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What documents should you include in a construction project closeout package?

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A construction project closeout package is a collection of documents that summarizes the completion of a project and transfers the ownership and maintenance responsibilities to the client. It is a crucial step in ensuring that the project meets the contractual obligations, quality standards, and client expectations. A well-prepared closeout package can also help avoid disputes, claims, and litigation in the future. But what documents should you include in a construction project closeout package? Here are some of the essential ones that you should not miss.

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Priyanka Kale IGBC-AP?
Abhishek Sharma

Business Development - Overseas Infrastructure Projects | Specialized in Project Management, Tenders, Contracts &…
Shreedhar Bhat. MRICS,FICCP,FIIV

Civil Engineer, Expert in QS, Contracts, Project Management, RICS Member, Certified Trainer/Enterprise Risk Manager…

1 Final Contract Documents

The final contract documents are the basis of the project scope, schedule, budget, and specifications. They include the original contract, any change orders, amendments, modifications, or addenda that occurred during the project. They also include the final drawings, plans, specifications, and shop drawings that reflect the as-built conditions of the project. These documents are important to verify that the project was completed according to the agreed terms and conditions, and to provide a reference for any future modifications or repairs.

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Priyanka Kale IGBC-AP?
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1. Warranty Certificate 2. Site clearance certificate 3. No due certificate 4. Warranty & guaranty certificate 5. Do's and don'ts 6. Annual maintenance period 7. Virtual completion certificate 8. As built drawings 9. Attick stock at site 10. Asset list 11. Agreement/PO/CO receipt 12. Material maintenance manual 13. Training Certificate to Management team

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Abhishek Sharma

Business Development - Overseas Infrastructure Projects | Specialized in Project Management, Tenders, Contracts & Client Relationships
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In a construction project closeout package, include documents such as: 1. As-built drawings 2. Operation and maintenance manuals 3. Final inspection reports 4. Punch lists and completion certificates.

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YASH MEHROTRA, MAPM

COST AND PROJECT MANAGEMENT PROFESSIONAL| RICS APC | SQS | AUDIT | STRATEGIC ADVISORY | MAPM
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For construction close out package, the following should be taken care off. 1. As-Built drawings, 2. Operations & Maintainance and Training manuals. 3. Virtual completion certificate 4. Practical/substantial completion certificate. 5. Final Account and No Dues certificates. 6. Performance Bank Guarantee/ retention bank guarantee. 7. Warranty certificates. 8. Do's and don'ts. 9. Attic stock. 10. Asset list. 11. Final Contract/Agreements. 12. Final Variation/Change orders 13. Survey Reports 14. Testing and Commissioning reports. 15. Final payment Application 16. Project closeout report. 17. Snag list/Punch list. 18. All RFIs, observations, photos, etc...

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Tushaar Kohli MRICS

AP at IGBC, MRICS, MCM (NICMAR), BE (Civil) and building better environments
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close out must include ..... maintenance schedules, all equipment lists and makes and manufactures and warrantee details, all as built drawings, all no dues certificates, locks/ keys / manuals etc.

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2 Final Accounting Records

The final accounting records are the records of all the financial transactions that occurred during the project. They include the invoices, receipts, payments, lien waivers, bonds, insurance certificates, warranties, and any other documents that show the costs and revenues of the project. These documents are important to confirm that the project was completed within the budget, to settle any outstanding balances, and to provide a basis for tax reporting and auditing.

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3 Final Inspection Reports

The final inspection reports are the reports of the inspections that were conducted during and after the project to ensure that the project met the quality standards, codes, regulations, and safety requirements. They include the inspection checklists, test results, certificates of occupancy, punch lists, defect lists, and any other documents that show the compliance and performance of the project. These documents are important to demonstrate that the project was completed according to the quality criteria, to identify and correct any defects or deficiencies, and to obtain the necessary approvals and permits.

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4 Final Project Report

The final project report is a comprehensive summary of the project that covers the project objectives, achievements, challenges, lessons learned, and recommendations. It includes the project overview, scope, schedule, budget, quality, risk, communication, stakeholder, and team management. It also includes the project evaluation, feedback, and satisfaction surveys. This document is important to document the project outcomes, to evaluate the project success, to capture the best practices and lessons learned, and to provide suggestions for improvement and future projects.

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5 Operation and Maintenance Manuals

The operation and maintenance manuals are the manuals that provide the instructions and guidelines for operating and maintaining the systems and equipment that were installed or modified during the project. They include the manufacturer's manuals, user manuals, technical manuals, maintenance schedules, spare parts lists, and any other documents that show how to use and care for the project deliverables. These documents are important to ensure that the client can operate and maintain the project safely and efficiently, to extend the lifespan and performance of the project deliverables, and to reduce the risks of breakdowns and failures.

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Dhinakaran Purushothaman MBA MRICS MIS

Mentoring & Career Guidance | Construction Expertise | Chartered QS & Civil Engineer
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? As-Built Drawings: Include final as-built drawings, accurately representing the completed project. ? Equipment Manuals: Provide manuals and documentation for all installed equipment and systems, including Spare parts list and relevant contacts. ? Maintenance Procedures: Outline detailed maintenance procedures to ensure the longevity of project components, including Scheduled Maintenance during the Defects Notification Period (DNP). ? Warranty Information: Clearly state any warranties and guarantees provided for the completed work and contacting services. ? Emergency Procedures: Include detailed instructions for emergency situations, such as power outages, and equipment failures, with steps for shutting down systems.

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6 Project Turnover Letter

The project turnover letter is a formal letter that transfers the ownership and responsibility of the project from the contractor to the client. It includes the project name, date, parties, scope, deliverables, closeout documents, warranties, and any other information that is relevant to the project handover. It also includes a statement of acceptance and confirmation from the client that the project is complete and satisfactory. This document is important to finalize the project closure, to acknowledge the project completion, and to release the contractor from any further obligations or liabilities.

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Dhinakaran Purushothaman MBA MRICS MIS

Mentoring & Career Guidance | Construction Expertise | Chartered QS & Civil Engineer
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From my experience, we may add details for: ? Under Scope - Changes: Describe any modifications, changes, or amendments to the original scope of work that occurred during the course of the project. Specify that documentation including change orders, official written requests for changes, and any approvals obtained are included in the closeout package for the client's reference and transparency. ? Project Personnel Transition: Provide information on the transition of project personnel, including key contacts for ongoing support. Specify contact information for project managers, site supervisors, and other relevant personnel.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Shreedhar Bhat. MRICS,FICCP,FIIV

Civil Engineer, Expert in QS, Contracts, Project Management, RICS Member, Certified Trainer/Enterprise Risk Manager, IICA Qualified Independent Director, IIAM Empaneled Arbitrator, Fellow of ICCP, Chartered Valuer
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The Project close out package should include the following. 1. Taking Over certificate 2. As Built Drawings 3. Warranties 4. Equipment manuals 5. Maintenance Manuals. 6. Copy of final authority approvals 7. Final accounts statement 8. Dos and Don'ts

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Alberto Lindner

Universidad Metropolitana, Network Advisors, LLC. Consultor externo. Profesor de la Universidad Metropolitana, con mas de 33 a?os en ejercicio. Coach ontológico certificado. Posgrado en Ciencias del Bienestar
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Cerrar un proyecto es un proceso complejo y requiere atención. En obras de construcción se habla de garantías del producto, por lo que hay una recepción provicional y luego de un lapso estimado, la entrega definitiva. También debemos entregar la serie de planos en físico y en digital del llamado "como construido". Los planos son fieles a como se construyó la obra. Debemos pagar retenciones laborales y retenciones de fiel cumplimiento. También debemos realizar un proceso post cierre, donde acompa?amos al cliente en la producción de los subproductos, en caso de ser industrial. Por último, nos debemos preparar para hacer el cierre de las lecciones aprendidas y mejores prácticas, lo que se convierte en uno de nuestros mas valorados activos

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Aanandha Eashwaran Kailash,PMP?,PGP ACM

Project Management Professional(PMP) | Primavera P6 | Project Management | EPC Projects Specialist | Data Center Professional | Project Planning and Monitoring | Contracts Management | Scope and Change Management |
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The most important hand over documents in a construction project are listed below:- 1)HOTO documents -Handover Takeover with IOC letter signed by both parties 2)Operating Manuals for STP,WTP,DG, EV systems,etc,. 3) Warranty certificates for every equipments 4)As Built Drawings, MEP and Fire Fighting units Layout drawings for understanding. 5) maintanence logs and schedule 6)commissioning certificates for running units like pump,DG,etc. 7) Handover Checklist 8) completion certificate 9) defect liability procedures with claim/nonclaim items.

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H.K MIE , FIE Cngg

Sr Vice President(Rail & Metro Alied works), Ex DMRC , Dubai Metro ….
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Additionally as below : - project final estimate - project completion report - contractor final bill - project performance certificate

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Shaf S.

?? AI Automation Expert for SMEs | ?? Property Developer | Helping businesses streamline operations and boost profitability with AI | ??Award Winning Entrepreneur??
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Something that should also be in the handover package is a list of replacements and suppliers where they purchased the items from. This is very useful to the owner or management company.

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What documents should you include in a construction project closeout package?

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1 Final Contract Documents

2 Final Accounting Records

3 Final Inspection Reports

4 Final Project Report

5 Operation and Maintenance Manuals

6 Project Turnover Letter

7 Here’s what else to consider

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