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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. The project closeout is a two-step process, beginning with project record keepers in the Area Office (AO) and finished by the District Construction Office (DCO). Close out a project within 60 days from final acceptance.

The following checklist was created to assist the AOs and may not be 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
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  3. Contract
    4. Anchor: #JIKWWCAP
  4. Bid Tabulations
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  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/SBE Subcontractors
    11. Anchor: #LMOQOIHM
  11. Subcontractor Approval (Form 2802 Contractor Request for Sub Approval for projects let May 2020)
    12. Anchor: #XTEJXPIE
  12. Monthly/Final Prompt Payment certification
    13. Anchor: #WSBGNTME
  13. Prompt Pay Audits (Form 2177A)
    14. Anchor: #UJEFFTCP
  14. Project Schedule
    15. Anchor: #LTXAGEKN
  15. Materials
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  16. Construction
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  17. Equipment Verifications
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  18. DWRs - make sure all DWRs in SiteManager have been authorized
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  19. Monthly Estimates
    20. Anchor: #JBYBPNUB
  20. COs, Force Account, etc. - All correspondence and approved or unapproved COs
    21. Anchor: #MWUHAOQX
  21. Dispute Correspondence, Requests for additional compensation, etc., – approvals, denials
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  22. Traffic Control Plans, Revisions, Contractor Proposed Changes, etc.
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    • Paper copies of Form 599, “Traffic Control Devices Inspection Report”
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    • The 599 folder is separate from the project files, labeled with “DO NOT DISCLOSE - EXCEPTED FROM DISCLOSURE BY 23 USC §407.” This file is considered safety information that federal law exempts from discovery, which makes them exempt from disclosure under the Public Information Act
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  23. Environmental Compliance
    24. Anchor: #DVBEDHEU
  24. Buy America/Buy Texas Documentation
    25. Anchor: #QRCECYJL
  25. Overweight Construction Traffic Submittals and Approvals
    26. Anchor: #EXHSFJIH
  26. Construction Equipment Operating on Structures or Materials Stored on Structures Plans and Approvals
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  27. Employee Certifications
    28. Anchor: #WJUJTDQG
  28. Labor Compliance
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  29. Incident and Injury Reporting (for projects let before September 2020 in which SP 000-010 was not removed by change order)
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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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  30. Other Correspondence
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  31. Disposal of Wells Plugging Report
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  32. As Built Plans
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  33. Statement of Cost (SOC) (if applicable)
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  34. Final hard copy Contractor Performance Evaluation Form 2707, Form 2707R and complete backup documentation saved in a folder separate from the project files, labeled “DO NOT DISCLOSE - Attorney General Opinion Required.”
    35. Anchor: #UBQIKIWU
  35. Form 2803 Project Evaluations (Design) - Required for all Final Estimates processed after NOV 2022
    36. Anchor: #KCYEGRCF
  36. District project review(s).
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