Commissioning and Close-Out
Commissioning
Commissioning
Responsibility: PM
Building commissioning (Cx) is the process of verifying, in new construction and renovation projects, that the subsystems for mechanical (HVAC), plumbing, electrical, fire/life safety, building envelopes, interior systems (example laboratory units), lighting, controls, and building security are working properly and will achieve the owner's project requirements as intended by the building owner and as designed by the building architects and engineers.
Some projects have a formal Cx process with a 3rd party Commissioning Agent that is hired to oversee the Cx process.
Close-out
Close-out Plan
Responsibility: PM | Software Application: Word
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".
Close-out Documents
Responsibility: PE | Software: Bluebeam
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)
Operation & Maintenance Manuals
Granger's Standard 1-year Warranty
This form is to be completed by all trade contractors. This form can be generated from Viewpoint using GCC Standard Warranty Form report (in PM Reports Folder).
Responsibility: PE/PM | Software Application: Viewpoint
Specialty/Manufacturer's Warranty
Owner Training Documentation
Attic Stock/Extra Materials
Final Inspection Certificates/Stickers (from municipality agencies)
Affidavits (Fire Marshal)
Best Practice
Responsibility: PE/PM | Software Application: Word
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 in to the project files for record.
Best Practice
Responsibility: PE/PM | Software Application: Excel
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.
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.
Punch List
Punch List
Responsibility: PE/PM | Software Application: PlanGrid
A list of deficiencies on the project that need to be corrected before final payment can be received. PlanGrid 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.
Best Practice
Trade Contractors should do a preliminary punch list of their own 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.
Final Inspections/Certificate of Occupancy
Responsibility: Superintendent/PM
Final Inspections/Permits
Plan your final inspections well in advance with your local inspector to ensure that final approval is received prior to your final review Occupancy
Certificate of Occupancy
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. Final Inspections/Approvals are required prior to the site visit by the Fire Marshal for review for Occupancy. You will also need to provide the required supporting documentation to the inspector, such as affidavits, load/lighting calculations, TAB validation reports, etc.
Best Practice
Responsibility: PM
You should review the requirements for Inspections/Reviews (and the respective jurisdictions) with the Owner when you draft your Close-out Plan at the start of the project.
Best Practice
Responsibility: PM | Software Application: MS Project
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.
Substantial Completion
Substantial Completion Form
Responsibility: PM | Software Application: AIA doc
This form is typically an AIA form that the A/E prepares and includes the Substantial Completion Date and a list of incomplete items (punch list). It is important to get a signed/executed Substantial Completion Form and submit the signed original to your Project Accountant to go in the permanent financial records for the project.
If your A/E does not prepare an AIA Substantial Completion Form, there is a Granger Certificate of Substantial Completion form that can be used.
Note: The Substantial Completion Date is the start of the Warranty Period.
Project Completion Form
Responsibility: PM | Software Application: Project Initiation/Completion App
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 MARCOM at the end of your project. Once you submit this form, it automatically gets sent to MARCOM for their use.
Best Practice
Responsibility: PM
You can begin filling out portions of this form during the Construction Phase, while the information is fresh in your mind.
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.
Subcontractor Performance Evaluation Form
Responsibility: PM
This form only needs to be completed for subcontractors that you were NOT satisfied with, and had challenges with on your project. The completed form should be saved with the project files and be submitted to the Controller.
Update/Complete Project Cost Model with Pre-Construction
Responsibility: PM
The final project cost information should be shared with Pre-Construction 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 Director of Finance. If the Owner is carrying the builders' risk policy, send a letter notifying them that the they should cancel the builders' risk policy and put the property on their property insurance policy.
Final Close-out
Best Practice
Responsibility: PM
Resolve all financial matters as they occur with a trade contractor - including claims, backcharges, 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 | Software Application: Viewpoint
Subcontract Financial Reconciliation
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 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.
Demobilize
Record/Document Retention
Responsibility: PM/SPM | Software Application: Word
All project teams need to follow Granger's Document Retention Policy, which can be found in referenced the Records Management Procedure.
The Documentation Retention Schedule defines the retention period for all product documents
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.