RE – Project Closing out documents – Meeting
Our Ref: xxx
Date:
To
xxx Contracting LLC
P. O. Box xxx
Dubai, U.A.E.
Attention : Mr. xxx, Group Procurement Manager
Project : Design and Build of Coastal Village Residential Building.
Subject : RE – Project Closing out documents – Meeting
Dear Sir,
We are in receipt of your two letters ref: xxx and xxx dated 13January xxx and 16 January xxx respectively in which the Main Contactor is referring to a meeting that was held on 11 January xxx and is requesting the Subcontractors to submit the closing out documents and fill the submission date schedule of closing out documents.
We understand that these letters are addressed to all the subcontractors and not to M/s xxx (Contractor Name) specifically, nevertheless, we must make the following clarifications:
- We have not been invited nor attended any meeting on 11 January xxx as stated in your letters above.
- We have visited the site on 12 January xxx to discuss commercial matters, and during our presence on site, we were verbally informed of your request that we submit the closing out documents.
- M/s xxx (Contractor Name) closing out documents consists exclusively of:
- as-built drawings
M/s xxx (Contractor Name) has already submitted all as-built drawings under our scope, and the approval of the as-built drawings was received on 16 November xxxx (Appendix 1).
- operation & maintenance manual and warranties
The operation & maintenance manual including the draft warranties was submitted on 18 January 2022 (appendix 2).
- M/s xxx (Contractor Name) scope of works does not include attic stock or asset register.
Accordingly, M/s xxx (Contractor Name) has already submitted all the necessary closing out documents under its scope and no further schedule of submission is necessary.
On the other hand, we urge you to release the overdue payment relating to the certified October xxxx works which amount to a net payable of AED xxx and we also urge you to release the overdue payment certificate for works of December xxxx.
In addition, the variation VTC- 001 rev.00 for the additional required shaver sockets was submitted to you since February xxxx and till this date, after almost a year, the valuation is not yet received noting that the shaver sockets were ordered, delivered and installed already in their respective location on site.
Therefore, we again kindly request that you include the variation amount for the additional shaver sockets in the next due progress payment certification.
This is for your information, record & necessary action.
amount for the additional shaver sockets in the next due progress payment certification.
Yours faithfully,
On behalf of xxx LLC
xxx
project Manager