CLOSING OUT A PROJECT

Presented by Mike Wilkinson, Nancy Phelps and Lisa Rose Guest appearance by Jane VanDerzee

 Project Close-Out at the Construction Site

(Mike Wilkinson)

Contract Close-Out & Final Payment

(Nancy Phelps)

Capital Project Account Closure

(Lisa Rose)

Archiving

(Jane VanDerzee)

Project Close-Out at the Construction Site

Assuring the contractors success Throughout the project it is important to build

a partnership with the contractor but it is absolutely vital at the end of the project as the contractor is your only avenue to success. work is still left to be done in the final weeks or months of a project so as a project manager it is our responsibility to guide them to their goal.

Contractors are often unaware of how much

 A strategy that can be useful is to walk

the superintendent room by room creating a completion list, this accomplishes two things, the first and most important is that it makes the contactor aware of just how much is left to complete, it also gives the Contractor a tool to manage his manpower and time.

Obtaining a Certificate of Occupancy-

The GC should manage this tasks but it is our

responsibility to stay involved and help in any way possible to reach the most important milestone in any project. projects several weeks before you plan on going for your CO or TCO inspection. with items such as exiting, sprinkler and fire alarm systems and fire stopping.

Invite the Building Inspector to tour your

Use your resources by engaging EH &S often

 Obtain all the necessary certificates

before the date of CO inspection such as, EH&S pre-occupancy inspection, sprinkler & fire alarm test, Electrical and plumbing inspections, backflow prevention certifications, elevator inspections etc.

Letter of Substantial Completion

Punch List Completion This can be one of the most difficult tasks of closing out a project, a customer can be extremely happy with the project team on the day they move in but if the punch list gets dragged out too long their happiness will turn to disappointment in a hurry. Project managers have several tools at their disposal to speed this process along:

Keep the customer informed of the progress of the Punch List Insist that the Superintendent be present whenever any punch
list work is being done. This costs the General Contractor money and inconvenience which in turn will assure you that they will want complete the punch list as quickly as possible.

 Assign a dollar value to the unacceptable or

incomplete work and do not pay for this work until it is acceptable, this will also encourage the Contractor to complete these items.

Set a realistic date for all items to be complete

and make the contractor aware that if the items are not complete by that date then you can enforce the contract provisions to complete the work within the parameters of the contract.

Commissioning and Training

Commissioning is an ongoing event
throughout the building of a project but is most important at the end of the project in assuring that all of the buildings systems are working as designed on the day you turn the building over to the customer. You should go back through all of your commissioning and test reports to make sure that all of the systems and components of the systems have been commissioned.

 It is very important to make sure that the

Building Manager, CU Shops and Maintenance Management group are correctly trained as well as walked through the entire building and shown every piece of equipment and how it operates, these are the professionals who will be maintaining the building for years to come.

Contract Close-Out & Final Payment

Final Release
General Conditions
Article 12.04
Submitted by the Contractor, each subcontractor and sub-subcontractor

Guarantee
General Conditions,
Article 14
Upon completion of the project, the Contractor shall submit to the Owner a guarantee for the project

Consent of Surety to Final Payment

General Conditions,
Article 12.04
If bonds have been required, the written Consent of the Surety to the payment of the balance due

Final Payment Approval What does my signature mean?

Project is complete and all close-out
documentation has been obtained in accordance with the Contract including:
As-Built Documents and Operating & Maintenance Manuals distribution to the proper parties Close-Out documentation transmission to CCPA Warranties and Guarantees

Verification that are no outstanding claims or

open items associated with the project

Capital Project Account Closure

Meet with Capital Project Accountants

Prior to submission of a written request to close a Capital Project, the
Review Capital Project Report Identify open Request for Facilities Services (Job Orders) and Tickets so Project Manager should request closure via email.

Project Manager is requested to schedule a Project Closure meeting with Capital Projects. At this meeting we will:

Review all Purchase Orders to make sure they are final billed and closed. Capital Projects will handle any issues. Review all Contracts to make sure they have final billed. Review PAR to see if there are any parking tax fees, mapping or space inventory fees to be charged to the project.

Shops Orders closed by Denise Liddington EH&S Orders closed by Sue Sears CCPA Orders closed by Capital Projects Tickets closed by Customer Service

 Project Manager should follow up with an

email to Capital Projects requesting account closure when they have

Verified that RFSs have been closed and final billed Contractors and Architects have been contacted to confirm that billings are complete

Capital Projects will respond to email advising

the Project Manager that
POs have been closed and final billed CCPA RFSs have been closed and final billed All parking tax fees, mapping and space inventory fees have been charged (if applicable)

Account Closure by CCPA

Final Reconciliation will take place. Final CP Report will be sent to Project Manager. Funding transaction will take place (if it hasnt already). Project account will be reimbursed and adjusted to zero balance and funding source (Department funding PAR) will be charged for project expenses. At the request of the funding source, this transaction may take place at the beginning, during or at the end of the project. Project account closure request issued to Division of Financial Affairs. Project account closed.

Archiving
What:
Record drawings

Owner/Engineer Agreement, pg 13 section 9 - Record Drawing Phase University Policy - Retention of University Records http://univco.cornell.edu/policy/RR.html Requirements, first item

Complete specifications

Owner/Engineer Agreement, Schedule G - Document Submittal

How:

What about all the rest of the project records?

For now:

Through the Facilities Information Group. Set funding aside in your project for archiving.

Take the 10 yr view on your files Assume a search through them will be by someone else.

??? QUESTIONS ???