GSA 01 77 00 CLOSEOUT PROCEDURES.docx

Eagle Pass I & II Land Port of Entry BRIC Eagle Pass, Texas Kahua #352 Santa Teresa Land Port of Entry BRIC Santa Teresa, New Mexico Kahua #353

SECTION 01 77 00 - CLOSEOUT PROCEDURES

PART 1 GENERAL

1.1 SUMMARY

A. See section III of the Agreement for Definition of Substantial Completion.

B. All electronic record documents submittals shall be uploaded to the GSA Project Management System (PMIS).

C. This Section includes administrative and procedural requirements for Contract closeout including, but not limited to, the following:

1. Substantial Completion procedures.

2. Project record document submission.

3. Operation and maintenance manual submittal.

4. Final cleaning

5. Repair of the Work.

D. Phased Completion/Partial Turnover. Have a detailed phased plan in the specification and drawings.

E. Contractor shall also specify additional closeout requirements for specific construction activities in the individual sections in Divisions 2 through 49.

1.2 SUBSTANTIAL COMPLETION

A. Preliminary Procedures: Before requesting inspection for Substantial Completion, complete the following.

1. Provide supporting documentation for completion as indicated elsewhere in the Contract Documents.

2. Submit a list to the GSA, of incomplete items, the value of incomplete construction, and reasons the Work is not complete.

3. Obtain and submit releases enabling the Government unrestricted use of the Work and access to services and utilities. Include occupancy permits, operating certificates, and similar releases.

4. Submit closeout submittals from other Division 1 sections, project record documents including electronic documents, operation and maintenance manuals, final project photographs, damage or settlement survey, and utility lines survey.

5. Warranties and guarantees shall not begin until substantial completion. Warranties and guarantees for any equipment, pavement sections, etc. and that comes online at a later date which is accepted by the Government shall commence on that date.

6. Contractor shall make the final changeover of permanent locks and transmit all keys (including duplicates) to GSA. Complete startup testing of systems and instruction of the Government operation and maintenance personnel. Discontinue and remove temporary facilities from the site, along with mockups, construction tools, and similar elements. Submit test/adjust/balance records.

7. HVAC Balance and Testing must be completed within seasonal limitations.

8. Commissioning must be completed within seasonal limitations.

9. Warranty of any systems or items being used during the occupancy period shall have been completed and submitted at the time of government's written acceptance including the date for Notice of Substantial Completion. The Authority Having Jurisdiction is the Government.

10. The punch list of non-completed work and items shall be entire, valued, and submitted.

11. Completion of punch list items must be completed within 30 calendar days.

12. The electronic format for Operations and Maintenance materials must contain word search features.

B. Inspection Procedures: On receipt of a request for inspection, GSA will either proceed with inspection or advise the Contractor of unfulfilled requirements. GSA will notify the Contractor of Substantial Completion following the inspection or advise the Contractor of construction that must be completed or corrected before Substantial Completion.

1. GSA will repeat the inspection when requested and when assured that the Work is substantially complete.

2. Results of the completed inspection will form the basis of the requirements for Final Acceptance.

3. Items that are not included on the punch-list will not relieve the Contractor from performing all work required and in accordance with the construction documents.

1.3 FINAL ACCEPTANCE FOR CONTRACT COMPLETION

A. Preliminary Procedures: Before requesting re-inspection for Final Acceptance, complete the following:

1. Submit an updated final statement, accounting for final additional changes to the Contract price.

2. Submit a certified copy of the previous Substantial Completion inspection list of items to be completed or corrected. The certified copy of the list shall state that each item has been completed or otherwise resolved for acceptance and shall be endorsed and dated by the Contractor.

3. Submit specific warranties, workmanship bonds, maintenance agreements, final certifications and similar documents. State warranty commencement dates.

4. Scan warranties and bonds and assemble complete warranty and bond submittal package into a single indexed electronic PDF file with links enabling navigation to each item.

5. Scan warranties and bonds and assemble complete warranty and bond submittal packages as individual electronic PDF files.

6. All PDF files must be names without spaces or special characters. The name cannot be more than 50 characters including the “.pdf” extension.

7. Complete final clean-up requirements including touch-up painting of marred surfaces.

8. Submit final meter readings for utilities, a measured record of stored fuel, and similar data as of the date when the Government took possession of and assumed responsibility for corresponding elements of the work.

9. At the end of the acceptance submit final payment request with releases and supporting documentation not previously submitted and accepted.

B. Re-inspection Procedure: GSA will re-inspect the Work upon receipt of notice from the Contractor that the Work, including inspection list items from earlier inspections, has been completed, except for items whose completion is delayed under circumstances acceptable to GSA.

1. Upon completion of re-inspection, GSA will notify the Contractor of Final Acceptance or will advise the Contractor of Work that is incomplete or of obligations that have not been fulfilled and are required for Final Acceptance.

2. If necessary, re-inspection will be repeated.

C. Contractor’s Responsibility for Re-Inspection Following Substantial Completion: If the final completion or acceptance is delayed for more than thirty (30) calendar days following substantial completion through no fault of the Government or CM, the Contractor shall be responsible for the Government’s additional costs associated with re-inspections. During this 30-day period, the CM will make only one (1) re-inspection to verify completion of the punch list. Any additional re-inspections, administrative services, or direct costs will be considered CM additional services. The Government’s actual costs for CM additional re-inspections, administrative services, or direct costs will be charged to the Contractor through an appropriate contract modification in the form of a credit to the Government.

D. Contractor’s Responsibility for Repeated Efforts to Commission: If acceptance is delayed for more than 30 calendar days following the initial efforts to commission through no fault of the Government or CM; the Contractor shall be responsible for the Government’s additional costs associated with resolving continued commissioning efforts. During this 30-day period, the CM will make only one (1) additional effort to resolve and commission. Any additional effort to resolve and commission, administrative services, or direct costs will be considered CM additional services. The Government’s actual costs for CM additional effort to resolve and commission, administrative services, or direct costs will be charged to the Contractor through an appropriate Change Order.

1.4 RECORD DOCUMENT SUBMITTALS

A. Certificates of Release: From authorities having jurisdiction.

B. Certificate of Insurance: For continuing coverage.

C. Do not use record documents for construction purposes. Protect record documents from deterioration and loss in a secure, fire-resistant location. Provide access to record documents for GSA's reference during normal working hours.

D. Record As-Built Drawings: Maintain both electronic media copies and a clean, undamaged set of blue or black line white-prints of all Contract Documents. Mark the set to show the actual installation where the installation varies substantially from the Work as originally shown. Mark the drawing that is most capable of showing conditions fully and accurately. Where Shop Drawings are used, record a cross-reference at the corresponding location on the Contract Drawings. Give particular attention to concealed elements that would be difficult to measure and record at a later date. Electronic record copies showing changes shall be done clearly such that the changes are understood so that they can be constructed. Upload to PMIS.

1. Mark record print sets with red erasable pencil. Use other colors to distinguish between variations in separate categories of the Work.

2. Mark new information not shown on Contract Drawings or Shop Drawings.

3. Note related modification numbers where applicable.

4. Organize record drawing sheets into manageable sets. Bind sets with durable-paper cover sheets. Print suitable titles, dates, and other identification on the cover of each set.

E. Record Specifications: Maintain one complete copy of the Specifications with addenda. Include one copy of other written construction documents, such as modifications issued in printed form during construction.

1. Mark these documents to show substantial variations in actual Work performed in comparison with the text of the original contract Specifications and modifications.

2. Give particular attention to substitutions and selection of options, and information about concealed construction that cannot otherwise be readily determined later by direct observation. Provide digital photos or videos of construction areas before being concealed.

3. Note related record drawing information and Product Data.

F. Record Product Data: Maintain one copy of each Product Data submittal. Note related modifications and markups of Record Drawings and Specifications.

1. Mark these documents to show significant variations in actual Work performed in comparison with information submitted. Include variations in products delivered to the site and from the manufacturer's installation instructions and recommendations.

2. Before concealing areas document with digital photos or video on a CD or DVD. Give particular attention to concealed products and portions of the Work that cannot otherwise be readily determined later by direct observation.

1.5 WARRANTY MANAGEMENT

A. The Contractor shall comply with the provisions of the Agreement inclusive of FAR 52.246-21 Warranty of Construction.

B. Warranty Management Plan: Develop a warranty management plan which contains information relevant to the 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 shall 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 shall include the due date and whether the item has been submitted or was accomplished. Warranty information made available during the construction phase shall 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.

C. Include within the warranty management plan, but not limited to, the following:

1. 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.

2. Furnish with each warranty the name, address, and telephone number of each of the guarantor's representatives nearest to the project location.

3. 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

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

a. Name of item.

b. Model and serial numbers.

c. Location where installed.

d. Name and phone numbers of manufacturers or suppliers.

e. Names, addresses and telephone numbers of sources of spare parts.

f. 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 shall be indicated with separate warranty expiration dates.

g. Cross-reference to warranty certificates as applicable.

h. Starting point and duration of warranty period.

i. Summary of maintenance procedures required to continue the warranty in force.

j. Cross-reference to specific pertinent Operation and Maintenance manuals.

k. Organization, names and phone numbers of persons to call for warranty service.

l. Typical response time and repair time expected for various warranted equipment.

m. The Contractor's plans for attendance at the 4- and 9-month post-construction warranty inspections conducted by the Government.

5. Performance Bond: The Contractor's Performance Bond shall remain effective throughout the construction period.

6. 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.

7. 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.

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

9. 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.

10. 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.

11. 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 shall remain blank until the project is accepted for beneficial occupancy. Show the following information on the tag.

PART 2 PRODUCTS

2.1 MATERIALS

A. Cleaning Agents: Use cleaning materials and agents recommended by manufacturer or fabricator of the surface to be cleaned. Do not use cleaning agents that are potentially hazardous to health or property or that might damage finished surfaces.

B. Use cleaning products that comply with Green Seal GS-37, or if GS-37 is not applicable, use products that comply with the California Code of Regulations maximum allowable Volatile Organic Compounds (VOC) levels.

PART 3 EXECUTION

3.1 CLOSEOUT PROCEDURES

A. Operation and Maintenance Instructions: Arrange for each Installer of equipment that requires regular maintenance to meet with the Government's personnel to provide instruction in proper operation and maintenance. Provide instruction by manufacturer's representatives if installers are not experienced in operation and maintenance procedures. Include a detailed review of the following:

1. Electronic File: Scan warranties and bonds and assemble complete warranty and bond submittal package as individual electronic PDF files.

2. Operation and Maintenance manuals.

3. Material and Finishes Maintenance Manuals

4. Record documents.

5. Photo CDs or DVDs of any hidden or concealed construction areas.

6. Cleaning.

7. Warranties and bonds.

3.2 FINAL CLEANING

A. Employ experienced workers or professional cleaners for final cleaning. Clean each surface or unit to the condition expected in a normal, commercial cleaning and maintenance program. Comply with manufacturer's instructions.

B. Do not use caustic or acidic cleaning materials that will mar or etch finished work.

1. Complete the following cleaning operations before requesting inspection for Final Acceptance.

a. Clean the site, including landscape development areas, of rubbish, litter and other foreign substances. Sweep paved areas broom clean, and remove stains, spills, and other foreign deposits. Rake grounds that are neither paved nor planted to a smooth, even-textured surface.

C. Removal of Protection: Remove temporary protection and facilities installed for the protection of the Work during construction.

D. Compliance: Comply with the regulations of authorities having jurisdiction and with safety standards for cleaning. Do not burn waste materials. Do not bury debris or excess materials on Government property. Do not discharge volatile, harmful, or dangerous materials into drainage systems. Remove waste materials from the site and dispose of it lawfully.

E. Remaining Materials of value that remain after completion of associated work, become Government property. Dispose of or salvage/recycle these materials as directed by GSA.

3.3 REPAIR OF THE WORK

A. Complete repair and restoration operations before requesting inspection for determination of Substantial Completion.

B. Repair, or remove and replace, defective construction. Repairing includes replacing defective parts, refinishing damaged surfaces, touching up with matching materials, and properly adjusting operating equipment. Where damaged or worn items cannot be repaired or restored, provide replacements. Remove and replace operating components that cannot be repaired. Restore damaged construction and permanent facilities used during construction to specified condition. All components of the construction including operational and material shall be in new condition and new working order at the completion of Repair of the Work.

END OF SECTION 01 77 00

June 17, 2025 CLOSEOUT PROCEDURES 01 77 00 - - Page 1 of 10