PURPOSE
Contract Closeout is the completion of the contract and related inspection, correction and acceptance of the work. When a particular portion of the work has been completed, a series of activities, similar to those for Construction Completion (See Chapter 22), occurs to formally establish partial completion. Contract Closeout may involve a number of partial completions and eventually a final completion when all work is considered to have been performed in accordance with the contract documents and is accepted. The purpose of this procedure is to provide the Project Manager with a list of the steps and actions necessary for a Project Closeout, once construction is complete.
REFERENCES
N/A
RESPONSIBILITIES
Project Manager (PM): The PM is responsible for ensuring that the Project Closeout process is performed in a timely manner.
Construction Manager (CM): The CM is responsible for working with the Contractor, Bureau of Contract Administration (BCA), Project Manager (PM) and Project Engineer (PE) to ensure that Project Closeout is completed and that all items on the checklists are finished. The CM also verifies the Statement of Completion prepared by the Final Inspector.
Contractor: It is the responsibility of the Contractor to complete all contract work and to provide all final documentation, in a timely manner, following completion of construction. Failure to provide required information will delay acceptance of the contract by the Board of Public Works (BPW) and may delay release of all or part of the retention funds being withheld.
Final Inspector (FI): The FI, of the Bureau of Contract Administration, is responsible for preparing the Statement of Completion for all projects and the Statement of Partial Completion when applicable for a project.
Bureau of Contract Administration (BCA): BCA is responsible for working with the CM and the Contractor to ensure that the Project Closeout is done.
PROCEDURE
Project Closeout procedures are designed to enable the Contractor to receive any retention funds withheld during the construction phase within sixty (60) days of final Field Acceptance (FA) of the project, per Board of Public Works Policy and California Public Contracting Code Section 7107.
The Closeout Flowcharts and Checklists (See Attachments 25.1-1 thru 25.1-7) should aid in planning the closeout activities. The items listed may be used to prepare a contract-specific checklist. The final list should be reviewed to ensure that it is consistent with the contract requirements.
Statement of Partial Completion (SPC): In certain situations, the City may want to accept and begin to utilize specific equipment or areas of a project. In these instances, the Contractor and Inspector are informed so that they can schedule the work and appropriate inspections accordingly. A SPC is prepared by the FI when the project is partially completed, and the ownership of the completed areas or equipment is being transferred to the City. BCA’s FI, after visiting the site, will generate a punch list. The Contractor, Lead Inspector (LI), and the CM will agree to a date at which the Contractor shall complete the items identified in the punch list.
Statement of Completion (SC): A SC is prepared by the FI and verified by the CM when the entire project is completed and the City is accepting the entire facility. The FI, after visiting the facility, will generate a punch list that the CM, LI and the Contractor will agree to, and a completion date. Issuance of this statement triggers the start of the retention release process.
Retention Release, As-Builts & Acceptance: After verifying that the SC is issued, the CM will issue the Final Change Order (FCO) and the LI will prepare the final progress payment. The CM will verify that the BCA and its General Services Division (GS) have prepared estimated withholding, and that the retention is released to accounting. The Office of Accounting (OOA) releases the retention to the Contractor. BCA prepares the Acceptance Board Report and incorporates any Liquidated Damages and/or penalties. The CM and BCA will also complete Contractor Performance Evaluation Reports. The CM will verify that As-Builts are completed and processed. The Acceptance Board Report is reviewed and signed by the Bureau of Engineering and BCA. It is then forwarded to the BPW for approval.
Comments