After the completion of the physical work, it is time to closeout the project. This process ultimately leads to the final payment and release of the contractor from further responsibility for the project. This process includes gaining acceptance of the project from all participating agencies, determination of and agreement on the final value of the contract and the completion of all remaining contract requirements.
(A) Final Inspection.
(1) When work on a project has been completed to the satisfaction of the DOE, a final inspection is conducted. It is required that ODOT lead and perform the final inspection in accordance with Policy 27-001(P) and Standard Procedure 510-007(SP) for ODOT funded projects. The final inspection team shall include the CE, the Service Director, the contractor and representatives of other agencies, utilities and DOE representatives as required. The team should determine the need for any corrective or additional work and create the punch list detailing this work. The CE shall provide a punch list to the contractor in writing along with specified time frame or specified date for completion of the prescribed work. It is the responsibility of the CE to do any necessary follow-up to assure that the contractor completes the punch list work in a timely manner.
(2) Upon completion of all physical work, including punch list work, the CE shall forward to the Service Committee or City Council written acceptance and final project certification.
(B) Determination Of Final Contract Value. A key element of the project closeout is the determination of the final dollar value of the construction project. This is accomplished by determining the final number of units to be paid for each item of the contract and by processing all necessary change orders, including a final change order and/or another document noting agreement by all parties to the final contract value.
(C) Prepare and Audit Contract Quantities. The DOE is responsible for determining and preparing support documentation for the final quantity to be paid for every item of work contained in the construction contract. Ideally, this is accomplished progressively as the items are completed during the course of construction of the project. Once the physical work has been completed for the project, the CE shall audit all project records. Upon completion of the audit, a list of approved final quantities is prepared and is forwarded to the contractor for concurrence. Once agreement with final quantities has been obtained, a final change order and/or other document is prepared to make any necessary adjustments between the final and original contract quantities and signify agreement by all parties to the final quantities and value.
(D) Final Material Acceptance. All materials incorporated into construction projects must be approved by the DOE for use. Once the work is completed for the project an audit should be performed to ensure that sufficient quantities of materials have been approved for each reported final quantity. As the final quantity audit is being performed and final quantities are approved, the quantities are reported for testing purposes. The CE shall review the project testing and acceptance records to ensure that sufficient materials are approved for the final quantity for every contract item. Resolution of material deficiencies are the responsibility of the CE. Once the CE has resolved all material deficiency issues, final project certification may proceed.
(E) Final Payment and Release.
(1) The final report shall be certified by the CE stating that the project was developed and delivered in compliance with the terms, conditions and requirements of the project agreement with his or her professional engineer’s seal and signature. Once submitted, the final package is audited and approved for payment. Items that should be provided in the final report are as followed:
(a) Final invoice which reconciles payment to final quantities;
(b) Final inspection report;
(c) Waiver of liens;
(d) Certification of payroll affidavit;
(e) Receiving ticket for salvaged materials (when applicable); and
(f) Affidavit of subcontractor payment.
(2) The Finance Director shall issue final payment and release the contractor from further responsibility.
(Ord. 131-05, passed 10-17-2005)