Closeout Commissioning

Each O&M manual must include: equipment specifications, operation procedures, maintenance schedules, parts lists, wiring diagrams, control sequences, troubleshooting guides.

3. As-Built Drawings

• Marked-up field drawings showing actual conditions as installed
• All deviations from design documented
• System riser diagrams updated with actual routing
• Floor plans updated with final fixture locations
• Electrical one-line diagrams with actual panel schedules
• Plumbing and HVAC isometric routing
• Labeled with "FINAL AS-BUILT" stamp and signed by responsible parties

4. Warranty Documentation

• Manufacturer warranties by product/system (equipment warranties with dates and coverage limits)
• Workmanship warranty from contractor (typically 1 year from substantial completion)
• Extended warranties for roofing, waterproofing, windows, specialty systems
• Warranty registration documents
• Contact information for warranty claims by manufacturer and system

5. Training Documentation

• Owner training sessions conducted by system
• Video recording of training sessions (where required)
• Attendance sign-in sheets with owner staff present
• Training materials provided to owner
• Certificates of completion provided to trained personnel

6. Spare Parts and Attic Stock

• Air filters (HVAC)
• Ceiling tiles (match installed type)
• Paint touch-up kits (match all interior finishes)
• Light bulbs/tubes (all types used in building)
• Hardware (hinges, handles, locks, fasteners)
• Quantities per specification requirements
• Organized and stored in designated location with inventory list

7. Keys and Keying Schedule

• Master keys and restricted keys provided per schedule
• Complete key log documenting all keys issued
• Access cards/fobs programmed and issued
• Key storage security procedures documented
• Keying schedule map provided to owner

8. Certificates

• Certificate of Occupancy (from local building authority)
• Fire Marshal approval certificate
• Elevator inspection certificate (from state/local inspector)
• Health Department approval (for healthcare facilities)
• Any other authority having jurisdiction (AHJ) certifications

9. Testing and Balancing Reports

• TAB report for HVAC systems (supply, return, and exhaust flow rates)
• Fire pump test report (performance verification)
• Emergency generator load test report
• Fire suppression hydrostatic and flow test reports
• Electrical system tests (Megger, relay calibration, coordination)
• Plumbing pressure and flow tests

Closeout Status Tracking Data Model

{
  "closeout_status": {
    "phase": "pre_substantial | substantial_punch | final_closeout | complete",
    "substantial_completion_date": null,
    "final_completion_date": null,
    "items": [
      {
        "id": "CLO-001",
        "category": "contract | om_manual | asbuilt | warranty | training | spare_parts | keys | certificate | testing",
        "description": "HVAC O&M Manual — RTU-1 through RTU-4",
        "responsible_party": "ABC Mechanical",
        "status": "not_started | in_progress | submitted | approved | na",
        "due_date": "2026-04-15",
        "date_submitted": null,
        "date_approved": null,
        "notes": "",
        "spec_section": "23 05 00"
      }
    ],
    "retainage": {
      "total_held": 0,
      "released": 0,
      "remaining": 0,
      "conditions_for_release": []
    }
  }
}

Substantial Completion vs Final Completion

Substantial Completion:

• Work sufficiently complete for owner to occupy and use for intended purpose
• Triggers: warranty start date begins, liquidated damages cease accruing, owner takes possession, retainage released (W Principles holds flat 10% until SC, then full release)
• Owner may use space while contractor completes punch list items
• Owner responsible for property insurance and utilities
• Contractor maintains security and incomplete work protection

Punch List Period:

• Period between substantial and final completion (typically 30-60 days)
• Contractor completes all punch list items identified at substantial completion inspection
• May include re-testing and re-commissioning of affected systems
• Back-charges assessed for incomplete items or owner-caused damage

Final Completion:

• ALL work complete including punch list items
• ALL closeout documents submitted and approved by owner/PM
• ALL retainage released after final inspection
• Project formally closed in accounting systems
• Warranty period documented and starts (if not already from substantial)

Timeline:

• Typically 30-60 days from substantial to final completion
• Some extended systems (roofing warranty testing) may extend closure
• Final inspection required before certification

Commissioning Tracking

Systems Commissioning Workflow

Pre-Functional Testing (PFT):

• Verify equipment installed correctly according to manufacturer specifications
• Verify all controls wired per design documents
• Verify all utilities (power, water, gas, drainage) connected and operational
• Visual inspection complete before energizing or starting equipment
• Documentation: checklist signed off by contractor and commissioning agent

Functional Performance Testing (FPT):

• System operates through all operational modes (normal, startup, shutdown, economy, emergency, seasonal)
• System meets performance criteria specified in design documents
• Response to setpoint changes verified
• Alarm and alert functions tested
• Safety interlocks and shutdown sequences tested
• Documentation: test results recorded with data logging where applicable

Integrated Systems Testing:

• Systems work together as designed (fire alarm triggers HVAC shutdown, elevator recalls, pressurization sequences, etc.)
• Building automation system sequences tested through actual conditions or simulation
• Emergency procedures tested (generator auto-start, load transfer, fuel supply)
• Documentation: system interaction matrix with test results

Seasonal Testing:

• May require summer/winter testing for HVAC systems to verify control response in both seasons
• Chiller operation versus boiler operation transition
• Economizer function in summer and winter modes
• Humidity control verification across seasons

Commissioning Data Model

{
  "commissioning": {
    "commissioning_agent": "CxA name / firm",
    "systems": [
      {
        "id": "CX-001",
        "system": "HVAC — RTU-1",
        "phase": "pre_functional | functional_testing | integrated_testing | seasonal_testing | complete",
        "pre_functional_date": null,
        "pre_functional_result": "pass | fail | conditional",
        "fpt_date": null,
        "fpt_result": "pass | fail | conditional",
        "deficiencies": [],
        "retesting_required": false,
        "training_complete": false,
        "documentation_complete": false,
        "notes": ""
      }
    ]
  }
}

System Startup Sequences

HVAC (Rooftop Units, Chillers, Boilers, Split Systems)

1. Pre-start checklist: verify equipment installed, all connections made, filters installed, ductwork sealed, thermostat wired
2. Startup by manufacturer's representative (may be contractual requirement)
3. Testing & Balancing (TAB): measure supply, return, exhaust flows; adjust dampers/vanes to design airflow
4. Controls verification: setpoints, schedules, occupancy sensors, economizer function
5. Functional Performance Testing: normal mode, startup sequence, shutdown sequence, emergency modes
6. Owner training: operation, filter replacement, emergency shutdown

Fire Alarm System

1. Device verification: all initiating devices (detectors, pull stations, manual call points) installed and accessible
2. Programming: verify all device addresses, circuit programming, notification routes
3. Acceptance testing with Fire Marshal: system activation, alarm signals, emergency voice/alarm communications
4. Final certification: Fire Marshal approval certificate issued

Fire Suppression (Sprinkler System)

1. Hydrostatic test: system pressure tested per NFPA 13 requirements
2. Flow test: verify adequate water supply and pressure at all elevations
3. Trip test: activate zone valve and verify system response (may be performed during final inspection)
4. Fire Marshal review and acceptance: final approval certificate issued

Elevators

1. Installation complete: all equipment installed, mechanical work complete, electrical connections made
2. Inspection by State/Local Inspector: full inspection of safety devices, operation, load capacity
3. Load test: elevator loaded to 125% rated capacity and operated through full range
4. Final acceptance: State Inspector certificate issued; elevator ready for service

Emergency Generator

1. Fuel system test: verify fuel supply, filtration, automatic transfer from main to day tank
2. Load bank test: generator loaded to 75-100% rated capacity, engine temperature and voltage verified
3. Transfer switch test: verify automatic switchover to generator and back to utility power
4. Integrated test with fire alarm: verify fuel pump starts, loads generator, transfers building loads
5. Maintenance schedule and fuel sampling protocol established

Building Automation System (BAS)

1. Point-to-point verification: each input and output point verified to correct equipment
2. Sequence programming: verify control logic for each system and interaction between systems
3. Trending: historical data collection enabled for critical points
4. Functional Performance Testing: all control scenarios tested; response times verified; alarms tested

Plumbing

1. Pressure test: cold water system tested to 1.5 times max operating pressure; verify no leaks
2. Flow test: verify adequate flow and pressure at all fixtures for intended use
3. Water quality test: hot water temperature, pH, chlorine level verification; fixture flushing complete
4. Healthcare facilities: Legionella testing of hot water system

Electrical Switchgear and Distribution

1. Megger testing: insulation resistance testing of all cables and equipment
2. Relay calibration: verify protective relay settings and coordination
3. Coordination study verification: confirm protection device coordination matches design calculations
4. Energization sequence: controlled energization with monitoring for any issues
5. Load testing: progressively apply electrical loads; verify voltage drop and power quality

Project Intelligence Integration

On every /closeout invocation, automatically read the following project data to enrich closeout tracking:

Warranty Tracking from Extracted Data

Read quality-data.json → warranties[]

• Pull all extracted warranty records and build the Warranty Closeout Checklist automatically
• For each warranty, check registration.status — flag any with status pending where registration.deadline_date is within 30 days
• Cross-reference warranties[].installer against directory.json → subcontractors[] for contact info on missing warranty documents
• Cross-reference warranties[].spec_section against specs-quality.json → spec_sections[] to verify warranty duration meets specification requirements
• Track warranty start date triggers — if start_trigger = "substantial_completion", auto-populate start_date when project-config.json → substantial_completion_date is set

Commissioning Test Results

Read quality-data.json → system_tests[]

• Pull all system test results (TAB, fire protection, electrical, plumbing, envelope) to auto-populate commissioning checklist status
• For each system in the closeout checklist, check if corresponding test records exist with result = "pass"
• Flag systems with no test records or with result = "fail" / "conditional_pass" that still need re-test
• Cross-reference system_tests[].witnessed_by to verify third-party witness requirements are met

O&M Manual Completeness

Read quality-data.json → equipment_data[]

• For each equipment item, verify O&M manual has been extracted and structured data exists
• Check for required sections: operation procedures, PM schedules, parts lists, emergency procedures
• Cross-reference equipment tags against procurement-log.json to verify all procured equipment has corresponding O&M data
• Flag equipment with missing or incomplete O&M documentation

As-Built Drawing Status

Read plans-spatial.json → as_built_overlay

• Pull as-built completion status by discipline from as_built_overlay.as_built_status[]
• Calculate overall as-built completion percentage
• Flag disciplines below 100% completion — list specific sheets still needing markup
• Cross-reference deviations against change-order-log.json to verify all field changes are documented

Extended reference: Detailed examples, templates, scoring rubrics, and best practices are in references/skill-detail.md.