8/6/2019 A Guide to Effective Contractor Quality Control

http://slidepdf.com/reader/full/a-guide-to-effective-contractor-quality-control 1/15

CEMP-CE

Engineer Pamphlet

715-1-2

Department of the Army

U.S. Army Corps of EngineersWashington, DC 20314-1000

EP 715-1-2

February 1990

A GUIDE TO EFFECTIVE

CONTRACTOR QUALITY CONTROL (CQC)

Distribution Restriction Statement

Approved for public release; distribution is

unlimited.

8/6/2019 A Guide to Effective Contractor Quality Control

http://slidepdf.com/reader/full/a-guide-to-effective-contractor-quality-control 2/15

EP 715-1 -2February 1990

US Army Corpsof Engineers

A Guide to Effective

Contractor

Quality Control(CQC)

8/6/2019 A Guide to Effective Contractor Quality Control

http://slidepdf.com/reader/full/a-guide-to-effective-contractor-quality-control 3/15

This Pamphlet supsersedes EP 715-1-2, datedNovember 1980.

8/6/2019 A Guide to Effective Contractor Quality Control

http://slidepdf.com/reader/full/a-guide-to-effective-contractor-quality-control 4/15

A Guide to EffectiveContractor Quality Control

(CQC)

Effective control of construction operations instillspride in work, gains favorable recognition, and savesthe contractor money. This booklet explains theCorps* concept of CQC and can assist thecontractor to bring about effective control. It doesnot attempt to tell the contractor how to manage itsorganization or construction efforts but passes along

some reminders of lessons learned and somesuggestions as to just what the Corps of Engineers islooking for from the contractor regarding QualityControl.

Albert J. Genetti, Jr.

Colonel, Corps of Engineers

Executive Director, Engineer Staff 

8/6/2019 A Guide to Effective Contractor Quality Control

http://slidepdf.com/reader/full/a-guide-to-effective-contractor-quality-control 5/15

2

The contractor and the Government are bothinterested in quality construction simply because itmeans to the Government — getting our money*sworth, and to the contractor — satisfactory

performance and profit.

CQC is a management system for producingconstruction complying with the terms of thecontract. It encompasses all phases of the work,

such as approval of submittals, procurement, storageof materials and equipment, coordination of subcontractor*s activities, and the inspections andtests required to be sure that the specified materialsare used and installation is acceptable to produce therequired end product.

The contractor and the Government both have a rolein obtaining quality construction consistent with thecontract requirements. The responsibilities of bothparties must complement each other and work in

harmony.

8/6/2019 A Guide to Effective Contractor Quality Control

http://slidepdf.com/reader/full/a-guide-to-effective-contractor-quality-control 6/15

3

The contractor is responsible for: (1) producingthe quality product on time and in compliance withthe terms of the contract; (2) establishing andutilizing a construction quality control program of the scope and character necessary to achieve the

quality of construction outlined in the contract; and(3) producing and maintaining acceptable records of its quality control activities.

The Government is responsible for:

(1) establishing construction standards and qualitycontrol requirements; (2) construction managementactivities including, among others, checkingadequacy of contractor*s control (quality assurancefor acceptance), performing specified tests andinspections as designated in the contract,determining that reported construction deficiencieshave been corrected; (3) determining payments dueto the contractor; and (4) assuring timelycompletion.

For a quality control program to be effective,there must be a planned program of actions and linesof authority and responsibilities must be established.

8/6/2019 A Guide to Effective Contractor Quality Control

http://slidepdf.com/reader/full/a-guide-to-effective-contractor-quality-control 7/15

4

It is necessary to analyze, develop, and documenthow the designated QC representatives will manageand control all construction operations. The planshould be geared to fit the contractor*s needs. Ameeting is required, before start of construction,

between contractor and Government personnel todiscuss the required plan and the interrelationship of the contractor and Government. Also, theGovernment representative is available at all times todiscuss the planned control operations with thecontractor. The quality control plan should include

at least the following key considerations:

# The plan must include the contractor*s system fortracking construction deficiencies to ensurecorrective action is taken in a timely manner.

# A CQC staff of adequate size and technicalcapabilities to timely accomplish all quality con-trol functions.

# Supervisory staff should have adequate time for

CQC activities, as well as the many managementresponsibilities.

# Organizational lines of authority and respon-sibility must be clear and logical.

# The plan must explain the control, inspection, andtest procedures, both on site and off site, andassign these responsibilities to individuals on theCQC staff.

# Qualifications of the staff should match the con-trol requirements of the plan and an individual*squalifications must be adequate for the dutiesassigned.

# The plan must show the procedures for process-

ing submittals and who will be responsible forapproving each submittal.

8/6/2019 A Guide to Effective Contractor Quality Control

http://slidepdf.com/reader/full/a-guide-to-effective-contractor-quality-control 8/15

5

# The plan must strongly emphasize that qualitywill be obtained through a preventive type of control of each definable feature of work. Thisrequires an understanding of a definable feature,as discussed later on in this guide. The plan will

include a listing of proposed definable features of work.

# The coverage of testing must be adequate. Theplan must list the tests to be performed, and statewho will be responsible for the results, and who

will prepare and sign reports.

# Inspection and test report forms must becomprehensive.

# Frequency of reporting and time for submittingreports must be indicated.

It may be advantageous for a contractor to makeincremental submittals of the plan or tosupplement or revise the plan. If the plan is

determined to be inadequate by the Government, thecontractor should make the changes necessary toassure the specified or needed control is provided

From years of experience,it has been found that

certain procedures work better than others and,therefore, these areusually included in thecontract documents. Oneof these is the threephase control concept.The contractor*s control

8/6/2019 A Guide to Effective Contractor Quality Control

http://slidepdf.com/reader/full/a-guide-to-effective-contractor-quality-control 9/15

6

of quality should be divided into at least three phasesfor all definable features of work. A definablefeature is a task which is separate and distinct fromother tasks and has separate control requirements.Each control phase provides the opportunity to

prevent problems and deficiencies. Generally,construction knowledge and experience alone,although necessary, will not get the job done. Thecontractor*s quality control representative (CQCR)must know in detail the requirements of the specificcontract. The CQCR can then put the general

construction knowledge and experience to work incontrol and accomplishment of specific contractrequirements. The complete performance of thephase controls is the contractor*s responsibility. Therole of the Government is to see that the controlphases are thoroughly and timely performed andconducted by the contractor designated CQCR andthe CQCR is knowledgeable and adequatelyperforms the necessary control. The three controlphases are:

Preparatory phase. The preparatory phase, as itapplies to a feature of work, commences withactions in advance of construction. A few examplesof preparatory actions are approval of shopdrawings, lift sheets, test reports, and mix designs; aphysical check of material on site against approvals

8/6/2019 A Guide to Effective Contractor Quality Control

http://slidepdf.com/reader/full/a-guide-to-effective-contractor-quality-control 10/15

7

and contract requirements, safety checks of equipment, and other preparatory steps dependentupon the particular operation. Certain types of complex construction will require lift sheets ordetailed sketches to insure proper location and

installation of embedded items by all crafts. This is apreparatory action which will pay dividends later bylocating conflicts between trade items sufficiently inadvance to permit timely correction. Advanceplanning must be performed to determine that allpreparatory actions required prior to construction

have been accomplished.

Initial phase. The initial control of each separatefeature or segment of work is made at the outset of the operation. Here is the best opportunity to get thework off to a proper start in full compliance withcontract requirements. This is the time for thecontractor to establish standards of workmanship. If there are differences of opinion in the interpretationof contract requirements, the issue can be discussedand settled at the outset of work much easier thanafter the work is in place. The initial inspectionphase is a practical method of performing preventive

inspection and reaching agreements in advance.

8/6/2019 A Guide to Effective Contractor Quality Control

http://slidepdf.com/reader/full/a-guide-to-effective-contractor-quality-control 11/15

8

Follow-up phase. Follow-up inspection and testingis geared toward a level of effort to determinecontinuation of compliance and workmanshipestablished during preparatory and initial phases.Follow-up inspections and testing may be on a daily,

routine, or predetermined basis as required to assurestrict contract compliance. Follow-up inspectionsbecome more productive when they are preceded bythorough preparatory and initial phases. Withadvance determination that material and equipmentare in compliance with the contract and with

workmanship standards established, follow-upinspection becomes more effective.

Control of construction materials, fabricateditems and installed equipment. The contractor isresponsible for management and control of submittals and the timely arrival of approvedmaterials and equipment. The contract will include alisting of the required submittals. The contractor*s

8/6/2019 A Guide to Effective Contractor Quality Control

http://slidepdf.com/reader/full/a-guide-to-effective-contractor-quality-control 12/15

9

management operation includes reviewing this list todetermine that all submittals are included. Asubmittal register will be prepared using this listingand, if applicable, included in the network schedule.This can be performed in conjunction with theplanning of the procurement operation. It has been

found that at least 60 days lead time is necessary tomaintain adequate control; therefore, the contractusually requires monthly updating of the register ornetwork actually projecting submittal need date 60days in advance. This procedure should eliminateconstruction being delayed by missing or

unapproved materials and equipment. The schedulemust allow adequate time for Government approvalwhen this approval is required.

The contractor is required to thoroughly revieweach submittal to assure complete compliance withall contract requirements, and certify compliance onall submittals required in the technical provisions of the contract.

8/6/2019 A Guide to Effective Contractor Quality Control

http://slidepdf.com/reader/full/a-guide-to-effective-contractor-quality-control 13/15

8/6/2019 A Guide to Effective Contractor Quality Control

http://slidepdf.com/reader/full/a-guide-to-effective-contractor-quality-control 14/15

11

The Government may check laboratories,equipment, and procedures for compliance withrequirements. The Government may also reserve theright to use contractor*s laboratory equipment toverify contractor test results.

A necessary phase of control not always spelled outin the contract, but very important is thecompletion phase or last follow-up. When asegment of work is complete, the contractor shouldcarefully examine this work and prepare a list of 

anything not completed or not conforming tocontract requirements. Work yet to be accomplishedcould include paperwork, such as submittal of testdocuments, certificates, diagrams, etc. An effectivecontrol system closes out as many segments asrapidly as possible. This also allows full payment tobe made. Therefore, effort should be spentscheduling and following-up to assure earlycompletion of the items on the list and a sign-off from the Government.

Documentation is theproof of quality controlaccomplished. Thenecessary reports mustbe designed to proveadequacy of control,

completed in a way toshow accurately allactions taken and, lastbut not least, they mustbe timely.

Reports should list for each phase of control thefactual results of control actions taken, observationsmade and any remedial and corrective actions. Inaddition, they should include complete informationon tests, rejected work, instructions received from

the Government and all prime and subcontractors*

activities during the reporting period.

8/6/2019 A Guide to Effective Contractor Quality Control

http://slidepdf.com/reader/full/a-guide-to-effective-contractor-quality-control 15/15

12

The Government will be continually reviewing work and studying reports to determine the adequacyand effectiveness of the contractor**s controlsystem. The Government*s interest is in maintainingthe necessary control to prevent deficiencies and tear

out and it will therefore emphasize inadequacies inthe control system instead of individual constructiondeficiencies. Also, by noting inadequacies in thecontractor*s control system as well as assuring thatdefective work is corrected, the Government obtainsa true double check on quality.

When deficiencies are found in the control system,there are many actions that the Government maytake, depending on the circumstances. Some of theseare: improving the quality control plan, correctingdeficient management, removing incompetent qualitycontrol personnel, correcting defective work,refusing to allow work to continue on defectivework, requiring personal superintendence by thecontractor, disallowing payment for the defectivework, and issuing an interim unsatisfactory

performance appraisal (may result in future low bidrejection). Aggressive and effective application of contractor*s quality control program minimize oreliminate the need for the Government to take theseactions.

Through effectivequality control, thecontractor can instillemployee pride in theirwork, gain a reputationand recognition forquality work and, at thesame time, increase theprofit margin.

j U.S. GOVERNMENT PRINTING OFFICE: 1991 - 321-093 - 1302/21414