Project Delivery
MPP Project Closeout Guideline
Issued: January 15, 2013
CLOSEOUT REPORTING
Step 1: Needs Development
Date
Activity
 Work Request form received
 Work Request assigned
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Step 2: Scope Development
Date
Activity/
 Customer has been contacted
 Draft project scope developed
 PCB & PFA (or CRDM Request) prepared and
submitted to the customer
 PCB & PFA (or CRDM Request) signed by the
customer and provided to Business Services
 Funding has been transferred and/or committed with
PFA
 Work Request has been linked to p-number
NOTES:
Step 3: Selection of Design Team
Date
Activity:
CSA for Professional Services
 CSA Request sent to Contract Coordinator
 CSA Form received from Contract Coordinator
 Selection of CSA made
 Selection approved by Supervisor
 Pre-proposal meeting with the Project Manager held
RFQ for Professional Services
 The RFQ has been drafted and includes all
appropriate information including additional services
 The membership of the selection committee has
been established and members contacted
 All changes to RFQ incorporated from ED and OGC
 Bid package sent to Purchasing through Contract
Coordinators
 RFQ posted to ESBD Website
#________________________________________
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 Pre-submittal conference held
 The RFQ responses have received and validated by
Procurement
 RFQ responses posted to SharePoint
Project Delivery – MPP Project Closeout Guideline
1
Project Delivery
MPP Project Closeout Guideline
Issued: January 15, 2013
Step 3: Selection of Design Team
Date
Activity:
 Initial scoring is completed by the committee and
returned to purchasing
 The shortlist has been developed and approved by
the PM/ED & EVP (if interviews are not required, skip
to Step 4:Design)
 Evaluation criteria finalized
 Interviews have been scheduled and the firms notified
and provided evaluation criteria
 Interviews logistics finalized
 Interview agenda and questions finalized
 Selection Committee has submitted results to
Purchasing
 Selection made by PM & ED
Procurement of Design Services
 Fee proposal requested
 Fee proposal received and reviewed
 Contract package sent to CC
 Contract documents received from CC
 PM approval of contract documents
 Contract documents received for signature
 Contract signed by all levels
 NTP received and approved
 NTP signed
 Fully executed contract sent
 Chartering session conducted
NOTES:
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Step 4: Design
Date
Activity:
Programming/Program Verification
 Charter document created
 Charter documents endorsed by chartering
session participants and distributed to all parties
 Project schedule has been validated
 Budget from PCB or conceptual project budget
has been validated
 Review meeting(s) conducted and/or comments
received and consolidated
 PoR/program verification documents produced
in accordance with the scope of services
 Comments incorporated or responded to
 PoR/program verification deliverables approved
and project can proceed to next design phase
Project Delivery – MPP Project Closeout Guideline
2
Project Delivery
MPP Project Closeout Guideline
Issued: January 15, 2013
Step 4: Design
Date
Activity:
 Programming/program verification phase
payment requests reviewed and approved or
returned to vendor
 POR/Program Acceptance Letter prepared and
submitted
 Design kick off meeting and chartering
scheduled and agenda created
 Procedure for delivery and distribution of SD
deliverables determined
 SD documents distributed for review
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No
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Schematic Design
 Review meeting(s) conducted and/or comments
received and consolidated
 Comments incorporated and responded to in
writing
 Written comment responses distributed
 SD deliverables produced in accordance with
the scope of services
 SD deliverables approved and project can
proceed to next design phase
 Procedure for delivery and distribution of DD
deliverables determined
 DD documents distributed for review
Design Development
 Review meeting(s) conducted and/or comments
received and consolidated
 Comments incorporated and responded to in
writing
 Written comment responses distributed
 DD deliverables produced in accordance with
the scope of services
 DD deliverables approved and project can
proceed to next design phase
 DD phase payment requests reviewed and
approved
 Procedure for delivery and distribution of CD
deliverables determined
 CD documents distributed for review
Construction Documents
 Review meeting(s) conducted and/or comments
received and consolidated
 Comments incorporated and responded to in
writing
 Written comment responses distributed
Project Delivery – MPP Project Closeout Guideline
3
Project Delivery
MPP Project Closeout Guideline
Issued: January 15, 2013
Step 4: Design
Date
Activity:
 CD deliverables produced in accordance with
the scope of services
 CD deliverables approved and project can
proceed to next phase
 CD phase payment requests reviewed and
approved
 Design Acceptance Letter prepared and
submitted
 Cover Sheet Signature letters prepared and
submitted to appropriate parties
 Appropriate permits have been secured
 Pre-bid meeting date established and agenda
prepared
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NOTES:
Step 5: Procurement of Contractor
Date
Activity
 Pre-construction meeting has been scheduled
Step 6: Construction
Date:
Activity:
Construction Kick Off
 Project contacts and roles and responsibilities
have been identified
 Site safety and security plan has been
prepared
 Site logistics have been reviewed by
appropriate project and University parties
 Contractors Schedule of Values (SOV) has
been reviewed and approved
 The construction baseline schedule has been
reviewed and approved
 The submittal schedule has been reviewed and
approved
Review Deliverables
 The coordination drawing process has been
established and initiated
 Notice to Proceed has been issued and all
required permits to be obtained by the
contractor
 Job safety is being monitored and all unsafe
conditions are reviewed with the PM, A/E
and/or Contractors
Project Delivery – MPP Project Closeout Guideline
4
Project Delivery
MPP Project Closeout Guideline
Issued: January 15, 2013
Step 6: Construction
Date:
Activity:
 Identified and complied with the appropriate
inspection processes
 Monthly schedule updates are reviewed and
signed off
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No
N/A
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Manage Deliverables
 Attend monthly/weekly Project meetings
 Verify that work is being performed per contract
documents, applicable codes, guideline, and
university Building Design Standards
 Verify that A/E or GC are addressing daily
responsibilities in a timely fashion in
accordance with contract documents
 Participate in project progress and coordination
meetings
 Coordinate special inspections and outages
between applicable university departments
 Coordinate owner-provided equipment
installation with project and contractors
 Review proposal request and availability of
funding before issuing change orders to
contractors
 Document monthly updates of as-built
drawings
 Review and distribute shop drawings and
submittals
 Monitor change order process and logs,
schedules, RFI logs, ASIs, and shop drawing
schedule
 Monitor A/E and GC contract requirements and
deliverables
 Perform site inspections and prepare field
reports as appropriate
 Monitor completion of punch list work
 Review contractor, Contractor and A/E monthly
pay applications
 Ensure that contractors are following user
special conditions/construction guidelines
 Conduct Customer Transition Meeting
 Identify work that does not conform to code or
documents and implement corrective measures
 Document inspections and special tests as
required based upon the nature of the work
 Initiate and monitor building commissioning
process, as applicable
 Review attic stock with Operations and other
stakeholders
Project Delivery – MPP Project Closeout Guideline
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Project Delivery
MPP Project Closeout Guideline
Issued: January 15, 2013
Step 6: Construction
Date:
Activity:
 Schedule pre-life safety inspections
 Substantial Completion Letter w/Punch list sent
to Contractor
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NOTES:
Step 7: Activation, Transition & Closeout
Date
Activation/Transition
Activity:
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Turnover plan and schedule finalized
Conduct Customer Transition Meeting
Punch list completed
Schedule and document O&M training of user
group maintenance staff
Final inspections completed
Final completion letter sent to Contractor
Conduct warranty walk-thru (again 11 months
later)
Notify Business Services that project
assessment and evaluations can be issued
Complete and return project assessment and
evaluations to Business Services
Verify all claims have been resolved and paid
Verify all construction contracts and purchase
orders have been paid in full
Verify all professional services amendments
have been completed
Verify A/E Contract Completion Checklist was
completed
Verify with Plant Operations Archivist that
Record Documents are readable
Verify all professional services contracts have
been paid in full
 Verify work has been completed by internal
departments (UIT, Key Control, Shops, etc.)
and billed in full
 Verify all project records have been filed
according to the FM Record Management
Guidelines
Project Delivery – MPP Project Closeout Guideline
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Project Delivery
MPP Project Closeout Guideline
Issued: January 15, 2013
Step 7: Activation, Transition & Closeout
Date
Activity:
 Verify that the project status in has been
updated to “Administrative Close Out” and
notified the Contracts Coordinator and Project
Accountant
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N/A
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 Space Reporting Form has been completed
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 Space Reporting Form submitted to Facilities
Information
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 Verify with Business Services that Work Order
has been closed
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Notes:
Was project delivered on
Choose an item.
schedule and within budget?
If answered “No”, please provide number of days ahead/beyond schedule and or budget variance +-, rationale.
Completed By:
Date:
*Submit original completed form to Project Accounting and copy Executive Director of Facilities
Management administration office.*
Project Delivery – MPP Project Closeout Guideline
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