-Furnished/Contractor Installed items. Attach this list to the updated DD Form 1354. Instructions for completing the form may be obtained at the following web site: http://www.wbdg.org/ccb/DOD/UFC/ufc_1_300_08.pdf. Within 3 days after final inspection the contractor shall submit the Final corrected DD Form 1354 to the Contracting Officer for approval.

PART 2 PRODUCTS

Not used.

PART 3 EXECUTION

Not used.