1. (a) Substantial completion.

   1. (1) The contractor shall notify all parties involved of the date upon which he or she will be ready for substantial completion at least five (5) calendar days in advance.
   2. (2) The project architect or engineer, a representative of the Building Authority Division, and the department will schedule and perform the observation to verify if the construction meets substantial completion status.
   3. (3) No statement of substantial completion shall be effective without the Construction Section’s approval.
   4. (4) The department or design professional shall submit one (1) original and applicable documents to the Construction Section for review and approval.

   5. (5) The Construction Section will retain the original and an electronic copy will be forwarded to the:

      1. (A) Department project coordinator;
      2. (B) Contractor; and
      3. (C) Design professional.

2. (b)

   1. (1) Upon completion of the punch list items, the contractor may submit a request for final payment.

   2. (2) The division shall be provided all necessary approvals including:

      1. (A) Consent of surety;
      2. (B) Release of claims;
      3. (C) Certificate of final completion;
      4. (D) Payment document for final payment from the contractor; and
      5. (E) The department’s request for final payment.
   3. (3) The contractor shall furnish copies of all maintenance manuals and warranty items to the design professional prior to the request for final payment.
   4. (4) See 22 CAR § 113-403 for required documentation.

3. (c) Project closeout finals.

   1. (1) The contractor shall notify the design professional when they are ready for a final review at least five (5) calendar days in advance, at which time the design professional, with the department and representatives of the division, will conduct a final review (walk through) and, if acceptable, accept the facility.
   2. (2) All mechanical, HVACR, plumbing, electrical, and other building systems shall be checked and inspected completely at the time of final review prior to project final acceptance.
   3. (3) The mechanical system should be balanced once per each major seasonal change by the contractor under the administration of the design professional during the first-year warranty period per the project specifications.
   4. (4) Written instructions concerning seasonal adjustment should be issued to the department/owner for use by the applicable department building maintenance staff.
   5. (5) The design professional shall provide the division with a letter stating that all systems have been inspected and deficiencies listed have been corrected.

   6. (6) Upon completion of the project, a certification of final completion shall be signed by the:

      1. (A) Contractor;
      2. (B) Design professional;
      3. (C) Department; and
      4. (D) Division.

4. (d)

   1. (1) When the project has reached final completion, the design professional shall provide to the Construction Section and department representative a CD/DVD with the following information:

      1. (A) Contractor as-built drawings combined into a complete and concise set of project drawings;
      2. (B) Substantive correspondence relating to the project;
      3. (C) Complete pay applications and design professional inspection reports and photos;
      4. (D) Manuals/specification books;
      5. (E) All contractor warranty and equipment warranty documents;
      6. (F) Inspection and permit documents issued by federal or state entities with approvals and/acceptance of work;
      7. (G) All record documents; and
      8. (H) All equipment and system inspection and acceptance documents.
   2. (2) The CD/DVD shall be in a division-approved readable format (MS-Word, MS-Excel, PDF, JPG, and TIF files are acceptable).
   3. (3) Failure to provide the above items may cause delay in the design professional’s final payment.
   4. (4) The information must be organized within folders for easy discovery.
   5. (5) Upon request of the design professional, the division will provide additional instructions on the required formatting or placement of documents or other requirements.

Codification Notes: "CD/DVD" means compact disc/digital video disc. "HVACR" means heating, ventilation, air conditioning, and refrigeration.