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Closeout & Documentation

Closeout & Documentation

Module 5: Closeout & Documentation

PM for HVAC — Intern Academy

Instructor: S.F. Johnson  |  Duration: 60–90 minutes

Lock in a clean turnover. This module gives you a checklist-driven approach to documents that close the job: O&Ms, as-builts, training records, warranties, test reports, attic stock logs, lien waivers, and final pay paperwork.

📘 Learning Objectives

  • Plan a closeout timeline back-from substantial completion (SC) and turnover (TCO).
  • Assemble a compliant turnover package: O&Ms, as-builts, warranties, test reports, attic stock.
  • Run punchlist documentation and final inspection sign-offs with traceable evidence.
  • Control document versions and approvals with a simple, auditable register.
  • Complete final pay: retainage, lien waivers, and closeout affidavits.
🛣️ Closeout Strategy & Timeline
  • T-60 days: Publish closeout plan; draft O&M index; start as-built clean-up; confirm attic stock list; schedule training windows.
  • T-30 days: Issue O&M draft for review; lock labels & asset registry; pre-final inspections; capture punchlist photos.
  • T-14 days: Final O&M PDF; as-built package; warranty letters; test reports (startup, TAB, functional if applicable).
  • SC/TCO: Turnover binder + USB/cloud; training sign-ins; submit conditional waivers with pay app.
  • Final: Unconditional waivers; retainage release; archive package delivered to owner & internal server.
📦 Turnover Package — Required Contents
  • O&M manuals (PDF) with equipment cutsheets and wiring diagrams
  • As-builts (PDF/CAD), valve charts, damper schedules
  • Warranty certificates (start dates & terms), startup reports
  • Testing reports (TAB; functional tests if required)
  • Training agenda, recordings/slide deck, sign-in sheets
  • Asset registry (tag, serial, room, panel/VFD associations)
  • Attic stock list & receipt, spare filters/belts
  • Emergency contacts & seasonal setpoint quick guide
Tip: Deliver digitally (PDF + structured folders) and physically (tabbed binder or QR card set).
🗂️ Document Control & Registers
  • Naming: JOB-Phase_Discipline_DocType_Version_YYYYMMDD.pdf
  • Register fields: Doc ID, Title, Owner, Status (Draft/Review/Approved), Rev, Due-By, Link, Notes.
  • Transmittals: Date, recipient, description, revision, action required; store as PDF.
  • Distribution: Owner, GC, CxA, Maintenance lead, IT/BMS admin, PM, Superintendent.
Doc ID Title Owner Status Due-By
CL-OM-01O&M Manual – HVACPMReview2025-09-15
CL-AB-02As-Builts – M SheetsCoordDraft2025-09-10
🧹 Punchlist & Final Inspections
  • Capture items with photo + location + trade + priority (A life/safety, B function, C cosmetic).
  • Weekly burn-down: planned vs cleared; upload “after” photos for sign-off.
  • Final inspections: schedule windows, pre-walk checklists, re-inspection buffer.
💵 Final Billing & Legal Docs
  • Retainage release conditions: all docs delivered, punchlist closed, waivers submitted.
  • Lien waivers: conditional with each pay app; unconditional upon cleared funds.
  • Closeout affidavits, warranties, and release of claims with final application.

🧰 Closeout & Documentation Mini Tools

📅 Closeout Back-Plan
O&M Final Draft By: —
As-Builts Ready By: —
Training Materials Ready: —
Waivers/Final Pack Ready: —
✅ Turnover Completeness Meter

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📚 O&M Index Builder
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💳 Final Billing Readiness
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Checklist: waivers, warranties, O&Ms, as-builts, punchlist closure, final inspections.

✅ QA/QC Gate — Ready for Turnover?
  • All deliverables approved; links live; filenames follow convention.
  • Punchlist closed with photo proof; re-walk sign-off obtained.
  • Training completed (agenda + sign-ins + slides/video provided).
  • Warranties registered; startup/TAB reports filed.
  • Final pay app prepared with correct waivers and retainage math.

🧠 Quiz Yourself

When you finish this module, take the Module 5 Quiz on ConstructIQ.

Take Quiz