Construction Program Management and Inspection Guide
Construction Program Management and Inspection Guide
Construction Program Management and Inspection Guide
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3–4<br />
<strong>Construction</strong> <strong>Program</strong> <strong>Management</strong><br />
CONSTRUCTION PROGRAM MANAGEMENT AND INSPECTION GUIDE (5/01/04)<br />
5. Offer technical <strong>and</strong> procedural advice. Recommend<br />
improved construction techniques <strong>and</strong> engineering<br />
supervision.<br />
6. Report on special or innovative construction materials,<br />
methods, procedures, new equipment, <strong>and</strong> other<br />
technological innovations.<br />
7. Professional development of FHWA <strong>and</strong> State review<br />
personnel.<br />
8. Other items, such as these:<br />
▼ Establish contact <strong>and</strong> communications with project<br />
staff.<br />
▼ Become familiar with project.<br />
▼ Attend partnering workshops <strong>and</strong> project progress<br />
meetings.<br />
▼ Monitor <strong>and</strong> evaluate progress of work.<br />
▼ Provide support <strong>and</strong> encouragement for project<br />
personnel.<br />
▼ Focus division resources on critical construction<br />
features <strong>and</strong> practices.<br />
▼ Follow up on previous inspection findings.<br />
▼ Lessons learned.<br />
Purposes of <strong>Construction</strong><br />
<strong>Inspection</strong> Reports<br />
Document Project History<br />
<strong>and</strong> Compliance<br />
<strong>Construction</strong> inspection reports fulfill four basic requirements:<br />
▼ Provide permanent file evidence that inspections are<br />
being made as required by Federal regulations.<br />
▼ Provide a basis for acceptance of completed work.<br />
▼ Document field conditions, contractor performance,<br />
<strong>and</strong> the State’s project management.<br />
▼ Document FHWA’s role, observations, findings,<br />
resolution of identified problems, claims, <strong>and</strong> any other<br />
topics of interest.<br />
FHWA project files are generally maintained through formal<br />
final acceptance before being stripped <strong>and</strong> sent to the Federal<br />
Record Center; however, FHWA reports are generally<br />
maintained in STA records for several years longer. Field<br />
inspection reports should be considered historical project<br />
records.<br />
To establish timeframes for record maintenance, consult<br />
the Office of <strong>Management</strong> <strong>and</strong> Budget policy contained in<br />
Circular No. A-130, Revised (Transmittal Memor<strong>and</strong>um<br />
No. 4) <strong>and</strong> available at www.whitehouse.gov/omb/circulars/<br />
a130/print/a130trans4.html#1. The FHWA Files<br />
<strong>Management</strong> <strong>and</strong> Manual Records Disposition schedules are<br />
available on the FHWA Web site at www.fhwa.dot.gov/<br />
legsregs/directives/orders/m13241.htm.<br />
The inspecting engineer should be aware that FHWA<br />
inspection reports are subject to Freedom of Information Act<br />
requirements, as described in Circular No. A-130. Potential<br />
readers can be from the general public, <strong>and</strong> inspection<br />
reports can be used in litigation. These possibilities<br />
underscore the importance of reporting only facts,<br />
observations, <strong>and</strong> professional recommendations, <strong>and</strong> not<br />
unnecessary personal opinion. More information is available<br />
at www.fhwa.dot.gov/foia/index.htm.<br />
Convey Information to the Reader<br />
The report writer should take into consideration a variety of<br />
potential readers. To be comprehensive <strong>and</strong> coherent, the<br />
report should cover these areas:<br />
▼ Activities taking place on the project during the<br />
inspection.<br />
▼ Observations <strong>and</strong> actions taken regarding quality <strong>and</strong><br />
progress of work.<br />
▼ Comments on the adequacy of the project<br />
administration by the contracting agency’s<br />
representatives (staffing, supervision, documentation,<br />
measurement <strong>and</strong> payment of contract items, material<br />
issues, etc.).<br />
▼ Adequacy of addressing traffic control, safety, <strong>and</strong><br />
environmental issues.<br />
▼ The STA’s h<strong>and</strong>ling of change or extra work including<br />
proper justification for the work <strong>and</strong> adequacy of<br />
supporting documentation.<br />
▼ Information on special or unusual technical topics.<br />
▼ Follow ups from previous reports.<br />
All reports should be clear, concise with facts, <strong>and</strong> free of<br />
unnecessary personal opinions, <strong>and</strong> should include positive<br />
<strong>and</strong> constructive observations. Above all, reports should be<br />
accurate <strong>and</strong> specific since the content may be used in<br />
evaluating or refuting contract claims.<br />
The original report should be filed in the division’s<br />
project file, a copy sent to the STA, <strong>and</strong> a copy circulated to<br />
the program technical specialist <strong>and</strong> appropriate<br />
management in the division office. Reports should be made<br />
available to headquarters <strong>and</strong> the FHWA Resource Center as<br />
appropriate.