O&M manuals and closeout documents, done for you
Retainage is often held until closeout is complete. We assemble your operation and maintenance manuals, warranties, spare parts lists, training records and as-built information into organized, bookmarked binders that match the specification, so the job can close and you can get paid.
Closeout documents we prepare
Closeout requirements live in Division 01 (Closeout Procedures, Operation and Maintenance Data, Project Record Documents) and in Part 1 of every section in your scope. We collect them into one checklist and build the binders around it.
01 78 23
Operation & maintenance manuals
Equipment data, operating and maintenance procedures, schedules, parts lists and service contacts, organized by spec section with tabs and bookmarks.
01 78 36
Warranties
Manufacturer and contractor warranties with start dates and durations, checked against the periods each section requires.
01 78 39
Project record documents
Organization of as-built drawings, record product data and change documentation you provide, indexed for the owner.
01 79 00
Demonstration & training
Training agendas, sign-in sheets and records of the owner training sessions the spec requires.
Spare parts
Attic stock & spare parts
Transmittals and receipts for extra materials, spare parts and keys, with quantities checked against the spec.
Final
Closeout transmittals
A closeout log showing every required document, its status and when it was transmitted, so nothing holds up final payment.
Section numbers follow CSI MasterFormat. Your project manual always governs: we build each package from its own Part 1 submittal requirements. Need another section? See the full CSI divisions list.
Every package we deliver includes
- Transmittal cover sheet for every package, numbered by spec section and revision
- Bookmarked, indexed PDF so reviewers can jump straight to each item
- Line-by-line spec check against Part 2 (products) and the Part 1 submittal article
- Marked-up product data: the exact model, size, options and accessories highlighted
- Deviations listed up front, never buried, with the reason for each
- RFI drafts when the drawings and specs conflict, instead of guessing
- Resubmittals that answer every reviewer comment, one by one
Why closeout packages get rejected
- Generic manufacturer catalogs instead of data for the installed models
- Warranties with the wrong start date or a shorter duration than specified
- Missing maintenance schedules, parts lists or service contacts
- No training records for systems that required owner training
- Documents not organized by spec section, so the owner cannot find anything
- Closeout started after substantial completion, delaying retainage
More on this: common reasons submittals get rejected.
How it works
01
Send the documents
Spec sections, drawings, addenda, and any products you've already bought or prefer.
02
Get a flat quote
One number per package within 48–72 hours. No subscriptions or retainers.
03
We build and check
Product selection, mark-ups and drawings, checked line by line against the spec.
04
You submit
A GC-ready PDF under your company name, plus help with any reviewer comments.
Frequently asked questions
When should O&M manuals be started?
As soon as the product submittals are approved. The approved data is the backbone of the manual, so starting early means closeout is nearly done by substantial completion instead of starting then.
Do you deliver printed binders or PDF?
We deliver bookmarked, searchable PDFs organized the way the spec requires. If printed binders or a specific electronic format is required, tell us and we prepare the files for it.
Can you prepare O&M manuals for a job we did not prepare submittals for?
Yes. Send the approved submittals, the spec sections and any equipment information you have, and we build the manuals from there.
How is it priced?
A flat price per manual or per scope, approved before we start, based on the number of spec sections and equipment items.
Send us your spec book. Get a flat quote in 48–72 hours.
No account, no software and no retainer. Tell us the sections you need and we price exactly that.