5.17 Project Closeout Procedures (Food Service Equipment Contractor)

A. Cleaning and Protection: 

      1. Clean up and remove from job site all debris resulting from delivery, installation, protection, cleaning, and adjustment of Food Service Equipment as work progresses. 
      2. Thoroughly clean interior and exterior of all Food Service Equipment prior to demonstration and final observation. Food Service Equipment to be ready for the Owner’s use. 
      3. Clean or replace line strainers, and faucet aerators. 
      4. Touch up damage to painted fixtures. 

B.   Final Observation: Provided by Food Service Design Consultant when the General Contractor will certify that the work is complete, has made a thorough review of the installation and operation of each item in the contract and found it to be in compliance with the Construction Documents.

C.   Repetitive Final Observations: In excess of two, and all costs associated thereto which may be incurred due to the General Contractor's failure to comply with the requirements of this article will be invoiced on a time and expense basis and reimbursed to Food Service Design Consultant. 

D. Contractor's List of Incomplete Items: The FSEC will complete a walkthrough with GC and architect and issue detailed punch list report for actions needed to be taken. 

    1. Procedures will be in compliance with Section 01 7700 "Closeout Procedures." 
    2. GC to consolidate all punch list inspections reports (Food Service, Architects, Engineers and GC) to one report. 

E. Installation, Connections, and Testing: To be complete a minimum of five (5) days prior to Owner takeover.

F. Start-up Procedures: Once the equipment is purchased and installed, it is essential for all parties involved that, where needed, a professional start up or performance check be performed by an authorized service company, followed by a thorough demonstration by the manufacturers’ representative. Refer to itemized specification, certain items specifically call out this requirement. When a proper installation is completed, one where the Manufacturer’s Requirements, as spelled out in the equipment manual, have all been met along with any and all governing codes, the FSEC shall be responsible for scheduling all of the services outlined in this section to aid in providing a professionally complete kitchen project. It is the responsibility of the FSEC to ensure all forms in the exhibit 1-5 are issued for the appropriate equipment as required, completed and copies are provided to the proper parties as described after the completion of each task. These forms shave ben created through the joint effort of CFESA (Commercial Food Equipment Service Association), FCSI/NAD (Foodservice Consultants Society International / North America Division) and MAFSI (Manufacturer’s Agents for the Foodservice Industry). 

  1.  FSEC will provide start-up service for all refrigeration equipment. 
  2. Lubricate and adjust drawer slides, hinges, and casters. 
  3.  Adjust pressure regulating valves, time delay relays, thermostatic controls, temperature sensors, exhaust hood grilles, etc. 
  4.  Start up and check out operation of all refrigerated systems for at least 72 hours prior to acceptance and turn over. 
  5.  Calibrate all thermometers to reflect actual temperatures of refrigerated equipment. 
  6.  Start up and test run rotary, reel, or hearth ovens for a minimum of forty-eight (48) hours prior to the Owners inspection. 
  7.  Plumber and electrician should be present and actively involved in startup of all equipment as it relates to their trade to ensure correct operation, prevent damage and remedy issues as they occur. 
  8.  Provide demonstrations for use of all equipment as requested by Owner or Dining Services. Demonstrations to be conducted by factory trained individuals, typically a factory representative firm. 
  9.  Provide operation and maintenance manuals for all equipment in digital USB flash drive including a comprehensive service listing for all equipment items including fabrication. 
  10.  Upon startup ensure and account for all equipment accessories including but not limited to exhaust hood lights, Walk-In Lights, replacement filter cartridges, mixer/bowl/cutter attachments, gas hoses, cleaning kits, keys for lockable equipment, etc. 
  11.  Startup MUST include a written report of all completed work or operation problems with the specific piece of equipment. Start-up cannot occur until an installation inspection has been performed and approved and any warranty service has been completed. 

a. Provide CFESA Recommended Start-Up/Performance Check Form - Form shall be completed by the authorized service technician with copies provided to the FSEC The FSEC will be responsible for forwarding completed copies to SHG(who will provide the final bond copy of all completed forms to the Owner/End User when all work is finalized) and the manufacturer representative (who will provide a copy to the manufacturer if required). See exhibit 3 for the required form. Original form files are available upon request from SCOPOS Hospitality Group, CFESA and MAFSI for reproduction as required.

12. Performance Check - Verification, by an authorized service technician, that the manufacturer’s installation specifications are met, and utilities are correct for newly installed equipment. To ensure proper operation of the piece of equipment, an authorized technician, may need to perform minor adjustments, alignments and calibrations. Performance checks are done any time after equipment has been in operation for a minimum of two weeks to a maximum of 90 days. 

a. CFESA Recommended Start-Up/Performance Check Form - Form shall be completed by the authorized service technician. with copies provided to the FSEC. The FFSEC will be responsible for forwarding completed copies to SHG (who will provide the final bond copy of all completed forms to the Owner/End User when all work is finalized) and the manufacturer representative (who will provide a copy to the manufacturer if required). See exhibit 3 for the required form. Original form files are available upon request from SCOPOS Hospitality Group, CFESA and MAFSI for reproduction as required. 

REPORT

EXAMPLE  

Example of recent report and corrections made

G. Certification Letters and Portal Monitoring Accounts: 

  1.  FSEC to provide all of the following certification letters and account access information as applicable for the project 

    •  Letters of certification for dishwasher operation and sanitation compliance 
    •  Letter of certification for the Accurex Hood. 
    •  Letter of Certification and SDV - System Design Verification from Captive-air Hoods indicating proper EMS and VFD operation. 
    •  Provide log-in access for Captive-Aire hood operation and maintenance monitoring. Set-up with owner and program automatic error notifications to be notified via email or text as preferred by facilities. 
    •  Provide log-in access for temperature monitoring portal to motor all refrigeration unit as specified with Victory’s SecureTemp system. A live report should be provided showing all units configured and labeled in system using designed item number and short description of unit type and location. Set-up with owner and program automatic notifications to be notified via email or text as preferred by facilities. 

H. Demonstration and Training: Provide demonstrations for use of all equipment, item by item, including fabricated equipment as requested by Owner or Dining Services. 

  1.  Demonstrations to be conducted by factory trained individuals, typically a factory representative firm. 

    • Instruction shall include care and cleaning of all equipment and a complete demonstration of operation 
    • All buy-out equipment shall be demonstrated by factory trained personnel only. 
    • All actions within the demonstration should be referenced in the operator manual as prepared by the manufacturer of said piece of equipment. 

2.  General Contractor will provide a letter, signed by all sub-contractors involved and co-signed by the Owner's Representative stating that dining staff have been adequately instructed in the use of equipment.

3. MAFSI Recommended Demonstration Request Form - Form shall be completed by the FSEC with copies provided to the manufacturer representative. The manufacturer representative will be responsible for forwarding completed copies to SHG (who will provide the final bond copy of all completed forms to the Owner/End User when all work is finalized). The manufacturer representative is responsible for forwarding a copy to the manufacturer if required. See exhibit 4 for the required form. Original form files are available upon request from SCOPOS Hospitality Group, CFESA and MAFSI for reproduction as required.

4. MAFSI Recommended Demonstration Inspection Report - Form shall be completed by the manufacturer representative with completed copies provided to the F.E.C. The FSEC will be responsible for forwarding copies to SHG (who will provide the final bond copy of all completed forms to the Owner/End User when all work is finalized). The manufacturer representative is responsible for forwarding a copy to the manufacturer if required. See exhibit 5 for the required form. Original form files are available upon request from SCOPOS Hospitality Group, CFESA and MAFSI for reproduction as required.

I. In addition to the guarantee called for under the General Conditions, this FSEC shall further agree that in the event of failure of any system or item of equipment or improper functioning of specified work during the guarantee period, he shall have "on call" competent service personal available to make the necessary repairs or replacements of specified work promptly at no cost to the Owner. In the event that replacement of an entire item is required, the Owner shall have the option of full use of the defective equipment until a replacement has been delivered and completely installed.