Ridgeview closeout warranty and document tracker

A project engineer and a vendor inspecting rooftop equipment near project closeout

Closeout tracker Brackenhurst Builders Ironvale Mechanical

Owner: Marguerite Toussaint. Updated Sep 28, 2026.

Items by type and state

State on Sep 28, 2026 8 items not yet requested 2 certificates returned

All 27 closeout items for the Ridgeview Medical Office Building mechanical package, tracked from vendor request to Brackenhurst Builders acceptance ahead of substantial completion on November 20, with the eight items not yet requested and the two warranty certificates returned for a wrong start date. Prepared by the Ironvale project engineer for the Brackenhurst closeout coordinator and the Ironvale vendors.

Closeout covers four kinds of item: warranties, as-built drawings, training records and punch items. Of the 27, 11 are received, 6 are in internal review, 2 are accepted by Brackenhurst and 8 are required but not yet requested from vendors. Final payment is ready only when all 27 are accepted.

Not yet requested8Required, no request sent
Received11Waiting for internal review
In internal review6With the project manager
Accepted by Brackenhurst2Of 27 items

Each row of the grid is a kind of closeout item and each column is a state. The darker the square, the more items sit there. As-built drawings carry the most items not yet requested (3), and no warranty or punch item is accepted yet.

Accepted so far

Two of the 27 items are accepted: the underslab plumbing as-built drawing and the rooftop unit operator training record. Substantial completion is November 20, so the other 25 have 7 weeks to move from where they are today.

The 27 items

The vendor column names who owes the document. Ironvale field crew means the Ridgeview crew foreman and crew. Requested dates are the dates the request went to the vendor.

Warranties, 8

ItemVendorRequestedState
Rooftop unit warrantyRooftop unit manufacturerSep 8Received, returned
Hydronic pump warrantyPump manufacturerSep 8Received, returned
Variable air volume box warrantyAir handling and VAV manufacturerSep 14Received
Plumbing fixture warrantyPlumbing fixture supplierSep 14Received
Controls and sensor warrantyControls vendorSep 14In internal review
Pipe insulation workmanship warrantyInsulation subcontractorSep 16In internal review
Air handling unit warrantyAir handling and VAV manufacturerNot yetNot yet requested
Water heater warrantyPlumbing fixture supplierNot yetNot yet requested

The rooftop unit and hydronic pump certificates were returned on Sep 25 because each lists the wrong start date. The air handling unit warranty is not requested because its submittal at revision 2 is not yet answered. The pump, variable air volume box and plumbing fixture warranties arrived while their submittals are still pending, so they are received for review only.

As-built drawings, 7

ItemVendorRequestedState
Underslab plumbing as-builtIronvale field crewSep 1Accepted
Exhaust fan riser as-built markupIronvale field crewSep 24In internal review
First-floor ductwork as-builtIronvale field crewSep 14Received
Rooftop unit layout as-builtIronvale field crewSep 14Received
Controls as-built drawingsControls vendorNot yetNot yet requested
Hydronic piping as-builtIronvale field crewNot yetNot yet requested
Plumbing riser as-builtIronvale field crewNot yetNot yet requested

Dominic Ostrowski reviews the exhaust fan riser markup. Expect the controls vendor to hold its as-builts until its own invoice is paid; Marguerite Toussaint sends the request by Oct 2.

Training records, 6

ItemVendorRequestedState
Rooftop unit operator training recordRooftop unit manufacturerSep 8Accepted
Air handling and VAV operator training recordAir handling and VAV manufacturerSep 14Received
Plumbing fixture and water heater care recordPlumbing fixture supplierSep 14Received
Controls operator training recordControls vendorSep 14Received
Test and balance briefing recordTest and balance contractorSep 16In internal review
Pump and drive operator training recordPump manufacturerNot yetNot yet requested

Punch items, 6

ItemVendorRequestedState
Level 1 mechanical room punch listIronvale field crewSep 21Received
Rooftop equipment labeling punch listIronvale field crewSep 21Received
Level 2 ceiling space punch listIronvale field crewSep 24In internal review
Plumbing fixture trim punch listPlumbing fixture supplierSep 24In internal review
Pipe insulation and labeling punch listInsulation subcontractorNot yetNot yet requested
Test and balance deficiency punch listTest and balance contractorNot yetNot yet requested

What counts as accepted

Details
RequiredThe item is named in the contract closeout requirements, with its source and the version that counts.
RequestedIronvale has sent the request to the vendor or the crew with a due date. The state shows Not yet requested until then.
ReceivedA document has arrived. It is not yet judged.
In internal reviewDominic Ostrowski checks the document against the requirement. If it falls short, it goes back with the exact deficiency.
Accepted by BrackenhurstBrackenhurst accepts the named item, through its closeout coordinator for Anjali Venkataraman. Only this state counts toward final payment.
Final payment readinessAll 27 items accepted, punch items complete and the closeout binder issued. Dominic Ostrowski and Brackenhurst agree that closeout is complete.

The eight items nobody has asked for yet

Eight required items have not been requested

These items are required for closeout and have no request out to the vendor: the air handling unit warranty, the water heater warranty, the controls as-built drawings, the hydronic piping as-built, the plumbing riser as-built, the pump and drive operator training record, the pipe insulation and labeling punch list and the test and balance deficiency punch list.What Ironvale does. Marguerite Toussaint sends all eight requests with due dates by Oct 2. Consequence. An item that is not requested cannot be received, reviewed or accepted before Nov 20, and final payment waits on all 27. Controls vendor. Expect the controls vendor to hold its as-builts until its own invoice is paid. The Ironvale controller confirms the invoice status by Oct 9, and Brackenhurst sees the outcome in this tracker.

Two warranty certificates returned

The rooftop unit and hydronic pump warranty certificates list the wrong start date. Dominic Ostrowski rejected both with the exact deficiency. Corrected certificates are due by Oct 16, work order WO-3112.

Vendor requests this week

Before the Oct 16 check
✓Review all 27 items by type and state at the Sep 28 record. Owner: Ironvale project engineer, done
Request the air handling unit warranty and the water heater warranty with due dates. Owner: Marguerite Toussaint, Oct 2
Request the controls, hydronic piping and plumbing riser as-builts. Owner: Marguerite Toussaint, Oct 2
Request the pump and drive operator training record. Owner: Marguerite Toussaint, Oct 2
Request the pipe insulation and test and balance punch lists. Owner: Marguerite Toussaint, Oct 2
Confirm the controls vendor invoice status. Owner: Ironvale controller, Oct 9
Receive the two corrected warranty certificates. Owner: Dominic Ostrowski, Oct 16
Accept or return each received item with the exact deficiency. Owner: Brackenhurst closeout coordinator, within 5 business days of each item

What the record says

Who is on this tracker

DODominic OstrowskiProject manager, Ironvale Mechanical, reviews every received document
MTMarguerite ToussaintProject operations manager, Ironvale Mechanical, sends the vendor requests
AVAnjali VenkataramanProject executive, Brackenhurst Builders, accepts the named closeout items

Demo deal room. Ironvale Mechanical, Brackenhurst Builders, the people and every figure are fictional sample data. Built on FuseBase.