Road Work Ahead: Procedures for Reservation Road Construction Inspection and Documentation


[camera shutter noise] the road construction inspector or CI has a very important job to do it is up to him or her to make sure the
road construction project is being carried out as planned in every detail without proper inspection final product
which is a road that thousands of people may travel for many years could fail this failure may cost your tribe
thousands of dollars to repair even worse it could costs residents of your
reservation their very lives [traditional tribal song] welcome to this presentation on travel
road construction inspection documentation during this program we’ll
explain the duties of a construction inspector and demonstrate the proper ways to carry
out those duties we’ll closely examine the various reporting
forms and other documents that you’ll be using both in the field
and in your office the information we’re presenting here is also available in the
road work ahead guide that accompanies this DVD which contains
more in-depth information on the subject the guide also contains definitions of
some of the terms we’ll be using we’ve got a lot of ground to cover here
so let’s get started [traditional tribal song] to be a construction inspector there are three
basic things you must be able to do observe record and communicate that is observe the details of what’s
happening at the construction site on a day-to-day basis record what you
observe in a standardized way on a regular basis and communicate
what’s happening to other individuals and agencies that need to know in order to do the job properly you
should be the first person on the site each morning and the last person to leave at the end of
the day that way you don’t miss any critical construction
activity the main purpose of these tasks is to be able to confirm and document
that the construction contractors are complying with the terms of his contract which assures overall quality of the
project and allows a project owner to make payments to the contractor every approve construction project
starts with a set of plans and specifications to provide the
details on all aspects of the job it is part of the job of construction
inspector to be thoroughly familiar with these
plans and specs so before ever going to the construction
job site inspector must take time to review these documents and markup for use posted notes to
cross-reference items to watch every construction project accumulates
various documents as the project progresses and these documents must be organized
and safeguard so they’re usually kept all together in the project Master file this file box is something an inspector needs
to access almost every day during the construction project now let’s review the official duties of a
construction inspector if you have a copy of the guide you may
want to follow along in part 1 number one inspector must be able to
read comprehend interpret all elements of the
project plans and specifications this includes such items as addenda
change orders detail sketches temporary traffic
control plans erosion and sediment control plans as
well as sampling and testing schedules for definitions of these items check the
glossary in the back of the accompanying guide number two inspector was keep and maintain daily construct reports of field observations of construction
activities materials testings equipment employee working hours on the project
delays weather conditions unusual activities or
events mishaps and accidents that occur at the
job site all being reference to center line
stationing and pay items number three keep and maintain a project
diary for recording working hours on the
project site data relative to the extra materials or deductions weather effects list of visitors to the
site conversations and discussions of
different opinions or disagreements with the contractor the may resolve disputes or delays
including rejections and reasons the daily diary should be signed by the
field representative each day number four inspector must be able to identify and
note any unsatisfactory materials or work clearly inform the contractor
superintendent any unacceptable or defective work or
materials with a written follow-up a copy sent to the COR number five check that all materials arriving on the
project site are in compliance with the project specification requirements obtain test reports analyses and
manufacture certificates prior to the incorporation of materials into the project number six confer with the COR and
contractor on the monthly estimates for pay request verify the work completed and assure
quantities indicated on the estimate match recorded quantities number seven make sure that all permits are obtained
and posters to be publicly displayed are in place number eight attend the pre-construction conference
progress meetings any project related conferences when
contract work activities permit so to recap can anyone tell me the three
basic tasks construction inspector must be able to perform observe record and communicate that’s right observe
record communicate now before we go on does
anyone have any other questions if a contractor is outta compliance
in the contract are you supposed to make him stop and
tell him what he’s doing wrong no the inspector can’t tell the
contractors to stop work nor can you tell the contractor what to do
and we’ll cover this in a little more detail in a few minutes [traditional tribal song] inspectors duties include monitoring the
quality of materials and the quality of work as well as interacting with the
contractors representatives on a day-to-day basis these duties are as follows: number one check stakeout survey or other prescribed
specifications required in order to perform the work included in
the construction contract number two answer technical questions of the
construction contractor clarifying but not changing the construction
contract requirements number three measure or verify the quantities of work
performed for the project owners receive a report number four make qualitative or quantitative
judgments that may be required by the contract at the site of the work for example determining if specific
sections of guardrail can be salvaged [traditional tribal song] inspectors duties include providing
current documentation on project progress using systems and methods developed by
the tribe by BIA or the government agency responsible for
the project this documentation will include these components number one inspectors daily dairy which provides narratives of activities events and discussions that occurred at the job site number two the daily log which records
all contractor activities including number of hours worked by
each contractor employee and equipment location number three results of measurements computations and
other activities supporting payment for all items in the contract we’ll cover this in more detail later
number four a monthly report an estimated quantities
to keep the project owner updated on the status of the project number five test results measurements and other documentation
verifying the adequacy of the contractors quality control systems and compliance with the terms of the
contract number six labeled photographs of the different
construction operations providing a pictorial record of the
project’s construction stages we’ll discuss this in more detail later
number seven survey notes and records of other
measurements are for the project owners final record to check adjust or locate the various
features of the project as they are constructed an original of
each of these items should be provided to the project owner and becomes property of the project
owner [traditional tribal song] we had a question earlier about what an
inspector can and cannot do on a job site inspectors have very limited authority
essentially inspector doesn’t have the authority to tell anyone on the project
what when or how to do anything remember the
inspectors there to observe record also inspector must record any
deviation from the project contract plans and specifications and notify the contractor on the project
manager however as I said earlier the inspector cannot
stop or cause any delays of the work in progress except for a imminent life-threatening
situations discussion concerning the contractors organization equipment construction methods or efficiency should be handled by the project engineer not the inspector also orders that alter
the contractor specifications or create additional liability to the
project owner must come from the project engineer inspector shall not advise or give
instructions to contractor personnel regarding construction procedures or techniques but should only ask what
they’re doing what if you see an unsafe practice on a
job site say a dozer operator is not wearing
his hard hat record what you observe in your diary then
inform the contractor superintendent and the project manager about what you
saw [traditional tribal song] it is responsibility of the inspectors
employer to provide the proper attire and equipment for the project this is
for the inspectors own safety and effectiveness an inspector must wear to the job site a
hardhat steel-toed safety issues safety vest and
other items such as goggles or dust masks when needed the necessary bound diaries
daily weekly report forms in other documents must be provided by
the inspectors employer items a construction inspectors often use in the
field include infrared thermometer engineering scale calculator measuring tape and field
guide for work zone traffic control there are several standardized reporting
documents used by inspectors to report construction activities in daily
weekly monthly units of time for example
there’s a project diary the daily log and the weekly construction
report we’ll go over each to these one at a time [traditional tribal song] every road construction project must
have a diary every inspector must write what
happens on the job site in that diary every day the diary is a bound book that
is designed in such a way that no pages can be added or removed these books with bound line
pages are available from many sources including the federal government’s GSA
Printing Office the project diary is one of the most important records made
during the progress of construction diary entry should therefore be factual concise complete legible and written in
ink when properly maintained the project diary
provides valuable information when evidence and disputes about the project
arise later you should include the following information in your diary date names visitors to the site and
purpose of visit progress of construction work
explanations why work was not completed on schedule accidents that occur on site the
substance of important conversations with the contractor comments on construction safety comments
on traffic control and signage discussion of erosion control and other
environmental concerns any information not covered in other
reports that may have a bearing on future developments remember to sign each day’s entry with a
full signature not just initials the diary is
considered to be an official government document it is to be safeguarded and turned in with
all other project records at the conclusion of a project the use of
tape recorders sketches and photographs during
construction is considered very beneficial particularly if disputes arise later
tapes drawings and photographs should be noted
in the diary [traditional tribal song] photographs can be an important part of
a project records the old saying a picture is worth a
thousand words applies here photo serve to document
unusual occurrences such as mud slides cave-ins floods or actual conditions when a
contractor alleges differing site conditions they can also document unusual
construction features non-conforming material or methods accidents involving death personal
injury or property damage encroachments within
the right away and other such occurrences and
conditions they are invaluable as evidence the case a controversy develops during
construction contract which results in litigation there especially useful when
construction contract encompasses a long period of time as much as two or three years as
memories fade and project personnel transfer to
other projects photographs provide direct evidence of the conditions that
existed at the time the dispute arose clarity of
the photo in a good composition are very important
a proper identification is necessary the back of the photo should be labeled
with the name of the photographer the date taken and the location no
photolog is required as long as the photos are properly
identified [traditional tribal song] the daily log is a specific form that
must be submitted at the end of each workday it summarizes required specific
information about that day’s construction activities
in combination with project diary the Daily Log will supply support
documentation for negotiation with the contractor concerning contract
modifications price adjustments and possible claims
some of the information that goes into the diary will also go in to the Daily Log one major
difference is the diary always contains information about conversations with the
contractor or his representative in a narrative
description of the work problems the daily log on the other hand reports today’s weather conditions
locations and number of men which equipment is working and which is
not and the amount of production the daily log should be used to document
the details of all construction operations that require inspections for conformance
with plans and specifications this form provides a concise readily
retrievable record of equipment time and man-hours for each
significant construction operation underway on the job site this record
will help verify contractors cost to justify payments adjustments or
claims an important fact to remember is the
failure to record an event in the log carries with it the
implication that the event did not occur or was insignificant and also threatens the credibility of
the entire log inspectors daily logs to be filed in the
project Master file at the completion of the project yes weather conditions go on a diary as
well as the daily log you can put them in both if its helpful but
that information is required in the daily log [traditional tribal song] a part of the project specs for
reconstruction project something called the minimum sampling schedule this document contains requirements for
men on testing and sampling of the materials delivered to the project
this document dictates what type of materials testing and
sampling must be done and as part of the inspectors job to track these items the purpose of the sampling and testing
performed on the project’s is to determine whether or not materials
being used match the project specification there
are several items used to document sampling and testing on the project first there’s the daily volume record
you use this form to record the delivery of all materials
for the project provide spaces to enter the load
number truck number time of day location and the volume of material material
receipts and weight tickets that come with every
load are stapled to the back of this form because they verify what you’ve entered
on the daily volume record a new daily volume record is started
each day of the project [traditional tribal song] project specifications contain
sections labeled method of measurement and basis of
payment for each item of work these dictate what units of measurement
are to be used for the materials and on what basis a contractor can be
paid the daily volume record is used to track these items and a check against plan quantities
these records are transferred to the Daily Log each day [traditional tribal song] the construction contractor
must provide certifications of compliance for all materials to be placed on the
roadway before they’re installed these certificates or to be retained at the
job site and are to be included in the project
Master file inspectors must assure that every
delivery meet specifications by checking the bill
of lading more specific instructions about asphalt inspection are located in the
accompanying guide next there’s a control sheet for all
testing compliance for each project this sheet indicates the
minimum test to be taken for each item of construction to assure that adequate samples and test
are conducted during each phase of construction the original of this form is maintained by
the inspector and a copy is summited weekly to the
project manager [traditional tribal song] not all projects require the placement
of culverts but of those that do detailed record to their installation
must be kept a document known as the Culvert Book is the primary source of information
regarding the installation of culverts if project plans call for them
using the project ledger pages for documentation records for the culvert book include the
record of structural excavations a payment is provided for complete and detailed stakeout notes for
each installation including sketches stake locations and
offsets information on states description of
structure such as cattle guard culvert reinforced concrete box culvert bridge catch basin drop inlet et cetera references to material
certification must be included size length location skew inward elevations grades data staking and data installation or
construction structure with test notation and results finally quantities of rock steel and or concrete slope protection riff-raff or other
items used in conjunction with the structure [traditional tribal song] weekly construction report is a valuable
tool for summarizing key information on a weekly basis this report keeps the
project owner and the Contracting Officer up-to-date
on the project’s progress this report calls for a very specific
information to be summarized and generally covers
major portions of the project as follows: the major types work being performed
during the week and units accomplished the construction
progress being made as indicated by individual contract deliverables and percent complete weather conditions an amount of man-hours clocked for the
week the equipment put into or taken out of
service and brief narrative summaries including
engineering comments overall construction comments plus
general remarks on the issues affecting the project’s
progress including delays [traditional tribal song] in summary I like to stress that the
construction inspector plays a critical role in the execution
of the road construction project a project that could take several months
and cost millions of dollars without the alert eyes and ears of the
inspector this project may not meet the standards and specifications it takes to
create a safe long-lasting by-way that reservation
residents may use for decades to come [traditional tribal song] to review the information presented here
or for more information on important aspects to the inspectors job for the manual road work ahead that
accompanies this program good luck to you on your next
construction project [traditional tribal song]

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