01770 closeout procedures.pdf

RENOVATION OF BUILDING #3 WR#HQC 90298

NIH, BETHESDA, MARYLAND WFT#09033.NIH.A

CLOSEOUT PROCEDURES 01770 - 1

BID SET JANUARY 08, 2010

SECTION 01770 - CLOSEOUT PROCEDURES

PART 1 - GENERAL

1.1 SUMMARY

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

1. Substantial Completion requirements and inspection procedures

2. Final Completion requirements and inspection procedures

3. Final cleaning.

B. Closeout requirements for specific construction activities are included in the individual sections in Divisions 2 through 16.

C. Substantial Completion is defined as that state when the Contractor has complied with the Contract requirements, except for minor deviations, and the project is sufficiently complete and is capable of being occupied and used by NIH for the intended purpose. Achievement of Substantial Completion is determined by the Contracting Officer or his designated representative.

1.2 SUBSTANTIAL COMPLETION

A. Preliminary Procedures: Before requesting inspection for determining the date of Substantial Completion, complete the following. List items below that are incomplete in request.

1. Provide supporting documentation for completion as indicated elsewhere in the Contract Documents and a statement showing an accounting of changes to the Contract Sum.

2. Submit a list to the Project Officer, of incomplete items, the value of incomplete construction, and reasons the work is not complete.

3. Obtain and submit any necessary releases enabling NIH unrestricted use of the project and access to services and utilities. Include occupancy permits, operating certificates, and similar releases.

4. Make final changeover of permanent locks. Use 8 bit Lockwood cylinders in the locks.

Set the cylinders for blank keys and transmit two blank keys for each cylinder to the Project Officer. Advise the NIH user personnel of changeover in security provisions.

5. Complete startup testing of systems and instruction of NIH operation and maintenance personnel.

6. Provide a final certified, TAB report of the HVAC System to the Project Officer for review and approval before final acceptance.

7. Provide Commissioning Report from the Commissioning Agent in compliance with Section 01811.

8. Discontinue and remove temporary facilities from the site, along with mockups, construction tools, and similar elements.

9. Submit final project photographs, and final surveys as specified.

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10. Complete final clean-up requirements, including touch-up painting. Touch-up and otherwise repair and restore marred exposed finishes.

11. Record Documents (Drawings, specifications, and product data).

a. Initial submission shall be made to the Project Officer prior to the Pre-final Inspection.

b. NIH will review the submission and provide appropriate comments. If comments are significant the initial submission will be returned to the contractor for correction and re-submission incorporating the comments prior to the Final Inspection.

c. See Division 1 Section “Project Record Documentation” for additional requirements.

12. Provide all required submittals to the Project Officer.

13. Failure of Contractor to achieve Substantial Completion in accordance with the

Construction Time identified in the Contract Documents shall result in Liquidated Damages in accordance with Section 01310 – Project Management and Coordination.

B. Inspection Procedures:

1. Substantial Completion Inspection corresponds to the Pre-Final Completion Inspection described in Division 1 Section “Construction Quality Control.”

2. On receipt of a request for inspection, the Project Officer will either schedule the inspection or advise the Contractor of unfilled requirements. The Contracting Officer will prepare the Certificate of Substantial Completion following the inspection or advise the Contractor of construction that must be completed or corrected before the certificate will be issued.

3. The Project Officer will repeat the inspection when requested and when assured that the work is substantially complete.

4. Results of the completed inspection will form the basis of the requirements for final completion.

1.3 SUBMITTALS

A. The following shall be submitted prior to final payment and closeout.

1. Manufacturer’s cleaning instructions

2. Posted instructions

3. All required submittals

4. Record Documents (Drawings, specifications, and product data).

a. Initial submission shall be made to the Project Officer prior to the Pre-final Inspection.

b. NIH will review the submission and provide appropriate comments. If comments are significant the initial submission will be returned to the contractor for correction and re-submission incorporating the comments prior to the Final Inspection.

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5. Outline of Instruction Program for NIH Employees shall be submitted to the Project Officer 14 calendar days prior to the Pre-final Inspection.

6. Operation and Maintenance Manuals, including Preventive Maintenance, Special Tools, Repair Requirements, Parts List, Spare Parts List, and Operating Instructions.

7. Construction progress photographs

8. Final project warranty documents reflecting changes directed by any comments from the

Project Officer or by the Contracting Officer based on review of draft documents.

1.4 FINAL COMPLETION

A. Preliminary Procedures: Before requesting final inspection for Certification of Final Completion and Final Payment, complete the following. Note that the following are to be completed, submitted as appropriate, and approved by NIH as applicable prior to the final inspection and are not to be submitted for approval or otherwise at the final inspection unless specifically indicated. List exceptions in the request.

1. Submit final payment request with releases and supporting documentation not previously submitted and accepted.

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

3. Verify that all required submittals have been provided to the Contracting Officer and Project Officer including but not limited to the following:

a. Record Documents (Drawings, specifications, and product data) incorporating any changes required by the Contracting Officer and Project Officer as a result of the review of the submission prior to the pre-final inspection. See Division 1 Section “Project Record Documentation” for additional requirements.

b. Construction progress photographs

c. Final project warranty documents reflecting changes directed by any comments from the Contracting Officer and Project Officer’s review of draft documents.

4. 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.

5. Submit Pest management Post Construction Survey and Certification.

6. Submit specific warranties, workmanship bonds, maintenance agreements, final certifications and similar documents.

7. Submit record documents and similar final record information.

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

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

B. Reinspection Procedure: The Project Officer will reinspect the work upon receipt of notice from the Contractor that the project work, including inspection list items from earlier inspections, has been completed, except for items whose completion is delayed under circumstances acceptable to the Contracting Officer.

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1. Upon completion of reinspection, the Project Officer will advise the Contracting Officer, who will prepare a Certificate of Final Completion, or the Contracting Officer will advise the Contractor of work that is incomplete or of obligations that have not been fulfilled and are required for Final Completion.

2. Failure of the Contractor to have all contract work acceptably complete for this inspection will be cause for the Contracting Officer to bill the Contractor for any additional NIH inspection costs in accordance with the Contract Clause entitled "Inspection of Construction" in addition to Liquidated Damages specified in Section 01310 – Project Management and Coordination.

1.5 WARRANTIES

A. Standard and special warranties required by the individual sections of the Specifications and coincidental warranties shall provide guarantees in terms of time limits or rights of NIH in addition to those contained in the Construction Contract clauses.

1. Manufacturer's disclaimers and limitations on product warranties do not relieve the contractor of the warranty on the work that incorporates the products.

2. Manufacturer's disclaimers and limitations on product warranties do not relieve suppliers, manufacturers, and subcontractors required to countersign special warranties with the Contractor.

3. Standard product warranties shall be preprinted written warranties published by individual manufacturers for particular products, and shall be specifically endorsed to NIH by the manufacturer.

4. Special project warranties shall be specifically written to incorporate particular requirements of the Contract Documents, and shall be endorsed to NIH by the entities responsible for the work, as stated in the individual section.

5. Coincidental product warranties shall be provided where available on a product incorporated into the work by virtue of the fact that the manufacturer of the product has published a warranty in connection with purchases and uses of the product without regard for specific applications except as otherwise limited by terms of the warranty.

B. Reinstatement of Warranty: When work covered by a warranty has failed and been corrected by replacement or rebuilding, reinstate the warranty by written endorsement. The reinstated warranty shall be equal to the original warranty with an equitable adjustment for depreciation.

C. Replacement Cost: Upon determination that work covered by a warranty has failed, replace or rebuild the work to an acceptable condition complying with requirements of the Contract Documents. The contractor is responsible for the cost of replacing or rebuilding defective work regardless of whether NIH has benefited from the use of the work through a portion of its anticipated useful service life.

D. Rejection of Warranties: The Contracting Officer and Project Officer reserve the right to reject warranties and to limit selection to products with warranties not in conflict with requirements of the Contract Documents.

E. Where the Contract Documents require a special warranty, or similar commitment for the work or part of the work, the Contracting Officer and Project Officer reserve the right to refuse to

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accept the work on behalf of NIH until the contractor presents evidence that entities required to countersign such commitments are willing to do so.

F. Where a warranty is not specifically required by the Contract Documents but is available on a product incorporated into the work, by virtue of the fact that the manufacturer of the product has published a warranty in connection with purchases and uses of the product without regard for specific applications except as otherwise limited by terms of the warranty, that warranty shall be provided to NIH.

G. Submit written warranties to the Contracting Officer and Project Officer as required by the contract documents.

1. Draft copies of required warranty documents shall be submitted to the Contracting

Officer and Project Officer for review in the specified format prior to warranty execution and prior to the date certified for Substantial Completion, unless an earlier time of submission is specified elsewhere in the contract documents or requested by the Contracting Officer and Project Officer.

a. Submit four copies of draft warranty documents. All but three copies of the draft submission shall be returned to the Contractor for corrections and resubmission.

2. Warranties will comply with the requirements included in the technical specification sections.

3. Unless indicated otherwise warranties are to take effect on the date of Substantial Completion.

4. When the contract documents require the Contractor, or the Contractor and a subcontractor, supplier or manufacturer to execute a special warranty, provide a written document that contains the appropriate terms and identification, executed by the required parties.

a. Refer to Division 2 through 16 sections for specific content requirements and particular requirements for submitting special warranties.

5. Following Contracting Officer and Project Officer review, correct draft warranty documents as required and submit three copies of each final warranty document properly executed by the contractor, subcontractor, supplier, or manufacturer at Final Completion.

6. Organize the warranty documents into an orderly sequence based on the Specification Divisions and Section Numbers.

a. Bind warranties and bonds in heavy-duty, 3-ring, vinyl-covered, loose-leaf binders, thickness as necessary to accommodate contents, and sized to receive 8-1/2-by-11-inch (115-by-280-mm) paper.

b. Identify each binder on the front and spine with the typed or printed title "WARRANTIES," Project name, and name of Contractor.

c. Provide heavy paper dividers with plastic-covered tabs for each separate warranty.

Mark tab to identify the product or installation.

d. Provide a typed description of each product or installation being warranted, including the name of the product, and the name, address, and telephone number of the Installer.

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7. When warranted construction requires operation and maintenance manuals, provide additional copies of each required warranty in each required manual. Refer to Division 1 Section "Operation and Maintenance Documentation" for requirements of Operation and Maintenance manuals.

H. When a designated portion of the work is completed and occupied or used by NIH, by a separate agreement with the contractor during the construction period, submit properly executed warranties within 14 calendar days after completion of that designated portion of the work.

I. Elevator: Elevator warranty and maintenance period shall not commence until date of Substantial Completion, even if elevator was put into operation or used as Contractor’s means and methods prior to Substantial Completion. Repair finishes and operation to as-new condition.

PART 2 - PRODUCTS (Not Applicable)

PART 3 - EXECUTION

3.1 FINAL CLEANING

A. General cleaning during construction is required by the General Conditions and included in Section H of the Contract.

B. 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. Use only those cleaning materials which will not create hazards to health or property and which will not damage surfaces. Use only those cleaning materials and methods recommended by the manufacturer of the surface material to be cleaned. Use cleaning materials only on surfaces recommended by cleaning material manufacturer. Comply with manufacturer’s instructions.

C. Complete the following cleaning operations before requesting inspection for Final Completion.

1. Remove labels and stickers that are not permanent from fixtures and equipment. Do not remove permanent nameplates, equipment model numbers and ratings.

2. Polish glossy surfaces to a clear shine.

3. Clean Project site, yard, and grounds, in areas disturbed by construction activities, including landscape development areas, of rubbish, waste material, litter, and other foreign substances.

4. Sweep paved areas broom clean. Remove petrochemical spills, stains, and other foreign deposits.

5. Rake grounds that are neither planted nor paved to a smooth, even-textured surface.

6. Remove tools, construction equipment, machinery, and surplus material from Project site.

7. Remove snow and ice to provide safe access to building.

8. Remove grease, mastic, adhesives, dust, dirt, stains, fingerprints, labels, and other foreign materials and substances from sight-exposed interior and exterior surfaces. Avoid disturbing natural weathering of exterior surfaces. Restore reflective surfaces to their original condition.

9. Remove debris and surface dust from limited access spaces, including roofs, plenums, shafts, trenches, equipment vaults, manholes, attics, and similar spaces.

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10. Sweep concrete floors broom clean in occupied and unoccupied spaces.

11. Vacuum carpet and similar soft surfaces, removing debris and excess nap; shampoo if visible soil or stains remain.

12. Clean transparent materials, including mirrors and glass in doors and windows. Remove glazing compounds and other noticeable, vision-obscuring materials.

13. Touch up and otherwise repair and restore marred, exposed finishes and surfaces.

Replace finishes and surfaces that cannot be satisfactorily repaired or restored or that already show evidence of repair or restoration.

a. Do not paint over "UL" and similar labels, including mechanical and electrical nameplates and fire-resistance rating label on doors and door frames.

14. Internally clean the entire system of piping and equipment. Open dirt pockets and stainers, completely blowing down as required and clean strainer screens of accumulated debris.

15. Wipe surfaces of mechanical and electrical equipment, elevator equipment, and similar equipment. Remove excess lubrication, paint and mortar droppings, and other foreign substances.

16. Replace parts subject to unusual operating conditions.

17. Clean plumbing fixtures to a sanitary condition, free of stains, including stains resulting from water exposure.

18. Replace disposable air filters and clean permanent air filters. Clean exposed surfaces of diffusers, registers, and grills.

19. Clean ducts, blowers, and coils if units were operated without filters during construction.

20. Clean light fixtures, lamps, globes, and reflectors to function with full efficiency.

Replace burned-out bulbs, and those noticeably dimmed by hours of use, and defective and noisy starters in fluorescent and mercury vapor fixtures to comply with requirements for new fixtures.

21. Leave Project clean and ready for occupancy.

D. Pest Control: Engage an experienced, licensed exterminator to make a final inspection and rid the project of rodents, insects, and other pests.

E. Dust Control: Handle materials in a controlled manner with as little dust and over spray as possible.

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

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

END OF SECTION 01770