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Utilizing closeout packages + R&M

To provide information on how on-site teams should handle general R+M and utilize their closeout packages.

What is a closeout package? 

A construction closeout package is a comprehensive collection of documents and materials compiled at the end of a construction project. This package is essential for ensuring that the project is completed to the satisfaction of all parties involved and that the building is ready for occupancy or use. Key components typically include: 

  • As-built drawings: Updated plans reflecting any changes made during construction. 
  • Warranties: Documentation of warranties for materials and workmanship. 
  • Operation and maintenance manuals: Instructions for operating and maintaining building systems. 
  • Lien waivers: Proof that subcontractors and suppliers have been paid. 
  • Punch list: A list of final tasks or corrections needed before project completion. 
  • Certificate of occupancy: Official document stating the building is safe for use. 
  • Final inspection reports: Documentation of inspections and approvals from relevant authorities 

This package ensures that the owner has all the necessary information to manage and maintain the space effectively. 
Closeout packages for each location can be found in the box folder linked here 

For the purpose of this SOP we will focus on warranty, operation and maintenance manuals. For R+M requests you should be able to search these documents for information related to the most common requests sorted by construction trade, such as: 

  • Appliances 
  • Doors and hardware 
  • Fabric Panels 
  • Flooring  
  • K-13 
  • Millwork  
  • Painting + Wallcovering 
  • Restroom accessories + partitions  
  • Stone + Tile  
  • Window Treatment 
  • Lighting  

 

When should you engage Studio D&C + Asset Management? 

On-site teams should be able to handle most issues that arise as it relates to the list of trades noted above. Being able to navigate the Closeout package and reach out to the proper vendor should help you achieve success. 

If more support is needed, please submit a ticket 

Examples: 

  • Furniture 
  • Resolving the issue involves more than 1 trade  
  • RGM was not able to resolve  
  • Cost of work exceeds $7500 (bids need to go out) 
  • Other 

Before submitting a ticket, please confirm you have reviewed this SOP and have escalated the issue to your RGM for support. 

 

Example Decision tree (replacing a dishwasher): 

  1. Identify the Issue
    a. Is the dishwasher malfunctioning or damaged? 
  2. Check Warranty
    a. Is the dishwasher still under warranty? 
    Yes: Contact the manufacturer or supplier for a replacement or repair.
    No: Proceed to the next step.
  3. Review Operation and Maintenance Manuals
    a. Can the issue be resolved through troubleshooting steps in the manual?
    Yes: Follow the troubleshooting steps.
    No: Proceed to the next step.
  4. Consult As-Built Drawings
    a. Are there any specific installation details that need to be considered for replacement?
    Yes: Note the details and proceed.
    No: Proceed to the next step.
  5. Schedule Replacement 
    a. Coordinate with a qualified technician or contractor for the replacement.
  6. Final Inspection
    a. Conduct a final inspection to ensure the new dishwasher is installed correctly and functioning properly.
  7. Update Documentation 
    a. Update the closeout package with new warranty information, as-built drawings, and any other relevant documents. 

This decision tree helps ensure that all necessary steps are taken and that the replacement process is well-documented. If you need more detailed steps or have specific questions, feel free to ask! 

Procurement Approved Vendors  

*Ask locally, check in with your buildings engineering team  

Painters: 

HVAC:  

General Handyman/person: 

Plumbers: 

PMO Approved Vendors: