Oregon State University

507-08: Closeouts

Procurement and Contract Services Policy & Procedures Manual
Section 500: Construction
Effective: 7/01/2010
Revised: 3/19/2013


All construction projects contain a requirement for the contractor to provide official “Record Documents” before Oregon State University (OSU) formally accepts a project and warranties for the installed work become effective at substantial completion.  This ensures that OSU has complete information regarding building infrastructure, materials used, and operating and maintenance information for any equipment or systems installed, and all specified warranties.

All construction contracts are subject to provision of specific documentation upon completion of the project.  These requirements are set out within the contract documents.


When a project has been completed, the contractor will prepare two sets of the record documents for submittal to the appropriate project manager, who then reviews them for compliance the project manual.  The project manager will email PaCS that the project is ready for final acceptance.

PaCS will review the project specifications to ensure all required warranties and other documents have been included in the record documents.  If all materials have not been provided, PaCS contacts the project manager who works with the contractor to make any required changes or provide the required warranty. 

Original required warranties are pulled from the record documents and are filed with Facilities Services for any possible use during the warranty period.  One complete set of the record documents are forwarded to Facilities Services for permanent record storage.  The second set of the record documents goes to the Operations section of Facilities Services for maintenance purposes or to the affected department (University Housing & Dining Services, Athletics, and Memorial Union) to maintain.

Manual Contact Web Site 541-737-2067

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