DESIGN AND CONSTRUCTION STANDARDS
SPECIFICATION GUIDELINES 01 77 00
SECTION 01 77 00 - CLOSE OUT PROCEDURES
PREREQUISITES TO SUBSTANTIAL COMPLETION
Prior to requesting Architect’s/ Engineer’s inspection for certification of substantial completion (for either entire work
or portions thereof), complete the following and list known exceptions in request:
In progress payment request, coincident with or first following date claimed, show either 100 percent completion for
portion of work claimed as substantially complete, or list incomplete items, value of work not complete, and reasons
for being incomplete.
Supporting documentation for completion shall be included as indicated in these contract documents.
Specific warranties, workmanship/maintenance bonds, maintenance agreement, final certifications, and similar
documents shall be submitted.
Releases enabling Owner’s full and unrestricted use of the work and access to services and utilities, including
(where required) occupancy permits, operating certificates, and similar releases shall be obtained and submitted.
Record drawings, maintenance manuals, final project photographs, and similar final record information shall be
submitted.
Tools, spare parts, extra stocks of materials, and similar physical items shall be delivered to Owner.
Start up testing of systems shall be completed, and instruction of Owner’s operating/maintenance personnel shall be
completed.
Temporary facilities and services, as well as construction tools and facilities, mock ups, and similar elements shall be
discontinued, changed over, or removed from the project site.
Final cleanup requirement shall be completed, including touch up painting of marred surfaces.
PREREQUISITES TO FINAL ACCEPTANCE
Prior to requesting Architect’s/ Engineer’s final inspection for certification of final acceptance and final payment, as
required by General Conditions, Contractor shall complete the following and list known exceptions (if any) in request:
Final payment request shall be submitted with final releases and supporting documentation not previously submitted
and accepted. Certificates of insurance for products and completed operations shall be included where required.
Updated final statement and accounting for additional (final) changes to contract sum shall be submitted.
Certified copy of Architect’s/Engineer’s final punch list of itemized work to be completed or corrected shall be
submitted, stating that each item has been completed or otherwise resolved for acceptance, endorsed and dated by
Architect/Engineer.
Consent of surety shall be submitted.
Evidence of final and/or continuing insurance coverage complying with insurance requirements shall be revised and
submitted.
SUBSTANTIAL COMPLETION
Specific procedures regarding this are included in contracts used for design and construction. In general, when the
contractor determines that work is substantially complete, a final inspection is requested. Upon receipt of Contractor’s
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DESIGN AND CONSTRUCTION STANDARDS
SPECIFICATION GUIDELINES 01 77 00
request, Architect/Engineer will either proceed with inspection or advise Contractor of prerequisites not fulfilled.
Following initial inspection, Architect will either prepare certificate of substantial completion or advise Contractor of
work which must be performed prior to issuance of certificate. The inspection will be repeated when requested and
the Architect is assured that work has been substantially completed. Results of completed inspection will form initial
punch list for final acceptance.
The certificate of substantial completion is issued by the designer and is to be signed by the designer, contractor and
the University Project Manager. The date that the certificate of substantial completion is issued is also the date that
the warranty starts. Issuance of a certificate of substantial completion requires that a final punch list has been
prepared. Punch list prepared by university personnel may either be incorporated in the designer’s punch list or
tracked separately.
OPERATIONAL AND MAINTENANCE MANUALS
O&M Manuals are prepared by the General Contractor and Subcontractors. These are to be reviewed by the
designers, commissioning consultant, and University Project Manager. The Contractor is to provide three (3)
complete sets. Approved copies of the O&M Manuals are to be kept in the Engineering Design and Construction
archive, Central Utilities, and Maintenance Department.
Provide commercial quality, 8 ½” x 11” three ring binders with durable plastic covers. Identify project and type of data
on face and side of binder. Do not overload binders. Include hard front and rear pages. There shall be dividers with
permanently marked tabs separating each section and sub-section. Tab labels should not be hand written. If multiple
binders are required, identify as consecutively numbered volumes, identifying original documents as set number one.
Provide information required by Occupancy approval Checklist included as an attachment to the Contract organized
as outlined below. Include related documents under the heading to which each is most closely related.
RECORD DOCUMENT SUBMITTALS
Specific requirements for record documents are indicated in individual sections of these specifications. Other
requirements are indicated in General Conditions. General submittal requirements are indicated in Submittals
sections. Do not use record documents for construction purposes; protect from deterioration and loss in a secure, fire
resistive location; provide access to record documents for Architect’s/Engineer’s reference during normal working
hours.
RECORD DRAWINGS
A white print set (black line) of contract drawings and shop drawings shall be maintained in clean, undamaged
condition, with mark up of actual installations which vary substantially from the work as originally shown. Whichever
drawing is most capable of showing field condition fully and accurately shall be marked; however, where shop
drawings are used for mark up, a cross reference shall be recorded at corresponding location on working drawings.
Drawings shall be marked with red erasable pencil and, where feasible, use other colors to distinguish between
variations in separate categories of work. New information shall be marked which is recognized to be of importance to
Owner but was for some reason not shown on either contract drawings or shop drawings. Particular attention shall be
given to concealed work that would be difficult to measure and record at a later date. Note related change order
numbers where applicable. Record drawing sheets shall be organized into manageable sets, bound with durable
paper cover sheets, and printed with suitable titles, dates, and other identification on cover of each set.
RECORD SPECIFICATIONS
One copy of specifications shall be maintained, including addenda, change orders, and similar modifications issued in
printed form during construction, and variations (of substance) in actual work shall be marked in comparison with text
of specifications and modifications as issued. Particular attention shall be given to substitutions, selection of options,
and similar information on work where it is concealed or cannot otherwise be readily discerned at a later date by
direct observation. Related record drawing information and product data shall be noted, where applicable. Upon
completion of markup, drawings shall be submitted to Architect/ Engineer for Owner’s records.
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DESIGN AND CONSTRUCTION STANDARDS
SPECIFICATION GUIDELINES 01 77 00
RECORD PRODUCT DATA
One copy of each product data submittal shall be maintained, and significant variations in actual work in comparison
with submitted information shall be marked. Both variations in product as delivered to site and variations from
manufacturer’s instructions shall be included as well as recommendations for installation. Particular attention shall be
given to concealed products and portions of the work which cannot otherwise be readily discerned at a later date by
direct observation. Related change orders and markup of record drawings and specifications shall be noted. Upon
completion of markup, complete set shall be submitted to Architect/Engineer for Owner’s records.
RECORD SAMPLE SUBMITTAL
Immediately prior to date of substantial completion, Architect/Engineer (and including Owner’s personnel where
desired) will meet with Contractor at site and will determine which (if any) of submitted samples maintained by
Contractor during progress of the work are to be transmitted to Owner for record purposes. Contractor shall comply
with Architect’s/Engineer’s instructions for packaging, identification marking, and delivery to Owner’s sample storage
space.
MISCELLANOUS RECORD SUBMITTAL
Refer to other sections of these specifications for requirements of miscellaneous record keeping and submittals in
connection with actual performance of the work. Immediately prior to date of substantial completion, miscellaneous
records shall be completed and placed in good order, properly identified and bound or filed, and ready for continued
use and reference. They shall be submitted to Architect/Engineer for Owner’s records.
WARRANTIES AND BONDS
Specified warranties and bonds shall be compiled, reviewed to verify compliance with contract documents, and
submitted to Architect for his review and transmittal to the Owner.
SUBMITTAL REQUIREMENTS
Two original, signed copies of warranties, bonds, and service and maintenance contracts, executed by each of the
respective manufacturers, suppliers, and subcontractors as required in the specific sections of the specifications,
shall be assembled. Table of Contents shall be neatly typed in an orderly sequence. Complete information for each
item shall be provided.
• Product or work item
• Firm, with name of principal, address, and telephone number
• Scope
• Date of beginning of warranty, bond, or service and maintenance contract will commence upon date of
substantial completion as established by the Architect, unless otherwise agreed to in writing.
• Duration of warranty, bond, or service maintenance contract
• Information for Owner’s personnel that will be provided
• Proper procedure in case of failure
• Instances which might affect the validity of warranty or bond
• Contractor, name of responsible principal, address, and telephone number
• Form of Submittals: Prepare in duplicate packets and in the following format:
• Size 8 1/2 inch by 11 inch; punch sheets for 3-ring binder
• Cover: Each packet shall be identified with typed or printed title “Warranties and Bonds.” List the title of
project and name of the contractor.
• Binders: Commercial quality, 3-ring, with durable and washable plastic covers
• Time of Submittals:
• For equipment or component parts of equipment put into service during the progress of construction,
documents shall be submitted within ten days after inspection and acceptance. Otherwise,
submittals shall be made within ten days after the date of substantial completion, prior to final
request for payment.
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DESIGN AND CONSTRUCTION STANDARDS
SPECIFICATION GUIDELINES 01 77 00
PRE-OCCUPANCY INSPECTION
The Architect and all professional consultants retained by the Architect shall accompany the Owner's Representative
on a punch list inspection walk thru prior to occupancy. This should take place after the Owner has had an adequate
opportunity to detect any defective conditions. University personnel that would be included on the punch list meeting
would include:
University Project Manager
Director of Safety and Environmental Compliance
Superintendent of Utilities
Superintendent of Electrical Distribution Services
PUNCH LIST
CONSTRUCTION CLOSE OUT
Construction Project Close-out requires completion of the University Occupancy Approval checklist. This is a
comprehensive document that covers all of the areas where documentation is needed before an area or building is
turned over from ED and C to Facilities Management. Completion of this document requires the participation of the
designers, contractor, commissioning consultant, project manager, and Facilities Management personnel. The Project
Manager must approve the completed checklist.
PEST CONTROL
Engage an experienced exterminator to make a final inspection of project, and to rid project of rodents, insects, and
other pests.
END OF WARRANTY INSPECTION
An End of Warranty Inspection will be scheduled and conducted at the project site prior to one year from date of
Substantial Completion but as close to the end of that year as reasonably possible. Warranty Inspection will be
attended by at least one representative each of Owner, Architect, and Contractor. Warranty Inspection is intended to
be an opportunity for Contractor to become aware of any outstanding corrections needed pursuant to the basic firstyear warranty of Work.
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DESIGN AND CONSTRUCTION STANDARDS
SPECIFICATION GUIDELINES 01 77 00
REMOVAL OF PROTECTION
Except as otherwise indicated or requested by the Architect/Engineer, temporary protection devices and facilities
which were installed during course of the work to protect previously completed work during remainder of construction
period shall be removed.
COMPLIANCE
The Contractor shall comply with safety standards and governing regulations for cleaning operations. The Contractor
shall not burn waste materials at site, nor bury debris or excess materials on Owner’s property, nor discharge volatile
or other harmful or dangerous materials into drainage systems. The Contractor must remove waste materials from
site and dispose of them in a lawful manner.
CERTIFICATES OF OCCUPANCY
The contractor will provide the owner with all local and state certificates for assuming occupancy of the building.
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