Construction Activities and Quality Management

Construction Activities and Quality Management
presented by Russ Alber for the Subcontractor Safety Subcommittee December 16, 2011

Present Environment for Construction Tasks and Projects Laboratory Expectations Controlling the Contract and the Contractor Job Requirements / Responsibilities Subcontractor Quality Control Subcontractor Cooperation
Present Environment for Construction Task & Projects

Subcontractors are required to have a Safety Program. Subcontractors are required to have a Quality Control Program.
Present Environment for Construction Tasks & Projects

Training More ES&H Presence and Resources Hazard Analysis Expanded Use of the Work Notification Permitting Requirements Integrated Safety Management (ISM)
Laboratory Expectations (Our Mission)

That work (construction projects and tasks) be performed
in accordance with applicable drawings and specifications (the contract documents), completed on time, and within
the approved budget;

That there be flexibility in design with the appropriate authorities and approvals;
That there is consistency and standards in dealing and

interacting with laboratory construction subcontractors.
Laboratory Intent
Reduce the number of T&M tasks.
Develop a well defined scope of work for projects and tasks. Allow for and work for a more competitive environment. Attain more control of the construction projects and tasks we perform.
Learning Objectives
Define Construction Activities Distinctions Between Construction Activities at Fermilab Responsibilities TM & CCs Contract Documents
Learning Objectives (cont.)

Subcontractors ES&H Plan Subcontractors Quality Control Plan Fermilabs Construction Quality Assurance Program Building Authority
Construction Activities
Any combination of engineering, procurement, erection, installation, assembly, or fabrication activities involved in creating a new facility or altering, adding to, or rehabilitating an existing facility. It also includes the alteration and repair (including dredging, excavating and painting) of buildings, structures, or other real property, as well as any construction and excavation activities conducted as part of environmental remediation efforts. Projects defined as maintenance projects under the Davis-Bacon Act definition may be considered construction projects under this definition.
Construction Activities (cont.)

At Fermilab construction activities include all projects and tasks performed by subcontractors for the purpose of creating a new facility or altering, adding to, or rehabilitating an existing facility.
A facility includes the buildings and surrounding properties, all underground enclosures, beam lines and detector halls, utilities, and technical equipment normally handled and installed by subcontract labor, such as magnets, cable tray, and shielding.
Construction Activities (cont.)

Electrical
Carpentry Rigging Piping Systems Sheet Metal Roofing HVAC
Excavating
Tunneling Operations Painting Insulating Conveying Systems Mechanical Systems Survey & Alignment
Concrete & Masonry

Drilling
Structural Work
Fencing & Landscaping
Distinctions Between Types Of Construction Activities at Fermilab

Direction of Labor by the Subcontractor; (i.e. Fixed Price) Direction of Labor by Fermilab; (i.e. Time & Material)
Direction Of Labor
Fixed Price Vs Time & Material
Activity Schedule Scope Design Safety Responsibility Quality Control Responsibility Work Activities Fixed Price Direction of Labor by the Subcontractor Can be conveniently scheduled and competitively bid. Scope of Work is Definable Formal Design and Specification In Place (part of the bid documents) Subcontractor / Oversight by Fermilab Subcontractor / Fermilab QA T&M Direction of Labor by Fermilab Task is time dependent. Work scope is minimally defined. Scope of work and work instructions are normally given verbally. Fermilab per Fermilab General Conditions, FESHM, and OSHA Fermilab per work smart standards, standard work practices, and/or manufactures specifications Normally completed by a single discipline or a minimum of closely related disciplines. Brought to the attention of the FESS T&M Coordinator for action.
Normally require coordination of services from lower tier subcontractors and craftsmen of multiple disciplines. Brought to the attention of the Procurement Administrator for action.
Issues Of Performance
Work Activities of Task Managers and Construction Coordinators

Direction of Labor Design Drawings, Sketches, & Specifications Design Reviews Meetings Project/Task Schedule Documentation and Records ES&H Permits Procurements

Code Compliance Environmental Inspection Daily Work Instructions and Assignments Field Directed Changes Testing Payment Authorization Conflict Resolution Quality Control & Assurance Controlling the Contract
Design, Drawings and Sketches, and Specifications

Construction Coordinator Task Manager
Provides expertise, design or input to design.
Provided by Design Group
Applies the Work Smart Standards. Provides specifications for work performed, materials, and
equipment.
Obtains DP-18 Review
Design Reviews
Construction Coordinator Task Manager
Participates in design reviews of contract documents (drawings and specifications)
Initiates design reviews as necessary or as required by his/her division.
DP-18 Reviews are required!

Purpose of Design Review

Bidability
Constructability
Operability

Bidability
Ensure that the contract documents provided to the bidders are free of ambiguities and errors.

Constructability
Review the ease at which the design project can be built and; that the contract documents can be understood, administered, and enforced.

Operability
Review the contract documents for the ease at which the project/facility can be operated and maintained.
DP-18 Review
A single line of management will be established for each construction project regardless of the number of phases involved and/or crossover of organization lines. Where different divisions/sections are responsible for individual phases of work, a memo of understanding will be generated by the organization holding the budget, clearly establishing line responsibilities and interfaces for project management and oversight including ES&H.
DP-18 Review
Unless the director delegates the responsibilities to another organization for a specific project, FESS shall have the responsibility for all construction activities. Professional architectural and engineering principles shall be applied to the planning, design and construction of facilities and other structures at Fermilab. Contractors and Subcontractors shall be monitored by FESS personnel, or others as delegated by the director, to assure compliance with all applicable Fermilab policies and procedures, including ES&H requirements. The ES&H Section will independently oversee the performance of construction contractors and provide support to the FESS Construction Task Managers. The Associate Director for Operations Support will review all proposed building construction and modifications for sustainability and compliance with building and safety codes. The director or his deputy will review all modifications for aesthetic considerations. Building modifications are defined as any modification which modifies any structural element of the building, adds or removes additional interior walls, or modifies any of the existing high voltage electrical, HVAC, fire protection, sanitary sewer, potable water, or industrial water services. Review of technical equipment modifications is not included in this definition unless it necessitates modifying one of the above. FESS's Engineering & Planning Group will review any proposed modifications and report to the Associate Director for Operations Support.
DP-18 Review
How? Submit sketches, quotes, pictures, etc. Submit to:
Maria Martinez x6598 FESS Engineering - MS214 galvez@fnal.gov
Approvals will be returned when review is complete
Contract Documents Contract Forms

Agreement Performance Bond Payment Bonds Certificates
Contract Documents Conditions of the Contract

General Conditions Administration of the Contract Applicable Standards Supplementary Conditions Unique Requirements Modifications and Additions
Contract Documents
Actual Work To Be Completed
Technical Specifications Drawings Addenda Contract Modifications
Changes Orders Supplemental Instructions


Meetings
Construction Coordinator Pre-Bid (if required) Pre-Construction Preparatory Weekly Progress Update Punch List Beneficial Occupancy Final Inspection and Acceptance Task Manager
As required by his/her division.

As required to maintain understanding of the work to be preformed. Documented to avoid misunderstandings.
Project/Task Schedule
Construction Coordinator
Audits subcontractors schedule for work progress and adherence to milestones specified in the contract documents. Coordinates Laboratory interfaces and interferences.
Task Manager
Directly responsible for schedule interfaces and milestones.
Documents and Records

Anything that would give us a paper trail as to the scope of work contracted for, Anything that would demonstrate capability of
safe operation,
Anything that would demonstrate assurance of
quality of the work performed and the installed

materials and equipment.
Documents and Records

Examples:
Purchase Orders / Release Order / Contract Documents Daily and Weekly Construction Reports or Notes Meeting Minutes and Notes Memos and Letters Specifications As-Built Drawings and Sketches Progress Photos Hazard Analysis Permits
Documents and records are to be maintained as part of a permanent project file.

until dismantlement or disposal of the facility, system or process;
or when superseded, obsolete, or removed from service

(DOE ADMIN Schedule 14 - Record Retention Requirements)


Permits
Arranges for permits as necessary. (i.e. WP&N, burning and welding, electrical, road closures, excavation, confined space, and concrete coring)
Task Manager
Arranges for permits as necessary. (i.e. WP&N, burning and welding, electrical, road closures, excavation, confined space, and concrete coring)
Permits
Work Permit and Notification Form Hazard Analysis Fire Protection System Disablement Confined Space Entry The Burn Permit Electrical Hazard Analysis / Work Permit Potable Water Permit Waste Water Discharge To Sanitary Sewers Permit Radiological Work Permit Excavation Permit Road Closings
Work Permit and Notification Form

(FESHM Chapter 2020)
Work planning tool intended to inform persons of impending work in their area.
Identifies affected systems.
Identifies permit requirements.

Identifies required training for those performing the work. Required for all construction projects
Requires sign off by Task Manager/Construction Coordinator, Building Manager, and Division SSO.
Hazard Analysis
Tool For Planning Safe Work Activities
Assures Communication of Safe Work Activities to Those Persons Performing the Work
More about this in Construction Safety Program following this presenter
FESHM 2060 Work Planning
Construction Subcontractors
7010 Section 5.3 requires a written Hazard Analysis (HA) for all construction work, regardless of who performs the work Depending on the subcontract requirements, Subcontractor may have to submit a corporate ES&H Program Plan
Electrical Hazard Analysis/Work Permit

Required for work on: Power distribution panels; Transformer primary or secondary; Motor Control Centers; Equipment listed above that is de-energized, that has the potential to be energized, or that is energized; or Judged by competent authority to be significantly complex and/or hazardous.
This is not LOTO
Electrical Hazard Analysis/Work Permit

Not Required for work on;
Branch Circuits; Utilization equipment downstream of the point of outlet; Electrical work that simply involves the physical application of locks or tags on AC power distribution equipment, as typically associated with LOTO for utilization equipment or configuration control; or Construction or installation of new transformers and panels that are not capable of being energized. Requires TM/CC NFPA 70E Training for LOTO & Verification
Excavation Permit
Required before any excavation activity starts.

Includes any man-made cut, cavity, trench, or depression in an earth surface, formed by earth removal. Forms and sketches are prepared and submitted to
the Fermi-JULIE Coordinator by the TM/CC.

Restricted areas see GIS System
SIMPLE approach to Safety

S I M P L E = = = = = = Scope Integrate Mitigate Plan Lessons Learned Execute
Exercise Initializing a Task
Problem: Prepare Work Permits and Notification Forms for the Following work scopes. Identify necessary distribution on the reverse side.
http://www-esh.fnal.gov/pls/default/wpnf.html
1. Install two runs of 12 cable tray the length of the Mini-BooNE, 8gev tunnel (approximately 500). Ceiling height is 11. Trays will be mounted on the south wall of the tunnel above the magnet string. Repair an industrial cooling water leak along the berm at G2. Excavation is within 50 of the toe of the berm. Install a slop sink for Janitorial in the shop area of Lab 4.
2.
3.
Verification of Training
Training must be verified and documented before the work can begin for the following activities: (Required for Fixed Price and T&M Activities) Work in permitted confined spaces. Work in areas where an oxygen deficient hazard may exist.
Work in and around radiation areas and materials.

Work where use of a respirator is required.


Procurements
Construction Coordinator Audits subcontractors schedule for procurements. Assures that material submittals are appropriately approved. Assures that materials will appear at the work site on time. Task Manager Directly responsible to prepare and process procurement actions. Assures that materials will appear at the work site on time. Assures that delivered materials and equipment meet specifications.
Code Compliance
Audits/inspects conformance to plans and specifications provided by the engineering team. Audits subcontractor to applicable codes and standards. (Work Smart Standards)
Task Manager
Responsible to ensure that work is performed to specifications provided, and applicable codes and standards. (Work Smart Standards)
Authority Having Jurisdiction

Electrical Safety Subcommittee http://esh.fnal.gov/xms/ Letter dated April 12, 2011, limited delegation of Authority Having Jurisdiction for Electrical Safety Fire Safety Subcommittee http://esh.fnal.gov/xms/ Letter dated April 12, 2011, limited delegation of Authority Having Jurisdiction to Jim Priest, alternate Fire Safety Subcommittee
Environmental
For FESS TM/CCs Environmental Review Form from FESS ES&H website or http://fess-oracle-web.fnal.gov:8085/FessEnvironmentalReviewProj-war/home.seam
Construction Coordinator Audits conformance to the environmental sections of the subcontractors ES&H plan. Audits conformance to the requirements of the contract documents.
Task Manager Directly responsible for environmental concerns and issues per FESHM.
Inspection
Construction Coordinator Audits subcontractors inspection activities. Assures that the subcontractor meets the requirements and/or intent of the contract documents. Responsible for Quality Assurance Task Manager Directly responsible to inspect and accept installed materials and systems. Responsible for Quality Control. (Task Sponsor is responsible for Quality Assurance.)
Daily Work Instruction and Assignments

Audit responsibility only. Reviews submittals on critical tasks. Assures that the subcontractors personnel are appropriately trained.
Task Manager
Arranges, coordinates and assigns specific work activities for craftsman and technical support personnel. Direct responsibility for training in work processes as the task requires.
Field Directed Changes

Construction Coordinator Review/Revise Hazard Analysis Authorized to $5K Contractors Estimate FESS Eng Review; (CC,PC, & Estimator) Direction to Proceed Notify Contract Administrator Documentation Task Manager Review/Revise Hazard Analysis
No Authority to Overrun a T&M Task.

Direction to proceed as required by his/her Division
Testing
Audits subcontractors activities to assure compliance to specifications. Includes submittals on materials, equipment and systems.
Task Manager
Direct responsibility for testing of materials, equipment, and systems.
Payment Authorization
Audits and confirms subcontractors progress per his schedule. Authorizes progress payments.
Task Manager
Audits and approves hours worked. Approves receipt of goods and subcontracted services received.
Conflict Resolution
Resolves conflicts through the BSS Contract Administrator
Task Manager
Resolves conflicts through the FESS T&M Coordinator


Quality Imperative
What Is Quality?
Customer Satisfaction
Product and Service Quality Quality of Internal Operations
Stakeholders
Those people that tend to gain

or lose by the policies and activities of an organization.
Subcontractor Quality Control

The Subcontractor is responsible for all activities necessary to manage, control, and document work so as to ensure compliance with the subcontract documents.

Purpose:
Ongoing and continual system of planning future activities. Ensure the the subcontractor is adequately prepared to begin a phase of work. Eliminate deficiencies.

Plan or program includes:
A Corporate Quality Assurance Plan Project Quality Control Plan Updates to the PQC plan for particular
activities or changes to the project.

What to look for in the Subcontractors program.

The name, qualifications, duties, responsibilities, and
authorities for each person assigned to carry out the

program. Control, verification, and acceptance testing procedures. Documentation Requirements Procedures for tracking preparatory, initial, and follow-up control phases of the work. A list of definable features of work for the project.
Subcontractors Quality Control Plan Necessary Components

Contractors QC organization Qualifications of QC personnel Responsibilities & authorities Definable features of work Procedures for submittals Plan for control testing Project hazard analysis (PHA) Test report submissions Punch list & deficiency corrections Documentation procedures QC by subs / suppliers As-built Drawings Plan for Phased Control
Quality Responsibilities
Reviews and accepts the subcontractors Quality Control Plan. Audits the subcontractors work activities to his plan. Assures subcontractors performance to the contract documents.
Task Manager
Responsible for quality per the contract documents and the Work Smart Standards. Documents the quality of the work performed.
Monitoring Quality
Three Phase Assurance Preparatory Phase
Initial Phase
Follow-up Phase
Monitoring Quality
Three Phase Assurance
Preparatory Phase: Performed prior to the beginning of work on each definable feature.
Each applicable paragraph in the specification is reviewed along with the contract plan. Assure that all materials and/or equipment have been tested, submitted and approved.
Assure that all labor, materials and/or equipment are procured and available.
Monitoring Quality
Preparatory Phase Checklist assures:
that the subcontractor understands the requirements of the contract, that there has been a flow down of information to sub-tier contractors, and
that the subcontractor and sub-tier contractors are ready to perform the work.
Monitoring Quality
Initial Phase: Performed at the onset of work on the definable feature.
Preliminary work must be checked.
Compliance to the contract must be verified.

Level of expected workmanship is established. Differences resulting from the above actions should be resolved. Review ES&H issues to assure compliance to the hazard analysis.
Monitoring Quality
Follow-up Phase:
Performed after the work has been completed. Daily checks of work progress to assure compliance to the contract requirements. Progress checks are documented and made a matter of record.
All deficiencies are corrected prior to moving on to the next phase of work.


Meeting
Contractual Requirements
Tools for Control

Contract Documents: Specifications, Drawings, General Conditions (FL3) & Exhibit A Cost or Project / Task Budget Construction Schedule
Construction Meetings (both formal and informal)

Subcontractors Quality Control Program Fermilab Quality Assurance (TM/CC Oversight) Integrated Safety Management Program (ISM)
Tools for Control (cont.)

Subcontractors Safety Program
Fermilab ES&H Manual (FESHM) Punch Lists

Field Communications

Non-compliance Memos Deficiency Lists
Gaining cooperation from the subcontractor, Building Authority.

Field Communications
The Non-compliance Memo
Direct written communication from the TM/CC to the subcontractor.

Gives written notice to the subcontractor of an issue of
non-compliance to the contract documents.

Used to deal with issues of non-compliance concerning specifications and drawings, schedule, costs, safety, and
quality control.
Note: It is important to copy and/or inform the Procurement Administrator on verbal and written communications with the subcontractor.
Tools for Control

Deficiency Lists
Means of tracking deficient items needed to complete a phase of work.
Includes action items for all those affecting the project/task as well as the subcontractor.
Also serves as the initial punch list at the end of the project.


Construction Management & Safety SUMMARY

Changing Environment for Construction Tasks and Projects Laboratory Expectations Controlling the Contract and the Contractor TM/CC Roles and Responsibilities Subcontractor Quality Control Subcontractor Cooperation

Construction Activities and Quality Management

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