01700-00-Contract_Closeout.DOC

SECTION 01700 - CONTRACT CLOSEOUT

PART 1 - GENERAL

1.1 RELATED DOCUMENTS

A. Drawings and general provisions of the Contract, including General and Supplementary Conditions and other Division 1 Specification Sections, apply to this Section.

1.2 SUMMARY

A. This Section includes:

1. Procedures for final acceptance of the Project.

2. Closeout procedures.

3. Final cleaning.

4. Adjusting.

5. Project record documents.

6. Operation and maintenance data.

7. Warranties.

8. Spare parts and maintenance materials.

1.3 RELATED SECTIONS

A. Section 01500 – Construction Facilities and Temporary Controls: Progress cleaning.

B. Section 01650 – Starting of Systems: System start-up, testing, adjusting, and balancing.

1.4 PROCEDURES FOR FINAL ACCEPTANCE OF THE PROJECT

A. Pre-final inspection:

1. When the Construction Contractor has completed all work and is satisfied the project is fully in compliance with the contract documents; he will notify the Contracting Officer, in writing, that the project is complete and ready for inspection. The Contracting Officer will arrange for and conduct an inspection of the project by the Contracting Officer, Contracting Officer's Representatives, and the Construction Contractor. The Contracting Officer will be provided a reasonable time to arrange for and conduct an inspection.

2. The Contracting Officer will document any deficiencies on a written punch list and will arrange a meeting with the Construction Contractor to review the punch list and explain all deficient items. The Construction Contractor will correct the deficiencies and notify the Contracting Officer in writing, when the project is ready for inspection of the deficient items. The Contracting Officer will arrange and conduit a re-inspection of the project to review the corrected items.

3. The formal list of deficiencies found shall not be considered a final list of all deficient items. The contractor must correct any deficiencies that are found at any point prior to or after final acceptance of the project.

4. NOTE: LIQUIDATED DAMAGES ON PROJECTS THAT EXTEND BEYOND THE CONTRACT COMPLETION DATE WILL CONTINUE TO RUN UNTIL ALL CLOSE-OUT DOCUMENTATION IS SUBMITTED AND ACCEPTED AND ALL “PUNCH-LIST” WORK IS COMPLETE.

B. Training, Instruction and Demonstration:

1. When the Contracting Officer has determined that the project is sufficiently complete to allow instruction of the Government’s Representative, the Contracting Officer will request, in writing, that the Construction Contractor provide training, instruction and demonstration of the work. This training, instruction and demonstration will not be scheduled until all required operations and maintenance data has been submitted and approved.

2. Upon formal notice from the Contracting Officer, the Construction Contractor will then arrange for instruction of the Government’s staff in the operation of the constructed systems. This includes submission of all outstanding record documents, including: operating and maintenance manuals (required prior to scheduling instruction meeting), equipment cuts, guarantees, warranties, maintenance contracts, and any additional instructions necessary for the operation of the systems. The Construction Contractor will acquaint the Government's staff with acceptance tests, guarantees, warranties, and maintenance manuals. The Construction Contractor and Contracting Officer will determine the transfer of responsibility for heat, utilities, security, and insurance. The Construction Contractor will also obtain a Certificate of Occupancy (where applicable) or similar releases required to permit the Owner's occupancy of the project.

3. Should the instruction period find deficiencies, the Contracting Officer will notify the Construction Contractor in writing of deficient items.

C. Final inspection:

1. Upon completion of the remaining deficiencies the Construction Contractor will notify the Contracting Officer in writing, that the project is complete and ready for a final inspection. The Contracting Officer shall arrange for and conduct a final inspection of the project.

D. Additional inspection:

1. Should the project require inspections beyond inspections noted above, from pre-final through final inspection, the Contracting Officer will reduce from the Construction Contractor's final payment those monies necessary to provide for the cost of the additional inspections. The reduction shall not be considered as a part of any "Liquidated Damages" for failure to complete within the specified contract time. The reduction shall not be considered as a penalty to the Construction Contractor; but shall be for the actual cost of monies required for the reimbursement of fees for Architect, Owner Representatives and other specialist necessary for acceptance of the project.

E. Excessive deficiencies found during inspections:

1. During any inspection of project completion, if it is determined by the Contracting Officer, that the Construction Contractor has not sufficiently completed the work in compliance to the contract documents, the owner may declare that the project is not sufficiently complete to continue inspection of the work. Within three (3) working days, of the declaration, the Contracting Officer will issue in writing, a list of deficiencies found. The deficiency listed shall be understood as only a partial list and that the partial list may or may not represent deficiencies in areas that were not inspected.

1.5 CLOSEOUT PROCEDURES

A. Submit written certification that Contract Documents have been reviewed, Work has been inspected, and that Work is complete in accordance with Contract Documents and ready for Contractor Officer's Representative’s review.

B. Provide submittals to Contracting Officer that are required by governing or other authorities.

C. Submit final Application for Payment identifying total adjusted Contract Sum, previous payments, and sum remaining due.

D. Submit with the final Application for Payment a complete certified list of subcontractors and material suppliers. Accompanying the list shall be a lien waiver signed by each subcontractor and material supplier as documentation verifying that payment has been made for services and materials required for completion of this Contract. Lien waiver forms are available from the Contracting Officer.

1.6 FINAL CLEANING

A. Execute final cleaning prior to final project assessment.

B. 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.

C. Clean equipment and fixtures to a sanitary condition with cleaning materials appropriate to the surface and material being cleaned.

D. Replace filters of operating equipment.

E. Clean debris from roofs, gutters, downspouts, and drainage systems.

F. Clean site, only areas that were used for staging and adjacent areas that may need cleaning due to wind blown construction debris; sweep paved areas, rake clean landscaped surfaces.

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

1.7 ADJUSTING

A. Adjust operating Products and equipment to ensure smooth and unhindered operation.

1.8 PROJECT RECORD DOCUMENTS

A. Maintain on site, one set of the following record documents; record actual revisions to the Work:

1. Drawings.

2. Specifications.

3. Addenda.

4. Change Orders and other modifications to the Contract.

5. Reviewed Shop Drawings, Product Data, and Samples.

6. Manufacturer's instruction for assembly, installation, and adjusting.

B. Ensure entries are complete and accurate, enabling future reference by the Government.

C. Store record documents separate from documents used for construction.

D. Record information concurrent with construction progress.

E. Specifications: Legibly mark and record at each Product section description of actual Products installed, including the following:

1. Manufacturer's name and product model and number.

2. Product substitutions or alternates utilized.

3. Changes made by Addenda and modifications.

F. Record Documents and Shop Drawings: Legibly mark each item to record actual construction including:

1. Measured depths of foundations in relation to finish first floor datum.

2. Measured horizontal and vertical locations of underground utilities and appurtenances, referenced to permanent surface improvements.

3. Measured locations of internal utilities and appurtenances concealed in construction, referenced to visible and accessible features of the Work.

4. Field changes of dimension and detail.

5. Details not on original Contract drawings.

G. Remove Architect title block and seal from all documents.

H. Submit record documents to Contracting Officer or Architect.

1.9 OPERATION AND MAINTENANCE DATA

A. Submit data bound in 8‑1/2 x 11 inch (216 x 279 mm) text pages, three D side ring binders with durable plastic covers.

B. Prepare binder cover with printed title "OPERATION AND MAINTENANCE INSTRUCTIONS", title of project, and subject matter of binder when multiple binders are required.

C. Internally subdivide the binder contents with permanent page dividers, logically organized as described below; with tab titling clearly printed under reinforced laminated plastic tabs.

D. Contents: Prepare a Table of Contents for each volume, with each Product or system description identified, typed on 24 pound white paper, in three parts as follows:

1. Part 1: Directory, listing names, addresses, and telephone numbers of Architect, Contractor, Subcontractors, and major equipment suppliers.

2. Part 2: Operation and maintenance instructions, arranged by system and subdivided by specification section. For each category, identify names, addresses, and telephone numbers of Subcontractors and suppliers. Identify the following:

a. Significant design criteria.

b. List of equipment.

c. Parts list for each component.

d. Operating instructions.

e. Maintenance instructions for equipment and systems.

f. Maintenance instructions for special finishes, including recommended cleaning methods and materials, and special precautions identifying detrimental agents.

3. Part 3: Project documents and certificates, including the following:

a. Shop drawings and product data.

b. Air and water balance reports.

c. Certificates.

d. Photocopies of warranties and bonds.

E. Submit 1 draft copy of completed volumes 15 days prior to final inspection. This copy will be reviewed and returned after final inspection, with Contracting Officer’s Representative’s comments. Revise content of all document sets as required prior to final submission.

F. Submit three sets of revised final volumes, within 10 days after final inspection.

1.10 WARRANTIES

A. Provide duplicate notarized copies.

B. Execute and assemble transferable warranty documents from Subcontractors, suppliers, and manufacturers.

C. Provide Table of Contents and assemble in three D side ring binder with durable plastic cover.

D. Prepare binder cover with printed title "WARRANTIES", and title of project.

E. Submit prior to final Application for Payment.

F. For items of Work delayed beyond date of Substantial Completion, provide updated submittal within 10 days after acceptance, listing date of acceptance as start of warranty period.

1.11 SPARE PARTS AND MAINTENANCE MATERIALS

A. Provide products, spare parts, maintenance and extra materials in quantities specified in individual specification sections.

B. Deliver to Project site and place in location as directed by Contracting Officer; obtain receipt prior to final payment.

PART 2 - PRODUCTS (Not Used)

PART 3 - EXECUTION (Not Used)

END OF SECTION 01700

CONTRACT CLOSEOUT

01700 - 1