Construction Inspection Guidelines for Local Agency Projects
This instructional memorandum outlines the roles and responsibilities of key personnel involved in construction inspection for local agency projects. It defines the roles of the Contract Administrator, Contracting Authority, Contractor, Inspector, and Person in Responsible Charge (PIRC). The document emphasizes the importance of adherence to contract documents and compliance with project requirements to ensure successful project execution.
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Local Agency Instructional Memorandum 6.000 Construction Inspection Construction Inspection
Administering Office Contract Administrator Contracting Authority Contractor Inspector Person in Responsible Charge (PIRC) Project Engineer
Administering Office The Iowa DOT s representative who is responsible for oversight of the project. Regional Local Systems Engineer Office of Systems Planning District Construction Engineer
Contract Administrator The Agency s assigned representative (Agency Project Engineer, PIRC, or other LPA employee or designee) who is responsible for all aspects of administration and inspection. Carries out the day-to-day duties on the project to ensure that the work is in compliance with the contract documents.
Contracting Authority The governmental body, board, commission, or officer having authority to award a contract.
Contractor The individual, firm, corporation, or joint venture contracting with the Contracting Authority for performance of prescribed work.
Inspector The authorized representative of the Engineer assigned to make a detailed inspection of any or all portions of the work, or materials.
Person in Responsible Charge (PIRC) A full time employee of a Local Public Agency (LPA) who is in responsible charge of the project. City or County Engineer Mayor or City Clerk responsible charge
Duties & Functions of the PIRC Administer governmental project activities. Maintain familiarity with day to day project operations, including project safety issues. Make or participate in decisions about changes that require Change Orders or supplemental contracts. Maintain familiarity with project progress
Duties & Functions of the PIRC (cont.) Review financial processes, transactions and documentation. Direct project staff (agency or consultant) in matters of project administration, contract oversight, and proper documentation. Maintain awareness of the qualifications, assignments, and on-the-job performance of LPA and consultant staff on the project.
Project Engineer A Professional Engineer licensed in the State of Iowa and authorized representative of the Contracting Authority. Article 1105.01 The Engineer will decide all questions which may arise as to the quality and acceptability of materials furnished and work performed and as to the rate of progress of the work, all disputed and mutual rights between contractor, all contract documents, and all questions as to the acceptable fulfillment of the contract on the part of the Contractor. The Engineer's decisions will be final.
Color coding of Plans (recommended) Office Tasks Develop a filing system Prepare IM 3.910, Attachment E Review Construction Manual Chapter 3
Field Tasks Tying Section Corners, Marking stations/linear reference points, Identify survey points needed for construction, Mark super-elevated curves for transitions, Mark fill areas for leveling courses,
Field Tasks (continued) Identify deviations in roadway crown that may affect overlay thickness, Stake structures, Tying Section Corners, Marking stations/linear reference points, Identify survey points needed for construction,
Field Tasks (continued) Mark super-elevated curves for transitions, Mark fill areas for leveling courses, Identify deviations in roadway crown that may affect overlay thickness, Stake structures, Mark areas identified in plan tabulations and cross check locations on plans to field,
Field Tasks (continued) Take preconstruction photos or videos, Identify environmental or cultural sensitive areas and make sure they are identified on the plans, Develop preliminary cross-sections for earthwork items, Make sure there is a 10 straight edge if smoothness is not specified on the contract documents.
Setting up Field Records The Contract Administering staff must: maintain project records properly, preserve all source documentation, backup electronic files, and make all documentation readily available when needed. A log of all employees providing documentation for a project (Project Information Sheet) should be maintained, including their signature and initials.
Doc Express IDOT all projects County projects Before January, 2018 letting by request Starting January, 2018 all projects City projects Before July, 2018 letting by request Starting July, 2018 all projects
Doc Express A secure, web based, electronic document submittal program A digital filing cabinet document exchange Provides remote access to project documents Administering Office & Field Auditors Agency, Engineering, and Inspection staff Contractor & Subcontractors Materials Suppliers A digital filing cabinet document exchange
FieldBook2 and FieldManager FieldBook2 An automated record keeping system that is used by some field staff to document construction progress. A PC front-end to FieldManager. FieldManager Interfaces with the Iowa DOT s mainframe contractor payment system.
FieldBook2 and FieldManager Gathers information on item progress only Supporting documentation must be maintained separately. Need to be made available to the inspector either electronically or in hard copy format to track the support information for the individual items that require them.
Appia A web application for construction administration and inspection. Works with Doc Express to file documents after completion. Manages: daily reporting, funding, items change orders, and payments.
Appia The future of Contract Documentation for LPA s. SWAP funds will be used for the licensing fee. Will have the ability to keep project records for ALL projects using this software Not just direct pay projects!
For information on DocExpress or Appia for Local Agency Projects please contact: Tammi Bell E-Construction Administrator Office of Local Systems 515-239-1529 tammi.bell@iowadot.us
For information on DocExpress or Fieldbook/FIeldManager for IowaDOT Projects please contact: Janet Wasteney Doc Express/FieldManager/AASHTOWare 641-782-2096 janet.wasteney@iowadot.us construction coordinator
Loose Leaf Forms Six Standard Forms (needed if not using FieldManager or Appia) Project Index and Project Index-A Project Information Inspector s Checklist Daily Diary forms Daily 1 Daily 2
Daily Diary/Inspectors Daily Record (IDR) Document Information needed for Weekly Report of Working Days Who was working? What happened? Where was work being done? When did things happen?
Daily Diary/Inspectors Daily Record (IDR) Document Information needed for Weekly Report of Working Days What construction methods and equipment were used? Were there any visitors to the project and if so, who? Were any modifications to the contract documents authorized and by whom? Always sign at the end of each daily entry!
Item Progress Forms Not needed if using FieldManager or Appia Begin with E0xx where xx is the form number. For every item there is a form E0xx and a form E0xxA for additional entries that don t fit on the E0xx form. Used to document the measurement of completed items for Contractor Payment.
Support Forms (Always needed!) Begin with E1xx where xx is the form number. Used to document field test results, samples, measurements, temperatures, observations, etc. for individual items. Not all items require a support form and some items require multiple support forms. If the same support form is required for more than one item, a separate form shall be included for each of those items. (Always needed!)
Other Documents to include in the Field Records: See Attachment E Iowa DOT Field Inspection Review Report to see items that are required for both the Office Files and also the Inspector s Records for Construction Projects. Also refer to Local Agency IM 6.110 Final Review, Audit, and Close-out Procedures ***for Federal-aid Projects
Att. A Preconstruction Inspection Process Flowchart Att. B Construction Inspection Process Flowchart Att. C Subcontract Review and Authorization Process Post Award Flowchart
Att. D This is a rewrite of Chapter 2 of the Construction Manual. It has been modified to follow the process used for Local Agency contracts. The Appendices of Chapter 2 of the Construction Manual still apply. Att. D Local Public Agency Construction Local Public Agency Construction Administration Guidance Administration Guidance
Att. E Iowa DOT Field Inspection Review Report Att. F Doc Express Instructions for Local Public Agencies Att. G - Reserved for Sample Scope of Service for Consultant Construction Inspection This is an attachment that is being developed
