Embedded Files
Reference: P&P 12.16 Project Closeout, dated October 17, 2016
Design Closeout is triggered by PC receiving the Construction Final Settlement from CMS.
Consultant Checklist for Final Invoice:
Consultant performed pre-final inspection and provided CM with punch list.
Consultant reviewed Contractor prepared as-builts.
Consultant confirmed all reimbursable expenses have been submitted.
Consultant has paid all sub-consultants.
Consultant submitted all ESCP reports to DOE PC; applicable to Oahu only.
Building permit has been closed out.
Hazmat air monitoring report and air clearance report received (DOE PC to submit to Gary Bignami for review to ensure completeness), if applicable.
Archaeological Monitoring Report has been approved by SHPD, if applicable.
Consultant HCE Vendor Compliance is attached to the final payment request.
The signed Contract Completion Notice is submitted with the final payment request.
Submit the signed Job Closeout Form (Pink Paper) to Project Control.
Update CPT milestones
Update Project Job Closure Log
Construction Contractor to provide hazmat Exclusion Letter for filing with Gary Bignami.
Fill Out Forms:
Sections/FDB/PMS/1 OFFICE Forms/Closeout
“Closeout of Project Template(updated 9-9_20)”
Records Management Training by Hawaii State Archives, Dec 2010
End of Retention Schedule
End of Retention Schedule
(Draft for new P&P)
Create a list of the closed project records with completed retention schedules. (This means that the project record has been archived for 10 years)
Submit the list of project records with completed retention schedules to the Point of Contact for Hawaii State Archives for approval. (Current POC for the Hawaii State Archives is Deputy State Archivist Ju Sun Yi ju.sun.yi@hawaii.gov)
Hawaii State Archives will review each project record and determine which are of interest and if they need to be transferred for historical content.
Once Hawaii State Archives finishes reviewing each project record they will send a MEMO of their response.
The MEMO from the Hawaii State Archives will state if certain project records need to be pulled for further review, transferred for historical content or if the files are approved to be disposed of.
Remove all project records that were requested in the MEMO for further review or permanent record.
Fill out the ARM-7 Form. Compile the ARM-7 Form with the list of project records to be destroyed and the MEMO stating the project records have been reviewed and approved for disposal, that was provided by the Hawaii State Archives in the previous step.
Schedule a date the truck will come to dispose of the project records that were approved by the Hawaii State Archives.
After the disposal of the project records, the ARM-7 form can now be completed and routed for signature to the Assistant Superintendent, Office of Facilities and Operations.
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