List the documents you will need on the day you win the job

The operation and maintenance manuals, test and commissioning certificates, as-built drawings and warranties are all known from the start, because the specification names them. Write the list at the beginning, not at handover, and make each subcontractor's closeout deliverables part of their order. The document asked for in the order arrives with the final application; the one first mentioned after completion arrives, if at all, after three reminders and a threat to the retention.