Construction Program Management and Inspection Guide

D–6
Appendix D: Inspections-in-Depth
CONSTRUCTION PROGRAM MANAGEMENT AND INSPECTION GUIDE (5/01/04)
Project Supervision and Control
Preconstruction Conferences
Most STAs require that a preconstruction conference be held
prior to work commencing. All parties involved in the
contract—and representatives from other contracts that
could affect the project—should attend. Minutes from the
conference should have been prepared and should document,
as a minimum:
▼ Railroad or utility adjustments
▼ Public relations and the interests of abutting property
owners
▼ Contractor’s work plan and schedule of operations
▼ Contractor’s backup plan for major stages of
construction
▼ Specific contract requirements
▼ Safety measures, traffic management, and traffic control
considerations
▼ Environmental commitments
▼ Erosion and sedimentation control
▼ Dust abatement
▼ Noise mitigation
▼ Rights-of-way available for use by the contractor
▼ Time limits and performance of operations including
materials delivery considerations
▼ Construction time and cost control
▼ Emergency response to incidents
Attend these meetings on full involvement projects, if
possible, or review the minutes during inspection trips.
Project Diary, Inspectors’ Daily Reports,
and Orders to Contractor
Examine the project diary, inspectors’ daily reports, progress
charts, and other data compiled in the field office to facilitate
job control. Diaries and inspectors’ daily reports are very
important documents and must be complete yet concise,
accurate, and factual to be effective. Ensure that diary entries
are signed and dated and have been reviewed by the engineer
in charge. Verify that discussions with the contractor are
confirmed in writing and are made a part of the official
project file. Review and confirm that there is a complete
audit trail for work performed, measured, and paid.
Subcontracting
Ensure the STA’s subcontracting procedures on NHS
projects meet the requirements set forth in 23 CFR 635.116.
State procedures should be followed for non-NHS projects.
Review and comment on the extent of subcontracted work.
Verify that each subcontract has been approved by the State
or that an FHWA-approved contractor certification process
is being followed. Review copies of the subcontracts to see
that they comply with the contract and contain Form FHWA
1273. Assess the prime contractor’s general administration of
subcontract work. Ensure that Disadvantaged Business
Enterprise (DBE) subcontractors are performing a commercially
useful function.
Engineering Surveys
Evaluate the adequacy of the project base control and
subsequent construction survey procedures. When the
staking of part or all of the work is by the contractor or a
consultant, it is recommended that there be adequate
verification checks by the STA to assure that the work is
correct. If there are survey errors that have led to contract
change orders, determine if FHWA participation is
appropriate.
Examine a sample of survey notes covering slope staking
for grading operations or layout for bridges and culvert
construction to determine the degree of clarity and
orderliness of procedures. Verify that checks have been made
to avoid errors in layout.
Examine a sample of survey notes used for measurement
of pay quantities, such as cross-sections, to determine
accuracy and correctness of procedures used.
Ensure that project control staking is adequately
protected during construction operations.
Quality Assurance
Evaluate the project’s quality control and acceptance
procedures, personnel, and facilities. If required by the
contract, the contractor must develop a quality control plan
to define sampling, testing, and inspection procedures to be
followed. Refer to Appendix B and Appendix E for samples
of quality control plan requirements and actual projectspecific
plans. The contract will also define required acceptance
testing, whether by the STA or by the contractor with
STA verification. Ensure that adequate quality control and
acceptance is being exercised and that materials incorporated
in the work are in substantial conformity with the contract.