4__360_FW4_Construction_Management.pdf

CONSTRUCTION INSPECTION HANDBOOK

(360 FW 4)

August 2004

DIVISION OF ENGINEERING

U. S. FISH AND WILDLIFE SERVICE

DEPARTMENT OF THE INTERIOR

Amended by Decision Memorandum, “Approval of Revisions to ~350 Directives to Remove Gender-Specific Pronouns,” 6/22/2022

TABLE OF CONTENTS

Page

1.0 INTRODUCTION.......................................................................................................... 1-1

1.1 Purpose and Scope ......................................................................................................... 1-1

1.2 General............................................................................................................................ 1-2

1.3 Guidelines for Construction Inspectors and Field Inspectors ................................... 1-3

1.4 Authority and Training Requirements for Inspection Personnel ............................. 1-5

1.5 Preliminary Preparations.............................................................................................. 1-6

1.6 Value Engineering.......................................................................................................... 1-7

1.7 Barrier-free Accessibility .............................................................................................. 1-7

2.0 FIELD ADMINISTRATION........................................................................................ 2-1

2.1 General............................................................................................................................ 2-1

2.2 Inspector’s Daily Logs ................................................................................................... 2-1

2.3 Project Log Book (Field Diaries - Optional Procedures) ........................................... 2-3

2.4 Photographs and Videotape for Record Purposes...................................................... 2-5

2.5 Project Inspector Files................................................................................................... 2-6

2.6 Special Reports............................................................................................................... 2-6

2.7 Substantial Completion Reports (Beneficial Occupancy) .......................................... 2-8

2.8 Final Inspection Report................................................................................................. 2-8

2.9 Final Acceptance Memorandum .................................................................................. 2-8

2.10 Safety Reports ................................................................................................................ 2-8

2.11 As-Built Drawings.......................................................................................................... 2-8

2.12 Payment to Contractor .................................................................................................. 2-9

3.0 TECHNICAL INSPECTION ....................................................................................... 3-1

3.1 General............................................................................................................................ 3-1

3.2 Earthwork, Embankments, Trenching and Grading (CSI Division 2)..................... 3-1

3.3 Soil Treatment for Termites (CSI Division 2) ............................................................. 3-6

3.4 Utilities (CSI Division 2)................................................................................................ 3-6

3.5 Concrete (CSI Division 3).............................................................................................. 3-7

3.6 Lightweight Concrete (CSI Division 3) ...................................................................... 3-11

(continued)

Page

3.7 Stucco (CSI Division 9)................................................................................................ 3-12

3.8 Masonry (CSI Division 4)............................................................................................ 3-14

3.9 Structural Steel (CSI Division 5) ................................................................................ 3-15

3.10 Steel Doors and Frames (CSI Division 8) .................................................................. 3-17

3.12 Asphalt Shingle Roofs (CSI Division 7) ..................................................................... 3-19

3.13 Sheet Metal Roofing (CSI Division 7) ........................................................................ 3-20

3.14 Standing Seam Metal Roof (CSI Division 7) ............................................................. 3-22

3.15 Ceramic and Quarry Tile (CSI Division 9)................................................................ 3-23

3.16 Resilient Floor Covering/Tile (CSI Division 9) ......................................................... 3-24

3.17 Carpentry and Millwork (CSI Division 6)................................................................. 3-25

3.18 Insulation Material (CSI Division 7) .......................................................................... 3-31

3.19 Acoustical Treatment (CSI Division 9) ...................................................................... 3-31

3.20 Drywall Finish (CSI Division 9).................................................................................. 3-32

3.21 Glass and Glazing (CSI Division 8) ............................................................................ 3-33

3.22 Hardware (CSI Division 8).......................................................................................... 3-33

3.23 Painting (CSI Division 9)............................................................................................. 3-34

3.24 Electrical Work - Interior (CSI Division 16)............................................................. 3-35

3.25 Electrical Work - Exterior (CSI Division 16) ............................................................ 3-37

3.26 Plumbing (CSI Division 15)......................................................................................... 3-37

3.27 Heating, All Types (CSI Division 15) ......................................................................... 3-41

3.28 Ventilation Systems (CSI Division 15) ....................................................................... 3-47

3.29 Air Conditioning and Refrigeration (CSI Division 15) ............................................ 3-49

3.31 Gas Distribution (CSI Division 15)............................................................................. 3-55

3.32 Roads (CSI Division 2) ................................................................................................ 3-58

3.33 Bituminous Prime Coat (CSI Division 2)................................................................... 3-61

3.34 Hot-Mix Asphaltic Concrete and Bituminous Road Mix Surface Course.............. 3-62

(CSI Division 2)..................................................................................................................... 3-62

4.0 SAFETY.......................................................................................................................... 4-1

Page

4.1 Purpose............................................................................................................................ 4-1

4.2 General............................................................................................................................ 4-1

4.3 Accident/Incident (Reporting and Investigating) ....................................................... 4-3

4.4 Training .......................................................................................................................... 4-3

4.5 Compliance with Federal, State and Local Laws........................................................ 4-4

4.6 Safety Guidelines............................................................................................................ 4-4

5.0 FINAL INSPECTION ................................................................................................... 5-1

5.1 General............................................................................................................................ 5-1

5.2 Scheduling the Final Inspection.................................................................................... 5-1

5.3 Pre-Final Inspection....................................................................................................... 5-1

6.0 LABOR RELATIONS................................................................................................... 6-1

6.1 General............................................................................................................................ 6-1

6.2 Labor Standards Interviews ......................................................................................... 6-1

6.3 Violations of Labor Standards Provisions................................................................... 6-1

7.0 EXHIBITS ...................................................................................................................... 7-1

Exhibit 7.1. Inspector’s Daily Log......................................................................................... 7-1

Exhibit 7.2. Punch List. .......................................................................................................... 7-2

Exhibit 7.3. Labor Standards Interview Form. ................................................................... 7-3

Exhibit 7.4. Notification Letter about Unsafe Conditions. ................................................. 7-4

Exhibit 7.5. Time and Materials Report............................................................................... 7-5

Exhibit 7.6. Time and Materials Worksheet. ....................................................................... 7-6

Exhibit 7.7. Pre-Construction Safety Checklist. .................................................................. 7-7

7.8 Inspector Appointment Letter and Attachments...................................................... 7-14

Exhibit 7.8. Appointment Letter. ........................................................................................ 7-15

Attachment 1, Example 1. Framing Background Information and Training. ........... 7-17

Attachment 1, Example 2. Concrete Reinforcement Background Information and Training.............................................................................................................................. 7-19

Attachment 1, Example 3. Earthwork Background Information and Training. ....... 7-20

Page

Attachment 2, Example 1. Framing Checklist............................................................... 7-21

Attachment 2, Example 2. Concrete Reinforcement Checklist.................................... 7-22

Attachment 2, Example 3. Earthwork Checklist........................................................... 7-23

Attachment 3. Inspector’s Daily Log Instructions. ....................................................... 7-25

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1.0 INTRODUCTION

1.1 Purpose and Scope

The purpose of this Handbook is to provide instruction and guidance to the Contracting Officer’s Representative (COR), Construction Inspector (CI), and Field Inspector (FI) in their daily activities. It may also be used as a guide in matters not covered by contract specifications, regulations, and other directives. However, it does not replace or modify any of the clauses or provisions of a construction contract. The term COR/CI/FI in this Handbook refers to the individual(s) responsible for ensuring Contractor compliance with contract terms and conditions.

Project inspection is provided to ensure that the Contractor’s work complies with the contract requirements. Many details of construction are not specifically covered in the specifications and are optional with the Contractor. The COR/CI/FI must verify that proper practices are followed and guard against use of unsatisfactory materials or faulty methods.

Inspection is one of the most important elements of construction and contract administration. Good engineering design and properly prepared plans and specifications are essential for a quality end product. However, ensuring that specifications and drawings are adhered to depends largely on the COR/CI/FI. This is especially true of larger, more complex projects such as general building construction, which involves field-made products whose quality is dependent on use of satisfactory materials and workmanship.

The frequency and method by which a construction project is inspected by the COR/CI/FI depends upon the project’s complexity and the construction codes (see Section 4.5). However, the lack of project inspections due to personnel or funding limitations does not relieve the contractor of compliance with applicable standards/ requirements at all times. This Handbook has been prepared to guide inspection activities from initial assignment of the COR/CI/FI through completion of the project.

In FY 2003, a multi-regional, interdisciplinary team studied the field inspection process and developed further guidance and training resources for inspectors at field stations to ensure high quality construction of Service facilities. Subsequently, Director’s Order 171, Field Station Support of Construction, provided guidance on using field station personnel as inspectors in support of construction projects. These procedures have been incorporated in the August 2004 update of this Handbook. The term “Field Inspector (FI)” refers to field station personnel who serve as construction representatives and perform inspection and observation activities on behalf of a Regional Contracting Officer or construction project manager. The FI’s duties and responsibilities are specified in Handbook Section 1.2 and the training requirements for FI’s are specified in Section 1.4.

The training materials referenced (see the Division of Engineering intranet site at

1-2 http://sii.fws.gov/r9eng) will help to ensure a higher quality of completed construction projects. In addition, detailed guidance and procedures for inspection of general earthwork, concrete form construction, and framing projects have been provided in applicable sections of Chapter 3.

1.2 General

Detailed definitions of the Contracting Officer (CO), Contracting Officer’s Representative (COR), Construction Inspector (CI ) and Field Inspector (FI) are found in 360 FW 4. The CO officially appoints a Service employee as the COR, also called the project manager, to accept or reject a construction contractor’s work and to provide technical/administrative project support throughout the contract administration process.

The CI is a professionally trained Service employee (or contracted inspector) who serves as the Government’s inspector or site representative on large complex projects (e.g., visitor centers, large dikes, and dams) to ensure that all construction complies with contract requirements. On smaller, straightforward projects, the COR/CI may direct field station personnel to observe and monitor construction activities. These designated personnel are referred to as FI’s and perform inspections on such construction activities as building framing, concrete work, and earthwork/excavation. The CO appoints the CI and FI in writing before construction begins.

A. Responsibilities and Duties

1. The COR/CI/FI is responsible for:

a. Ensuring that all construction activities comply with contract requirements and work is performed in accordance with good construction practices.

b. Verifying that materials and equipment incorporated into the project meet contract requirements.

c. Monitoring contract labor requirements.

d. Providing adequate and accurate reports.

e. Ensuring that applicable construction safety standards are met.

f. Verifying that approved Contractor submittals are available before work is performed.

g. Verifying that actual construction progress agrees with approved progress schedules.

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h. Notifying the Historic Preservation Officer immediately if unanticipated archeological materials are encountered during construction so that appropriate action may be taken to preserve such materials.

i. Monitoring contract compliance with appropriate Federal

Acquisition Regulations (FAR).

2. The project COR from the responsible Engineering Office acts as liaison among the CI/FI, the Engineering Office (or architectural/engineering firm) and the CO. Due to this single channel of communication, all other official reporting between the field and other sections can be eliminated.

3. No Service employee may instruct the Contractor, or the Contractor’s employee regarding how or when to perform work required by the contract. The COR/CI/FI are responsible for ensuring that the Service gets what it contracted for, but are not responsible for directing the work of the Contractor.

4. Only the CO is authorized to modify the contract. Such changes will be accomplished by a written modification from the CO. The CI/FI is responsible for notifying the COR immediately if an unauthorized employee orders a change in the contract. As a means of expediting changes and precluding possible delays, the CO may verbally direct the Contractor to proceed with a change pending issuance of a formal written modification.

1.3 Guidelines for Construction Inspectors and Field Inspectors

A. Following are guidelines that apply to duties and responsibilities of the

COR/CI/FI:

1. Know the plans and specifications, and enforce them.

2. Know the specific instructions given by the CO or the COR.

3. When relieving another Inspector, check on the status of work and any special instructions. Pass on pertinent and current information to the CI/FI succeeding you.

4. Report promptly to the COR any conditions that differ from those in project plans and specifications.

5. Report all unsafe practices to the COR and advise immediately of any accidents.

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6. If work is not being performed in accordance with plans/specifications, advise the Contractor’s Superintendent and note this in the Daily Log. If the work is not immediately corrected, or if there is a disagreement, consult the COR.

7. Make an accurate, comprehensive record of all work inspected by completion of Daily Logs while on-site (See Section 2.2).

8. Maintain a courteous and tactful attitude, but never become complacent in inspection duties.

9. Consult the COR if a question arises that you cannot answer.

B. The COR/CI/FI’s conduct is extremely important since the public and Contractor personnel regard the COR/CI/FI as a representative of the Federal Government:

1. Inspection is the keynote of quality construction and calls for technical knowledge, tact and careful judgment to verify production of quality work.

2. Careless inspection can lead to poor work and disputes. It is generally through firm, intelligent inspection based on thorough knowledge of construction principles and understanding of potential Contractor’s problems that high quality work results.

3. You should avoid antagonism with the Contractor. Aim to establish an attitude of cooperation and mutual trust in accomplishing work accordance with plans and specifications. Establish the Contractor’s confidence in your ability and fairness. Actions which appear to be beyond the range of authority, or arise from an error of judgment or lack of knowledge, can undermine this confidence.

4. Personnel with inspection duties must conduct themselves with dignity, be thorough in their work and take nothing for granted. Dealings with project representatives or employees of the Contractor must be courteous but firm.

The quality/quantity of work in plans and specifications must be insisted upon. Decisions must be based upon knowledge of facts and be consistent and reasonable. Unacceptable work must be brought to the attention of the Contractor. All defects must be corrected after discovery (defective work must be noted in the Daily Log).

5. Inspection personnel must be honest and must not grant or accept gratuities/favors that might place them under any obligation to the contractor or create the appearance of a conflict of interest.

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6. Be professional in manner, but not overly familiar with the Contractor’s personnel.

7. Be courteous to the public, visitors and station personnel. Do not give frivolous answers to what may seem simplistic questions. The public is entitled to courteous answers.

8. Do not waste workers’ time with unnecessary conversations.

9. Do not argue. Refer disputed interpretations to the COR and use your best judgment prior to a response.

10. Issue instructions to the Contractor’s Superintendent or authorized representative only. Never issue instructions to a foreman or subcontractor’s representative except in cases involving personnel safety (See Chapter 4). The prime Contractor’s Superintendent is your contact with whom to discuss instructions relative to deficiencies, not the workmen or foreman on the job.

1.4 Authority and Training Requirements for Inspection Personnel

Due to financial and logistical constraints, field station personnel must frequently monitor construction contractor activities to ensure timely and quality results. Contractually, the field station personnel have limited authority other than observation and documentation.

We refer to the “remote” inspector as the Field Inspector (FI) so the FI is not confused with a contracted Construction Inspector (CI) or other professionally trained inspector from the Regional Engineering Office. Since the FI’s background and expertise may not be in construction, it is the responsibility of the Project Manager to define expectations and communicate sufficient understanding for the FI. The documents included in Exhibit 7.7, which include the Appointment Letter, its attachments, and recommended training materials, help the Project Manager to do this.

A. Authority: All contractual authorities are vested in the CO. However, the

COR/CI/FI is authorized to reject or disapprove defective and/or poor materials, equipment and workmanship, and require the Contractor to correct or replace same at no additional cost to the government. If the Contractor refuses or disagrees regarding corrective action, the matter must be reported immediately to the COR. (Refer to Chapter 4 on safety hazards regarding the COR/CI/FI’s authority to stop or rectify unsafe practices/conditions.)

B. Training Requirements: Before construction begins, all CORs/CIs must complete the Contracting Officer’s Representative (COR) Basic Certification Course (FAM-151, available through DOI University) and the NCTC course, SAF 4000: Construction Safety Training. The SAF

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4000 course is available online at http://training.fws.gov/safety/construction.html. One of the OSHA Training Institute/Education Center’s construction safety courses (No.

200, 200A, 500 or 510) may be taken in lieu of SAF 4000. All Field Inspectors must take the SAF 4000 online course or one of the OSHA courses mentioned above. They only need to complete and document passing the course once. The online course will record and track successful completion. A reference to these training requirements should be provided in the Appointment Letter.

1.5 Preliminary Preparations

The CO will coordinate a pre-construction teleconference with the contractor, Project Manager, the Station Manager, and any station personnel, including the CI/FI that will support the planned construction. Multiple FIs may support a project depending on the project’s scale and number of activities involved. Once the call is scheduled and the CI/FI is identified, the Project Manager will update the Project Management Plan (PMP) to reflect these accomplishments. The purpose of the call is to: 1) Introduce the various government and contractor parties; 2) clarify roles and responsibilities; 3) clarify overall construction objectives; 4) emphasize the importance of safety; 5) outline the project’s timeline; and 6) encourage future communication about the project. The Project Manager will receive the signed Appointment Letter previously issued by the CO documenting expectations and clarifying details of upcoming construction. In addition:

A. Plans and specifications should be furnished to the CI prior to start of work. The CI should also be given the opportunity to review and discuss plans/specifications with the COR in the Engineering Office.

Clarifications, errors and other questions should be discussed and solutions determined before construction starts.

B. The CI must be thoroughly familiar with projects plans, specifications and materials/construction methods to be used. To perform effectively, the CI must also be familiar with other contract documents, especially the Contract General Provisions, Supplemental Provisions and Contract General requirements (sometimes titled “Special Conditions”). Do not assume that any documents remain unchanged and are applicable from one job to the next. Any questions concerning contract documents should be referred to the COR.

C. After becoming acquainted with the project specifications, the CI should make a visual inspection by walking the site with station personnel and making frequent references to site and location drawings. Unusual terrain and other conditions that differ from the drawings should be noted and the COR notified. This allows for correction prior to the Contractor’s start of work. Notations should be made in daily construction reports and Daily

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Logs to provide background information in the event of future claims or disputes.

D. When preliminary work is done in a thorough manner, inspections can be performed with confidence and efficiency.

1.6 Value Engineering

Each construction contract over $100,000 must contain a mandatory Value Engineering clause giving an incentive to the Contraction Contractor to submit Value Engineering Change Proposals (VECPs) to the COR (FAR 48.202). VECPs must be approved or rejected by the CO within 45 days of receipt. If the proposal has merit and is approved by the Service, the cost savings are computed, and approval for the proposed change(s) is issued to the Contractor by the CO in the form of a contract modification. The Service (as directed by the CO) may share cost savings with the construction Contractor in accordance with Section 48.104 of the Federal Acquisition Regulations.

1.7 Barrier-free Accessibility

The Americans with Disabilities Act (ADA) of 1990 prohibits discrimination against the disabled regarding accessibility of public facilities and programs. This Act also extends coverage of Section 504 of the Rehabilitation Act of 1973 for accessibility of buildings and facilities. Applicable standards are the Uniform Federal Accessibility Standards (UFAS) in accordance with the Architectural Barriers Act of 1968, Section 504 and the ADA. The CI should be familiar with these standards and particularly aware of any contract requirements for barrier-free accessibility to the disabled.

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2.0 FIELD ADMINISTRATION

2.1 General

Construction Inspectors must perform administrative duties as well as technical inspection. Both aspects are important to a successful project. In short, administrative duties consist of informing the Engineering Office of the project status and preparing progress reports and daily logs for documentation for use in resolving claims or disputes. Field administrative work normally includes preparation or checking of the following:

A. Inspector’s Daily Logs B. Project Log Book (Field Diaries) C. Photographs labeled and dated for record purposes D. Construction Progress Payments E. Files (Filing and disposition) F. Safety and Accident Reports G. Punch (Deficiency) Lists H. Contractor Technical Submittals I. Contract Modifications J. Contractor’s Required Notices (Posting and Maintenance) K. Special Reports L. Completion Report M. Final Acceptance report

2.2 Inspector’s Daily Logs

This report is used more than any other as a record of the job status. It is the basic reference for preparation of the CO’s Final Decision on disputes. Therefore, it must be accurate, complete and concise. This is effectively done by taking notes as you make inspection rounds.

Preparation of Daily Logs (see Exhibit 7.1):

A. Log Sequence Number: The log number should be numerically sequenced from the first date of work as set by the CO’s Notice to Proceed. There should be a log entry for each day of on site inspection from Notice to Proceed to final acceptance including days on which no work is performed.

B. Station: name of station where the project is located.

C. Date: Date for which log is written.

D. Project: Title of contract.

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E. Contract Number: Number of contract inspected. (Note: If there is more than one contract at a station, use one report for each contract number. Do not report two or more contracts on same log.).

F. Weather: Report general weather conditions for the day. (Example:

cloud cover, temperature, precipitation and wind.).

G. Personnel Working:

Contractor (or Sub-) Foreman Mechanic Laborer ABC Const. 1 1 ABC Const. 1 2 XYZ Const. 1 1 2 XYZ Const. 2 DEF Const. 1 1 2

H. Work Performed: (Concisely note work performed including locations.)

1. Carpenter-Installed shoring on 40 linear feet of ditch north of office.

2. Backhoe Operator-Excavated 40 linear feet of ditch, (0+00-

0+40), encountered rock bottom 18 inches from station (0+10 to 0+15).

3. Electricians-Installed 30 linear feet 3-inch PVC conduit and 2 pull boxes in SW corner of building.

I. Remarks: (record events/conditions that could have a bearing on possible claims or disputes)

1. Backhoe arrived at 8:45 a.m.

2. 200 l.f. of 3-inch conduit (type) received.

3. Mr. Jones, Region 5 Refuge Office, arrived at 11:00 a.m., left at 2 p.m. (Include comments by Mr. Jones)

4. Discussed contract clause on rock excavation with Superintendent and Project Manager.

J. Signature (Inspector): Self-explanatory.

K. Signature (Contractor): The Contractor’s Superintendent should sign all reports. For purposes of acknowledging receipt only, the Contractor has the right to object to anything in the report. If there are any

2-3 objections, they should be transmitted by the Contractor to the CO on the Daily Log.

L. The Daily Logs should be forwarded to the COR and the CO on a weekly basis.

2.3 Project Log Book (Field Diaries - Optional Procedures)

Separate projects log books (Field Diaries) for each project can be maintained on site during construction in the standard size cloth-bound books provided. This log is for Service use only and should be confidential, unless released by the CO. However, this does not preclude transfer of certain information from the Diary to Daily Logs. The Diary should contain everything that is to go into the Daily Log, but not take the place of the Daily Log. This can be invaluable with respect to Contractor’s claims, since it often gives information you might hesitate to include in your Daily Log. The Diary should be completed as follows:

A. Enter the project name and number, prime Contractor/Subcontractors;

names and addresses; and book number inside of the front cover.

When the book is filled or project is completed, print the project name/number and book number on the outside center portion of binder.

The book number should be at the top.

B. Number each page consecutively in upper right hand corner.

C. Notes should be recorded for each day that work is performed. There should be no blank pages. If no work is performed on regular work day, so state, and give reason.

D. Date and sign each daily entry. If a page is used for more than one day, each day’s notation should be dated and signed under notation. Place date above notation and signatures below. If more than one page is used for a day, date and sign each page.

E. Pages should not be torn from the book. If a notation or page is to be voided, write “Void” through notation or across entire page. These books may be used in Board of Contract Appeal hearings and must be complete.

F. If the project is completed before the book is completely filled, insert on the page following the last entry: “Project completed on: date. End of Log for this Project.” If the book is filled but project is not completed, use last page to state, “End of : Book Number, Log continued in: Book Number.” Date and sign page.

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G. All Diaries should be forwarded to the COR upon completion of project. Do not forward individual books until project is complete, unless requested.

H. Following are the primary items that should be entered:

1. Type, size and make of equipment should be listed, showing date of arrival and its condition. Also, the date equipment is removed from project site.

2. Weather conditions, including any effect on work.

3. Instructions, oral or written issued to Contractor’s

Superintendent, including any disputes or misunderstandings.

4. List name(s) of visitors and where from.

5. Note trips made and purpose relative to project, (e.g., visited ready-mix concrete plant at ____ for purpose of ______).

6. Briefly note official telephone calls and purpose.

7. Record details pertinent to unusual condition or delaying factors encountered.

8. Quality and location of concrete placed.

9. Comments relative to unsatisfactory work – note whether or not corrections were made. When work is corrected, note in Diary.

10. Note photos taken and what photos show.

11. Summarize conferences held relative to project.

12. Note receipt of materials.

13. Record accidents, fires, etc.

14. Items of work started or completed (e.g., earthwork for buildings, placing forms, placing steel, etc.).

15. Materials rejected and removed from job site.

16. Violation of field station regulations by the Contractor’s personnel or material suppliers.

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2.4 Photographs and Videotape for Record Purposes

Photographs and/or videotapes play an important role in both inspection and contract administration. They show progress of work and may be used if needed in appeal proceedings. Photographs are a key part of inspection/reporting and must be labeled and dated. The use of videotape may be particularly appropriate in some situations (providing specific views and details with audio description). Progress photographs should be made of each major phase of work including, but not limited to:

A. Construction site before work starts including possible controversial areas.

B. Grading and trenching, oxidation ponds, roads, etc.

C. Foundation and footing excavation.

D. Concrete forming, rebar placement, placement/finishing of concrete.

E. Door/window framing.

F. Interior and exterior finishing.

G. Specific items of unsatisfactory work.

H. Construction equipment (e.g., material hoists, backhoes, dozer, loaders).

I. Differing site conditions revealed as work progresses.

J. Each photo should contain the following information on back (or numbered and accompanied by a list containing this information):

1. Name and number of project.

2. Date of photograph.

3. Brief description of building(s) or facilities identified (use same numbers/names as on contract drawings).

4. Purpose of photograph.

5. Direction camera is facing and where it is located.

6. Signature.

(Photo negatives should be kept with project files.)

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2.5 Project Inspector Files

A. The CI/FI must maintain a complete set of files on-site during construction for each project. Correspondence should be filed chronologically. Files should be subdivided into sections as follows:

1. Contract (including plans/specifications)

2. Correspondence

3. Payments

4. Change Modifications

5. Daily Logs - Daily Diaries

6. Telephone Logs

7. Submittals/Shop Drawings/Samples (filed in sequence of contract specification divisions)

B. Prior to the project’s final inspection, the CI/FI should scan all files and remove irrelevant material. The COR should review the material removed and approve its disposal. Remaining files must be turned over to the station manager.

2.6 Special Reports

A. Suspension of Work Orders

Suspension of Work orders are issued by the CO in cases of safety violations, extreme weather conditions, deviation from specifications, or differing site conditions, etc. A complete record must be made of work accomplished to date on the portions of the project affected by the Suspension of Work. Use photos as needed and submit a complete report on status of affected construction to the COR. A list of all equipment on the project title during the work stoppage and how it was affected must be reported (e.g., one D7 Caterpillar Tractor and 8 cu.yd. Scraper on project idle due to Suspension of Work on (date). Also, list all of Contractor’s personnel affected by the Suspension of Work. A list of material presently on site to be incorporated in affected work must also be reported.

B. Differing Site Conditions

Notify the COR or the CO immediately by telephone when a Differing Site

Condition is encountered. This condition is defined as any subsurface or latent physical condition differing materially from those indicated in the contract or an unknown physical condition of an unusual nature differing materially from

2-7 those ordinarily encountered in work of the type to be performed in the contract. Examples are excessive ground water; hidden rock formations;

unsuitable foundation material; abandoned foundations; and utility lines not shown.

Document by memorandum all available information that may be pertinent to any possible change in the contract price or time. Include any feasible change in design, relocation or other corrective measures. The Differing Site Condition clause of the FAR states that the Contractor must notify the CO immediately, in writing, and the CO shall investigate the condition immediately. However, the Contractor might not provide written notification.

It has been ruled by the Department of the Interior Board of Contract Appeals that if the Government (COR/CI) is aware of, or should have been aware of, the Differing Site Condition, then that fact constitutes notice to the CO and the Contractor need not provide the written notification.

The importance of proper reporting cannot be overemphasized and is applicable to any Differing Site Condition. When necessary, the COR and CO should visit the site as soon as possible. Sufficient photographs of existing conditions and equipment used must be taken and submitted with complete description of the work and area(s) involved. Information on make/size model/age of equipment used should be recorded. Any special supplies required should also be recorded. The COR will normally advise of specific information required. In general, the following information should be forwarded to the COR:

1. Existing conditions including elevations if necessary to determine quantity of material, and final elevations necessary to correct condition.

2. Dimensions of excavation to determine work performed.

3. Record of all labor (by craft), material and equipment used in connection with any additional work authorized. (Reference the record on the Inspector’s Time and Materials form, Exhibit 7.5.).

The purpose of this report is to compile a complete, accurate information to permit a fair and reasonable estimate of actual cost of work performed by the Contractor in connection with any Differing Site Condition. If the Contractor’s operation is inefficient, it should be reported by documenting reasons. The Contractor’s actual cost may or may not be used to determine an equitable adjustment. If the Contractor’s operation is costly due to: inefficiency, lack of equipment, or use of wrong type/size of equipment, or due to procedures or methods, this should be documented in logs and in a memorandum to the

COR.

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The Contractor should not, normally, proceed with work that will be affected by the Differing Site Conditions until instructed to do so by the CO.

C. Other Special Reports

The Inspector should furnish special reports, other than Differing Site

Conditions, when necessary or requested by the COR. Special reports may include factual data on delays or changes that involve contract time and cost.

Special reports are required for alleged labor violations such as failure to pay overtime, misclassification, wages rates, etc. Other items requiring special reports include structural failures, job-related accidents, damage to completed work, and the Contractor’s failure to perform work in accordance with specifications.

2.7 Substantial Completion Reports (Beneficial Occupancy)

The decision to accept a project as substantially complete or for beneficial occupancy may be made only by the CO. Forward requests to occupy or use a facility prior to its final acceptance date to the COR immediately for further instructions. If a decision is made to accept a project prior to final completion, the CI/FI will notified and requested to submit to the COR a complete list of those items of work remaining.

2.8 Final Inspection Report

Final inspection and reporting are of such importance that a separate chapter (Chapter

5) is devoted entirely to this subject.

2.9 Final Acceptance Memorandum

When all work has been completed, the COR will transmit a memorandum to the CO indicating compliance with project specification and recommending a date for final acceptance.

2.10 Safety Reports

The subject of safety reporting is covered separately in Chapter 4 of this Handbook.

2.11 As-Built Drawings

The Contractor is required to maintain one set of plans and specifications at the project site for the specific purpose of recording changes and additions to reflect “as-built” construction. The CI/FI should carefully review these plans periodically (at least monthly) in conjunction with payment requests to see that all changes and additions have been documented including appropriate sizes, dimensions, elevations, locations, materials, etc.

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The CI/FI should record the “as-built” construction, as well as existing conditions encountered (e.g., existing pipelines), for a complete record. In this way, the CI/FI can check the accuracy of the Contractor’s as-built drawings.

2.12 Payment to Contractor

A. Format: The Contractor must use a format for progress payments that is acceptable to the CO.

B. Procedures: The Contractor should submit a request for a monthly progress payment to the CI/FI for concurrence. The CI/FI must review the payment request for correctness as the percent/quantity of work completed. Upon agreement, the CI/FI will sign the request and return it to the Contractor. It is the sole responsibility of the Contractor to forward the signed request to the COR for processing and submittal to the CO for approval of payment.

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3.0 TECHNICAL INSPECTION

3.1 General

The technical inspection of the project and its findings usually determine administrative activities in which the Inspector will be engaged. Effective inspection and good end products are accomplished by familiarity with contract plans and specifications and relevant contract documents; knowledge of the project work phases; and a good working relationship with the Contractor's personnel.

The following instructions will serve as a guide to the Inspector in the performance of the job, as do other related manuals, and technical information. This Handbook is to refresh your memory and to point out potential sources of trouble. It does not, however, replace plans/specifications, experience, training, and common sense, with which to obtain high quality construction. When a difference exists between the contract specifications or documents and this Handbook or applicable manuals, the contract requirements should be enforced. If you have any questions about this guide or the contract specifications, consult the Construction Manager. This Handbook does not cover every situation, but does address those found most frequently in the Service's construction projects.

During inspections, certain basic tools and inspection aids are often required for accurate measurement data. Following are those most frequently used, but this is not all-inclusive as specialized inspections may require additional equipment: 25 ft. tape, 6 ft. folding rule, engineer/architect scale, lock level, magnet, high-low thermometer, standard volt-ammeter and camera (for photo records).

Note: The following technical inspection sections in this chapter are presented in the approximate sequence as in the Construction Specifications Institute (CSI) document for construction standards. For reference purposes, the CSI Division number is in parentheses next to the section title.

3.2 Earthwork, Embankments, Trenching and Grading (CSI Division 2)

A. General

Earthwork generally moves rapidly and sometimes highly skilled engineers or layout men are not employed by Contractors. Thus, the Inspector must check controlling elevations at or before the start of work and periodically during progress. Hand levels are usually sufficiently accurate for checking purposes.

When more accuracy is needed or there is doubt as to the Contractor's accuracy, checking should be done with an engineers (builders) level.

No changes will be made in any grades which are shown on the contract drawings without prior approval of the Construction Manager.

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B. Protection of Existing Utilities

The Inspector should check with station maintenance personnel to determine the location of underground utilities of all types (some may not be shown on contract drawings). Any utilities not indicated on the drawings must be documented and transmitted to the Construction Manager. If underground utilities are damaged by the Contractor, it is expected that the Contractor will provide permanent repairs. The Inspector must maintain accurate records of work for use by the Contracting Officer in the event of a claim for reimbursement.

C. Inspection of Foundation Materials

The Inspector must check the excavation to determine if foundation material is suitable (free of organic or frozen material, debris or standing water), and whether rock has been encountered. If rock or unsuitable material is present, it must be immediately brought to the attention of the Construction Manager who should visit the site and issue further instructions for continuing work.

D. Placement of Foundation Materials

Backfill under footings of buildings will not be permitted unless otherwise specified and any over-excavation should be filled with an approved compacted backfill or concrete. Suitable foundation material for over-excavation is the responsibility of the Contractor.

E. Backfill

Backfill material used under concrete slabs should be carefully inspected. The material must be free of organic and frozen material and debris. The material should be of a type that is readily compactable (certain cases will require that it be free-draining). The material, before compaction, must be placed in accordance with contract requirements. It should be brought to specified moisture and density with mechanical compaction equipment. Density and lift thickness should be verified by a testing laboratory or a qualified inspector.

Failure by the Contractor to obtain adequate compaction frequently causes unsatisfactory conditions and considerable corrective work. The flooding of an area in lieu of mechanical compaction is normally not permitted by the specifications. Any questions concerning suitability of the material or requirements of compaction testing should be brought to the attention of the Contractor and the Construction Manager if necessary.

Additional compaction and retesting should be requested as needed.

F. Drainage Fill

Fill material, normally gravel or crushed rock, requires careful selection and compaction as described in contract specifications.

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G. Excavations

Excavations have several inherent hazards not common to other earthwork activities that expose contractor and, potentially Service personnel, to dangerous situations. The utility inspection (Section 3.2B) must be completed, identified, and plainly staked/marked on the ground. If the station manager does not have the appropriate utility information, most states have a toll-free telephone number that must be called before excavation to reduce the likelihood of utility line contact. Excavating contracts may fall into the following categories: utility systems trenching; foundation preparation; and waterway construction.

All trenching activities must strictly adhere to OSHA regulations as outlined in the Service online course, SAF4000. Excavation and backfill should only be conducted using approved methods and equipment by qualified operators.

Open excavations over five feet in depth may require the use of approved trench boxes or shoring depending on slope, soil type, environmental conditions, and applications of surcharge loads. Open excavations will be barricaded or posted whenever work is suspended regardless of the time period. Backfill for all excavations should be of the types specified and placed in specified thickness and compacted to the densities and moisture contents specified. Usually an independent testing laboratory is required to conduct the density testing on backfill material. Inspectors should monitor testing for compliance with applicable contract requirements and should require re-compaction and re-testing of areas that do not meet density requirements.

Compaction within 18” of any structure should be conducted using hand operated whackers and vibra-plates. Do not allow use of heavy rollers or other heavy equipment type compactors within 18” of structures or as required by specifications.

If rock is encountered during the excavation, footings may require redesign, especially in the case of building foundations or pipeline excavations, in lieu of excavating the rock. Therefore, it is important that the Inspector notify the Project Manager immediately and prior to implementing a change from the plans or specifications.

Plans and specifications will dictate the dimensions to which an excavation will extend. Depth and width of trenches will be shown on utility plans.

Excavating limits for structural excavations will be outlined in either the plans or specifications to prevent excessive material being removed and then requiring replacement with engineered backfill. Waterway construction will dictate the depth, width, and side-slopes for canals and drainage ditches.

Once the excavation portion of a contract…