HVAC Project Closeout Punch List Process: Standardize and Educate
A standardized punch list process keeps HVAC project closeout efficient, organized, and on track
Whether one is the design engineer or the HVAC mechanical contractor supervisor, when it comes to closing out a construction phase capital project, the most efficient, cost-effective method is via a standardized punch list process. Standardization involves using a series of checklists—for example, (Figure 1) a central air handling unit inspection sheet – to manage the quality control process. Checklists are a time-tested quality control business tool.
But a checklist, in the hands of someone not trained in performing a project closeout, will not ensure a quality-controlled, comprehensive punch list. Completing a final inspection of the HVAC installation requires training, including the need to conduct a final review of the contract documents, such as the Division 1 General Conditions and Supplementary General Conditions, as well as the HVAC contract drawings and specifications. One doesn’t simply start driving an automobile without education and training, and the same applies to completing a project closeout assignment.
It is the design team’s responsibility to visit the construction site and complete a walk-through of the completed installation, taking note of the completeness of work and producing a final punch list of remaining items and/or listing deficiencies pertaining to contract document compliance. Prior to this task, it is the responsibility of the prime contractor and each subcontractor to complete their own punch lists and follow up with the completion of this remaining work, so that the design team’s list will consist of little to no outstanding contractor tasks.
The prime contractor should facilitate the completion of the requirements found in the contract documents, beginning with the contract specification Division 1 and its Supplementary General Conditions. The reason the prime contractor needs to facilitate this responsibility is that tasks such as training will involve several of the subcontractors/trade contractors, thus avoiding a situation where a subcontractor fails to fulfill their General Condition requirements.
Figure 1
Here are my suggestions for preparing to complete a project closeout punch list that covers the requirements specified in the contract drawings and specifications, as well as a tour of the construction site reviewing the HVAC installation. Within the specifications, there will be the following contractor criteria to provide the building owner and their operation and maintenance staff:
- Training requirements for equipment and systems
- Delivery of operation and maintenance manuals that include information on parts, troubleshooting, preventive maintenance, etc.
- Delivery of record drawings showing the as-built installation, including all changes made during construction
- Delivery of all equipment and system warranties
It is recommended that all of the above requirements be discussed early in the construction phase during meetings with the various trade contractors and routinely revisited as topics of discussion in the contractor’s regularly scheduled meetings with the trades. None of the Division 1 and Supplementary General Conditions should be new information for the trades as project closeout nears.
Historically, the design engineer consultant will prepare his or her punch list site visit by uploading specific documents to a laptop, tablet, or iPad. Before doing this, the prime contractor should confirm that the HVAC subcontractor and associated sub-subcontractors have completed their own punch lists and have corrected any items they identified during their initial punch lists.
Assuming there is a third-party commissioning agent assigned to this project, the designer should expect to see, prior to preparing their own punch list, the following commissioning documents:
- Pending Issue Log with all items completed and signed off by the trades
- Field visit reports and completed “prefunctional performance test” sheets
- Corrective Action Log with all current deficiencies completed and signed off by the trade contractors
- Collection of building automation trending data/graphs
As a rule, an integral part of the design engineer’s punch list – as well as the commissioning agent’s responsibility – is to sign off on the training of personnel, including receiving copies of the various training course handouts. The same applies to the operation and maintenance documents and instructions. The prime contractor and the subcontractors should be prepared to provide these documents well in advance of any request.
Too often, experience has shown that tasks required to complete project closeout unfortunately get put off until the end of the job, when an efficient, time-managed process should have begun at the start of the construction phase.
Back in the office, time invested in standardizing the project closeout process and training the responsible staff on this process should ensure another successful job well done!
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