RfT#201xxxxxxx

Project No. <Insert #>

<Insert Project Title>

SECTION 01770
CLOSEOUT & TURNOVER PROCEDURES
PAGE 1 OF 7

SPEC NOTE: DESCRIPTION: Section 1.0 specifies the administrative process associated with
preliminary and final inspections of the Work. The paragraphs below must be edited if Supplementary
Conditions alter the CCDC General Conditions in required procedures or if some other contract form is
utilized. Section 4.0 specifies procedures for closeout submittals, revised project documents, and delivery
and distribution of spare parts and maintenance materials. See also - Section 01330 Submittal
Procedures for submittals during construction, operation, and decommissioning.

1.0
1.1

GENERAL
SECTION INCLUDES
.1
.2
.3
.4
.5
.6
.7
.8

1.2

RELATED SECTIONS
.1
.2
.3
.4
.5
.6
.7

1.3

2.0

Administrative procedures preceding preliminary and final inspections of Work. It may be

advantageous to refer to the CSA link found in this Section under 1.3.2.1.
As-built drawings, material overages, and specifications.
Equipment and systems.
Product data and related information.
Spare parts, special tools and special/unique maintenance materials.
Final site survey.
Cleaning.
Closeout submittals.

Section 01330 Submittals

Section 01450 Quality Control & Inspections
Section 01781 Drawings and Specifications
Section 01782 Operating & Maintenance Manuals
Section 01784 Maintenance Materials
Section 01810 Commissioning
Section 01820 Demonstration and Training

REFERENCES
.1

Canadian Construction Documents Committee (CCDC)

.1
CCDC 2-2008, Stipulated Price Contract.
.2
The Builders Lien Act latest edition.

.2

Canadian Standards Association (CSA)

.1http://oee.nrcan.gc.ca/commercial/technical-info/newsletter.cfm#b

INSPECTION & DECLARATION

SPEC NOTE: Ensure that the wording of this Section conforms to the intent of The Builders Lien Act.
2.1

CONTRACTOR'S INSPECTION : Contractor and all Subcontractors shall conduct an inspection of Work,
identify deficiencies and defects, and repair as required to conform to Contract Documents.
.1

Notify Owners Representative in writing of satisfactory completion of Contractor's Inspection

and that corrections have been made.

The University of British Columbia

Technical Guidelines

Date Technical Guidelines Updated: April 2015

Date Modified for Project No. <Insert #>:<Insert date>
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Project No. <Insert #>
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2.2

.2

Request Owners Representative Inspection.

.3

Owners Representative to contact UBCs Custodial Services at 604-822-1809, regarding

floor cleaning guidelines.

OWNERS REPRESENTATIVE INSPECTION : Owners Representative and Contractor will perform

inspection of Work to identify obvious defects or deficiencies. Contractor shall correct Work
accordingly.
.1

2.3

2.4

2.5

SECTION 01770
CLOSEOUT & TURNOVER PROCEDURES
PAGE 2 OF 7

Owners Representatives must ensure that, as part of their duties at the time of
Handover/Occupancy, the required building keys etc. have been installed into the building's
new lockbox.

PROCEDURE FOR TURNOVER OF NEW BUILDINGS: Good examples of the Commissioning Process that
might be followed, and read in combination, are:
.1

A good checklist exists in Section 01810 .

.2

The UBC Properties Trust approved document, which essentially is a Schedule Checklist for
Project Managers. It begins 6 months before scheduled Handover and proceeds through all
operations required; including testing, demonstrations and documentation. For details click
on the following link: Commissioning-Procedure_UBCPT_2011_FINAL (Amy Phillips)

.3

The new Commissioning document created for UBC Project Services for the Bio-Sciences
South Renew Project and recommended for all types of project commissioning. For details
click on the following link: Commissioning-Plan_Bio-Sci_S_CommissPlan1Updated

.4

This document is a typical example of specific Performance Testing. It is this level of detail
that UBC is looking for. For details click on the following link: Commissioning-ReheatTest

COMPLETION: Submit written certificate that following have been performed:

.1

Work has been completed and inspected for compliance with Contract Documents.

.2

Defects have been corrected and deficiencies have been completed.

.3

A list of deficiencies shall be sent to the Owners Representative.

.4

Equipment and systems have been tested, adjusted, balanced, commissioned and are fully
operational.

.5

Certificates required by Boiler Inspection Branch and Vancouver Fire Department have been
submitted.

.6

Operation of systems has been demonstrated to Owner's personnel.

.7

Work is complete and ready for Final Inspection.

FINAL INSPECTION: When items noted above are completed, request final inspection of Work by
Owners Representative and Contractor. If Work is deemed incomplete by Owners Representative,
complete outstanding items and request re-inspection.

The University of British Columbia

Technical Guidelines

Date Technical Guidelines Updated: April 2015

Date Modified for Project No. <Insert #>:<Insert date>
274622002.doc

RfT#201xxxxxxx
Project No. <Insert #>
<Insert Project Title>

3.0

CLEANING

3.1

Project Cleanliness

3.2

SECTION 01770
CLOSEOUT & TURNOVER PROCEDURES
PAGE 3 OF 7

.1

Maintain Work in tidy condition, free from accumulation of waste products, debris and dust,
including that incidentally caused by Owner or other Contractors, and similarly notify Owners
forces or other Contractors carrying out work. Control dust migrating to occupied areas and
isolate ventilation systems during renovations.

.2

Remove waste materials from site at regularly scheduled times, or dispose of as directed by
Owners Representative. Do not burn waste materials on site.

.3

Clear snow and ice from access to building, bank/pile snow in designated areas only.

.4

Provide on-site dump containers for collection of waste materials and debris. UBC waste
containers are not to be utilized by Contractors.

.5

Provide and use clearly marked separate bins for recycling.

.6

Remove waste material and debris from site and deposit in waste container at end of each
working day.

.7

Dispose of waste materials and debris off site.

.8

Clean interior areas prior to start of finish work, and maintain areas free of dust and other
contaminants during finishing operations.

.9

Store volatile waste in covered metal containers, and remove from premises at end of each
working day.

.10

Provide adequate ventilation during use of volatile or noxious substances. Use of building
ventilation systems is not permitted for this purpose.

.11

Use only cleaning materials recommended by manufacturer of surface to be cleaned, and as

recommended by cleaning material manufacturer.

.12

Schedule cleaning operations so that resulting dust, debris and other contaminants will not
fall on wet, newly painted surfaces nor contaminate building systems.

Final Cleaning
.1

At completion of the Work, just prior to final inspection and takeover by the Owner, a general
cleaning of the areas affected shall be carried out by the Contractor's forces as follows:
.1

Execute final cleaning employing only skilled workers,

.2

Examine and adjust all doors, sash and hardware; leave all in perfect working order,
cleaned and polished,

.3

Examine and clean all fixtures to produce intended appearance and use,

.4

Remove all paint spots, stains, rubbish, debris, tools and equipment from all areas and
broom clean.

.5

Brush off, dust and polish all ledges, stairs, glazed walls, etc.

The University of British Columbia

Technical Guidelines

Date Technical Guidelines Updated: April 2015

Date Modified for Project No. <Insert #>:<Insert date>
274622002.doc

RfT#201xxxxxxx
Project No. <Insert #>
<Insert Project Title>

3.3

3.4

.6

Wash down and dry all floors. Sealing and waxing resilient flooring will be carried out
by UBC Custodial Services, unless otherwise noted.

.7

Prior to final completion or Owner occupancy, the Contractor shall conduct an

inspection of sight-exposed surfaces, and all work areas, to verify that the entire work
is clean,

.8

The Contractor shall clear roof, grounds and exterior paved areas and walks of all
construction debris, dirt and dust and shall replace any damaged grass or
landscaping, leave in condition to the satisfaction of the Consultant and the Owner.

.9

For UBC Custodial Floor Cleaning Standards, refer to Division 09, Section 09001.

Cleaning Materials
.1

Use products which minimize environmental impact, including indoor air quality.

.2

Avoid VOCs (Volatile Organic Compounds) or give preference to Low VOCs whenever
possible

.3

Obtain recommendations for cleaning

.1

new materials affected: from manufacturers of product installed.

.2

existing materials affected: from UBC Custodial Services, through the Owners
Representative.

Handover or Turnover Procedures

.1

The project Manger must contact UBC Custodial Services, at 604-822-1809, before the
handover by the Contractor, and before User Occupancy, to allow the general cleaning to
take place as per UBC Custodial Floor Cleaning Guidelines.

4.0

CLOSEOUT SUBMITTALS

4.1

Submission

4.2

SECTION 01770
CLOSEOUT & TURNOVER PROCEDURES
PAGE 4 OF 7

.1

For detailed instructions on the preparation and submission of operating and maintenance
manuals, refer to Section 01782 of the Technical Guidelines.

.2

Ensure spare parts, maintenance materials and special tools provided are new, undamaged
or defective, and of same quality and manufacture as products provided in Work.

.3

If requested, furnish evidence as to type, source and quality of products provided.

.4

Defective products will be rejected, regardless of previous inspections. Replace products at

own expense.

Format and Contents

.1

Refer to Sections 01781 and 01782 for information on the format/contents of drawings and
operating & maintenance manuals.

The University of British Columbia

Technical Guidelines

Date Technical Guidelines Updated: April 2015

Date Modified for Project No. <Insert #>:<Insert date>
274622002.doc

RfT#201xxxxxxx
Project No. <Insert #>
<Insert Project Title>
4.3

4.4

SECTION 01770
CLOSEOUT & TURNOVER PROCEDURES
PAGE 5 OF 7

As-Builts
.1

[In addition to requirements in General Conditions,] maintain [at the site for [Engineer]
[Consultant][Owners Representative]] one record copy of:
.1
Contract Drawings.
.2
Specifications.
.3
Addenda.
.4
Change Orders and other modifications to the Contract.
.5
Reviewed shop drawings, product data, and samples.
.6
Field test records.
.7
Inspection certificates.
.8
Manufacturer's certificates.

.2

Store record documents and samples in field office apart from documents used for
construction. Provide files, racks, and secure storage.

.3

Label record documents and file in accordance with Section number listings in List of
Contents of this Project Manual. Label each document "PROJECT RECORD" in neat, large,
printed letters.

.4

Maintain record documents in clean, dry and legible condition. Do not use record documents
for construction purposes.

.5

Keep record documents and samples available for inspection by [Engineer] [Consultant].

Suggested Recording Actual Site Conditions

.1

Record information on set of black line opaque drawings, and in copy of Project Manual,
provided by the Owners Representative.

.2

Provide felt tip marking pens, maintaining separate colours for each major system, for
recording information.

.3

Record information concurrently with construction progress. Do not conceal Work until
required information is recorded.

.4

Contract Drawings and shop drawings: legibly mark each item to record actual construction,
including:
.1
Measured depths of elements of foundation in relation to finish first floor datum.
.2
Measured horizontal and vertical locations of underground utilities and appurtenances,
referenced to permanent surface improvements.
.3
Measured locations of internal utilities and appurtenances, referenced to visible and
accessible features of construction.
.4
Field changes of dimension and detail.
.5
Changes made by change orders.
.6
Details not on original Contract Drawings.
.7
References to related shop drawings and modifications.

.5

Specifications: legibly mark each item to record actual construction, including:

.1
Manufacturer, trade name, and catalogue number of each product actually installed,
particularly optional items and substitute items.
.2
Changes made by Addenda and change orders.

The University of British Columbia

Technical Guidelines

Date Technical Guidelines Updated: April 2015

Date Modified for Project No. <Insert #>:<Insert date>
274622002.doc

RfT#201xxxxxxx
Project No. <Insert #>
<Insert Project Title>
.6
4.5

4.7

4.8

4.9

Other Documents: maintain manufacturer's certifications, inspection certifications, field test

records, required by individual specifications sections.

Final Survey
.1

4.6

SECTION 01770
CLOSEOUT & TURNOVER PROCEDURES
PAGE 6 OF 7

Submit final site survey certificate in accordance with Section 01781 - Preparation, certifying
that elevations and locations of completed Work are in conformance, or non-conformance
with Contract Documents.

Materials and Finishes

.1

Building Products, Applied Materials, and Finishes: include product data, with catalogue
number, size, composition, and colour and texture designations. Provide information for reordering custom manufactured products.

.2

Instructions for cleaning agents and methods, precautions against detrimental agents and
methods, and recommended schedule for cleaning and maintenance.

.3

Moisture-protection and Weather-exposed Products: include manufacturer's

recommendations for cleaning agents and methods, precautions against detrimental agents
and methods, and recommended schedule for cleaning and maintenance.

.4

Additional Requirements: as specified in individual specifications sections.

Spare Parts
.1

Provide spare parts, in quantities specified in individual specification sections.

.2

Provide items of same manufacture and quality as items in Work.

.3

Deliver to Owners Representative.

.4

Receive and catalogue all items. Submit inventory listing to Owners Representative. Include
approved listings in Maintenance Manual.

.5

Obtain receipt for delivered products and submit prior to final payment.

Maintenance Materials (Attic Stock)

.1

Provide maintenance and extra materials, in quantities specified in individual specification

sections.

.2

Provide items of same manufacture, finish, colour and quality as items in Work.

.3

Deliver to Owners Representative.

.4

Receive and catalogue all items. Submit inventory listing to Owners Representative. Include
approved listings in Maintenance Manual.

.5

Obtain receipt for delivered products and submit prior to final payment.

Special Tools
.1

Provide special tools, in quantities specified in individual specification section.

The University of British Columbia

Technical Guidelines

Date Technical Guidelines Updated: April 2015

Date Modified for Project No. <Insert #>:<Insert date>
274622002.doc

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Project No. <Insert #>
<Insert Project Title>

SECTION 01770
CLOSEOUT & TURNOVER PROCEDURES
PAGE 7 OF 7

.2

Provide items with tags identifying their associated function and equipment.

.3

Deliver to [site] [location as directed]; place and store.

.4

Receive and catalogue all items. Submit inventory listing to Owners Representative. Include
approved listings in Maintenance Manual.

4.10 Warranties and Bonds

.1

Separate each warranty or bond with index tab sheets keyed to Table of Contents listing.

.2

List subcontractor, supplier, and manufacturer, with name, address, and telephone number of
responsible principal.

.3

Obtain warranties and bonds, executed in duplicate by subcontractors, suppliers, and

manufacturers, within ten days after Substantial Completion of the applicable item of work.

.4

Except for items put into use with Owner's permission, leave date of beginning of time of
warranty until the Date of Substantial Performance is determined.

.5

Verify that documents are in proper form, contain full information, and are notarized.

.6

Co-execute submittals when required.

.7

Retain warranties and bonds until time specified for submittal.

***END OF SECTION***

The University of British Columbia

Technical Guidelines

Date Technical Guidelines Updated: April 2015

Date Modified for Project No. <Insert #>:<Insert date>
274622002.doc