Daily Preparations:

Vehicle Readiness:
Common sense prevails on checking tire pressure, gas, lights, maintenance requirements, such as oil changes,etc. Check to see if the tools you will need for the day are in the vehicle. If not, check them out of the Public Works Storage Room near the loading dock.
Tools to remain in the trucks include shovels, pick ax, tape measure,digital level(for ADA), pry bar, camera, paint, valve wrench and hydrant wrench.

Personal Protection Equipment:
PPE is your responsibility. These items are job specific. The list could include, vests(to be worn on job site at all times), hard hat, gloves, safety googles, hearing protection, sunscreen, insect repellant, and safety
(steel toe) footwear.The inspector must be aware of all safety requirements the contractor has in place as we must abide by those requirements.

Be familiar with the City's personnel safety policy in case of emergencies such as tornadoes and severe weather, including lighting.

Project Meetings:
The inspector may be required to attend and participate in,Pre-Bid, Pre-Construction and Progress meetings. The inspector may also be part of a team effort to "Field Adjust" some project element during construction.

Correspondence:
Whether by letter, email, phone, fax, voicemail, text, or face to face, remember to be professional. Communicate as if it is being recorded and will be repeated in a courtroom setting. All City emails are to be saved per City Policy. Utilizing a letter from a previous project can be useful as a guide. If you need assistance in drafting a formal letter, see the construction project manager, otherwise seek assistance from the administrative assistants in Public Works.

Daily Reporting:

Daily Diary
Establish the project daily diary, material records, and other books for proper records prior to beginning a project. You can print labels for field quantity's book for accuracy and quickness. Each project has its own book. Do not put more than one project in the project diary.

The following are items that a construction inspector SHALL write in their DAILY DIARY DAILY as routine. DO NOT get behind in writing in your diary. DO NOT get behind in recording material record quantities. Keep them both current. The project manager should periodically verify that the project diary and material records are being recorded. Other items to list include, materials delivered to the site, verbal results of QA/QC testing. State only facts and not opinions. Keep your statements professional. Remember, this is a public document that can be used in a court of law. The following items to be entered in the inspectors daily project diary are in no particular order:

Weather Considerations:
Usually record High/Low temperatures, sky conditions (Cloudy,etc.), amount of precipitation received on job site, and when it started on site, if during the work day.
This is important if the contractor asks for a time extension in the event of an abnormal season. Normal seasonal precipitation usually does not warrant addition contract time. However, abnormal weather could fall under review and your reports will be used as documentation for that purpose.

ManPower:
Do a head count every day for the number of personnel on site. Determine status of each, such as laborer, operator or skilled laborer,etc. Subcontractors shall be grouped by each company. Learn names if time allows.

• (Compare to the Superintendant's records for an accurate count)

Equipment Tracking:
List all the contractors equipment on site by manufacturer and model number. If breakdowns occur, make note of reason and time out of service. Any equipment on site but not in use, should also be tracked. Also, this information could be valuable information if a delay claim were to be pursued.

Quantities:
List type of work being done and where in the project diary and measured quantities in the materials book. The guideline for tracking materials shall be the same as MoDot's Material Record books. (Development Inspectors are generally not required to track quantities, but should make notes for approximations.)

Contacts:
Any unusual contacts from project stakeholders including; subcontractors, utility contacts, property owners, school bus coordinator,etc., should be documented. These may be useful at a later date. Place contact information (numbers and/or email addresses) in the front of your daily log book, you will have easy access to them in the future. Visitors to the site should be so noted in the diary.

Ongoing Status:
As conditions warrant, check permit requirements for; MoDNR, SWPPP, traffic, Right of Way, etc., and record any reviews of permit documents. Make note of any violations and corrective action preformed by the contractor.

Quality Control/ Quality Assurance
Make note on test results given verbally in the field and then compare to written tests submitted in writing in the formal reports. Remember that Quality Control is the deciding factor in acceptable material. Assurance is only to verify. If tests are unsatisfactory, notify the Superintendent. You are the last line of defense for quality materials.

Damages Incurred
Document physical damages that may happen during construction. Whether it is to utilities, trees, existing infrastructure, or personal or public property.
The inspector shall use due diligence to find out who, what, when, where and why, as soon as the damage is discovered. It is the contractor's responsibility to contact the owner of the damaged item that they have done immediately. The inspector should track the repair or compensation process. This also includes damage done by utility contractors working in the right of way while relocating utilities. Document with photos, when possible, and in the diary. If a remote possibility that a potential claim against the City exists, contact the Human Resources Department at 969-1040 immediately.

Work Zone Traffic Control Reviews:
Items such as restricted hours and signage updates per plan. Check for retroreflectivity (check after dark periodically) and have the contractor clean or replace, if necessary. After windy conditions, double check temporary signs (including Type III barricades) for additional sandbags. Signage blown into traffic have caused claims in the past. It is important to have an "after hours" contact phone number so the contractor can respond in an emergency.

Wage Rate Interviews
Interview Bi-weekly;fill out the form and give to the construction project manager. Note that it could be beneficial to find out when payday is and conduct interviews on that day as employees may have pay stubs. If violations are suspected report immediately to the Construction Superintendent and also make note in your daily diary. Review Posted Wage information periodically or access and readability.

Progress Updates:
You will be asked either at project progress meetings, staff meetings or by the public for status updates. Please be professional when giving updates to the general public and state disclaimers such as weather permitting. In construction there are a lot of variables that can affect scheduling. The contractor should provide update information(schedule) with each pay estimate/request.

Ongoing Erosion Control/SWPPP Reviews:
It is the permit holders responsibility to insure the requirements of the permit are being met. The permit holder is the City. The contractor does this on our behalf.
It is our job to insure this is being filled out and more importantly the erosion control is being monitored and maintained during and immediately after rain events. The inspector needs to understand the requirements of the SWPPP. The contractor's inspection forms shall be reviewed on a routine basis and following rain events. Any deficiencies noted in the field will immediately be brought to contractors attention.

Quantities

Division 1- General Requirements

Section 01120 Measurement and Payment
Paragraph A will show how the units are to be measured and paid. Paragraph B defines each individual and final measurement method. These items are project specific.

Pay Quantity Diary:
List type of work being done and where in the project diary and measured quantities in the materials book. The guideline for tracking materials shall be the same as MoDot's Material Record books. Make daily notations on date, quantity that day, quantity to date, inspectors initial or name and on the right hand page describe location, stationing from beginning of daily work to end of daily work. Making marks with paint in the field is also necessary to begin the next days measuring. Make notation on your plans to designate those points. (Development Inspectors are generally not required to track quantities, but should make notes for approximations.)

Calculations
When calculating quantities, it is essential to show your work. Draw diagrams, label quantities in square feet, cubic yard, lineal feet, or as needed. This insures that the math can be double checked by a second party for authentication. These field drawings go in the bound books as part of the inspectors documentation.

Items Measured by Various Units

It is important to let the contractor assist in measuring quantities. He may elect not to do so due to manpower shortage or trusting the inspector. This invitation to help measure is to defray any claims of inaccurate measurements that could require measuring again. If this becomes an issue, confer with the Construction Project Manager for direction.

Linear Measurement
Records for materials measured by length should show the dimensions (as applicable: length, width,height, etc.), initials of the persons making the measurements, and the date measured.
For features, such as guard rail and barrier, that are paid by length and which contain repetitive elements or units, the length may be “measured” by calculation. In other words, if the length of a single element is known, then the number of elements may be counted and multiplied by that amount and a total “measured” length determined. Care should be taken to account for odd length elements, such as end sections and custom fabricated pieces, and for areas where elements overlap or gaps exist.
Records for measurement should also include the beginning and ending stations(or other references), of the work, recorded by the Inspector or person making the measurement, tying the work to its location on the project. The dates of construction should also be recorded.

Area Measurement
Records for materials or work measured by area should show the length and width measured or otherwise determined, initials of the persons making the measurements and the date measured. In many instances a sketch of the area with the measurements would be very helpful in showing the computed area. The dates of construction should also be recorded.

Per Each Measurement
Records for materials or work measured per each unit should provide a listing showing
the location of each item constructed, dates constructed, and initials of the Inspector or person measuring the item.

No Charge Bid Items:
Normal documentation procedures are not required for items bid at “no charge” if the
items do not physically constitute a portion of the finished work. However, notes in the diary or Inspector’s Daily Report are necessary to show when the work was done.
Examples of these items might include water, haul, and embankment compaction.

Documentation

Measurement of Items of Work

Quantity Details
The specifications generally determine the method of how to measure each bid item, when the specifications don't define the process,you may also need to check with the project designer. It could be a subsidiary item or a change order might be needed. If you believe that the final quantities in the contract could be incorrect, notify the project manager.
Good judgment should be used in applying a rounding of the quantity i.e. rounding at the nearest "unit", or at the end or final total of a daily count.

Ticketed Items
Items such as aggregate, concrete, or asphalt that has tonnage on the tickets can be used to double check quantities. Usually the bid is in area (square yards) not tons and serves as a method to double check. These tickets should be kept in the master file.
The inspector is required to collect all tickets, check for information required, and verify material as stated. On some projects, project numbers and county name are required on each ticket. Check with the contract or your project manager.

Other Project Support Functions:

The inspector may be asked to support the Construction Manager (CM) or Construction Project Manager (CPM) or other departmental functions from time to time. This may be as a ‘special request or assignment’ by the CM. It may be input into departmental projects or support of emergency actions (snow removal or storm assistance).
It may be a routine project support or attendance at and participation in project pre-bid design reviews, or assisting the design engineer for field survey support.