The acceptance of the work marks an important milestone in the life of a construction project. The completion of a project is not limited to the resolving outstanding issues or the signing of the acceptance report. The Documentation of Completed Works (DOE) is often a decisive factor in finalizing the contract.
All too often prepared in a rush, just a few days before the event, the DOE is, however, a central element in the handover of the project to the client (TP Demain). It contains the information necessary for the operation, maintenance, and future work on the building. An incomplete file may result in requests for additional information, delay the administrative approval of the project, or delay payment of the balance specified in the contract.
That is why it’s important to plan for its establishment as soon as the start of construction helps avoid these difficulties and ensures the project is completed successfully.
The DOE is the report submitted upon completion of the project to describe the work actually performed. It is required in public contracts that refer to the General Administrative Provisions (CCAG) for Construction Projects, pursuant to thedecree of March 30, 2021, and may be required in private contracts as part of the contractual documents.
Each company must include the documents corresponding to its lot: as-built drawings, instructions, technical data sheets, warranties, test reports, or maintenance records, as required by the contract.
An incomplete DOE may result in requests for additional information, delay the approval of the final project documentation, and postpone payment of the balance specified in the contract. The earlier it is prepared, the less likely the company is to overlook anything at the end of the project.
The DOE serves as the building’s technical record. It enables the project owner (the client) and future operators have a precise picture of the work that was actually completed.
The As-Built Documentation contains all documents describing the work as it was actually carried out on site. Unlike the plans drawn up during the design phase, it includes any modifications made during construction. This applies to the relocation of a utility line, the modification of equipment, or the adjustment of an installation in response to site-specific challenges.
The DOE is compiled throughout the construction project. The construction reports, revised drawings, and technical documents help maintain a record of the work performed.
A company needs to create a new utility duct to accommodate additional equipment. The project involves a commercial building that was delivered to the client five years ago. Thanks to the DOE, the company quickly locates the existing utility lines and identifies available areas. Without these centralized documents, additional—and sometimes destructive—investigations might have been necessary before work could begin.
The Purpose of the DOE becomes apparent mainly after acceptance. As Batiscript, the maintenance rely on this file to identify the specifications of the installed equipment. They consult the manufacturer’s manuals and schedule maintenance and repair work for the building’s various components.
This same information is also invaluable to insurance adjusters in the event of a an insurance claim (such as a leak or fire). Just like technical teams, they can understand the building’s layout and quickly identify the source of the problem. The DOE can also serve as a useful traceability tool in the event of a dispute, an expert assessment, or an insurance claim, by specifying the construction work and equipment actually installed by the contractor.
Finally, the DOE also facilitates future renovation or expansion. This helps increase the building’s value in the event of a sale or rental. Indeed, prospective buyers or tenants feel more confident in their decisions if the documentation is sufficiently reliable.
The requirements applicable to the DOE differ depending on whether the contract is a public or private contract.
In public procurement contracts that refer to the the 2021 General Conditions for Construction Contracts (CCAG Travaux), the submission of the DOE is a clearly defined contractual obligation.
LArticle 40 specifies that the documentation must include, in particular, as-built drawings, operating manuals, and maintenance instructions necessary for the operation of the structure.
The documents must be submitted when applying for final inspection of the work. This requirement underscores the importance of advance preparation throughout the construction project.
Good to Know : Regarding allotted lots, each company must provide the materials pertaining to its lot so that the final report can be compiled.
In the private market, the DOE is not generally mandated by a single legal text. It becomes a contractual requirement when it is provided for in the contract documents: bid, contract, Bid Specifications, technical specifications, or a reference to the NF P 03-001 standard.
For anchor systems (lifelines; anchor points), the documentation booklet FD S71-522 serves as a recent technical reference for the design, installation, and inspection of anchoring systems. The companies involved should therefore review the documentation requirements specified in the contract, the manufacturers’ instructions, and the applicable standards. Other documents may be included in the file to safely operate, inspect, and maintain the devices, such as:
Companies are therefore advised to verify the applicable documentation requirements as early as the market analysis phase. This precaution helpsavoid disputes at the end of the project and financial withholdings resulting from the absence of required documents.
In public procurement subject to the the 2021 General Conditions for Public Works Contracts (CCAG Travaux 2021), the DOE must be available at the time of the request for acceptance. Waiting until the end of the project to compile the file exposes the company to administrative and financial ones.
In many markets, the final payment is made after the project completion documents have been verified. The firm Occi-Avocats notes that the balance remaining to be paid upon completion of the project is often between 5 and 15 percent of the contract amount. However, this percentage may vary depending on the contractual provisions.
However, an incomplete DOE generally results in requests for additional information. Until the required documents are submitted, approval of the application may be delayed. This results in a postponement of the final payment or the application of penalties specified in the contract.
For example, a company that specializes in the renovation of an office building completes its work on schedule. During the audit of the DOE, several technical reports and test reports are missing. The project manager then requests additional information before approving the file. Despite the work having been officially accepted, part of the balance remains withheld until the missing documents are submitted.
Be careful not to confuse the balance due with the retention. The retention is subject to its own rules and applies only if it is provided for in the contract.
The exact content of the DOE depends on market requirements, the specific contract, and the nature of the work. However, certain documents frequently appear in the files submitted upon project completion.
In public procurement subject to the the 2021 CCAG Works, the contents of the DOE are specified in the contract-specific documents. It includes, at a minimum, as-built drawings, operating manuals, and the maintenance specifications necessary for the operation of the structure.
Depending on the lot in question, the nature of the work, and the contractual requirements, the DOE may also include:
The company must therefore verify, as soon as the project begins, which documents are required for its contract lot, so that it can collect them as the work progresses.
These documents are part of the project acceptance process. The work acceptance report formally records the findings and any reservations. These documents then serve as a reference throughout the building’s entire lifespan. The more structured the documentation is, the easier it will be for the project owner, the operators, and any contractors called upon to perform work in the future to manage it.
The DOE and the DIUO (Document for Subsequent Work on the Structure) serve two different purposes.
The DOE describes the completed structures and compiles the information necessary for their operation and maintenance. The DIUO is prepared by the SPS coordinator (Safety and Health Protection) and submitted to the project owner as specified inArticle R4532-97 of the Labor Code. Its purpose is to ensure the safety of individuals who will subsequently work on the building to perform maintenance, repair, or renovation work.
The DOE is therefore based on a technical operations framework, while the DIUO is based on a risk prevention framework during future work on the structure. These two documents are complementary but should not be confused.
The compilation of the DOE involves several parties who are involved at different stages of the construction project. Each contractor is responsible for the documents pertaining to its contract lot (plans, technical data sheets, instructions, certificates, and test reports). Depending on how the construction project is organized, these documents are submitted to the project manager, the general contractor, or directly to the project owner. In projects divided into lots, each contractor must provide the DOE corresponding to its contract lot.
The 2021 General Conditions for Construction Contracts (CCAG) has strengthened the requirement for foresight: the DOE documents must be submitted at the time of the request for final acceptance, rather than compiled retroactively. To avoid delays, we encourage you to adopt these two practices from the very start of the project.
The compilation of the DOE is generally simpler when documents are collected on an ongoing basis, as they are produced:
A document tracking spreadsheet or a document management solution then makes it possible to centralize this information. It lists the required documents, the people responsible, the submission dates, and the validations that have been completed. This organizational approach minimizes oversights and reduces last-minute searches before the project acceptance.
A digital construction site monitoring solution allows for the centralization of documents relevant to the project owner. These include photos, reports, instructions, plans, technical drawings, and other documents submitted by field teams. With centralized site document management, documents remain accessible in the right place, communication is better organized, and the risk of document loss is reduced.
This approach aligns with the principles of digital simplicity applied to the construction industry : simplifying processes without adding to the daily workload of field teams.
Certain mistakes occur regularly during construction and renovation projects:
For most artisans, the top priority remains producing a digital DOE that is clear, comprehensive, and well-organized. For more complex projects, this approach can go a step further with the BIM as-built documentation.
In a BIM DOE process, the information in the file can be integrated directly into the digital model. The equipment is linked to their technical specifications, user manuals, and maintenance instructions. Facility operators can more quickly access the data they need to manage the building, schedule maintenance, or plan future projects.
This approach improves the traceability of information and facilitates the asset management of structures. social housing projects, such as those carried out by Logirep, illustrate this shift toward operations based on technical data rather than on paper documentation alone.
The DOE plays a key role in the completion of a construction project. It facilitates the operation and maintenance of the building while contributing to the final acceptance of the work and the payment of the balance due under the contract.
To avoid delays and requests for additional information, planning must begin as soon as work starts. A solution like Techtime helps centralize construction-related documents and makes them easier to find when preparing the as-built drawings. Request a demo to discover its features.
