Final Documentation Package Procedure

Document Type: Procedure
Version: 1.0
Last Updated: February 2026
Distribute To: Project Managers, Project Engineers, Admin

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Purpose

Establish requirements for assembling and delivering the final documentation package required for project closeout.

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Documentation Package Components

Required Closeout Documents

Document	Source	Copies
As-Built Drawings	Contractor	Per contract
O&M Manuals	Subs/Manufacturers	Per spec
Warranties	Subs/Manufacturers	Originals
Test Reports	Testing agencies	All
Certifications	Various	All
Spare Parts	Per spec	As specified
Training	Contractor/Subs	Documentation

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As-Built Drawings

Requirements:

• Show actual installed conditions
• Mark all deviations from design
• Include field changes
• Note concealed conditions

Process:

1. Maintain red-lines throughout project
2. Mark changes as they occur
3. Include RFI/ASI changes
4. Compile at end of project
5. Create final as-builts

Content:

• Underground utilities (depths, locations)
• MEP routing changes
• Structural changes
• Finish changes
• Equipment locations

Format:

• Per contract (CAD, PDF, or marked prints)
• Clear and legible
• Dated and signed

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O&M Manuals

Required Content:

• Equipment data sheets
• Parts lists
• Operating instructions
• Maintenance schedules
• Troubleshooting guides
• Contact information

Organization:

Volume 1: General
  - Index
  - Project data
  - Equipment summary

Volume 2: Mechanical
  - HVAC equipment
  - Plumbing equipment
  - Fire protection

Volume 3: Electrical
  - Switchgear
  - Lighting
  - Low voltage systems

Volume 4: Specialty
  - Elevators
  - Fire alarm
  - Security

Collection Process:

1. Identify required manuals (specifications)
2. Request from subcontractors early
3. Review for completeness
4. Compile and organize
5. Deliver per contract

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Warranties

Standard Warranty Requirements:

Item	Typical Duration
General construction	1 year
Roofing	10-20 years
HVAC equipment	1-5 years
Plumbing fixtures	1-5 years
Electrical equipment	1-5 years
Windows/glazing	5-10 years

Warranty Documentation:

• Manufacturer warranties (original)
• Installation warranty letters
• Start date (usually substantial completion)
• Contact information
• Claim procedures

Warranty Letter Format:

[Subcontractor Letterhead]

ROOFING WARRANTY

Project: [Name]
Location: [Address]
Owner: [Name]

We hereby warrant that the roofing system installed at the 
above project will be free from defects in materials and 
workmanship for a period of [X] years from [Date].

This warranty covers:
- [List covered items]

This warranty does not cover:
- [List exclusions]

To file a warranty claim, contact:
[Contact information]

_____________________________
[Authorized Signature]
[Date]

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Test Reports and Certifications

Common Required Tests:

System	Test	Documentation
Concrete	Compressive strength	Cylinder break reports
Steel	Welds, bolts	Inspection reports
Plumbing	Pressure test	Test certificate
HVAC	Balancing	TAB report
Electrical	Megger, ground	Test reports
Fire alarm	Acceptance test	Certification
Fire sprinkler	Hydro test	Certification
Elevator	Acceptance	Inspection certificate

Collecting Test Reports:

1. Track required tests (specification)
2. Schedule testing
3. Witness tests (if required)
4. Obtain reports
5. Review for compliance
6. Address failures
7. Compile for closeout

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Spare Parts and Attic Stock

Common Requirements:

Item	Typical Quantity
Ceiling tiles	2% of installed
Floor tile	2% of installed
Paint	1 gallon each color
Filters	1 set
Lamps/bulbs	2% of installed
Ceiling grid	2% of installed
Hardware	2% of each type

Delivery:

• Labeled with location/use
• Stored in designated area
• Inventory list provided
• Receipt obtained from owner

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Training

Required Training:

System	Trainer	Duration	Attendees
HVAC	Mechanical sub	2-4 hours	Maintenance
Fire alarm	Fire alarm sub	2 hours	Maintenance/security
BMS	Controls sub	4-8 hours	Maintenance
Elevator	Elevator company	1-2 hours	Maintenance
Security	Security sub	2-4 hours	Security staff

Documentation:

• Training sign-in sheets
• Training materials provided
• Video recording (if permitted)
• Contact for follow-up

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Documentation Submission Checklist

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         CLOSEOUT DOCUMENTATION CHECKLIST
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Project: _________________________ Date: _______________

DOCUMENTS TO SUBMIT:

As-Built Drawings
☐ Architectural
☐ Structural
☐ Mechanical
☐ Electrical
☐ Plumbing
☐ Civil/Site

O&M Manuals
☐ Mechanical systems
☐ Electrical systems
☐ Plumbing
☐ Fire protection
☐ Specialty systems
☐ [Other]

Warranties
☐ General construction warranty letter
☐ Roofing warranty
☐ Equipment warranties
☐ Special warranties per spec

Test Reports
☐ Concrete test reports
☐ Steel inspection reports
☐ MEP test reports
☐ TAB report
☐ Commissioning report (if required)
☐ Special inspection reports

Certifications
☐ Elevator certification
☐ Fire alarm certificate
☐ Fire sprinkler certificate
☐ Electrical inspection
☐ [Other]

Keys and Access
☐ Building keys
☐ Mechanical keys
☐ Access cards/codes
☐ Key schedule

Spare Parts
☐ Ceiling tiles
☐ Floor materials
☐ Paint
☐ Filters
☐ [Per specification]

Training
☐ Training completed
☐ Sign-in sheets
☐ Materials provided

SUBMITTED BY: ________________________ DATE: ____________

RECEIVED BY: _________________________ DATE: ____________

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Submission Process

Timeline:

1. Begin collection at 80% complete
2. Submit draft 2 weeks before S.C.
3. Address comments
4. Final submission at final completion
5. Obtain receipt

Format:

• Per contract requirements
• Typically 3 sets + electronic
• Organized per spec/owner requirements
• Clear labeling

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Related Documents

• Punch List Procedure
• Substantial Completion
• Final Pay Application
• Warranty Tracking

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