USACE and NAVFAC contracts require a three-phase inspection for every feature of work. Sitemark makes it straightforward to run each phase correctly and produce the documentation contracting officers require.
For every feature of work (earthwork, paving, concrete, utilities — each is a separate feature), the QC Manager conducts a Preparatory Inspection before the first shovel hits the ground. In Sitemark, this creates a structured record:
- Feature of work name and specification section - Date and attendees (QC manager, subcontractor superintendent, Government QA representative if present) - Submittals reviewed and approved prior to work - Materials on hand with certification numbers - Equipment verified and calibrated - Pre-task safety review completed - Any issues identified and resolved before work start
The Preparatory Inspection record in Sitemark is signed by the QC Manager and stored permanently. USACE contracting officers require this record before authorizing work commencement on each feature.
Preparatory inspections cannot be backdated in Sitemark. The timestamp is locked when the record is created — providing audit-proof documentation.
When the first element of a feature is complete (first compacted lift, first poured slab, first pipe run), the QC Manager performs an Initial Inspection to verify it meets specifications. This establishes the quality standard for the remainder of the feature.
In Sitemark, log:
- What was inspected and where (station, lot, or area) - Specification requirements checked - Test results referenced (compaction, slump, invert — linked to logged test data) - Grade verification shots attached - Whether the work meets spec or requires correction - Corrective actions required before work continues
If the initial element fails, work stops until the deficiency is corrected. Sitemark records the failure, the correction, and the re-inspection — providing the complete audit trail the contracting officer needs.
Initial inspections trigger Government QA notification in Sitemark if configured. USACE resident engineers often attend initial inspections — their presence is logged as an attendee.
During ongoing work, the QC Manager conducts follow-up inspections at least daily on every active feature of work. These are shorter checks confirming the quality established at initial inspection is being maintained.
In Sitemark, follow-up inspections log:
- Date, time, and feature of work - Area or stations inspected - Observations — conforming or non-conforming - Any new deficiencies opened (with location, description, specification reference) - Status of previously open deficiencies - QC Manager sign-off
The sequence of follow-up inspections creates a continuous daily QC record for every feature — the type of documentation USACE contracting officers review during project audits and at contract closeout.
Sitemark reminds the QC Manager when a follow-up inspection is due on an active feature. No features go uninspected.
Every deficiency identified during any phase of inspection is logged in Sitemark with:
- Deficiency number (auto-assigned) - Feature of work and specific location - Specification reference (UFC section, drawing number) - Description of the non-conformance - Required corrective action - Assigned party and due date - Government notification if required by contract
When the deficiency is corrected, the QC Manager performs a close-out inspection, documents the corrective action taken, and closes the record in Sitemark. USACE contracting officers can require that all deficiencies be formally closed before issuing substantial completion. Sitemark tracks open vs. closed deficiencies and includes the full log in every QC report.
Deficiencies that remain open when a government audit occurs are a serious risk. Sitemark ensures nothing falls through the cracks.
At project closeout — or on request during the project — Sitemark generates the complete UFC Three-Phase QC Record for every feature of work. The package includes:
- Preparatory inspection records for all features - Initial inspection records with referenced test results - Follow-up inspection daily logs - Deficiency log with status for every identified deficiency - QC Manager Certification: statement that all work has been performed in accordance with contract requirements, signed by the QC Manager and dated
This package is what USACE contracting officers and NAVFAC construction managers require for final payment and project closeout. Generating it from Sitemark takes seconds — not weeks.
USACE RMS-compatible format available on Enterprise plan. All records stored and retrievable for the 3-year federal audit retention period.
Start a free trial and create your first three-phase inspection record in 10 minutes.