Section 5: Project Closeout
Anchor: #i1057639Overview
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.
Anchor: #i1057712Project Closeout Checklist
- Anchor: #SYEKDNGR
- Project Event List
- A chronological list of all of the major events on the project
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- Letting Anchor: #INQOEJEU
- Award Anchor: #PBLQRQND
- Execution Anchor: #PRKNWLBK
- Preconstruction Meeting Anchor: #CKAVEQJH
- Preconstruction Safety Meeting Anchor: #WGHEAGOP
- Work Begin Anchor: #JIJXHPDC
- Time Suspensions Anchor: #RQJKJNYF
- Milestone Dates Anchor: #LDIKCNUW
- Substantial Completion Anchor: #QKMNWRCI
- Project Acceptance Anchor: #CVLRVDQQ
- Final Estimate Anchor: #LYYMALUL
- Other Important Dates
Anchor: #AJWFJHLV - Preconstruction Contract Correspondence Anchor: #TPTVLVOL
- Contract Anchor: #JIKWWCAP
- Bid Tabulation Anchor: #UWEPGCWU
- Utility or ROW Conflicts Anchor: #USKRHDFS
- Railroad Right of Entry (ROE)
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Anchor: #PISNARYL
- Railroad Insurance Information
Anchor: #KKLHMDVP - Preconstruction Meeting Notes, Sign-In Sheets, etc. Anchor: #QFHVHRTB
- Partnering Meeting, Invoice, etc. Anchor: #IQEQOGKD
- Preconstruction Safety Meeting Notes Anchor: #WUJWVNBM
- DBE Subcontractors
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Anchor: #DJIGGRDA
- Subcontract Agreements Anchor: #DATYMANE
- Purchase Orders Anchor: #HQBFHAKY
- Monthly/Final Progress report Anchor: #PULGOYXB
- Goal Shortfall explanations and analysis if applicable.
Anchor: #LMOQOIHM - Subcontractor Approval
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- Subcontract Agreements (If requested)
Anchor: #XTEJXPIE - Prompt Payment Certification Anchor: #RGFHRXHF
- DBE/SBE monthly payment reporting Anchor: #WSBGNTME
- DBE/SBE final payouts Anchor: #UJEFFTCP
- Project Schedule
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Anchor: #AAPUTMDD
- Baseline Schedule Anchor: #CANORDRI
- Monthly Updates Anchor: #QYLWTHTQ
- Notice of Potential Time Impact Anchor: #HRVCQIRU
- Time Impact Analysis
Anchor: #LTXAGEKN - Materials
- Anchor: #DAIKSPMC
- Sources Anchor: #AIPYLEFM
- Materials Lists Anchor: #IBPWRVSG
- Tickets Anchor: #UQYEWVUG
- Materials Test Documentation/Deficiencies Anchor: #UYJIEUTQ
- Product Data Sheets Anchor: #DIUHKXFQ
- Requests for Material on Hand (MOH) Anchor: #VXMFQHLN
- Materials Invoices Anchor: #TOOGKJOR
- Lab Invoices Anchor: #JSWJVYVU
- Testing Employee and Lab Certifications Anchor: #WEUEFJBC
- Manufacturers Literature Anchor: #JRWDVDFJ
- Mix Designs Anchor: #IJQOPDQU
- Certified Test Reports Anchor: #KSFMVAFB
- Quality Control Plans Anchor: #CCIIQQKW
- Joint Density Test Results Anchor: #MKWJPUCF
- Seed Mix Certifications
Anchor: #JLCXRQAO - Construction
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- Bulletin Board Compliance Anchor: #LXIGGOKO
- Asphalt Pavement Records
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Anchor: #HIBDSAMP
- Seal Coat Records Anchor: #CQJTDKTB
- Asphalt Anchor: #XIHYVOGS
- Aggregate Anchor: #YGDFLHFP
- ACP records
Anchor: #WDDRDFRR - Ride Quality Measurement Records Anchor: #SKMNYOJO
- Concrete Pavement Paving and Quality Control Plan Anchor: #IQOKMYEG
- Flowable Fill Construction Method and Plan Anchor: #JCAIGCGJ
- Temporary Special Shoring Details Anchor: #AGGXPHYO
- Pile Driving Correction Plans Anchor: #KFJSQPQL
- Pile Jetting Plans Anchor: #YXMNGSRS
- Pile Bearing Evaluation Documentation
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Anchor: #VFSUFCRF
- Pile Driving Records
Anchor: #RSQRFXWF - Soil Nail Wall Construction Plans Anchor: #PUDQDGHX
- Drilled Shaft Installation Plan
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Anchor: #IKETITOF
- Drill Shaft Records
Anchor: #KYGIRCUB - Freeze Protection Measures Anchor: #PETRBBHD
- Plans for Falsework and Forms Anchor: #ODAGBEIE
- Bridge Paint Containment Plans Anchor: #QBCBXUSU
- Special Concrete Finish Plans Anchor: #FBIQPDPP
- Work Plans Anchor: #QUDSTNAJ
- Technical Support Representatives Anchor: #LRIVAHQA
- Welding Procedures Anchor: #FOQSXKXM
- Certificate of Conformance Anchor: #BAYDHACA
- Shop Drawings/Working Drawings Anchor: #KQSNRTWV
- Erection Drawings Anchor: #DJXROHYA
- Nonconformance Reports Anchor: #MEWDAUXQ
- Demolition Plans Anchor: #JUXQLICN
- SW3P Training List Anchor: #IKJAVRFE
- Herbicide Records
Anchor: #GPJOOCED - Equipment Verifications Anchor: #LTFBYBCV
- DWRs - Make sure all DWRs in SiteManager have been authorized. Anchor: #POOVIUWV
- Monthly Estimates
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Anchor: #JQXOYWRQ
- Check Percentage of Work Performed by Prime and Subs Anchor: #ILKQKWYE
- Check Major Items for Over/Underrun Greater than 25%
Anchor: #JBYBPNUB - Change Orders, Force Account, etc. - All Correspondence and Approved or Unapproved COs Anchor: #MWUHAOQX
- Dispute Correspondence, Requests for additional compensation, etc., Approvals, Denials Anchor: #NUKXIMSA
- Traffic Control Plans, Revisions, Contractor
Proposed Changes, etc.
- Anchor: #FJXLPAQJ
- Paper copies of FORM 599, “TRAFFIC CONTROL DEVICES INSPECTION REPORT” - Barricade Folder includes all 599s required for both day and night inspections each month Anchor: #NRWIKLHT
- 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.
Anchor: #QKHLYGKH - Environmental Compliance
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Anchor: #VXRVAKEU
- SW3P Documentation Anchor: #BYNYMKFV
- BMPs Anchor: #UFGSNSPF
- Construction Stage Gate Checklist Anchor: #XOWBXEUT
- Other Environmental Commitment documentation as required.
Anchor: #DVBEDHEU - Buy America/Buy Texas Documentation Anchor: #QRCECYJL
- Overweight Construction Traffic Submittals and Approvals Anchor: #EXHSFJIH
- Construction Equipment Operating on Structures or Materials Stored on Structures Plans and Approvals Anchor: #IPYGBKKY
- Employee Certifications
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Anchor: #HYVSISRG
- Flaggers Anchor: #UHMEEGKI
- Electricians Anchor: #QIKQGWQO
- Irrigators Anchor: #AEMHGSAU
- Profilers
Anchor: #WJUJTDQG - Labor Compliance
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Anchor: #PWGCSSHV
- Payroll hard copies if not submitted through EPRS or LCP Tracker Anchor: #WNEBELAE
- Labor Interviews Anchor: #DNNRLPFA
- OJT
Anchor: #GUQJTGEC - Incident and Injury Reporting,
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Anchor: #OMUTRGXX
- Check EPRS to ensure contractor has submitted incidents and injuries that have occurred on the project. These should correspond to information in the DWRs.
Anchor: #FNWXXQEE - Other Correspondence Anchor: #BVTYJTGF
- Disposal of Wells Plugging Report Anchor: #EUMXJMJM
- As Built Plans Anchor: #OWEOKWDN
- Statement of Cost (SOC's) Anchor: #XULVQPOU
- Form 2235 - Final Inspection of Federal Aid project Anchor: #DYDYGSNK
- 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.”