Chapter 8 - Project Closeout
Project closeout is the final phase of a construction project, performed after physical construction has been completed. The project closeout process includes a combination of onsite and administrative tasks.
Construction Contract Closeout
A completed and thorough project closeout substantiates that the construction project has been performed according to the plans and specifications, all costs have been billed and paid, and all required records have been retained.
To ensure that all necessary steps have been taken and that all required files have been retained, the Construction Contract Coordinator and Construction Project Manager shall utilize the Project Closeout Checklists to track the completion of each item.
Refer to document: TEMPLATE – PROJECT CLOSEOUT CHECKLIST - CCC
Refer to document: TEMPLATE – PROJECT CLOSEOUT CHECKLIST – PROJECT MANAGER
Substantial Completion
Substantial completion is the time at which all work has progressed to the point where, in the opinion of the Construction Project Manager, all work is sufficiently complete, in accordance with the contract documents, so that all work can be used for the purposes for which it is intended. Substantial completion is defined in the Cedar Rapids General Supplemental Specifications to SUDAS Standard Specifications.
Refer to website: CEDAR RAPIDS GENERAL SUPPLEMENTAL SPECIFICATIONS TO SUDAS STANDARD SPECIFICATIONS, DIVISION 1, SECTION 1010, 1.03
Once the Contractor considers the work ready for its intended use (except for items specifically listed by Contractor as incomplete), the Contractor shall notify the Construction Project Manager in writing of work completion.
Punch List
When the Contractor informs the Construction Project Manager of substantial completion, the Construction Inspector may begin creating the punch list. The punch list is a document that lists all items that are not conforming to the contract specifications. Thorough inspection throughout the project can aide in the creation of a punch list. All contracted work must be inspected, and ensured that it was installed according to the specifications that the project follows.
Refer to document: SOP – PUNCH LIST
Final Walk Through
Following submittal of the punch list to the Contractor, the Construction Project Manager shall schedule a final walk through. Depending on the size and scope of the project, the final walkthrough shall consist of the Inspector, Contractor, Project Manager, and Consultant. During the final walk through, everyone present shall collectively make an inspection of the work to determine the status of completion. Work items that still require completion after walk through may be added to the punch list by the Inspector.
Final Pay Application
The Inspector shall thoroughly review and verify quantities prior to project close out. Once final quantities have been reviewed, the Inspector shall discuss these quantities with the Contractor and verify that the Contractor agrees with them. Following the determination of the final quantities, the final pay application and change order will be prepared by Finance.
Refer to document: SOP – PAY APPLICATIONS
Refer to document: SOP – CONTRACT MODIFICATIONS
”As-Built” Plans
One set of “as-built” plans shall be prepared for construction projects as soon as possible after project completion either by manual methods or electronically.
Refer to document: SOP – AS-BUILTS
Final Acceptance
Once a final pay application is signed and returned by the Contractor, the Construction Contract Coordinator (CCC) will begin the process for final acceptance.
Refer to document: SOP - PROJECT ACCEPTANCE
Permit Closeout
Various regulatory permits may have been acquired for the project. It is the Project Manager’s responsibility to ensure that these permits are closed out in a timely manner.
National Pollutant Discharge Elimination System (NPDES) General Permit
If the project had one acre or more of disturbed area, a NPDES General Permit No. 2 for Construction Activities was obtained from the Iowa DNR. When the ground is completely stabilized with a permanent, perennial, vegetative cover, the Inspector shall notify the Construction Contract Coordinator so that a Notice of Discontinuation can be submitted.
Refer to website: IOWA DEPARTMENT OF NATURAL RESOURCES
Refer to document: SOP - NPDES PERMITS - DESIGNER
Water Main Construction Permit
If a public water supply construction permit was obtained from the Iowa DNR for the construction or modification of any source, treatment, storage, or distribution system of a public water supply system, Water Engineering will submit the Notification of Completion of Construction form or postcard that is supplied with the permit to indicate the project was completed in accordance with the approved plans and specifications.
Refer to website: IOWA DEPARTMENT OF NATURAL RESOURCES
Sanitary Sewer Construction Permit
If this project included installation or modification of any wastewater disposal system, including sanitary sewer lining, reconstruction, or extensions, a construction permit would have been issued by the Iowa DNR. Upon project acceptance, a Project Completion Certificate shall be submitted.
Refer to website: IOWA DEPARTMENT OF NATURAL RESOURCES
Refer to document: SOP - WASTEWATER CONSTRUCTION PERMITS - DESIGN
Section 404 (Clean Water Act)
If the project included fill for development, water resource projects (such as dams and levees), infrastructure development (such as highways and airports) and mining projects, the U.S. Army Corps of Engineers would have administered a Section 404 permit. Refer to the Permit Conditions for any post-construction requirements.
Refer to website: IOWA DEPARTMENT OF NATURAL RESOURCES
Refer to website: US ARMY CORPS OF ENGINEERS
Railroad Permits
If any work occurred within railroad right-of-way, a permit was required. The requirements for each railroad company differ. Refer to the railroad company’s website for information. The Iowa DOT Rail Transportation Bureau maintains a list of railroad contacts and railroad websites.
Refer to website: IOWA DEPARTMENT OF TRANSPORTATION
Consultant PSA Closeout
Closeout of a Consultant’s professional services agreement occurs when the Consultant has performed all of the services in the professional services agreement, all administrative actions have been completed, any disputes are settled, and final payment has been made.
Reestablish Monuments
After completion of construction, the Design Surveyor shall perform field survey as required to verify which monuments found during the original survey and identified on the H sheets, if any, were disturbed or removed during construction. All disturbed or missing monuments shall be reset at their original location and a Monumentation Preservation Certificate in accordance with Iowa Code Section 355.6A shall be prepared and filed with the Linn County Recorder.
Evaluate Consultant and Project Results
Evaluation of consultant performance is essential to the effective management of quality professional engineering services. Through the use of effective Consultant performance management, the City is able to efficiently and effectively determine the quality of services consultant firms provide, document when there is a need for improvement, and document specific instances that require immediate resolution.
FINAL EVALUATION
Assessing consultant performance ensures the City receives quality deliverables at a fair and reasonable value. In addition, the evaluation of consultant performance provides the consultants and City with:
- The opportunity for continuous improvement
- The opportunity for enhanced understanding of the City’s needs and expectations
- Added value to the consultant selection process from the review of performance data
Upon completion of construction, the Project Manager, in coordination with their Program Coordinator, shall complete the post-construction evaluation survey.
DESIGN ERROR ACCUMULATIVE PROCESS
Consultants and Project Managers work hard to develop quality design plans to result in minimal issues encountered in the field; however, construction projects are complicated, complex undertakings and issues arise due to a variety of reasons, including design errors and/or omissions. Throughout the construction process, the Construction Project Manager will document all issues that arise.
Refer to document: SOP – DOCUMENTING PLAN DEVIATIONS
The Project Manager shall be made aware of all issues that arise that are due to design errors so that they may review the errors and costs with the Designer.
Refer to document: SOP – DESIGN ERROR ACCUMULATIVE PROCESS
POST CONSTRUCTION REVIEW
Post construction review is a vital part of any construction project. At the end of construction, it is important to have a debriefing session with the Consultant to discuss what went well, what didn’t go well, and what lessons were learned.
Refer to document: SOP - POST CONSTRUCTION REVIEW
Consultant Insurance Certificate Renewals
Professional Liability Insurance coverage must remain in effect for at least two (2) years after the final payment is made to the Consultant and the project being accepted by the City. The intent of this policy is to provide coverage for claims arising out of the performance of professional services under this contract and caused by any negligent act, error, or omission for which the Consultant is held liable.
Refer to document: SOP – INSURANCE CERTIFICATE RENEWALS
Finance Notification of Final Billing
The Project Manager shall be responsible for working with their Program Manager and the Accounts Payable Specialist to notify the Consultant to submit their final invoice. Once the final invoice is paid, the Project Manager shall inform the Accounts Payable Specialist that the Purchase Order for the PSA can be closed.
Post Project Acceptance
Renegotiation of Damages – Iowa Code 6B.52
Whenever the City acquires right of way in fee simple, or via permanent easements, temporary easements, or any other agreements for entering onto or use of land or property rights for construction and maintenance activities, whether taken by condemnation or purchased, the owner has five years from the date of the settlement to renegotiate construction or maintenance damages not apparent at the time of said settlement. The property owner may contact the City by phone, in person, or in writing regarding said damages. The City shall then investigate and, if necessary, remedy the damages.
Maintenance Period
The maintenance period for a project is noted in Section 00800, Supplementary Conditions of the Project Manual. Typically, the maintenance period is four years. The project may also contain additional warranties for specific items within the project.
SITE REVIEW
A site review must be completed at least six months prior to the end of the maintenance period and warranty period, if applicable. The Construction Contractor Coordinator will set up a notification in Microsoft Project as part of the Final Acceptance process. The notification will go to the Construction Project Manager who will then arrange for a site visit to evaluate if any of the work is defective.
DEFECTIVE WORK
If work is found to be defective, the Construction Project Manager will provide notification to the Contractor for repairs in accordance with SUDAS Section 1070, 3.01 C.
Refer to website: SUDAS SECTION 1070 – LEGAL RELATIONS AND RESPONSIBILITY TO PUBLIC, 3.01 C
(Updated February 2023)
