Turnover & closeout
Spare parts
Also called: spares, maintenance spares
Spare parts are the replacement components a specification requires the contractor to deliver to the owner at closeout — filters, belts, fuses, lamps, seals, keys, touch-up finishes and the like — so that when something wears out the maintenance staff has the right part in hand. They overlap with attic stock but are worth keeping distinct: attic stock is extra finish material set aside for future patches, while spare parts are functional components kept to keep equipment running.
Why it matters
Spare parts are cheapest to get while the trade is still on the job and the model numbers are current. Chase them a year after turnover and you are paying full retail, waiting on lead times, and hoping the part was not superseded.
For the owner they are a real deliverable, not a nicety — a required quantity of specific components. Turning them over uncounted or with no list is how they disappear into a back room and get forgotten.
How it shows up on site
A spare-parts list checked against the specifications, the parts delivered and inventoried, and a signed receipt filed in the turnover package so the handover of each required component is documented.
Checklists that put spare parts to work
Free, field-ready checklists, each with the photo every item needs before it can be submitted.
Related terms
- Turnover packageThe set of documents and records handed to the owner or operator so they can run and maintain the completed building.
- Closeout packageThe compiled record proving the work was completed, inspected, and accepted, assembled to close out the contract.
- Operation and maintenance (O&M) manualThe compiled package that tells the owner how to run and maintain the installed systems — equipment data, warranties, parts and service intervals.
- Commissioning (Cx)The process of verifying that installed systems actually perform the way the design and the owner's requirements intended.
- Substantial completionThe milestone where the work is usable for its intended purpose, even with minor punch items still open.
- Certificate of occupancy (CO)The document the building department issues confirming a completed building is code-compliant and legal to occupy.
Knowing the term is step one. Proving it is the job.
RTI holds the submit button until every mandatory item is answered and the photos are attached, then chains the record so it can be proven untouched later.