For a Tulsa commercial contractor, closing out a project takes the same amount of effort as doing the project. Reaching the point in the contract documents where closeout procedures and closeout submittals become the focus can be daunting. The closeout submittals will be found in specification division “01” in section “78” and will contain several sub sections. Each subsection will detail a document or documented activity that must be completed by the Tulsa commercial contractor. The closeout procedure and therefore the closeout submittal will differ for each architect and each architect should adhere to the owner’s request, but often the architect will require physical copies even if the owner only wants digital copies. The Tulsa commercial contractor will have to gather documents from almost every subcontractor, again depending on the architect’s requirements. A typical specification section will have the following requirements for the Tulsa commercial contractor to complete before the architect will close out the project:

Part 1 – General
A. Drawings and general provisions of the Contract, including General and Supplementary Conditions and other Division 01 Specification Sections, apply to this Section


  • A. Project Record Documents.
    B. Operation and Maintenance Data.
    C. Warranties and bonds.


  • A. Section 01 30 00 -Administrative Requirements: Submittals procedures, shop drawings, product data, and samples.
    B. Section 01 77 00 – Closeout Procedures: Contract closeout procedures.
    C. Individual Product Sections: Specific requirements for operation and maintenance data.
    D. Individual Product Sections: Warranties required for specific products or Work.


  • A. Project Record Documents: Submit documents to Architect with claim for final Application for Payment.
    B. Operation and Maintenance Data:
  • 1. Submit two copies of preliminary draft or proposed formats and outlines of contents before start of Work. Architect will review draft and return one copy with comments.
    2. For equipment, or component parts of equipment put into service during construction and operated by Owner, submit completed documents within ten days after acceptance.
    3. Submit one copy of completed documents 15 days prior to final inspection. This copy will be reviewed and returned after final inspection, with Architect comments. Revise content of all document sets as required prior to final submission.
    4. Submit two sets of revised final documents in final form within 10 days after final inspection.

C. Warranties and Bonds:

  • 1. For equipment or component parts of equipment put into service during construction with Owner’s permission, submit documents within 10 days after acceptance.
    2. Make other submittals within 10 days after Date of Substantial Completion, prior to final Application for Payment.
    3. For items of Work for which acceptance is delayed beyond Date of Substantial Completion, submit within 10 days after acceptance, listing the date of acceptance as the beginning of the warranty period.


2.01 – N/A



A. Maintain on site one set of the following record documents; record actual revisions to the Work:

  • 1. Drawings.
    2. Specifications.
    3. Addenda.
    4. Change Orders and other modifications to the Contract.
    B. Ensure entries are complete and accurate, enabling future reference by Owner.
    C. Store record documents separate from documents used for construction.
    D. Record information concurrent with construction progress.
    E. Specifications: Legibly mark and record at each product section description of actual products installed, including the following:
  • 1. Manufacturer’s name and product model and number.
    2. Product substitutions or alternates utilized.
    3. Changes made by Addenda and modifications.

F. Record Drawings: Legibly mark each item to record actual construction including:

  • 1. Measured depths of foundations in relation to finish first floor datum.
    2. Measured horizontal and vertical locations of underground utilities and appurtenances, referenced to permanent surface improvements.
    3. Measured locations of internal utilities and appurtenances concealed in construction, referenced to visible and accessible features of the Work.
    4. Field changes of dimension and detail.
    5. Details not on original Contract drawings.


  • A. For Each Product or System: List names, addresses and telephone numbers of Subcontractors and suppliers, including local source of supplies and replacement parts.
    B. Product Data: Mark each sheet to clearly identify specific products and component parts, and data applicable to installation. Delete inapplicable information.
    C. Drawings: Supplement product data to illustrate relations of component parts of equipment and systems, to show control and flow diagrams. Do not use Project Record Documents as maintenance drawings.
    D. Typed Text: As required to supplement product data. Provide logical sequence of instructions for each procedure, incorporating manufacturer’s instructions.


  • A. For Each Product, Applied Material, and Finish:
    B. Instructions for Care and Maintenance: Manufacturer’s recommendations for cleaning agents and methods, precautions against detrimental cleaning agents and methods, and recommended schedule for cleaning and maintenance.
    C. Additional information as specified in individual product specification sections.


A. For Each Item of Equipment and Each System:

  • 1. Description of unit or system, and component parts.
    2. Identify function, normal operating characteristics, and limiting conditions.
    3. Include performance curves, with engineering data and tests.
    4. Complete nomenclature and model number of replaceable parts.
  • B. Panelboard Circuit Directories: Provide electrical service characteristics, controls, and communications; typed.
    C. Operating Procedures: Include start-up, break-in, and routine normal operating instructions and sequences. Include regulation, control, stopping, shut-down, and emergency instructions. Include summer, winter, and any special operating instructions.
    D. Maintenance Requirements: Include routine procedures and guide for preventative maintenance and troubleshooting; disassembly, repair, and reassembly instructions; and alignment, adjusting, balancing, and checking instructions.
    E. Provide servicing and lubrication schedule, and list of lubricants required.
    F. Include manufacturer’s printed operation and maintenance instructions.
    G. Include sequence of operation by controls manufacturer.
    H. Provide original manufacturer’s parts list, illustrations, assembly drawings, and diagrams required for maintenance.
    I. Additional Requirements: As specified in individual product specification sections.


  • A. Prepare instructions and data by personnel experienced in maintenance and operation of described products.
    B. Prepare data in the form of an instructional manual.
    C. Binders: Commercial quality, 8-1/2 by 11 inch three D side ring binders with durable plastic covers; 2 inch maximum ring size. When multiple binders are used, correlate data into related consistent groupings.
    D. Cover: Identify each binder with typed or printed title OPERATION AND MAINTENANCE INSTRUCTIONS; identify title of Project; identify subject matter of contents.
    E. Provide tabbed dividers for each separate product and system, with typed description of product and major component parts of equipment.
    F. Drawings: Provide with reinforced punched binder tab. Bind in with text; fold larger drawings to size of text pages.
    G. Contents: Prepare a Table of Contents for each volume, with each product or system description identified, in three parts as follows:

1. Part 1: Directory, listing names, addresses, and telephone numbers of Architect, Contractor, Subcontractors, and major equipment suppliers.
2. Part 2: Operation and maintenance instructions arranged by system and subdivided by specification section. For each category, identify names, addresses, and telephone numbers of Subcontractors and suppliers. Identify the following:

  • a. Significant design criteria.
    b. List of equipment.
    c. Parts list for each component.
    d. Operating instructions.
    e. Maintenance instructions for equipment and systems.
    f. Maintenance instructions for special finishes, including recommended cleaning methods and materials, and special precautions identifying detrimental agents.

3. Part 3: Project documents and certificates, including the following:

  • a. Shop drawings and product data.
    b. Certificates.
    c. Photocopies of warranties and bonds.


  • A. Obtain warranties and bonds, executed in duplicate by responsible Subcontractors, suppliers, and manufacturers, within 10 days after completion of the applicable item of work. Except for items put into use with Owner’s permission, leave date of beginning of time of warranty until the Date of Substantial completion is determined.
    B. Verify that documents are in proper form, contain full information, and are notarized.
    C. Co-execute submittals when required.
    D. Retain warranties and bonds until time specified for submittal.
    E. Manual: Bind in commercial quality 8-1/2 by 11 inch three D side ring binders with durable plastic covers.
    F. Cover: Identify each binder with typed or printed title WARRANTIES AND BONDS, with title of Project; name, address and telephone number of Contractor and equipment supplier; and name of responsible company principal.
    G. Table of Contents: Neatly typed, in the sequence of the Table of Contents of the Project Manual, with each item identified with the number and title of the specification section in which specified, and the name of product or work item.
    H. Separate each warranty or bond with index tab sheets keyed to the Table of Contents listing. Provide full information, using separate typed sheets as necessary. List Subcontractor, supplier, and manufacturer, with name, address, and telephone number of responsible principal…”

For a Tulsa commercial contractor completing this closeout submittal is crucial for just the general contractor, but the subcontractors as well. The final payment application is tied to the completion of this process and denotes the end of the project excluding warranty phase.