Construction Program Management and Inspection Guide

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