Construction Program Management and Inspection Guide

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Construction Program Management
CONSTRUCTION PROGRAM MANAGEMENT AND INSPECTION GUIDE (5/01/04)
Report Identification
Form FHWA 1446 A contains several identification boxes at
the top of the page. These identify the inspection as initial,
intermediate, or final and as a project inspection or an IID.
Other identifiers in the heading can be helpful and are
recommended. Also indicate if the review is project specific
or part of a statewide effort.
Content
Inspection reports are a source document for FHWA’s
project oversight and involvement. They document project
observations, findings, and recommendations; provide
program and project information to FHWA management
and other program managers; and transmit this information
to various levels of STA management. The content of
inspection reports should be factual and in line with the
division office policy on report content. This will help to
promote a degree of uniformity throughout the State. In
determining the report content it is important to consider
how the report may be used and by whom.
Outline
Using an outline for inspection reports can help ensure that
all appropriate information is recorded and organized. The
outline format is flexible, and the degree of standardization
should be at the option of each division. All items may not be
addressed in each report, but there are merits in following a
routine sequence as outlined in the following sections.
Precautions
Some words of caution are in order to facilitate reportwriting
efforts:.
1. Document the findings. The inspecting engineer
should make the reports factual, and be value
added.
2. Report specific observations. Generalities tend to
lead to confusion and speculations and gloss over
findings.
3. Avoid unsupported hearsay. Reports should be
written in a manner that clearly shows FHWA’s
involvement and knowledge of the operations.
4. Provide for followup. Findings and recommendations
should be reported, tracked, and
followed.
Examples of reporting practices are provided in
Appendix F.
Body of Report
Purpose
A purpose of inspection statement can be useful in helping to
keep the inspection on track and in informing the reader of
what to expect in the report. If the original purpose of the
inspection cannot be carried out, this should be explained.
Scope
It is not always apparent what the inspection engineer has
done from reading some construction inspection reports. A
scope-of-inspection statement can be useful in documenting
the inspection activity although action-oriented statements
in the report can accomplish the same purpose.
Work Completed
The reporting of work completed to date, placed near the
beginning of the report, gives the reader a mental picture of
the work site and improves understanding of the discussion
that follows. If either the progress or quality of work is
reported to be unsatisfactory, further comment is required to
support the finding, discuss what is to be done to correct the
situation, and clarify the status of Federal-aid participation in
the cost of the work during the interim period pending
correction of the unsatisfactory condition.
Work in Progress
The discussion of work in progress helps document whether
or not the contractor is diligently pursuing the work, and the
adequacy of the State’s staffing. The amount of detail
reported will vary with the time spent on the project and with
the purpose and intensity of the inspection. As an example,
documented knowledge of work progress serves as a basis for
participation in time extensions or the assessment of
liquidated damages.
Findings and Comments
As a result of the inspection, it should be possible to draw
conclusions about the project work. Some conclusions can be
expressed in terms of contract requirements, progress of
work, the State’s operating procedures, overall quality of
construction, item/project overruns and changes, cost
containment, and compliance with Federal regulations.
Related observations to be discussed are public involvement,
stakeholder feedback, weather, and third-party actions that
may affect the work.
Opinions of the inspecting engineer should be based on
experience and professional judgment. These observations
are perfectly valid and frequently valuable. Where such items