Closing a school-led project
Before closing a project, the project manager must do a final inspection, get council sign-off and submit closing paperwork to us.
Do a final inspection
The school representative and members of the project control group (PCG) must do a final inspection of the completed works.
They must check and confirm that all areas are clean and tidy, and all construction work is complete.
Identify defects in construction works
If any work is found to be incomplete, or defects are identified during the final inspection, the contractor must fix it. The time allowed for this is called the 'defects liability period'. The length of time allowed for this is stated in the contract.
If more defects are found during the liability period, the contractor must fix them too.
The contractor doesn’t have to fix any defects found after the liability period, unless the items are covered by a warranty.
Complete final documentation
At the end of the project, you must send all final paperwork to us. We can then close the project and pay out the amount needed for the cost of the project – this is known as the 'contingency sum'.
The board must sign the closing forms. From the school-led project form spreadsheet they must sign the:
- Construction Observations Certificate
- Occupancy Use Certificate.
You’ll also need to submit:
- Final School Building Financial Info/PlantAncillSwimSite financials (Asset update forms) and if required:
- updated site plans
- a building update form (if applicable)
- a school invoice.
- building and product warranties
- design documentation.
The board must keep these in the project file for the life of the building. They also need to maintain the building or product in accordance with the warranties.
Council sign-off
If the project required building consent, your council must issue a Code Compliance Certificate (CCC) before anyone can use the building.
An exception is if you have a Certificate for Public Use (CPU). This allows the board to use a finished part, or all of, the building temporarily until the CCC is issued. The CPU usually expires after 6 months.
Ending the contract
Contractors must leave when construction is complete. You can’t keep contractors on for a later project unless the work was included in the original tender and contract.