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Reports

Documentation that passes USACE audit — the first time.

Sitemark generates the exact record formats that USACE contracting officers and NAVFAC QA representatives require for project closeout. Generated from field data, not assembled from notes after the fact.

Report 01

UFC Three-Phase Inspection Record

The primary QC documentation required on every USACE contract. This record documents all three required inspection phases (Preparatory, Initial, Follow-up) for a defined feature of work — with attendees, findings, corrective actions, and QC Manager sign-off.

USACE contracting officers use this record to verify that the Contractor Quality Control System (CQCS) is functioning as required by the contract. Gaps or missing phases trigger deficiency notices. Sitemark generates a complete record from field-logged entries — no assembly from paper binders.

Record Contents

—Contract number, project name, feature of work, specification section

—Preparatory Phase: date, attendees, submittals reviewed, materials approved

—Initial Phase: date, attendees, first-work findings, deficiencies noted

—Follow-up Phase: recurring inspection dates, ongoing findings

—Deficiency cross-reference (linked to Deficiency Log)

—QC Manager certification block: name, credential, digital signature, date

—USACE QA Representative review block

Sample Record Preview

UFC THREE-PHASE INSPECTION RECORD

Contract: W912PP-24-C-0014 | Project: JBLM Airfield Pavement Rehab
Feature of Work: Subbase Compaction | Spec Section: 31 00 00
QC Manager: Sgt. R. Kowalski, CQM-C

PREPARATORY PHASE — 04/28/2026

Attendees: R. Kowalski (QCM), J. Simmons (Super), Lt. Darby (USACE QAR)
Submittals approved: Proctor test reports, gauge calibration cert
Materials: Crushed aggregate class 4 — approved batch plant
Equipment: Vibratory roller SN: 83-241 — pre-op complete
Finding: Proceed with initial phase

INITIAL PHASE — 04/29/2026

Location: Station 12+00 to 14+00, left lane
First lift placed and compacted — 6-inch compacted depth
Nuclear gauge test: 96.2% — PASS (spec: min 95%)
Finding: Quality acceptable — proceed with follow-up inspections

FOLLOW-UP — Ongoing

04/30: Sta 14+00–16+00 — 96.8% — PASS
05/01: Sta 16+00–18+00 — 94.1% — FAIL → Deficiency #D-007

QC Manager Certification: R. Kowalski — 05/02/2026 [SIGNED]

Report 02

Deficiency Log

A complete register of every quality deficiency identified during QC inspections — with sequential item numbers, descriptions, assignments, due dates, resolution documentation, and current status. Required for RMS submission and USACE project closeout.

USACE contracting officers and NAVFAC QA representatives review this log during construction meetings and at project closeout. Every deficiency must be traceable from discovery to resolution. Sitemark generates the log from field entries — no manual compilation from paper binders.

Log Contents

—Sequential item number (D-001, D-002, ...)

—Description of deficiency and specification reference

—Location (station, building, area)

—Inspection phase when identified

—Assigned responsible party and due date

—Resolution description and corrective action taken

—Close-out date and QC Manager sign-off

—Status: Open / In Progress / Resolved

Sample Deficiency Log Preview

DEFICIENCY LOG — W912PP-24-C-0014

#DescriptionAssignedDueStatus

D-001Erosion barrier displaced at Sta 4+50J. Reyes04/15RESOLVED

D-002Missing submittal for curing compoundAdmin04/18RESOLVED

D-003Lift thickness exceeds 8" max at Sta 10+00T. Obi04/22RESOLVED

D-004Nuclear gauge operator cert expiredAdmin04/25RESOLVED

D-005Grade deviation +0.15 ft at Sta 11+50T. Obi04/27RESOLVED

D-006BMP inspection form missing 04/28J. Reyes04/29RESOLVED

D-007Compaction 94.1% below 95% min Sta 16+00T. Obi05/03IN PROG

D-008Daily report missing equipment log 05/01Admin05/04OPEN

Total: 8 deficiencies | Resolved: 6 | Open: 2

Report 03

QC Manager Certification of Completion

The QCM Certification of Completion is the formal statement required by USACE at project closeout, certifying that all work was performed in accordance with the contract requirements and that all deficiencies have been resolved.

Sitemark generates the certification block automatically from the project record. The QCM reviews the summary, confirms all deficiencies are resolved, and signs digitally. The signed certification attaches to the closeout package alongside the Three-Phase Inspection Records and the Deficiency Log.

USACE/NAVFAC Closeout Requirements

Three-Phase Inspection RecordsOne per feature of work — required by UFC 1-300-02

Deficiency LogAll items resolved before closeout submission

QCM Certification of CompletionSigned by QCM with current CQM-C certification

DD Form 1354Transfer and Acceptance of Military Real Property

ENG Form 4025Contractor Quality Control Report (daily QC diary)

Certification Block Contents

—Contract number, project name, contractor name and license

—List of features of work covered by this certification

—Statement that all three-phase inspections were completed

—Statement that all deficiencies are resolved (or listed exceptions)

—QC Manager name, CQM-C credential number, and expiry date

—Digital signature and certification date

Sample Certification Preview

QC MANAGER CERTIFICATION OF COMPLETION

Contract: W912PP-24-C-0014
Project: JBLM Airfield Pavement Rehabilitation
Contractor: Apex Federal Construction, LLC

I hereby certify that all work included under the above contract has been performed in accordance with the terms and conditions of the contract and applicable specifications. All three-phase QC inspections required by UFC 1-300-02 have been completed. All deficiencies identified during construction have been corrected and resolved. The work is complete and ready for government acceptance.

Features of Work Covered: 14 of 14

Total Deficiencies: 8 | Resolved: 8 | Open: 0

QC Manager: Robert Kowalski
CQM-C Credential: #CQM-2024-8812 (exp 06/2027)
Signature: [DIGITALLY SIGNED — 05/15/2026]

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