It’s important that the close out of painting and decorating projects be accomplished in an orderly and timely procedure to eliminate misunderstandings and conflicts. How many punch lists are reasonable on a project? One? Three? Five? Seven? Should the painting contractor expect to receive a final punch list prior to demobilizing on a job? What should you do if an item on your punch list isn’t within your specified scope of work? These and many other questions are addressed in PDCA’s newest adopted standard, PDCA P20-10, which is entitled, “Recommended Protocol for Job Close Out of Painting and Decorating Projects.”

The purpose of this standard is to establish procedures for the close out of painting and decorating projects. This standard assigns responsibilities to the various entities involved when the project specifications and contract documents do not define specific job closeout procedures. As is the case with all PDCA standards, whenever the specifications or contract indicate certain requirements, those documents prevail. Often, however, certain important issues aren’t addressed. In these instances, industry standards dictate proper procedure.

P20-10 addresses situations in which the painting and decorating contractor is either a subcontractor or prime contractor. A prime contractor has a contract directly with the owner. In contrast, a subcontractor has a contract with a prime contractor.

On projects in which the painting and decorating contractor is a subcontractor, the owner or its designated representative may prepare an initial punch list prior to substantial completion. A punch list is a checklist of all items that are any of the following: unfinished, incomplete, have not been done at all, require replacement or repair, or require additional work to achieve an acceptable level of workmanship.

The standard dictates, “Unless otherwise agreed, the Painting and Decorating Contractor shall work diligently to complete the items on the initial punch list within a reasonable amount of time and will, upon request, provide documentation that will support completion of the initial punch list.”

At the time of substantial completion, a final punch list shall be prepared by the owner or its designated representative. Substantial Completion is defined as the stage in the progress of the work when the work or designated portion is sufficiently complete in accordance with the contract documents so that the owner can occupy or utilize the work for its intended use. Again, the painting and decorating contractor shall work diligently to complete the items on the final punch list within a reasonable amount of time. Upon request, he or she also will provide documentation that will support completion of the final punch list.

What happens when you consider items on the punch list to be extra work—that is, beyond the scope of your contract? P20 addresses these situations by stating, “If the Painting and Decorating Contractor determines that some of the items on the initial or final punch list are extra to its work, then the Painting and Decorating Contractor shall notify the prime contractor or its designated representative that these items constitute extra work and that the Painting and Decorating Contractor is entitled to additional compensation. The additional compensation shall be invoiced in accordance with PDCA standard P18-08.”

The requirements are similar when the painting and decorating contractor has a prime contract with the owner with a few exceptions. In these instances, the painting and decorating contractor shall prepare the initial punch list and will again complete it within a reasonable amount of time. The final punch list will still be prepared by the owner or its designated representative.

P20 clarifies the number of punch lists on a project as well as their content: “Punch lists should address specific items at specific locations rather than general descriptions. If the final punch list is redistributed after its initial distribution, it shall be based solely on the items listed on the final punch list. The punch list process may be performed for various phases of the project in accordance with the project schedule. The punch lists provided shall be unique to that phase.”

Finally, the standard stipulates the materials and documents to be provided at the close out of the project. At final acceptance of the work, the painting and decorating contractor shall provide the following:

1. Attic Stock or extra materials as required by the contract documents
2. As built drawings—generally a schedule of paint and wallcovering finishes as required by the contract documents
3. Maintenance instructions as required by the contract
   documents
4. Warrantees as required by the contract documents
5. Final releases of lien as required by the contract documents

For a complete copy of standard P20-10, “Recommended Protocol for Job Close Out of Painting and Decorating Projects,” subscribe to PDCA’s industry standards program or go to the industry standards section at www.pdca.org. The provisions of PDCA Standard P20-10 are important to painting and decorating contractors who are either subcontractors or prime contractors on projects in which close-out procedures are not indicated.