Section 500

500.01.  As Construction of the project reaches approximately 85% of project completion or sixty (60) days prior to the projected date of Substantial Completion, the Local Education Agency (LEA) shall initiate a project closeout procedure meeting involving the Architect, Contractor(s), and SBA Representative.  This meeting may be held in coordination with the required bi-weekly construction progress meetings.  The purpose of this meeting is to facilitate the coordination of all required closeout procedures as listed in SBA Form 500 – Project Closeout Procedures for the final completion of the Contract.  It is recommended that deadlines be established for the submission of specific required documents by the responsible parties.  Final payment will not be authorized by the SBA until all closeout conditions are met.

500.02.  On all new school construction projects or renovations that involve heating, ventilation, and air conditioning (HVAC) renovations, the LEA director or county superintendent shall ensure that the personnel of the LEA responsible for the operations and maintenance of the new HVAC equipment shall be properly trained.   The HVAC training shall encompass the following criteria:

    500.021.  The HVAC training shall be attended by representatives of the LEA and the school maintenance personnel that will be actively engaged in the topics to ensure full understanding of the operations and maintenance.  This will ensure the investment by the state and LEA in the facility is a prudent and resourceful expenditure.

    500.022.  The Contractor is charged per the Contract Documents to give a complete system training that encompasses operations and maintenance of all systems and equipment connected “downstream” from the new portions of Work. The Contractor is responsible for the production of quality training videos and a printed report of the training for future use. Representatives of the LEA are responsible for understanding the content and satisfactorily completing the training.

    500.023.  The LEA is responsible to notify the West Virginia Department of Education’s Office of School Facilities & Transportation’s (WVDE OSF&T) HVAC Technicians of the date and location of any and all scheduled HVAC training a minimum of two weeks in advance in order to fulfill the responsibilities as delineated in W.Va. Code §18-9E-3(F)-(G).

    500.024.  At the conclusion of the HVAC training, the LEA shall submit the verification of HVAC Training Form (SBA Form 500 A) to the SBA and the WVDE OSF&T.

500.03.  The SBA staff shall be notified by the LEA of the dates and time of substantial completion walk-through inspections and final completion walk-through inspections.  An SBA representative may participate in the walk-through and will accept or reject the Contract as completed by authorizing final payment.  

500.04.  The LEA shall complete and submit SBA Form 500 – Project Closeout Procedures to the SBA when all punch list items have been satisfactorily addressed and the Contract is complete.  

500.05.  Final payment for the contract will then be processed by the SBA when the LEA has verified the receipt of or submitted the information required in the Contract Documents and on SBA Form 500 – Project Closeout Procedures Checklist to the appropriate parties.

500.07.  Post-Project Data Submission Requirements – The SBA Staff tracks square footage costs in order to evaluate all relevant aspects of a project with respect to the budget to aid in establishing the appropriate SBA funding formula levels.  SBA Form 500 B – Final Square Foot Cost Analysis Report shall be submitted as a part of the closeout process by the Architect to the SBA staff.