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TABLE OF CONTENTS
Subject Page
Preface, Purpose Responsibilities, and Summary 2
Quality Project Closeout Report Requirements 3 thru 6
Project Closeout Summary Report 7
Administrative Cost Summary form 8
Land Acquisition Summary form 9
Land Acquisition Payment Summary form 10
Relocation Payment Summary form 11
Legal Summary (for land acquisition) 12
Engineering Cost Summary form 13
Contract Summary form 14
Equipment Summary form 15
Project Photographs 16
DBE Participation Summary form 17
Conclusion form 18
1
SPONSOR’S GUIDE TO QUALITY
PROJECT CLOSEOUT REPORT
ACCURACY
QUALITY
Q
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F
L
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TIMELINESS
PREFACE:
A quality project should promote aviation safety, consist of timely communications, be
properly documented, and provide a quality and timely product to aviation users.
PURPOSE:
The Project Closeout Report certifies and summarizes to the FAA the history of the
project, eligible costs incurred, specification adherence and corrective action taken on any
deficiencies.
SPONSOR’S RESPONSIBILITY:
The project consultants should finalize project records and prepare for the Sponsor, the
Final Project Closeout Report documentation within 30 days of physical completion of
the project. The report should be in the format contained in this guide.
The Sponsor should provide the Project Closeout Report to the FAA within 90 days of
physical completion of the project.
FAA’S RESPONSIBILITY:
The FAA is committed to processing final payment applications within 30 days of receipt
of the Project Closeout Report. Some final payment applications will necessarily take
longer if additional funds are required.
SUMMARY:
Closing out a project is a responsibility that involves the commitment of the Sponsors
(and Sponsor’s consultant), often the state aeronautics organization, and the FAA project
manager. Quality communications and project record keeping at the beginning of the
project are essential to making the closing out of a project more of a summary task rather
than a data collection task. The ultimate goal is not simply closing out projects, but to
promote quality project formulation and management processes that result in projects
being completed on schedule. The FAA requirements for the preparation of a Quality
Project Closeout Report are contained in this guide.
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Quality Project Closeout Report Requirements
The Final Project Closeout Reports should be divided into the following sections:
VOLUME 1
A. Project Summary - This is a presentation of specific information on the AIP project
description, amount, and amendment history.
B. Executive Summary - This section highlights any unusual factors associated with the project
management and accomplishment, and specific recommendations for project closeout. For
example: Liquidated damages, unsatisfactory construction, unusual delays in project
accomplishments, non-performed items, and ineligible work.
If available, include a project sketch and/or Exhibit “A” depicting the work accomplished under
this project. (Preferred size 8 ½” x 11”, Maximum size 11” x 16”)
C. Project Closeout Summary - This section is the substance of the closeout report and details
eligible and reasonable costs incurred for all major projects categories. Sponsors should refer to
AC 150/5100-10A, Accounting Records Guide for Airport Aid Program Sponsors. This advisory
circular sets forth record keeping requirements imposed on Sponsors receiving Federal aid for
airport improvements. The Project Closeout Summary Report on page 7-7 must be completed
along with all applicable subsections:
C1. Administrative Costs- This subsection should include:
- An Administrative Cost Summary page containing itemized administrative costs
incurred for audit service, advertisement, legal, closeout, project management, etc. The
Administrative Cost Summary form is shown on page 7-8. The bold blocks on this
form should contain the amounts to be entered in the Project Closeout Summary
Report.
- A final bill or individual billings from the vendors should follow to support claims
shown on the summary page.
C2. Land Costs - This subsection should include:
- A Land Acquisition Summary page listing all parcels included in the project with total
purchase price for each parcel. This should include appraisal information, negotiated
and/or condemnation awards. The Land Acquisition Summary form is shown on
page 7-9.
3
- The Land Acquisition Payment Summary Form and the Relocation Payment Summary
Form (as required) identifying all costs associated with the land acquisition and/or
relocation. The Land Acquisition Payment Summary and Relocation Summary forms
are shown on page 7-10 and 7-11, respectively. The bold blocks on these forms should
contain the amounts to be entered in the Project Closeout Summary Report.
- If land is acquired for over the appraised value, include a copy of the administrative
settlement letter or the condemnation award.
- Payments and/or receipts for all expenses associated with land acquisition.
- A Legal Summary page for land acquisition, listing legal expenses associated with the
land acquisition and/or relocation or legal bills that include a brief description of
services rendered that identify eligibility. The Legal Summary page is shown on page
7-12. The bold block on this form should contain the amount to be entered in the
Project Closeout Summary Report.
- A completed Certification of Title Form that can be found in Advisory Circular
150/5100-16, Appendix 4.
C3. Engineering/Planning Costs - This subsection should include:
- An Engineering/Planning Cost Summary page identifying the negotiated engineering
costs, type of costs (either lump sum, LS, or not to exceed, NTE), any amendments,
final engineering costs, and project testing costs. The Engineering/Planning Cost
Summary is shown on page 7-13. The bold blocks on this form should contain the
amounts to be entered in the Project Closeout Summary Report.
- There should be one Contract Summary form for each prime contractor.
- Planning expenses should be captured under the design category in the
Engineering/Planning subsection.
- A copy of the executed engineering/planning agreements along with any amendments.
- Billings showing final costs in all engineering/planning categories.
- Billings showing all testing costs.
C4. Construction Costs - This subsection should include:
- A Contract Summary page identifying all prime contractors and their associated costs.
The Contract Summary form is shown on page 7-14. There should be one Contract
Summary form for each prime contractor. The bold block on this form should contain
the amount to be entered in the Project Closeout Summary Report.
- Bid tabulations from all contracts along with executed change orders.
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- A final pay request executed by the contractor, engineer, and sponsor may be included
in lieu of a Final Balancing Change Order.
- Change Orders and/or final pay request with deviations in quantities of 15% or more
should provide an explanation for the large deviation.
C5. Equipment Costs - This subsection should include:
- An Equipment Summary page listing all equipment purchased, the cost and serial
number of the each item. The Equipment Summary form is shown on page 7-15.
- A receipt for each item listed in the summary.
C6. Other - This subsection should contain a narrative and documentation supporting any
project costs that do not fit the above categories.
Note: Projects consisting of multiple percent participation should submit a Project
Closeout Summary Report form for each percentage.
D. Project Photographs - Photographs of the final project/acquisition are required. These
should include, but are not limited to photographs necessary to clearly identify the work
completed under the grant. The ADO recommends including photographs of intermediate steps
of the work, as necessary, to help identify the completed work.
E. DBE Participation Summary - DBE participation should be identified in the DBE
Participation Summary form shown on page 7-16 or in lieu of the DBE Participation Summary
form, submit DOT Form 4630, Report of DBE Goal Accomplishments and Report of Certified
DBE Contractors Used on FAA-Assisted Contracts. The FAA Civil Rights Staff (AGL-9) at the
end of each fiscal year commonly requests these forms. If DBE goals are not required for this
project, so state.
If DBE goals are not achieved, include a letter from the Sponsor outlining a Good Faith Effort.
The Sponsor should retain the supporting documentation for the letter.
F. Final Inspection Report and Punch List Item Clearance - The final inspection report and the
punch list item clearance letter (if required) must be included in this section.
G. Conclusion - All project closeouts must have a completed and executed the Conclusion form
shown on page 7-18.
VOLUME 2
A construction management plan is required for any project containing paving work in excess of
$250,000. The construct management plan requires two reports, one prior to construction
(Construction Management Program) and the other at the completion of the project (Final Test
and Quality Control Report). The Final Test and Quality Control Report should be submitted as
Volume 2 of the Project Closeout Report.
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The two parts of the construction management plan are defined below.
A. Construction Management Program - This report must be submitted to the Airports District
Office prior to the start of construction. The report shall detail measures and procedures to be
used to comply with the quality control provisions of the construction contract, including, but not
limited to, all quality control provisions and tests required by the Federal specifications. The
program shall include as a minimum:
1. The name of the person representing the sponsor who has overall responsibility for
contract administration for the project and the authority to take necessary actions to comply with
the contract.
2. Names of testing laboratories and consulting engineer firms with quality control
responsibilities on the project, together with a description of the services to be provided.
3. Procedures for determining that testing laboratories meet the requirements of the
American Society of Testing and Materials standards on laboratory evaluation referenced in the
contract specifications (D 3666, C 1066).
4. Qualifications of engineering supervision and construction inspection personnel.
5. A listing of all tests required by the contract specifications, including the type and
frequency of tests to be taken, the method of sampling, the applicable test standard, and the
acceptance criteria or tolerances permitted for each type of test.
6. Procedures for ensuring that the tests are taken in accordance with the program, that
they are documented daily, and that the proper corrective actions, where necessary, are
undertaken.
B. Final Test and Quality Control Report - This report shall be submitted with Volume 1 of the
Project Closeout Report. It should include as a minimum, the following items:
1. Results of all tests performed, highlighting those tests that failed or did not meet the
applicable test standard. A narrative should precede each specification category identifying
failed tests and the corrective action taken. The narrative should also include an explanation of
any pay reductions applied, and reasons for accepting any out-of-tolerance material. Supporting
computations should follow the narrative.
2. Failure to provide a complete report as described above, or failure to perform such
tests, shall, absent any compelling justification, result in a reduction in Federal participation for
costs incurred in connection with construction of the applicable pavement. Such reduction shall
be at the discretion of the FAA and will be based on the type or types of required tests not
performed or not documented and will be commensurate with the proportion of applicable
pavement with respect to the total pavement constructed under the grant agreement.
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Project Closeout Summary Report
% Federal Participation _____________ FOR FAA USE ONLY
Item Claimed FAA Note FAA Recommended
Ref. Description Cost Adjustment Ref. Amount
C.1. Administrative
a. Audit
b. Advertisement
c. Legal (general)
d. Closeout
e. Other
C.2. Land
a. Land Acquisition
b. Relocation Expenses
c. Legal Expenses
(assoc. with land)
C.3. Engineering
a. Design
b. Inspection
c. Testing
C.4. Construction
a. Contractor 1
b. Contractor 2
C.5. Equipment
a. Item 1
b. Item 2
C.6. Other
Totals:
THIS SECTION FOR FAA USE ONLY
1. Federal Share @_______%
(Maximum Grant Amount: $________________________)
2. Recommended Grant Amount:
(If over grant amount, amendment amount $_________________ )
3. Less Previous Payments:
4. If line 3 is greater than line 2 - Amount Overpaid:
5. If line 3 is less than line 2 - Recommend Final Payment:
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Administrative Cost Summary
(Section C.1.)
Vendor Description Amount
Audit
Total Audit Costs:
Advertisement
Total Advertisement Costs:
Legal (general)
Total Legal (general) Costs:
Closeout
Total Closeout Costs:
Other
Total Other Costs:
Total Administrative Cost:
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Land Acquisition Summary
(Section C.2.)
Parcel Appraised Value Review Negotiated Condemnation Date of settlement
letter or
No(s) Owner Name Acres No.1 No. 2 Appr. Value Settlement Award condemnation award
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Land Acquisition Payment and Relocation Payment Summary forms should also be submitted.
Land Acquisition Payment Summary
(Section C.2.a)
Airport: Location: Project Number:
Subtotal Structure Final Land
Parcel Date Acquisition Appraisal Taxes Incidental of Land Removal Net Rents Salvage Acquisition
No. Acquired Price Costs Expenses Costs Costs Rec’d Value Cost
a
b
c
d
e
f
g
10
h
i
j
k
l
Total land costs: Total of final land acquisition costs:
Relocation Payment Summary
(Section C.2.b)
Airport: Location: Project Number:
Replacement Housing Payments Moving and
For Homeowners For Tenants Related Expenses
Replacement Interest Incidental Relocation Down Relocation (1 thru 6)
Business or Housing Differential Expenses Assistance Payment Business/ Individual Expert Total
Parcel Displaced Cost Actual/ In lieu Fees Relocation
No. Person (1) (2) (3) (4) (5) (6) (6) Costs
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Grand Total of Relocation:
Legal Summary
for land acquisition
(Section C.2.c)
Law Firm Description Amount
Total Legal Cost:
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Engineering/Planning Cost Summary
(Section C.3.)
Maximum Cost Type of
Engineering per Engineering Cost Amendment Amendment Amendment Amendment Final
Phases * Agreement LS/NTE (1) (2) (3) (4) ** Costs
Design
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Total Design Cost:
Inspection
Total Inspection Cost:
Testing
Total Testing Cost:
Total Engineering Cost:
* Types and number of engineering phases may vary between engineering firms. Miscellaneous categories and planning should
be included under the design phase.
** If the Engineering Agreement has been amended more than 4 times attach a supplemental sheet identifying engineering costs.
Contract Summary:
(Section C.4.)
Project No.
Prime Contractor:
Contract Work Description
AIP AIP Not Total Cost
Item Allowable Allowable
As Bid Contract
1.
Change Order No.
2.
3.
4.
5.
6.
6.
8.
9.
TOTAL
Note: A final pay request executed by the contractor, engineer, and sponsor may be included
in lieu of a Final Balancing Change Order.
Change Orders and/or final pay request with deviations in quantities of 15% or more
should provide an explanation for the large deviation.
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Equipment Summary
(Section C.5.)
Vendor Equipment Description Serial No. Cost
Total Equipment Cost:
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Project Photographs
(Section D)
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DBE Participation Summary
(Section E)
Disadvantaged Business DBE Contract Disadvantaged Business DBE Contract
Enterprises (DBE) Amount Enterprises (DBE) Amount
Name of Prime Contractors Amount of DBE Contractor Actual %
Contract Amount Goal % DBE DBE
Project Totals:
Note: If contractor DBE goals are not achieved, include a letter from the Sponsor outlining a
Good Faith Effort. The Sponsor should retain the supporting documentation for the
letter.
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Conclusion
(Section G)
Project Review and Certification Summary:
N/A Yes No
1. All construction work was performed in full conformity with
project plans and specifications
2. All work included in grant description has been completed
to the Sponsor’s satisfaction.
3. All costs identified in this report have been paid to the
respective vendors/contractors.
4. All conditions of the grant have been conformed to.
5. Liquidated damages were not assessed. (If so, outline in the
Executive Summary.)
6. Satisfactory “as-builts” and equipment documentation have
been received and are in the Sponsor’s files.
Audit Review:
Last A-133 system audit performed on ____________________, 20____,
by __________________________.
Final Payment Recommendations and Project Amendment Requirements.
(Check Appropriate Item)
A. No further payment is due.
B. A final payment in the amount of $_________________ is recommended.
C. If funds are available and the Grant is appropriately amended in the amount of
$____________________ a payment (or additional payment) of
$____________________ is recommended.
The Sponsor hereby certifies the information in this Project Closeout Report is true and accurate.
______________________________ Date:_____________
(Sponsor)
Project closeout has been reviewed, and costs are verified and determined reasonable.
Recommended by Approved by
_________________________ Date:_________ ________________________ Date:__________
(FAA Project Manager) (FAA Airports District Office Assistant Manager)
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