Example of Procedure for QA


The scope includes all projects including that of suppliers and subcontractors, that will ensure the compliance of all work in respect to the contractor-equipment, materials, workmanship, finish, functional performance, and identification.


This procedure has been established for all projects to provide the necessary supervision, control phases, and tests of all items of work, including that of suppliers and subcontractors, that will ensure the compliance of all work with the applicable specifications and drawings in respect with the contractor-equipment, materials, workmanship, finish functional performance, and identification.


3.1 XXX Quality Manual,
3.2 Procedure for Equipment Calibration and Maintenance

4.1 Quality Control Checks – Periodic confirmation of the reliability of equipment, instrumentation, and/or reagents.
4.2 Reference Standard – Material or substance one or more of whose property values are sufficiently homogeneous and well established to be used for the calibration of an apparatus, the assessment of a measurement method, or for assigning values to materials.
4.3 Traceability – The linking of measurement standards and/or measuring instruments to relevant national or international standards through an unbroken chain of comparisons.
4.4 Performance Verification – The confirmation of the reliability of a previously validated method(s) or equipment.


The QC Manager is responsible for implementation and management of this procedure.


6.1 Control of On-site

The Quality Control Manager will perform sufficient control phases and tests of all work, including that of subcontractors to ensure conformance to applicable specifications and drawings with respect to the materials, workmanship, finish functional performance and identification. The Quality Control will perform three phases of control for all definable features of work

6.1.1  Preparatory Meetings

Preparatory Meetings shall be performed prior to the beginning of any major definable feature of work. A meeting shall be held for all crew performing such feature of work or when members of the crew change. Preparatory Meetings shall be conducted by the Quality Control Manager and/or his designee after a complete review of all applicable specifications, shop drawings, and related submittals. A Preparatory Meeting Agenda shall be prepared for each definable feature of work and distributed at the meetings. At the Preparatory Meeting, the Site Supervisor (involved in this phase of construction) shall coordinate with Quality Assurance, Quality Control, and Safety personnel and shall introduce their plan for accomplishing the work. The following items shall be discussed at such meetings:

  • Review of the applicable specifications.
  • Review of shop drawings.
  • Review of related submittals and a check that all related submittals, shop drawings and materials have been submitted and approved.
  • Review of the detailed sequence of the execution of work.
  • Discuss required testing and its frequency.
  • Review provisions to ensure controlled inspection and testing.
  • Examination of the work area to ensure that all required preliminary work has been completed and is in compliance with the contract.
  • Examination of the related material, review of the Receiving Inspection Reports and verification that the items received are in compliance with the contract and are properly stored.
  • Review of the Activity Hazard Analysis Report to ensure that all safety precautions are met and the required safety equipment has been purchased and is available.
  • Review and document the workmanship expected for the definable feature of work.
  • Meeting Minutes shall be recorded and distributed within 48 hours of the conclusion of the meeting.

6.1.2  Initial Inspections

Initial Inspections shall be conducted on the day of the start of any definable feature of work and must be repeated at any time new workmen or new crews are assigned to the work or if the required standard of work is not being met. The same person who attended the Preparatory Meeting shall also attend the Initial Inspection. This should include the Site Supervisor, Safety Personnel, and Quality Control Personnel. The following shall be accomplished during such meetings;

  • Review the minutes of the Preparatory Meeting and verify that the work complies with the design documents; i.e., submittals, specifications, shop drawings.
  • Resolve all differences.
  • Verify adequacy of inspection and testing.
  • Establish a level of workmanship and verify that it meets the requirements.
  • Check Safety and review the Activity Hazard Analysis Reports.
  • Provide documentation of the previous inspection of the work area.
  • Re-examine the work area for compliance.
  • Meeting minutes shall be recorded and distributed within 48 hours of the conclusion of the meeting.

6.1.3  Follow-Up Phase Inspections

Follow-Up Inspections shall be performed daily to ensure that the control established during the Preparatory Meeting and Initial Inspection continues to provide a product that conforms to the contractual requirements.

  • All activities shall be inspected by Quality Control in accordance with Quality Control Procedures. Forms for various activities shall be filed and attached to the Contractor’s Quality Control Report.
  • Installation and testing activities which do not comply with the requirements shall be documented on a Non-Conformance Report (NCR),
  • Modifications, repairs and/or replacement of materials and/or parts performed subsequent to Final Inspection shall require re-inspection and/or retest to verify acceptability. Inspection and testing documents shall be filed and maintained. Reports and Records shall be available for review by the client.

6.2 Receiving & Warehousing

Inspection of Raw materials received will be performed by the Quality Control Manager or his designate. A visual inspection will be made for the following:

  • Identification
  • Damage
  • Completeness
  • Evidence of compliance with approvals
  • Proper Documentation

6.3 Off-site Control

Facilities of offsite fabricators and suppliers will be surveyed as required to assure that all requirements of the contract drawings and specifications are met and maintained and to assure delivery of quality products. The results of each survey will be recorded. The fabricator or supplier will be notified of any deficiencies and will be required to submit a report of corrective actions taken.

6.4 Documentation

The Quality Control Manager will maintain current records of all control activities and tests. These will include factual evidence that the required control phases and tests have been performed, including the number and results; the nature of defects causes for rejection, etc.; proposed remedial action; corrective actions are taken; contractor’s records will cover both conforming and defective features and will include a statement that all supplies and materials incorporated in the work are in full compliance with the terms of the contract.

6.5 Workmanship Inspection

Items that will be embedded in the concrete placements or areas which will be covered up by the following operation will be inspected by the Quality Control Manager or his designate. The Quality Control Manager shall verify by signature that all items installed are in accordance with the contract drawings and specifications prior to the placement of concrete or covering. Any corrective action required will be recorded.

6.6 Daily Quality Control Report (DQCR)

A Daily Quality Control Report which includes the following shall be submitted to the QC Manager.

  • QC activities performed each day
  • Resources on site
  • Activities that took place for each DFW
  • Materials received on site and the result of receipt inspections
  • Submittal activity summary
  • Off-site surveillance activities
  • Safety activities and observations
  • Preparatory meeting details(if any)
  • Initial phase meeting details(if any)

The report is a precise, factual, legible, and objective document. Copies of the supporting documentation, such as checklists, test reports, and meeting minutes shall also be attached. DQCRs are prepared, signed, and dated by the QC representative on site.

6.7 Quality Control Testing and Verifications

6.7.1 Testing

A list of tests required, to verify that control measures are adequate, shall be delineated in the specifications and/or determined upon the completion of the design. The list shall include the test name, specification paragraph, feature of work to be tested, the test frequency, and the organization that will perform the test. The QC representative on-site shall witness the test with the appropriate organization and/or individual qualified to perform the designated test(s).

These entire tests will be performed under the supervision of the Quality Control Manager or his designate and the result will be submitted to the client for review and further action. Test plans, forms, and checklists shall also be prepared and submitted.

  1. The Contractor Quality Control Manager and/or staff member shall review the testing requirements to ensure that the planned test is in accordance with the design documents: i.e., plans, specifications, shop drawings, and/or other documents.

  2. Instruments used for testing shall be calibrated in accordance with established calibration procedures. Specialists experienced in such work shall perform the calibration.

  3. Technicians performing tests shall provide copies of calibration certificates and their field notes and reports to the Contractor Quality Control Manager.
  4. Quality Control shall witness all required tests delineated in the design documents (blueprints, specifications, shop drawings, etc.).
  5. The client shall be notified in advance of all scheduled tests.

Test reports, when completed, shall be attached to the  Quality Control Report

6.7.2 Failed Testing

Failing tests shall be cleared by one of the following methods:

  1. Retest – Retest if there is any doubt that the first test was not adequate.
  2. Rework – Re-inspect and retest.
  3. Failed Material- Remove, replace re-inspect and retest.

6.8 Document Storage and Retention

  1. Records shall be stored in areas that shall protect them from damage, deterioration, and/or loss at the Contractor Quality Control site office during the construction period. Records shall be accessible to the client.
  2. Records shall be stored for a period of time as determined by the contractual documents. Records, designated for storage, shall not be destroyed or otherwise disposed of within that period of time. Control and final disposition of subcontractor and supplier records, both onsite and offsite, shall be in accordance with the contractual documents.

6.9 Tracking Deficiencies

6.9.1 Non-Conforming Items

  1. Non-conforming items are those conditions that deviate from the requirements delineated in the specifications, blueprints, and/or shop drawings. The Quality Control Manager shall be responsible for the control and documentation of non-conforming items.
  2. The Quality Control Manager shall prevent non-conforming items from being installed.
  3. Minor non-conforming items, which are corrected on the same day, shall be documented in the “Daily Quality Control Report”.
  4. All other non-conformances shall be documented on a Non-Conformance Report prepared by a Quality Control staff and shall be sequentially numbered and dated and shall include the following information, as appropriate:
    1. Description of the non-conformance including relevant details of the occurrence.
    2. Identification of the material, component, or system by part number, blueprint, shop drawing and/or specification number, and intended installation location.
    3. Source of material or item (name of the supplier, owner, or subcontractor).
    4. Current status or item in shop, warehouse, lay-down yard, or structure.
    5. Individuals and organizations detected the non-conformance.
    6. Recommendation for corrective action: including sketches, test data, and/or repair procedures necessary to substantiate the recommendation.
    7. Cause of the non-conformance and steps are taken to prevent reoccurrence indicating the action taken, positions or titles of persons contacted, letters written, and/procedural changes proposed.
  5. The Quality Control Manager and/or designee shall sign and forward the Non- Conformance Report to the Project Manager.
  6. Each Non-Conformance Report shall be entered into the Non-Conformance Report Log. The Non-Conformance Report (original) shall be filed and copies distributed accordingly.
  7. Action to be taken shall be entered into the Non-Conformance Report Log. The QC Staff, or designated representative, shall initiate the disposition necessary to clear the item.
  8. Verification of “Corrective Action” (e.g., completion of repairs) shall be by Quality Control after the work in question has been re-inspected and/or retested. Entries shall be made in the NCR Log indicating the Final Disposition of the NCR.
  9. Non-Conformance Reports, logs, and documents shall be filed and maintained.

6.9.2 Punch-Out Inspection

The QC Report should report the punch list (deficiencies) throughout the life of the project and demonstrate that the QC Staff is correcting the deficiency in a timely manner. XXX will not wait until the job is finished to develop a punch list. The Punch List shall be submitted to the Project Manager for corrective action. Corrections shall be accomplished within the time stated. The Quality Control Department shall perform Follow-Up Inspections to ensure the deficiencies have been corrected before notifying the client of a Pre-final Inspection.

6.10 Inspection, Testing and Commissioning

6.10.1 Pre-Final Inspection

After the completion of the Punch-Out Inspection, the Quality Control Manager and the client representatives shall perform a Pre-Final Inspection and develop a joint “Punch List” of noted deficiencies. The Punch List shall be formally documented along with the estimated date by which the deficiencies will be corrected. BLK Quality Control shall perform Follow-Up inspections to ensure that all deficiencies have been corrected before notifying the client of a request for Final Inspection.

6.10.2 Final Inspection

Upon completion of the items listed in the Pre-Final Inspection “Punch List”, Quality Control shall notify the client 14 days prior to the Final Inspection (or as agreed to) with the assurance that all items listed in the Pre-Final Inspection and all other remaining work has been completed and shall be acceptable by the date of the Final Inspection.

6.10.3 Commissioning

After completing the work, XXX demonstrates that the systems fully satisfy the functions for which the systems have been planned: (1) HVAC, (2) Electrical, (3) Plumbing, and (4) Fire Alarm. The commissioning shall include appropriate tests, the operation of the system, control checks, and other system checks as necessary.


7.1 Non-conformance Report (QC / QF/01)
7.2 Daily Quality Control Report(QC / QF/02)
7.3 Final Inspection Report (QC / QF/03)
7.4 Initial Phase checklist (QC / QF/04)
7.5 Material Inspection Report (QC / QF/05)
7.6 O&M Data for Equipment (QC / QF/06)
7.7 Operation and Maintenance Training Validation Certificate (QC / QF/07)
7.8 Preparatory Phase Meeting Checklist (QC / QF/08)
7.9 QC Test Plan (QC / QF/09)
7.10 Request for Information (QC / QF/10)
7.11 Request for Inspection(QC / QF/11)
7.12 Meeting Sign-in Sheet(QC / QF/12)
7.13 PEB Inspection Checklist(Internal)  (QC / QF/13)
7.14 PEB Inspection Checklist  (QC / QF/14)

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