As projects near completion, ensuring a smooth and efficient closeout process is crucial for both the client and the team. At PR&Aa, we offer comprehensive Closeout services, including detailed reports, as part of our standard project offerings. Whether this is included in the project proposal or discussed with the client during project setup, we prioritize timely, accurate, and complete project closeout documentation.

Here’s an overview of our Closeout process and how we ensure every detail is handled with precision.

Why We Start Early

A well-executed Closeout process doesn’t begin at the final stage of construction; it starts when a project is 80-85% complete or when the contractor starts to request retention releases. Waiting for a project to be fully finished can delay valuable reports, especially if properties go up for sale shortly after completion. By beginning closeout tasks early, we ensure that our clients receive timely and actionable reports, which can be especially important for risk mitigation and quality of the finished investment.

It’s essential to verify if a site visit is part of the Closeout scope, as this may not always be included. Once confirmed, we begin gathering documents well before the project is complete. This proactive approach not only helps streamline the process but also ensures that key information is collected and organized before it’s too late.

The Closeout Document Request List

A detailed and well-organized document request list is critical to the process. Our extensive Closeout Request List is comprehensive but can also be tailored to a client’s specific needs. As we receive documents, we review them and record key details—such as issuing consultants, document dates, and any specific scope coverage. We ensure that these updates are regularly communicated to the client by including the Closeout Request List in the monthly CMDR reports.

Retention Release Request Review

Retention releases are a standard part of the construction process but should only be considered once the scope of work is complete and all issues have been resolved. For example, if a subcontractor is requesting retention release for the structure, we ensure that the structural engineer and testing agencies have issued “general conformance” letters. Retention should never be released prematurely, especially if the scope is incomplete or punch items remain.

We follow a stringent protocol for evaluating retention release requests, ensuring that only the necessary funds are held to cover outstanding work, punch lists, and required closeout documents. We also refer to the construction agreement to track savings and retention splits between the contractor and owner, helping us make informed decisions on what funds to release.

Project Documentation Review

Once construction is complete, it’s crucial to gather all the necessary project documentation.

Developer and Contractor Financial Documents: The closeout process typically includes a thorough review of financial documents, such as the Final Development Budget, AIA G704 Certificate of Substantial Completion, the Final AIA G702/G703 Application for Payment, Lien Waivers, Change Orders, and the Contractor’s Affidavit of Payment. These documents provide vital insights into any remaining financial obligations and the status of final payments. We work closely with the client and contractor to ensure that the correct information is available, and that the closeout report reflects the most up-to-date financial details.

Record Drawings & Specifications: Produced by the design consultants, these documents capture any changes or adjustments made during the project.

As-Builts, Product Data, and Shop Drawings: These documents are created by subcontractors and are essential for confirming that work was completed as per the design.

RFI & Submittal Logs: These logs help track any changes during the project and materials used in the project. Any significant changes should be memorialized in the record drawings.

O&M Documentation for the Owner

Once the project is completed, the general contractor typically assembles an Operations & Maintenance (O&M) Manual and Warranty Book. This includes detailed documents such as:

O&M Manuals: For all equipment and systems installed at the property.

Warranty Information: Typically, one-year minimum installer warranties are provided, along with extended warranties for major components like roofing.

Contact Lists for Subcontractors/Suppliers: This ensures property management has the right contacts for any warranty issues or future maintenance needs.

Our role is to verify that all these documents are complete and that the owner has everything they need to maintain the property going forward. If any key documents are missing, we notify the general contractor or developer so that they can be provided.

Authority Having Jurisdiction (AHJ) Final Certifications

We also ensure that all final inspection and compliance documents are received, such as Certificates of Occupancy or Compliance and closed permits, are provided, ensuring that the project meets all regulatory requirements.

Letters of Compliance and Final Certifications

Final letters of compliance and certification are often required to confirm that all design consultants have approved the work and that it meets the contract specifications. These may include certifications from the architect, engineers, materials testing and special inspection agencies, and specialized consultants such as accessibility, acoustics, and exterior façade and waterproofing experts.

Sustainability and Green Building Certifications

If the project pursued sustainability certifications such as LEED®, National Green Building Standards, and WELL we ensure that all necessary documentation is included in the closeout package. This may include scorecards, points received, and any pending certification details.

Conclusion

Our CMDR Closeout Process is designed to ensure that every detail is accounted for before the project is officially completed. From document collection and financial review to the final inspection and compliance letters, we manage each step with care and attention to detail. By starting early and maintaining constant communication with clients and contractors, we ensure a smooth and efficient closeout process, providing our clients with all the information they need to move forward confidently.

At PR&A, we’re committed to helping clients achieve successful project completion with thorough and accurate closeout documentation, enabling them to focus on their next steps.