Line Installation: How to Avoid Future Nightmares

Many small systems find themselves in dire straits during extreme weather events due to improper installation of waterlines during the original construction of the system. These issues often become apparent during events such as droughts, high temperatures, or sub-freezing conditions. In these scenarios, the costs of repairs can be substantial, and affected customers may experience low water pressure or complete service interruptions, leading to diminished customer confidence in the system.   

How can these issues be avoided? 

• Ensure your project engineer stays engaged with the system during construction and makes frequent unscheduled visits.  

• Hire a qualified project inspector who can interpret the plans and specifications and is confident enough to enforce them. Interview prospective inspectors and have them go through the plans and specifications and demonstrate their ability to understand the requirements. 

• Call in the project engineer if needed to give clarification and directions to the contractor. If project inspection is provided by the engineering firm, make sure the inspector is always present during line installation or require the contractor to leave the trench open until it is inspected.  

• Require the project inspector to keep a daily diary to include weather and ground conditions, the number of crew members on site each day, the amount of pipe installed each day, notes as to any issues that arise each day, notes regarding any materials delivered, and whether these meet the specifications. This daily diary will be of value when change orders are requested for extra contract days, and if there are any questions as to the quantities of line installed for the monthly pay estimate.  

• Schedule regular monthly construction progress meetings to discuss work performed, quantity and quality of work, time schedules, pay estimates, and change orders. If issues are noted during inspections, this is the time to review the plans and specifications and make sure everyone understands what is expected and what will be accepted. 

• Require the contractor to make change order requests as changes are needed, and monthly for any requests for a time extension based on weather conditions. Discussing these during the monthly progress meeting can help everyone come to an agreement and help appropriately manage the contingency fund.  

• Have someone from the system, such as a board member or operator, take an active role in checking in with the inspector and seeing what work is being done. This person can’t give directions to the contractor but can report to the governing body and project engineer if there are issues noted. This person should attend the monthly progress meeting and if the issues they noticed are not discussed by the project inspector during the meeting, bring this to the engineer’s attention. 

• Take pictures or videos. This cannot be stressed enough. If you have pictures of work in progress, you have documentation if the contractor is not meeting the requirements of the contract. Pictures are worth a thousand words. 

In ensuring proper line installation, vigilance and proactive measures are key. By implementing stringent inspection protocols, fostering clear communication channels and maintaining meticulous documentation, small systems can safeguard against future nightmares, ensuring reliable water service and maintaining customer trust, even in the face of extreme weather events. 

This article was funded under RCAP’s USDA Technitrain 23 – 24 grant.