Chapter 12: Field Administration

This chapter addresses the administration of and responsibility for activities at the job site. These activities include observation, inspection, testing, and surveying during the construction process. Also discussed are progress meetings, other meetings, and the responsibility for safety in the field.

Field observation, a duty of the University's Representative, is performed to monitor progress of the work, observe tests and inspections, or to make acceptances required by the contract documents. See Specifications.

•  Inspection differs from field observation in that inspection is a detailed examination of the work. See University policy: "Capital Improvement Program Management" and Responsibilities of the Inspector below:

Inspection Policy. University policy states that the Facility determines responsibility for inspection.

Responsibilities of the Inspector. The responsibilities and limitations of inspectors (including special inspectors) are set forth in Division 1 of the Specifications, and in 

Responsibilities of the Inspector:

The inspector, whether employed by the design professional or the University, shall: 

1. Become thoroughly familiar with contract document requirements, applicable codes and standards, approved submittals, and all instructions or clarifications issued by the design professional.
2. Generally act as liaison between the contractor and the design professional.
3. Keep a log of written communications including submittals received from or issued to the contractor.
4. As appropriate to the nature and extent of construction, monitor the quality and quantity of the work and promptly report to the design professional nonconforming work or nonconforming work performance.
5. Prepare a daily report recording:
   • Inspector's time and activities on the project.
   • Weather conditions.
   • Nature and location of work being performed and by whom.
   • Number of workers by trade.
   • Oral instructions and interpretations given by the design professional.
   • Specific observations on results of oral instructions and interpretations.
   • Any occurrence or work which might result in a claim for a change in the contract sum or contract time.
   • Names of visitors, their titles, and the time and purpose of their visit.
   • This report shall be prepared for each normal work day or for each day on which the contractor performs work, and a copy shall be promptly sent to the design professional and the University.
6. Observe testing and inspection done by the contractor as required in the contract documents and coordinate and observe special testing and inspection when requested by the design professional or University.
7. Monitor the contractor's proposed schedule and the actual construction schedule and promptly report to the design professional discrepancies between the schedules and any conditions which may cause construction delays.
8. Periodically photograph the work, paying special attention to portions of the work that have been or may be rejected or may be associated with a claim or delay.
9. Review in detail the contractor's Application for Payment and report the findings of this review to the design professional.

The inspector shall not:

1. Authorize deviations from the contract documents.
2. Approve substitute materials or equipment.
3. Advise on or issue directions concerning aspects of construction means, methods, techniques, sequences, or procedures in connection with the work.

One of the inspector's duties is to prepare a daily report; the suggested content and format of this report is shown in RD - Inspector's Daily Report.

If a consultant design professional or another consultant serves as the University's Representative, then that party may, if required by the Executive Agreement, provide inspection services. If the University's Representative is a Facility employee, then the Facility is responsible for providing inspection services. The Facility may use inspectors from its staff or an inspection agency.

Each party to the contract (University, design professional, contractor, construction manager, etc.) shall have clearly defined responsibilities; overlapping responsibilities among these parties must be kept to a minimum. Overlapping responsibilities may result when the Facility allocates inspection responsibility. When a consultant design professional performs contract administration, and the Facility performs inspection, the design professional coordinates the performance of a Facility employee, requesting inspections, when appropriate. Inspection responsibility must be assigned during the development of agreements for the design professional, construction manager, and project manager. Specifications, Division 1, specify the roles and responsibilities of inspectors.

The Facility is responsible for determining its necessary inspection staff level. Whether inspection is performed by the Facility or by a consultant, the basic inspection staff provides the Facility with adequate personnel to perform inspection and coordination of inspection of the work. The inspection staff is required to provide daily inspection for each project and to ensure that special inspections are performed as specified in the contract documents.

Guidelines for Establishing the Inspection Staff. Factors to be used by the Facility for establishing the basic inspection staff are:

• Magnitude of hospital work.
• Magnitude of Capital Improvement Program.
• Complexity of the Capital Improvement Program directly related to the complexity of instruction and research programs and the resultant complexity of space.
• Size, diversity, and complexity of the Facility.
• Inspection agency availability.
• Current Facility staff capability.

Geotechnical Engineer Employed by a Consultant Design Professional. The design professional may employ a geotechnical engineer for:

• Design recommendations and similar professional engineering services.
• Special inspection, field analyses, and test report analyses if, during construction, the consultant design professional is responsible for inspection.

For such services, the geotechnical engineer is under the direction of and reports to the University's Representative. The University will pay for inspection services as additional services unless such services are included in the Executive Agreement as Basic Services. Design recommendations and similar professional engineering services are part of the design professional's basic services.

Geotechnical Engineer Employed by the Facility. The Facility may employ a geotechnical engineer for soils investigation, design recommendations, and for inspection during construction when the Facility is responsible for inspection services. Use the Professional Services Agreement. The geotechnical engineer may inspect subsurface conditions, document the contractor's performance for payment purposes, and monitor the quality of excavation, grading, and compaction. The geotechnical engineer's reports are given to the University Representative, with copies to the University. The geotechnical engineer may not direct the contractor, nor approve or disapprove of the contractor's work. The geotechnical engineer must not design foundation changes or recommend details of such changes to the consultant design professional as part of the performance of the consulting agreement with the University.

The Health and Safety Code requires the Department of Heath Care Access and Information (HCAI) to be responsible for the enforcement of building standards related to hospital buildings. This includes plan checking and inspection of the design and details of architectural, structural, mechanical, plumbing, and electrical systems, and the observation of construction. The Facility must meet the requirements of the Hospital Seismic Safety Act and make the necessary arrangements for inspections with HCAI.

HCAI requirements include:

1. HCAI designation of the inspector. The Facility must submit the inspector's name and qualifications to HCAI for approval.
2. Submittal of a quarterly verified report by the inspector to HCAI. This report must also be submitted by the design professional, the design professional's consultants listed in the Project Directory, and the contractor.
3. HCAI issuance of a special HCAI Building Permit. The University or the University's Representative completes and submits the permit.
4. Submittal of a Licensed Contractor's Declaration. The University's Representative has the contractor complete the declaration form and forwards the form to HCAI.
5. Submittal of special Change Order Approval forms. The University's Representative completes the forms and obtains signatures of the design professional, structural engineer, general contractor, and University. The University's Representative must then obtain HCAI approval before making the changes.
6. Deferred approval of certain items for structural calculations and design prepared by contractor. These items are usually specified by performance specifications and are therefore not reviewed and approved by HCAI during the design submittals. The University's Representative makes these submittals for the contractor. The Specifications may require the contractor to submit to HCAI and obtain necessary approvals on contractor-designed portions of the work.

See California Code of Regulations, Title 24, California Building Standards Code, all applicable parts; California Code of Regulations, Title 24, Part 1, Building Standards Administrative Code, Chapters 6 & 7; California Code of Regulations, Title 22, Division 7, Chapter 1, Sections 90001 – 97772; and Health and Safety Code, Sections 129675 - 130070, known as the Alfred E. Alquist Hospital Facilities Seismic Safety Act of 1983.

Services of a Materials Testing Laboratory. Materials furnished under construction contracts are subject to inspection and testing by a materials testing laboratory for compliance with contract requirements. All such inspections and tests of materials are made in accordance with applicable American Society of Testing and Materials standards or other procedures set forth in the Specifications.

Payments for Testing. Specifications state that the University pays for all tests and inspections made by the University's testing laboratory, and the contractor pays for all tests and inspections made by the contractor's testing laboratory. The Specifications must clearly indicate whose testing laboratory will perform the testing and inspection. Exceptions to this requirement would include additional testing services provided by the University for reasons listed below under "Additional Testing."

Testing and Inspection Services by the University. In general, the University, as required by the Specifications, and with advice from the design professional, provides testing and inspection services by a materials testing laboratory during the construction phase. Such services are performed under the Professional Services Agreement. Laboratories submit all testing and inspection reports directly to the University's Representative. The University's Representative distributes copies to the University, University's consultants, and the contractor. The University's Representative judges the acceptability of all reports, including methods used, results, and content.

Additional Testing. Specifications state that if additional testing and inspection costs occur because the work or materials fail to meet contract requirements, then all costs for additional tests and inspections relating to an occurrence that is determined to be the contractor's responsibility shall be deducted from the contract sum by change order.

Testing and Inspection Services by the Contractor. Certain classes of materials testing and inspection may be provided by the contractor. Such cases are limited to quality control testing in manufacturing plants (including reinforcing and structural steel, concrete, and manufactured items) and certain field testing such as performance testing of mechanical and electrical systems. Testing provided by the contractor is performed by manufacturers, testing agencies, or the contractor's field forces as appropriate. The Specifications must clearly indicate tests to be provided by the contractor. If testing is the responsibility of the contractor, means, methods, results and report contents must be specified in each applicable technical section of the Specifications. The University's Representative judges the acceptability of all testing performed on behalf of the contractor.

University Responsibilities. The University is responsible for hiring a surveyor to establish horizontal and vertical controls, as shown on the project site plan. Additionally, the University's Representative may request the University to make available a survey describing the known physical characteristics, boundaries, easements, and utility locations of the project site.

Contractor Responsibilities. The contractor is required to take field measurements and carefully compare the contract documents with such field measurements. Individual Specifications sections may also require the contractor to make special surveys, for example, to check the vertical alignment of a steel frame. See General Conditions.

Project progress meetings are held to discuss and resolve issues concerning the contractor's Application for Payment, Submittals, field problems, construction schedule, and other items as appropriate to the Project. The University's Representative organizes and conducts project progress meetings. See Specifications.

The contractor is solely responsible for initiating, maintaining, and supervising all safety precautions and programs in connection with the performance of the contract work. The contractor must take necessary precautions for safety and provide protection to prevent damage, injury, or loss to the following:

• Persons involved in the work or who may be affected by the work.
• The workplace, materials, and equipment need to be incorporated therein.
• Other property at the project site and adjoining property.

The specifications require the contractor to comply with Federal Occupational Safety and Health Administration regulations and the California Health and Safety Code. See General Conditions.