University of Arkansas System

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Substantial Completion

  1. Unless defined otherwise in the contract documents, substantial completion is the stage in the progress of the work when the work or a designated portion thereof is sufficiently complete in accordance with the contract documents so that the owner can occupy or utilize the work for its intended use. If AIA 2017 documents are used, refer to A201-2017, Article 9.
  2. Upon substantial completion, follow the process prescribed in the contract documents. The contract documents may provide for a design professional (often an architect) to identify the time of substantial completion.
  3. The general contractor must notify all parties involved of the proposed date for substantial completion. The project architect or engineer will schedule and carry out the inspection to verify whether the construction is substantially complete.
  4. The contractor will notify the design professional that the project is ready for final inspection, at which time the design professional, with the campus, will conduct a final inspection.
  5. A punch list will be developed for all items that need to be corrected or completed.
  6. All major building systems, including mechanical, electrical and fire alarms, must be thoroughly tested prior to building occupancy.
  7. If applicable, a commissioning agent will conduct extensive functional performance testing to ensure all systems perform in accordance with design intent. Generally, there are two seasonal peak load times (winter and summer) and it is necessary to functionally test system under peak load conditions for each season during the warranty period.
  8. The commissioning agent should review the following : control system programming, equipment start-up procedures, review of TAB (testing, adjusting and balancing) reports, record drawings and operations and maintenance staff training.
  9. The certificate of substantial completion establishes the date of substantial completion, and must state the responsibilities of the owner and contractor for security, maintenance, heat, utilities, damage to work, insurance, and fix the time when the contractor must complete the listed items.
  10. Contractor warranties commence on the date of substantial completion unless another timeframe is stated in the certificate or the contract. After the architect approves the certificate, it should be approved and signed following the process prescribed in the contract documents.