As Construction Ends

CHOP | Chapter 2.3.12 | pp 3

Final Submissions

Prior to occupancy of the building by the owner, the contractor forwards various items and documentation to the architect for review. These may include:

• operations instructions and maintenance manuals;
  
• a complete set of keys;
  
• record documents, which may include shop drawings;
  
• maintenance materials and spare parts;
  
• warranties;
  
• certification of the operation of various systems, such as:
  
• fire alarms
  
• sprinkler system;
  
• HVAC systems;
  
• security system;
  
• boiler plant.

The architect and the engineers usually scrutinize these items carefully, because they may be inaccurate or incomplete on first submission and require re-submission before they are acceptable. If the submission process is left to the last minute, the unacceptability of the documentation can delay the completion of training sessions and performance testing. It is good policy to notify the contractor of the amount of the contract that cannot be certified until submissions are satisfactory.

The final submission may be in two stages:

Stage 1: those items required for the proper operation of the premises for occupancy and, therefore, for certification of substantial performance;

Stage 2: those items necessary to complete the contract. In addition to final submissions, it is typical to arrange for a demonstration of all building systems with the following present:

• the owner or owner’s designated representative;
  
• the owner’s maintenance personnel;
  
• the design professionals;
  
• the sub-contractors or trades responsible for the systems;
  
• the Authorities Having Jurisdiction (for certain systems only, such as testing of fire alarm systems).

2.8 Certifying Payment