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There are two phases in Project Closeout involving two Change Requests in the FUSION Project module.

For your convenience, here is the State Funded Project Closeout Checklist for Phase I and Phase II.

PHASE I - PROJECT "ONLINE" CHANGE REQUEST

This is formal notification from the district that the facility is “Online” (i.e. occupied/in use) and the space created by the project, if any, is included in the district’s Space Inventory.

The following information is provided by the district via a Change Request in FUSION:

           
  • The JCAF31 is to be revised to reflect the final project space.                                           
    • The JCAF31 is to be consistent with the project space entered into the Space Inventory.
    • FUSION will remove the space from the district’s 5-Year Plan in the Planning Module in FUSION when the Change Request is approved. This JCAF31 in the Project Module will provide a final record of the project space as it was constructed. Please DO NOT zero out the project space in the Project Module.
 
                             
  •  A Side-by-Side Space Comparison of the project space as approved at Working Drawings and as entered into the JCAF31 and the district’s Space Inventory is to be attached to the Change Request.
 
           
  • The Notice of Completion is to be attached to the Change Request. The example project is a Multi-prime project but only one Notice of Completion is shown here as an example. Please note that projects using the Multi-prime delivery method will need to attach all Notices of Completion for all multi-prime contractors.

 

PHASE II - PROJECT "COMPLETED" CHANGE REQUEST

The district sends formal notification to the Chancellor's Office that the project is “Completed.”

The following information is provided by the district via a Change Request in FUSION:

  • Letter on district letterhead certifying that:                                                                                                                                                                                 
    • The project is complete and all reimbursement claims are settled;
    • The project was constructed as approved by DOF and the Legislature and as depicted in the district’s certified Space Inventory report (if applicable); and
    •  The district followed Public Contract law in the construction of the project; and                 
    • Per the State Treasurer's Office, the district will retain all project financial records for period of no less than 35 years, including DF 14D forms, expenditure records and claims information.

                  Sample Project Closeout Letter (Revised 10/23/2012)

                  Records Retention Information: 
                  How long records must be kept, what records must be kept, and what format records must be kept 

 
  • The JCAF32 is to be revised to reflect actual project costs (both state and local) and the project calendar.
 
  • The most recent Quarterly Report is to be submitted. The costs should be consistent with those shown on the revised JCAF32.
 
  • The JCAF32 and Quarterly Report should be consistent with the Claim Report shown in FUSION. The preliminary plans and working drawings phases for this project are not shown on the attached link because they were funded prior to 2007. The first year that FUSION was used for claims was 2007.
 
 
  • DSA 6 Forms, including: DSA6; DSA6 A/E; and DSA-168. The example project is a Multi-prime project and only one DSA 6 form is shown here as an example. Please note that projects using the Multi-prime delivery method will need to attach all DSA 6 forms for all multi-prime contractors.
 
  • Space Inventory Report 17 page(s) from the district’s latest certified Space Inventory.                    
 
  • Final list of equipment purchased (for projects receiving release of equipment after 6/1/2012).
  • Please note that the equipment phase for the example project was released prior to June 2012. Therefore, the attached Final Equipment List is a sample from a different project.