Atch 4 - Spec 01 78 00 closeout submittals.pdf

SECTION 01 78 00 Page 1

Attachment 4 to

FA4664-16-R-0004

SECTION TABLE OF CONTENTS

DIVISION 01 - GENERAL

REQUIREMENTS SECTION 01 78 00

CLOSEOUT SUBMITTALS

08/11

PART 1 GENERAL

1.1 REFERENCES

1.2 DEFINITIONS

1.2.1 As-Built Drawings

1.2.2 Record Drawings

1.3 SOURCE DRAWING FILES

1.3.1 Terms and Conditions

1.4 SUBMITTALS

1.5 SPARE PARTS DATA

1.6 QUALITY CONTROL

1.7 WARRANTY MANAGEMENT

1.7.1 Warranty Management Plan

1.7.2 Performance Bond

1.7.3 Pre-Warranty Conference

1.7.4 Contractor's Response to Construction Warranty

Service Requirements

1.7.5 Warranty Tags

PART 2 PRODUCTS

2.1 GOVERNMENT FURNISHED MATERIALS

2.2 SYSTEM DESCRIPTION

2.2.1 Additional Drawings

2.2.1.1 Sheet Numbers and File Names

PART 3 EXECUTION

3.1 AS-BUILT DRAWINGS

3.1.1 Markup Guidelines

3.1.2 As-Built Drawings Content

3.2 RECORD DRAWING FILES

3.2.1 Rename the CAD Drawing files

3.3 RECORD DRAWINGS

3.3.1 Final Record Drawing Package

3.4 AS-BUILT RECORD OF EQUIPMENT AND MATERIALS

3.5 OPERATION AND MAINTENANCE MANUALS

3.6 CLEANUP

3.7 REAL PROPERTY RECORD

ATTACHMENTS:

draft DD FORM 1354

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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

U.S. ARMY CORPS OF ENGINEERS (USACE)

ERDC/ITL TR-12-1 (2015) A/E/C Graphics Standard, Release 2.0

ERDC/ITL TR-12-6 (2015) A/E/C CAD Standard - Release 6.0

U.S. DEPARTMENT OF DEFENSE (DOD)

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. As-built drawings are further defined in NFAS 5252.236-9310. These files serve as the basis for the creation of the record drawings.

1.2.2 Record Drawings

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

1.3 SOURCE DRAWING FILES

Request the full set of electronic drawings, in the source format, for

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Record Drawing preparation, after award and at least 30 days prior to required use.

1.3.1 Terms and Conditions

Data contained on these electronic files must not be used for any purpose other than as a convenience in the preparation of sketches and drawings and data for the referenced project. Any other use or reuse shall be at the sole risk of the Contractor and without liability or legal exposure to the

Government. The Contractor must make no claim and waives to the fullest extent permitted by law, any claim or cause of action of any nature against the Government, its agents or sub consultants that may arise out of or in connection with the use of these electronic files. The Contractor must, to the fullest extent permitted by law, indemnify and hold the

Government harmless against all damages, liabilities or costs, including reasonable attorney's fees and defense costs, arising out of or resulting from the use of these electronic files.

These electronic CAD drawing files are not construction documents.

Differences may exist between the CAD files and the corresponding construction documents. The Government makes no representation regarding the accuracy or completeness of the electronic CAD files, nor does it make representation to the compatibility of these files with the Contractor hardware or software. In the event that a conflict arises between the signed and sealed construction documents prepared by the Government and the furnished Source drawing files, the signed and sealed construction documents govern. The Contractor is responsible for determining if any conflict exists. Use of these Source Drawing files does not relieve the

Contractor of duty to fully comply with the contract documents, including and without limitation, the need to check, confirm and coordinate the work for the project. If the Contractor uses, duplicates or modifies these electronic source drawing files for use in producing construction drawings and data related to this contract, remove all previous indicia of ownership

(seals, logos, signatures, initials and dates).

1.4 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.

REPORTING. Submit the following in accordance with Section 01 33 00

SUBMITTAL PROCEDURES:

SD-03 Product Data

Warranty Tags

Final Cleaning

Spare Parts Data

SD-08 Manufacturer's Instructions

Posted Instructions

SD-10 Operation and Maintenance Data

Operation and Maintenance Manuals; G

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SD-11 Closeout Submittals

As-Built Drawings; G

Record Drawings; G

As-Built Record of Equipment and Materials; G

Interim DD FORM 1354; G

Checklist for DD FORM 1354; G

1.5 SPARE PARTS DATA

Submit two copies of the Spare Parts Data list, if spare parts needed.

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.

b. Supply 3 items of each part for spare parts inventory. Provision of spare parts does not relieve the Contractor of responsibilities listed under the contract guarantee provisions.

1.6 QUALITY CONTROL

Additions and corrections to the contract drawings must be equal in quality and detail to that of the originals. Line colors, line weights, lettering, layering conventions, and symbols must be the same as the original line colors, line weights, lettering, layering conventions, and symbols.

1.7 WARRANTY MANAGEMENT

1.7.1 Warranty Management Plan

Develop a warranty management plan 20 days before the planned pre-warranty conference, submit one copy of the warranty management plan. 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.

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 Contractor and 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

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

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(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. Procedure and status of tagging of all equipment covered by extended warranties, if any.

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

1.7.2 Performance Bond

The Performance Bond must remain effective throughout the construction and warranty 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.

1.7.3 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

SECTION 01 78 00 Page 6 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.

1.7.4 Contractor's Response to Construction Warranty Service Requirements

Following oral or written notification by the Contracting Officer, respond to construction warranty service requirements in accordance with Section

1.7.4a below. Submit a report on any warranty item that has been repaired during the warranty period. Include within the report 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 timeframe specified, the Government will perform the work and back charge the construction warranty payment item established.

a. 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.

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1.7.5 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.

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PART 2 PRODUCTS

2.1 GOVERNMENT FURNISHED MATERIALS

The Government will provide an optical disc (CD or DVD) at the preconstruction conference that contains the following:

a. One set of "as-designed" electronic CAD files in the specified software and format revised to reflect all amendments and the final contract PDF drawings. The CAD files are provided to enable preparation of as-built or as-constructed drawings. If discrepancies exist between the CAD files and the contract PDF drawings, correct the

CAD files to show the contract PDF drawings.

2.2 SYSTEM DESCRIPTION

Prepare the CAD drawing files in AutoCAD Release 2013 format compatible with a Windows 7 operating system.

2.2.1 Additional Drawings

If additional drawings are required, prepare them using the specified electronic file format applying [the same graphic standards specified for original drawings][ERDC/ITL TR-12-6 and ERDC/ITL TR-12-1]. 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.

2.2.1.1 Sheet Numbers and File Names

If a sheet needs to be added between two sequential sheets, append a

Supplemental Drawing Designator in accordance with ERDC/ITL TR-12-6 Adding a drawing sheet, and ERDC/ITL TR-12-1 Adding or deleting drawing sheets and index sheet procedures.

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. Provide and maintain As-Built Drawings in accordance with NFAS 5252.236-9310. Submit As-Built Drawings 30 days prior to Beneficial Occupancy Date(BOD).

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

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(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

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Revise As-Built Drawings in accordance with ERDC/ITL TR-12-1. 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. Submit the working as-built markup drawings for approval prior to submission of each monthly pay estimate. For failure to maintain the working and final record drawings as specified herein, the Contracting Officer will withhold 10 percent of the monthly progress payment until approval of updated drawings. Show on the as-built drawings, but not limited to, the following information:

a. Layout and schematic drawings of fire alarm circuits, equipment, components and ducts which comprise enhancement or repair of the fire alarm and fire suppression systems.

b. Modifications (include within change order price the cost to change working as-built markup drawings to reflect modifications) and compliance with FC 1-300-09N procedures.

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.DWGDGN) 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 5 mm 3/16 inch high on the cover sheet drawing. Date RECORD

DRAWING AS-BUILTS" drawing revisions in the revision block.

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d. Within 15 days after Government approval of all of the working record drawings, prepare the final CAD record drawings 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 10 days revise the CAD files accordingly at no additional cost and submit one set of final prints to the Government.

Within 15 days of substantial completion, 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 a optical disc 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. 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 work. 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. Refer to ERDC/ITL TR-12-1 Chapter 11 Drawing Revisions.

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 8 mm 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.

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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 ANSI D size PDF and CAD files on optical disc, read-only memory (ROM), two sets of ANSI D size 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 AS-BUILT RECORD OF EQUIPMENT AND MATERIALS

Furnish 2 copies of preliminary record of equipment and materials used on the project 7 days prior to final inspection. This preliminary submittal will be reviewed and returned 3 days after final inspection with

Government comments. Submit two sets of final record of equipment and materials 7 days after final inspection. 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

3.5 OPERATION AND MAINTENANCE MANUALS

Provide project operation and maintenance manuals as specified in Section

01 78 23 OPERATION AND MAINTENANCE MANUALS DATA. Provide two electronic copies of the Operation and Maintenance Manual files and one hard copy of the Operation and Maintenance Manuals. Submit to the Contracting Officer for approval within 30 calendar days of the Beneficial Occupancy Date

(BOD). Update and resubmit files for final approval at BOD.

3.6 CLEANUP

Provide final cleaning in accordance with ASTM E1971. Leave premises "broom clean." Comply with GS-37 for general purpose cleaning. Use only nonhazardous cleaning materials, including natural cleaning materials, in the final cleanup. Clean equipment and fixtures to a sanitary condition.

3.7 REAL PROPERTY RECORD

Near the completion of Project, but a minimum of 30 days prior to final acceptance of the work, complete, update draft DD FORM 1354 attached to this section, 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:

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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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