Construction Contract Closeout · 2018-04-03 · CONSTRUCTION CONTRACT CLOSEOUT A-E CONTRACT...

16
US Army Corps of Engineers BUILDING STRONG ® Construction Contract Closeout Dickson Ma Deputy Area Engineer Fort Shafter Area Office U.S. Army Corps of Engineers 5 May 2011

Transcript of Construction Contract Closeout · 2018-04-03 · CONSTRUCTION CONTRACT CLOSEOUT A-E CONTRACT...

Page 1: Construction Contract Closeout · 2018-04-03 · CONSTRUCTION CONTRACT CLOSEOUT A-E CONTRACT CLOSEOUT 34 . AE COR Notifies Contractor to Submit ... Draft Version 5.5-2B – 9May07

US Army Corps of EngineersBUILDING STRONGreg

Construction Contract Closeout

Dickson MaDeputy Area Engineer

Fort Shafter Area Office

US Army Corps of Engineers

5 May 2011

BUILDING STRONGreg

Agenda

What is Contract Closeout Why is it Important Planning Ahead is Critical Requirements for Closeout Key Items for Successful Closeout Challenges Ahead

2

BUILDING STRONGreg

Construction Contract Closeout

What is contract closeoutFinal phase that ensures contract

requirements are met Why is it important

Timely transfer of projects to customerEnables contractors to focus resources on

new contractsReleases contractorrsquos bonding

3

BUILDING STRONGreg

Planning Ahead is Critical

Last 20 of work is challenging and difficult Pieces need to fit together Canrsquot kick the can down the road anymore Requires teamwork and transparency Red Zone ndash Key to successful project

turnover

4

BUILDING STRONGreg

Requirements for Closeout

Unified Facilities Guide Specifications (UFGS) 017800 Closeout Submittals May10httpwwwwbdgorgccbDODUFGSUFGS200120782000pdf

Project Record DocumentsSpare Parts DataPreventive MaintenanceCertification of EPA

designated items

5

BUILDING STRONGreg

Requirements for Closeout

UFGS - 017800 Closeout Submittals contrsquodWarranty ManagementMechanical Testing and BalancingOperation and Maintenance ManualsCleanupReal Property Record

6

BUILDING STRONGreg

Requirements for Closeout

Honolulu District updates to UFGS - 017800 (March 2009) New requirement for Electronic Submittals

bull OampM Manualsbull Catalog cuts and parts listbull Diagramsbull OampM Training (video taped)

7

BUILDING STRONGreg

Requirements for Closeout MILCON Project Closeout ndash USACE

Enterprise Business Process (Oct 2007)httpsrfpwizardcecerarmymilHTMLWaiverProcessrefsMILCON_PC_EBP_FINAL_V15B15D00_20071107pdf

Policy implemented Corps wideStandardizes the overall processUtilizes the Red Zone ChecklistApplies only to MILCON Projects

8

BUILDING STRONGreg

FinalFiscal

Review

START(Scheduled BOD less 75 Days minimum or

80 complete)

InterimReal Property

amp CIP Transfer

ENDContracts ClosedFunds Returned

Costs Transferred

CompletePhysical

Construction(Post Actual BOD)

InterimFunds Return

or Request

ContinuePre-BOD

Construction

Fiscal Contract and Project Closeout EffortsPre-BOD Construction amp Design (CampD)

FinalReal Property

amp CIP Transfer and

Project Closeout

FinalFundsReturn

Post-BOD C amp D

Interim Fiscal Review and

Pre-BOD Preparation

A-E Contract Closeout

(Final Disbursement)

CompleteAE Contract

Requirements

Construction ContractCloseout

(Final Disbursement)

High Level Process MapUSACE Enterprise Business Process ndash MILCON Closeout

9

22Complete

Remaining Bid Items Phasing or

Demolition

20Erosion Control

(Turf)

23Final

Modifications

21Ensure Punch ListComplete ndash ACO Progress Pmts

24

PayrollComplete

START Scheduled BOD less 75 Days minimum or 80

complete

INTERIM REAL PROPERTY AND CIP TRANSFER

5Address Issues Identified During

Initial and Subsequent Red Zone Meetings

6Contractor

Conducts Quality Control

Completion Inspection

7

RE ConductsPre-Final Inspection

8

RE FinalizesDraft Interim

DD 1354 (Costs)

COMPLETE PHYSICAL CONSTRUCTION

Construction Contract Physically

Complete (24)

3A-E

Involvement

SKIP AE Contract Closeout

No

DD1354i Signed by User (13)

Initial Red Zone Meeting (4)

LAST Mod signed by ACOKO (23)

Final As-BuiltsProvided to User (17)

Initiate Contractor Evaluation (16)

Interim CIP Transfer (15)

10 PA amp RM-B

Process Funds Return or

Additional Funds Request

13RPAO Signs

Interim DD 1354 Prior to Receiving

Facility Access

INTERIM FISCAL REVIEW AND PRE-BOD PREPARATION

9

RE ConductsFinal Acceptance

Inspection

11

RE Schedules Actual Beneficial Occupancy Date

(BOD)

Actual BOD (13)

15RM Processes

Interim CIP Transfer in

CEFMS Enters Date in RMS

12

RE Completes Interim DD 1354and Provides to RPAOOwner

INTERIM FUNDSRETURNREQUEST

14RE Receives Signed Interim

DD 1354 Requests RM

Process Interim CIP Transfer

CONTINUE PRE-BOD CONSTRUCTION

16Construction Contractor

Performance Evaluation

18Install Special

EquipmentCommInfrastructure

1

PM and RE Coordinate and Schedule Initial

Red Zone Meeting

2RE Prepares Construction

Issues and Draft Interim DD 1354

(Categories)

4

PM and RE Jointly Conduct

Initial Red Zone Meeting

Yes

COMPLETE AE CONTRACT REQUIREMENTS

17

Accept CADDAs-builts

Complete Remaining

Projects

4Final Project on Contract

No

Yes

3

PMPA Conducts Interim Fiscal

Analysis Prepares Interim Cost

26

PM or EampC Reconcile AE

Contract

19In-Season HVAC

Testing and Balancing

27RE Notifies

Contractor to Submit Releaseof Claims (ROC)

Package

29

Construction Contractor

Prepares and Signs ROC Docs

30ACO(RE) Receives

ROC Docs Processes ENG 93 Authorizes

Final Pmt

33

KO ClosesConstruction

Contract

31FC Disburses Final Payment within 3 DAYS

of ACO Signature

32

ACO Completes Contract Closeout

Checklist Prepares DD 1593

CONSTRUCTION CONTRACT CLOSEOUT

A-E CONTRACT CLOSEOUT

34 AE COR Notifies

Contractor to Submit Releaseof Claims (ROC)

Package

36

AE Contractor Prepares and Signs ROC Documents

37 AE COR

Prepares ENG 93 and Contract

Closeout Checklist amp Docs

38

KO Authorizes Final Payment

40

KO ClosesAE Task Order

or Contract(If appropriate)

39

FC Disburses Final Payment within 3 DAYS

of KO Signature

Final Pmt to Construction

Contractor (31)

ACO Approves Final Construct

Contract Pmt (30)

Final Pmt toAE Contractor (39)

KO Approves Final AE Contract Pmt (38)

1Final Project on Contract

No

Return Funds(C) and Complete

Remaining Projects

35

KO Processes AE Decisions and Claims

5Any Claimsto Process

No

YesC

FINAL FISCAL REVIEW FINAL FUNDS RETURN

C

Yes

A

END(1391 Requirements

Complete)

FINAL REAL PROPERTY and CIP TRANSFER

43PA Prepares

DD 1354 Copies PM RE amp RPAO

Requests CIP Transfer

46

PM ClosesProject in P2

45

RPAO is Notifiedof UpdatedAsset Cost

44

RM ProcessesCIP Transfer in CEFMS Enters

Date in RMS

Final CIP Transfer (44)

6Final Contract

of Project

Complete Remaining Contracts

No

Project Fiscally Complete (46)

Yes

A

B

B

25

RE EampC or PM Performs AE Contractor Evaluation

If the final contract of a multi-contract project has been completed then Processes 41-45 are considered FINAL for the project However if the final contract of a multi-contract project has NOT been completed then Processes 41-45 are considered INTERIM for the project

Transfer Records to Holding Area

Transfer Records to Holding Area

C

41

PMPA Conducts Final Fiscal

Analysis Prepares Final Cost

42

PM and RM-B Process Final Funds Returm

28

KO Processes Decisions and

Claims

2Any Claimsto Process

No

Yes C

ldquoProcessMap5-5-2Bvsdrdquo - Draft Version 55-2B ndash 9May07FOR MILCON PROJECT CLOSEOUT LSS PDT USE ONLY Resource MgmtEngr amp ConstructResident Engr Contracting OtherProject Mgmt

GLOSSARYRE = Resident Engineer PM = Project Manager EampC = Engineering and ConstructionCT = Contracting Office RM = Resource Management CIP = Construction In ProgressCQC = Contractor Quality Control AE = Architect-Engineer (Design Firm) Customer = ACSIM MAJCOM etcOwner = DPW BCE etc OccupantUser = 25th ID etc RPAO = Real Property Accountable OfficerFC = Finance Center PA = Program Analyst (or Budget Analyst or Mgmt Analyst) COR = Contracting Officer RepresentativeACO = Administrative Contracting Officer

Milestone Customer Value Add

Detailed Level Process MapUSACE Enterprise Business Process ndash MILCON Closeout

10

BUILDING STRONGreg

Key Items for Successful Closeout

CQC Completion Inspection and Punchlist Coordination of Comm Requirements Furniture Installation Testing and Balancing Commissioning OampM Manuals and Training

11

BUILDING STRONGreg

Warranty Management Plan Extended Warranty for EquipmentMatrsquol Equipment Warranty Tags Hard Keys Card Keys and Constr Core Spare Materials

12

Key Items for Successful Closeout(continued)

BUILDING STRONGreg

Key Items for Successful Closeout(continued)

Cleared Submittal Register Contractorrsquos Performance Evaluation As-Builts Equipment List DD Form 1354 Transfer and Acceptance

of DoD Real Property

13

BUILDING STRONGreg

Challenges Ahead

Building Information Modeling (BIM) Required in MILCON Business ProcessApplies to Design-Build Adapt Build and

Standard Design projects Building Commissioning LEED Documentation

14

BUILDING STRONGreg

Questions

15

BUILDING STRONGreg16

  • Construction Contract Closeout
  • Agenda
  • Construction Contract Closeout
  • Planning Ahead is Critical
  • Requirements for Closeout
  • Requirements for Closeout
  • Requirements for Closeout
  • Requirements for Closeout
  • High Level Process Map
  • Detailed Level Process Map
  • Key Items for Successful Closeout
  • Key Items for Successful Closeout
  • Key Items for Successful Closeout(continued)
  • Challenges Ahead
  • Questions
  • Slide Number 16
Page 2: Construction Contract Closeout · 2018-04-03 · CONSTRUCTION CONTRACT CLOSEOUT A-E CONTRACT CLOSEOUT 34 . AE COR Notifies Contractor to Submit ... Draft Version 5.5-2B – 9May07

BUILDING STRONGreg

Agenda

What is Contract Closeout Why is it Important Planning Ahead is Critical Requirements for Closeout Key Items for Successful Closeout Challenges Ahead

2

BUILDING STRONGreg

Construction Contract Closeout

What is contract closeoutFinal phase that ensures contract

requirements are met Why is it important

Timely transfer of projects to customerEnables contractors to focus resources on

new contractsReleases contractorrsquos bonding

3

BUILDING STRONGreg

Planning Ahead is Critical

Last 20 of work is challenging and difficult Pieces need to fit together Canrsquot kick the can down the road anymore Requires teamwork and transparency Red Zone ndash Key to successful project

turnover

4

BUILDING STRONGreg

Requirements for Closeout

Unified Facilities Guide Specifications (UFGS) 017800 Closeout Submittals May10httpwwwwbdgorgccbDODUFGSUFGS200120782000pdf

Project Record DocumentsSpare Parts DataPreventive MaintenanceCertification of EPA

designated items

5

BUILDING STRONGreg

Requirements for Closeout

UFGS - 017800 Closeout Submittals contrsquodWarranty ManagementMechanical Testing and BalancingOperation and Maintenance ManualsCleanupReal Property Record

6

BUILDING STRONGreg

Requirements for Closeout

Honolulu District updates to UFGS - 017800 (March 2009) New requirement for Electronic Submittals

bull OampM Manualsbull Catalog cuts and parts listbull Diagramsbull OampM Training (video taped)

7

BUILDING STRONGreg

Requirements for Closeout MILCON Project Closeout ndash USACE

Enterprise Business Process (Oct 2007)httpsrfpwizardcecerarmymilHTMLWaiverProcessrefsMILCON_PC_EBP_FINAL_V15B15D00_20071107pdf

Policy implemented Corps wideStandardizes the overall processUtilizes the Red Zone ChecklistApplies only to MILCON Projects

8

BUILDING STRONGreg

FinalFiscal

Review

START(Scheduled BOD less 75 Days minimum or

80 complete)

InterimReal Property

amp CIP Transfer

ENDContracts ClosedFunds Returned

Costs Transferred

CompletePhysical

Construction(Post Actual BOD)

InterimFunds Return

or Request

ContinuePre-BOD

Construction

Fiscal Contract and Project Closeout EffortsPre-BOD Construction amp Design (CampD)

FinalReal Property

amp CIP Transfer and

Project Closeout

FinalFundsReturn

Post-BOD C amp D

Interim Fiscal Review and

Pre-BOD Preparation

A-E Contract Closeout

(Final Disbursement)

CompleteAE Contract

Requirements

Construction ContractCloseout

(Final Disbursement)

High Level Process MapUSACE Enterprise Business Process ndash MILCON Closeout

9

22Complete

Remaining Bid Items Phasing or

Demolition

20Erosion Control

(Turf)

23Final

Modifications

21Ensure Punch ListComplete ndash ACO Progress Pmts

24

PayrollComplete

START Scheduled BOD less 75 Days minimum or 80

complete

INTERIM REAL PROPERTY AND CIP TRANSFER

5Address Issues Identified During

Initial and Subsequent Red Zone Meetings

6Contractor

Conducts Quality Control

Completion Inspection

7

RE ConductsPre-Final Inspection

8

RE FinalizesDraft Interim

DD 1354 (Costs)

COMPLETE PHYSICAL CONSTRUCTION

Construction Contract Physically

Complete (24)

3A-E

Involvement

SKIP AE Contract Closeout

No

DD1354i Signed by User (13)

Initial Red Zone Meeting (4)

LAST Mod signed by ACOKO (23)

Final As-BuiltsProvided to User (17)

Initiate Contractor Evaluation (16)

Interim CIP Transfer (15)

10 PA amp RM-B

Process Funds Return or

Additional Funds Request

13RPAO Signs

Interim DD 1354 Prior to Receiving

Facility Access

INTERIM FISCAL REVIEW AND PRE-BOD PREPARATION

9

RE ConductsFinal Acceptance

Inspection

11

RE Schedules Actual Beneficial Occupancy Date

(BOD)

Actual BOD (13)

15RM Processes

Interim CIP Transfer in

CEFMS Enters Date in RMS

12

RE Completes Interim DD 1354and Provides to RPAOOwner

INTERIM FUNDSRETURNREQUEST

14RE Receives Signed Interim

DD 1354 Requests RM

Process Interim CIP Transfer

CONTINUE PRE-BOD CONSTRUCTION

16Construction Contractor

Performance Evaluation

18Install Special

EquipmentCommInfrastructure

1

PM and RE Coordinate and Schedule Initial

Red Zone Meeting

2RE Prepares Construction

Issues and Draft Interim DD 1354

(Categories)

4

PM and RE Jointly Conduct

Initial Red Zone Meeting

Yes

COMPLETE AE CONTRACT REQUIREMENTS

17

Accept CADDAs-builts

Complete Remaining

Projects

4Final Project on Contract

No

Yes

3

PMPA Conducts Interim Fiscal

Analysis Prepares Interim Cost

26

PM or EampC Reconcile AE

Contract

19In-Season HVAC

Testing and Balancing

27RE Notifies

Contractor to Submit Releaseof Claims (ROC)

Package

29

Construction Contractor

Prepares and Signs ROC Docs

30ACO(RE) Receives

ROC Docs Processes ENG 93 Authorizes

Final Pmt

33

KO ClosesConstruction

Contract

31FC Disburses Final Payment within 3 DAYS

of ACO Signature

32

ACO Completes Contract Closeout

Checklist Prepares DD 1593

CONSTRUCTION CONTRACT CLOSEOUT

A-E CONTRACT CLOSEOUT

34 AE COR Notifies

Contractor to Submit Releaseof Claims (ROC)

Package

36

AE Contractor Prepares and Signs ROC Documents

37 AE COR

Prepares ENG 93 and Contract

Closeout Checklist amp Docs

38

KO Authorizes Final Payment

40

KO ClosesAE Task Order

or Contract(If appropriate)

39

FC Disburses Final Payment within 3 DAYS

of KO Signature

Final Pmt to Construction

Contractor (31)

ACO Approves Final Construct

Contract Pmt (30)

Final Pmt toAE Contractor (39)

KO Approves Final AE Contract Pmt (38)

1Final Project on Contract

No

Return Funds(C) and Complete

Remaining Projects

35

KO Processes AE Decisions and Claims

5Any Claimsto Process

No

YesC

FINAL FISCAL REVIEW FINAL FUNDS RETURN

C

Yes

A

END(1391 Requirements

Complete)

FINAL REAL PROPERTY and CIP TRANSFER

43PA Prepares

DD 1354 Copies PM RE amp RPAO

Requests CIP Transfer

46

PM ClosesProject in P2

45

RPAO is Notifiedof UpdatedAsset Cost

44

RM ProcessesCIP Transfer in CEFMS Enters

Date in RMS

Final CIP Transfer (44)

6Final Contract

of Project

Complete Remaining Contracts

No

Project Fiscally Complete (46)

Yes

A

B

B

25

RE EampC or PM Performs AE Contractor Evaluation

If the final contract of a multi-contract project has been completed then Processes 41-45 are considered FINAL for the project However if the final contract of a multi-contract project has NOT been completed then Processes 41-45 are considered INTERIM for the project

Transfer Records to Holding Area

Transfer Records to Holding Area

C

41

PMPA Conducts Final Fiscal

Analysis Prepares Final Cost

42

PM and RM-B Process Final Funds Returm

28

KO Processes Decisions and

Claims

2Any Claimsto Process

No

Yes C

ldquoProcessMap5-5-2Bvsdrdquo - Draft Version 55-2B ndash 9May07FOR MILCON PROJECT CLOSEOUT LSS PDT USE ONLY Resource MgmtEngr amp ConstructResident Engr Contracting OtherProject Mgmt

GLOSSARYRE = Resident Engineer PM = Project Manager EampC = Engineering and ConstructionCT = Contracting Office RM = Resource Management CIP = Construction In ProgressCQC = Contractor Quality Control AE = Architect-Engineer (Design Firm) Customer = ACSIM MAJCOM etcOwner = DPW BCE etc OccupantUser = 25th ID etc RPAO = Real Property Accountable OfficerFC = Finance Center PA = Program Analyst (or Budget Analyst or Mgmt Analyst) COR = Contracting Officer RepresentativeACO = Administrative Contracting Officer

Milestone Customer Value Add

Detailed Level Process MapUSACE Enterprise Business Process ndash MILCON Closeout

10

BUILDING STRONGreg

Key Items for Successful Closeout

CQC Completion Inspection and Punchlist Coordination of Comm Requirements Furniture Installation Testing and Balancing Commissioning OampM Manuals and Training

11

BUILDING STRONGreg

Warranty Management Plan Extended Warranty for EquipmentMatrsquol Equipment Warranty Tags Hard Keys Card Keys and Constr Core Spare Materials

12

Key Items for Successful Closeout(continued)

BUILDING STRONGreg

Key Items for Successful Closeout(continued)

Cleared Submittal Register Contractorrsquos Performance Evaluation As-Builts Equipment List DD Form 1354 Transfer and Acceptance

of DoD Real Property

13

BUILDING STRONGreg

Challenges Ahead

Building Information Modeling (BIM) Required in MILCON Business ProcessApplies to Design-Build Adapt Build and

Standard Design projects Building Commissioning LEED Documentation

14

BUILDING STRONGreg

Questions

15

BUILDING STRONGreg16

  • Construction Contract Closeout
  • Agenda
  • Construction Contract Closeout
  • Planning Ahead is Critical
  • Requirements for Closeout
  • Requirements for Closeout
  • Requirements for Closeout
  • Requirements for Closeout
  • High Level Process Map
  • Detailed Level Process Map
  • Key Items for Successful Closeout
  • Key Items for Successful Closeout
  • Key Items for Successful Closeout(continued)
  • Challenges Ahead
  • Questions
  • Slide Number 16
Page 3: Construction Contract Closeout · 2018-04-03 · CONSTRUCTION CONTRACT CLOSEOUT A-E CONTRACT CLOSEOUT 34 . AE COR Notifies Contractor to Submit ... Draft Version 5.5-2B – 9May07

BUILDING STRONGreg

Construction Contract Closeout

What is contract closeoutFinal phase that ensures contract

requirements are met Why is it important

Timely transfer of projects to customerEnables contractors to focus resources on

new contractsReleases contractorrsquos bonding

3

BUILDING STRONGreg

Planning Ahead is Critical

Last 20 of work is challenging and difficult Pieces need to fit together Canrsquot kick the can down the road anymore Requires teamwork and transparency Red Zone ndash Key to successful project

turnover

4

BUILDING STRONGreg

Requirements for Closeout

Unified Facilities Guide Specifications (UFGS) 017800 Closeout Submittals May10httpwwwwbdgorgccbDODUFGSUFGS200120782000pdf

Project Record DocumentsSpare Parts DataPreventive MaintenanceCertification of EPA

designated items

5

BUILDING STRONGreg

Requirements for Closeout

UFGS - 017800 Closeout Submittals contrsquodWarranty ManagementMechanical Testing and BalancingOperation and Maintenance ManualsCleanupReal Property Record

6

BUILDING STRONGreg

Requirements for Closeout

Honolulu District updates to UFGS - 017800 (March 2009) New requirement for Electronic Submittals

bull OampM Manualsbull Catalog cuts and parts listbull Diagramsbull OampM Training (video taped)

7

BUILDING STRONGreg

Requirements for Closeout MILCON Project Closeout ndash USACE

Enterprise Business Process (Oct 2007)httpsrfpwizardcecerarmymilHTMLWaiverProcessrefsMILCON_PC_EBP_FINAL_V15B15D00_20071107pdf

Policy implemented Corps wideStandardizes the overall processUtilizes the Red Zone ChecklistApplies only to MILCON Projects

8

BUILDING STRONGreg

FinalFiscal

Review

START(Scheduled BOD less 75 Days minimum or

80 complete)

InterimReal Property

amp CIP Transfer

ENDContracts ClosedFunds Returned

Costs Transferred

CompletePhysical

Construction(Post Actual BOD)

InterimFunds Return

or Request

ContinuePre-BOD

Construction

Fiscal Contract and Project Closeout EffortsPre-BOD Construction amp Design (CampD)

FinalReal Property

amp CIP Transfer and

Project Closeout

FinalFundsReturn

Post-BOD C amp D

Interim Fiscal Review and

Pre-BOD Preparation

A-E Contract Closeout

(Final Disbursement)

CompleteAE Contract

Requirements

Construction ContractCloseout

(Final Disbursement)

High Level Process MapUSACE Enterprise Business Process ndash MILCON Closeout

9

22Complete

Remaining Bid Items Phasing or

Demolition

20Erosion Control

(Turf)

23Final

Modifications

21Ensure Punch ListComplete ndash ACO Progress Pmts

24

PayrollComplete

START Scheduled BOD less 75 Days minimum or 80

complete

INTERIM REAL PROPERTY AND CIP TRANSFER

5Address Issues Identified During

Initial and Subsequent Red Zone Meetings

6Contractor

Conducts Quality Control

Completion Inspection

7

RE ConductsPre-Final Inspection

8

RE FinalizesDraft Interim

DD 1354 (Costs)

COMPLETE PHYSICAL CONSTRUCTION

Construction Contract Physically

Complete (24)

3A-E

Involvement

SKIP AE Contract Closeout

No

DD1354i Signed by User (13)

Initial Red Zone Meeting (4)

LAST Mod signed by ACOKO (23)

Final As-BuiltsProvided to User (17)

Initiate Contractor Evaluation (16)

Interim CIP Transfer (15)

10 PA amp RM-B

Process Funds Return or

Additional Funds Request

13RPAO Signs

Interim DD 1354 Prior to Receiving

Facility Access

INTERIM FISCAL REVIEW AND PRE-BOD PREPARATION

9

RE ConductsFinal Acceptance

Inspection

11

RE Schedules Actual Beneficial Occupancy Date

(BOD)

Actual BOD (13)

15RM Processes

Interim CIP Transfer in

CEFMS Enters Date in RMS

12

RE Completes Interim DD 1354and Provides to RPAOOwner

INTERIM FUNDSRETURNREQUEST

14RE Receives Signed Interim

DD 1354 Requests RM

Process Interim CIP Transfer

CONTINUE PRE-BOD CONSTRUCTION

16Construction Contractor

Performance Evaluation

18Install Special

EquipmentCommInfrastructure

1

PM and RE Coordinate and Schedule Initial

Red Zone Meeting

2RE Prepares Construction

Issues and Draft Interim DD 1354

(Categories)

4

PM and RE Jointly Conduct

Initial Red Zone Meeting

Yes

COMPLETE AE CONTRACT REQUIREMENTS

17

Accept CADDAs-builts

Complete Remaining

Projects

4Final Project on Contract

No

Yes

3

PMPA Conducts Interim Fiscal

Analysis Prepares Interim Cost

26

PM or EampC Reconcile AE

Contract

19In-Season HVAC

Testing and Balancing

27RE Notifies

Contractor to Submit Releaseof Claims (ROC)

Package

29

Construction Contractor

Prepares and Signs ROC Docs

30ACO(RE) Receives

ROC Docs Processes ENG 93 Authorizes

Final Pmt

33

KO ClosesConstruction

Contract

31FC Disburses Final Payment within 3 DAYS

of ACO Signature

32

ACO Completes Contract Closeout

Checklist Prepares DD 1593

CONSTRUCTION CONTRACT CLOSEOUT

A-E CONTRACT CLOSEOUT

34 AE COR Notifies

Contractor to Submit Releaseof Claims (ROC)

Package

36

AE Contractor Prepares and Signs ROC Documents

37 AE COR

Prepares ENG 93 and Contract

Closeout Checklist amp Docs

38

KO Authorizes Final Payment

40

KO ClosesAE Task Order

or Contract(If appropriate)

39

FC Disburses Final Payment within 3 DAYS

of KO Signature

Final Pmt to Construction

Contractor (31)

ACO Approves Final Construct

Contract Pmt (30)

Final Pmt toAE Contractor (39)

KO Approves Final AE Contract Pmt (38)

1Final Project on Contract

No

Return Funds(C) and Complete

Remaining Projects

35

KO Processes AE Decisions and Claims

5Any Claimsto Process

No

YesC

FINAL FISCAL REVIEW FINAL FUNDS RETURN

C

Yes

A

END(1391 Requirements

Complete)

FINAL REAL PROPERTY and CIP TRANSFER

43PA Prepares

DD 1354 Copies PM RE amp RPAO

Requests CIP Transfer

46

PM ClosesProject in P2

45

RPAO is Notifiedof UpdatedAsset Cost

44

RM ProcessesCIP Transfer in CEFMS Enters

Date in RMS

Final CIP Transfer (44)

6Final Contract

of Project

Complete Remaining Contracts

No

Project Fiscally Complete (46)

Yes

A

B

B

25

RE EampC or PM Performs AE Contractor Evaluation

If the final contract of a multi-contract project has been completed then Processes 41-45 are considered FINAL for the project However if the final contract of a multi-contract project has NOT been completed then Processes 41-45 are considered INTERIM for the project

Transfer Records to Holding Area

Transfer Records to Holding Area

C

41

PMPA Conducts Final Fiscal

Analysis Prepares Final Cost

42

PM and RM-B Process Final Funds Returm

28

KO Processes Decisions and

Claims

2Any Claimsto Process

No

Yes C

ldquoProcessMap5-5-2Bvsdrdquo - Draft Version 55-2B ndash 9May07FOR MILCON PROJECT CLOSEOUT LSS PDT USE ONLY Resource MgmtEngr amp ConstructResident Engr Contracting OtherProject Mgmt

GLOSSARYRE = Resident Engineer PM = Project Manager EampC = Engineering and ConstructionCT = Contracting Office RM = Resource Management CIP = Construction In ProgressCQC = Contractor Quality Control AE = Architect-Engineer (Design Firm) Customer = ACSIM MAJCOM etcOwner = DPW BCE etc OccupantUser = 25th ID etc RPAO = Real Property Accountable OfficerFC = Finance Center PA = Program Analyst (or Budget Analyst or Mgmt Analyst) COR = Contracting Officer RepresentativeACO = Administrative Contracting Officer

Milestone Customer Value Add

Detailed Level Process MapUSACE Enterprise Business Process ndash MILCON Closeout

10

BUILDING STRONGreg

Key Items for Successful Closeout

CQC Completion Inspection and Punchlist Coordination of Comm Requirements Furniture Installation Testing and Balancing Commissioning OampM Manuals and Training

11

BUILDING STRONGreg

Warranty Management Plan Extended Warranty for EquipmentMatrsquol Equipment Warranty Tags Hard Keys Card Keys and Constr Core Spare Materials

12

Key Items for Successful Closeout(continued)

BUILDING STRONGreg

Key Items for Successful Closeout(continued)

Cleared Submittal Register Contractorrsquos Performance Evaluation As-Builts Equipment List DD Form 1354 Transfer and Acceptance

of DoD Real Property

13

BUILDING STRONGreg

Challenges Ahead

Building Information Modeling (BIM) Required in MILCON Business ProcessApplies to Design-Build Adapt Build and

Standard Design projects Building Commissioning LEED Documentation

14

BUILDING STRONGreg

Questions

15

BUILDING STRONGreg16

  • Construction Contract Closeout
  • Agenda
  • Construction Contract Closeout
  • Planning Ahead is Critical
  • Requirements for Closeout
  • Requirements for Closeout
  • Requirements for Closeout
  • Requirements for Closeout
  • High Level Process Map
  • Detailed Level Process Map
  • Key Items for Successful Closeout
  • Key Items for Successful Closeout
  • Key Items for Successful Closeout(continued)
  • Challenges Ahead
  • Questions
  • Slide Number 16
Page 4: Construction Contract Closeout · 2018-04-03 · CONSTRUCTION CONTRACT CLOSEOUT A-E CONTRACT CLOSEOUT 34 . AE COR Notifies Contractor to Submit ... Draft Version 5.5-2B – 9May07

BUILDING STRONGreg

Planning Ahead is Critical

Last 20 of work is challenging and difficult Pieces need to fit together Canrsquot kick the can down the road anymore Requires teamwork and transparency Red Zone ndash Key to successful project

turnover

4

BUILDING STRONGreg

Requirements for Closeout

Unified Facilities Guide Specifications (UFGS) 017800 Closeout Submittals May10httpwwwwbdgorgccbDODUFGSUFGS200120782000pdf

Project Record DocumentsSpare Parts DataPreventive MaintenanceCertification of EPA

designated items

5

BUILDING STRONGreg

Requirements for Closeout

UFGS - 017800 Closeout Submittals contrsquodWarranty ManagementMechanical Testing and BalancingOperation and Maintenance ManualsCleanupReal Property Record

6

BUILDING STRONGreg

Requirements for Closeout

Honolulu District updates to UFGS - 017800 (March 2009) New requirement for Electronic Submittals

bull OampM Manualsbull Catalog cuts and parts listbull Diagramsbull OampM Training (video taped)

7

BUILDING STRONGreg

Requirements for Closeout MILCON Project Closeout ndash USACE

Enterprise Business Process (Oct 2007)httpsrfpwizardcecerarmymilHTMLWaiverProcessrefsMILCON_PC_EBP_FINAL_V15B15D00_20071107pdf

Policy implemented Corps wideStandardizes the overall processUtilizes the Red Zone ChecklistApplies only to MILCON Projects

8

BUILDING STRONGreg

FinalFiscal

Review

START(Scheduled BOD less 75 Days minimum or

80 complete)

InterimReal Property

amp CIP Transfer

ENDContracts ClosedFunds Returned

Costs Transferred

CompletePhysical

Construction(Post Actual BOD)

InterimFunds Return

or Request

ContinuePre-BOD

Construction

Fiscal Contract and Project Closeout EffortsPre-BOD Construction amp Design (CampD)

FinalReal Property

amp CIP Transfer and

Project Closeout

FinalFundsReturn

Post-BOD C amp D

Interim Fiscal Review and

Pre-BOD Preparation

A-E Contract Closeout

(Final Disbursement)

CompleteAE Contract

Requirements

Construction ContractCloseout

(Final Disbursement)

High Level Process MapUSACE Enterprise Business Process ndash MILCON Closeout

9

22Complete

Remaining Bid Items Phasing or

Demolition

20Erosion Control

(Turf)

23Final

Modifications

21Ensure Punch ListComplete ndash ACO Progress Pmts

24

PayrollComplete

START Scheduled BOD less 75 Days minimum or 80

complete

INTERIM REAL PROPERTY AND CIP TRANSFER

5Address Issues Identified During

Initial and Subsequent Red Zone Meetings

6Contractor

Conducts Quality Control

Completion Inspection

7

RE ConductsPre-Final Inspection

8

RE FinalizesDraft Interim

DD 1354 (Costs)

COMPLETE PHYSICAL CONSTRUCTION

Construction Contract Physically

Complete (24)

3A-E

Involvement

SKIP AE Contract Closeout

No

DD1354i Signed by User (13)

Initial Red Zone Meeting (4)

LAST Mod signed by ACOKO (23)

Final As-BuiltsProvided to User (17)

Initiate Contractor Evaluation (16)

Interim CIP Transfer (15)

10 PA amp RM-B

Process Funds Return or

Additional Funds Request

13RPAO Signs

Interim DD 1354 Prior to Receiving

Facility Access

INTERIM FISCAL REVIEW AND PRE-BOD PREPARATION

9

RE ConductsFinal Acceptance

Inspection

11

RE Schedules Actual Beneficial Occupancy Date

(BOD)

Actual BOD (13)

15RM Processes

Interim CIP Transfer in

CEFMS Enters Date in RMS

12

RE Completes Interim DD 1354and Provides to RPAOOwner

INTERIM FUNDSRETURNREQUEST

14RE Receives Signed Interim

DD 1354 Requests RM

Process Interim CIP Transfer

CONTINUE PRE-BOD CONSTRUCTION

16Construction Contractor

Performance Evaluation

18Install Special

EquipmentCommInfrastructure

1

PM and RE Coordinate and Schedule Initial

Red Zone Meeting

2RE Prepares Construction

Issues and Draft Interim DD 1354

(Categories)

4

PM and RE Jointly Conduct

Initial Red Zone Meeting

Yes

COMPLETE AE CONTRACT REQUIREMENTS

17

Accept CADDAs-builts

Complete Remaining

Projects

4Final Project on Contract

No

Yes

3

PMPA Conducts Interim Fiscal

Analysis Prepares Interim Cost

26

PM or EampC Reconcile AE

Contract

19In-Season HVAC

Testing and Balancing

27RE Notifies

Contractor to Submit Releaseof Claims (ROC)

Package

29

Construction Contractor

Prepares and Signs ROC Docs

30ACO(RE) Receives

ROC Docs Processes ENG 93 Authorizes

Final Pmt

33

KO ClosesConstruction

Contract

31FC Disburses Final Payment within 3 DAYS

of ACO Signature

32

ACO Completes Contract Closeout

Checklist Prepares DD 1593

CONSTRUCTION CONTRACT CLOSEOUT

A-E CONTRACT CLOSEOUT

34 AE COR Notifies

Contractor to Submit Releaseof Claims (ROC)

Package

36

AE Contractor Prepares and Signs ROC Documents

37 AE COR

Prepares ENG 93 and Contract

Closeout Checklist amp Docs

38

KO Authorizes Final Payment

40

KO ClosesAE Task Order

or Contract(If appropriate)

39

FC Disburses Final Payment within 3 DAYS

of KO Signature

Final Pmt to Construction

Contractor (31)

ACO Approves Final Construct

Contract Pmt (30)

Final Pmt toAE Contractor (39)

KO Approves Final AE Contract Pmt (38)

1Final Project on Contract

No

Return Funds(C) and Complete

Remaining Projects

35

KO Processes AE Decisions and Claims

5Any Claimsto Process

No

YesC

FINAL FISCAL REVIEW FINAL FUNDS RETURN

C

Yes

A

END(1391 Requirements

Complete)

FINAL REAL PROPERTY and CIP TRANSFER

43PA Prepares

DD 1354 Copies PM RE amp RPAO

Requests CIP Transfer

46

PM ClosesProject in P2

45

RPAO is Notifiedof UpdatedAsset Cost

44

RM ProcessesCIP Transfer in CEFMS Enters

Date in RMS

Final CIP Transfer (44)

6Final Contract

of Project

Complete Remaining Contracts

No

Project Fiscally Complete (46)

Yes

A

B

B

25

RE EampC or PM Performs AE Contractor Evaluation

If the final contract of a multi-contract project has been completed then Processes 41-45 are considered FINAL for the project However if the final contract of a multi-contract project has NOT been completed then Processes 41-45 are considered INTERIM for the project

Transfer Records to Holding Area

Transfer Records to Holding Area

C

41

PMPA Conducts Final Fiscal

Analysis Prepares Final Cost

42

PM and RM-B Process Final Funds Returm

28

KO Processes Decisions and

Claims

2Any Claimsto Process

No

Yes C

ldquoProcessMap5-5-2Bvsdrdquo - Draft Version 55-2B ndash 9May07FOR MILCON PROJECT CLOSEOUT LSS PDT USE ONLY Resource MgmtEngr amp ConstructResident Engr Contracting OtherProject Mgmt

GLOSSARYRE = Resident Engineer PM = Project Manager EampC = Engineering and ConstructionCT = Contracting Office RM = Resource Management CIP = Construction In ProgressCQC = Contractor Quality Control AE = Architect-Engineer (Design Firm) Customer = ACSIM MAJCOM etcOwner = DPW BCE etc OccupantUser = 25th ID etc RPAO = Real Property Accountable OfficerFC = Finance Center PA = Program Analyst (or Budget Analyst or Mgmt Analyst) COR = Contracting Officer RepresentativeACO = Administrative Contracting Officer

Milestone Customer Value Add

Detailed Level Process MapUSACE Enterprise Business Process ndash MILCON Closeout

10

BUILDING STRONGreg

Key Items for Successful Closeout

CQC Completion Inspection and Punchlist Coordination of Comm Requirements Furniture Installation Testing and Balancing Commissioning OampM Manuals and Training

11

BUILDING STRONGreg

Warranty Management Plan Extended Warranty for EquipmentMatrsquol Equipment Warranty Tags Hard Keys Card Keys and Constr Core Spare Materials

12

Key Items for Successful Closeout(continued)

BUILDING STRONGreg

Key Items for Successful Closeout(continued)

Cleared Submittal Register Contractorrsquos Performance Evaluation As-Builts Equipment List DD Form 1354 Transfer and Acceptance

of DoD Real Property

13

BUILDING STRONGreg

Challenges Ahead

Building Information Modeling (BIM) Required in MILCON Business ProcessApplies to Design-Build Adapt Build and

Standard Design projects Building Commissioning LEED Documentation

14

BUILDING STRONGreg

Questions

15

BUILDING STRONGreg16

  • Construction Contract Closeout
  • Agenda
  • Construction Contract Closeout
  • Planning Ahead is Critical
  • Requirements for Closeout
  • Requirements for Closeout
  • Requirements for Closeout
  • Requirements for Closeout
  • High Level Process Map
  • Detailed Level Process Map
  • Key Items for Successful Closeout
  • Key Items for Successful Closeout
  • Key Items for Successful Closeout(continued)
  • Challenges Ahead
  • Questions
  • Slide Number 16
Page 5: Construction Contract Closeout · 2018-04-03 · CONSTRUCTION CONTRACT CLOSEOUT A-E CONTRACT CLOSEOUT 34 . AE COR Notifies Contractor to Submit ... Draft Version 5.5-2B – 9May07

BUILDING STRONGreg

Requirements for Closeout

Unified Facilities Guide Specifications (UFGS) 017800 Closeout Submittals May10httpwwwwbdgorgccbDODUFGSUFGS200120782000pdf

Project Record DocumentsSpare Parts DataPreventive MaintenanceCertification of EPA

designated items

5

BUILDING STRONGreg

Requirements for Closeout

UFGS - 017800 Closeout Submittals contrsquodWarranty ManagementMechanical Testing and BalancingOperation and Maintenance ManualsCleanupReal Property Record

6

BUILDING STRONGreg

Requirements for Closeout

Honolulu District updates to UFGS - 017800 (March 2009) New requirement for Electronic Submittals

bull OampM Manualsbull Catalog cuts and parts listbull Diagramsbull OampM Training (video taped)

7

BUILDING STRONGreg

Requirements for Closeout MILCON Project Closeout ndash USACE

Enterprise Business Process (Oct 2007)httpsrfpwizardcecerarmymilHTMLWaiverProcessrefsMILCON_PC_EBP_FINAL_V15B15D00_20071107pdf

Policy implemented Corps wideStandardizes the overall processUtilizes the Red Zone ChecklistApplies only to MILCON Projects

8

BUILDING STRONGreg

FinalFiscal

Review

START(Scheduled BOD less 75 Days minimum or

80 complete)

InterimReal Property

amp CIP Transfer

ENDContracts ClosedFunds Returned

Costs Transferred

CompletePhysical

Construction(Post Actual BOD)

InterimFunds Return

or Request

ContinuePre-BOD

Construction

Fiscal Contract and Project Closeout EffortsPre-BOD Construction amp Design (CampD)

FinalReal Property

amp CIP Transfer and

Project Closeout

FinalFundsReturn

Post-BOD C amp D

Interim Fiscal Review and

Pre-BOD Preparation

A-E Contract Closeout

(Final Disbursement)

CompleteAE Contract

Requirements

Construction ContractCloseout

(Final Disbursement)

High Level Process MapUSACE Enterprise Business Process ndash MILCON Closeout

9

22Complete

Remaining Bid Items Phasing or

Demolition

20Erosion Control

(Turf)

23Final

Modifications

21Ensure Punch ListComplete ndash ACO Progress Pmts

24

PayrollComplete

START Scheduled BOD less 75 Days minimum or 80

complete

INTERIM REAL PROPERTY AND CIP TRANSFER

5Address Issues Identified During

Initial and Subsequent Red Zone Meetings

6Contractor

Conducts Quality Control

Completion Inspection

7

RE ConductsPre-Final Inspection

8

RE FinalizesDraft Interim

DD 1354 (Costs)

COMPLETE PHYSICAL CONSTRUCTION

Construction Contract Physically

Complete (24)

3A-E

Involvement

SKIP AE Contract Closeout

No

DD1354i Signed by User (13)

Initial Red Zone Meeting (4)

LAST Mod signed by ACOKO (23)

Final As-BuiltsProvided to User (17)

Initiate Contractor Evaluation (16)

Interim CIP Transfer (15)

10 PA amp RM-B

Process Funds Return or

Additional Funds Request

13RPAO Signs

Interim DD 1354 Prior to Receiving

Facility Access

INTERIM FISCAL REVIEW AND PRE-BOD PREPARATION

9

RE ConductsFinal Acceptance

Inspection

11

RE Schedules Actual Beneficial Occupancy Date

(BOD)

Actual BOD (13)

15RM Processes

Interim CIP Transfer in

CEFMS Enters Date in RMS

12

RE Completes Interim DD 1354and Provides to RPAOOwner

INTERIM FUNDSRETURNREQUEST

14RE Receives Signed Interim

DD 1354 Requests RM

Process Interim CIP Transfer

CONTINUE PRE-BOD CONSTRUCTION

16Construction Contractor

Performance Evaluation

18Install Special

EquipmentCommInfrastructure

1

PM and RE Coordinate and Schedule Initial

Red Zone Meeting

2RE Prepares Construction

Issues and Draft Interim DD 1354

(Categories)

4

PM and RE Jointly Conduct

Initial Red Zone Meeting

Yes

COMPLETE AE CONTRACT REQUIREMENTS

17

Accept CADDAs-builts

Complete Remaining

Projects

4Final Project on Contract

No

Yes

3

PMPA Conducts Interim Fiscal

Analysis Prepares Interim Cost

26

PM or EampC Reconcile AE

Contract

19In-Season HVAC

Testing and Balancing

27RE Notifies

Contractor to Submit Releaseof Claims (ROC)

Package

29

Construction Contractor

Prepares and Signs ROC Docs

30ACO(RE) Receives

ROC Docs Processes ENG 93 Authorizes

Final Pmt

33

KO ClosesConstruction

Contract

31FC Disburses Final Payment within 3 DAYS

of ACO Signature

32

ACO Completes Contract Closeout

Checklist Prepares DD 1593

CONSTRUCTION CONTRACT CLOSEOUT

A-E CONTRACT CLOSEOUT

34 AE COR Notifies

Contractor to Submit Releaseof Claims (ROC)

Package

36

AE Contractor Prepares and Signs ROC Documents

37 AE COR

Prepares ENG 93 and Contract

Closeout Checklist amp Docs

38

KO Authorizes Final Payment

40

KO ClosesAE Task Order

or Contract(If appropriate)

39

FC Disburses Final Payment within 3 DAYS

of KO Signature

Final Pmt to Construction

Contractor (31)

ACO Approves Final Construct

Contract Pmt (30)

Final Pmt toAE Contractor (39)

KO Approves Final AE Contract Pmt (38)

1Final Project on Contract

No

Return Funds(C) and Complete

Remaining Projects

35

KO Processes AE Decisions and Claims

5Any Claimsto Process

No

YesC

FINAL FISCAL REVIEW FINAL FUNDS RETURN

C

Yes

A

END(1391 Requirements

Complete)

FINAL REAL PROPERTY and CIP TRANSFER

43PA Prepares

DD 1354 Copies PM RE amp RPAO

Requests CIP Transfer

46

PM ClosesProject in P2

45

RPAO is Notifiedof UpdatedAsset Cost

44

RM ProcessesCIP Transfer in CEFMS Enters

Date in RMS

Final CIP Transfer (44)

6Final Contract

of Project

Complete Remaining Contracts

No

Project Fiscally Complete (46)

Yes

A

B

B

25

RE EampC or PM Performs AE Contractor Evaluation

If the final contract of a multi-contract project has been completed then Processes 41-45 are considered FINAL for the project However if the final contract of a multi-contract project has NOT been completed then Processes 41-45 are considered INTERIM for the project

Transfer Records to Holding Area

Transfer Records to Holding Area

C

41

PMPA Conducts Final Fiscal

Analysis Prepares Final Cost

42

PM and RM-B Process Final Funds Returm

28

KO Processes Decisions and

Claims

2Any Claimsto Process

No

Yes C

ldquoProcessMap5-5-2Bvsdrdquo - Draft Version 55-2B ndash 9May07FOR MILCON PROJECT CLOSEOUT LSS PDT USE ONLY Resource MgmtEngr amp ConstructResident Engr Contracting OtherProject Mgmt

GLOSSARYRE = Resident Engineer PM = Project Manager EampC = Engineering and ConstructionCT = Contracting Office RM = Resource Management CIP = Construction In ProgressCQC = Contractor Quality Control AE = Architect-Engineer (Design Firm) Customer = ACSIM MAJCOM etcOwner = DPW BCE etc OccupantUser = 25th ID etc RPAO = Real Property Accountable OfficerFC = Finance Center PA = Program Analyst (or Budget Analyst or Mgmt Analyst) COR = Contracting Officer RepresentativeACO = Administrative Contracting Officer

Milestone Customer Value Add

Detailed Level Process MapUSACE Enterprise Business Process ndash MILCON Closeout

10

BUILDING STRONGreg

Key Items for Successful Closeout

CQC Completion Inspection and Punchlist Coordination of Comm Requirements Furniture Installation Testing and Balancing Commissioning OampM Manuals and Training

11

BUILDING STRONGreg

Warranty Management Plan Extended Warranty for EquipmentMatrsquol Equipment Warranty Tags Hard Keys Card Keys and Constr Core Spare Materials

12

Key Items for Successful Closeout(continued)

BUILDING STRONGreg

Key Items for Successful Closeout(continued)

Cleared Submittal Register Contractorrsquos Performance Evaluation As-Builts Equipment List DD Form 1354 Transfer and Acceptance

of DoD Real Property

13

BUILDING STRONGreg

Challenges Ahead

Building Information Modeling (BIM) Required in MILCON Business ProcessApplies to Design-Build Adapt Build and

Standard Design projects Building Commissioning LEED Documentation

14

BUILDING STRONGreg

Questions

15

BUILDING STRONGreg16

  • Construction Contract Closeout
  • Agenda
  • Construction Contract Closeout
  • Planning Ahead is Critical
  • Requirements for Closeout
  • Requirements for Closeout
  • Requirements for Closeout
  • Requirements for Closeout
  • High Level Process Map
  • Detailed Level Process Map
  • Key Items for Successful Closeout
  • Key Items for Successful Closeout
  • Key Items for Successful Closeout(continued)
  • Challenges Ahead
  • Questions
  • Slide Number 16
Page 6: Construction Contract Closeout · 2018-04-03 · CONSTRUCTION CONTRACT CLOSEOUT A-E CONTRACT CLOSEOUT 34 . AE COR Notifies Contractor to Submit ... Draft Version 5.5-2B – 9May07

BUILDING STRONGreg

Requirements for Closeout

UFGS - 017800 Closeout Submittals contrsquodWarranty ManagementMechanical Testing and BalancingOperation and Maintenance ManualsCleanupReal Property Record

6

BUILDING STRONGreg

Requirements for Closeout

Honolulu District updates to UFGS - 017800 (March 2009) New requirement for Electronic Submittals

bull OampM Manualsbull Catalog cuts and parts listbull Diagramsbull OampM Training (video taped)

7

BUILDING STRONGreg

Requirements for Closeout MILCON Project Closeout ndash USACE

Enterprise Business Process (Oct 2007)httpsrfpwizardcecerarmymilHTMLWaiverProcessrefsMILCON_PC_EBP_FINAL_V15B15D00_20071107pdf

Policy implemented Corps wideStandardizes the overall processUtilizes the Red Zone ChecklistApplies only to MILCON Projects

8

BUILDING STRONGreg

FinalFiscal

Review

START(Scheduled BOD less 75 Days minimum or

80 complete)

InterimReal Property

amp CIP Transfer

ENDContracts ClosedFunds Returned

Costs Transferred

CompletePhysical

Construction(Post Actual BOD)

InterimFunds Return

or Request

ContinuePre-BOD

Construction

Fiscal Contract and Project Closeout EffortsPre-BOD Construction amp Design (CampD)

FinalReal Property

amp CIP Transfer and

Project Closeout

FinalFundsReturn

Post-BOD C amp D

Interim Fiscal Review and

Pre-BOD Preparation

A-E Contract Closeout

(Final Disbursement)

CompleteAE Contract

Requirements

Construction ContractCloseout

(Final Disbursement)

High Level Process MapUSACE Enterprise Business Process ndash MILCON Closeout

9

22Complete

Remaining Bid Items Phasing or

Demolition

20Erosion Control

(Turf)

23Final

Modifications

21Ensure Punch ListComplete ndash ACO Progress Pmts

24

PayrollComplete

START Scheduled BOD less 75 Days minimum or 80

complete

INTERIM REAL PROPERTY AND CIP TRANSFER

5Address Issues Identified During

Initial and Subsequent Red Zone Meetings

6Contractor

Conducts Quality Control

Completion Inspection

7

RE ConductsPre-Final Inspection

8

RE FinalizesDraft Interim

DD 1354 (Costs)

COMPLETE PHYSICAL CONSTRUCTION

Construction Contract Physically

Complete (24)

3A-E

Involvement

SKIP AE Contract Closeout

No

DD1354i Signed by User (13)

Initial Red Zone Meeting (4)

LAST Mod signed by ACOKO (23)

Final As-BuiltsProvided to User (17)

Initiate Contractor Evaluation (16)

Interim CIP Transfer (15)

10 PA amp RM-B

Process Funds Return or

Additional Funds Request

13RPAO Signs

Interim DD 1354 Prior to Receiving

Facility Access

INTERIM FISCAL REVIEW AND PRE-BOD PREPARATION

9

RE ConductsFinal Acceptance

Inspection

11

RE Schedules Actual Beneficial Occupancy Date

(BOD)

Actual BOD (13)

15RM Processes

Interim CIP Transfer in

CEFMS Enters Date in RMS

12

RE Completes Interim DD 1354and Provides to RPAOOwner

INTERIM FUNDSRETURNREQUEST

14RE Receives Signed Interim

DD 1354 Requests RM

Process Interim CIP Transfer

CONTINUE PRE-BOD CONSTRUCTION

16Construction Contractor

Performance Evaluation

18Install Special

EquipmentCommInfrastructure

1

PM and RE Coordinate and Schedule Initial

Red Zone Meeting

2RE Prepares Construction

Issues and Draft Interim DD 1354

(Categories)

4

PM and RE Jointly Conduct

Initial Red Zone Meeting

Yes

COMPLETE AE CONTRACT REQUIREMENTS

17

Accept CADDAs-builts

Complete Remaining

Projects

4Final Project on Contract

No

Yes

3

PMPA Conducts Interim Fiscal

Analysis Prepares Interim Cost

26

PM or EampC Reconcile AE

Contract

19In-Season HVAC

Testing and Balancing

27RE Notifies

Contractor to Submit Releaseof Claims (ROC)

Package

29

Construction Contractor

Prepares and Signs ROC Docs

30ACO(RE) Receives

ROC Docs Processes ENG 93 Authorizes

Final Pmt

33

KO ClosesConstruction

Contract

31FC Disburses Final Payment within 3 DAYS

of ACO Signature

32

ACO Completes Contract Closeout

Checklist Prepares DD 1593

CONSTRUCTION CONTRACT CLOSEOUT

A-E CONTRACT CLOSEOUT

34 AE COR Notifies

Contractor to Submit Releaseof Claims (ROC)

Package

36

AE Contractor Prepares and Signs ROC Documents

37 AE COR

Prepares ENG 93 and Contract

Closeout Checklist amp Docs

38

KO Authorizes Final Payment

40

KO ClosesAE Task Order

or Contract(If appropriate)

39

FC Disburses Final Payment within 3 DAYS

of KO Signature

Final Pmt to Construction

Contractor (31)

ACO Approves Final Construct

Contract Pmt (30)

Final Pmt toAE Contractor (39)

KO Approves Final AE Contract Pmt (38)

1Final Project on Contract

No

Return Funds(C) and Complete

Remaining Projects

35

KO Processes AE Decisions and Claims

5Any Claimsto Process

No

YesC

FINAL FISCAL REVIEW FINAL FUNDS RETURN

C

Yes

A

END(1391 Requirements

Complete)

FINAL REAL PROPERTY and CIP TRANSFER

43PA Prepares

DD 1354 Copies PM RE amp RPAO

Requests CIP Transfer

46

PM ClosesProject in P2

45

RPAO is Notifiedof UpdatedAsset Cost

44

RM ProcessesCIP Transfer in CEFMS Enters

Date in RMS

Final CIP Transfer (44)

6Final Contract

of Project

Complete Remaining Contracts

No

Project Fiscally Complete (46)

Yes

A

B

B

25

RE EampC or PM Performs AE Contractor Evaluation

If the final contract of a multi-contract project has been completed then Processes 41-45 are considered FINAL for the project However if the final contract of a multi-contract project has NOT been completed then Processes 41-45 are considered INTERIM for the project

Transfer Records to Holding Area

Transfer Records to Holding Area

C

41

PMPA Conducts Final Fiscal

Analysis Prepares Final Cost

42

PM and RM-B Process Final Funds Returm

28

KO Processes Decisions and

Claims

2Any Claimsto Process

No

Yes C

ldquoProcessMap5-5-2Bvsdrdquo - Draft Version 55-2B ndash 9May07FOR MILCON PROJECT CLOSEOUT LSS PDT USE ONLY Resource MgmtEngr amp ConstructResident Engr Contracting OtherProject Mgmt

GLOSSARYRE = Resident Engineer PM = Project Manager EampC = Engineering and ConstructionCT = Contracting Office RM = Resource Management CIP = Construction In ProgressCQC = Contractor Quality Control AE = Architect-Engineer (Design Firm) Customer = ACSIM MAJCOM etcOwner = DPW BCE etc OccupantUser = 25th ID etc RPAO = Real Property Accountable OfficerFC = Finance Center PA = Program Analyst (or Budget Analyst or Mgmt Analyst) COR = Contracting Officer RepresentativeACO = Administrative Contracting Officer

Milestone Customer Value Add

Detailed Level Process MapUSACE Enterprise Business Process ndash MILCON Closeout

10

BUILDING STRONGreg

Key Items for Successful Closeout

CQC Completion Inspection and Punchlist Coordination of Comm Requirements Furniture Installation Testing and Balancing Commissioning OampM Manuals and Training

11

BUILDING STRONGreg

Warranty Management Plan Extended Warranty for EquipmentMatrsquol Equipment Warranty Tags Hard Keys Card Keys and Constr Core Spare Materials

12

Key Items for Successful Closeout(continued)

BUILDING STRONGreg

Key Items for Successful Closeout(continued)

Cleared Submittal Register Contractorrsquos Performance Evaluation As-Builts Equipment List DD Form 1354 Transfer and Acceptance

of DoD Real Property

13

BUILDING STRONGreg

Challenges Ahead

Building Information Modeling (BIM) Required in MILCON Business ProcessApplies to Design-Build Adapt Build and

Standard Design projects Building Commissioning LEED Documentation

14

BUILDING STRONGreg

Questions

15

BUILDING STRONGreg16

  • Construction Contract Closeout
  • Agenda
  • Construction Contract Closeout
  • Planning Ahead is Critical
  • Requirements for Closeout
  • Requirements for Closeout
  • Requirements for Closeout
  • Requirements for Closeout
  • High Level Process Map
  • Detailed Level Process Map
  • Key Items for Successful Closeout
  • Key Items for Successful Closeout
  • Key Items for Successful Closeout(continued)
  • Challenges Ahead
  • Questions
  • Slide Number 16
Page 7: Construction Contract Closeout · 2018-04-03 · CONSTRUCTION CONTRACT CLOSEOUT A-E CONTRACT CLOSEOUT 34 . AE COR Notifies Contractor to Submit ... Draft Version 5.5-2B – 9May07

BUILDING STRONGreg

Requirements for Closeout

Honolulu District updates to UFGS - 017800 (March 2009) New requirement for Electronic Submittals

bull OampM Manualsbull Catalog cuts and parts listbull Diagramsbull OampM Training (video taped)

7

BUILDING STRONGreg

Requirements for Closeout MILCON Project Closeout ndash USACE

Enterprise Business Process (Oct 2007)httpsrfpwizardcecerarmymilHTMLWaiverProcessrefsMILCON_PC_EBP_FINAL_V15B15D00_20071107pdf

Policy implemented Corps wideStandardizes the overall processUtilizes the Red Zone ChecklistApplies only to MILCON Projects

8

BUILDING STRONGreg

FinalFiscal

Review

START(Scheduled BOD less 75 Days minimum or

80 complete)

InterimReal Property

amp CIP Transfer

ENDContracts ClosedFunds Returned

Costs Transferred

CompletePhysical

Construction(Post Actual BOD)

InterimFunds Return

or Request

ContinuePre-BOD

Construction

Fiscal Contract and Project Closeout EffortsPre-BOD Construction amp Design (CampD)

FinalReal Property

amp CIP Transfer and

Project Closeout

FinalFundsReturn

Post-BOD C amp D

Interim Fiscal Review and

Pre-BOD Preparation

A-E Contract Closeout

(Final Disbursement)

CompleteAE Contract

Requirements

Construction ContractCloseout

(Final Disbursement)

High Level Process MapUSACE Enterprise Business Process ndash MILCON Closeout

9

22Complete

Remaining Bid Items Phasing or

Demolition

20Erosion Control

(Turf)

23Final

Modifications

21Ensure Punch ListComplete ndash ACO Progress Pmts

24

PayrollComplete

START Scheduled BOD less 75 Days minimum or 80

complete

INTERIM REAL PROPERTY AND CIP TRANSFER

5Address Issues Identified During

Initial and Subsequent Red Zone Meetings

6Contractor

Conducts Quality Control

Completion Inspection

7

RE ConductsPre-Final Inspection

8

RE FinalizesDraft Interim

DD 1354 (Costs)

COMPLETE PHYSICAL CONSTRUCTION

Construction Contract Physically

Complete (24)

3A-E

Involvement

SKIP AE Contract Closeout

No

DD1354i Signed by User (13)

Initial Red Zone Meeting (4)

LAST Mod signed by ACOKO (23)

Final As-BuiltsProvided to User (17)

Initiate Contractor Evaluation (16)

Interim CIP Transfer (15)

10 PA amp RM-B

Process Funds Return or

Additional Funds Request

13RPAO Signs

Interim DD 1354 Prior to Receiving

Facility Access

INTERIM FISCAL REVIEW AND PRE-BOD PREPARATION

9

RE ConductsFinal Acceptance

Inspection

11

RE Schedules Actual Beneficial Occupancy Date

(BOD)

Actual BOD (13)

15RM Processes

Interim CIP Transfer in

CEFMS Enters Date in RMS

12

RE Completes Interim DD 1354and Provides to RPAOOwner

INTERIM FUNDSRETURNREQUEST

14RE Receives Signed Interim

DD 1354 Requests RM

Process Interim CIP Transfer

CONTINUE PRE-BOD CONSTRUCTION

16Construction Contractor

Performance Evaluation

18Install Special

EquipmentCommInfrastructure

1

PM and RE Coordinate and Schedule Initial

Red Zone Meeting

2RE Prepares Construction

Issues and Draft Interim DD 1354

(Categories)

4

PM and RE Jointly Conduct

Initial Red Zone Meeting

Yes

COMPLETE AE CONTRACT REQUIREMENTS

17

Accept CADDAs-builts

Complete Remaining

Projects

4Final Project on Contract

No

Yes

3

PMPA Conducts Interim Fiscal

Analysis Prepares Interim Cost

26

PM or EampC Reconcile AE

Contract

19In-Season HVAC

Testing and Balancing

27RE Notifies

Contractor to Submit Releaseof Claims (ROC)

Package

29

Construction Contractor

Prepares and Signs ROC Docs

30ACO(RE) Receives

ROC Docs Processes ENG 93 Authorizes

Final Pmt

33

KO ClosesConstruction

Contract

31FC Disburses Final Payment within 3 DAYS

of ACO Signature

32

ACO Completes Contract Closeout

Checklist Prepares DD 1593

CONSTRUCTION CONTRACT CLOSEOUT

A-E CONTRACT CLOSEOUT

34 AE COR Notifies

Contractor to Submit Releaseof Claims (ROC)

Package

36

AE Contractor Prepares and Signs ROC Documents

37 AE COR

Prepares ENG 93 and Contract

Closeout Checklist amp Docs

38

KO Authorizes Final Payment

40

KO ClosesAE Task Order

or Contract(If appropriate)

39

FC Disburses Final Payment within 3 DAYS

of KO Signature

Final Pmt to Construction

Contractor (31)

ACO Approves Final Construct

Contract Pmt (30)

Final Pmt toAE Contractor (39)

KO Approves Final AE Contract Pmt (38)

1Final Project on Contract

No

Return Funds(C) and Complete

Remaining Projects

35

KO Processes AE Decisions and Claims

5Any Claimsto Process

No

YesC

FINAL FISCAL REVIEW FINAL FUNDS RETURN

C

Yes

A

END(1391 Requirements

Complete)

FINAL REAL PROPERTY and CIP TRANSFER

43PA Prepares

DD 1354 Copies PM RE amp RPAO

Requests CIP Transfer

46

PM ClosesProject in P2

45

RPAO is Notifiedof UpdatedAsset Cost

44

RM ProcessesCIP Transfer in CEFMS Enters

Date in RMS

Final CIP Transfer (44)

6Final Contract

of Project

Complete Remaining Contracts

No

Project Fiscally Complete (46)

Yes

A

B

B

25

RE EampC or PM Performs AE Contractor Evaluation

If the final contract of a multi-contract project has been completed then Processes 41-45 are considered FINAL for the project However if the final contract of a multi-contract project has NOT been completed then Processes 41-45 are considered INTERIM for the project

Transfer Records to Holding Area

Transfer Records to Holding Area

C

41

PMPA Conducts Final Fiscal

Analysis Prepares Final Cost

42

PM and RM-B Process Final Funds Returm

28

KO Processes Decisions and

Claims

2Any Claimsto Process

No

Yes C

ldquoProcessMap5-5-2Bvsdrdquo - Draft Version 55-2B ndash 9May07FOR MILCON PROJECT CLOSEOUT LSS PDT USE ONLY Resource MgmtEngr amp ConstructResident Engr Contracting OtherProject Mgmt

GLOSSARYRE = Resident Engineer PM = Project Manager EampC = Engineering and ConstructionCT = Contracting Office RM = Resource Management CIP = Construction In ProgressCQC = Contractor Quality Control AE = Architect-Engineer (Design Firm) Customer = ACSIM MAJCOM etcOwner = DPW BCE etc OccupantUser = 25th ID etc RPAO = Real Property Accountable OfficerFC = Finance Center PA = Program Analyst (or Budget Analyst or Mgmt Analyst) COR = Contracting Officer RepresentativeACO = Administrative Contracting Officer

Milestone Customer Value Add

Detailed Level Process MapUSACE Enterprise Business Process ndash MILCON Closeout

10

BUILDING STRONGreg

Key Items for Successful Closeout

CQC Completion Inspection and Punchlist Coordination of Comm Requirements Furniture Installation Testing and Balancing Commissioning OampM Manuals and Training

11

BUILDING STRONGreg

Warranty Management Plan Extended Warranty for EquipmentMatrsquol Equipment Warranty Tags Hard Keys Card Keys and Constr Core Spare Materials

12

Key Items for Successful Closeout(continued)

BUILDING STRONGreg

Key Items for Successful Closeout(continued)

Cleared Submittal Register Contractorrsquos Performance Evaluation As-Builts Equipment List DD Form 1354 Transfer and Acceptance

of DoD Real Property

13

BUILDING STRONGreg

Challenges Ahead

Building Information Modeling (BIM) Required in MILCON Business ProcessApplies to Design-Build Adapt Build and

Standard Design projects Building Commissioning LEED Documentation

14

BUILDING STRONGreg

Questions

15

BUILDING STRONGreg16

  • Construction Contract Closeout
  • Agenda
  • Construction Contract Closeout
  • Planning Ahead is Critical
  • Requirements for Closeout
  • Requirements for Closeout
  • Requirements for Closeout
  • Requirements for Closeout
  • High Level Process Map
  • Detailed Level Process Map
  • Key Items for Successful Closeout
  • Key Items for Successful Closeout
  • Key Items for Successful Closeout(continued)
  • Challenges Ahead
  • Questions
  • Slide Number 16
Page 8: Construction Contract Closeout · 2018-04-03 · CONSTRUCTION CONTRACT CLOSEOUT A-E CONTRACT CLOSEOUT 34 . AE COR Notifies Contractor to Submit ... Draft Version 5.5-2B – 9May07

BUILDING STRONGreg

Requirements for Closeout MILCON Project Closeout ndash USACE

Enterprise Business Process (Oct 2007)httpsrfpwizardcecerarmymilHTMLWaiverProcessrefsMILCON_PC_EBP_FINAL_V15B15D00_20071107pdf

Policy implemented Corps wideStandardizes the overall processUtilizes the Red Zone ChecklistApplies only to MILCON Projects

8

BUILDING STRONGreg

FinalFiscal

Review

START(Scheduled BOD less 75 Days minimum or

80 complete)

InterimReal Property

amp CIP Transfer

ENDContracts ClosedFunds Returned

Costs Transferred

CompletePhysical

Construction(Post Actual BOD)

InterimFunds Return

or Request

ContinuePre-BOD

Construction

Fiscal Contract and Project Closeout EffortsPre-BOD Construction amp Design (CampD)

FinalReal Property

amp CIP Transfer and

Project Closeout

FinalFundsReturn

Post-BOD C amp D

Interim Fiscal Review and

Pre-BOD Preparation

A-E Contract Closeout

(Final Disbursement)

CompleteAE Contract

Requirements

Construction ContractCloseout

(Final Disbursement)

High Level Process MapUSACE Enterprise Business Process ndash MILCON Closeout

9

22Complete

Remaining Bid Items Phasing or

Demolition

20Erosion Control

(Turf)

23Final

Modifications

21Ensure Punch ListComplete ndash ACO Progress Pmts

24

PayrollComplete

START Scheduled BOD less 75 Days minimum or 80

complete

INTERIM REAL PROPERTY AND CIP TRANSFER

5Address Issues Identified During

Initial and Subsequent Red Zone Meetings

6Contractor

Conducts Quality Control

Completion Inspection

7

RE ConductsPre-Final Inspection

8

RE FinalizesDraft Interim

DD 1354 (Costs)

COMPLETE PHYSICAL CONSTRUCTION

Construction Contract Physically

Complete (24)

3A-E

Involvement

SKIP AE Contract Closeout

No

DD1354i Signed by User (13)

Initial Red Zone Meeting (4)

LAST Mod signed by ACOKO (23)

Final As-BuiltsProvided to User (17)

Initiate Contractor Evaluation (16)

Interim CIP Transfer (15)

10 PA amp RM-B

Process Funds Return or

Additional Funds Request

13RPAO Signs

Interim DD 1354 Prior to Receiving

Facility Access

INTERIM FISCAL REVIEW AND PRE-BOD PREPARATION

9

RE ConductsFinal Acceptance

Inspection

11

RE Schedules Actual Beneficial Occupancy Date

(BOD)

Actual BOD (13)

15RM Processes

Interim CIP Transfer in

CEFMS Enters Date in RMS

12

RE Completes Interim DD 1354and Provides to RPAOOwner

INTERIM FUNDSRETURNREQUEST

14RE Receives Signed Interim

DD 1354 Requests RM

Process Interim CIP Transfer

CONTINUE PRE-BOD CONSTRUCTION

16Construction Contractor

Performance Evaluation

18Install Special

EquipmentCommInfrastructure

1

PM and RE Coordinate and Schedule Initial

Red Zone Meeting

2RE Prepares Construction

Issues and Draft Interim DD 1354

(Categories)

4

PM and RE Jointly Conduct

Initial Red Zone Meeting

Yes

COMPLETE AE CONTRACT REQUIREMENTS

17

Accept CADDAs-builts

Complete Remaining

Projects

4Final Project on Contract

No

Yes

3

PMPA Conducts Interim Fiscal

Analysis Prepares Interim Cost

26

PM or EampC Reconcile AE

Contract

19In-Season HVAC

Testing and Balancing

27RE Notifies

Contractor to Submit Releaseof Claims (ROC)

Package

29

Construction Contractor

Prepares and Signs ROC Docs

30ACO(RE) Receives

ROC Docs Processes ENG 93 Authorizes

Final Pmt

33

KO ClosesConstruction

Contract

31FC Disburses Final Payment within 3 DAYS

of ACO Signature

32

ACO Completes Contract Closeout

Checklist Prepares DD 1593

CONSTRUCTION CONTRACT CLOSEOUT

A-E CONTRACT CLOSEOUT

34 AE COR Notifies

Contractor to Submit Releaseof Claims (ROC)

Package

36

AE Contractor Prepares and Signs ROC Documents

37 AE COR

Prepares ENG 93 and Contract

Closeout Checklist amp Docs

38

KO Authorizes Final Payment

40

KO ClosesAE Task Order

or Contract(If appropriate)

39

FC Disburses Final Payment within 3 DAYS

of KO Signature

Final Pmt to Construction

Contractor (31)

ACO Approves Final Construct

Contract Pmt (30)

Final Pmt toAE Contractor (39)

KO Approves Final AE Contract Pmt (38)

1Final Project on Contract

No

Return Funds(C) and Complete

Remaining Projects

35

KO Processes AE Decisions and Claims

5Any Claimsto Process

No

YesC

FINAL FISCAL REVIEW FINAL FUNDS RETURN

C

Yes

A

END(1391 Requirements

Complete)

FINAL REAL PROPERTY and CIP TRANSFER

43PA Prepares

DD 1354 Copies PM RE amp RPAO

Requests CIP Transfer

46

PM ClosesProject in P2

45

RPAO is Notifiedof UpdatedAsset Cost

44

RM ProcessesCIP Transfer in CEFMS Enters

Date in RMS

Final CIP Transfer (44)

6Final Contract

of Project

Complete Remaining Contracts

No

Project Fiscally Complete (46)

Yes

A

B

B

25

RE EampC or PM Performs AE Contractor Evaluation

If the final contract of a multi-contract project has been completed then Processes 41-45 are considered FINAL for the project However if the final contract of a multi-contract project has NOT been completed then Processes 41-45 are considered INTERIM for the project

Transfer Records to Holding Area

Transfer Records to Holding Area

C

41

PMPA Conducts Final Fiscal

Analysis Prepares Final Cost

42

PM and RM-B Process Final Funds Returm

28

KO Processes Decisions and

Claims

2Any Claimsto Process

No

Yes C

ldquoProcessMap5-5-2Bvsdrdquo - Draft Version 55-2B ndash 9May07FOR MILCON PROJECT CLOSEOUT LSS PDT USE ONLY Resource MgmtEngr amp ConstructResident Engr Contracting OtherProject Mgmt

GLOSSARYRE = Resident Engineer PM = Project Manager EampC = Engineering and ConstructionCT = Contracting Office RM = Resource Management CIP = Construction In ProgressCQC = Contractor Quality Control AE = Architect-Engineer (Design Firm) Customer = ACSIM MAJCOM etcOwner = DPW BCE etc OccupantUser = 25th ID etc RPAO = Real Property Accountable OfficerFC = Finance Center PA = Program Analyst (or Budget Analyst or Mgmt Analyst) COR = Contracting Officer RepresentativeACO = Administrative Contracting Officer

Milestone Customer Value Add

Detailed Level Process MapUSACE Enterprise Business Process ndash MILCON Closeout

10

BUILDING STRONGreg

Key Items for Successful Closeout

CQC Completion Inspection and Punchlist Coordination of Comm Requirements Furniture Installation Testing and Balancing Commissioning OampM Manuals and Training

11

BUILDING STRONGreg

Warranty Management Plan Extended Warranty for EquipmentMatrsquol Equipment Warranty Tags Hard Keys Card Keys and Constr Core Spare Materials

12

Key Items for Successful Closeout(continued)

BUILDING STRONGreg

Key Items for Successful Closeout(continued)

Cleared Submittal Register Contractorrsquos Performance Evaluation As-Builts Equipment List DD Form 1354 Transfer and Acceptance

of DoD Real Property

13

BUILDING STRONGreg

Challenges Ahead

Building Information Modeling (BIM) Required in MILCON Business ProcessApplies to Design-Build Adapt Build and

Standard Design projects Building Commissioning LEED Documentation

14

BUILDING STRONGreg

Questions

15

BUILDING STRONGreg16

  • Construction Contract Closeout
  • Agenda
  • Construction Contract Closeout
  • Planning Ahead is Critical
  • Requirements for Closeout
  • Requirements for Closeout
  • Requirements for Closeout
  • Requirements for Closeout
  • High Level Process Map
  • Detailed Level Process Map
  • Key Items for Successful Closeout
  • Key Items for Successful Closeout
  • Key Items for Successful Closeout(continued)
  • Challenges Ahead
  • Questions
  • Slide Number 16
Page 9: Construction Contract Closeout · 2018-04-03 · CONSTRUCTION CONTRACT CLOSEOUT A-E CONTRACT CLOSEOUT 34 . AE COR Notifies Contractor to Submit ... Draft Version 5.5-2B – 9May07

BUILDING STRONGreg

FinalFiscal

Review

START(Scheduled BOD less 75 Days minimum or

80 complete)

InterimReal Property

amp CIP Transfer

ENDContracts ClosedFunds Returned

Costs Transferred

CompletePhysical

Construction(Post Actual BOD)

InterimFunds Return

or Request

ContinuePre-BOD

Construction

Fiscal Contract and Project Closeout EffortsPre-BOD Construction amp Design (CampD)

FinalReal Property

amp CIP Transfer and

Project Closeout

FinalFundsReturn

Post-BOD C amp D

Interim Fiscal Review and

Pre-BOD Preparation

A-E Contract Closeout

(Final Disbursement)

CompleteAE Contract

Requirements

Construction ContractCloseout

(Final Disbursement)

High Level Process MapUSACE Enterprise Business Process ndash MILCON Closeout

9

22Complete

Remaining Bid Items Phasing or

Demolition

20Erosion Control

(Turf)

23Final

Modifications

21Ensure Punch ListComplete ndash ACO Progress Pmts

24

PayrollComplete

START Scheduled BOD less 75 Days minimum or 80

complete

INTERIM REAL PROPERTY AND CIP TRANSFER

5Address Issues Identified During

Initial and Subsequent Red Zone Meetings

6Contractor

Conducts Quality Control

Completion Inspection

7

RE ConductsPre-Final Inspection

8

RE FinalizesDraft Interim

DD 1354 (Costs)

COMPLETE PHYSICAL CONSTRUCTION

Construction Contract Physically

Complete (24)

3A-E

Involvement

SKIP AE Contract Closeout

No

DD1354i Signed by User (13)

Initial Red Zone Meeting (4)

LAST Mod signed by ACOKO (23)

Final As-BuiltsProvided to User (17)

Initiate Contractor Evaluation (16)

Interim CIP Transfer (15)

10 PA amp RM-B

Process Funds Return or

Additional Funds Request

13RPAO Signs

Interim DD 1354 Prior to Receiving

Facility Access

INTERIM FISCAL REVIEW AND PRE-BOD PREPARATION

9

RE ConductsFinal Acceptance

Inspection

11

RE Schedules Actual Beneficial Occupancy Date

(BOD)

Actual BOD (13)

15RM Processes

Interim CIP Transfer in

CEFMS Enters Date in RMS

12

RE Completes Interim DD 1354and Provides to RPAOOwner

INTERIM FUNDSRETURNREQUEST

14RE Receives Signed Interim

DD 1354 Requests RM

Process Interim CIP Transfer

CONTINUE PRE-BOD CONSTRUCTION

16Construction Contractor

Performance Evaluation

18Install Special

EquipmentCommInfrastructure

1

PM and RE Coordinate and Schedule Initial

Red Zone Meeting

2RE Prepares Construction

Issues and Draft Interim DD 1354

(Categories)

4

PM and RE Jointly Conduct

Initial Red Zone Meeting

Yes

COMPLETE AE CONTRACT REQUIREMENTS

17

Accept CADDAs-builts

Complete Remaining

Projects

4Final Project on Contract

No

Yes

3

PMPA Conducts Interim Fiscal

Analysis Prepares Interim Cost

26

PM or EampC Reconcile AE

Contract

19In-Season HVAC

Testing and Balancing

27RE Notifies

Contractor to Submit Releaseof Claims (ROC)

Package

29

Construction Contractor

Prepares and Signs ROC Docs

30ACO(RE) Receives

ROC Docs Processes ENG 93 Authorizes

Final Pmt

33

KO ClosesConstruction

Contract

31FC Disburses Final Payment within 3 DAYS

of ACO Signature

32

ACO Completes Contract Closeout

Checklist Prepares DD 1593

CONSTRUCTION CONTRACT CLOSEOUT

A-E CONTRACT CLOSEOUT

34 AE COR Notifies

Contractor to Submit Releaseof Claims (ROC)

Package

36

AE Contractor Prepares and Signs ROC Documents

37 AE COR

Prepares ENG 93 and Contract

Closeout Checklist amp Docs

38

KO Authorizes Final Payment

40

KO ClosesAE Task Order

or Contract(If appropriate)

39

FC Disburses Final Payment within 3 DAYS

of KO Signature

Final Pmt to Construction

Contractor (31)

ACO Approves Final Construct

Contract Pmt (30)

Final Pmt toAE Contractor (39)

KO Approves Final AE Contract Pmt (38)

1Final Project on Contract

No

Return Funds(C) and Complete

Remaining Projects

35

KO Processes AE Decisions and Claims

5Any Claimsto Process

No

YesC

FINAL FISCAL REVIEW FINAL FUNDS RETURN

C

Yes

A

END(1391 Requirements

Complete)

FINAL REAL PROPERTY and CIP TRANSFER

43PA Prepares

DD 1354 Copies PM RE amp RPAO

Requests CIP Transfer

46

PM ClosesProject in P2

45

RPAO is Notifiedof UpdatedAsset Cost

44

RM ProcessesCIP Transfer in CEFMS Enters

Date in RMS

Final CIP Transfer (44)

6Final Contract

of Project

Complete Remaining Contracts

No

Project Fiscally Complete (46)

Yes

A

B

B

25

RE EampC or PM Performs AE Contractor Evaluation

If the final contract of a multi-contract project has been completed then Processes 41-45 are considered FINAL for the project However if the final contract of a multi-contract project has NOT been completed then Processes 41-45 are considered INTERIM for the project

Transfer Records to Holding Area

Transfer Records to Holding Area

C

41

PMPA Conducts Final Fiscal

Analysis Prepares Final Cost

42

PM and RM-B Process Final Funds Returm

28

KO Processes Decisions and

Claims

2Any Claimsto Process

No

Yes C

ldquoProcessMap5-5-2Bvsdrdquo - Draft Version 55-2B ndash 9May07FOR MILCON PROJECT CLOSEOUT LSS PDT USE ONLY Resource MgmtEngr amp ConstructResident Engr Contracting OtherProject Mgmt

GLOSSARYRE = Resident Engineer PM = Project Manager EampC = Engineering and ConstructionCT = Contracting Office RM = Resource Management CIP = Construction In ProgressCQC = Contractor Quality Control AE = Architect-Engineer (Design Firm) Customer = ACSIM MAJCOM etcOwner = DPW BCE etc OccupantUser = 25th ID etc RPAO = Real Property Accountable OfficerFC = Finance Center PA = Program Analyst (or Budget Analyst or Mgmt Analyst) COR = Contracting Officer RepresentativeACO = Administrative Contracting Officer

Milestone Customer Value Add

Detailed Level Process MapUSACE Enterprise Business Process ndash MILCON Closeout

10

BUILDING STRONGreg

Key Items for Successful Closeout

CQC Completion Inspection and Punchlist Coordination of Comm Requirements Furniture Installation Testing and Balancing Commissioning OampM Manuals and Training

11

BUILDING STRONGreg

Warranty Management Plan Extended Warranty for EquipmentMatrsquol Equipment Warranty Tags Hard Keys Card Keys and Constr Core Spare Materials

12

Key Items for Successful Closeout(continued)

BUILDING STRONGreg

Key Items for Successful Closeout(continued)

Cleared Submittal Register Contractorrsquos Performance Evaluation As-Builts Equipment List DD Form 1354 Transfer and Acceptance

of DoD Real Property

13

BUILDING STRONGreg

Challenges Ahead

Building Information Modeling (BIM) Required in MILCON Business ProcessApplies to Design-Build Adapt Build and

Standard Design projects Building Commissioning LEED Documentation

14

BUILDING STRONGreg

Questions

15

BUILDING STRONGreg16

  • Construction Contract Closeout
  • Agenda
  • Construction Contract Closeout
  • Planning Ahead is Critical
  • Requirements for Closeout
  • Requirements for Closeout
  • Requirements for Closeout
  • Requirements for Closeout
  • High Level Process Map
  • Detailed Level Process Map
  • Key Items for Successful Closeout
  • Key Items for Successful Closeout
  • Key Items for Successful Closeout(continued)
  • Challenges Ahead
  • Questions
  • Slide Number 16
Page 10: Construction Contract Closeout · 2018-04-03 · CONSTRUCTION CONTRACT CLOSEOUT A-E CONTRACT CLOSEOUT 34 . AE COR Notifies Contractor to Submit ... Draft Version 5.5-2B – 9May07

22Complete

Remaining Bid Items Phasing or

Demolition

20Erosion Control

(Turf)

23Final

Modifications

21Ensure Punch ListComplete ndash ACO Progress Pmts

24

PayrollComplete

START Scheduled BOD less 75 Days minimum or 80

complete

INTERIM REAL PROPERTY AND CIP TRANSFER

5Address Issues Identified During

Initial and Subsequent Red Zone Meetings

6Contractor

Conducts Quality Control

Completion Inspection

7

RE ConductsPre-Final Inspection

8

RE FinalizesDraft Interim

DD 1354 (Costs)

COMPLETE PHYSICAL CONSTRUCTION

Construction Contract Physically

Complete (24)

3A-E

Involvement

SKIP AE Contract Closeout

No

DD1354i Signed by User (13)

Initial Red Zone Meeting (4)

LAST Mod signed by ACOKO (23)

Final As-BuiltsProvided to User (17)

Initiate Contractor Evaluation (16)

Interim CIP Transfer (15)

10 PA amp RM-B

Process Funds Return or

Additional Funds Request

13RPAO Signs

Interim DD 1354 Prior to Receiving

Facility Access

INTERIM FISCAL REVIEW AND PRE-BOD PREPARATION

9

RE ConductsFinal Acceptance

Inspection

11

RE Schedules Actual Beneficial Occupancy Date

(BOD)

Actual BOD (13)

15RM Processes

Interim CIP Transfer in

CEFMS Enters Date in RMS

12

RE Completes Interim DD 1354and Provides to RPAOOwner

INTERIM FUNDSRETURNREQUEST

14RE Receives Signed Interim

DD 1354 Requests RM

Process Interim CIP Transfer

CONTINUE PRE-BOD CONSTRUCTION

16Construction Contractor

Performance Evaluation

18Install Special

EquipmentCommInfrastructure

1

PM and RE Coordinate and Schedule Initial

Red Zone Meeting

2RE Prepares Construction

Issues and Draft Interim DD 1354

(Categories)

4

PM and RE Jointly Conduct

Initial Red Zone Meeting

Yes

COMPLETE AE CONTRACT REQUIREMENTS

17

Accept CADDAs-builts

Complete Remaining

Projects

4Final Project on Contract

No

Yes

3

PMPA Conducts Interim Fiscal

Analysis Prepares Interim Cost

26

PM or EampC Reconcile AE

Contract

19In-Season HVAC

Testing and Balancing

27RE Notifies

Contractor to Submit Releaseof Claims (ROC)

Package

29

Construction Contractor

Prepares and Signs ROC Docs

30ACO(RE) Receives

ROC Docs Processes ENG 93 Authorizes

Final Pmt

33

KO ClosesConstruction

Contract

31FC Disburses Final Payment within 3 DAYS

of ACO Signature

32

ACO Completes Contract Closeout

Checklist Prepares DD 1593

CONSTRUCTION CONTRACT CLOSEOUT

A-E CONTRACT CLOSEOUT

34 AE COR Notifies

Contractor to Submit Releaseof Claims (ROC)

Package

36

AE Contractor Prepares and Signs ROC Documents

37 AE COR

Prepares ENG 93 and Contract

Closeout Checklist amp Docs

38

KO Authorizes Final Payment

40

KO ClosesAE Task Order

or Contract(If appropriate)

39

FC Disburses Final Payment within 3 DAYS

of KO Signature

Final Pmt to Construction

Contractor (31)

ACO Approves Final Construct

Contract Pmt (30)

Final Pmt toAE Contractor (39)

KO Approves Final AE Contract Pmt (38)

1Final Project on Contract

No

Return Funds(C) and Complete

Remaining Projects

35

KO Processes AE Decisions and Claims

5Any Claimsto Process

No

YesC

FINAL FISCAL REVIEW FINAL FUNDS RETURN

C

Yes

A

END(1391 Requirements

Complete)

FINAL REAL PROPERTY and CIP TRANSFER

43PA Prepares

DD 1354 Copies PM RE amp RPAO

Requests CIP Transfer

46

PM ClosesProject in P2

45

RPAO is Notifiedof UpdatedAsset Cost

44

RM ProcessesCIP Transfer in CEFMS Enters

Date in RMS

Final CIP Transfer (44)

6Final Contract

of Project

Complete Remaining Contracts

No

Project Fiscally Complete (46)

Yes

A

B

B

25

RE EampC or PM Performs AE Contractor Evaluation

If the final contract of a multi-contract project has been completed then Processes 41-45 are considered FINAL for the project However if the final contract of a multi-contract project has NOT been completed then Processes 41-45 are considered INTERIM for the project

Transfer Records to Holding Area

Transfer Records to Holding Area

C

41

PMPA Conducts Final Fiscal

Analysis Prepares Final Cost

42

PM and RM-B Process Final Funds Returm

28

KO Processes Decisions and

Claims

2Any Claimsto Process

No

Yes C

ldquoProcessMap5-5-2Bvsdrdquo - Draft Version 55-2B ndash 9May07FOR MILCON PROJECT CLOSEOUT LSS PDT USE ONLY Resource MgmtEngr amp ConstructResident Engr Contracting OtherProject Mgmt

GLOSSARYRE = Resident Engineer PM = Project Manager EampC = Engineering and ConstructionCT = Contracting Office RM = Resource Management CIP = Construction In ProgressCQC = Contractor Quality Control AE = Architect-Engineer (Design Firm) Customer = ACSIM MAJCOM etcOwner = DPW BCE etc OccupantUser = 25th ID etc RPAO = Real Property Accountable OfficerFC = Finance Center PA = Program Analyst (or Budget Analyst or Mgmt Analyst) COR = Contracting Officer RepresentativeACO = Administrative Contracting Officer

Milestone Customer Value Add

Detailed Level Process MapUSACE Enterprise Business Process ndash MILCON Closeout

10

BUILDING STRONGreg

Key Items for Successful Closeout

CQC Completion Inspection and Punchlist Coordination of Comm Requirements Furniture Installation Testing and Balancing Commissioning OampM Manuals and Training

11

BUILDING STRONGreg

Warranty Management Plan Extended Warranty for EquipmentMatrsquol Equipment Warranty Tags Hard Keys Card Keys and Constr Core Spare Materials

12

Key Items for Successful Closeout(continued)

BUILDING STRONGreg

Key Items for Successful Closeout(continued)

Cleared Submittal Register Contractorrsquos Performance Evaluation As-Builts Equipment List DD Form 1354 Transfer and Acceptance

of DoD Real Property

13

BUILDING STRONGreg

Challenges Ahead

Building Information Modeling (BIM) Required in MILCON Business ProcessApplies to Design-Build Adapt Build and

Standard Design projects Building Commissioning LEED Documentation

14

BUILDING STRONGreg

Questions

15

BUILDING STRONGreg16

  • Construction Contract Closeout
  • Agenda
  • Construction Contract Closeout
  • Planning Ahead is Critical
  • Requirements for Closeout
  • Requirements for Closeout
  • Requirements for Closeout
  • Requirements for Closeout
  • High Level Process Map
  • Detailed Level Process Map
  • Key Items for Successful Closeout
  • Key Items for Successful Closeout
  • Key Items for Successful Closeout(continued)
  • Challenges Ahead
  • Questions
  • Slide Number 16
Page 11: Construction Contract Closeout · 2018-04-03 · CONSTRUCTION CONTRACT CLOSEOUT A-E CONTRACT CLOSEOUT 34 . AE COR Notifies Contractor to Submit ... Draft Version 5.5-2B – 9May07

BUILDING STRONGreg

Key Items for Successful Closeout

CQC Completion Inspection and Punchlist Coordination of Comm Requirements Furniture Installation Testing and Balancing Commissioning OampM Manuals and Training

11

BUILDING STRONGreg

Warranty Management Plan Extended Warranty for EquipmentMatrsquol Equipment Warranty Tags Hard Keys Card Keys and Constr Core Spare Materials

12

Key Items for Successful Closeout(continued)

BUILDING STRONGreg

Key Items for Successful Closeout(continued)

Cleared Submittal Register Contractorrsquos Performance Evaluation As-Builts Equipment List DD Form 1354 Transfer and Acceptance

of DoD Real Property

13

BUILDING STRONGreg

Challenges Ahead

Building Information Modeling (BIM) Required in MILCON Business ProcessApplies to Design-Build Adapt Build and

Standard Design projects Building Commissioning LEED Documentation

14

BUILDING STRONGreg

Questions

15

BUILDING STRONGreg16

  • Construction Contract Closeout
  • Agenda
  • Construction Contract Closeout
  • Planning Ahead is Critical
  • Requirements for Closeout
  • Requirements for Closeout
  • Requirements for Closeout
  • Requirements for Closeout
  • High Level Process Map
  • Detailed Level Process Map
  • Key Items for Successful Closeout
  • Key Items for Successful Closeout
  • Key Items for Successful Closeout(continued)
  • Challenges Ahead
  • Questions
  • Slide Number 16
Page 12: Construction Contract Closeout · 2018-04-03 · CONSTRUCTION CONTRACT CLOSEOUT A-E CONTRACT CLOSEOUT 34 . AE COR Notifies Contractor to Submit ... Draft Version 5.5-2B – 9May07

BUILDING STRONGreg

Warranty Management Plan Extended Warranty for EquipmentMatrsquol Equipment Warranty Tags Hard Keys Card Keys and Constr Core Spare Materials

12

Key Items for Successful Closeout(continued)

BUILDING STRONGreg

Key Items for Successful Closeout(continued)

Cleared Submittal Register Contractorrsquos Performance Evaluation As-Builts Equipment List DD Form 1354 Transfer and Acceptance

of DoD Real Property

13

BUILDING STRONGreg

Challenges Ahead

Building Information Modeling (BIM) Required in MILCON Business ProcessApplies to Design-Build Adapt Build and

Standard Design projects Building Commissioning LEED Documentation

14

BUILDING STRONGreg

Questions

15

BUILDING STRONGreg16

  • Construction Contract Closeout
  • Agenda
  • Construction Contract Closeout
  • Planning Ahead is Critical
  • Requirements for Closeout
  • Requirements for Closeout
  • Requirements for Closeout
  • Requirements for Closeout
  • High Level Process Map
  • Detailed Level Process Map
  • Key Items for Successful Closeout
  • Key Items for Successful Closeout
  • Key Items for Successful Closeout(continued)
  • Challenges Ahead
  • Questions
  • Slide Number 16
Page 13: Construction Contract Closeout · 2018-04-03 · CONSTRUCTION CONTRACT CLOSEOUT A-E CONTRACT CLOSEOUT 34 . AE COR Notifies Contractor to Submit ... Draft Version 5.5-2B – 9May07

BUILDING STRONGreg

Key Items for Successful Closeout(continued)

Cleared Submittal Register Contractorrsquos Performance Evaluation As-Builts Equipment List DD Form 1354 Transfer and Acceptance

of DoD Real Property

13

BUILDING STRONGreg

Challenges Ahead

Building Information Modeling (BIM) Required in MILCON Business ProcessApplies to Design-Build Adapt Build and

Standard Design projects Building Commissioning LEED Documentation

14

BUILDING STRONGreg

Questions

15

BUILDING STRONGreg16

  • Construction Contract Closeout
  • Agenda
  • Construction Contract Closeout
  • Planning Ahead is Critical
  • Requirements for Closeout
  • Requirements for Closeout
  • Requirements for Closeout
  • Requirements for Closeout
  • High Level Process Map
  • Detailed Level Process Map
  • Key Items for Successful Closeout
  • Key Items for Successful Closeout
  • Key Items for Successful Closeout(continued)
  • Challenges Ahead
  • Questions
  • Slide Number 16
Page 14: Construction Contract Closeout · 2018-04-03 · CONSTRUCTION CONTRACT CLOSEOUT A-E CONTRACT CLOSEOUT 34 . AE COR Notifies Contractor to Submit ... Draft Version 5.5-2B – 9May07

BUILDING STRONGreg

Challenges Ahead

Building Information Modeling (BIM) Required in MILCON Business ProcessApplies to Design-Build Adapt Build and

Standard Design projects Building Commissioning LEED Documentation

14

BUILDING STRONGreg

Questions

15

BUILDING STRONGreg16

  • Construction Contract Closeout
  • Agenda
  • Construction Contract Closeout
  • Planning Ahead is Critical
  • Requirements for Closeout
  • Requirements for Closeout
  • Requirements for Closeout
  • Requirements for Closeout
  • High Level Process Map
  • Detailed Level Process Map
  • Key Items for Successful Closeout
  • Key Items for Successful Closeout
  • Key Items for Successful Closeout(continued)
  • Challenges Ahead
  • Questions
  • Slide Number 16
Page 15: Construction Contract Closeout · 2018-04-03 · CONSTRUCTION CONTRACT CLOSEOUT A-E CONTRACT CLOSEOUT 34 . AE COR Notifies Contractor to Submit ... Draft Version 5.5-2B – 9May07

BUILDING STRONGreg

Questions

15

BUILDING STRONGreg16

  • Construction Contract Closeout
  • Agenda
  • Construction Contract Closeout
  • Planning Ahead is Critical
  • Requirements for Closeout
  • Requirements for Closeout
  • Requirements for Closeout
  • Requirements for Closeout
  • High Level Process Map
  • Detailed Level Process Map
  • Key Items for Successful Closeout
  • Key Items for Successful Closeout
  • Key Items for Successful Closeout(continued)
  • Challenges Ahead
  • Questions
  • Slide Number 16
Page 16: Construction Contract Closeout · 2018-04-03 · CONSTRUCTION CONTRACT CLOSEOUT A-E CONTRACT CLOSEOUT 34 . AE COR Notifies Contractor to Submit ... Draft Version 5.5-2B – 9May07

BUILDING STRONGreg16

  • Construction Contract Closeout
  • Agenda
  • Construction Contract Closeout
  • Planning Ahead is Critical
  • Requirements for Closeout
  • Requirements for Closeout
  • Requirements for Closeout
  • Requirements for Closeout
  • High Level Process Map
  • Detailed Level Process Map
  • Key Items for Successful Closeout
  • Key Items for Successful Closeout
  • Key Items for Successful Closeout(continued)
  • Challenges Ahead
  • Questions
  • Slide Number 16