PROJECT CLOSEOUT MODULE 11

Objectives Establish procedures for effective/smooth project close-out As-built plans Project payment Certifications Report writing Discuss how CM pro-activeness pays off.

Close-out - Why done? Capture what was built (as-built/record drawings) Record of what or was not built – benefit to future work Track changes in contract (plans and contract) Changes of payment Certify use of funds (often federal funds)

Close-out - Who is responsible? Owner CM – Paperwork Change Orders – contract law Invoicing/reimbursement requests to Caltrans/Funding sources Contractor – As-builts - per contract, often an item, sometimes incidental (penalty/incentive)

Close-out - Who is responsible? Best practice CM Team does this together CM Team may check contractor / add additional info Shared responsibility Ultimately duty of the RE/CM Team

CM Team Pro-activeness Look ahead in the schedule/planning purposes Beneficial to review contract documents ahead of time Plan/organize – files, checklists, follow procedures

Construction Management/Inspection What Inspector does: Observer of Field Work Documenting Project Activities Red-line plan sheets What CM does: Documents changes Field modifications/CCO changes Checks contractor info Regular basis Estimate processing

As-builts Some agencies have as-built standards Caltrans VDOT Others

As-builts Some agencies have as-built standards (Caltrans) Checklists

Caltrans The R.E., who is in responsible charge of the project, is the most qualified individual to note any field changes that may have occurred (called “redline corrections”) during the construction of the project. … …this includes projects on the SHS administered by a local agency

Caltrans The Inspector is also encouraged to document all changes… to grade, drainage, inverts, outfall grades, Pavement, pavement structure other ‘as-built” items, including, right-of-way/easement changes. The “as-built” plans should also show overrun and under run item locations.

Caltrans Appropriate ‘AS-BUILT’ rubber-stamping of each sheet Revised drawings that are issued during the course of the construction Length for hot mix asphalt dike Slightly shifting the location of a drainage inlet to avoid an underground pipe

As-builts Checklists – VDOT Bridge …..red pencil include: Date and name of person posting the as-built drawings Actual Quantities Note quantity adjustments Never erase or obliterate original plan, line thru and mark above Show all “bridge” CHANGE ORDERS near the quantity table with description All deviations from proposed plan Technical Line thru “PROPOSED” and mark “AS-BUILT” on the front sheet title block Line thru “ESTIMATED” and mark “ACTUAL” on the quantity table title Avg. deck thickness, pile lengths, footing depths, changes to stem/column lengths Type of foundation material if different from plan, weight of stay-in-place deck forms

Fairfax Co. Virginia

Team Pro-activeness Record as you go, don’t’ wait Record change orders as they are executed/built Helps you not to forget Success

Example Sanitary work Crossing under storm drain

15” Sewer

MH MH

SD vs SS Example

Lesson learned Grades were wrong Designer did not pothole utilities Designer used incorrect as-builts

Project Payment/Certification Caltrans LAPM - Chapter 17 Project Completion Cover Letter and Federal Report of Expenditures Checklist Final Inspection Form Final Invoice –...must agree with the Final Detail Estimate

Project Payment/Certification Caltrans LAPM – Chapter 17 Project Complete Change Order Summary Materials Certificate Final Payment As soon as practicable after all required Work is completed in accordance with Contract Documents, including punchlist, testing, record documents and Contractor maintenance after Final Acceptance, Contractor shall submit its Application for Final Payment

Reporting Staff reports City council Funding sources Notice of completion day window Disputes prime/sub (Mechanics Liens) Release of retention Warrantees Bonds (transfer from construction to maintenance)

Reporting Warrantee 9.07 Correction Period And Project Warranty Period: If within one year after the date of Final Acceptance, or such longer period of time as may be prescribed by laws, regulations or by the terms of Contract Documents or any extended warranty or guaranty

Reporting FINAL COMPLETION A. Requirements 1. Final Completion occurs when Work meets requirements for Owner’s Final Acceptance Release of Claims. Contract Documents will not be closed out and final payment will not be due or made until Document (Agreement and Release of Claims) is completed and executed by Contractor and Owner.

Reporting Reports to Council Summary to management Summaries to funding stakeholders

Summary Procedures for effective/smooth project close-out As-built plans Project payments/Certification Reporting