Overview
The Close-Out of a project is required to give both the City and Contractor documentation that the project was built or constructed in accordance with the contract requirements.
Contract Documents
Review all contract requirements for project completion. This includes the Final Change Order including any adjusted quantities, Final Pay Request which reflects all Change Order items and status of all submittals.
The construction Project Manager (CPM) is responsible for several close-out sequence documents including:
1.) Substantial Completion Letter
2.) Completed Certified Payrolls
3.) Certification of Project Acceptance Letter
5.) Completion of any Final Permit reports, Land Disturbance Permit
6.) Final Change Order (typical Change Order form),
7.) Final Pay Request and attachment listed below (typical Pay Request form),
8.) Any documents required regarding federal funding through MoDOT.
Submittals
Review the submittal requirements for completion. The list of submittals varies depending on type of project and may include: material certifications, material test reports, and any operation and instructions manuals. The Final Pay Request must be accompanied by:
1.) All warranties/ guaranties,
2.) Notarized original Consent of Surety,
3.) Notarized original Certificate of Release of Claims (Waiver of Claims) from the Contractor and all Sub-contractors , contract
Section 920 and
4.) Notarized original Affidavit of Compliance with Prevailing Wage Laws from the Contractor and all Sub-contractors, PW-4(04-11) AI. (The original Consent of Surety and a copy of each Certificate of Release of Claims and Affidavit of Compliance with Prevailing Wage Laws must accompany the Final Pay Request to the city Finance Department for processing.)
5) Complete final measured quantities as soon as the contractor has their work on an item completed. These computations should be in a field book or recorded in the project computer folder for final measurements. The final change can not be completed until the CPM has the final measurements.
Close-Out by City Construction Project Manager (CPM) – The following items need to be created by the CPM; Substantial Completion Form, Final Change Order, Final pay application to contractor, As-Built Plans, Certification of project acceptance letter to contractor and City Personal, Final Project Report and Final Permit Reports.
Additional forms and reports are required for Federal or MoDOT financed projects.
Field Observations
On a Capital Improvement Project (CIP) substantial completion with an initial ‘punchlist’ must be established. a Final ‘Inspection’ (walk-thru) is then conducted with any of several interested parties to include, at a minimum, a contractor’s representative, a city representatives (usually the assigned inspector) and the owner’s Construction Project Manager, a designer’s representative and a city operations representative. Other interested parties may include, depending on project financing sources: LS Water Utilities, MoDOT representative, LS Parks & Recreation Dept, etc. as appropriate.
Documentation
Final record drawing (as-builts) shall be received from the contractor and PW Inspector as document of what was constructed and forwarded by the Construction Project Manager to the designer (either consultant of city staff) for generation of the record information for future reference. Documents must be prepared for storage (archived) and stored as appropriate through the ‘audit period’ for each project until released for final storage in then contract secure storage facility.
Place all hard copies of Close-Out documentation and reports in project file for storage.