7.3.1 Construction Complete
The purpose of the project acceptance process is to confirm that construction has been completed in accordance with construction documents, the project complies with applicable codes, as-built drawings have been completed, and the client is satisfied with the project. The Project Coordinator shall draft a Project Construction Complete Review form and circulate for signatures. Sign-off confirms acceptance of the project by the following functions/individuals:
- EHS Construction Safety Design Review Team Lead/Team
- Fire Marshal
- Facilities Operations: Utilities and Maintenance Managers
- Commissioning Director
- Project Manager
- Construction Manager, as applicable
- Inspector
- Client
- LBNL Building Official
Reviewing the project with the client is an opportunity for the Project Manager to provide guidance on how to contact the Work Request Center for maintenance, and give instructions on warrantee coverage. The Project Manager advises the client to contact him/her for warrantee issues during the coverage period, typically one year. This meeting with the client and acceptance by the client also signifies the point in the project where routine maintenance issues transfer from the Project Manager to the Facilities Operations Department, provided requirements of the turnover to Maintenance and Operations are complete and the Project Manager obtains signoff from the Facilities Maintenance and Operations Department (i.e., the Maintenance Manager) and the Commissioning Director/iCxA with use of the Turnover to Operations memo.
The completed form will be filed in the project file, with copies sent to the Procurement Subcontract Administrator and Space Planning. Once the fully executed form is received by the Procurement Subcontract Administrator, he/she will complete and record the Notice Of Completion with the County.
7.3.2 Critical Decision-4 (CD-4): Approve Start of Operations or Project Completion
For Line Item or GPP/IGPP projects, Critical Decision-4 marks the achievement of the completion criteria defined in the Project Execution Plan and the approval of transition to operations.
The Project Manager, with assistance from the project team, shall assemble project documents for submittal to DOE for CD-4 approval. The LBNL Project Management Office reviews the CD-4 documents prior to submittal to DOE. Detailed requirements for this submittal are found in DOE Order 413.3B.
7.3.3 Beneficial Occupancy
For larger or more complex projects, when the project is substantially complete, and prior to occupancy of the facility, the Project Manager will document substantial completion by sending a notice of substantial completion to the subcontractor confirming the date that LBNL will be accepting the facility. Issuance of this letter shall formally end the subcontract period for the calculation of liquidated damages, and shall transfer responsibility for safe operation of the facility to the LBNL operating entities. The decision and timing of beneficial occupancy shall be closely coordinated with Operations to ensure they are prepared to accept responsibility of the facility, as applicable to the project. Before occupancy of the facility, a punchlist of existing deficiencies shall be prepared and transmitted to the subcontractor, the iCxA and Facilities Operations.
In some cases the client requires use of the project space prior to project acceptance and sign- offs on the Project Construction Complete Review form. For example, the client may desire to set up equipment while the subcontractor completes punchlist items. Another example is when completion of some non-critical part of the project has been delayed and is the only reason that the project cannot be accepted. In such cases where the client requires use of the project space prior to project acceptance and sign-offs on the Project Construction Complete Review form, the Project Manager completes the Beneficial Occupancy form, documenting what the conditions for occupancy are on the project. The minimum conditions for Beneficial Occupancy, as stated on the form, are:
The client accepts responsibility for space and safety requirements for all activities within the space that are not included in the project scope of work.
The Project Manager documents other project-specific conditions for use of the space prior to project acceptance. Beneficial Occupancy requires approval of the Fire Marshal and Project Manager, and acceptance by the client.
