On most Corps of Engineers and Navy construction projects, contractors do not check quality at the end. Instead, they build it in, one definable feature of work at a time, through the Three Phases of Control.

The Three Phases of Control form the backbone of contractor quality control on federal work. First, they give the government confidence that the contractor is building to the plans and specifications. In addition, they give the contractor a system for catching problems while those problems are still cheap to fix.

In this guide, we explain how each phase works, what a strong Quality Control Manager does at each step, and which mistakes most often cause trouble with the government's quality assurance team.

Start with the definable features of work

The contractor organizes the entire three-phase process around definable features of work. A definable feature of work is a task that stands apart from other tasks, carries its own control requirements and usually has its own crew. For example, excavation and backfill, concrete foundations, structural steel, roofing and mechanical rough-in each count as separate features.

At the start of the project, the contractor lists every definable feature of work in its Quality Control Plan. Each feature then moves through all three phases. For this reason, you should get the list right early. Otherwise, if a feature is missing from the plan, nothing controls it.

Phase 1: The preparatory phase

This phase takes place before work on a definable feature begins. Usually, the Quality Control Manager leads a meeting with the superintendent, the foreman and the crew leads who will do the work. In addition, the contractor invites the government's quality assurance representative. Also, most contracts require advance notice to the government, so check your specification for the exact notice period.

During a thorough preparatory meeting, the team confirms that:

• Current plans, specifications and approved submittals are on hand for the crew.
• Required materials sit on site, match the approved submittals and have proper storage.
• Each attendee understands the testing requirements, testing labs and inspection points.
• Crew leads have reviewed the Activity Hazard Analysis for the work.
• Other trades have finished any preliminary work, such as layout, and it meets the standard.
• All workers know the standard of workmanship the contract requires.

Afterward, the Quality Control Manager records the attendees and discussion points. Above all, do not rush this step. A hurried preparatory phase is one of the most common reasons the government finds problems later.

Phase 2: The initial phase

Next comes the initial phase. It takes place as soon as the crew completes a representative portion of the work. At that point, the Quality Control Manager, the crew and the government's representative inspect the actual work. Then they compare it against the plans, the specifications and the agreements from the preparatory meeting.

As a result, this inspection sets the standard of workmanship for the rest of the feature. Specifically, the team checks:

• Workmanship and dimensions against the drawings and specifications.
• Test results, to confirm the crew ran the required tests and met the specification.
• Safety controls from the Activity Hazard Analysis, and whether the crew uses them.
• Any differences from the preparatory meeting, and how the team will resolve them.

In most cases, the team repeats the initial phase when a new crew starts the same feature of work, when work resumes after a long break, or when quality problems appear. As with the first phase, the Quality Control Manager documents the results.

Phase 3: The follow-up phase

Finally, the follow-up phase runs every day the feature of work is in progress, until the crew completes it. During this phase, the Quality Control Manager and quality control staff confirm that the work still meets the standard from the initial phase. They also make sure testing continues and the crew corrects deficiencies promptly.

Then the Quality Control Manager records these checks in the daily Quality Control Report. For example, on Corps of Engineers projects, teams often enter these reports in the Resident Management System. Because the government relies on these reports to review progress, approve payments and evaluate the contractor, clear and consistent reporting matters.

Common mistakes that cause trouble

Most quality problems on federal jobs trace back to a handful of habits. Watch for these six.

Skipping or rushing the preparatory phase. If you start work before the government approves submittals or before you verify materials, you will likely face rework.

Holding phases without the right people. For instance, if the foreman doing the work misses the meeting, the crew never hears the standard.

Not repeating the initial phase. In fact, every new crew or subcontractor needs its own initial inspection.

Thin documentation. In short, if you do not write it down, the government will treat it as if it never happened.

Letting deficiencies sit. Over time, open items on the deficiency log turn into schedule problems and past performance problems.

Treating quality and safety separately. Instead, bring the Activity Hazard Analysis into every phase, not just the safety binder.

Why the Quality Control Manager makes the difference

However, the three-phase process only works if someone owns it every day. In practice, a strong Quality Control Manager plans the definable features of work, runs the meetings, keeps the paperwork clean and builds a working relationship with the government's quality assurance team. Moreover, many Corps of Engineers and Navy contracts require this person to hold the Construction Quality Management for Contractors certification, and the government must accept the Quality Control Manager before work starts.

For more on how the Quality Control Manager and Site Safety and Health Officer shape a federal project, read our post on why these two roles can make or break a federal construction project.

How Titan helps

Titan Consultants & Engineers is a veteran-owned firm that places experienced Quality Control Managers, Site Safety and Health Officers, Superintendents and Construction Managers with prime contractors on federal projects nationwide. In particular, our Quality Control Managers know the three-phase process, daily quality control reporting and how to work alongside government quality assurance teams. As a result, your project starts on the right foot.

Want to build your own team's skills? Our online training platform, eCertify, offers construction quality control and safety courses.

Frequently asked questions