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Information about how to use this interface.

Construction Completion (C of O, SC, IA & NOC)

  1. 30 Day Notification from internal staff (Prior to Starting Workflow)
    1. PM gets notified 30 days before estimated completion of the contract.
      1. Email CCs Contract & Planning Staff
    2. PM will decide if they need an extension to the contract or initiate "End of Construction Close Out" workflow
      1. If an extension for the contract is determined, then the PM needs to provide a reason for extension in a reply-all response to the 30-Day e-mail notification
      2. The response should include: Newly revised Estimated NOC Date and Substantial Completion Date
      3. If initiating End of Construction Close Out Workflow, PM should use the following link:
        1. https://documentmanagement.capnet.ucla.edu/Workflows/List/Template
        2. Search for "End of Construction Close Out" and click "Create (based on Template)""

  1. Ensure the project has the following items completed (Prior to Starting Workflow):
    1. PM/CM ensures(Only applies to substantial completion):
      1. A list of items for which the University will be responsible. Security, utilities, and maintenance are always indicated.
      2. An updated Punch List of outstanding work, if applicable.
      3. An identified number of days (as determined by the PM) for the Contractor to complete or correct the work, if applicable.
  1. Start "End of Construction Close Out" Workflow Process
    1. Go to Document Management website and initiate "End of Construction Close Out" workflow
    2. PM/CM will create a workflow based on the Template, fill in appropriate fields and click the "Start Process" button to start the workflow
    3. Contracts reviews & edits workflow for accuracy
  1. PM is notified to start preparing the PAF, CIB & Schedule Update
    1. This will be processed towards the end of the Workflow Process
  1. Notify Directors that the Certificate of Occupancy is in process
    1. Carl N.; Stephanie T.; Mike A.; Ara A.; Peter H.; Sue S.
  1. Process Certificate of Occupancy
    1. Julie Vicuna will initiate a DocuSign process/workflow and then upload to ePlanroom
    2. Notify Suzie Sullivan of completion
  1. Process certificate of "Substantial Completion"
    1. Contract Staff verifies the following is included in the Certificate Substantial Completion form:
      1. Certificate of Occupancy has been issued
      2. A list of items for which the University will be responsible. Security, utilities, and maintenance are always indicated.
      3. An updated Punch List of outstanding work, if applicable.
      4. An identified number of days (as determined by the PM) for the Contractor to complete or correct the work, if applicable.
    2. Routes document through DocuSign
  1. Submit PAF, close-out CIB & Schedule
    1. PM/CM submits the following:
      1. PIF/PAF (Only if dollar $ amounts have changed), CIB close- out & Schedule
  1. Review PAF, CIB & Schedule for Accuracy
    1. Michelle Baniqued will review for accuracy. Documents will be routed through DocuSign and uploaded to SharePoint

10. Inspection Acceptance Notification:

  1. PM will request to to proceed with Inspection Acceptance

11. Inspection Acceptance Form

  1. Contract staff will send the PM/CM an Inspection Acceptance Form via DocuSign, based on the completion of:
    1. Inspection Acceptance Routing Information:
      1. Executive Architect/Engineer:
      2. Executive Landscape Architect:
      3. Construction Manager:
      4. General Inspector:
      5. Other (specify):
      6. As-Builts Received Date:
      7. Project Manager:
    2. Certificate of Beneficial Occupancy (if applicable)
    3. Certificate of Substantial Completion
    4. Certificate of Occupancy
    5. Or the estimated date of completion, whichever of these apply.
    6. If the project has Phases, the Inspection Acceptance Form is required for each Phase.
    7. A final Inspection Acceptance Form (for the entire project) is required for every completed project regardless of the contract amount.
    8. PM must deliver the fully signed Inspection Acceptance Form to Contracts immediately so Contracts can file the Notice of Completion within 15 days of the University's acceptance of the work.
  2. Notification is sent to Accounting regarding Inspection Acceptance Completion
    1. SharePoint File location: Documents > Approvals > Project Completion

12. Notice of Completion (NOC)

  1. Contract staff files a Notice of Completion (NOC) with the Los Angeles County Recorder's Office for all projects with a contract value of $25,000 (Payment Bond Value) or greater. The Notice of Completion is found at the end of the 02-Forms file. The completion date is taken from the date of Inspection Acceptance.
  2. The signatures required on the Notice of Completion match those on the Notice to Proceed and/or the Agreement.
  3. The NOC is completed and Contracts routes it for signatures with the attached signed Inspection Acceptance Form.
  4. Once signed and returned to Contracts, it is notarized and Contracts must file it with the County Recorder's Office within 15 days of the University's acceptance of the work.
  5. Once filed with Recorder, the letter in 02-forms is completed stating the date the Notice of Completion was filed with the Recorder's Office and the date the project was accepted by the University. Routing of the letter is at the bottom of the letter and is completed with information found in the project file.
  6. The NOC is mailed to the Contractor and Contractor's surety by U.S. Mail. Internal distribution is via SharePoint or e-mail, whichever is appropriate.

13. Notice of Completion E-mail Notification is sent

  1. Stephanie T.; Mike A.; Ara A.; Peter H.; Sue S.
  2. Accounting
  3. SharePoint File location: Documents > Approvals > Project Completion
  4. ePlanRoom (IA & NOC) File location: Project Profile > Permits to NOC >

14. Photo of Building Project & ePlanRoom notification

  1. Sharif Rahman receives an e-mail notification to perform the task

15. Scan and Upload documents

  1. Contract staff scans/uploads each of the following forms and puts them in the individual project files:
    1. Certificate of Occupancy (CO)
    2. Certificate of Beneficial Occupancy (BO)
    3. Substantial Completion Form (SC)
    4. Inspection Acceptance Form (IA)
    5. Notice of Completion (NOC)
    6. Project files are routed to the individual departments by Central File.
    7. If the project is a capital project, the file is taken apart and only items that Central File may not have are sent to them along with the originals of the NOC and IA.
    8. E-mail SharePoint link to appropriate parties (Accounting, Planning, PM, CM)

16. Financial Review

  1. Finance staff checks transfer balances and return funds if necessary