Field Administration

Volume 5, Chapter 12


This chapter addresses the administration of and responsibility for activities at the job site, or "field" level. 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.



- Long Form, Specifications.

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

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- Long Form, Specifications.
- University policy: "Capital Improvement Program Management" (see FM1:5.1).
- Responsibilities of the Inspector

Inspection differs from field observation in that inspection is detailed examination of the work.

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. One of the inspector's duties is to prepare a daily report; the suggested content and format of this report is shown in RD3.3, 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 (see FM3[II]), 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.

12.2.1 Allocating Inspection Responsibility

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 supervises, directs, and controls the performance of a Facility employee. Inspection responsibility must be assigned during development of agreements for the design professional, construction manager, and project manager. Specifications, Division 1, specifies the roles and responsibilities of inspectors.

12.2.2 Basic Inspection Staff

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.

12.2.3 Geotechnical Engineering and Inspection

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 perform- ance 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 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.

12.2.4 Hospital Safety Standards and Inspection


- 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.
- Health and Safety Code, Sections 129675 - 130070, known as the Alfred E. Alquist Hospital Facilities    Seismic Safety Act of 1983.
   (To access the above Health and Safety Code reference, please go to the Table of Contents for the California Health & Safety Code)
- Long Form, Specifications.

The Health and Safety Code requires the Office of Statewide Health Planning and Development (OSHPD) 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 OSHPD.

OSHPD requirements include:

  • OSHPD designation of the inspector. The Facility must submit the inspector's name and qualifications to OSHPD for approval.
  • Submittal of a quarterly verified report by the inspector to OSHPD. This report must also be submitted by the design professional, the design professional's consultants listed in the Project Directory, and the contractor.
  • OSHPD issuance of a special OSHPD Building Permit. The University or University's Representative completes and submits the permit.
  • Submittal of a Licensed Contractor's Declaration. The University's Representative has the contractor complete the declaration form and forwards the form to OSHPD.
  • 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 OSHPD approval before making the changes.
  • 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 OSHPD during the design submittals. The University's Representative makes these submittals for the contractor. The Specifications may require contractor to submit to OSHPD and obtain necessary approvals on contractor designed portions of the work.

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 - Long Form, Specifications.

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, Section 01400, states 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 (see FM3[II]).

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 Section 01400, Article 4, states 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.

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 - Long Form, General Conditions.

University Responsibilities. The University is responsible for hiring a surveyor to establish the 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.

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- Long Form, Specifications.

Project progress meetings are held to discuss and resolve issues concerning 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.

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- Long Form, General Conditions. - Long Form, Specifications.

The contractor is solely responsible for initiating, maintaining, and supervising all safety precautions and programs in connection with the performance of the contract. 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 working place and materials and equipment to be incorporated therein.
  • Other property at the project site and adjoining property.

Specifications, Section 01060, requires the contractor to comply with Federal Occupation Safety and Health Administration regulations and the California Health and Safety Code.

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Change No. 12-005-D (Revised May 22, 2012)

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