Project Close Out

Objective:

The intent is to give a good idea of project close out requirements to ensure clean and successful project close out. The requirements might vary from Jurisdictions.

Project Close Out:

Are you only looking for a simple and quick guide for close out procedures? Take a look here: Project Close Out Process

In construction, project closeout is the final phase of a construction project, which includes all activities required to bring the project to completion and turn over the facility to the owner or operator. Project closeout is a critical component of the project management process and involves several activities that ensure the project is completed on time, within budget, and to the required quality standards.

The project closeout process typically includes the following activities:

• Punch list completion: The punch list is a list of items that need to be completed or corrected before the project can be considered complete. This typically includes minor finishing work, touch-ups, and other tasks that need to be completed.
• Commissioning: Commissioning is the process of testing and verifying that all systems and equipment are functioning correctly and meeting the design requirements.
• As-built drawings: As-built drawings are the final set of drawings that reflect the actual construction of the project. These drawings are used for future maintenance, repairs, and renovations.
• Final inspections and approvals: Final inspections and approvals are required to ensure that the project meets all building codes, regulations, and other requirements.
• Closeout documents: Closeout documents include all project documentation, such as warranties, operating manuals, maintenance and repair manuals, and training manuals. These documents are provided to the owner or operator for future reference.
• Project turnover: Project turnover is the process of turning over the completed facility to the owner or operator. This typically includes a final walkthrough and the transfer of all keys, access cards, and other items.

Close out Schedule

When project is close enough to the end, to help better tracking items, the project team can generate a close out schedule, which is a more extended version of the "xx weeks look ahead". This schedule should be seperated by Trades/Area/Phases, and as granular as logic allows. This schedule should be tracked and compared daily to ensure items are being completed or closed out as planned.

Deficiencies Management

It is a good idea to start thinking about how to manage the deficiencies. The project team should be start looking at options to make the process more managable (such as closing areas out, limiting access to finished space).

Currently, there are different options to punch the area out on drawings, mainly with BlueBeam Revu on iPad, some projects runs on Field Wire. Many applications can achieve the same result, some are stronger than others on certain aspect. Picture below is taken from a screen shot of BlueBeam Revu on iPad.

Deficiency management on Bluebeam iPad

C Schedules, Equipment Turn Over, Occupancy

CCDC and AI contracts/specifications has moved away from the old definition of "Substantial Completion", instead, those are now more being referred to "owner take over date" or "interim acceptance date". Be sure to understand the difference. Most cases now the occupancy is a requirement for contractors to claim holdback.

• To achieve Occupancy, refer to this process chart for guidelines. More and more jurisdictions have added requirements for "Building System Integration Testing", be sure to talk with your consultants and/or commissioning agents on this item.
• If you have elevators or escalators, be sure to check on how to get certificate for these devices. Depends on jurisdiction, the requirements will vary.
• If you have commercial kitchen elements, be sure to check with consultants on the kitchen requirements for C schedule releases.

As Built, O&M manual and Warranty

The preparation of O&M on major projects should be started 6 months prior to turn over. In some contracts, the O&M manual (including as built) and warranty letters are part of the requirements for holdback releases.

• Be sure to read the contract documents for the required format, binder material, As Built requirements (CAD?).
• Be sure to read through the contract documents for items requires warranty longer than 1 year.
• Be sure to read through the contract documents for required spare parts and turn over material.