Project Management Guidelines - National Transport Authority

CHAPTER 13.PHASE 6: Close-Out and ReviewScaleProjects< €0.5 millionProjects> €0.5 million and < €5 millionDeliverables Final Project Report Final Project ReportCompleted Safety FileFigure 13.1Projects> €5 million and up to < €20 millionFinal Project Report(including post-Project Evaluation)Completed Safety File13.1 ApplicabilityThe full provisions of this Chapter apply toprojects of greater than €5 million in total cost.A reduced application of these provisions ispermissible for smaller projects. Refer to Chapter4 in relation to the level of applicability forprojects costing less than €0.5 million, and toChapter 5 in respect of projects costing between€0.5 million and €5 million. Figure 13.1 aboveindicates the deliverables required under thisphase for each of the three project categories.In addition to the deliverables referred to above,some Phase 5 deliverables may have beencarried forward and any updates to the ProjectExecution Plan during this phase should also beprovided to the NTA.13.2 Purpose of Phase 6Phase 6 follows the construction/implementation of the project. It is undertakento ensure that:> > the project is properly closed out, withoutany outstanding issues;> > the project was delivered as specified;> > the requirements of the contract(s) weremet; and> > the project achieved the objectives thatwere identified at the outset by deliveringthe specified outputs.13.3 Key Phase 6 ActivitiesThe responsibility for the management ofall activities in the phase remains with theSponsoring Agency.Phase 6 covers the resolution of all outstandingcontractual and residual issues relating to theproject and its close-out. It also reviews theproject to inform future projects.The key activities of Phase 6 include:> > Completion of Final Account (if carriedforward from Phase 5);> > Management of the Defects Period;> > Completion of the Safety File;> > Close-out of all land and property issues;> > Confirmation of the out-turn costs, outputsand outcomes/benefits;> > Post-completion review; and> > Post-project review.13.3.1 Defects Period, Defects Certificate andRetention MoniesThe Sponsoring Agency shall ensure that alloutstanding works and items are addressedby the various contractors/suppliers duringthe defects periods, which shall generallycommence after the certificates of substantialcompletion have been issued.The Sponsoring Agency shall ensure that allworks have been satisfactorily completed priorto releasing retention monies, and that anysuch payments due to contractors/suppliers areissued within the time periods specified in theparticular contracts.13.3.2 ‘As Built’ Drawings and Safety FileWhere applicable, at the completion of themain construction contract the Employer’sRepresentative should review the adequacy of the‘As Built’ drawings and documents prepared bythe Contractor in accordance with the contract.The Employer’s Representative should verify thatthe ‘As Built’ records are a true representationof the project as constructed. The SponsoringAgency shall ensure, in accordance with thecontract, that the ‘As Built’ drawings anddocuments are verified by the Employer’sRepresentative, included in the Safety File andhanded over to the employer at the completionof the contract.31