CONSTRUCTION

S coping
Project Initiation

Programming

Design Developmen t
Schematic Design

Feasibilit y

Closeout

C ons t r u c t i o n D o c u m e n t s

Closeout
CLOSEOUT
S coping
Project Initiation

Programming
Feasibilit y

Design Developmen t
Schematic Design

Construction

C ons t r u c t i o n D o c u m e n t s

Objective
The objective of this final phase in project delivery is to facilitate and
coordinate occupancy and turnover of the facility to the client, as well
as transferring responsibility for maintaining the facility to Facilities
Scoping
Design D e v e l o p m
e n t or Final
Programming
Management.
Upon receipt
of a Certificate of Occupancy
(CO)
Schematic
Design
P r o je c t I n i t i a t Inspection
ion
Feasibilit
y
nstruction Documents
sign-off, the Project Manager will issue a TurnoverC oLetter
to Facilities Management and the client. This letter notifies FM and
the client that the building is ready for occupancy and that oversight
and responsibility for the facility has transferred from Capital Planning
and Project Management to FM and the client. In addition, the letter
indicates the start of the warranty period, and clearly states that upon
issuance of the letter, a transfer of maintenance responsibilities to the
S coping
Design
Developmen t
Programming
Construction
appropriate
University
departments has
occurred.
Project Initiation

Feasibilit y

Schematic Design

C ons t r u c t i o n D o c u m e n t s

The Project Closeout phase starts no less than thirty days prior to
Substantial Completion and terminates at the end of the warranty correction
period. While maintenance of the facility becomes the responsibility of
Facilities Management upon issuance of the Turnover Letter to FM, CPPM
retains responsibility for closing out project accounting and ensuring that
outstanding punch list items are completed, surplus materials, and a
keying plan are delivered to FM, and a final complete set of records is
provided to University Records for archiving.

Tasks
Construction

Closeout

Occupant Move-In/Furnishings and

Equipment
Space Decommissioning
Closeout
Contract Closeout
Post-Occupancy Debrief
Warranties/Correction Period
Document and File Management

Deliverables
Completed Project Closeout sheet
Completed Final Inspection checklist
Completed punch list and status report
provided to FM and client
Turnover Letter issued to FM and client
identifying outstanding punch list items
and line of authority for future maintenance
Final Certificate of Occupancy (posted in
building)
1-year warranty report provided to FM
Completed commissioning report provided
to clients facility coordinator and FM
Final keys and keying plan delivered to FM

Approvals
CPPM Management
Building Code Division
FM/Client

Project Delivery Model 117

 CONSTRUCTION
S coping
Project Initiation

Programming

Design Developmen t
Schematic Design

Feasibilit y

Closeout

C ons t r u c t i o n D o c u m e n t s

Closeout
CLOSEOUT
S coping
Project Initiation

Programming
Feasibilit y

Design Developmen t
Schematic Design

Construction

C ons t r u c t i o n D o c u m e n t s

Objective
The objective of this final phase in project delivery is to facilitate and
coordinate occupancy and turnover of the facility to the client, as well
as transferring responsibility for maintaining the facility to Facilities
Scoping
Design D e v e l o p m
e n t or Final
Programming
Management.
Upon receipt
of a Certificate of Occupancy
(CO)
Schematic
Design
P r o je c t I n i t i a t Inspection
ion
Feasibilit
y
nstruction Documents
sign-off, the Project Manager will issue a TurnoverC oLetter
to Facilities Management and the client. This letter notifies FM and
the client that the building is ready for occupancy and that oversight
and responsibility for the facility has transferred from Capital Planning
and Project Management to FM and the client. In addition, the letter
indicates the start of the warranty period, and clearly states that upon
issuance of the letter, a transfer of maintenance responsibilities to the
S coping
Design
Developmen t
Programming
Construction
appropriate
University
departments has
occurred.
Project Initiation

Feasibilit y

Schematic Design

C ons t r u c t i o n D o c u m e n t s

The Project Closeout phase starts no less than thirty days prior to
Substantial Completion and terminates at the end of the warranty correction
period. While maintenance of the facility becomes the responsibility of
Facilities Management upon issuance of the Turnover Letter to FM, CPPM
retains responsibility for closing out project accounting and ensuring that
outstanding punch list items are completed, surplus materials, and a
keying plan are delivered to FM, and a final complete set of records is
provided to University Records for archiving.

Tasks
Construction

Closeout

Occupant Move-In/Furnishings and

Equipment
Space Decommissioning
Closeout
Contract Closeout
Post-Occupancy Debrief
Warranties/Correction Period
Document and File Management

Deliverables
Completed Project Closeout sheet
Completed Final Inspection checklist
Completed punch list and status report
provided to FM and client
Turnover Letter issued to FM and client
identifying outstanding punch list items
and line of authority for future maintenance
Final Certificate of Occupancy (posted in
building)
1-year warranty report provided to FM
Completed commissioning report provided
to clients facility coordinator and FM
Final keys and keying plan delivered to FM

Approvals
CPPM Management
Building Code Division
FM/Client

Project Delivery Model 117

Closeout Phase Checklist

Occupant Move-In/Furnishings and Equipment
Task

Task Notes

Confirm that movers have been scheduled for client.

Confirm move-in schedule with occupants.
Review and confirm that any items requiring specialty
handling have been addressed.
Clear any security items that remain outstanding.
Coordinate FFE purchases (if required) and installation.

Space Decommissioning
Task

Task Notes

Review and coordinate items listed below for completion

with Office of Space Management (where applicable):
Project Manager must ensure that OSM accepts
responsibility for the space
Space decontamination
Clearance letter from DEHS

Contract Closeout (to be completed 2-6 months subsequent to occupancy)

Task
Obtain mechanics lien waivers, if necessary.
Determine expiration date of mechanics lien rights.
Within 30 days of contract closeout, notify Contractor and
Design Consultant.
Work with project accountant to closeout final project
expenses.
Approve and release final contractor payment.
Enter warranty information to Compass in order to track
contract warranty provisions.

118

Task Notes

Closeout Phase Checklist

Occupant Move-In/Furnishings and Equipment
Task

Task Notes

Confirm that movers have been scheduled for client.

Confirm move-in schedule with occupants.
Review and confirm that any items requiring specialty
handling have been addressed.
Clear any security items that remain outstanding.
Coordinate FFE purchases (if required) and installation.

Space Decommissioning
Task

Task Notes

Review and coordinate items listed below for completion

with Office of Space Management (where applicable):
Project Manager must ensure that OSM accepts
responsibility for the space
Space decontamination
Clearance letter from DEHS

Contract Closeout (to be completed 2-6 months subsequent to occupancy)

Task
Obtain mechanics lien waivers, if necessary.
Determine expiration date of mechanics lien rights.
Within 30 days of contract closeout, notify Contractor and
Design Consultant.
Work with project accountant to closeout final project
expenses.
Approve and release final contractor payment.
Enter warranty information to Compass in order to track
contract warranty provisions.

118

Task Notes

Closeout

Post- Occupancy Debrief

Task

Task Notes

Within a reasonable time subsequent to move-in, conduct

a post-occupancy review.
Subsequent to move-in, meet with client to assess whether
clients goals and expectations were met.
Request that client fill out CPPMs customer survey in order
to identify strengths and weaknesses on the project.
Summarize lessons learned from project for project file.
Meet with key Project Team members to review client
expectations and objectives that were not met. Discuss
what the team could have done differently in order to meet
these expectations.
Perform a 360 review with Project Team of teams
performance.

Warranties/Correction Period
Task

Task Notes

Provide substantial completion dates to FM.

Meet with FM to discuss the impact of issuing the
Turnover Letter.
Project Manager should review all warranty and maintenance
provisions with FM and explain the importance of entering
warranty information into Compass for purposes of
obtaining all warranted work due the University.
Invite FM and client to accompany CPPM Project Manager
and Design Consultant on the 11-month warranty walkthrough.

Project Delivery Model 119

Closeout Phase Checklist

Document and File Management
Task
Save final project e-files to Document Repository.
At a minimum, the final project files (electronic and/or
hard-copy) should include the following documents:
Programming Documents
100% Schematic Design Documents
100% Design Development Documents
100% Construction Documents
Permit Documents
Punch list Report
Temporary Certificates of Occupancy
Certificate of Occupancy
Certificate of Substantial Completion
Certificate of Final Completion
Turnover Letter to Client and FM
Project Meeting Minutes
Final Review Comments and Responses
O&M Manuals
Warranties
* Compass equipment forms
Equipment Commissioning Reports
Change Order Logs
Submittal Logs
Material Test Results
Third Party Inspections
Audit Reports
RFI Logs
As-Built Record Documents
Red Line Documents (Field Set)
All Payment Applications
Final Financial Closeout Documents

120

Task Notes

Closeout

Deliverables
Task

Task Notes

Completed Project Closeout sheet

Completed Final Inspection checklist
Completed punch list and status report provided to FM and
client.
Turnover letter issued to FM and client identifying
outstanding punch list items and line of authority for
future maintenance
Final Certificate of Occupancy (posted in building)
1-year warranty report provided to FM
Completed Commissioning report provided to clients
facility coordinator and FM
Final keys and keying plan delivered to FM

Approvals
Task

Task Notes

CPPM Management
Building Code Division
FM/Client

Project Delivery Model 121

Closeout

Warranty and Maintenance

Upon receipt of a Certificate of Occupancy (CO) or Final Inspection sign-off, the Project
Manager will issue a Turnover Letter to Facilities Management and the client, notifying
them that the building/and or project area is ready for occupancy and that responsibility
for the building will now transfer from Capital Planning and Project Management to FM
and the client. The Turnover Letter also serves as notification to FM that the warranty
period has begun and responsibility for maintaining the building is transferred to the
appropriate University departments. Copies of the Turnover Letter should be distributed
to the project team.
The Turnover Letter should include bullet points indicating the following items:
Issuance date for Certificate of Occupancy
Statement that upon issuance of the Turnover Letter, responsibility for the building
is transferred from CPPM to FM and the client
Statement that upon issuance of the Turnover Letter responsibility for maintenance
of the building will be transferred to the appropriate department(s) within the
University
Operations and Maintenance manuals have been delivered to Facilities
Management and the University departments responsible for maintaining the building
Cite Finalized Commissioning Plan completed in Construction Documents phase for
reference
Status of punch list and outstanding items on list
Client occupancy date

122

Closeout

Warranty tab in the O&M manual

Once a building has been turned over to the client, any issues that occur
with the building systems or equipment should first be reported to Facilities
Management for their assessment. If the issue is evaluated to be maintenance
related, Facilities Management personnel are responsible for resolving the
issue.
Where the issue appears to be one of equipment installation during construction or insufficient equipment performance, FM maintenance personnel should
first review the warranty records to determine whether the part is currently
under the manufacturers warranty. If this is a warranted part, it is Facilities
Managements responsibility to make the initial contact with the contractor or
appropriate subcontractors. The Project Manager from Capital Planning and
Project Management should only be contacted for assistance in those circumstances where Facilities Management has been unsuccessful after reasonable
efforts to compel the contractor or subcontractors to honor current warranty
provisions.

Project Delivery Model 123