Responsibility: PM
Review the referenced Close-out Checklist with your Owner and A/E to determine what will be required for a successful close-out. This checklist should be reviewed at the Customer Kickoff Meeting so you can "begin with the end in mind".
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Responsibility: PE
Review the referenced Close-out Checklist with your Owner and A/E to determine what will be required for a successful close-out. This checklist should be reviewed at the Customer Kickoff Meeting so you can "begin with the end in mind".
As-builts / Record Set of drawings (include a Drawing Log in the Close-out Manual; turn over a pdf of record drawings separate from the manual). Granger standard CO016FR Close-out Manual Template is available and editable (linked below).
Operation & Maintenance Manual
Responsibility: PE / PM
Granger's Standard 1-year Warranty
This form is to be completed by all trade contractors. This form can be generated by using the document CO011FR GCC Standard Warranty Form located in the GPS folder.
Specialty/Manufacturer's Warranty
Owner Training Documentation
Attic Stock/Extra Materials
Final Inspection Certificates/Stickers (from municipality agencies)
Affidavits (Fire Marshal)
Best Practice
Use a detailed transmittal to list all of the documents being turned over to the Owner, with a signature field. Keep a copy of the signed transmittal and scan it into the project files for record.
Responsibility: PE / PM
Best Practice
Close-out documents should be tracked in your Submittal Log and collect relevant close-out documentation such as O&M manuals, as soon as you receive approved submittals for that equipment/material.
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Responsibility: PE / PM
Granger's RIGHTfinish Program
Responsibility: PM
Granger's RIGHTfinish Program is a natural extension of Granger’s RIGHTstart Program. The program, which usually takes place two to three months prior to project completion, allows us to “take the pulse” regarding what’s needed to successfully deliver the project during its final Close-Out period; while providing us the opportunity to learn what the Team did well and what we can improve upon in the future. The Program also enables Team members to identify, discuss and propose approaches to mitigating potential issues that could result in not meeting the Owner’s completion/delivery expectations. Following a process like RIGHTstart, RIGHTfinish is led by a facilitator who takes notes to share with all participants highlighting the team’s consensus of elements critical to success. While RIGHTfinish was originally created to affirm what needs to be done to turn over a successful project, it also serves as a powerful exercise to evaluate ways we can improve our services in the future.
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A list of deficiencies on the project that need to be corrected before final payment can be received. Procore Punchlist issues should be used for creating, assigning, and tracking Punch List Items. The punch list is created before the owner move-in, during a joint walk through with the Owner, A/E, and Granger.
Responsibility: PE / PM
Best Practice
Trade Contractors should do a preliminary punch list of their own, also called an incomplete work list, prior to the walkthrough with the Owner and A/E. This will reduce the overall number of punch list items, working toward Granger's goal of ZERO Punch List.
Punch lists should be done as often as required for phased projects, to ensure the open issues are being corrected before areas of the project are turned over/completed. Try to get all parties to use the same consolidated punchlist and eliminate multiple ones.
Responsibility: PE / PM
Final Inspection / Permits
Responsibility: Superintendent
Plan your final inspections well in advance with your local inspector and your trade contractors to ensure that final approval is received for all permits prior to your final review for Occupancy. Ensure all permits are tracked on the QC007FR permit log maintained by Granger.
Substantial Completion / Final Completion
Responsibility: Superintendent / PM
Certificate of Occupancy is required prior to owner move-in. Coordinate with the authority having jurisdiction to confirm permit/inspection requirements are clearly defined, so they can be appropriately scheduled and all fees are paid in full. Individual inspections by discipline must be completed prior to the final inspection(s) by the Fire Marshal and Building Inspector.
The Fire Marshal, Building Inspector, and/or Department of Public Health, will review your project site to ensure that it is safe for occupancy prior to move-in. You may also need to provide the required supporting documentation to the inspector, such as affidavits, load/lighting calculations, TAB validation reports, etc.
Best Practice
You should review the requirements for Inspections/Reviews (and the respective jurisdictions) with the Owner and AHJ when you draft your Close-out Plan at the start of the project.
Responsibility: PM
Best Practice
Your Project Schedule should include milestone dates for all required Inspections and Fire Marshal walk throughs. These are typically required at 50% project completion and again at the end of the project, prior to issuance of Certificate of Occupancy.
Responsibility: PM
Responsibility: PM
As part of Granger’s standard close-out & turnover process, all close-out documents are to be collected and reviewed from all subcontractors. Granger has a standardized template for use in coordinating & organizing documents and this should be used for all projects. It can and should be modified to fit your specific owner. All close-out documents are to be transmitted to the owner and the submission documented. Confirm with your owner the quantities of each type of document and the correct media, ie hard copies, digital copies, etc.
Project Completion Form
Responsibility: PM
This form provides an overall project summary, including scope of work description, budget and schedule information, safety information, and project accomplishments, that is required by MarComm at the end of your project. Once you submit this form, it automatically gets sent to MarComm for their use.
Best Practice
You can begin filling out portions of this form during the Construction Phase, while the information is fresh in your mind.
Responsibility: PM
Final Project Photos
Responsibility: PM / MarComm
Final project photos should be taken after final cleaning and before the owner moves in. Contact MarComm a month from when you anticipate your project will be ready for project photos so they can plan accordingly. MarComm may be able to help if you plan to have any special events such as a Ribbon Cutting Ceremony or Grand Opening event. Contact Lorraine Ross in MarComm at lross@grangerconstruction.com.
Update / Complete Project Cost Model with Preconstruction
The final project cost information should be shared with Preconstruction so that they can update/create a Project Cost Model for your project.
Responsibility: PM
Cancel Builder's Risk Policy
If Granger is carrying the builders' risk policy you need to notify our insurance agency that the project is complete and the policy can be cancelled. If you have questions regarding this, contact the Controller and/or Chief Financial Officer. If the Owner is carrying the builders' risk policy, send a letter notifying them that they should cancel the builders' risk policy and put the property on their property insurance policy.
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Responsibility: PM
Best Practice
Resolve all financial matters as they occur with a trade contractor - including claims, back charges, and extra work. Do not wait until the end of the project to process change items and deal with claims. Disputes/claims should be dealt with as they arise, when they are fresh in everyone's mind.
Responsibility: PM
Subcontract Financial Reconciliation
Responsibility: PM
It is helpful to run the GCC Subcontractor Reconciliation Report in Viewpoint and send it to each trade contractor as they approach the completion of their scope of work. A trade contractor may finish their scope of work months prior to the project completion - this report can be run at any point in the construction project when a trade contractor has finished their scope of work. This process will finalize the changes with each subcontractor.
This report is a tool that can be used to identify and get agreement from the trade contractor (signature field on report), of all open/pending change items so you do not have surprise extras/claims at the end of job.
The final step to closing out subcontractors financially is to agree on the above report, and coordinate it with the payment information. Send each subcontractor the below CO012FR Final Reconciliation Letter and have them fill it out and return. For changes, confirm the filled out letter agrees with the above report and the information your PA has on file related to payments. This will then allow your PA to produce and send out the CO014FR Closeout Release Letter.
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Final Completion Form
Responsibility: PM
This form signifies the project is complete, and you can final bill the owner. The goal for completion of this form should be 30 days after Substantial Completion. Any work occurring on the project after this date is extra work and no longer incomplete work. It is important to get a signed/executed Final Completion Form and submit the signed original to your Project Accountant to go in the permanent financial records for the project.
There is a CO013FR Certificate of Final Completion form that can be used and is located in the GPS folder.
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Record / Document Retention
All project teams need to follow Granger's Document Retention Policy, which can be found referenced in the Records Management Procedure document linked below.
The Documentation Retention Schedule defines the retention period for all product document.
Responsibility: PM / SPM
Printer/IT Equipment: Contact IT Department a month prior to your anticipated demobilization date, to coordinate removal of all IT related equipment/devices from your site.
Temporary Utility Services: Utility services should be cancelled prior to demobilizing.
Permanent Utilities: Should be transferred to the Owner's name prior to demobilizing. It may be beneficial to capture the meter reading(s) prior to demobilizing.
Trailer/Equipment Removal: Contact the Granger Yard Manager and your trailer rental company a month prior to your anticipated demobilization date to coordinate equipment and trailer removal from your site.
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Warranty management is administered at the project level. One team member should be assigned as the point of contact for the owner during the warranty period to field any warranty claims and connect with the appropriate subcontractor to ensure the issues are addressed. The standard 1 year material & workmanship warranty period can either be handled direct by the owner to the appropriate subcontractors if the owners agree or administered by Granger. Any special or extended manufacturer warranties should be in the owner’s name and this the owner would be contacting the warranty provider directly. All warranties should be documented and turned over to the owner as part of the closeout documentation.
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