QWP- 011

Project Close-out

Project Name: Date Approved: Page No. : 1

PROJECT CLOSE-OUT
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Project Close-out

Project Name: Date Approved: Page No. : 2

TABLE OF CONTENTS

PAGE

TITLE 1

TABLE OF CONTENTS 2

1 PURPOSE 3

2 SCOPE 3

3 RESPONSIBILITIES 3

4 DEFINITIONS 3

5 PROCEDURE 3-4

6 PROCESS FLOW 4

7 QUALITY RECORDS 4

8 REFERENCE 4

9 APPENDICES 4
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1. Purpose

The purpose of this procedure is generate a process for Post-Construction Phase. Upon project completion
the requirements needed to be produced shall be identified prior to start of any activity. It is important that during
the pre-construction phase all the necessary requirements for post-construction must be established. This procedure
will serve as guidelines to achieve and deliver the project by meeting the contract requirements or other documents
and records deemed necessary for project completion and close-out.

2. Scope

The scope of this procedure is for all works related to project close-out and handover to owners in relation
with project contract agreements/requirements and all regulatory compliance, quality plan and other related
documents for project completion and close-out

3. Responsibilities

See flow chart Pre-Construction Phase Flow Chart

4. Definition

RLC – Robinsons Land Corporation

CCM – Corporate Construction Management

OMIM – Operation and Maintenance Instruction Manual

CM – Construction Manager

IPL – Initial Punchlist

5. Procedure (MEFPS and Architectural)

5.1 MEFPS

5.1.1 Preparation for Functional Testing

Trade Contractor will schedule, prepare test forms and testing plan, and collate all involved work
request and pre-functional test results conducted during construction phase together with the as built plans,
certificate of calibrations, schematic diagrams and equipment certificate/test/documents/data of the system
to be tested, as well as to prepare the site condition to be safe and ready for functional testing.

(Note: Preparation for functionality test shall be done based on the agreed schedule. Notify the accepting
party at least 24hrs before the agreed schedule if there will be changes).

5.1.2 Functional Testing

Trade Contractor will conduct functional test based on all approved test plan, system requirements and
parameters.

To be witnessed, verified and approved by RLC CM and RLC Building Admin/Operations representatives.
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5.1.3 Transmittal of Keys and Preparation of OMIM

After Functional Test has been completed and approved. Room Keys and Operation and
Maintenance Instruction Manual will be prepared and submitted by Trade Contractor to RLC CM Engr.
Operation and Maintenance Instruction Manual shall include (Cover Page, Table of Contents, System
Description,, Operating and Sequence Procedure, Troubleshooting Operation, Preventive Maintenance,
Complete List of Consumable items/spare parts/tools/equipment for maintenance activity, Replacement
Program, Equipment catalogues/brochures, As-built plans, Schematic diagram of the system, master list of
equipment, equipment factory tests and data, list of contact person of suppliers, warranty certificates, and
test Results).

5.1.4 Review of OMIM

RLC CM Electrical/Mechanical Engineer will check and validate all submittals based on the checklist
for OMIM and review its completeness.

5.1.5 OMIM Training

After the completion, verification and acceptance of OMIM RLC CM Team will schedule the OMIM training
for the RLC Building Admin/Operations Group. (With attendance, minutes and photos)

Trade contractor will conduct the training based on the contents of the approved OMIM.

RLC Building Admin/Operations Key personnel will attend to collaborate and interact with the trade
contractor regarding all the necessary requirements for equipment preventive maintenance and other aspects that
will be used for building operation after turnover.

5.1.6 Turnover and Acceptance

Trade contractor will reproduce the approved and final OMIM based on the number of required copies.

RLC CM will prepare certificate of acceptance and transmit and be signed by RLC Building Admin/Operations
Manager together with the keys and OMIM manual

RLC Admin/ Building Manager to received and sign as acceptance on the system being turned over (Start of
warranty)

Document controller to secure copy of acceptance and provide copies for Trade Contractor, RLC CM and RLC
Building Admin/Operations Department

5.2 Architectural

5.2.1 IPL and QRT

RLC CM together with the trade contractor will conduct Initial Punchlisting and form a Quick/Quality
Response Team for the repair and replacement of defective/punchlisted work.

(Note: All ITP shall be recorded itemized and quantified per level and area. QRT shall be a skilled
worker/personnel which is not part of the team doing the balance of work)
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5.2.2 Detailed Schedule of Turnover

RLC CM together with the trade contractor shall generate a detailed schedule of turnover per
area/level and work sequence and requirements. (With minutes, attendance, photo and sign off)

5.2.3 Repair or Replacement of Punchlisted Items

Trade contractor shall repair/ replace all punchlisted items based on the agreed manpower for QRT
and within or before the detailed time or schedule. The Trade contractor must turn over the finish product
to RLC CM Representative based on approved plans, method of installation, materials and specifications.

5.2.4 Offer to Owners Representative Turnover Group

Once all IPL are closed-out the RLC CM Team will offer the area to the owner’s representative for
acceptance together with the 201 files and Unit keys.

201 files must include (testing’s, cut-up plans, changes of designs (if any), punch lists (if any), and handover
forms)

With Punchlist: RLC Owner's Representative will inspect and punchlist and discuss with RLC CM about the
schedule of close-out and final inspection.

RLC CM Shall record all the punchlist and provide timelines of close-out

Without Punchlist: RLC Owner's Representative will sign and accept the unit keys for the area, together with
the 201 files and handover form.

5.2.5 Acceptance and Sign Off

RLC CM will offer acceptance by Transmitting Unit Keys, and Signing Off handover forms together
with the 201 file inclusion.

RLC Owner's Representative will sign handover form and received the 201 file and Unit keys as sign
as acceptance of the area being turnover.

Document Controller shall secure a copy of all handover documents and transmittal form of keys.

5.2.6 Certificate of Completion (Project Close-out)

RLC CM will prepare certificate of completion form and the following: (Building Keys, OMIM, As-built
plans, Warranty, Project Learnings, Milestones, Project Design Data, Summary of Performance Specification,
Project Diary, Project Photographs, Specifications, Project Directory and Organizational Chart, Defects and
Liability Periods, Performance Evaluation of Contractors, Government Permits, Certificates and Licenses,
Summary list of finishes and fixtures including parts and consumable allocations. and other items may be
required by the owner) shall be included in Certificate of completion.

RLC Owner's Representative will receive and sign the certificate of completion and the project in now closed.
All items under warranty and defects & liability period will still be monitored by the RLC CM team together
with the Building Administrator.
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6. Process Flow

(See appendix 12)

7. Quality Records

Certificate of Completion

OMIM

Punch list Form

Handover Form

8. References

RLC Quality Plan

9. Appendices

Pre-construction Phase (MEPFS and Architectural)

Prepared by: Jan David Jeff M. Timpog Approved by: Ronald G. Paulo

QA/QC Engr. RLC-CCM Senior Vice President