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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
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
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
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
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
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
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
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
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
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
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
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
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
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
BUILDING STRONGreg
Questions
15
BUILDING STRONGreg16
BUILDING STRONGreg16