Koester Expectations: Project Closeout

Department: Office Ops

Topic: Closeout

Process: Koester Expectations: Project Closeout

Objective

Gain understanding of Koester expectations for project closeout processes.

Background

A well-organized, timely project closeout is crucial to the success & overall impression of a project. Owners remember what happened at the end of a project, regardless of how smoothly the project went. Closeouts that are not organized or drag out leave lasting impressions and create unnecessary, preventable cost and headache.

Things to Consider

A good project closeout begins at project startup. Project teams should begin planning to collect, complete, and deliver closeout documents at the very beginning of the project by referencing contract specifications, understanding what’s needed from each subcontractor, and utilizing Koester’s standard file structure to organize documents. Consistent filing of project documents such as inspections, reports, pay application documents, etc. facilitates a smoother closeout experience. Some required documents cannot be collected until the end of a project.

Prerequisites

Certificate of Occupancy – Final Inspections Checklist

Punch List

Warranty Packet

Steps

1.       Substantial Completion - Complete the AIA G-704 Certificate of Substantial Completion. Coordinate with the owner &/or design team as required until fully executed.

2.       Transfer of Utilities and Facilities - Contact the owner to have all utilities (water, gas, electricity) transferred to their organization & billing point of contact. Aim to make the change effective within a few days of receiving the Certificate of Occupancy.

i)        Provide a comprehensive list of utility companies & points of contact to the owner as part of this request.

ii)       Contact the utility companies to notify them of the transfer & request stop service.

3.       Final Payments and Release of Retainage – The retainage pay application can be submitted once the C of O is received and all punch list items have been completed OR as agreed upon with the owner.

4.       Close the Project in Procore

ii)       Under Project Tools à Change Orders: Verify all PCCO’s & CCO’s are approved, executed, and synced with ERP.

iii)     Under Project Tools à Change Events: Ensure ROM column total is zeroed out. Adjust individual Change Event line items as required to accomplish this.

iv)     Under Project Tools à Budget: Ensure Committed Costs column matches AP Commitment Costs Detail column. Collect final invoices &/or finalize CO’s as needed.

v)       Under Project Tools à Admin:

1.       Set Stage to Warranty.

2.       Set Project Status to Inactive.

3.       Set Warranty Start Date & Warranty End Date (typically 1-year from C of O).

5.       Submission of Closeout Documents –

i)        Electronic File (Default) – Deliver electronically via Procore link to Close-Out folder.

ii)       Physical File (Upon Request) – Provide heavy paper dividers with plastic-covered tabs for each separate division or section. Identify each binder on the front and spine with the typed or printed title. Include an index and a cover sheet.

Closeout Documents:

1.       Contact List – PDF Procore Project Directory. Include only the primary point of contact for each organization that the owner may need to contact in the future. This should include all major subcontractors and suppliers in addition to the Koester project team at a minimum.

2.       Warranty Documentation

a.       Warranty Packet. See Warranty SOP.

b.       Materials: Extended Warranty Submittals

c.       1-Year Material & Workmanship from subcontractors

3.       As-built Drawings

a.       Redline Drawings: Updated throughout the course of construction to include Addenda, ASI’s, RFI’s, known plan changes or deviations.

b.       MEPF As-built Drawings from subcontractors documenting placement of rough-ins.

c.       Civil As-built Survey (if required).

4.       Operation & Maintenance Manuals – PDF copies organized by spec section

5.       Testing and Inspection Completion Reports

a.       Certificate of Occupancy

b.       G-704 Certificate of Substantial Completion (see above)

c.       All Special Inspections Reports

d.       Energy Consultants / TAB / Commissioning Reports

e.       SWPPP Reports

f.        Notice of Discontinuation (NOD) - File for Notice of Discontinuation of SWPPP / NPDES Permit with DNR or owner/civil if permit is by others once site reaches 70% establishment. See project specific NPDES permit for instructions.

6.       Submittals – PDF copies of all submittals organized by spec section

7.       RFI’s – PDF copies of each RFI on the project in chronological order

5.       Post-Closeout

a.       Closeout Meeting (Within 1 Month of Job Completion)

b.       Warranty Work – See Warranty SOP

c.       Notify Marketing for Photos

d.       Notify Business Development for Owner Survey

See Also

SOP - Warranty

Koester Expectations: Prepunch and Completion Lists

Koester Expectations: Punch List

Koester Expectations: As Builts