01 78 00 Closeout Submittals.pdf

UFGS

SECTION 01 78 00 Page 1

SECTION 01 78 00

CLOSEOUT SUBMITTALS

01/08

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 E 1971 (2005) Stewardship for the Cleaning of

Commercial and Institutional Buildings

GREEN SEAL (GS)

GS-37 (2000; R 2005) Industrial and Institutional

Cleaners

1.2 SUBMITTALS

Government approval is required for all submittals unless designed otherwise. Submit the following in accordance with Section 01 33 00

SUBMITTAL PROCEDURES:

SD-03 Product Data

As-Built Record of Equipment and Materials

Six copies of the record listing the as-built materials and equipment incorporated into the construction of the project.

Warranty Management Plan

Six sets of the warranty management plan containing information relevant to the warranty of materials and equipment incorporated into the construction project, including the starting date of warranty of construction. Furnish with each warranty the name, address, and telephone number of each of the guarantor's representatives nearest to the project location.

Warranty Tags

Six record copies of the warranty tags showing the layout and design.

Final Cleaning

Six copies of the listing of completed final clean-up items.

Spare Parts Data

Six copies of list that indicates manufacturer's name, part number, nomenclature, and stock level recommended for maintenance and repair. List those items that may be standard to the normal maintenance of the system.

SECTION 01 78 00 Page 2

SD-08 Manufacturer's Instructions

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

Define within the schedule 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.

On each test feature; e.g., liter per second, rpm, kilopascal( gpm, rpm, psi), provide a signoff blank for the Contractor and Contracting Officer.

Within a remarks column of the testing validation procedure include references to operating limits of time, pressure, temperature, volume, voltage, current, acceleration, velocity, alignment, calibration, adjustments, cleaning, or special system notes. Delineate procedures for preventative maintenance, condition monitoring (predictive testing) and inspection, adjustment, lubrication and cleaning necessary to prevent failure.

Posted Instructions

SD-10 Operation and Maintenance Data

Submit Operation and Maintenance Manuals in accordance with paragraph entitled, "Operation and Maintenance," of this section.

SD-11 Closeout Submittals

Record Drawings

Drawings showing final as-built conditions of the project. The final Microstation formatted record drawings must consist of one set of electronic Mircostation drawing files in the specified format, one set of mylar drawings, 2 sets of blue-line prints of the mylars, and one set of the approved working Record drawings.

Certification of EPA Designated Items;

DA FORM 5172-R;

1.3 PROJECT RECORD DOCUMENTS

1.2.1 Record Drawings

This paragraph covers record drawings complete, as a requirement of the contract. The terms "drawings," "contract drawings," "drawing files," "working record drawings" and "final record drawings" refer to contract drawings which are revised to be used for final record drawings showing as-built conditions.

1.3.1.1 Government Furnished Materials

One set of electronic CADD files in the specified Microstation software and format revised to reflect all bid amendments will be provided by the Government at the preconstruction conference for projects requiring CADD file record drawings].

SECTION 01 78 00 Page 3

1.3.1.2 Working Record and Final Record Drawings

Revise six sets of paper drawings by red-line process to show the as-built conditions during the prosecution of the project. Kept these working as-built marked drawings current on a weekly basis and at least one set available on the jobsite at all times. Changes from the contract plans which are made in the work 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. Prepare final record (as-built) drawings after the completion of each definable feature of work as listed in the Contractor Quality Control Plan (Foundations, Utilities, Structural Steel, etc., as appropriate for the project). The working as-built marked prints and final record (as-built) drawings will be jointly reviewed for accuracy and completeness by the Contracting Officer and the Contractor prior to submission of each monthly pay estimate. If the Contractor fails to maintain the working and final record drawings as specified herein, the Contracting Officer will deduct from the monthly progress payment an amount representing the estimated cost of maintaining the record drawings. This monthly deduction will continue until an agreement can be reached between the Contracting Officer and the Contractor regarding the accuracy and completeness of updated drawings. Show on the working and final record 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. Correct grade, elevations, cross section, or alignment of roads, earthwork, structures or utilities if any changes were made from contract plans.

d. 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.

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

f. Changes or modifications which result from the final inspection.

g. Where contract drawings or specifications present options, show only the option selected for construction on the final as-built prints.

h. 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.

SECTION 01 78 00 Page 4

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

j. Modifications (include within change order price the cost to change working and final record drawings to reflect modifications) and compliance with the following procedures.

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

(2) Place a Modification Circle at the location of each deletion.

(3) For new details or sections which are added to a drawing, place a Modification Circle by the detail or section title.

(4) For minor changes, place a Modification Circle by the area changed on the drawing (each location).

(5) For major changes to a drawing, place a Modification [Circle][Delta] by the title of the affected plan, section, or detail at each location.

(6) For changes to schedules or drawings, place a Modification Circle either by the schedule heading or by the change in the schedule.

(7) The Modification Circle size shall be 13 mm( 1/2 inch) diameter unless the area where the circle is to be placed is crowded. Smaller size circle shall be used for crowded areas.

1.3.1.3 Drawing Preparation

Modify the record drawings as may be necessary to correctly show the features of the project as it has been constructed by bringing the contract set into agreement with approved working as-built prints, and adding such additional drawings as may be necessary. These working as-built marked prints must be neat, legible and accurate. These drawings are part of the permanent records of this project and must be returned to the Contracting Officer after approval by the Government. Any drawings damaged or lost by the Contractor must be satisfactorily replaced by the Contractor at no expense to the Government.

1.3.1.4 Computer Aided Design and Drafting (CADD) Drawings

Only employ personnel proficient in the preparation of CADD drawings to modify the contract drawings or prepare additional new drawings. 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. 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 CADD files. The Contractor will be furnished "as-designed" drawings in Microstation V8 format compatible with a Windows XP operating system. The

SECTION 01 78 00 Page 5 electronic files will be supplied on compact disc, read-only memory (CD- ROM). Provide all program files and hardware necessary to prepare final record drawings. The Contracting Officer will review final record drawings for accuracy and return them to the Contractor for required corrections, changes, additions, and deletions.

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

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

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

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

b. Rename the Contract Drawing files in a manner related to the contract number (i.e., 98-C-10.DGN) as instructed in the Pre-Construction conference. Use only those renamed files for the Marked-up changes. All changes shall be made on the layer/level as the original item.

c. When final revisions have been completed, show the wording "RECORD DRAWINGS / AS-BUILT CONDITIONS" followed by the name of the Contractor in letters at least 5 mm( 3/16 inch) high on the cover sheet drawing. Mark all other contract drawings either "Record" drawing denoting no revisions on the sheet or "Revised Record" denoting one or more revisions. Date original contract drawings in the revision block.

d. Within 20 days for contracts less than $5 million and 30 days for contracts $5 million and above after Government approval of all of the working record drawings for a phase of work, prepare the final CADD record drawings for that phase of work and submit two sets of blue-lined prints of these drawings for Government review and approval. The Government will promptly return one set of prints annotated with any necessary corrections.

Within 14 days for contracts less than $5 million and 14 days for contracts $5 million and above revise the CADD files accordingly at no additional cost and submit one set of final prints for the completed phase of work to the Government. Within 14 days for contracts less than $5 million and 14 days for contracts $5 million and above of substantial completion of all phases of work, submit the final record drawing package for the entire project.

Submit one set of electronic files on compact disc, read-only memory (CD- ROM), one set of mylars, two sets of blue-line prints and one set of the approved working record drawings. They must be complete in all details and identical in form and function to the contract drawing files supplied by the Government. Any transactions or adjustments necessary to accomplish this is the responsibility of the Contractor. The Government reserves the right to reject any drawing files it deems incompatible with the customer's CADD system. Paper prints, drawing files and storage media submitted will become the property of the Government upon final approval. Failure to submit final record drawing files and marked prints as specified will be cause for withholding any payment due the Contractor under this contract. Approval and acceptance of final record drawings must be accomplished before final payment is made to the Contractor.

SECTION 01 78 00 Page 6

1.3.1.5 Manually Prepared Drawings

Manually drawn drawings are prohibited. All drawings prepared and submitted for approval shall be CADD Microstation formatted.

1.3.3 Final Approved Shop Drawings

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

1.3.4 Construction Contract Specifications

Furnish final record (as-built) construction contract specifications, including modifications thereto, 30 days after transfer of the completed facility.

1.3.5 Real Property Equipment

Furnish 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. Furnish a draft list at time of transfer. Furnish the final list 30 days after transfer of the completed facility.

1.4 SPARE PARTS DATA

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.

Supply 5 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.

1.5 PREVENTATIVE MAINTENANCE

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

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., liter per second, rpm, kilopascal( 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.

Repair requirements must inform operators how to check out, troubleshoot, repair, and replace components of the system. Include electrical and

SECTION 01 78 00 Page 7 mechanical schematics and diagrams and diagnostic techniques necessary to enable operation and troubleshooting of the system after acceptance.

1.6 CERTIFICATION OF EPA DESIGNATED ITEMS

Submit the Certification of EPA Designated Items as required by FAR 52.223- 9, "Certification and Estimate of Percentage of Recovered Material Content for EPA Designated Items". Include on the certification form the following information: project name, project number, Contractor name, license number, Contractor address, and certification. The certification will read as follows and be signed and dated by the Contractor. "I hereby certify the information provided herein is accurate and that the requisition/procurement of all materials listed on this form comply with current EPA standards for recycled/recovered materials content. The following exemptions may apply to the non-procurement of recycled/recovered content materials: 1) The product does not meet appropriate performance standards; 2) The product is not available within a reasonable time frame; 3) The product is not available competitively (from two or more sources); 4) The product is only available at an unreasonable price (compared with a comparable non-recycled content product)."

1.7 WARRANTY MANAGEMENT

1.7.1 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 the warranty management plan for Government approval. 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, sub-Contractors, manufacturers or suppliers involved.

b. 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.

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

SECTION 01 78 00 Page 8

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. 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.

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

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

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 Contractor's 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 of the Contractor 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

SECTION 01 78 00 Page 9 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 sbe 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 the "Construction Warranty Service Priority List" and the three categories of priorities listed 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 timeframes specified, the Government will perform the work and backcharge the construction warranty payment item established.

a. First Priority Code 1. 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.

b. Second Priority Code 2. Perform onsite inspection to evaluate situation, and determine course of action within 8 hours, initiate work within 24 hours and work continuously to completion or relief.

c. Third Priority Code 3. All other work to be initiated within 3 work days and work continuously to completion or relief.

d. The "Construction Warranty Service Priority List" is as follows:

Code 1-Air Conditioning Systems

(1) Recreational support.

(2) Air conditioning leak in part of building, if causing damage.

(3) Air conditioning system not cooling properly.

Code 1-Doors

(1) Overhead doors not operational, causing a security, fire, or safety problem.

(2) Interior, exterior personnel doors or hardware, not functioning properly, causing a security, fire, or safety problem.

Code 3-Doors

(1) Overhead doors not operational.

(2) Interior/exterior personnel doors or hardware not functioning properly.

Code 1-Electrical

(1) Power failure (entire area or any building operational after 1600 hours).

SECTION 01 78 00 Page 10

(2) Security lights

(3) Smoke detectors

Code 2-Electrical

(1) Power failure (no power to a room or part of building).

(2) Receptacle and lights (in a room or part of building).

Code 3-Electrical

Street lights.

Code 1-Gas

(1) Leaks and breaks.

(2) No gas to family housing unit or cantonment area.

Code 1-Heat

(1). Area power failure affecting heat.

(2). Heater in unit not working.

Code 2-Kitchen Equipment

(1) Dishwasher not operating properly.

(2) All other equipment hampering preparation of a meal.

Code 1-Plumbing

(1) Hot water heater failure.

(2) Leaking water supply pipes.

Code 2-Plumbing

(1) Flush valves not operating properly.

(2) Fixture drain, supply line to commode, or any water pipe leaking.

(3) Commode leaking at base.

Code 3 -Plumbing

Leaky faucets.

Code 3-Interior

(1) Floors damaged.

(2) Paint chipping or peeling.

(3) Casework.

Code 1-Roof Leaks

Temporary repairs will be made where major damage to property is occurring.

Code 2-Roof Leaks

Where major damage to property is not occurring, check for location of leak during rain and complete repairs on a Code 2 basis.

Code 2-Water (Exterior)

No water to facility.

Code 2-Water (Hot)

No hot water in portion of building listed.

Code 3-All other work not listed above.

SECTION 01 78 00 Page 11

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. Attached each tag with a copper wire and spray with a silicone waterproof coating. 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.

a. Type of product/material_____________________________________.

b. Model number_________________________________________________.

c. Serial number________________________________________________.

d. Contract number______________________________________________.

e. Warranty period___________from___________to__________________.

f. Inspector's signature________________________________________.

g. Construction Contractor______________________________________.

Address______________________________________________________.

Telephone number_____________________________________________.

h. Warranty contact_____________________________________________.

Address______________________________________________________.

Telephone number_____________________________________________.

i. Warranty response time priority code_________________________.

j. WARNING - PROJECT PERSONNEL TO PERFORM ONLY OPERATIONAL MAINTENANCE

DURING THE WARRANTY PERIOD.

1.8 MECHANICAL TESTING AND BALANCING

All contract requirements of Section 23 08 00.00 20 HVAC TESTING/ADJUSTING/BALANCING must be fully completed, including testing and inspection, prior to contract completion date, except as noted otherwise in Section 23 08 00.00 20. The time required to complete all work and testing as prescribed by Sections 23 09 53.00 20, 23 09 23.13 20, and/or 23 08 00.00 20 is included in the allotted calendar days for completion.

]1.9 OPERATION AND MAINTENANCE MANUALS

Operation and Maintenance Manuals must be consistent with the manufacturer's standard brochures, schematics, printed instructions, general operating procedures, and safety precautions. Bind information in manual format and grouped by technical sections. Test data must be legible and of good quality. Light-sensitive reproduction techniques are acceptable provided finished pages are clear, legible, and not subject to fading. Pages for vendor data and manuals must have 10 millimeter( 0.3937-inch) holes and be bound in 3-ring, loose-leaf binders. Organize data by separate index and tabbed sheets, in a loose-leaf binder. Binder must lie flat with printed

SECTION 01 78 00 Page 12 sheets that are easy to read. Caution and warning indications must be clearly labeled.

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. <NED/>Contracting Officer will be given 7 calendar days written notice of scheduled instructional services. Instructional materials belonging to the <NED/>manufacturer or vendor, such as lists, static exhibits, and visual aids, must be made available to the Contracting Officer.

Submit 6 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.

1.10 CLEANUP

Provide final cleaning in accordance with ASTM E 1971. Leave premises "broom clean." Comply with GS-37 for general purpose cleaning and bathroom cleaning. Use only nonhazardous cleaning materials, including natural cleaning materials, in the final cleanup. 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. [Clean] [Replace] filters of operating equipment and comply with the Indoor Air Quality (IAQ) Management Plan. 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. Recycle, salvage, and return construction and demolition waste from project in accordance with the Waste Management Plan. Promptly and legally transport and dispose of any trash. Do not burn, bury, or otherwise dispose of trash on the project site.

1.11 REAL PROPERTY RECORD

Near the completion of Project, but a minimum of 60 days prior to final acceptance of the work, complete, update draft attached to this section, and submit an accounting of all installed property on Form DD1354 "Transfer and Acceptance of Military Real Property." Contact the Contracting Officer for any project specific information necessary to complete the DD Form 1354.

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/eforms/dd1354.pdf

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 and a blank checklist (fill-able) in ADOBE (PDF) may be obtained at the following web site:

http://www.hnd.usace.army.mil/techinfo/UFC/UFC1-300-08/UFC1-300-08.pdf See Appendix D of this pdf for the checklist.

PART 2 PRODUCTS (NOT USED)

PART 3 EXECUTION (NOT USED)

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