RECORDS AND REPORTS

DESCRIPTION PAGE

North Carolina Department of Transportation Page 1

CORRESPONDENCE FOR CONSTRUCTION CONFERENCES ...........................R-33

Preconstruction Conference ...................................................................................R-33
Preconstruction Conference Notice ............................................................. R-35
Recommended Topics for Preconstruction Conference.............................. R-36
Final Project Inspection ............................................................................. R-41
Final Inspection Common Punch List Items............................................... R-42
Preconstruction Conference Minutes ......................................................... R-46
Monthly Construction Conference.......................................................................... R-50
Recommended Topics for Monthly Construction Conference .................... R-50
Monthly Construction Conference Minutes................................................ R-52

INSPECTORS DAILY REPORT..................................................................................R-56

Inspectors Daily Report Examples ........................................................................R-64
Tips for Writing Inspectors Daily Reports ............................................................R-74

PROJECT DIARY............................................................................................................R-75

Project Diary Example ...........................................................................................R-80

ENGINEERS WEEKLY SUMMARY..........................................................................R-82

Engineers Weekly Summary Example ...................................................................R-84




North Carolina Department of Transportation Page 33


CORRESPONDENCE FOR CONSTRUCTION CONFERENCES

PRECONSTRUCTION CONFERENCE

The Preconstruction Conference is a meeting scheduled prior to the beginning of
Construction. The Division Construction Engineer or the Resident Engineer is
responsible for scheduling the conference with the Contractor as soon as possible after
notice of award. The date of the conference should be set such that the attendance of
representatives such as municipalities, utilities and environmental agencies can be
ensured.
After setting the date of the Preconstruction Conference the Division Construction
Engineer or the Resident Engineer should send a letter of invitation to the Contractor
advising him of the date, time and location of the Preconstruction Conference. The
Contractor is responsible for inviting any subcontractors that he deems necessary to
attend. The invitation should include an agenda to allow the attendee to be prepared for
discussion of subjects relating to them. The invitation should include a request for the
Contractor to submit the following items seven (7) days prior to the Preconstruction
Conference for review.

1. A Progress Schedule
2. List of Project Personnel (i.e. Project Manager, Project Superintendent, Traffic
Control Coordinator, Erosion Control Coordinator, Concrete Plant Superintendent,
etc.)
3. List of Material Suppliers
4. List of Subcontractors
5. List of Company Officials Authorized to Execute Supplemental Agreements.

Attendance at the conference will vary depending upon the nature and complexity
of the project. The following is a list of Department representatives and other interested
parties that should be invited to the Preconstruction Conference.

State Construction Engineer
Division Engineer
Division Construction Engineer (If not sending the Invitation)
Resident Engineer and Staff (If not sending the Invitation)
District Engineer
Division QA Lab Supervisor
Division Right-of-Way Agent
Division Environmental Officer
Roadside Environmental Field Operations Engineer
State Materials and Tests Engineer
Section Materials Specialist
State Locations and Surveys Engineer
Roadway Construction Engineer
Bridge Construction Engineer
Area Pavement Specialist
Utility Coordination Unit Agent
City, Town, and County Officials
R-33
R-34
FHWA Representatives
Corp of Engineers Representative
NCDENR Representative
US Fish & Wildlife Representative
NC Wildlife Resource Commission Representative
EO Contract Compliance Specialist

The meeting should be chaired by either the Division Engineer, the Division
Construction Engineer or the Resident Engineer. The discussions should be open with
everyone being given the opportunity to express his or her views and ask questions.
Minutes of the conference shall be prepared by the Division Construction
Engineer or the Resident Engineer and sent to the Contractor and copies to the meeting
attendees within 7 to 10 days. Those receiving the minutes should be requested to
promptly notify the Resident Engineer when they believe the minutes do not accurately
reflect the discussions at the meeting.
A list of Recommended Topics to be discussed at Preconstruction Conferences
can be found on pages R-36 R-39 of this guide. This list should be referenced when
preparing the agenda for the conference.
Example 1
Preconstruction Conference Notice
R-35

Recommended Topics for Preconstruction Conference

Introductions
Name and J ob Title

Setting the Project Up for Success
Expectations for how business is to be conducted (Division perspective)
Expectations for how business is to be conducted (Contractor perspective)
Sense of Urgency
Proactive Approach to problem solving
Establish Team Approach
Not your problem or my problem but OUR problem

Lines of Communication
Escalation Process for problem resolution (W.S. Varnedoe memorandum, dated
May 9, 2005)
Authority of Project Personnel
Name the Resident Engineer, Project Engineer and Project Inspector
Name the Project Superintendent, Traffic Control Coordinator, etc.
Discuss to Whom the Contractor should send Correspondence
Phone number list for Emergency Call Back

Right of Way
Conflicts
Delay of Entry
Condemned Property
R/W Agent Comments

Utilities
Utility Plans and Special Provisions
Conflicts
Utility Agent Comments
Establish monthly utility meeting (if needed)

Safety
Safety Index Rating
Safety Vests
Traffic Control
OSHA Competent Person
Crane Safety
Backup Alarms
Trenching and Shoring
Fall Protection
J oint Safety Meetings
Staff Responsible for Safety
R-36
Recommended Topics for Preconstruction Conference
Page 2 of 4
R-37

Review Project Commitments (Green Sheets)
Confirm that each commitment has been upheld and achieved or will be achieved

Erosion Control
Discuss proper management of Earthwork
Starting and Completing Areas
Articles 107-13, 225-2, 230-2
Benefits of reduced erodiable area (reduced maintenance of measures and
reduced costs)
BMPs
Permits
Review ALL Permit Conditions
Review Permit Drawings
Pipe Burial Depths
Moratoriums
Vegetated Buffers
Temporary Causeways
Turbidity
J urisdictional Areas
Groundcover Timeframe
Environmental Agency Comments
Review Divisions Written Procedure to Correct ICAs and Avoid NOVs
Review Erosion Control Plans
Delegate Project Inspector to keep and update EC Plans
Inform Contractor of NCDOT Expectations for Timely Implementation and
Maintenance of Erosion Control
Weekly Erosion Control Checklist
Waste and Borrow Reclamation Plans
Environmental Assessments
Clearing and Grubbing
NPDES Stormwater Program

Schedules
Contractors Plan of Operation
Request and discuss Progress Schedule
Contractor to communicate how the project will be constructed to include
critical milestones and Rocks in the Road
Date of Availability
Planned Start Date
Contract Completion
Liquidated Damages
Intermediate Contract Times
Liquidated Damages
Set Monthly Construction Conference Date
Set Estimate End Date
Recommended Topics for Preconstruction Conferences
Page 3 of 4

Subcontracting
DBE Contract Commitments
Replacement of DBEs
Lease Agreements
J oint Checks
Identification of DBEs to meet Contract Commitments

Submittals
Set priorities for submittals
Track through process (discuss status at Monthly Meetings)
Establish critical timeframes up front

Supplemental Agreements
Letter of Authorized Persons to Sign Supplemental Agreements
DOT Authority Level
Discuss Standard Pricing Information Form (W.S. Varnedoe memorandum, dated
May 9, 2005)
Request Certified Annual Labor Burden

Claims Process
Work cooperatively to minimize or eliminate claims
Escalation Process detailed above
Authority Levels (W. S. Varnedoe memorandum, dated J une 28, 2007)
Discuss requirements for filing a claim (Article 104-8)

Final Inspection Process
Finish as we go
Establish a running list
J oint Responsibility to find and correct problems
Common Punch List Items (W.S. Varnedoe memorandum, dated May 9, 2005)
Scheduling of Final Inspections (W.S. Varnedoe memorandum, dated May 9,
2005)

Closeout Conferences
(S.D. DeWitt memorandum, dated May 8, 2000)

Terms of Contract
Liabilty Insurance
12 Month Guarantee
DBE & MBE Requirements
Contractors EEO Officer and MBE Liaison Officer
EO Compliance
FHWA-1273
Annual EEO Report (FHWA Form 1391)
Provide the posters to the Contractor for placement on the Bulletin Board
R-38
Recommended Topics for Preconstruction Conference
Page 2 of 4
R-39
Material Testing
Retainage & Prompt Payment
Submission of Records (Federal Aid)
Recommended Topics for Preconstruction Conference
Page 4 of 4
Surveying
Locations and Surveys Unit Representative to provide project control information
and electronic files
Permanent Control for Photogrammetry ( if needed)
Baseline control located and verified
Surveyors performing work
Manual on Construction Layout

Roadway Special Provisions
Specify Method of Clearing
Specify Method of Measurement for Earthwork
Discuss the Paving Expectations
Rideability and Pre-Paving Meeting (W.W. J ones memorandum dated J une 22,
2005)
QMS Specification Changes
QA Supervisors Comments
Density Method
Final Surface Testing ( Pavement Smoothness)

Traffic Signal Special Provisions
Signal Inspection Checklist

Structure Special Provisions
Bridge Construction Engineers Comments
Submittal Procedure

Plans
Review
R-40

FINAL PROJECT INSPECTION

PROCEDURES FOR SCHEDULING AND CONDUCTING FINAL PROJECT
INSPECTIONS

The Contractor and Resident Engineer should communicate and discuss punch list
items throughout the life of the project. Catch it as you go. Do a final everyday.
The Contractor should make a request to the Resident Engineer for Final Inspection
within 2 3 weeks of the project or portions, as provided in Article 104-17, being
complete.
The Division (Resident Engineer) will schedule a Final Inspection Date with the
Roadway and/or Bridge Construction Engineer(s).
Once the Final Inspection Date has been established, all stakeholders that desire to
participate in the Final Inspection should perform their evaluation of the project either
on or prior to the Final Inspection Date. Any recommendations should be provided to
the Resident Engineer for inclusion in the Final Punch List.
Prior to the Final Inspection Date, the Contractor should, at minimum, thoroughly
evaluate their project for the Common Final Punch List Items (attached) to ensure all
work is satisfactorily completed.
On the Final Inspection Date, a Final Punch List will be generated by the Resident,
Division Construction, Roadway Construction and Bridge Construction Engineers
from the evaluation of the project. Recommendations for other stakeholders will be
added to the Final Punch List.
Once the Contractor has satisfactorily completed all work detailed on the Final Punch
List, the Resident Engineer will notify the Roadway and/or Bridge Construction
Engineer(s) and the project will be accepted.
The Roadway and/or Bridge Construction Engineer(s) will complete the Construction
Engineer Inspection Report detailing the final acceptance of the project and
accordingly a letter will be provided to the Division and Contractor detailing such.
R-41

R-42
Final Inspection
Common Final Punch List Items

Asphalt Pavement
Good ride quality
Longitudinal joints in correct location (not under wheel path)
Transverse and longitudinal joint are smooth
No fuel spills on asphalt and shoulders
No segregation
Correct cross slope
No standing water or water stains
Valves and manholes adjusted to proper height
Driveways (tie-in, widths)

Concrete Pavement
All spalls/cracks repaired
J oint sealed
J oint in proper location
Ride quality acceptable
Tining performed to specifications requirements
Correct cross slope
Acceptable appearance
Drains adequately

Pavement Marking
Stop bars/cross walks/ arrows/ symbols per plan or specification
Thermoplastic/paint workmanship (straight, weeps in thermoplastic, right color,
width, excess marking removed, not placed over mud or dirt, proper thickness)
Retroflectivity of thermoplastic/paint
Roadway delineators (flexible and roadway)

Signs
Installed per plan
Correct orientation
Cleaned
Metals Engineer list completed
Overhead lighting inspection by Division
Overhead sign anchor bolts/nuts secured

Grading
No standing water in ditches, yard, etc.
Slopes graded to correct cross slope ( to include median ditches)
Project properly vegetated or seeded (no weak or bare areas)
All washes repaired and seeded
No more than one inch drop-off at edge of pavement (EP)
Mowing and topdressing has been performed
Erosion control measures removed unless otherwise directed
Common Punch List Items
Page 3 of 4
R-43
Guardrail/guiderail/barrier
Proper installation per Standard Drawings and manufacture installation procedures
Cross slope per standard drawing
Clear roadside recovery zone
No tack on rail end units or barrier
Workmanship (correct height, bolts on correct side and tight, tension on wire,
delineators, good finish on barrier, clean)

Drainage
Drainage structures cleaned out
Pipes are flush with inside wall of box/inverts poured
Pipes sealed properly
Frames and boxes grouted where weep was left during grading
Correct type of grate
Grate does not rock
Steps installed
Pipes clean
Not missing expansion joint material between box and apron, expansion joint sealed
Aprons are not damaged
Pipe near subgrade level inspected for crush or cracked sections

Miscellaneous Concrete
Sidewalk (good finish, joint spacing, no cracks, writing, or footprints)
Curb and gutter (good finish, joint spacing, no standing water, cracks replaced or
sawed and sealed, joints sealed)
Handicap ramps in correct location , installed correctly

Fence
No damaged areas
Tree/ debris removed

Signals
Inspected by Division Traffic Services
No stone in bottom of pullboxes
Signal head clearance
Improper welding or grounding

Overhaed lighting
Inspected by Division Traffic Services
Burn period performed

Borrow/Waste
Pits reviewed with property owners
Plan matches actual final condition of pit
All erosion control measures removed unless otherwise directed
Pit has been seeded with stand of grass established
Graded to drain
All washes repaired and seeded
Common Punch List Items
Page 3 of 4
R-44

General
Rocks and asphalt/concrete chunks removed
All stockpile areas cleaned and seeded and mulched
Trash picked up
Mail boxes adjusted/relocated

Structures
Asphalt not placed in bridge wing walls
Evasote J oint Repairs Inspect joints for spalling, excess glue on evasote seal,
splitting of seal at splice, properly installed evasote that is firmly bonded to joint
opening, damage to coating on armored angles, weep holes in angle should not have
voids, sound the metal angles for voids
Water test expansion joint seals as required in the project special provisions
Sound 50% of stay in place metal decking additional sound if problems are found
Clean concrete slurry from deck and barrier rail after grooving deck
Clean tack, oil, dirt, and debris from deck
Inspect Bearing position in relation to anchor bolts to ensure sufficient space for
future movement. Make adjustments as needed.
Remove concrete slurry from girders
Repair damaged paint on girders and diaphragms with same paint used by the
fabricator
Painting welds on sole plates
Painting ends of tie rods (concrete girders) with NCDOT approved bush on zinc rich
paint
Recess and seal expansion joint material between slope protection / end bents / wings
Recess and properly patch exposed form ties
Clean aluminum handrail and tighten all bolted connections
Check bolted endblock connection on aluminum handrail to ensure a bolt that can be
removed and reinstalled
Check guardrail anchor system patch spalling from drilling operation, tighten nuts,
make sure proper number of posts (even field drilling the rail to install end post near
at backwall
Install barrier delineators
Clean tops of caps and epoxy caps as required by plans check and repair damaged
epoxy as needed
Properly install pvc pipe, nuts, washers, and burr threads on anchor bolts
Remove all forming materials from end bent joints
Remove from fins from bottom of interior bent caps, bottom of overhangs, and other
chamfered edges
Patch overhang jack holes
Point and patch substructure as needed (deep air bubbles larger than a dime). Make
sure final surface finish is uniform avoid spotty looking patchwork
Review end bent caps and around perimeter of slope protection for scour holes fill
with flowable fill as needed
Trim top of permanent casing on drill shaft to elevation of concrete and remove
column forming support aids
Common Punch List Items
Page 4 of 4
R-45
Paint deck drain pipes and /or extend them on steel girder bridges
Recess and seal expansion joint material between cored slabs and end blocks and
interior bents
Install expansion joint material or backer rod in barrier at rail at interior bents and
seal

This list is not all inclusive of the items needed for final acceptance and should serve as a
list of common items needing attention prior to the Department performing a final
inspection.

Example 2

Preconstruction Conference Minutes
R-46
Preconstruction Conference Minutes
R-47

R-48

R-49

MONTHLY CONSTRUCTION CONFERENCE

The Resident Engineer should schedule regular construction meetings throughout
the course of the project. The frequency of this meeting should be determined by the
Resident Engineer and the Division Construction Engineer, but should not exceed 30
days.

RECOMMENDED TOPICS FOR MONTHLY CONSTRUCITON CONFERENCE

The purpose of these meetings is to discuss and resolve any problems that may
arise relating to the construction of the project. These may include:

1. Progress of the work
2. Contractors plan of operation
3. Coordination of stakeout and inspection with the Contracts plan of operation
4. Coordination of Subcontractors work
5. Utility adjustments (by others)
6. EO Compliance (J une/J uly Monthly Construction Conferences) Submission of
Annual EO Compliance review (FHWA Form 1391)
7. Plan revisions
New revisions
Status of previously identified revisions with anticipated resolution dates
8. Property Owner Issues
Ingress/egress of adjacent property owners
Specific concerns of property owners
Delays of Entry
Noise Issues
9. Maintenance of the project
Maintenance of traffic/traffic control issues (Review of Maintenance of Traffic
report(s) and any traffic accidents that may have occurred)
Installation and maintenance of erosion and sedimentation control devices
(Review of Erosion Control Report by inspection staff and/or by Roadside
Environmental staff)
10. Outstanding Items
Submittals
Claims
Supplemental Agreements
Request for Information
11. New Issues
12. Action Items

On those projects involving multiple construction contracts, these meetings
should be used to resolve differences among the Contractors, coordinate their work, and
review their progress as it relates to the construction schedule (see Article 105-7 of the
Standard Specifications.)
Attendees at these conferences should include the Resident Engineer and the
project superintendent and /or Project Engineer and any necessary subcontractors. It may
also include the Division Engineer, Division Construction Engineer, representatives from
R-50

R-51
the Construction, Materials and Tests, Roadside Environmental and Right of Way Units,
and representatives of outside agencies such as utility companies, permitting agencies
and municipalities, depending upon the nature of the business to be conducted.

The Resident Engineer should notify the Contractor and other interested parties in
writing of the date, time, and place of the meetings. In the notifications, those
individuals other than the project superintendent who should attend should be specified.
The Resident Engineer should submit minutes of the meeting within 7 to 10 days to
the Contractor with copies to the Division Engineer, Bridge/Roadway Construction
Engineers and meeting attendees and all other interested parties. Those receiving the
minutes should be requested to promptly notify the Resident Engineer when they believe
the minutes do not accurately reflect discussions at the meeting.
Example

R-52
Monthly Construction Meeting Minutes

R-53

R-54

R-55

R-56
INSPECTORS DAILY REPORTS
This report should be used to give a daily detailed account of all activities occurring
during the life of the project. A minimum of one report should be completed for each day,
beginning with the date work begins and carried to the date that the project is completed and
accepted, whether or not work is performed on the project. Additional reports should be
used as necessary to report the various operations that are performed on the project, such as
night operations and/or multiple shift work. The construction technician acting as the Lead
Project Inspector and each technician inspecting a specific Contractor operation should fill
out and turn in a daily report.
These original reports should be included as part of the Project Diary. For this
reason, the information should be legible and written either with ink or lead pencil, hard
enough to prevent smearing, but dark enough to be legible without difficulty reading. Care
should be made to provide a report that is neat, orderly, and that gives a complete account of
the daily activities. Other information needed to complete the report should include, but is
not limited to the following:

Construction Technician Inspectors:
A. Date, weather, hours worked, forces, and equipment.
B. Detailed description of operation.
C. Instructions to Contractor or Subcontractor.
D. Instructions from Resident Engineer or other NCDOT personnel.
E. Requests from Contractor and responses.
F. Detailed information concerning delays encountered.
G. Errors noted and changes needed or made.
H. Work available but not being pursued.
I. Contact with property owners.
J . Contact with utility companies.
K. Samples taken.
L. Checks made such as depth, width, correctness of cut/fill slopes, etc.
M. General comments on operations inspected.
N. Visitors and their comments.

The preceding items are given as a guide for the type of information needed and
is not intended to limit information placed in the reports. Each person writing a report
must use his/her judgment to determine what is adequate to provide a factual record of the
daily activities.
The following information should be used to complete each item on the Inspectors
Daily Report:

1. Contract Number: This is the number assigned to the project for construction purposes.
2. T.I.P. Number or WBS Number: This is the number assigned to the project if the
project is included in the Transportation Improvement Program. This should be the first
or primary number on multi-numbered projects. If a T.I.P. number is not assigned to the
project, list the WBS Number.
3. Inspector: This is the name of the Construction Technician who inspected the
contractors operation and is completing the Inspectors Daily Report.
4. Day: The day of the week should be shown in this space.
5. Date: The date for which the Inspectors Daily Report is written should be shown in this
space. If it is a holiday, the name of the holiday should also be listed.
6. Temperature: The high and low temperatures for the 24-hour period for that day.
These may be obtained from the weather station, local paper or measured on the project.

R-57
7. AM and PM Conditions: A brief description of the weather conditions for that day,
such as rain, cloudy, stormy, clear, etc. This should be for specific operations. This can
be different for the morning and afternoon of that day and for various locations of
operations.
8. Item(s) of Work: List the item(s) of work that is affected by the weather on this date.
The item of work is defined as an item of work, as determined by the Engineer, if delayed
would delay the completion of the project.
8a-d. Effect of delay: The amount of time during the day the item(s) of work
was delayed as a result of the weather.
8e: Remarks: Provide more detail regarding the weather delay such as 20
minute rain shower or Rain began at 3:30 p.m.
9. Accident: Indicate if an accident occurred within the project limits and what work, if
any, was being performed.
10. Accident Report: Provide the date of an accident report that is completed by a law
enforcement officer.
11. Visitors: The name, title, and organization represented should be documented, if known,
for any person visiting the project. This should not include the Resident or Project
Engineers. This would include members of the Division staff, Construction Unit,
Materials and Tests representatives, Design Engineers, Federal Highway Administration
representatives, city representatives, Design Engineers, Contractor's office
representatives, and supplier's representatives.
12. Engineering Staff: This section should be used to record all NCDOT engineering field
personnel on the project who are normally staffed to the Resident Engineers office. This
would include the Resident and/or Assistant Resident Engineer who are on the project
that day. Other NCDOT personnel who are not staffed to the Resident Engineers office,
such as Materials & Tests Unit, Construction Unit, or Division personnel, should be
shown in the area labeled Visitors.
13. Contractors Name: List the name of the Prime Contractor.
14. Contractors Personnel: Write the number of personnel the contractor has on the
project for each appropriate position type.
15. Hours: Write the number of hours each type of personnel was on the project.
16. Subcontractor/Utility: List the names any subcontractor or utility contractor that is
performing work on the project this date. Multiple Inspectors Daily Reports may be
needed to document the work performed for each subcontractor or utility contractor.
17. Contractor/Subcontractor Number: Write the number that corresponds with the name
of the contractor/subcontractor listed in Section 13 or Section 16 whose equipment you
are listing.
18. Contractors Equipment on Project: The number and types of equipment on the
project should be documented daily. It should be noted whether the equipment is
operating. As an alternate method to listing each piece of equipment in detail each day, a
reference listing may be established in the front of each Project Diary with a number
assigned to each piece of equipment and its detailed description. This reference number
can then be entered in the daily entry in lieu of repeating the detailed description each
day.
19. Number of Pieces: This represents the number of pieces of each type of equipment the
contractor has on the project. This number should include equipment that is in use and
not in use on this date.
20. Number Used: This represents the number of pieces of each type of equipment the
contractor is using on this date.
21. Total Hours Used: The number of hours each piece of equipment is used during the
day.

R-58
22. Details of Daily Operations: The description of work should be documented giving a
clear and concise account of each operation that was performed on the project on a given
day. A detailed description of each construction operation should consist of the
Contractor's personnel involved, equipment used, hours worked (time work began to time
work ended), location of the work, and the work performed. If the daily report includes
more than one operation, the time, labor, and equipment for each respective operation
should be shown separately. Documentation of project meetings, such as Monthly
Construction Meetings, Pre-pour, and Pre-drill meetings, should be included in this
section. (See Tips for Writing Inspectors Daily Report at the end of this section).
Materials received on the project to be used in an operation should not be
documented here unless there is something unusual about them, such as rush delivery,
certification, etc. An example of material received that should be documented would
be grates and frames that were not pretested prior to delivery and would delay the
Contractor's operation until testing could be performed. The construction technician
inspecting should document anything here that is unusual to the operation being
inspected.
The status of a particular operation at the end of each day should be noted. If the
Contractor was fine grading and completed a section, this should be noted in the
Details of Daily Operations. This section of the report is the most important. It
should present a clear, concise picture of what actually transpired on the project on a
given day to anyone reviewing the diary several years in the future.
23. Inspection Details (Items Checked/Results/Corrective Actions): This section
documents actions taken to ensure the construction is in compliance with the project
plans and specifications and with instructions from the Resident Engineer or other
NCDOT personnel. This section should also be used to document any instruction given to
the Contractor or comments from the Resident Engineer or other NCDOT personnel. If
any tests or checks have been performed by NCDOT personnel, the test or check
performed and the results should be included as part of inspection of daily operations.
List specific or ranges of values for tests or checks performed where the results are
passing or are in accordance with the specifications. (This is not intended to be a
repetition of all tests documented elsewhere. You can reference books or other
documents where the results of tests and checks are documented such as concrete batch
tickets, field books, asphalt tickets, etc.). If the test had a failing result or if the check of
the work was not acceptable in accordance with the specifications, any comment or
recommendation given by the NCDOT personnel regarding the failure should be noted.
24. Traffic Control: This section should detail the review of traffic control regarding the
project or operation. It should document any instruction given to the contractor or
comments from the Resident Engineer or other NCDOT personnel. It should also note
any changes in the traffic pattern and indicate the phase of construction as it pertains to
the Traffic Control Plans. This section should also document if the traffic control is
installed in compliance with project documents. Note the beginning and ending of any
contract Intermediate Contract Times.
25. Inspectors Signature: Signature of the Construction Technician who inspected the
work performed by the contractor and completed the Inspectors Daily Report.

Do not hesitate to use several pages for a single day's entry if necessary. Remember,
the personnel actually involved in the project construction are the only ones who can present
a true and accurate picture of the project and others who must use the diary at subsequent
times depend upon field personnel for this documentation.
Entries should be made on the day of the final inspection indicating those
present, remaining work to be performed, etc. Subsequent entries should be made

R-59
when final inspection recommendations are being performed as well as an entry
documenting when all recommendations have been completed.

Construction Technician Party Chief

This report should be used to give a detailed account of all activities occurring during
the life of the project. A report should be completed to document the surveying performed
on a project or to document events that have occurred regarding surveying (i.e. contact with
property owners, Contractor requests, plan changes). The construction technician acting as
the Party Chief should complete a report as needed for each project and daily submit the
report(s) to the respective Lead Project Inspector(s).
These original reports should be included as part of the Project Diary. Information
needed to complete the report should include but is not limited to the following.

Construction Technician Party Chief:
A. Date, weather, hours, and personnel.
B. Give details of work performed by location and station number.
C. Contractors request for stakes: It should be noted as to whom requested stakes and at
what time the request was made. It is good practice to request that the Contractor and
Subcontractors personnel channel all requests for staking through the superintendent.
D. Action taken on request for stakes: If the Contractor was told that it would be at least one
day before the requested stakes could be set, this should be documented along with the
reasons why.
E. Any replacement stakes required should be noted along with an accurate record of time,
labor, equipment and materials spent on this work. This should include lost time in
remobilization, travel, etc.
F. Any instructions given to the Contractor concerning stakes. If cut sheets or any other
written information is given to the Contractor, a copy should be kept by the Party Chief.
G. Any instructions from NCDOT personnel.
H. Any contact with property owners.
I. Any delays in staking encountered: If the Contractor requests a bridge site be staked and
upon arriving at the site it is discovered that the area is not sufficiently cleared, graded,
etc., this should be documented along with the fact that the Contractor was informed of
reasons the site could not be staked. The date the site is available for stakes should be
subsequently noted.
J . Any comments that would be pertinent to the project status should be recorded.
















R-60

















































This page left blank intentionally
























R-61

R-62

R-63
Example 1
R-64
Example 1
R-64
Inspector's Daily Report

R-65
Example 2
R-66

R-67
Example 3
R-68

R-69
Example 4
R-70

R-71
Example 5

R-72

R-73

R-74
Tips for Writing Inspectors Daily Reports

Write daily reports each day. It is difficult, to remember all of the details after the fact.
With legal proceedings, diary entries made after the fact may be considered inadmissible
in court.
Who, What, When, Where, Why.
Write diaries such that someone not familiar with the job can understand what is
going on. Many times the daily reports are used to evaluate a claim others, years after
completion of the project.
Details. Use Stations, Alignment, Lane numbers, Right/Left, Structure Numbers, etc.
Be careful referencing local names of businesses. Remember, that businesses change,
and others reviewing a claim may not know the local businesses. You may use them as a
quick reference, but follow it up with Stations and alignment information.
List instructions to a Contractor, as well as whether or not they follow through with
the instructions. List instructions by you or others, i.e. Resident Engineer, etc.
List delays to operations, conflicts, payment disputes, etc.
If the Contractor is performing work at no cost to the Department, explain why the
work is No Pay. Be specific and thorough.
Record what you measured or tested and if it was in accordance with the contract
documents or not. (i.e. Densities, saw cut depth, tightening of bolts, etc.)
It does not hurt to reference an operation that another inspector is looking after if it
affects the operation you are inspecting.
Note the items of work that have been completed. (i.e. Completed backfill of
Structure Number 152).
Note start and completion of ICTs. (i.e. When ramps/roads are closed and opened).
Refer to Contractor as The Contractor or the specific name of the Contractor.
Stay away from referring to them as They.
Dont write personal opinions of the Contractor. It is OK to write, I have informed
the Contractor to do XYZ three times, but it has failed to be performed. However, do
not continue and say, this Contractor has no character, etc. Do not write malicious
comments in your diaries.
Write the Subcontractors name at the top of the Details of Operations section.
Write one diary per work shift.
Write legibly!

R-75
PROJECT DIARY

The Project Diary is a summation of all of the daily activities on a project. This diary
should be written so that it will represent the status of the project each calendar day to
anyone reviewing it in future years.
The Project Diary should consist of a Project Diary summary sheet (Form CU-D),
followed by all of the original Inspectors Daily Reports. The Project Diary sheets should be
bound between two Project Diary cover sheets to an approximate thickness of 1-1/2 inches.
It is not necessary to bind Project Diaries by month. These cover sheets are preprinted with
the required project and book information on the outside front cover, significant dates, and
Resident Engineer review on the inside front cover, and instructions for the diary preparation
on the inside back cover.
An entry should be made for each day, beginning with the date work began and
carried to the date the project is completed and accepted for maintenance. This entry should
also be made on the Project Diary summary sheet (Form CU-D). This form can also be used
for periods of project inactivity or No Work entries. The date of the Preconstruction
Conference, utilities beginning work, or any other such date deemed important by the
Resident Engineer should be included in the first diary and can also be recorded on the
Project Diary summary sheet (Form CU-D) where appropriate.
It is the Lead Project Inspectors responsibility to ensure that all pertinent
information is included from the Inspector's Daily Reports to become part of the
Project Diary. The Lead Project Inspector should review all Inspector's Daily Reports to
ascertain their legibility, accuracy, completeness, etc., as part of the daily review process.
These reports should be written with ink or lead pencil hard enough to prevent smearing, yet
dark enough to be legible without reading difficulty. Clarification or expanded comments
may be added to the daily report if needed but should be dated and initialed by the
individual making clarification.
Most days will require more than one Inspectors Daily Report for the various
operations, such as grading, pipe, bridge, seeding, etc. The Project Diary summary sheet
(Form CU-D) should be completed by the Lead Project Inspector to list these reports under
Contractor/Subcontractor and Description of Operation. This should give the Resident
and others reviewing the diaries a quick overview of the Contractor/Subcontractors
operations on the project that day.
The Lead Project Inspector should compile the Project Diary summary sheet and the
Inspectors Daily Reports and submit them to the Project Engineer daily. The Project
Engineer should review the Project Inspectors summary and the daily reports and provide
details of significant occurrences, such as details of operations, significant conversations,
field meetings, Contractor requests and Engineer directives. The Project Diary summary
sheet (Form CU-D) contains specific information regarding delays to the Contractor and
work in dispute.
Information required for the Project Dairy Summary Sheet (Form CU-D) includes the
following items, referenced by number on the example form:

1. Contract Number: The contract number assigned to the project for construction
purposes.
2. Day and Date: The day of the week and calendar date should be shown in this space.
Holidays should also be identified as part of this line.
3. Weather: This should be a descriptive term that best describes the weather condition for
the project that day, such as rain, thunder storm, cloudy, clear, etc. The effects of the
weather, if inclement, on each operation should be shown on the individual Inspectors
Daily Report.

R-76

Example:
If showers occurred only on a particular portion of the project and did not interrupt all
operations, this should be noted on the Inspectors Daily Report.

4. Temp: The high and low temperature covering the 24-hour period for that day. This
information may be taken from a local weather channel, local paper, or field
measurement.
5. Contractor/Subcontractor and Description of Operation: These sections are
provided to identify the Contractor(s) and types of construction activity occurring on the
project that day. This section is not intended to be used to rewrite the Inspectors Daily
Reports, but to list or summarize the daily reports. The Contractor/Subcontractor(s) on
the project should be listed with the construction activity.
6. Delays to Contractors Operations: This item should be checked Yes or No for each
day. If there are delays, a follow-up explanation is needed on the following line, such as
heavy rains, too wet, no stakes, etc.
Note any conditions tending to delay the work and the termination or correction of
these conditions. Also note any unforeseen difficulties encountered on the project, such
as utilities not relocated or not shown on plans, right-of-way difficulties, insufficient or
erroneous stakeout, insufficient personnel or equipment, interference by another
Contractor or Subcontractor, incorrect or insufficient supply of materials, etc. This is
very critical information.
Delays to the Contractors operations that are caused by the Department should also
be documented to provide an accurate and factual record of the delay. Department
personnel often hesitate to document their errors or Department-caused delays in the
diary because they feel this is a reflection upon them or it is helping the Contractor. It is
the Departments responsibility to document all facts so that the Contractor is properly
compensated by additional compensation or additional contract time for all that he is due
under the terms of the contract. It is also imperative that documentation be placed in the
Project Diary as to the time and date that the delay to the Contractor's operations was
resolved or removed and the Contractor was no longer prevented from performing the
subject operation. Even though the Contractor may choose not to commence this
operation immediately after removal of the encumbrance, the time and date that the
conflict was cleared to the point that he could resume operations must be documented in
the diary.
7. Was Any Work Performed Today In Dispute? This entry should be checked either
Yes or No for each day. If there is disputed work being performed, a follow-up
explanation is required on the next line. Disputed work would be any work that has the
potential for a claim. This explanation should identify the work and nature or basis of the
dispute, such as pipe installation - deeper than bid, fine grading - wasting surplus
shoulder material, etc.
8. Compiled and Signed Daily by the Lead Project Inspector: The Lead Project
Inspector should review all sections of the Project Diary for completeness and accuracy.
He should sign the form in this space to signify its acceptability as the Project Diary for
that day. This review should be made daily and submitted to the Resident Engineers
office within two days.
9. Reviewed By: The Project Engineer should review all sections of the Project Diary
summary sheet and Inspectors Daily Reports for completeness and accuracy. He should
initial the form in this section to signify its acceptability as the Project Diary for this day.
This review should be made weekly.

R-77
10. Project Inspectors Comments: This section allows the Lead Project Inspector to
provide comments or further explanation of todays activities such as delay to the
contractors operation or work performed in dispute. This section can also be used as the
master diary summarizing what operations were performed.
11. Project Engineers Comments: This section allows the Project Engineer to provide
comments regarding the project such as the following:
General comments upon status and condition of work
Instructions given or received
Contact with property owners
Coordination of stakeout or inspection performed
Detailed explanation of any delays or conflicts to the Contractors operations
Any coordination performed as to sampling or testing
Contact with utilities or city representatives
Any decisions rendered
Requests by the Contractor

The preceding information is intended to be used as a guide in preparing the Project
Diary. This is considered to be the minimum amount of project information needed and is
not intended to limit other project data that the Resident Engineer feels pertinent. The
Resident Engineer and/or Project Engineer may also include a daily report if this method
would provide a better tool for documenting daily administration activities.
In summary, the Project Diary is one of the most critical and important project
documents. It is the Resident Engineers responsibility to ensure that all pertinent data is
placed in the Project Diary. Any comments the Resident Engineer feels would clarify the
status of the project to someone using the diary at a later date should be made. All entries
that would aid a person checking the final estimate or reviewing a Contractor's request for
additional compensation or time extension should be indexed in the front of the Project
Diary.
The General Statutes provide that project diaries are not public records until after the
final estimate is paid. Accordingly, the general public and Contractor should not be allowed
access to the Project Diary, the Engineers Weekly Report or the Inspectors Daily Reports.
An exception to this is when there are claims or legal actions not between the Department
and the Contractor. See Public Information in the Records and Reports section of the
Construction Manuel.
The foregoing is a general concept of what the Project Diary is and what needs to be
placed in it. The Resident Engineer should use his judgment based upon his individual
circumstances as to how he can best provide a factual record of the project in the Project
Diary.

R-78

R-78


R-79


Example

R-80
Example

R-80
Project Diary Project Diary



R-81



R-82
ENGINEERS WEEKLY SUMMARY

The Engineers Weekly Summary is a summation of project progress for the week.
This should include completion of major sections of work, completion of milestones, notes of
conflicts or potential conflicts to the contractors operations, issue resolutions, etc. The
Engineer should also include observations and concerns regarding safety, environmental
concerns and project progress.
The Resident Engineer and/or the Project Engineer should complete the Engineers
Weekly Summary. The Resident Engineer should complete the Engineers Weekly
Summary at least weekly. He may choose to complete a summary sheet more often. The
Project Engineer may also choose to complete a Summary sheet to document occurrences on
the project as well or he may choose to continue to document his comments, observations
and instructions on the project diary sheet. The Engineers Weekly Summary will be
attached to Project Diaries that are completed for a week from Monday to Sunday and
become a part of the overall Project Diary. The summary should include information from
significant conversations and correspondence between the Engineer and the Contractor,
municipalities, utilities, environmental agencies, Department Design Units, property owners,
etc.
An Engineers Weekly Summary sheet should be completed for each week beginning
with the date work began and continued through the date the project is completed and
accepted for maintenance. Information to note is the date of the Preconstruction Conference,
meetings with the permitting agencies and utility companies, utilities beginning work or any
other dates deemed important by the Engineer should be included in the Engineers Weekly
Summary.
The Engineers Weekly Summary sheet should be completed and signed by the
Resident Engineer weekly. Information required for the Engineers Weekly Summary sheet
includes the following items, referenced by number on the example form.

1. Contract Number: This is the number assigned to the project for construction purposes.
2. T.I.P. Number or WBS Number: This is the number assigned to the project if it is a
project included in the NCDOT Transportation Improvement Program. If a T.I.P.
number is not assigned to the project, list the WBS Number.
3. Week Beginning: This is the date of the Monday that begins the week of the summary.
4. Engineers Summary: This should include a summation of the project progress and
activities performed during the week beginning on Monday and ending on Sunday. This
should also include significant completions of controlling operations or milestones, issue
resolutions, identification of conflicts or potential conflicts to the contractors operations,
requests from contractors and responses, identification of current controlling operations,
etc.
5. Contractors Controlling Operation(s): The Engineer should list the Contractors
controlling operation(s) each week or when there is a change in the controlling
operation(s). If the controlling operation changes within the week, the new controlling
operation should be noted and dated. Article 101-28 of the Standard Specifications
defines the current controlling operation(s) as Any operation or operations, as
determined by the Engineer, which if delayed would delay the completion of the project.
6. Engineers Signature and Date: The signature and date of the Engineer completing the
weekly summary.


R-83

R-83



R-84
Engineer's Weekly Summary