PURPOSE
The Lead Inspector (LI) maintains a legal record of construction, correspondence, interaction, contractor personnel and equipment, shop and plant inspections, safety issues, changed conditions, change orders, testing, non-complying work, contract time expended (on working day contracts), and payments made for work acceptably completed. Records processed and maintained by the LI serve to accomplish, but are not limited to, the following:
Maintain a record of daily construction activities on the project site.
Verify contract and change order work acceptably completed and prepares Monthly Progress Payment Estimates
Document interaction between the Contractor, Inspector, Engineer, and/or the public.
Monitor and verify Time & Materials change order charges.
Document unforeseen conditions, changed conditions, and other possible claim situations.
Document weather or other influences that may affect the schedule.
Document safety concerns, problems, or accidents involving the contractor, Inspector, Engineer, or the public.
Provide claim resolution support.
The purpose of this procedure is to provide guidelines for this process.
REFERENCES
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RESPONSIBILITIES
Lead Inspector (LI): The LI and other project inspectors are responsible for the maintenance of all BCA project records. The LI shall provide copies of these records to the CM upon request.
Principal Inspector (PI): The PI is responsible for ensuring all BCA project records are maintained and for the approval of Monthly Progress Payment Estimates.
Construction Manager (CM): The CM is responsible for maintaining copies of BCA records relevant to the budget and schedule of the project. The CM may request copies of other relevant BCA records, which will be provided by the LI.
PROCEDURE
The LI, with the help of all other inspectors assigned to the project, is responsible for inspection and administration of the project, documentation and maintenance of records, and approval of all payments.
Inspection documentation on any project may include, but not be limited to:
Pre-Construction (Preview) Inspection Records: Copies of the videotape and/or photographic record of the project preview inspection.
Daily Inspection Records: Records of daily project activities using the appropriate BCA documents and forms.
Contractor Payments: Records acceptably completed construction quantities, completes monthly payments and updates field plans.
Time and Material (T&M) Records: The LI and PI shall sign all T&M sheets of actual costs for labor, equipment and materials used in the execution of a T&M change order. The CM may not pay for any T&M charges not listed in the signed BCA forms.
Notices of Non-Compliance: Notices of Non-Compliance are issued to the Contractor as a written directive to correct unacceptable work, unsafe site conditions, or other failure(s) and to adhere to the requirements of the contract documents, plans, specifications, or applicable laws and/or codes.
Job Memorandum Records: The Job Memorandum is utilized as a written record of instructions and/or information given to the Contractor which does not require corrective action.
Jobsite Interference Records: The LI’s documentation of the circumstances of an unforeseen or changed condition that interferes with the ability of the Contractor to construct the Work per the contract requirements.
Shop Inspection Records: Materials Control Inspector’s documents that verify material furnished has been inspected and is in compliance with the requirements of the contract documents.
Department of Building and Safety (DBS) Inspection Records: Inspections by DBS Inspectors are noted in the Construction Inspector’s Daily Report Form. It is the Contractor’s responsibility to notify DBS of called inspections and record the inspection activity by maintaining the job card at the jobsite for sign-off by the DBS Inspectors.
Materials Testing Records: Tests performed on samples and specimens by the Department of General Services, Bureau of Standards Division or an approved independent testing laboratory, at the request of either the Materials Control Section or the LI.
Construction Surveying Records: Records of all surveys performed on the project by BOE’s Survey Division or an independent surveyor provided by the Contractor. Project benchmarks are provided by BOE’s Survey Division.
Safety Program: Copy of the Contractor’s Injury and Illness Prevention Program (IIPP), competent persons certification, and accident reports.
Employer’s Record of Occupational Injury or Illness: The Inspection Team and the Construction Management Team shall keep a copy of this record.
On projects where the LI is provided office space, the project records shall be maintained in the office on site. For smaller projects without office space, the records shall be maintained by the LI in the appropriate BCA office.
RELATED PROCEDURES
LINKS / ATTACHMENTS
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