Attch_16_01_78_00_CLOSEOUT_SUBMITTALS.pdf

SECTION 01 78 00

CLOSEOUT SUBMITTALS

08/11

PART 1 GENERAL

1.1 REFERENCES

The publications listed below form a part of this specification to the extent referenced. The publications are referred to within the text by the basic designation only.

ASTM INTERNATIONAL (ASTM)

ASTM E1971 (2005; R 2011) Stewardship for the Cleaning of Commercial and Institutional Buildings

GREEN SEAL (GS)

GS-37 (2012) Cleaning Products for Industrial and Institutional Use

U.S. ARMY CORPS OF ENGINEERS (USACE)

ERDC/ITL TR-12-1 (2012) CAD Drafting Standard

ERDC/ITL TR-12-6 (2012) A/E/C CAD Standard - Release 5.0

U.S. DEPARTMENT OF DEFENSE (DOD)

FC 1-300-09N (2014) Navy and Marine Corps Design Procedures

UFC 1-300-08 (2009, with Change 2) Criteria for Transfer and Acceptance of DoD Real Property

1.2 DEFINITIONS

1.2.1 As-Built Drawings

As-built drawings are developed and maintained by the Contractor and depict actual conditions, including deviations from the Contract Documents. These deviations and additions may result from coordination required by, but not limited to: contract modifications; official responses to Contractor submitted Requests for Information; direction from the Contracting Officer;

designs which are the responsibility of the Contractor, and differing site conditions. Maintain the as-builts throughout construction as red-lined hard copies on site and red-lined PDF files. These files serve as the basis for the creation of the record drawings.

1.2.2 Record Drawings

1179187112C Typewritten Text Solicitation FA4418-15-R-0017

1179187112C Typewritten Text Attachment #16

The record drawings are the final compilation of actual conditions reflected in the as-built drawings.

1.3 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. Submittals with an "S" are for inclusion in the Sustainability Notebook, in conformance to Section 01 33 29 SUSTAINABILITY REPORTING. Submit the following in accordance with Section 01 33 00 SUBMITTAL PROCEDURES:

SD-03 Product Data

Warranty Management Plan Warranty Tags Spare Parts Data

SD-08 Manufacturer's Instructions

Preventative Maintenance Condition Monitoring (Predictive Testing) Inspection Posted Instructions

SD-10 Operation and Maintenance Data

Operation and Maintenance Manuals; G

SD-11 Closeout Submittals

As-Built Drawings; G Record Drawings; G As-Built Record of Equipment and Materials

FINAL APPROVED SHOP DRAWINGS

CONSTRUCTION CONTRACT SPECIFICATIONS

Interim DD FORM 1354; G Checklist for DD FORM 1354; G

1.4 SPARE PARTS DATA

Submit two copies of the Spare Parts Data list.

a. Indicate manufacturer's name, part number, nomenclature, and stock level required for maintenance and repair. List those items that may be standard to the normal maintenance of the system.

1.5 WARRANTY MANAGEMENT

1.5.1 Warranty Management Plan

Develop a warranty management plan which contains information relevant to the clause Warranty of Construction. At least 30 days before the planned pre-warranty conference, submit one set of the warranty management plan.

Include within the warranty management plan all required actions and documents to assure that the Government receives all warranties to which it is entitled. The plan must 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 must include due date and whether item has been submitted or was accomplished.

Warranty information made available during the construction phase must be submitted to the Contracting Officer for approval prior to each monthly pay estimate. Assemble approved information in a binder and turn over to the Government upon acceptance of the work. The construction warranty period will begin on the date of project acceptance and continue for the full product warranty period. A joint 4 month and 9 month warranty inspection will be conducted, measured from time of acceptance, by the Contractor, Contracting Officer and the Customer Representative. Include within the warranty management plan , but not 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. Furnish with each warranty the name, address, and telephone number of each of the guarantor's representatives nearest to the project location.

c. Listing and status of delivery of all Certificates of Warranty for extended warranty items, to include roofs, HVAC balancing, pumps, motors, transformers, and for all commissioned systems such as fire protection and alarm systems, sprinkler systems, lightning protection systems, etc.

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

(1) Name of item.

(2) Model and serial numbers.

(3) Location where installed.

(4) Name and phone numbers of manufacturers or suppliers.

(5) Names, addresses and telephone numbers of sources of spare parts.

(6) Warranties and terms of warranty. Include one-year overall warranty of construction, including the starting date of warranty of construction. Items which have extended warranties must be indicated with separate warranty expiration dates.

(7) Cross-reference to warranty certificates as applicable.

(8) Starting point and duration of warranty period.

(9) Summary of maintenance procedures required to continue the warranty in force.

(10) Cross-reference to specific pertinent Operation and Maintenance manuals.

(11) Organization, names and phone numbers of persons to call for warranty service.

(12) Typical response time and repair time expected for various warranted equipment.

e. The plans for attendance at the 4 and 9 month post-construction warranty inspections conducted by the Government.

f. Procedure and status of tagging of all equipment covered by extended warranties.

g. Copies of instructions to be posted near selected pieces of equipment where operation is critical for warranty and/or safety reasons.

1.5.2 Performance Bond

The Performance Bond must remain effective throughout the construction period .

a. 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.

b. 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.

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

1.5.3 Pre-Warranty Conference

Prior to contract completion, and at a time designated by the Contracting Officer, 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 will be established/reviewed at this meeting. In connection with these requirements and at the time of the Contractor's quality control completion inspection, 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, be continuously available, and 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.

1.5.4 Warranty Tags

At the time of installation, tag each warranted item with a durable, oil and water resistant tag approved by the Contracting Officer. Attach each tag with a copper wire and spray with a silicone waterproof coating. Also, submit two record copies of the warranty tags showing the layout and design. The date of acceptance and the QC signature must remain blank until the project is accepted for beneficial occupancy. Show the following information on the tag.

Type of product/material

Model number

Serial number

Contract number

Warranty period from/to

Inspector's signature

Construction Contractor

Address

Telephone number

Warranty contact

Address

Telephone number

Warranty response time priority code

WARNING - PROJECT PERSONNEL TO PERFORM ONLY OPERATIONAL MAINTENANCE

DURING THE WARRANTY PERIOD.

PART 2 PRODUCTS

PART 3 EXECUTION

3.1 AS-BUILT DRAWINGS

Provide and maintain two black line print copies of the PDF contract drawings for As-Built Drawings. 3.1.1 Markup Guidelines

Make comments and markup the drawings complete without reference to letters, memos, or materials that are not part of the As-Built drawing.

Show what was changed, how it was changed, where items(s) were relocated and change related details. These working as-built markup prints must be neat, legible and accurate as follows:

a. Use base colors of red, green, and blue. Color code for changes as follows:

(1) Special (Blue) - Items requiring special information, coordination, or special detailing or detailing notes.

(2) Deletions (Red) - Over-strike deleted graphic items (lines), lettering in notes and leaders.

(3) Additions (Green) - Added items, lettering in notes and leaders.

b. Provide a legend if colors other than the "base" colors of red, green, and blue are used.

c. Add and denote any additional equipment or material facilities, service lines, incorporated under As-Built Revisions if not already shown in legend.

d. Use frequent written explanations on markup drawings to describe changes. Do not totally rely on graphic means to convey the revision.

e. Use legible lettering and precise and clear digital values when marking prints. Clarify ambiguities concerning the nature and application of change involved.

f. Wherever a revision is made, also make changes to related section views, details, legend, profiles, plans and elevation views, schedules, notes and call out designations, and mark accordingly to avoid conflicting data on all other sheets.

g. For deletions, cross out all features, data and captions that relate to that revision.

h. For changes on small-scale drawings and in restricted areas, provide large-scale inserts, with leaders to the applicable location.

i. Indicate one of the following when attaching a print or sketch to a markup print:

1) Add an entire drawing to contract drawings

2) Change the contract drawing to show

3) Provided for reference only to further detail the initial design.

j. Incorporate all shop and fabrication drawings into the markup drawings.

3.1.2 As-Built Drawings Content

Provide 2 sets of paper copies from PDF drawings to show the as-built conditions by red-line process during the execution of the project. Keep these working as-built markup drawings current on a weekly basis and at least one set available on the jobsite at all times. Changes from the contract drawings which are made during construction or additional information which might be uncovered in the course of construction must be accurately and neatly recorded as they occur by means of details and notes. Show on the as-built drawings, but not limited to, the following information:

a. The actual location, kinds and sizes of all sub-surface utility lines.

In order that the location of these lines and appurtenances may be determined in the event the surface openings or indicators become covered over or obscured, show by offset dimensions to two permanently fixed surface features the end of each run including each change in direction on the record drawings. Locate valves, splice boxes and similar appurtenances by dimensioning along the utility run from a reference point. Also record the average depth below the surface of each run.

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

c. Layout and schematic drawings of electrical circuits and piping.

d. Correct grade, elevations, cross section, or alignment of roads, earthwork, structures or utilities if any changes were made from contract plans.

e. 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 shop drawings, fabrication, erection, installation plans and placing details, pipe sizes, insulation material, dimensions of equipment foundations, etc.

f. The topography, invert elevations and grades of drainage installed or affected as part of the project construction.

g. Changes or Revisions which result from the final inspection.

h. Where contract drawings or specifications present options, show only the option selected for construction on the working as-built markup drawings.

i. If borrow material for this project is from sources on Government property, or if Government property is used as a spoil area, furnish a contour map of the final borrow pit/spoil area elevations.

j. Systems designed or enhanced by the Contractor, such as HVAC controls, fire alarm, fire sprinkler, and irrigation systems.

k. Changes in location of equipment and architectural features.

j. Modifications (include within change order price the cost to change working as-built markup drawings to reflect modifications).

l. Actual location of anchors, construction and control joints, etc., in concrete.

m. Unusual or uncharted obstructions that are encountered in the contract work area during construction.

n. Location, extent, thickness, and size of stone protection particularly where it will be normally submerged by water.

3.2 RECORD DRAWING FILES

If additional drawings are required, prepare them using the specified electronic file format applying the same graphic standards specified for original drawings. The title block and drawing border to be used for any new final record drawings must be identical to that used on the contract drawings. Accomplish additions and corrections to the contract drawings using CAD files. Provide all program files and hardware necessary to prepare final PDF record drawings. The Contracting Officer will review final PDF record drawings for accuracy and return them to the Contractor for required corrections, changes, additions, and deletions.

3.2.1 Rename the CAD Drawing files

Rename the CAD Drawing files using the contract number as the Project Code field,(e.g., W91238-15-C-10A-102.DWG) as instructed in the Pre-Construction conference. Use only those renamed files for the Marked-up changes. Make all changes on the layer/level as the original item.

a. For AutoCAD files (DWG), enter all as-built delta changes and notations on the AS-BUILT layer.

c. When final revisions have been completed, show the wording "RECORD DRAWING AS-BUILTS" followed by the name of the Contractor in letters at least 3/16 inch high on the cover sheet drawing. Date RECORD DRAWING AS-BUILTS" drawing revisions in the revision block.

d. Within 10 days after Government approval of all of the working record drawings for a phase of work, prepare the final CAD record drawings for that phase of work and submit PDF drawing files and two sets of prints for review and approval. The Government will promptly return one set of prints annotated with any necessary corrections. Within 7 days revise the CAD files accordingly at no additional cost and submit one set of final prints for the completed phase of work to the Government.

Within 10 days of substantial completion of all phases of work, submit the final record drawing package for the entire project. Submit one set of electronic CAD files, and one set of the approved working record PDF files on two optical discs with two sets of prints. The CAD files must be complete in all details and identical in form and function to the CAD drawing files supplied by the Government. Prepare AutoCAD files for transmittal using e-Transmit. Make any transactions or adjustments necessary to accomplish this. The Government reserves the right to reject any drawing files it deems incompatible with the customer's CAD system. Paper prints, drawing files and storage media submitted will become the property of the Government upon final approval. Failure to submit final record PDF drawing files, CAD files and marked prints as specified will be cause for withholding any payment due under this contract. Approval and acceptance of final record drawings must be accomplished before final payment is made.

3.3 RECORD DRAWINGS

Prepare final record drawings after the completion of each definable phase of work as listed in the Contractor Quality Control Plan (Foundations, Utilities, Structural Steel, etc., as appropriate for the project).

Transfer the changes from the approved working as-built markup drawings to the original electronic CAD drawing files. Modify the as-built CAD drawing files to correctly show the features of the project as-built by bringing the working CAD drawing set into agreement with approved working as-built markup drawings, and adding such additional drawings as may be necessary.

Jointly review the working as-built markup drawings with printouts from working as-built CAD drawing PDF files for accuracy and completeness.

Monthly review of working as-built CAD drawing PDF file printouts must cover all sheets revised since the previous review. These PDF drawing files are part of the permanent records of this project. Any drawings damaged or lost must be satisfactorily replaced at no expense to the Government.

a. Drawing revisions (include within change order price the cost to change working and final record drawings to reflect revisions) and compliance with the following procedures.

(1) Follow directions in the revision for posting descriptive changes.

(2) The revision delta size must be 5/16 inch unless the area where the delta is to be placed is crowded. Use a smaller size delta for crowded areas.

(3) Place a revision delta at the location of each deletion.

(4) For new details or sections which are added to a drawing, place a revision delta by the detail or section title.

(5) For minor changes, place a revision delta by the area changed on the drawing (each location).

(6) For major changes to a drawing, place a revision delta by the title of the affected plan, section, or detail at each location.

(7) For changes to schedules or drawings, place a revision delta either by the schedule heading or by the change in the schedule.

3.3.1 Final Record Drawing Package

Submit the final record PDF and CAD drawings package for the entire project within 20 days of substantial completion of all phases of work.

Submit one set of PDF and CAD files on optical disc, read-only memory (ROM), two sets of prints and one set of the approved working record drawings. The package must be complete in all details and identical in form and function to the contract drawing files supplied by the Government.

3.4 FINAL APPROVED SHOP DRAWINGS

Submit final approved project shop drawings 30 days after transfer of the completed facility.

3.5 CONSTRUCTION CONTRACT SPECIFICATIONS

Submit final PDF file record construction contract specifications, including revisions thereto, 30 days after transfer of the completed facility.

3.6 EQUIPMENT

3.6.1 As-Built Record of Equipment and Materials

Furnish one copy of preliminary record of equipment and materials used on the project 15 days prior to final inspection. This preliminary submittal will be reviewed and returned 2 days after final inspection with Government comments. Submit 2 sets of final record of equipment and materials 10 days after final inspection. Key the designations to the related area depicted on the contract drawings. List the following data:

RECORD OF DESIGNATED EQUIPMENT AND MATERIALS DATA

Description Specification Section

Manufacturer and Catalog, Model, and Serial Number

Composition and Size

Where Used

3.6.2 Real Property Equipment

Submit a list of installed equipment furnished under this contract.

Include all information usually listed on manufacturer's name plate. In the Equipment-In-Place List include, as applicable, the following for each piece of equipment installed: description of item, location (by room number), model number, serial number, capacity, name and address of manufacturer, name and address of equipment supplier, condition, spare parts list, manufacturer's catalog, and warranty. Submit a draft list at time of transfer. Submit the final list 30 days after transfer of the completed facility.

3.7 OPERATION AND MAINTENANCE MANUALS

Submit one PDF file and 2 hard copies of the project operation and maintenance manuals 30 calendar days prior to testing the system involved.

Update and resubmit data for final approval no later than 30 calendar days prior to contract completion.

3.7.1 Configuration

Operation and Maintenance Manuals must be consistent with the manufacturer's standard brochures, schematics, printed instructions, general operating procedures, and safety precautions. Provide manufacturer's PDF files of above and bind information in manual format and grouped by technical sections. Organize data by separate index and tabbed sheets for vendor data and manuals. Test data must be legible and of good quality. Caution and warning indications must be clearly labeled.

3.7.2 Training and Instruction

Submit classroom and field instructions in the operation and maintenance of systems equipment where required by the technical provisions. These services must be directed by the Contractor, using the manufacturer's factory-trained personnel or qualified representatives. Contracting Officer will be given 7 calendar days written notice of scheduled instructional services. Instructional materials belonging to the manufacturer or vendor, such as lists, static exhibits, and visual aids, must be made available to the Contracting Officer.

3.8 CLEANUP

Leave premises "broom clean." 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.

Clean equipment and fixtures to a sanitary condition. Replace filters of operating equipment. Clean debris from roofs, gutters, downspouts and drainage systems. Sweep paved areas and rake clean landscaped areas.

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

3.9 PREVENTATIVE MAINTENANCE

Submit Preventative Maintenance, Condition Monitoring (Predictive Testing) and Inspection schedules with instructions that state when systems should be retested.

a. Define the anticipated length of each test, test apparatus, number of personnel identified by responsibility, and a testing validation procedure permitting the record operation capability requirements within the schedule. Provide a signoff blank for the Contractor and Contracting Officer for each test feature; e.g., gpm, rpm, psi.

Include a remarks column for the testing validation procedure referencing operating limits of time, pressure, temperature, volume, voltage, current, acceleration, velocity, alignment, calibration, adjustments, cleaning, or special system notes. Delineate procedures for preventative maintenance, inspection, adjustment, lubrication and cleaning necessary to minimize corrective maintenance and repair.

b. Repair requirements must inform operators how to check out, troubleshoot, repair, and replace components of the system. Include electrical and mechanical schematics and diagrams and diagnostic techniques necessary to enable operation and troubleshooting of the system after acceptance.

3.10 REAL PROPERTY RECORD

Near the completion of Project, but a minimum of 60 days prior to final acceptance of the work, complete, update draft DD FORM 1354 and submit an accounting of all installed property with Interim DD FORM 1354. Include any additional assets, improvements, and alterations from the Draft 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

Submit the completed Checklist for DD FORM 1354 of Installed Building Equipment items. Attach this list to the updated DD FORM 1354.

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