Project Closeout Module 1 Construction Closeout Checklist August 5, 2005 1
OAR Challenge How to Close the Project (Drain the Swamp) And Protect District Assets from Contractors (Alligators) 2
Project Closeout DSA Certification School Opening Activities Financial Closeout Construction Contract Closeout 3
Agenda Overview Solution A Tool That Will Actually Help You Construction Closeout Checklist Review Questions/Answers/Suggestions 4
Overview - Construction Closeout Importance - Can Impact Funding State Funds Project/Program Budget Release Needed Funds Part of an OAR s Job & Responsibility Basis for Judging Team Performance 5
Overview -- LAUSD Program -- 243 Projects in the Program 48 Projects Now Reported Complete? Projects Complete a.?? Retention Released b.?? Outstanding Claims/Liabilities/Change Orders c.?? DSA Certified d.?? Excess Funds Released 195 New Construction Projects Remaining Major Effort Pending 6
Overview -- Current Guidelines -- Sources Defining Closeout Requirements Contract Documents 00 & 01 Spec Sections Technical Spec Sections ( 02 thru 16 ) FSD Policies & Procedures Chapter 14 (Construction Management) Construction Closeout (Section 14.21) Supplemental Guidelines/Checklists 7
Solution Identify & Summarize the Required Policies & Procedures Spec Sections Checklists/Forms Supplemental Information Sources Into a Single Package & Give It To OARs For Their Use Construction Closeout Checklist 8
Solution Checklist With 7 Sections A. Start of Construction (15) B. Start-Up (63) C. Substantial Completion (42) D. Final Completion (25) E. Evaluations (6) - Notes Sheet(s) - Source List for Supplemental Information/Packages 9
Checklist Format 10
Checklist Format 11
Checklist Format 12
Checklist Format 13
Checklist Format 14
Checklist Format Sections & Action Items 15
Checklist Format 16
Checklist Format 17
Checklist Format 18
A. Start of Construction (15) 19
B. Start Up (63) 20
B. Start Up (63) Schedule (-90)( Verify Project Is On-Schedule Yes Proceed With Listed Start-Up Activities No Adjust Schedule Notify Concerned/Impacted Parties - In Writing Of The Schedule Change Return at New -90 Day Date 21
B. Start Up (63) Coordination (-60)( Advise Concerned/Impacted Parties - In Writing Of Start-Up Activity Schedule & Dates Coordinate w/ M&O Regarding Timely Submittal of Maintenance & Operating Manuals Training Schedule Drawings & Specifications Receipt & Transfer of Spare Parts/ Attic Stock Witness & Certification Of Equipment/Systems Start-Up (Per Specs) 22
B. Start Up (63) Change Orders (-60)( Status Identification CDs COPs Time Extensions Negotiation Processing DSA Submittal 23
B. Start Up (63) Miscellaneous (-30)( Test & Balance Activities Reports 14-Day Building Purge Site Clean-Up Demobilization Commissioning 24
C. Substantial Completion (42) 25
C. Substantial Completion (42) Certificate of Substantial Completion Verify All RFCs/RFIs Answered Submittals Received Contract/Spec Requirements Completed Record Materials/Documents Received Warranty/Guarantee Documentation Received FINAL Punchlist Prepared & Ready Issue Contractor A Certificate of Substantial Completion, Final Punch List & Set Final Completion Date 26
C. Substantial Completion (42) Coordination Certificate of Final Completion Also Sent To: FCC Risk Management/OCIP Transfer of Utility Services Move-In/Occupancy Transition Relocatable Housing Deliveries/Installation 27
D. Final Completion (25) Contractor Complete Punchlist Items Submit Proof That All Fees/Bills/Obligations Have Been Paid Submit Waivers & Releases for All Work Subcontractors Contractor 28
D. Final Completion (25) IOR Final Inspection Identify Incomplete Work Verify That Contractor s Form 6 Has Been Sent To DSA 29
D. Final Completion (25) Final Payment/Retention Release Decide How Best To Complete Any Remaining Work & Implement Prepare Owner Assessment Summary Prepare & Submit -- Report of Completion and Recommendation of Acceptance 30
D. Final Completion (25) Final Releases Release Insurance/Bonds (Surety, Payment, Performance, Etc.) -- If Appropriate Release Unused/Uncommitted Construction-Related Funds 31
D. Final Completion (25) Architectural Services Receive Updated Drawings & Specifications & Contractor s As-Built ORIGINALS Complete & Process All A/E COs Close Construction Administration Contract Verify DSA Submittals Completed & Approved COs Form 6 Verify DSA Fees Paid 32
D. Final Completion (25) Files Prepare & Transfer Project Files to FCS Archives Transfer As-Built Drawings & Specifications to PVU (CDs & Originals) Copy & Transfer As-Built Drawings & Specifications to M&O (CDs) 33
E. Evaluations (6) Contractor Performance Evaluation (PnP 14.21.6.0) Contractor Safety Evaluation (PnP 14.21.6.0) Architect Performance Evaluation (PnP 8.2-Exhibit Q) Lessons Learned Review (TBD) 34
Support Information 1. Closeout Contact List 2. Closeout Contact Matrix 3. Standard Specifications Contract Deliverables Modules (Div 2-16) 4. ITD Checklist(s) 5. Relocatable Housing Instructions 6. Forms a. Insurance Coverage Notification b. Architect Evaluation 35
Implementation Introduction (Today) Additional Training Modules Anticipated Living Document Anticipated Completion December 04 Policy & Procedure Update (14.21) Suggestions/Recommendations Encouraged 36
Questions 37