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Section 5: Project Closeout

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Overview

Project Closeout is the process of collecting all of the paperwork required to be submitted over the life of the project, to support pay quantities and to support the decisions made during the life of the project. The information contained in this documentation may be needed in the future if a claim or lawsuit is filed. This is a two-step process, beginning with project record keepers in the Area Office (AO) and finished by the District Construction Office (DCO).

The following checklist was created to assist the AOs and may not be an all-inclusive. Individual projects may include additional items. Review the available project information, including the plans, specifications, and special provisions.

Include all files, tickets, etc. in the project files; do not retain project information in the AO.

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Project Closeout Checklist

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  1. Project Event List - A chronological list of all of the major events on the project
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  2. Preconstruction Contract Correspondence
    3. Anchor: #TPTVLVOL
  3. Contract
    4. Anchor: #JIKWWCAP
  4. Bid Tabulation
    5. Anchor: #UWEPGCWU
  5. Utility or ROW Conflicts
    6. Anchor: #USKRHDFS
  6. Railroad Right of Entry (ROE)
    7. Anchor: #KKLHMDVP
  7. Preconstruction Meeting Notes, Sign-In Sheets, etc.
    8. Anchor: #QFHVHRTB
  8. Partnering Meeting, Invoice, etc.
    9. Anchor: #IQEQOGKD
  9. Preconstruction Safety Meeting Notes
    10. Anchor: #WUJWVNBM
  10. DBE Subcontractors
    11. Anchor: #LMOQOIHM
  11. Subcontractor Approval
    12. Anchor: #XTEJXPIE
  12. Prompt Payment Certification
    13. Anchor: #RGFHRXHF
  13. DBE/SBE monthly payment reporting
    14. Anchor: #WSBGNTME
  14. DBE/SBE final payouts
    15. Anchor: #UJEFFTCP
  15. Project Schedule
    16. Anchor: #LTXAGEKN
  16. Materials
    17. Anchor: #JLCXRQAO
  17. Construction
    18. Anchor: #GPJOOCED
  18. Equipment Verifications
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  19. DWRs - Make sure all DWRs in SiteManager have been authorized.
    20. Anchor: #POOVIUWV
  20. Monthly Estimates
    21. Anchor: #JBYBPNUB
  21. Change Orders, Force Account, etc. - All Correspondence and Approved or Unapproved COs
    22. Anchor: #MWUHAOQX
  22. Dispute Correspondence, Requests for additional compensation, etc., Approvals, Denials
    23. Anchor: #NUKXIMSA
  23. Traffic Control Plans, Revisions, Contractor Proposed Changes, etc.
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    • Paper copies of FORM 599, “TRAFFIC CONTROL DEVICES INSPECTION REPORT” - Barricade Folder includes all 599s required for both day and night inspections each month
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    • The 599 folder is separate from the project files, labeled with “DO NOT DISCLOSE - EXCEPTED FROM DISCLOSURE BY 23 USC §409.” This file is considered safety information that federal law exempts from discovery, which makes them exempt from disclosure under the Public Information Act.
    24. Anchor: #QKHLYGKH
  24. Environmental Compliance
    25. Anchor: #DVBEDHEU
  25. Buy America/Buy Texas Documentation
    26. Anchor: #QRCECYJL
  26. Overweight Construction Traffic Submittals and Approvals
    27. Anchor: #EXHSFJIH
  27. Construction Equipment Operating on Structures or Materials Stored on Structures Plans and Approvals
    28. Anchor: #IPYGBKKY
  28. Employee Certifications
    29. Anchor: #WJUJTDQG
  29. Labor Compliance
    30. Anchor: #GUQJTGEC
  30. Incident and Injury Reporting,
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    • Check EPRS to ensure contractor has submitted incidents and injuries that have occurred on the project. These should correspond to information in the DWRs.
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  31. Other Correspondence
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  32. Disposal of Wells Plugging Report
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  33. As Built Plans
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  34. Statement of Cost (SOC's)
    35. Anchor: #XULVQPOU
  35. Form 2235 - Final Inspection of Federal Aid project
    36. Anchor: #DYDYGSNK
  36. Final hard copy Contractor Evaluation Form 2707 and complete backup documentation saved in a folder separate from the project files, labeled “DO NOT DISCLOSE - Attorney General Opinion Required.”
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