T112 Closeout warranty and document tracker
Closeout warranty and document tracker
All 27 closeout items for the Ridgeview Medical Office Building mechanical package, tracked from vendor request to Brackenhurst Builders acceptance ahead of substantial completion on November 20, with the eight items not yet requested and the two warranty certificates returned for a wrong start date. Prepared by the Ironvale project engineer for the Brackenhurst closeout coordinator and the Ironvale vendors.
Closeout covers four kinds of item: warranties, as-built drawings, training records and punch items. Of the 27, 11 are received, 6 are in internal review, 2 are accepted by Brackenhurst and 8 are required but not yet requested from vendors. Final payment is ready only when all 27 are accepted.
Sample template: the firm, people, clients and figures are fictional.
Items by type and state
Each row of the grid is a kind of closeout item and each column is a state. The darker the square, the more items sit there. As-built drawings carry the most items not yet requested (3), and no warranty or punch item is accepted yet.
Live example from the Dashboards app, shown with Brackenhurst Builders' demo data. Block dates move forward each week, so they can differ from the sample dates on this page.
Accepted so far
Two of the 27 items are accepted: the underslab plumbing as-built drawing and the rooftop unit operator training record. Substantial completion is November 20, so the other 25 have 7 weeks to move from where they are today.
Live example from the Dashboards app, shown with Brackenhurst Builders' demo data.
The 27 items
The vendor column names who owes the document. Ironvale field crew means the Ridgeview crew foreman and crew. Requested dates are the dates the request went to the vendor.
| Item | Vendor | Requested | State |
|---|---|---|---|
| Rooftop unit warranty | Rooftop unit manufacturer | Sep 8 | |
| Hydronic pump warranty | Pump manufacturer | Sep 8 | |
| Variable air volume box warranty | Air handling and VAV manufacturer | Sep 14 | |
| Plumbing fixture warranty | Plumbing fixture supplier | Sep 14 | |
| Controls and sensor warranty | Controls vendor | Sep 14 | |
| Pipe insulation workmanship warranty | Insulation subcontractor | Sep 16 | |
| Air handling unit warranty | Air handling and VAV manufacturer | Not yet | |
| Water heater warranty | Plumbing fixture supplier | Not yet |
The rooftop unit and hydronic pump certificates were returned on Sep 25 because each lists the wrong start date. The air handling unit warranty is not requested because its submittal at revision 2 is not yet answered. The pump, variable air volume box and plumbing fixture warranties arrived while their submittals are still pending, so they are received for review only.
| Item | Vendor | Requested | State |
|---|---|---|---|
| Underslab plumbing as-built | Ironvale field crew | Sep 1 | |
| Exhaust fan riser as-built markup | Ironvale field crew | Sep 24 | |
| First-floor ductwork as-built | Ironvale field crew | Sep 14 | |
| Rooftop unit layout as-built | Ironvale field crew | Sep 14 | |
| Controls as-built drawings | Controls vendor | Not yet | |
| Hydronic piping as-built | Ironvale field crew | Not yet | |
| Plumbing riser as-built | Ironvale field crew | Not yet |
Dominic Ostrowski reviews the exhaust fan riser markup. Expect the controls vendor to hold its as-builts until its own invoice is paid; Marguerite Toussaint sends the request by Oct 2.
| Item | Vendor | Requested | State |
|---|---|---|---|
| Rooftop unit operator training record | Rooftop unit manufacturer | Sep 8 | |
| Air handling and VAV operator training record | Air handling and VAV manufacturer | Sep 14 | |
| Plumbing fixture and water heater care record | Plumbing fixture supplier | Sep 14 | |
| Controls operator training record | Controls vendor | Sep 14 | |
| Test and balance briefing record | Test and balance contractor | Sep 16 | |
| Pump and drive operator training record | Pump manufacturer | Not yet |
| Item | Vendor | Requested | State |
|---|---|---|---|
| Level 1 mechanical room punch list | Ironvale field crew | Sep 21 | |
| Rooftop equipment labeling punch list | Ironvale field crew | Sep 21 | |
| Level 2 ceiling space punch list | Ironvale field crew | Sep 24 | |
| Plumbing fixture trim punch list | Plumbing fixture supplier | Sep 24 | |
| Pipe insulation and labeling punch list | Insulation subcontractor | Not yet | |
| Test and balance deficiency punch list | Test and balance contractor | Not yet |
What counts as accepted
The eight items nobody has asked for yet
Eight required items have not been requested
These items are required for closeout and have no request out to the vendor: the air handling unit warranty, the water heater warranty, the controls as-built drawings, the hydronic piping as-built, the plumbing riser as-built, the pump and drive operator training record, the pipe insulation and labeling punch list and the test and balance deficiency punch list.
What Ironvale does. Marguerite Toussaint sends all eight requests with due dates by Oct 2. Consequence. An item that is not requested cannot be received, reviewed or accepted before Nov 20, and final payment waits on all 27. Controls vendor. Expect the controls vendor to hold its as-builts until its own invoice is paid. The Ironvale controller confirms the invoice status by Oct 9, and Brackenhurst sees the outcome in this tracker.
Two warranty certificates returned
The rooftop unit and hydronic pump warranty certificates list the wrong start date. Dominic Ostrowski rejected both with the exact deficiency. Corrected certificates are due by Oct 16, work order WO-3112.
Progress by vendor
Each bar counts items already received or further along, out of the items each vendor owes. Across all vendors, 19 of 27 items are received or further along, and 8 are not yet requested.
Vendor requests this week
What the record says
Live example from the Dashboards app, shown with Brackenhurst Builders' demo data.
How to use this template
Keep one row for every item the contract requires at closeout. Record the vendor, the date requested, the state and the reviewer, and update the grid after every vendor delivery and every Brackenhurst acceptance.
| Variable | Meaning | Required |
|---|---|---|
{{closeout.item_rows}} | Closeout items by type with vendor, requested date and state | Required |
{{closeout.substantial_completion}} | Date of substantial completion | Required |
{{closeout.not_requested_list}} | Items required but not yet requested, with the owner and the request date | Required |
{{closeout.returned_list}} | Items returned with the exact deficiency and the corrected due date | Required |
{{closeout.acceptance_owner}} | Customer person who accepts each named item | Required |
{{closeout.vendor_counts}} | Items owed and items received or further along, by vendor | Optional |
If a required value is missing, show Needs review in its place; never fill it with a guess. If the closeout record cannot be read, show Unavailable instead of the counts.
The live Dashboards blocks on this page show the Brackenhurst Builders demo profile. Point each block at your own client's profile, or remove it, before you share the page.