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M^2STTJA.L

FOB.

FIELD FORCE

OFFICE

TREASURY DEPARTMENT

GIFT OF

REGULATIONS GOVERNING

THE

FIELD FORGE

OFFICE
SUPERVISING ARCHITECT

TREASURY DEPARTMENT

WASHINGTON

GOVERNMENT PRINTING OFFICE

1916

REGULATIONS GOVERNING THE FIELD FORCE OF THE
OFFICE OF THE SUPERVISING ARCHITECT.

Tbeasury Department,
Office of the Supervising Architect,

August 22, 1916.
The instructions contained herein supersede pre-
vious instructions conflicting therewith.

Jas. A. Wetmore,
Acting Supervising Architect.
Approved Augusr22,*1916.

Byron R. Newton,
Acting Secretary of the Treasury.
(3)

348640

This book of instructions is for the information and guidance of
field officers under the direction of the Supervising Architect of the
Treasury Department, and until thoroughly familiar with its re-
quirements such officers must refer to the book in every case when
applicable and be governed accordingly, thus avoiding unneces-
sary correspondence and delay. On application to the Supervising
Architect supplementary information on any official matter not
fully covered hereby will be furnished.

It should be borne in mind that in many matters pertaining to the
construction and equipment of Federal buildings the action of the
office must necessarily be based alone upon the reports and recom-
mendations of the field officer, who should therefore exercise the
greatest care in making same.

(5)

CONTENTS.

Page.

Section I. — General instructions 9

Section II. — Correspondence 27

Section III. — Preparation of vouchers 33

Section IV. — Reports 39

Section V. — Contracts, proposals, payments, and appro-
priations 47

Section VI. — Construction practice 61

Section VII. — Instructions to inspectors 85

Section VIII. — Instructions to inspectors of mechanical

equipment 99

Section IX. — Circulars 121

(7)

SECTION I.
GENERAL INSTRUCTIONS.

101. BOND.

Upon receipt of letter of appointment as a superintendent of con-
struction of public buildings, the appointee must execute an official
bond, with a corporate surety, or two or more individual sureties,
in such sum as may be specified upon the form provided, for the
faithful and proper discharge of his duties, and forward it to the
department for examination, approval, and file. Officers furnish-
ing a corporate surety must forward to the department the com-
pany's receipts for annual premiums.

The above requirements relative to bonds may be extended to
field officers other than superintendents of construction, in the
discretion of the Supervising Architect.

102. ASSIGNMENT.

At the proper time the superintendent will be assigned to duty
and, as directed in the letter of assignment, he must subscribe to
the oath of office and forward it to the Supervising Architect.
Compensation will commence from date of oath, at a per annum
rate, and continue (including Sundays and holidays) so long as
his services are retained. (See Reassignment, 111.

103. QUALIFICATIONS, ETC.

Superintendents of construction are the local representatives of
the Supervising Architect. They are expected to obtain, through
their own initiative and without unnecessary correspondence with
the office, the completion of the works under their charge in ac-
cordance with the contract requirements and on contract time.

104. INEFFICIENCY.

Derelictions of duty, or evidence of lack of experience, or of
intelligence, judgment, or tact, will be considered sufficient cause
for change to a less important assignment, reduction in salary, or
separation from the service.

(9)

105. COOPERATION WITH CONTRACTOR.

The best results and the prompt completion of the work accord-
ing to the contract requirements can be obtained only through
intelligent cooperation between the superintendent and the con-
tractor. Superintendents must initiate such correspondence and
conferences with the contractors as are found to be necessary to
obtain satisfactory results. This includes reminders regarding
submission of samples on dates specified, submission of shop draw-
ings, the ordering and delivery of materials in due time and proper
sequence, the employment of an adequate force, methods of laying
out work, etc.

106. PROHIBITED ACTIVITIES.

The regulations of the department prohibit field officers from
engaging in the private practice of architecture in any capacity,
supervising the construction of private buildings or other enter-
prises, representing dealers in building materials, etc., or any
similar activities.

107. OFFICE QUARTERS.

When the superintendent assumes his duties at a building and
there is no local Federal building in which quarters can be obtained,
bids for the rental of suitable office quarters are to be taken and
forwarded to the Supervising Architect, with adequate explana-
tions and specific recommendation, for consideration. If possible,
the proposals should include heat, light, and janitor service;
otherwise they should be accompanied by the superintendent's
estimate of the monthly cost of such services. An office in the resi-
dence of the superintendent is not permissible, and in submitting
proposals for office quarters the superintendent should state that
the office is not a part of his residence, and state its distance from the
Government building at which he is employed. Close proximity
to the building is desirable.

If it is found impracticable or undesirable to rent an office, the
superintendent should submit his recommendation to the Super-
vising Architect regarding the erection of a temporary office struc-
ture on the site, with detailed information relating thereto, includ-
ing drawing, specifications, and estimate of cost.

If the contract provides for the erection of a temporary office
structure, the superintendent should confer with the contractor
and have such building constructed as soon as practicable. Mean-
while, the superintendent may submit a recommendation for the
rental of temporary quarters.

108. OFFICE FURNITURE.

The superintendent should forward to the Supervising Archi-
tect bids, or, if this is impracticable, estimates of cost of such in-
expensive articles of furniture as may be required for his official
use, with a specific recommendation as to acceptance. Typewrit-
ing machines will be furnished by the office.

109. OFFICE SUPPLIES.

The superintendent will be furnished with all books, blanks,
and other stationery required for his official use. Requisitions are
to be forwarded to the Supervising Architect on the official forms
(supplied on request) and in accordance with the regulations
printed thereon.

110. CARE OF PUBLIC PROPERTY.

The superintendent will be held responsible for all furniture,
supplies, etc., in his possession, and if anything is injured or de-
stroyed through his carelessness he will be charged with the cost
of repair or replacement.

111. SALE OF PUBLIC PROPERTY.

If it becomes desirable to dispose of any public property in
his care, such as office equipment no longer required, the superin-
tendent must first obtain authority from the department, submit-
ting a detailed list showing the original cost, if possible, present
condition, and approximate present value of each article.

If a sale is authorized, the articles must be appraised by a com-
mittee to be designated by the superintendent, consisting of three
G overnment officials, who are to serve without compensation. Com-
petitive bids, to be opened at a stated hour, are then to be invited
by notice posted publicly and by circular letter, but not by news-
paper advertisement. Bidders should be advised that no pro-
posals received after the hour fixed for opening the bids will be
considered, and that payments in the gross amount of the accepted
bid will be required by money order on Washington, D. C, or
draft on New York City, to the order of the disbursing clerk,
Treasury Department.

Unless otherwise directed, the superintendent will transmit the
bids to the department with his recommendation, and if one of
them is accepted the superintendent will forward the proceeds of
the sale to the disbursing clerk of the department (on the triplicate
form provided with the letters of authority), and describe the

property sold and give name of purchaser, amount received,
amount forwarded, and date of department letter authorizing the
sale.

Should the committee of appraisal determine that any articles
or materials are absolutely without value, a list of the same must
be forwarded to the department with a copy of the committee's
report for appropriate action.

112. UNAUTHORIZED EXPENDITURES.

Except for traveling expenses, duly authorized, field officers
must not make any expenditure with a view to reimbursement,
nor involve the Government in any obligation, without first ob-
taining specific authority from the department, unless in case of
actual emergency, and then the facts must be fully set forth in
the voucher containing the item. The expense is subject to dis-
approval and disallowance when not fully warranted by the cir-
cumstances. (512.)

113. EXPENSES IN CHANGING HEADQUARTERS.

When superintendents are transferred to new headquarters (this
does not apply to temporary details) they will be permitted to
incur reasonable charges for excess baggage, including books,
papers, and official supplies, not exceeding 200 pounds beyond
the railroad limitation; but no subsistence expenses will be al-
lowed at the headquarters, a comptroller's ruling having cut of!
the time " not in excess of two days " previously allowed.

114. OTHER DUTIES AT TIME OF REASSIGNMENT.

If a superintendent, when transferred, is not at the same time
relieved of all previous inspection assignments or details which
would be inconsistent with his new assignment, he should report
the fact immediately for appropriate action.

115. INTEREST IN CONTRACTS FORBIDDEN.

The superintendent, or any person employed under his direction,
is forbidden by law to have any interest, direct or indirect, in any
contract for the supply of material or labor, or in the hire of any
vessel, vehicle, or team, or in any moneyed account whatsoever,
in connection with work under the control of this department,
nor is he allowed to make advances from his personal funds to con-
tractors, their employees, or other public creditors, on account of
material supplied, services rendered, or labor performed in con-
nection with the work in his charge.

116. PERSONAL OBLIGATIONS TO CONTRACTORS,

ETC.

The superintendent is forbidden to accept gratuities, borrow
money, or place himself in any way under obligations to contrac-
tors, material men, or others interested in the contract. Failure
to observe this regulation will be sufficient ground for separation
from the service. The superintendent is also warned against
placing himself under obligations to other persons in any way that
may be justly a cause of public criticism, or of complaint to the
department.

117. COOPERATION BETWEEN FIELD OFFICERS.

Supervising superintendents and inspectors are detailed to
buildings in course of erection to examine the workmanship and
materials supplied. It is their duty to confer with the superin-
tendent in charge on all matters pertaining to the contract; to
assist him in interpreting drawings and specifications; and to ex-
amine all records and data in the superintendent's files. It de-
volves upon the superintendent to furnish to these traveling rep-
resentatives all information and assistance necessary to aid them
in making a complete and rapid inspection of the work.

118. FILES ACCESSIBLE AT ALL TIMES.

The superintendent's files must be kept up to date, and, in
order that traveling representatives of the department may have
access to them at all times, the superintendent, when he is obliged
to be absent from the building, should leave his files accessible to
the local custodian, or to the postmaster if there is no custodian.
(154.)

119. TRANSPORTATION REQUESTS.

Whenever practicable, "transportation requests" should be
used when traveling and the printed instructions furnished there-
with must be strictly adhered to. Fares under $1 should be paid
in cash and accounted for in the traveling expense voucher.

Field officers should endeavor to anticipate their needs in the
matter of transportation requests, so as to avoid the necessity of
telegraphing the department for them.

If directed to perform service for another department, the trans-
portation requests provided by this department should not be used.

120. MILEAGE AND TRIP TICKETS.

Mileage tickets or books, and the various kinds of multiple-trip
tickets, should be used if the character and frequency of travel is
such that a saving to the Government may be effected thereby.
Such tickets or books should be obtained on a transportation
request, describing the ticket or book on the face of the request
by name, serial number, and ticket letter and number, and by
number of miles or trips it contains. (This does not apply to
inspectors.)

121. MONTHLY REPORT OF MILEAGE.

On the last day of the month a report must be prepared and for-
warded to the Supervising Architect on forms provided for this pur-
pose showing for the month the travel on mileage or trip tickets,
the date of purchase of the same, and the number of miles or trips
remaining unused. When all mileage has been used, the empty
book must be promptly mailed to the office.

122. TRAVELING EXPENSES.

Traveling expenses are to be incurred only when specifically
authorized by this office, and vouchers for same must be prepared
on the forms provided for the purpose and forwarded to the Super-
vising Architect. (309, 311, and 907.)

123. TRAVEL REGULATIONS.

Department instructions relative to travel expenses are issued
from time to time, and all employees traveling under official
orders should have for their guidance a copy of the latest circular
on the subject, which may be obtained on application to the

office. (905.)

124. FORM OF TELEGRAMS.

Telegrams from field officers to the office should be signed with
the surname only, and addressed as shown by the following
example:

Brown,

Treasury y Washington, D. C.
******

Adam 8.

Telegrams on official business when addressed to officers or
employees of the public service, whether connected with the
Treasury Department or not, should be sent at Government ex-
pense whenever practicable.

125. BATES OF GOVERNMENT TELEGRAMS.

All telegrams at Government expense must be sent at Govern-
ment rates, and should be indorsed " Official business. Govern-
ment rates. Charge U. S. Treasury Department."

126. TWENTY WORDS THE MINIMUM PAID FOR.

The minimum number of words paid for in any case is 20, includ-
ing address and signature (but not place from which sent and date
of sending), and, therefore, trie complete message may contain 20
words without causing the department any additional expense.
Keeping this in view, telegrams should be as brief as is consistent
with clear expression. The use of prepositions and of the articles
"the" and "a" is generally unnecessary.

127. NIGHT TELEGRAMS.

Night telegrams must be used whenever they will as well serve
the Government's interests.

128. " COLLECT » TELEGRAMS.

Telegrams to contractors and others not in the public service
should be sent at Government expense only when the use of this
means of communication is required in the public interest. All
other telegrams must be sent collect.

129. TELEGRAMS NOT PREPAID.

If payment for telegrams sent or received is demanded, or if
" charged" telegrams are addressed to or received from a source
other than the department, the field officer must forward to the
office a copy of the telegram and if payment was made by him a
copy should accompany the voucher. Payment or reimbursement
for such telegrams can be made only at Government rates.

130. CONFIRMATION OF TELEGRAMS.

Telegrams of importance must be confirmed by mail. A carbon
or other copy of the original with the signed indorsement "Con-
firmation of telegram" and mailed without letter of advice will
ordinarily suffice.

131. LEAVE OF ABSENCE.

The following regulations relative to leave of absence were
issued by the Secretary of the Treasury on November 22, 1913:

132. ANNUAL LEAVE.

The Supervising Architect is authorized, in his discretion, to
grant leave of absence, with pay, for 30 days, Sundays and legal
holidays excepted, in any calendar year.

Inasmuch as there is more activity in building operations during
the summer than the winter months, leaves of absence may be
granted to superintendents at any time during the calendar year
at which their services can best be spared. Leave may be granted
even at the commencement of the calendar year for the whole
30 days, if this can be done without detriment to the public service.
The Supervising Architect will exercise due discretion in determin-
ing whether the entire 30 days' leave shall be granted at the com-
mencement of a calendar year to members of the field force who
have been in the employ of the department for more than one but
less than five years.

A superintendent of construction who has been in the service
less than one year will be granted leave only at the rate of two and
one-half days per month for the time he has been in the service.

133. LEAVE ON SEPARATION FROM SERVICE.

Superintendents leaving the service may be allowed accrued
leave at the rate of two and one-half days per month. In the event
an employee who has had five years' continuous service, and whose
record is such as to make the case meritorious, is separated from
the service, the Secretary of the Treasury will consider an appli-
cation for an extension of such allowance not to exceed a total of
30 days during that calendar year.

134. ANNUAL LEAVE NOT CUMULATIVE.

The 30 days' leave of absence per year which may be granted
to a superintendent is not cumulative and must be taken in that
calendar year. If not taken it can not be carried to the next year.

135. LEAVE INVOLVING TWO CALENDAR YEARS.

All periods of leave must terminate within the calendar year in
which the request is made. Leave can not be granted extending
from one year to another.

136. SATURDAY HALF HOLIDAYS DURING LEAVE.

Superintendents on leave of absence during any period for
which a half-day holiday on Saturdays has been granted by Execu-
tive order will be charged with the actual time absent on Saturdays,
not exceeding four hours for any one Saturday.

Note.— The period in question is now from June 15 to September 15.

137. ADVANCE APPLICATIONS FOR ANNUAL LEAVE.

Except in emergencies, applications for leave must be made a
reasonable time in advance of the date when the leave is desired.

138. TELEGRAMS REQUESTING LEAVE.

All telegrams referring to leave are at the expense of the appli-
cants. Telegraphic requests for leave must be prepaid.

139. SICK LEAVE.

In case a superintendent has been absent from duty on account
of sickness and has not been attended by a physician he must make
a personal certificate stating upon honor the fact and cause of sick-
ness, the precise date or dates thereof, and that during such period
he was unable, by reason of such sickness, to perform the duties of
his position; also the specific reason for not employing a physician.
When attended by a physician he must obtain from him a certifi-
cate giving the physician's name, address, and dates of attendance,
which must be attached to the superintendent's own statement,
and all forwarded to the Supervising Architect for consideration.
Application for sick leave must be made within five days after
applicant's return to duty.

The Supervising Architect is authorized to grant sick leave not
exceeding 10 days in any one year. If the 10 days is exceeded,
he will submit the application to the department, with his recom-
mendation. Sick leave will not be granted in advance nor for
less than one day.

140. ABSENCE THROUGH CONTAGIOUS DISEASE,
ETC.

Enforced absence of an employee on account of exposure to con-
tagious disease, or absence necessitated by his attention to some
member of his immediate family afflicted with a contagious dis-
ease, will be approved as sick leave when a proper certificate is fur-
nished by the public-health officer, or other approved authority.

58509—16 2

141. MISREPRESENTATIONS REGARDING SICK
LEAVE.

Superintendents will be held strictly accountable for their state-
ments as to inability to perform duty by reason of sickness. Proof
of any willful misstatement, or of any attempt to mislead or de-
ceive official superiors, directly or indirectly, in regard to an appli-
cation for extension of leave on account of sickness will be suffi-
cient cause for dismissal.

142. SUNDAYS AND LEGAL HOLIDAYS IN LEAVE.

Sundays and legal holidays, and holidays by Executive order
applicable to employees out of Washington, whether for the whole
or part of a day, will not be counted as annual leave, or leave with-
out pay, where the absence begins or ends on a Sunday or a holiday.
All such days occurring within a period of absence because of sick-
ness or contagious disease, or without pay, will be counted. (See
132, for Sundays and legal holidays during leave with pay.)

143. LEAVE TO ATTEND COURT.

A superintendent who has been subpoenaed to attend court as a
witness for the Government will be allowed special leave of absence
with pay. If not serving as a witness for the Government, leave
may be granted either with or without pay, and if the former the
time will be charged against the annual leave. The office must be
notified as far in advance as practicable of any contemplated ab-
sence from duty to attend court. If a superintendent is summoned
for jury duty he must promptly notify the office, whereupon effort
will be made to have him excused from such duty.

144. LEAVE WITHOUT PAY.

An application for leave without pay must be forwarded to the
Supervising Architect, who will submit it, with his recommenda-
tion, to the Secretary of the Treasury. Such application must not
form part of a letter requesting leave with pay, but must be a sepa-
rate communication.

145. OFFICIAL TRAVEL DURING LEAVE OF
ABSENCE.

Superintendents of construction who are on leave of absence
with pay take the risk of having to return to their official station

at any time during its duration, if their services are needed there,
and in obeying the orders of the proper authorities to return they
must travel at their own expense. If thereafter the superintendent
resumes his interrupted leave of absence, he likewise travels at his
own expense. (Comptroller's decision, Aug. 8, 1915.)

146. TEMPORARY SUPERVISION.

When compelled to be absent from duty because of contagious
disease, etc., or on account of a personal illness which threatens
to be at all protracted, the field officer should promptly report
the facts, or have them reported, to the office, giving information
at the same time as to his address for the time being. The office
will then give consideration to the necessity of making temporary
arrangements for looking after the field officer's work.

147. ACCIDENTAL INJURY.

Whenever a field officer sum tains in the course of his employ-
ment at the building such an injury as prevents him from per-
forming work for one day or longer, he should report the fact to
the office as soon as practicable, and report also the date when
he returns to work.

When an employee of the contractor or subcontractor is injured
in the course of his employment at the building to such an extent
as to be incapacitated for work for more than one day, the super-
intendent must report to the office the facts as he knows them.
Cases of death occurring within a period of one year after such
injury and apparently resulting therefrom should be reported as
soon as possible after knowledge of such death reaches the super-
intendent.

148. CRIMES ON FEDERAL SITES.

Offenses committed within the boundary lines of land ceded to
the United States are triable in United States courts only. No
State, county, or municipal officers or tribunals have any juris-
diction over such offenses.

149. CORNER MONUMENTS.

It is the policy of the department to require the vendor of a
site to mark each corner of the site with a permanent monument.
If these are to be disturbed during the progress of the work, bear-
ings should first be taken so that they mav be accuratelv relocated.

At the conclusion of the approach work the corner monuments
must be left in plain view and substantially fixed in place. Where
these monuments are in the sidewalk or in a driveway, they
should be set flush with the surface of the paving.

150. ENCROACHMENT ON SITE.

Superintendents must not permit any unauthorized use of any
portions of Federal building sites in their charge whether on,
above, or below the surface. Unauthorized overhanging cornices,
signs, awnings, balconies, bay windows, porches, walks, staircases,
fire escapes, walls, etc., are among such forbidden uses. Roof
signs — painted or electric — projecting over the Government prop-
erty line are especially objectionable. The superintendent is not
authorized to allow anyone to use habitually the Government land
for access to other premises. Only the department may grant the
privilege, and it generally expects a reasonable rental therefor,
unless it is necessary for the convenience of the general public.
The superintendent should promptly report any unauthorized uses.

151. SURFACE DRAINAGE.

The surface drainage of the Federal site must not be so disposed
as to overflow the adjoining premises, nor should the owner of ad-
joining land be permitted to adopt such a course with respect to
the Government site. If the contract drawings show such a con-
dition, it should be brought to the attention of the office during
the early stages of the work and not be deferred until work on the
approaches is under way.

152. ATTACHMENT ON MATERIALS.

When the State law ceding to the United States jurisdiction over
the Federal builoing site reserves the right to serve process within
the site, attachments may be levied upon materials, equipment,
etc., not the property of the United States, delivered on the site.
In the event of any such attachment the superintendent will offer
no objection to the removal of such material, equipment, etc.,
unless the material has been incorporated in the building, or the
Government has made a payment on account of such material, or
the eight-days' notice preparatory to terminating the contractor's
right to proceed has been served. Under these circumstances the
superintendent will notify the attaching officer that the material,
equipment, etc., is claimed by the United States, and protest

both orally and in writing against its removal, stating that it has
become Government property or that the Government has a prior
or superior lien, as the case may be. At the same time the super-
intendent will telegraph the office a full report of the circum-
stances. Attachment of his material, equipment, etc., will not
be accepted as an excuse on the part of the contractor for any in-
terruption in the work.

153. NONPAYMENT OF BILLS BY CONTRACTORS.

If the superintendent receives a complaint of the failure of the
Government contractor to pay, as agreed, for material and labor
used in the performance of his contract, he will send the com-
plainant a copy of Department Circular No. 45 (902) and forward
the complaint to the office with such information as he may be
able readily to obtain regarding the facts in the case.

154. TRANSFER OF BUILDING AND FILES TO OTHER
CUSTODY.

When relieved from duty at the building the superintendent will,
upon receipt of the necessary instructions, transfer the structure
and other Government property and records in his care, and a com-
plete and correct set of plans and specifications, to a custodian
appointed by this department, or other designated official, take a
receipt for same, and forward it to the office for file. A special
cabinet will be supplied the custodian for these files. (601.)

155. CONVICT LABOR.

Attention is directed to the following Executive order of May 29,
1905, and superintendents must report any violations of the same:

"Whereas by an act of Congress which received Executive ap-
proval on February 23, 1887, all officers or agents of the United
States, were, as a matter of public policy, forbidden, under appro-
priate penalties, to hire or contract out the labor of any criminal
who might thereafter be confined in any prison, jail, or other place
of incarceration for the violation of any laws of the Government
of the United States of America:

"It is hereby ordered that all contracts which shall hereafter be
entered into by officers or agents of the United States involving the
employment of labor in the States composing the Union or the
Territories of the United States contiguous thereto, shall, unless
otherwise provided by law, contain a stipulation forbidding in the
performance of such contracts the employment of persons under-
going sentences of imprisonment at hard labor which have been
imposed by courts of the several States, Territories, or municipali-
ties having criminal jurisdiction."

156. EIGHT-HOUR LAW.

Pursuant to the Executive order incorporated in each specifica-
tion, the superintendent will promptly submit to the office a report
(in duplicate), covering every violation of the eight-hour law on
the work under his care of which he may have knowledge. If
there are circumstances apparently justifying the act as an emer-
gency they should be stated. These reports are transmitted to the
Department of Justice for appropriate action.

Circular Letter No. 1, Office of the Supervising Architect, dated
July 12, 1913, contains a copy of the law and of the opinions of the
Attorney General thereon. (903.)

The department will not undertake to construe the eight-hour
law nor to declare what constitutes an extraordinary emergency
within the meaning of the law. The contractor must obtain such
legal advice on this point as he requires.

The contractor may use several shifts of men on the work, pro-
vided each man is not employed more than 8 hours, consectively
or otherwise, out of the 24. One shift may immediately follow
another, or there may be an interval, as conditions may require.
The only restriction is that out of 24 consecutive hours no one to
whom the law applies shall be permitted or required to be em-
ployed more than 8 hours.

157. INFORMATION TO NEWSPAPERS, ETC.

There is no objection to field officers giving out information to
newspapers or to the general public relating to matters of fact, such
as the character of the building, the kind of materials to be used, the
name of the contractor, the contract price and date of completion,
modifications which have been authorized, arrangements for the
laying of the corner stone, etc.; but they must take precautions
against being drawn into local controversies about the work or any
of its details. (504.)

158. POLITICAL ACTIVITY AND ASSESSMENTS.

The attention of field officers is called to a "Warning against
activity in politics and the collection of political assessments or
contributions by Federal officers and employees," issued as a
circular by the United States Civil Service Commission.

The department especially cautions all the Federal employees
under its jurisdiction against any violation of the laws, rules, and
regulations appertaining to political activity and the illegal col-
lection or payment of political assessments or contributions. Any
violation thereof will be summarily dealt with.

SECTION II.
CORRESPONDENCE.

201. CliASSES OP LETTERS.

Letters signed by the Secretary, Acting Secretary, or Assistant
Secretary should be referred to as " department* ' communications,
and letters signed by the Supervising Architect or his assistants
should be referred to as " office" communications. Field officers
should use the personal form "I," not "this office."

202. REPLIES QUOTE DATE AND INITIALS.

The reply to a letter should always refer to its date, and in case of
1 ' office ' ■ letters refer also to ' ' S A- ' ' initials in the upper left-hand
corner.

Receipt of routine official communications is not to be acknowl-
edged. Acknowledgment when specifically requested or evi-
dently necessary must be made with the least possible delay.

203. ADDRESSING SUPERVISING ARCHITECT.

Letters and reports to the Supervising Architect should be

addressed :

Supervising Architect,

Treasury Department,

Washington. D. C.

The word "Personal" should be added to the address when the
matter is of a specially confidential nature. (124.)

204. OFFICIAL PAPER.

Official paper should be used for all official correspondence.
205. CONFIDENTIAL CORRESPONDENCE.

All official correspondence must be regarded by field officers as
strictly confidential.

(27)

206. BRIEF ON LETTERS.

A brief indicating in the fewest possible words the subject of the
letter must be placed in the upper left-hand corner of the first page
of each letter sent the department, viz:

Subject : ' ' Subdrainage j ' '

207. LETTER-SIZE PAPER.

The correspondence of the Supervising Architect's Office is filed
vertically, and all letters, reports, proposals, specifications, sched-
ules, accounts, affidavits, documents, etc., intended ultimately for
the office letter files should be on letter-size sheets, 8 inches wide by
10 J inches long.

208. DESIGNATION OF BUILDING.

The name of the Federal building to which a communication
refers must be stamped or written in the upper right-hand corner
of the first page of the letter, as: "Ogden, Utah, P. 0". Rubber
stamps for this purpose are furnished to field officers upon request.

209. ENCLOSURES.

Inclosures must be properly enumerated in letters addressed to
the office or department.

210. CARBON COPIES.

The superintendent must preserve signed carbon copies of all cor-
respondence and copies of vouchers. Copies of other papers or of
drawings prepared by the superintendent and forwarded by him
to the department must be retained. While not absolutely neces*
eary, it is advisable to retain copies of drawings or papers which the
superintendent did not originate and which are forwarded the office
or department for examination with the understanding that they
will be returned. A record of such documents, however, must be
maintained while out of the possession of the superintendent.
Care must be taken that all carbon copies are clear and legible and -
that they contain all corrections made in the original.

211. LETTERS OF TRANSMITTAL.

Letters of transmittal must be sent as first-class mail, not rolled
with drawings or specifications. Drawings or specifications should

be inclosed with and attached to the transmitting communication
if they are on letter-size sheets or not too voluminous for flat folding.
Self-explanatory papers do not require letters of transmittal.
This will ordinarily be true of reports, vouchers, etc. (See 305,
relative to vouchers requiring a letter of transmittal.)

212. LETTERS OF RECOMMENDATION PROHIBITED.

All employees of the department are prohibited from writing
official letters of recommendation in behalf of any firm, corporation,
employee, or article of manufacture.

213. CUSTODIANSHIP CORRESPONDENCE.

The approaching completion of a building will give rise to corre-
spondence relating to custodianship, furniture, supplies, etc. This
correspondence must be filed separately, so that it may be turned
over to the custodian as soon as he assumes his official duties.

SECTION III.
PREPARATION OF VOUCHERS.

301. GENERAL INSTRUCTIONS.

"General instructions" printed on the backs of the various
vouchers must be strictly observed.

302. SAMPLE VOUCHERS.

Upon request, a sample set of vouchers, properly filled out, will
be furnished, and must be followed closely, unless conditions
require material changes in form or arrangement. (907.)

303. CERTIFYING VOUCHERS.

The superintendent must certify to all vouchers for payment on
account of work or services in connection with the buildings placed
under his charge by either regular or special assignment.

Unless otherwise directed, all vouchers must be forwarded to the
office for payment. In certain cases a bonded official of the Gov-
ernment may be designated as a special local disbursing agent, to
serve without additional compensation; and special instructions
will then be issued to the superintendent regarding the handling
of vouchers.

304. DETERMINING AMOUNT OF VOUCHER.

When estimating the value of work performed and materials
furnished as a basis for issuing a voucher, the superintendent must
be governed by the schedule prices agreed upon by him and the
contractor, as described in paragraph 519 of these instructions. In
no case must a voucher be issued in such net amount as will reduce
the gross unpaid balance, including the retained percentage, of
the contract price, to a sum less than would be sufficient to com-
plete the building in case of default on the part of the contractor.
It is not necessary to forward with a voucher for payment on account
a statement showing the method employed in determining its
amount. This should be shown on the monthly progress report.

58509—16 3 (33)

305. RETAINED PERCENTAGE.

The accumulated retained percentage is not intended to cover
any incomplete or defective items. An additional amount equal
to the cost of completing or correcting these items must be retained
pending the entire completion of the work, or pending the accept-
ance by the department of a suitable reduction in the contract
price. The total contract price, less the accumulated retained
percentage(usually 10 per cent), is not due until every part of the
work is satisfactorily supplied and executed in every particular;
and a voucher in such amount must, therefore, be accompanied
by a letter of transmittal covering this point fully, and reporting
seriatim on any defects or omissions reported in the final inspec-
tions of the various branches, and not previously reported as
corrected.

As the checking of such a report in the office requires considerable
time, pending which the voucher can not be passed, it is preferable
not to issue a voucher for the full 90 per cent of the contract price.

306. FINAL VOUCHER.

See Final payment, 520.

307. SERIAL NUMBER OF ACCEPTANCE.

The serial number of the acceptance must be stated on the face
of each voucher issued in partial or final payment on account
thereof.

308. VOUCHERS FOR INDEPENDENT CONTRACTS.

Separate vouchers for work authorized to be performed inde-
pendently of the main contract should be issued as soon as the
work in question is satisfactorily completed.

309. WHEN TO ISSUE VOUCHERS.

Unless otherwise directed, or impracticable on account of the
superintendent having two or more assignments, vouchers for pay-
ments on account of contracts should be issued on the last day of
the month, except when this date falls on a Sunday or holiday. In
such a case the voucher should be issued the previous day. When
the superintendent is in charge of more than one building a few
days' interval is expected, but it is preferred that all vouchers be

Issued by the 5th of the month. The voucher in such cases
should be dated back to the last day of the preceding month, and
should not include work done subsequent to such date.

Vouchers must not be issued by superintendents in payment of
their own salaries before the last day of the period for which the
voucher is rendered, unless this day fall on a Sunday or legal
holiday. In such a case, the voucher may be issued and forwarded
to the department the previous day.

310. TRAVELING-EXPENSE VOUCHERS.

Vouchers covering reimbursement for traveling expenses of field
officers should be submitted monthly. They may be sworn to
before any postmaster, assistant postmaster, collector of customs,
collector of internal revenue, or other officer of the Government
empowered to administer an oath. No official of the Government
is permitted to make a charge for administering an oath to another
official or employee of the Government when the latter is acting
in his official capacity.

311. CERTIFICATION OF VOUCHERS.

Salary vouchers of field officers will be certified at the depart-
ment; all other vouchers (traveling expenses, rent, etc.) are to be
certified before transmission to the department.

312. CHARGEABLE TO "GENERAL EXPENSES OF
PUBLIC BUILDINGS."

The following classes of expenditures are chargeable to the annual
appropriation "General expenses of public buildings ":

(a) Compensation of field officers (supervising superintendents,
superintendents, junior superintendents, and inspectors).

(6) Office rent, and all expenses incident to superintendence,
including light, water, etc. (107.)

SECTION IV.
REPORTS.

401. PROGRESS REPORTS.

Superintendents are required to prepare progress reports, Form
8701, on the 1st day of each month next following that covered
by such report, except when this day falls on a holiday or Sunday,
or there is unavoidable delay in preparing the regular payment
to the contractor. In such cases, the reports should be forwarded
immediately after the value of the work done during the month
is ascertained and the payment voucher issued. In no case should
the transmission of the regular monthly report be delayed beyond
the 5th of the month. These reports are to be prepared in quad-
ruplicate and two copies forwarded to the office without letter
of transmittal. A third copy is to be retained in the files of the
superintendent. A fourth copy, showing only the portion relating to
payments made, must be posted conspicuously in the superintend-
ent's office, and free access thereto allowed subcontractors, or
others having a financial interest in the contract. (518.) The
reports must be prepared every month, even though there may
have been no progress in operations on the building during the
period covered.

Under the appropriate heading at the right of the report should
be stated in a few words whether the work, as indicated by the
headings, is progressing satisfactorily; and if not, the cause.

In the blank space under "Miscellaneous" may be inserted a
statement of any unusual item that should be included in the cost
schedule.

The total value of each branch of the work must be shown in the
first column; the total of this column must account for the total
contract price to date, allowing for additions and deductions.
The different branches of the work, as they are completed, must
be stated again in the second column as "completed work."

(39)

402. SEPARATE PROGRESS REPORTS FOR EACH
CONTRACT.

A separate report should be transmitted for each separate con-
tract on each building, except that independent contracts awarded
to the same contractor in amounts less than $10,000 may be noted
in the "Remarks" space. Such independent contracts must not
be included in the total of the main contract.

403. ESTIMATING NORMAL PERCENTAGE OF

COMPLETION.

When estimating the normal percentage of completion of a
building all circumstances relating thereto must be carefully-
weighed, and the original schedule revised as circumstances
demand. If the building is placed under contract at the com-
mencement of winter the normal percentage should be greatly-
reduced for two or three months, with a corresponding increase
during the balance of the contract time. An extension of time
automatically requires a rearrangement of the schedule of per-
centage, because of the postponement of the date of reaching
100 per cent completion. An allowance of from one-fourteenth
to one-sixteenth of the total time should be made for the assembling
of equipment and material.

404. SCHEDULE OF NORMAL PERCENTAGES.

The following table contains a schedule of normal percentages
for guidance in cases where no special conditions require modi-
fications:

Normal percentage per month.

9
7
7
6

19
17
15
14
13

28
26
23
21
20

44
38
37
34

52
46
44
41

64
60
53
51

68
61
58
55

82
76
69
65
62

84
77
72
69

100
92
85
79
76

37
35
30
29
27

100
93
86
82

100
93

100
94

~i66"

405. SAMPLE PROGRESS REPORT.

Progress Report for the Month of March, 1012.

Building, U. S. post oTice at Centerville, Ala.
Contractor, James Anderson: time limit, October 10, 1912.
Approximate date building ready for occupancy, October 10, 1912.

Branch.

Total value
of branch.

Total value

completed

tolast

report.

Value com-
pleted since
last report.

PER CENT COM-
PLETED.

Last month... 31
This month... 42
Normal 41

Dollars.

Cts.

Dollars.

Cts.

505

EQUIPMENT.

Satisfactory.

658
382

8,805
7,862

00
00

658
382

6,500
7,000

00
00

Waterproofing— sub-
drains.
Brickwork

1.000

00
00

FORCE.

( Jranite work

00 ; 375

Satisfactory.

Concrete

1,891
900
1,318
800
1,800
6,092
1,400
1,655

3,005

1,000

775

2,223

00
00
00
00
00
00
00
00

00
00
00

00
00

650
600
700

66 400

Force of brick

Structural steel and iron .
Architectural terra cotta

225
300
100

00 1 masons increased
00 on request of su-
rintendent.

Hoof covering

Woodwork

300

200
50

00
00

Painting and gla ing

Lathing and plastering. .

Interior marble, terrazao,

etc

PROGRESS.

Satisfactory.

Hardware

DELIVERY Or MA-
TERIALS.

Approaches, curbs,grad-
ing, etc. . .

Miscellaneous

1,294

250

175

SAMPLES OVER-

Plumbing

3,500

400

2,650

1,490

00
00
00

700

400

DUE.

Heating and ventilating.

Sample.

Time

Lighting fixtures

over-
due.

Elevators— lifts

Total

50,405

18,245

3,225

REMARKS, OR INDEPENDENT CONTRACTS.

Contract, including additions and deductions $50, 405. 00

Less value of work not completed 28,935. 00

21,470.00

Less 10 per cent retained $2, 147. 00

Less pavment on account 16, 420. 50

18,567.50

Amount of payment for month of March, 1912 2,902.50

J. M. Pepper, Superintendent of Construction.
Treasury Department, Office of Supervising Architect.
Form 8701.

406. DATA FOR SPECIAL EQUIPMENT.

The superintendent should supply the office in ample time with
data for the preparation of drawings and specifications for any-
special item of equipment, such as metal vault shelving, wire
partitions, counters, etc. Sketches prepared by the superintend-
ent should be signed by the officials interested to indicate their
approval of the arrangement shown. The fact should not be over-
looked that space for safes may be required in certain vaults. In
this connection it should be noted that the building appropriation
is available for the original installation of wire and other partition
work and fixed equipment, such as shelving, counters, judges'
desks, platforms, etc.

407. SCHEDULES OF FURNITURE, ETC.

At the proper time, schedules of furniture and other equipment
for the building will be transmitted to the custodian or other local
Federal official. The superintendent should cooperate with the
latter, or other local officials, in completing these schedules and
supply such other information as may be necessary.

408. DELAY IN LETTING INDEPENDENT CONTRACTS.

If the mechanical equipment, elevators, lifts, or lighting fixa-
tures are not included in the construction contract, and if the
superintendent should not receive notice of the letting of such
contracts in ample time to secure the installation coincident with
the completion of the building, he should bring this fact to the
attention of the office.

409. DATE OF OCCUPANCY.

A special report must be submitted when the work has reached
a stage of completion which indicates that the building will be
ready for occupancy within four months, in order that the various
departments interested may be notified. When determining this
date, due weight should be given to the average progress, the
advance during the previous two or three months, the apparent
ability and disposition of the contractor to prosecute the work,
the delivery of material, and similar considerations affecting
progress. Another special report must be submitted six weeks
before estimated date of occupancy so that the departments may
be again advised.

415

410. DATE FOR FINAL INSPECTION, ETC.

At the same 'time the superintendent should advise the office
regarding the date when the building will be ready for final in-
spection (if it has not already been made), and the probable date
when the superintendent's services may be dispensed with at the
building.

411. FINAL REPORT.

When a building is finally completed, or when a superintend-
ent is relieved from duty in charge of a building that is practically
completed, he must render a final report to the office, including a
financial statement of the contract, the items of addition and de-
duction, and the total payments made thereunder. All existing
defects under each contract must be given in detail in this report
under appropriate headings, and incomplete items must be enu-
merated. A separate report must be submitted for each separate
formal contract.

412. SCOPE OF FINAL REPORT.

An equitable settlement of the contract may depend upon the
adequacy and accuracy of the superintendent's final report, which
should supply all data necessary for the consideration of the office
in the settlement of the contract, including the following whenever
applicable :

(a) A statement that the work under contract is completed in a
satisfactory manner, together with a seriatim statement of the
correction of defects and supply of omissions previously reported
as the result of inspection, referring specifically to the letters and
reports in which the items are mentioned ; or, if not completed, a
schedule of items of defective or incomplete work, arranged by
trades, and each item numbered.

(6) A statement whether all additions to the contract have been
completed in a satisfactory manner, and all deductions properly
accounted for.

(c) A synopsis of the "record of delays" segregated in accord-
ance with paragraph 608. In complicated cases a full record of
delays is to be transmitted.

(d) A financial statement, giving contract price, schedule of
additions and deductions, total payments (but not schedule of
monthly payments), and unpaid balance.

(e) Schedule and status of acceptances to the various contrac-
tors, made independent of their respective formal contracts. A
similar statement regarding independent informal contracts.

(/) A statement showing for the period of delay the salary and
expenses of superintendent and the amount of rent paid by the
Government for all officials intended to be housed in the building
when completed.

(g) In case the time limit has been exceeded, a statement in
detail from the contractor regarding causes of delay, with such
explanations as may be necessary. This statement should be
obtained before the entire completion, as it is desirable to have it
accompany the final report, but if this is not feasible the matter
may be treated in a subsequent communication.

Qi) The dates when building was sufficiently advanced to
permit occupancy, when it was finally completed, and when it
was finally occupied, either by the post office or any other impor-
tant branch of the service. If not occupied at the time of sub-
mitting the report, the reasons should be stated and the estimated
date of occupancy given.

413. LIQUIDATED DAMAGES.

The Comptroller of the Treasury on August 11, 1911, held that
officers of the Government should not write into the records of a
case, the contract for which provides for liquidated damages, any
statement that no damages have been sustained. (Navy Depart-
ment v.mV. Clad & Sons; see also United States v. Bethlehem Steel
Co., 205 U. S., 119.) Damages on account of delay have been
mutually agreed upon in advance by the parties to the contract.
When this is written into the contract it becomes a part thereof
and can be changed only by the mutual consent of the parties
thereto, or waived by the party upon whom the delay has been
inflicted. This restriction, however, will not prevent superin-
tendents from recommending the waiving of the damages, in
whole or in part, accompanied by explanation and reasons therefor.

SECTION V.

CONTRACTS, PROPOSALS, PAYMENTS, AND
APPROPRIATIONS.

501. PROCURING PROPER PROGRESS.

The superintendent must carefully and fully inform himself of
the provisions of all contracts for work in his charge and see that
they are executed in strict accordance with their terms. He must
note the time within which each contract is to be completed, and
warn the contractor if the work is not progressing with sufficient
expedition to accomplish that result. If repeated efforts on the
part of the superintendent are without effect, and it becomes ap-
parent that the completion of the building will be materially
delayed, the superintendent must so report to the Supervising
Architect, with an explicit statement of all facts bearing upon the
case. This report must state whether, in the opinion of the super-
intendent, the Government is in any way responsible for the delay;
if so, to what extent, and the reasons on which such opinion is
based. This course must be followed for each contract, in order
that the eight days' legal notice of default may be served promptly
by the department in case it is determined to terminate the con-
tractor's right to proceed or to adopt any other method of protect-
ing the interests of the Government. (649.)

502. INTERPRETATION OF CONTRACTS.

The superintendent must give careful attention to Treasury
Circular No. 146, Secretary's office, approved by the Secretary
of the Treasury December 31, 1877, which relates to the interpre-
tation of public contracts. The circular follows:

"The following is based upon decision of the Supreme Court in
the case of Hawkins v. United States (No. 700, October term, 1877),
and publication is made for the information and guidance of offi-
cers m charge of public works, etc., under control of this depart-
ment and all parties having, or seeking to have, dealings with
the department through such officers.

(47)

"1. When a service of a better or higher grade than that required
by contract is rendered upon the demand of a public agent, such
demand being made upon an interpretation of the contract, the
contractor can have no claim against the United States; nor will
notice given at the time to an unauthorized agent of an intention
to present a claim for additional allowance on account of such
better service change the rule.

"2. When a contractor holds himself not bound to a performance
which is sought to be required of him, he will immediately state
his objections in writing to the agent in charge, who will forward
it at once to the department, with his report thereon, that the
question may be decided by the proper authority.

"3. Claims for compensation on account of materials or services
will not be considered unless they are founded on some agreement,
and when the agreement is claimed to have been entered into by
an agent for or on behalf of the United States it must be shown
that he had authority to make such agreement.

"4. Verbal agreements between the parties to a written contract
made before or at the time of execution of the contract are in gen-
eral inadmissible to vary its terms or affect its construction, the
rule being that all such verbal agreements are to be considered as
merged in the written instrument. Written contracts must, there-
fore, be held to express the intention of the parties at the time of
contracting, and their plain and reasonable construction can not be
diminished or enlarged by verbal testimony in explanation of such
intention. Neither can an implied promise exist with reference
to any subject matter that is embraced in an express agreement.

"John Sherman, Secretary."

503. MODIFICATIONS FORBIDDEN WITHOUT
AUTHORITY.

The superintendent must neither order nor assent to any modi-
fication in contract requirements without specific authority from
the department. Every contract is entered into by the United
States of America, through officials clothed with the necessary
authority either by law or regulation. None but the latter may
authorize a deviation from a .contract, and such authorization must
be in writing. A superintendent of construction is not one of
these officials, and, therefore, he may not order any extras to the
contract nor enter into any agreement for the supply of any mate-
rial or labor not called for in the contract, nor approve or authorize
any deviations from the contract requirements without having
first obtained written authority from the department, except in
the case of minor changes for structural reasons when no change
in contract price is involved (712), and the authority to act in such
cases must be exercised with great care.

504. CHANGES REQUESTED BY CITIZENS.

Citizens of communities in which public buildings are being
erected, as well as officials who expect to be housed in the structure ,
frequently desire certain privileges or important changes in con-
nection with the building, such as facing the building on another
street, providing additional entrances, changing the facing ma-
terial, elaborating the treatment in the public lobby, or permit-
ting the use of the site as a public thoroughfare, etc. When such
requests are brought to the attention of the superintendent by re-
sponsible officials or civic bodies, it is proper for him to transmit
them to the department, but it is not proper for him to commit the
department in any way. He should present both sides of the
matter without bias.

Changes should be discouraged, generally, but if they are un-
doubted improvements they should be brought to the attention of
the office well in advance of reaching the work which they w ill
directly affect.

505. PROPOSALS FOR MODIFICATIONS.

When conditions arise which absolutely necessitate a change in
a building (but do not require that the matter should be handled
by telegraph), the superintendent should obtain from the con-
tractor a proposal, in duplicate, for the work involved and forward
it to the office with definite recommendation without previous
request for authority to solicit such a bid. If the superintendent
is of the opinion that proposals obtained are unreasonable, he
should prepare a careful estimate of the real value of the work and
forward same to the office, which may, if it concurs with the super-
intendent, exercise its right to fix a price and order the work
executed. When such action is taken, the superintendent should
give particular attention to the installation of this part of the work,
and on its completion forward a detailed report of labor and material
employed, which will indicate whether in fixing the price the
department imposed any hardship on the contractor. The super-
intendent's report should include a statement of the amount he
believes should have been allowed. The office will then readjust
the matter, if such action appears equitable.

506. EXIGENCY ACTION ON CHANGES.

In case of an emergency requiring immediate action competitive
bids should be obtained by the superintendent, and the amount

58509—16—4

of the lowest bid and name of the bidder wired to the office, with a
brief description of the nature of the emergency, and a statement
that the bids are being forwarded. If the work in question modi-
fies or is intimately related to work already under contract, it will
be impracticable to obtain competitive bids. In such an event,
the superintendent should wire the amount of the bid obtained
from the contractor already on the work, together with his own
estimate and recommendation, confirming these by letter. If the
work is of such a character that no bid can be obtained, a state-
ment to that effect should be wired the office with a request for
authority to expend under exigency the amount which the super-
intendent estimates will be necessary.

507. ITEMIZED ESTIMATE.

When a proposal, whether with or without change in price, is
forwarded by the superintendent it must be accompanied by his
itemized estimate, giving quantities and costs of the material and
labor involved, and stating whether conditions exist which would
materially affect the cost, such as the necessity for obtaining
material from a distant source, unusually high freight rates, etc.
In case any of the material affected by the change has been de-
livered at the building, or placed in position, or even if the con-
tractors claim that it has been manufactured, the fact should be
stated, and also whether such material can be used in connection
with the contemplated change. Careful attention to these instruc-
tions will make for prompt action upon the contemplated changes.

508. PROPOSALS IN DUPLICATE.

All proposals obtained by a field officer must be forwarded to
the office in duplicate, accompanied by a copy of his letter to the
contractor requesting the proposal and by originals or copies of
any itemizations or subcontractors' bids which the general con-
tractor may furnish the field officer.

509. SIGNATURES ON PROPOSALS.

Bids forwarded to the office by a field officer must be signed in
autograph by the bidders. Typewritten, printed, or stamped
signatures of individuals, firms, or corporations will not be accepted
unless authenticated in autograph on the proposal by the con-
tracting party, or by an authorized member of the firm, or officer
of the corporation, submitting the bid .

510. ADDRESSING OF PROPOSALS.

It is preferable that the proposal sheet be addressed to the Super-
vising Architect even when it is required to be forwarded through
a local official.

511. WHAT CONSTITUTES "PUBLIC ADVERTISING."

In accordance with section 3709 of the Revised Statutes, com-
petitive proposals for all. supplies of material and labor must be
invited by public advertising unless a public exigency requires
the immediate delivery of the article or performance of the service.
The requesting of bids by means of only circular letters does net
meet the statutory requirement regarding public advertisement,
but the posting of an appropriate notice in a public place, supple-
mented by circular letter to persons qualified to bid, is sufficient.

The law (sec. 3828, Revised Statutes) permits newspaper adver-
tising only after authorization by the Secretary, and no expendi-
ture on this account can be approved except where such written
authority has been given in advance.

512. SUPPLIES OR SERVICES AT HEADQUARTERS.

For any item of service or supplies required in connection with
his headquarters, the field officer should submit an estimate of
cost, and request authority to obtain proposals, unless the necessity
for such service or supplies is so evident and usual as to warrant
the assumption of favorable action by the officer. In that case
he may forward the proposals (in duplicate) with his explanation
and without a preliminary request for authority.

If an actual exigency exists which forbids either of the above
methods, the supply or service may be obtained in the open
market, and voucher and explanation promptly forwarded; but
such expenditures will be carefully scrutinized and are subject to
disallowance if not required by actual exigency.

The following excerpt from a recent departmental circular
calling attention to the requirements of section 3709, Revised
Statutes, in relation to "Expenditures under exigency" is to be
carefully noted:

"As related to all expenditures incurred under exigency, no
matter of what character, it must be clearly established that the
expenditure was immediately necessary and could not have been
foreseen by ordinary care; that injury to the public interests or
damage to public property would have resulted from delay incident

to procuriug authority for incurring the expenditure or advertising
for proposals. The nature of the emergency must be stated fully
on the face of the voucher and such statement signed by the
officer incurring the liability, in addition to the statements sub-
mitted in letters transmitting such vouchers."

513. OPENING COMPETITIVE PROPOSALS.

When authority is given for inviting proposals by public adver-
tising (511), the field officer must open all proposals obtained at
the hour named in the invitation therefor in the presence of at
least one other officer of the Government, if practicable, and such
of the public as may desire to attend. ( Sec. 3710, Revised Statutes.)
No proposals should be opened before the hour fixed therefor nor
should any bid be received after the reading of the bids has begun.
The superintendent must place his initials on each bid and
request any Government officers present to do the same. After
this, a schedule or synopsis of the bid or bids received must be
prepared and signed by the field officer and by the other officer
or officers present at the opening. The bid or bids, accompanied
by the original copy of the signed schedule must then be forwarded
to the department by the field officer with his recommendation
and such information as he may deem of value in regard to the
standing, competency, and respdnsibility of the various bidders.
Copies of all papers must be retained for the field officer's files.

514. BID ACCEPTED BY SUPERINTENDENT.

If the requirements of the preceding paragraph are so modified
as to authorize the field officer to accept immediately the lowest,
or best, bid, he must promptly transmit to the Supervising Archi-
tect, for approval of his action, all proposals received, together with
a copy of his letter of acceptance. This does not modify the
previous instruction regarding the manner of soliciting, opening
and scheduling the bids.

515. CERTIFIED CHECK WITH PROPOSAL.

Bidders are required to submit certified checks with all proposals
amounting to $500, or over, and such proposals not accompanied
by certified checks wiir not be considered. Unless otherwise
stated, certified checks must be for 10 per cent of the amount of
the bid, if the latter is for $500 or over but notJn excess of $2,000.
If the bid is for more than $2,000, the certified check must be for
2 per cent of the amount of the proposal. Certified checks must

be drawn to the order of the Treasurer of the United States and be
forwarded with the bids, unless otherwise directed. While all
checks are held at the risk of bidders, the right is reserved by the
department to deposit immediately all certified checks for col-
lection. The proceeds of such checks are subject to forfeiture in
case of default. That matter, as well as the return of the checks
to the bidders, will be attended to by the office.

The proceeds of the check of the successful bidder will be held to
guarantee the satisfactory performance of the contract.

516. FORMAL CONTRACT.

Upon acceptance of a bid, the department will determine whether
a formal contract with a bond or an additional guarantee deposit
will be required. If a formal contract with bond is entered into
the certified check submitted with the bid, or the proceeds thereof,
will be returned after the approval of the bond. Otherwise the
check or its proceeds will be retained until satisfactory completion
of the work. The right is reserved by the department to require
the submission of a bond in connection with informal contracts.
Generally no bond is required if the accepted proposal is for less
than $2,000.

517. PERIODICAL PAYMENTS.

Monthly or periodical payments during the progress of the work
must be made in strict accordance with contract requirements.

518. MONTHLY ESTIMATES.

A copy of each monthly estimate, as indicated on the monthly
report, shall be posted in the office of the superintendent in a
conspicuous place where it shall be accessible to all parties inter-
ested in the contract, whether as contractors, subcontractors,
material men, or their attorneys. (401.)

It is desirable to transmit to the contractor a copy of the monthly
estimate, showing the amounts allowed on account of the different
branches of the work, and to notify the contractor, at the same time,
of the number of days, or the percentage, the work is below normal.

519. PAYMENT SCHEDULE.

As early as possible after assignment to a building, the superin-
tendent, in conference with the contractor, must arrange a schedule
of amounts covering each branch of the work contracted for. The

total of the amounts in the schedule must agree with the contract
price. This general schedule, when completed, must be signed
by both the contractor and the superintendent; one copy to be
delivered to the contractor, one retained by the superintendent,
and a third copy forwarded to the office for file. The monthly pro-
portional payments will be based on this schedule, and unit rates
in each branch should be fixed to whatever extent is practicable.
When conditions make it necessary, the schedule must be revised,
with the consent of the contractor, and a copy forwarded the
Supervising Architect.

520. FINAL PAYMENT.

The final payment of the accumulated retained percentage is
made only upon direct orders from the department. (305.)

When a contract calls for payment only on the completion of the
work, no partial payment is to be made except upon special au-
thority from the department.

521. MATERIALS NOT TO BE USED IN PART PAYMENT.

No article or materials belonging to the Government may be given
or allowed in part payment for any supplies or work. (Sec. 3618,
Rev. Stat, of the U. S.)

ANNUAL APPROPRIATIONS.

The following annual appropriations are under the control of the
Supervising Architect:

522. GENERAL EXPENSES.

"General expenses" which carries allowances for the salaries of
the field force, their office rent, traveling expenses, and certain
minor expenditures. (312.)

523. FURNITURE AND REPAIRS OF SAME.

" Furniture and repairs of same" is available, among other things,
for the purchase and installation of lighting fixtures in completed
buildings and for repairs of same. It is not available for the
purchase or installation of the outlet box to which the fixture is
connected, or for any work back of the box. Therefore, if specifica-
tions call for both conduit work and lighting fixtures, the cost of

the lighting fixtures, either f. o. b. factory, delivered, or installed,
must be segregated in all proposals. This appropriation is also
available for the purchase of furniture, carpets, etc., and their
repair as soon as the custodian assumes actual or constructive pos-
session of such furniture, etc. It is available for repairing all old
furniture owned by the United States, if that furniture is to be trans-
ferred to a building under the control of the department. It is also
available, in the absence of a special appropriation (532), for moving
expenses incident to transferring to a building under the control of
the department all furniture in the custody of any department of
the Government, regardless of whether the furniture was originally
purchased by the Treasury Department; provided that when trans-
ferred it is owned by the United States. It is not available for
transferring to a building under the control of the department any
official books, papers, or records belonging to this or any othy
department.

The appropriation for furniture is not available in connection
with marine hospitals, quarantine stations, mints, branch mints,
and assay offices.

524. MECHANICAL EQUIPMENT.

This appropriation is available for repairs to and renewals of the
mechanical equipment in all completed and occupied buildings,
and for the original installation of any absolutely necessary mechan-
ical or electrical equipment not provided for from the original
special construction appropriation in any given case; but it is
not to be used with the primary object of augmenting a special
appropriation.

In both new and old buildings the office provides the conduit
and wiring system and extensions thereof for all necessary purposes,
including extensions for cancelling machines and other special
appliances provided by the various departments. The cost of
connecting the machine or appliance to the wiring system of the
building is paid for by the department providing the appliance.
This should be borne in mind when taking bids for such work and
only the appropriate items sent to this office. (854 and 857b.)

This appropriation is also available, in the absence of any special
appropriation that is applicable, for all the work incidental to
making service connections, above or below the surface, inside or
outside the property lines, including excavation, restoring surface
of roadways, etc., and for the installation and repair of the mechan-

ical equipment in buildings standing on sites to be later improved
by Federal buildings, provided the ownership of these structures
has not been reserved by the vendors of the sites: and provided,
also, the department has not leased them subject to the tenant
making all repairs, etc.

525. REPAIRS AND PRESERVATION:

This appropriation covers all repairs to the structural part of the
building, and repairs to the approaches, including down spouts,
interior and exterior, to the point where they connect with the
general drainage system of the building; wire baskets for down
spouts; supply and installation of exterior lamp brackets and stand
ards (exclusive of conduit and wiring to and in same, which is
chargeable to "Mechanical equipment"); repairing sidewalks
dfed curbings; the planting of trees and shrubbery inside of lot
lines, etc. It is not customary to plant flowers. No authoriza-
tions are made from this appropriation for lamp standards, or
any other work, outside of the Federal property lines, except that
which is incidental to the repair and maintenance of sidewalks
and curbs, but not gutters or street paving.

The appropriation is also available for fencing of vacant sites
under the control of the Treasury Department, for filling in
dangerous holes, and for cutting grass and weeds, but not for per-
manently improving these sites. Care should be taken to dis-
tinguish between these vacant and unimproved sites and the
grounds surrounding completed buildings.

See "Mechanical equipment" (524) relative to repairing build-
ings standing on acquired sites, and the use of an annual appro-
priation to augment a special appropriation. This information
applies equally to the appropriation for "Repairs and preserva-
tion."

526. OPERATING FORCE.

"Operating force," from which payment is made for all personal
(pay roll) services in connection with the care and maintenance
of completed and occupied public buildings, their grounds and
equipment. Supervising chief engineers and their assistants are
paid from this appropriation. This appropriation is not available
for marine hospitals, quarantine stations, mints, branch mints,
and assay offices. (531.)

527. OPERATING SUPPLIES.

This appropriation is available for the purchase of fuel, steam,
light, water, ice, lighting supplies, electric current for lighting
and power purposes, removal of ashes, rubbish, and snow and ice;
cutting grass and weeds in grounds of completed and occupied
buildings; washing towels; telephone service for custodian force;
and miscellaneous items for the use of the custodian force in the
care and maintenance of completed and occupied public buildings
and the grounds thereof, under the control of the Treasury Depart-
ment, and in the care and maintenance of the equipment and
furnishings in such buildings, exclusive of marine hospitals,
quarantine stations, mints, branch mints, and assay offices; and
for all miscellaneous supplies, tools, and appliances required in
the operation of the mechanical equipment, subject to the follow-
ing:

528. OPERATING TOOLS AND APPLIANCES.

Operating tools and appliances furnished as part of a general
installation, such as boilers, engines, elevators, etc., or as a usual
part of any appliance or fixture not chargeable to "Operating
supplies,' ' are paid for from whatever appropriation is chargeable
with the balance of the expenditure. Any renewal of these tools,
or any tools purchased separately, will be paid for from "Operating
supplies."

529. REPAIR TOOLS.

Tools required by the building force in making repairs to the
building, or to its equipment, are also chargeable to "Operating
supplies;' ' the material used in making said repairs (and which
becomes a component part of the thing repaired) being chargeable
to "Repairs and preservation" or "Mechanical equipment," or
whatever appropriation is naturally involved.

530. TOOLS FOR MARINE HOSPITALS, ETC.

The appropriation "Operating supplies" is not available for
marine hospitals, quarantine stations, mints, branch mints, and
assay offices. Therefore, tools required by the station or building
force for repair of the structure or equipment are not a charge
against any appropriation under the control of this office and the
same is true of tools and appliances required strictly in connection
with operation of the equipment unless they are supplied as a

usual feature of some appliance or equipment properly chargeable
to an appropriation under the control of this office, in which case
they fall under the general rule stated in paragraph 527.

531. PERSONAL SERVICES CHARGEABLE TO
"OPERATING SUPPLIES."

Care must be taken to distinguish between pay roll services of
employees engaged in the removal of snow, ice, rubbish, etc.,
which are payable from "Operating force," and contract services
for the same work, which are payable from "Operating supplies."
(526).

Personal services chargeable to "Operating supplies" can be
employed under exigency in case of actual emergency, but only
when the custodian's force is inadequate or not sufficiently skilled,
and there is not sufficient time to take bids. The official ordering
exigency work must be prepared to justify the action fully. (512.)

532. SPECIAL APPROPRIATIONS FOR MOVING.

If Congress provides a special appropriation for moving ex-
penses incidental to the reconstruction, extension, rebuilding,
etc., of an existing Federal building, that special appropriation is
available for moving all public property (furniture, books, records,
safes, etc.), from the building before it is remodeled and to it after
the reconstruction is completed. It is available for moving into
the remodeled building public property not taken from the build-
ing, provided it belongs to branches of the service which will be
given space in the building as a result of its extension, reconstruc-
tion, etc.

Superintendents charged with the oversight of moving operations
should inform themselves fully in relation to the appropriation
charged with payment of the expense thereof. (523.)

SECTION VI.
CONSTRUCTION PRACTICE.

601. FILES FOR READY REFERENCE.

Office records, drawings, and other files in the care of field officers
must be so maintained as to be convenient for ready reference.
Superintendents of construction are expected to facilitate the work
of supervising superintendents and inspectors by having all rec-
ords ready for examination at any time. If not filed by subject,
the contents should be carefully indexed. In addition to keeping
the records of different contracts separate, as hereinafter indicated,
it is desired that the records (superintendent's correspondence,
record of tests, etc.) pertaining to the mechanical equipment be
kept separate from the other records on a contract, so that inspectors
of mechanical equipment may find what they need without going
through the entire file. (820.)

Superintendents are required to enter modifications as soon as
authorized upon a set of plans and specifications. On the comple-
tion of the building and the transfer of the superintendent, this
corrected set is to be turned over to the custodian, with instruc-
tions to keep the same in a special files cabinet (which will be sup-
plied to him) for the information of visiting inspectors. The
receipt of the custodian is to be forwarded by the superintendent
to this office for file.

602. CONSTRUCTION RECORD.

The construction record kept by the superintendent must
include the following:

1. Record of contract and modifications.

2. Record of independent contracts.

3. Record of proposals for changes.

4. Daily job record or diary.

5. Commencement and completion of each branch of the work.

6. Record of delays.

7. Record of samples submitted and approved.

8. Record of drawings and details received.

9. Record of shop drawings approved.

10. Record of test made.

(61)

603. RECORD OP CONTRACT AND MODIFICATIONS.

1. The " Record of contract and modifications" must contain —

A complete statement of each contract.
All changes involving additions and deductions.
All changes made without change in contract price.
The net contract price to date.

604. RECORD OF INDEPENDENT CONTRACTS.

2. The " Record of independent contracts' ' must contain for each
contract the information indicated in the foregoing section.

605. RECORD OF PROPOSALS FOR CHANGES.

3. The "Record of proposals for changes" must show all pro-
posals for changes requested from the contractor or submitted to
the office and not acted on.

606. DAILY JOB RECORD.

4. The "Daily job record" or "Diary" must show —

(a) The progress of the work, with such data as will form a brief
history of the construction of the building and the conditions
affecting its progress.

(6) The daily temperature and rainfall.

607. RECORD OF EACH BRANCH.

5. The "Record of commencement and completion of each
.branch of the work" must show the dates —

(a) When each branch should be ready for commencement.

(b) When it was actually commenced.

(d) When it was actually completed.

(e) Also the causes of any delay in commencement or completion.

608. RECORD OF DELAYS.

6. The "Record of delays" must show all delays, including the
date, cause, and portion of the work affected —

(a) Chargeable to the contractor.
(6) Chargeable to the Government,
(c) Beyond control of contractor or Government.
Under the above headings the following items, and any others
the superintendent desires to include, should be covered:

(a) Delays chargeable to the contractor —

(1) In commencing work.

(2) In delivering materials upon the site.

(3) Caused by failure to employ sufficient force.

(4) Caused by failure to submit samples and shop draw-

ings foi approval, so far as known to superintendent.
(6) Delays chargeable to the Government —

(1) Caused by suspension of the work by the superintend-

ent or the department.

(2) Caused by failure of the office to furnish drawings, mod-

els, or other information, or to approve samples and
shop drawings within a reasonable time, so far as
known to the superintendent.

(3) Caused by discrepancy in drawings and specifications.

(4) Caused by delay in acting on proposals, whether ac- -

cepted or rejected,
(c) Delays beyond control of the contractor or Government —

(1) Caused by unseasonable weather.

(2) Due to strikes; the character of which should be ex-

plained.

(3) Due to unforeseen conditions, such as unexpected diffi-

culties in foundations.

This record must also show the dates on which the building is
(a) sufficiently completed to be occupied, (b) actually occupied,
and (c) finally completed.

A delay in one branch ordinarily affects the progress of the
whole construction by a certain percentage, which should be esti-
mated as accurately as possible. The entry in the record should
be under two heads: (a) Number of days delay in the particular
branch affected; (b) resulting delay to the building as a whole.

The superintendent need not hesitate to attribute any particular
delay to the office or the department, if such is the fact. He must
maintain all records with the strictest accuracy, but they are for
the use and information of the department only, and their exist-
ence does not relieve the contractor of the responsibility of main-
taining his own records and of submitting his own statement of
delays and claim for extension at the time of final settlement; and
the contractor should be so advised at the commencement of the
work.

Superintendents should call special attention of the contractor
to the paragraph "Delays" of the "General conditions" of the
specification, in which it is provided that the contractor is en-

titled to one day in addition to the stipulated time for completion
for each day's delay caused by the Government, provided that a
written claim therefor is made within 10 days of the occurrence of
such delay, i. e., within 10 days from the beginning of the delay.
Such claims should be presented through the superintendent, who
should forward them to the office with his report as to the facts in
the case, and his recommendation. If the claim is allowed, due
note is to be made in the record of delays. Unless the claim is
presented by the contractor within the time stipulated he waives
his contract right in this regard and the matter can not be con-
sidered until time of final settlement, when it will be taken up
with other questions affecting settlement.

609. RECORD OF SAMPLES.

7. The "Record of samples submitted and approved" must
show —

A list of samples to be submitted, this list to be made up at the
commencement of the work, and to indicate the date when each
sample should be submitted.

The date each sample is actually submitted.

The date of approval or rejection.

The dates of forwarding and approval (or rejection) of the identi-
fication samples.

610. RECORD OF DRAWINGS AND DETAILS
RECEIVED.

8. The " Record of drawings and details received" must in-
clude—

Contract drawings.

Full size details.

Drawings and sketches prepared by the superintendent.

The class of work covered by each drawing and date of receipt
of same.

Full size drawings, whether kept in rolls or folded, must have
the number conspicuously marked on the outside. Drawings or
sketches prepared by the superintendent (whether for transmittal
to the office or to the contractor) must be numbered consecutively
with the prefix S, have the title of the building thereon, and be
initialed or signed by the superintendent. (This does not apply
to repair work, Section VII.)

611. RECORD OF SHOP DRAWINGS APPROVED.

9. A separate record must be kept showing the dates of approval
and receipt of shop drawings.

612. RECORD OF TESTS MADE.

10. The " Record of tests made" must show all tests required
during the progress of the work, including the date of test, the
work tested, the test applied, and the result.

613. FOUNDATIONS.

Upon the completion of the excavation, except trenches for
footings, a report must be forwarded to the Supervising Architect
covering the following points:

The condition of masonry buildings in the vicinity, noting
whether any cracks or other evidences of faulty foundations or
disturbances are apparent.

A description of the material through which the excavation was
made, to elevation of bottom of footings, stating its nature for each
foot of depth at the corners of building, and also at intermediate
points if the character varies greatly between the corners. The
conditions at bottoms of footings may be ascertained by sinking
small pits before the trenches are excavated.

A detailed description of the soil on which the footings are to
be placed with a statement whether the soil at that level varies
under different portions of the building, and a definite recommen-
dation regarding the maximum safe pressure per square foot.
Unless the soil is evidently satisfactory, samples should be at once
forwarded to the Supervising Architect's office. Samples of earth
should always be forwarded in hermetically sealed cans in the
natural condition, as nearly as possible, as regards moisture and
consistency. Fruit jars should not be used for this purpose except
as a last resort. The shipments should be made by parcel post or
express; the packages to be marked: " Supervising Architect
(Structural Division), Treasury Department, Washington. D. C."

Any pertinent statements not required by the above that may
be of value to this office should be given. Unless it is evident
that the soil under the footings will safely carry the load to be
transmitted to it and is otherwise satisfactory, authority should be
obtained to make test borings before placing the footings.

58509—16 5

The average depth below surface of ground to which the influ-
ence of frost is felt should be stated, if frost is a factor in foundation
work in the locality in which a building is to be erected.

Inquiry should be made of competent persons regarding the
approximate elevation of ground water and its probable variation
with the seasons.

The information required by the preceding must be sent to the
office before any work on the footings is commenced, in order that
such action may be taken as the Supervising Architect may deem
necessary. Unless assured of the stability of the soil, the superin-
tendent must not permit the work to proceed until all questions
are settled.

614. NECESSARY SUBDRAINAGE NOT PROVIDED.

If the contract does not reqiure a subdrainage system, but, either
from information obtained, or from conditions at the time the ex-
cavation is in progress or approaches completion, a subdrainage
system appears to be necessary to insure a dry basement, the super-
intendent must immediate! y report this fact to the office and supply
all the information required for the preparation of drawings or
specifications, or both. In case the work is urgent, a proposal in
duplicate should be obtained from the contractor and submitted
with a recommendation in lieu of a report.

615. CONTRACTOR'S SUPERINTENDENT.

If the contractor does not within a reasonable time comply with
the requirement of the specifications regarding the placing of a
competent foreman on the work, the superintendent of construc-
tion must so advise the office. All instructions given by the latter
in regard to the conduct of the work must be given to the con-
tractor or his authorized representative, not directly to contrac-
tor's workmen; and failure to follow this regulation will render the
field officer liable to discipline.

616. FENCE AROUND SITE.

If the contract does not provide for the erection of a fence around
the building site and the superintendent considers one necessary,
he should obtain competitive proposals, by circular letter and
public posting of notice, for a fence of suitable construction and
height, and forward the bids to the office with his explanation as
to the necessity, and an estimate of cost.

No advertising will be allowed on a fence constructed around the
site by either the Government or the contractor, except a neatly-
painted sign, or separate signs, giving the name of each contractor
who has a formal contract (over $2,000) for any portion of the work.

617. CHECKING DRAWINGS AND SPECIFICATIONS.

The superintendent must carefully check up the drawings and
specifications, and if any errors are found report them to the office
for correction before the work has been affected thereby. This
checking should be done during the progress of the excavation.
(601, par. 2.)

618. REQUEST INSTRUCTIONS WHEN IN DOUBT.

Whenever the superintendent is in doubt as to the proper mode
of executing any part of the work, he should present the matter to
the office and await instructions.

619. SUPERINTENDENT'S INSPECTION OF WORK

AND MATERIALS.

The superintendent, being responsible for the satisfactory exe-
cution of the work on the building, and for the Government property
in his possession, must devote proper attention thereto; inspect all
work as it progresses and all materials upon delivery; accept or re-
ject materials according to his best judgment of what the contract
requires, and see that all workmanship and materials employed
are in accordance with the requirements of the drawings, specifi-
cations, contracts, and approved samples.

Inspection of materials should follow immediately upon delivery.
Rejections of material after installation should not be necessary
unless the work was done during the superintendent's absence,
using material which he had no opportunity to pass on previously,
or which suffered some damage or deterioration during or after
installation, or when laboratory tests (623) demonstrate that
installed material is in accordance with the approved samples

Rejection of materials or workmanship may first be verbal and a
record made in the daily diary. If the contractor takes no action
toward replacement within a reasonable time, the matter should be
followed up by a letter, which must be specific, and a copy sup-
plied to the contractor's representative on the work. If this is
without result, the superintendent, should make full report to the
office, transmitting a copy of his letter of rejection.

Generally it should be possible to class the workmanship as
either satisfactory or unsatisfactory. When satisfactory, although
deviating slightly from the specification requirements for struc-
tural or other good and sufficient reasons, the superintendent is
authorized to pass such minor modifications, provided they com-
ply with the intent of the drawings and specifications, and are
without additional expense to the Government. (503, 712, 822.)

620. MATERIALS "APPROVED" BY SUPERIN-
TENDENT.

When the specifications or drawings call for " approved " material
or methods, without providing for preliminary submission to the
Supervising Architect, the superintendent shall have the authority
to make such approval, subject to the material or method being in
accordance with the intent of the plans and specifications.

621. UNSATISFACTORY MATERIALS.

With any report to the office regarding delivery or rejection of
materials, the superintendent should forward samples of the
materials in question, provided their size and character will permit
them to be mailed. Such samples should be so marked or labeled
as to identify them with the reports to which they relate. When
samples can not be mailed, the criticisms must be very clear and
definite, and supplemented by photographs or sketches if neces-
sary to a proper understanding of the matter.

622. SAMPLES AND SHOP DRAWINGS.

The contractors are required to submit samples, shop drawings,
etc., for approval either to the office or to the superintendent as
called for by the specifications. Those required to be submitted
to the office by the contractors must not be forwarded by the
superintendents for them. Approved samples are to be retained
by the superintendent until final inspection.

Shop drawings are submitted generally for the purpose of ampli-
fying the contract drawings. They, therefore, must not contain
material deviations from the contract requirements unless covered
by the acceptance of a proposal. If it should happen that material
deviations are shown and inadvertently approved, this does not
relieve the contractor from his obligation to do the work in accord-
ance with the contract requirements. However, as shop drawings
are carefully checked in the office it may be assumed that generally
they represent the approved method of construction. Exceptional
cases should be brought to the attention of the office.

623. IDENTIFICATION SAMPLES.

In order to ascertain if the materials delivered on the ground, the
quality of which can be determined only by laboratory test, are
identical with the samples originally approved, the superintendent
is required to forward to the office identification samples of the
quantities called for in the specifications for the original sample.
Packages containing such samples must be marked on the outside
to show by whom sent, from what building, date, and contents; and
a letter under separate cover must give notice of the shipment,
with full information relative to the brand, manufacture, etc., of
each material sent.

In forwarding samples care must be taken to pack them securely
so as to avoid injury during transit and to insure their delivery in
good condition. All vessels used in forwarding the samples must
be absolutely clean and dry. Any dirt contained in the receptacle
will have a bearing on the test. For the same reason sealing wax
or rosin should not be used in sealing the receptacle.

In forwarding material like graphite paint or varnish, special
care should be taken to stir the contents of the barrel thoroughly,
in order that the sample may accurately represent the mass. If
the superintendent suspects adulteration of such materials as var-
nish, paints, and oils by workmen during the progress of the work,
samples should be taken from the pots used and twin samples from
the original packages.

Use should be made of the mail- as far as possible in forwarding
samples. Government officials are authorized to use the pan » -i.s
post in forwarding fourth-class matter uiuh-r frank. When a sample
is unsuitable for mailing it should be forwarded by express under
Government bill of lading; not "collect."

624. TESTS NOT TO DELAY PROGRESS.

After samples submitted by the contractor have been approved,
materials of the approved brands may be used on the work, which
must not be delayed pending the test of identification samples
unless the superintendent has good reason to suppose that materials
are not in accord with the approved samples. Should it be found
later by office tests that the materials delivered are not the same
as those approved, the contractor will be held responsible. Iden-
tification samples should be sent to the office within a few days after
delivery of the material at the building.

625. DEVIATIONS FROM APPROVED SAMPLES.

The small samples usually approved by the office are intended
only to indicate the general character of the material in question,
and superintendents are expected to exercise their judgment in
allowing minor variations that may be reasonably expected as in-
herent to the material. This refers especially to stone and marble,
in which slight veins or variations in color must be expected ; and
both the specifications and the approval of samples must be sub-
ject to a reasonable interpretation.

The approval of samples never covers such qualities as can be
better described by drawings or specifications; for instance, a brick
is approved for color and quality, but the size must be as required
to meet the dimensions given on the drawings; and while hard-
ware is approved as to mechanism, material, and finish, it is for the
contractor to determine before submitting the sample whether it is
of the size and shape that will fit the location.

626. EXPLOSIVES OR INFLAMMATORY MATERIAL.

Packages containing oil, varnish, paint, or any explosive or in-
flammable material, when shipped by freight or express, must have
the label required by the Interstate Commerce Commission, and
same will be supplied by the office.

Labels intended to be used for freight shipment may be used for
express shipment when accompanied by a certificate on a white
label measuring not less than 1J by 3 inches, bearing the following
words:

"This is to certify that the above articles are properly described,
packed, and marked, and are in proper condition for transporta-
tion according to the regulations prescribed by the Interstate Com-
merce Commission."

(Shipper's name.)

627. INSURANCE CARRIED BY CONTRACTOR.

The "Protection of work and materials" clause of the specifica-
tions requires contractors to maintain the necessary insurance on
the work and materials incorporated in the building until its final
acceptance, and superintendents should ascertain from the contrac-
tors at reasonable intervals the amount of insurance carried and re-
quire evidence of premiums paid. If the amount of insurance
carried at any time is not adequate to cover the value of the work in
place, the office should be so notified.

628. PROGRESS PHOTOGRAPHS.

The superintendent should see that the contractor forwards pho-
tographs as called for in the specifications, and that same are taken
from the most advantageous points of view, and are of the size
specified. Progress photographs must be taken every month
whether any work is done or not.

In preparing the photographs there should be written on each
negative the title and location of the building, the date on which,
and the point of view from which, the photograph was taken.

For example:

U. S. Ct. H. & P. O.,
Keene, N. H.,
Dec. 31, 1915,

From northwest.

This should be scratched with a sharp-pointed instrument upon
the lower left-hand corner of the film side of the negative in such
manner as to make a permanent record upon the photograph itself.
(It will be necessary to write backward on the negative in order
that the inscription on the photograph may be legible.)

After the exterior is practically completed views should be taken
of conspicuous portions of the details, for instance, main entrance,
any special piece or ornament, etc., and, later on, well-selected
views of the interior are to be submitted.

629. BOILERS FOR HOISTING APPARATUS, ETC.

The superintendent should see that the boilers used in connec-
tion with the hoisting apparatus, concrete mixer, etc., are located
so the smoke will not disfigure any part of the building. If neces-
sary a stack should be provided to carry the smoke above the
building.

630. MANUFACTURERS' NAME PLATES.

On patented articles the identification plate with manufactur-
er's name and patent date, if required by law, shall be of a restricted
size. Other name plates or identification marks of manufacturers,
or others, which serve only for advertising will not be permitted
unless so specified. This does not prohibit the manufacturer's
name on mechanical equipment fixtures, valves, and hardware
where it is desirable for ready identification of these articles in
case of repair.

631. INSPECTION OF SCAFFOLDING, ETC.

With a view to the avoidance of accidents and loss of life during
the erection of buildings the superintendent is required, without
assuming on behalf of the Government any liability which prop-
erly belongs to the contractor, to maintain a constant oversight of
the manner of erecting scaffolds, protection around hoistways,
manner of installing material hoists, method of erecting derricks,
manner of anchoring guy ropes, and the maintenance of all other
apparatus furnished by the contractor which might in any way
through negligence be the cause of accidents. He should call
attention to defective or unsafe appliances, and if not corrected
notify the office. This is not to be construed as authority to the
superintendent to direct the manner of performing such work or
to take any action which would tend to relieve the contractor of
any responsibility.

632. POLES AROUND SITE.

Before the curb and sidewalk are put down superintendent
should note whether the telegraph, telephone, trolley, or other
poles around the building are in good condition and set symmetri-
cally. If not, consult with the head of the company controlling
the unsightly pole and endeavor to have it replaced or reset, as
the case may be. The Government has no jurisdiction over such
poles set outside of the lot line of a site, but the representatives
of service companies are usually willing to put their property in
good condition around Federal buildings.

633. APPLICATION FOR SERVICE CONNECTIONS.

When required by the local authorities or service companies,
it is proper for the superintendent to sign for the United
States the application slip of the contractor for making connec-
tions to sewer, gas, and water pipes, with the understanding
that it does not obligate the United States for any damages or
expense. City and State ordinances do not apply inside the lot
line of a Federal building, and this should be explained to local
officials who call attention to the fact that the specifications and
drawings prepared in this office for plumbing, etc., do not conform
to local requirements.

634. INSPECTION OF STRUCTURAL STEEL.

When shop inspection of structural material to be supplied for a
building is authorized, the superintendent will be so advised and
copies of the reports of such inspection forwarded to him as received.
He must verify the reports as a check, and notify this office imme-
diately regarding any discrepancy or evidence of negligent
inspection.

In verifying the reports the material should be carefully checked
off upon arrival at the building, and the given weights of shipment
verified by comparison with the contractor's invoice.

The material must be carefully examined by the superintendent
to determine the following:

(a) Whether every piece of material bears the stamp of the shop
inspector, the location of same being indicated by a circle of white
paint.

(b) Whether it has suffered injury in transit, it being of vital im-
portance that the structural steel (especially the columns and
trusses) shall not be bent, indented, or otherwise injured in han-
dling.

(c) Whether the shop painting, especially the inside surfaces of
closed sections, is satisfactory. Prompt action must be taken if the
work shows any sign of rusting, or if it appears that the scale was not
removed from the material before the paint was applied.

The specifications in regard to field painting must be strictly
complied with. The paint on parts to be built into masonry must
be dry before placing work in position.

Field riveting must be carefully inspected to make sure that
holes match and rivets are tight. Where the holes do not match
exactly and reaming is permitted larger rivets must be required.

Upper and lower sections of column joints are to be so faced that
they will abut perfectly before and after riveting, as unless holes
match precisely at column splices the upper and lower sections of
the column will not bear properly.

The material called for must be placed accurately as shown, spe-
cial attention being paid to beams and other members of uniform
size which vary in weight..

When shop inspection is dispensed with the superintendent's
inspection of the material delivered at the building must serve all
purposes, and his examination must, therefdre, be made with the
greatest care and any deviation from the contract requirements
immediately reported to the office.

635. WATERPROOFING AND ROOFING.

In order to insure satisfactory results in the installation of water-
proofing and roof covering the closest attention is necessary on the
part of the superintendent during progress of the work.

Failure of the waterproofing is usually due to punctures or lack
of protection of the lap between the wall and floor waterproofing or
neglect to caulk and seal pipe inlets.

The defects found in tin roofs are usually due to inferior work-
manship in either the locking or the soldering, improper or insuffi-
cient grading of the gutters, or making the outlets too high. The
use of acid instead of rosin as a flux is strictly prohibited.

636. TEST OF SUBDRAINAGE.

The terra-cotta subdrainage system around the building should
be tested by pouring in several buckets of water at the high point
and noting the amount of water discharged at the low point. A
large decrease in quantity indicates pockets, broken pipes, or leaks
in improperly constructed joints.

637. TESTS OF MECHANICAL EQUIPMENT.

The superintendent must see that specified tests of the mechan-
ical equipment are made at the proper time, and certificates, duly
countersigned by him, forwarded to the office, and that all required
tests are made and found to be satisfactory before final inspection
of mechanical equipment is requested. This includes the smoke
test of plumbing and the third test of gas piping.

638. PRESSURE TEST.

When a pressure test is applied to piping a cap or plug should be
loosened at all extreme ends of the system to make sure the pressure
is applied to all parts of same.

639. TESTING SOIL, WASTE, AND VENT LINES.

When the tests of soil, vent, and waste lines are made with water
the superintendent should examine the pipes and fittings after the
water has stood in the system for at least one hour. He must not
depend on examining the water level, for in a system with many
vertical stacks it requires quite a large leak to lower the level of the
water.

Wood plugs are not permitted to be used, as they are liable to
swell and break the pipe or fitting.

640. TESTING PIPES IN CHASES.

All pipes in chases, or otherwise to be concealed before the gen-
eral test is made, must be given the required test before being
closed in.

641. LOCATION OF GAUGE IN MAKING HYDROSTATIC
TEST.

When testing water lines or system the gauge should be placed
on the system about midway between the lowest and the highest
pipes, or, if placed in the basement, as is usual, an excess pressure
over that specified should be applied so as to give the specified
pressure at about half the height of the system, thus giving an
average pressure in the system of that specified.

642. TESTING GAS PIPES.

A mercury gauge must be used in testing gas pipes, as a spring
gauge is usually not sensitive enough to indicate small leaks.
After the test the pipes should be opened at extreme ends to see
if compressed air escapes, and also at a low point to be sure that
the pipe is dry and salt water, etc., has not been introduced to
make tight joints. During a one-hour test the mercury should
not drop over one-fourth inch for a system supplied with a 2-inch
or less main. In testing the system should be tested by floors or
groups supplied by a 2-inch or less main or branch whenever
possible. (Consult specifications for modification of this test for
old buildings or extension work.)

643. LIGHTING SYSTEM.

The wires of the electric system should be spliced at all outlets
before final inspection and test. After final test of gas piping has
been made the fixtures can be hung. The specification in any
given case will indicate whether or not connection to the wiring
system of the building may be made in advance of final inspection
and test of the latter, depending on whether more than one con-
tract is involved.

644. INSPECTION OF LIGHTING FIXTURES.

In this branch of the work the superintendent should acquaint
himself with the most essential requirements, as shop inspection
is not always made.

Spun parts should be of weight specified, have sharp corners
and true curves, fillets, etc. Castings must be true to design,
clean, sharp, and crisp in detail.

Fixtures should hang at schedule heights, and when pendent
push-button switches are required they must be connected to
fixtures with reinforced silk-covered lamp cord. Attention
should also be given to the glassware to see that it is of approved
make and is supplied complete.

Fixture defects most common are light-weight materials, poor
workmanship in construction and assembly, undersized fixture
wire, careless execution of design and finish, and incorrect length
of stems.

Special attention must be given to see that fixtures hang plumb,
or set at right angles to the wall, as the case may be.

645. TESTING SPECIAL APPARATUS.

The tests to be made for special apparatus, including ventilating
systems, air washers, humidifiers, refrigerating machinery, vac-
uum cleaners, elevators, motors, pumps, etc., are described in
detail in the specifications and are usually made under the direc-
tion of a mechanical inspector; but preliminary tests of piping,
etc., should be made before the final or operating tests are made,
and the specifications should be carefully read to ascertain what
tests are required.

646. TESTING BRICK-SET BOILER.

Heating boilers are required to be tested with water pressure
before being "bricked in." The test is to be applied after boiler
is set upon foundations; openings to be plugged and pressure to
be applied gradually; air to be released from top of boiler aa
pressure is applied.

Manufacturer's or insurance inspector's certificate of tests at
factory do not waive the test required at the building, as rivets
and seams are frequently sprung in shipment. (827.)

647. HIGH-PRESSTJRE BOILERS.

The plates for construction of high-pressure steam boilers are
inspected at the factory by an inspector detailed by the office,
who stamps the passed plates "S. A." in monogram. This stamp,
as well as the mill serial and heat-number stamps, must be so
placed as to be visible after the boilers are assembled and installed.
On delivery of the boilers the superintendent must report whether
requirements have been met.

648. NONCONDUCTING COVERINGS.

Superintendents will note the distinction made by office speci-
fications between application of nonconducting coverings for
plumbing and for heating system. In the case of plumbing work
the covering may be applied at any time the superintendent per-
mits, provided the tests required to be made in his presence have
been satisfactorily completed and reported on. In connection with
the heating apparatus the application of nonconducting coverings
is specified to be deferred until final inspection and test of the
apparatus has been made by an inspector detailed by the office.

649. COMPLETION OF ALL MECHANICAL
EQUIPMENT.

It is desired to make final inspection and test of all mechanical
equipment at one visit of the inspector, and superintendents must
endeavor to obtain completion coincidently of the plumbing, gas
piping, heating, and conduit and wiring systems, the lighting
fixtures (except connections when they are required to be de-
ferred), and any special mechanical equipment; and when all are
completed or when a definite date can be set obtain and forward
promptly to the office the contractor's written notice of readiness
for such final inspection and test. An inspector will then be
detailed to perform the duty on the date fixed, or as near as possible

thereto.

650. TEMPORARY HEAT.

When the heating apparatus is installed under an independent
contract with the Government, the conditions under which the
apparatus may be used for temporary heat are fully covered by the
specification.

651. EIGHT DAYS' NOTICE.

When the contractor's conduct of the work is such that it is
apparent that the eight days' notice preparatory to terminating his
right to proceed will have to be served, the superintendent should
notify the office.

If the department so decides the eight days' notice provided by
the contract will be served on the contractor, and the superin-
tendent will report, by wire, at the expiration of eight days from
the time of serving the notice whether the contractor has taken
steps to proceed with the work satisfactorily, and supplement such
telegram by letter.

Tf the contractor or his representative should attempt then to
remove from the site any materials or equipment intended for use
in or upon the Federal building, the superintendent should forbid
such removal and notify those concerned that such materials,
equipment, etc., are claimed by the Government for use in finish-
ing the contract work. (152.)

652. TERMINATION OF RIGHT TO PROCEED.

If at the expiration of eight days the superintendent reports that
there is no improvement, the right of the contractor to proceed
will probably be terminated by the department; and in that event
the superintendent will be instructed to make the usual inventory
and another field representative will be sent to the building to
check the inventory and sign the same with the superintendent.
This inventory should cover the following:

1. Value of work satisfactorily executed but not paid for. (This
should include any retained percentage previously earned by said
contractor.")

2. Value of acceptable material delivered but not installed.

3. Value of contractor's equipment, tools, etc.

4. A careful estimate of the cost of completing the contract.

5. Full statement of the contract account, showing the net price,
payments on account, and the retained percentage.

Note. — The department accords to the contractor and his surety, or their rep-
resentatives, the privilege to be present when the inventory is made and to be
advised respecting the valuations fixed.

653. OPTION OF SURETY IN COMPLETING.

The contractor's surety is privileged (1) to complete the contract,
either as surety or as an independent contractor; (2) to decline to
complete; or (3) in case of a bankrupt contractor, where the con-
tractor's trustee or receiver in bankruptcy declines to complete the
contract the surety may complete the work upon obtaining an
order from the court subrogating the surety to all the rights of the
bankrupt contractor and the receiver or trustee, etc., and author-
izing said surety to complete the contract in question.

654. WHEN SURETY COMPLETES AS SUCH.

When the surety upon application is permitted to complete the
work of a defaulting principal without entering into an independ-
ent contract, payments will be made to such surety for the work

performed by it in the same maimer as is provided in the original
contract for payments to the contractor, except that the percent-
ages retained from payments to the surety, together with the last
estimate on the work performed by the surety, will be withheld
until the equities between the contractor and his surety with
respect to payments for the work so performed by the surety shall
have been adjusted by agreement of the parties, or until some
appropriate legal proceeding shall have been instituted under
which the amount involved may be paid into court.

655. SURETY COMPLETING INDEPENDENTLY.

If the surety completes under an independent contract, the
price therefor will be the unearned portion of the defaulting con-
tractor's price.

656. SURETY DECLINES TO COMPLETE.

When the surety declines to complete, competitive proposals for
such completion will be taken and an independent contract let.
The defaulting contractor's contract will be appropriately charged
to show the deficit, if any, and the surety will be liable to the
extent of the penal sum of the bond for the excess cost. In such
a case the tools, equipment, etc., seized from the defaulting con-
tractor will be sold at the best price obtainable, and the amount
realized from such sale will be credited on the defaulting con-
tractor's account in reduction of his liability to the Government.

657 DEFAULTING CONTRACTOR MAY REMOVE
TOOLS, ETC.

After the completion of the whole work, and as soon as it is
seen that the United States will not have an unsatisfied claim
against the defaulting contractor, he or his representative will
be notified by the department that the tools, equipment, etc.,
seized by the Government are at his disposal; and the superin-
tendent should then permit their removal by the contractor or by
his authorized representative.

658. RESERVATION FOR ALTERNATES.

In accepting proposals for the erection of Federal buildings
provision is frequently. made for the acceptance of certain alter-
nates when a certain point of advancement in the construction is

reached. In order to minimize the chance of overlooking these
reservations superintendents are instructed to bring the matter to
the attention of the office about 30 days prior to the date when the
privilege of acceptance will expire.

659. BUILDINGS DESIGNED BY PRIVATE
ARCHITECTS.

The following general instructions are to be noted in connection
with the erection of Federal buildings for which the drawings and
specifications have been prepared by private architects. The
number of such buildings is limited, and the superintendents are
directed to communicate with the office regarding any unfamiliar
procedure.

Unless other directions are given, the superintendent of con-
struction will exercise full control and authority; he will give the
necessary instructions to contractors, and will certify and issue
vouchers on account of the executed work.

Correspondence relating strictly to field work will be directed
to the superintendent in charge. That relating to the interpreta-
tion of drawings, specifications, materials, full-size and shop draw-
ings, and to questions regarding architectural or structural fea-
tures, will be directed to the architects and copies furnished the
superintendent.

The procedure to be followed in connection with the approval
of samples will be set forth in the specifications.

68509—16 6

SECTION VII.
INSTRUCTIONS TO INSPECTORS.

Note.— In this section the term " inspector' ' includes supervising superintend-
ents, inspectors, and superintendents acting as inspectors. Additional instruc-
tions for inspectors of mechanical equipment are contained in Sectiou VIII.

701. ON DUTY AT HEADQUARTERS.

Inspectors are expected to be on duty at their headquarters
during the usual official day except when elsewhere by official
instructions.

702. CLASSES OF INSPECTION.

Inspections are arranged to cover preliminary and final inspec-
tions. These two classes of inspection should be differentiate. 1,
in that the report of preliminary inspection need not enumerate
the incomplete work, except in cases where it is desirable to make
a demand for better progress, while the report of final inspection
should enumerate defects, omissions, and all incomplete work
(711). Final inspections will be made only on notice from con-
tractors by letter or by telegram.

703. TRAVEL INSTRUCTIONS.

Except where the interests of the service require telegraphic
orders, travel instructions will be by letter, an extra copy of which
will be inclosed for the use of the inspector in submitting voucher.
Unless the instructions designate a specific time for the performance
of the duty, the inspector is required to proceed on receipt of
orders, without unnecessary delay. The itinerary of an inspection
trip should be followed as closely as possible.

If a superintendent receives instructions to make an inspection
at some other point while there is important work which requires
constant supervision going on at the building under his charge
(for instance, pile driving, waterproofing, etc.), he should so
advise the office by wire, in order that, if necessary, other arrange-
ments may be made for the inspection.

(85)

704. TELEGRAMS REPORTING MOVEMENTS.

Inspectors are required to advise the office by telegram of the
time of leaving headquarters and the time of leaving each point
en route. These telegrams should be explicit as to the hour of
leaving and the point of next duty. This is necessary so that the
office may make a close calculation of the time of arrival at the
next place, in order that additional instructions, if found neces-
sary, may reach the inspector. If for imperative reasons an
inspector is unable to continue his journey he must advise the
office by wire so that appropriate instructions may be issued.

705. EXIGENCY EXPENDITURES BY INSPECTOR.

In carrying out official instructions it sometimes becomes neces-
sary for an inspector to incur an expense for labor, or for rental of
appliances found necesary in meeting an exigency. Such expen-
ditures must be submitted on Form 8600 (not in the travel voucher),
with due explanation. No allowance can be made for drawings.

706. EXIGENCY EXPENDITURES BY CUSTODIAN.

When employment of labor is immediately necessary in con-
nection with investigations, the custodian of the building should
be requested to have the work performed (under direction of the
inspector), and to submit in the usual manner itemized exigency
voucher, initialed by the inspector if the charges are proper and
reasonable and the voucher is prepared and certified during his
stay at the building. A statement on the subject should also be
included in the inspector's report, and if the voucher has not been
presented to him for check, the report should include a statement
as to what would be a proper charge for the work.

707. SUBMIT REPORTS PROMPTLY.

Reports should be prepared and mailed at the point of duty if
this can be done without undue inconvenience and expense;
otherwise, at the first stopping point where practicable. In case
special conditions require delay of the report until the return to
headquarters, the inspector must make the preparation and for-
warding of the report the first duty after his return.

708. DEFINITE RECOMMENDATIONS.

Reports should be as brief as is consistent with entire clearness,
impartial, and without exaggeration. Indefinite statements should

be avoided and comments on trifling matters omitted. If a subject
is of sufficient importance to be mentioned, it should be disposed
of either by a statement of the action already taken or by a definite
recommendation .

709. EXAMINATION OF RECORDS.

The inspector should examine the records, files, and corre-
spondence of the superintendent, and report if the same are not
kept in accordance with instructions.

710. FORM OF REPORT ON CONSTRUCTION WORK.

Inspectors should spend sufficient time in the examination of the
building and the records to obtain a full and comprehensive knowl-
edge of the situation. The substance of this should be incorporated
in a clear and concise form in the report, which should always be on
letter-size paper, and arranged in accordance with the following
sample:

Inspection.]

Biddeford, Me., January 28, 1916.
Supervising Architect,

Treasury Department, Washington, D. C.

Sir: In compliance with instructions of the 6th instant, to-day
completed inspection of the post office, Biddeford, Me.

The building is 65 by 80 feet; basement and one story; granite
base; tapestry brick superstructure; limestone trimmings, cornice,
and parapet; tin roof; fireproof throughout. (If an all-stone build-
ing give the name of the quarry.)

Superintendent E. A. Jones, headquarters, Biddeford, Me.

Contractor, The Miller Bros. Co.

Contract date, February 20, 1915.

Bond approved, March 6, 1915.

Time limit, July 20, 1916.

Contract price with additions and deductions to date, $65,759
(excludes $500 for lighting fixtures) .

Payments to date, $34,781.40.

Per cent.

Normal percentage of completion „. . . 64

Actual percentage of completion 63

The work is behind time 1

Probable date of occupancy, July 29, 1916.

711. PREPARATION OF REPORTS.

Reports, unless they contain a few items only, should be divided
into two sections, as follows:

Section 1. General in character, giving the stage of progress,
general conditions, information concerning any doubtful points in
the second section, recommendations and the reasons therefor, and
any other information of value to the office, including a statement
as to whether the superintendent is performing his duties and keep-
ing his records and files in a satisfactory manner. Only one copy
of this section is desired.

Sec. 2. A list enumerating the defects and omissions which are
necessary to be corrected, which should start en a separate page,
and have the name of building and date of inspection noted at
the top, with the autograph initials of the inspector. This list
should contain neither comment nor recommendation; and the
comments and recommendations in the main report (first section)
should refer to the appended list by corresponding item num-
ber. If more than one contract is in force at the building, a
separate set of lists of defects and omissions must be supplied
for each contract; but one main report is all thai is desired. It
is intended to transmit one copy of the second section to the con-
tractor with a demand for correction, and another copy to the
superintendent of construction, two additional copies being re-
quired for the office files. This section is therefore required to be
in quadruplicate.

As the final inspection is preliminary to the acceptance of the
contract, it should be so thorough that no subsequent demand on
the contractor for additional corrections will become necessary.

If the time limit has been exceeded, both the superintendent
and the contractor should be interviewed in regard to the causes of
delay; the record of delay should be examined, and the independ-
ent conclusion of the inspector regarding the responsibility of the
contractor set forth in the report, with such recommendations as
may be applicable.

712. VARIATIONS FROM CONTRACT.

While the superintendent has authority to permit and inspec-
tors to pass minor changes for structural reasons so long as no change
in contract price is involved, inspectors should bear in mind that
a formal contract or agreement between the department and the
contractor can not be modified in any material way without the
consent of both contracting parties. Should any such changes

have been made, the inspector must submit a full statement with
recommendation, so that the department may be in a position to
take proper action under the contract terms.

If the variation appears equally good, or a betterment, the in-
spector should so state and add his recommendation as to whether
the work should be permitted to remain as installed. If the varia-
tion represents inferior work but the department's interests would
suggest retaining it rather than to disturb other work that might
be affected, the facts should be stated and the difference in cost
given as the basis for a deduction from contract price.

In the event that the work is installed in accordance with con-
tract terms, but with unsatisfactory results, the circumstances
should be explained and recommendation made as to the best
means of accomplishing the results desired, with an estimate of
the probable cost of the work.

If the superintendent has already taken action to insure the cor-
rection of any or all of the defects existing, the report should so
state, in order that the office may neither make a new demand on
the contractor in connection with an item which the superintend-
ent is handling properly nor be led into forming an erroneous opin-
ion of the superintendent's qualifications. Such items should,
however, be reported in sufficient detail to enable the office to
ascertain if the corrections are actually made, as the superintend-
ent will be required to report on them with any other defects or
omissions noted by the inspector.

713. RESPONSIBILITY OF SUPERINTENDENTS FOR
IMPROPER WORK.

^lien cause for serious criticism is found, it is preferable that
each point be discussed with the superintendent, giving him an
opportunity to make such statements as he desires. The contrac-
tor or his repr<- should also be given an opportunity to
make a statement whenever this may make for a better under-
standing of the situation.

Even though a superintendent may not always be initially
responsible for allowing the installation of inferior workmanship
and materials — as, for example, if it was done during his necessary
absence — he can not disclaim responsibility for allowing the re-
tention of such workmanship and material beyond the time when
replacement or correction could be made without detriment to
the Government's interests; and when such conditions are found
to exist, the inspector's duty is to state the facts clearly and fully
and place the responsibility where it rightfully belongs (619).

714. DEMAND FOR EXPEDITION.

It is important to inform the office whether or not it is advisable
to make a demand for expedition, and, if so, in what branch and for
what particular reason . 1 1 should be ascertained and clearly stated
whether or not the contractors are to blame for any reported delay,
thus avoiding demands from the office which are, in fact, unwar-
ranted, although on the face of the report justified.

715. CHECKING ESTIMATES.

Whenever there appears to be a discrepancy between the point
of advancement and the disbursements, the inspector should go
over the estimates, bearing in mind that the Government desires
to retain only the percentage required by the contract provisions.

716. INSTRUCTIONS OF INSPECTORS TO
CONTRACTOR.

If inspections of work are made when the superintendent in
charge is not present, the inspector should advise the superintend-
ent, in writing, of any instructions he may have given the con-
tractor at the time of the inspection; but unless such instructions
by the inspector are required by an exigency, it is preferable that
they be conveyed to the superintendent only, leaving to the lat-
ter the duty of instructing the contractor.

717. SUPERINTENDENTS INSPECTING.

Superintendents making inspections of buildings not under their
charge are to be governed by the foregoing instructions; and
should sign their reports as " Superintendent, inspecting. "

718. REPORT ON REPAIR WORK.

Reports on repair work should be submitted in duplicate on the
printed form furnished by the office for that purpose, a supply of
which should be kept on hand by inspectors.

719. FINAL INSPECTION OF REPAIR WORK.

In the case of a final inspection, the inspector should state
whether the work was completed on time, and if not, the causes for
delay; whether the Government has been put to expense or
inconvenience thereby; and whether the delay is chargeable
wholly to the contractors, or whether the Government is in any
way responsible.

If final settlement is recommended, the inspector should initial
the voucher certified by the custodian (if it can be prepared while
he is at the building), and state in his report that he has done so.
In the event that there are some minor incomplete items which
can be passed upon, by the custodian, the inspector should request
the custodian to report to the office by letter on the satisfactory
completion of the work, forward inc: the voucher at the same time.

720. MAINTENANCE REPORT.

Inspectors when inspecting Federal buildings in charge of a
custodian should make a general examination of the buildings and
grounds to ascertain if they are being kept in a satisfactory con-
dition by the custodian force. If any deficiencies in this respect
are found, a separate report marked "Maintenance" in the upper
left-hand comer should be submitted. Otherwise, no report on
the subject is necessary.

721. REPORT WITHOUT SPECIFIC INSTRUCTIONS.

The inspector should ascertain from the custodian whether any
other contracts are in force, and report thereon, whether specifi-
cally directea to do so or not. These instructions do not apply
to contracts of less than $500 (unless such work can be examined
without loss of time), nor to mechanical equipment, nor to work
already covered by instructions to another inspector, as indicated
by information conveyed to the custodian.

722. REPORT ON GENERAL INSPECTION.

He will also bring to the attention of this office the necessity
for other repairs, and report upon the desirability of any changes
or repairs proposed by the custodian, keeping in mind that the de-
mands upon the appropriations are so heavy that ordinarily only
the most necessary repairs and renewals can be made; and if the work
involved is of a minor character (say not exceeding $500), prepare
the necessary specifications, and hand same to the custodian for
the purpose of obtaining bids; otherwise forward specifications,
with drawings if necessary, to this office for consideration.

723. REPORT ON NECESSITY OF REPAIRS.

In either of the above cases a report (in duplicate) must be
submitted to the office, with definite recommendations, and an
estimate of the cost of any work recommended. A copy of any
specifications furnished the custodian (727) must accompany the
report.

724. SPECIAL INVESTIGATIONS.

The preceding two paragraphs relative to the action to be taken
in regard to repairs found necessary as the result of a " general"
inspection, govern also, as far as applicable, the handling of
repairs recommended as the result of a special detail to investigate
the necessity of any indicated work. But in the latter class of
cases special instructions will supplement the general instructions
above, and the inspector will be advised whether to leave copies
of his specifications with the custodian, or to forward all papers to
the office.

725. SPECIFICATIONS AND DRAWINGS FOR
REPAIRS, ETC.

' Care must be taken to make specifications so complete and clear
that there will be no uncertainty regarding the extent, location,
and nature of the work.

All draft specifications forwarded to the office must be on letter-
size sheets and double spaced. Only one copy is required by the
Office; but the report accompanying same should be in duplicate.

In any case requiring specifications to be furnished the custo-
dian, the inspector should have as many copies typewritten as can
be made at one process; one copy to be forwarded with the report
and one retained by the inspector for his information, if he desires;
the remainder to be handed to the custodian.

If the specifications left with the custodian for bids include work
not chargeable to ' ' Repairs and preservation, ' ' the amount included
in the lump-sum proposal for each class of work must be segregated
on the proposal sheet, so that it may be charged against the proper
appropriation. (858.)

Sketches or drawings should be supplied when necessary. Draw-
ings should be made on tracing paper with H-B pencil; or on tracing
linen in ink when intended for duplication by the office.

726. SPECIFICATIONS FROM INSPECTORS' DATA.

When specifications are prepared in the office from data supplied
by inspectors, if the cost of the work will be less than $2,000 a suit-
able number of copies is forwarded to the custodian for bids, 2
copies being kept for the files of the office. When the work will
amount to $2,000 or over, about 20 copies are sent to the cus-
todian upon which to invite proposals, and 6 copies are retained
in the office for use in making up a formal contract, with bond, etc.

727. GENERAL CONDITION SHEETS, ETC.

All preliminary sheets, i. e., advertisement or invitation forbids,
general conditions, Executive orders, and proposal sheet, should
be omitted from specifications forwarded to the office for duplica-
tion, as they are supplied and attached here.

If the office instructions are to prepare specifications and leave
copies with the custodian, or any other authorized agent, to take
proposals, these preliminary sheets should be included and properly
filled out, and the custodian requested to forward one copy of the
specification to the office with the proposals obtained. (850, 851.)

If the estimate is $500 or over, the certified-check clause should
be inserted in the general conditions. If the bid is $500 or more,
but less than $2,000, a certified check for 10 per cent is required;
and if $2,000 or over, a certified check for 2 per cent. Bids of $500
or over unaccompanied by checks will not be considered. (515.)

728. FOLLOW STOCK SPECIFICATIONS.

The office prepares specifications generally along certain lines
and sequences, looking to as simple an arrangement as possible, so
that bidders should have no difficulty in making up their bias
therefrom. (See typical specifications, 730.) Inspectors should
be governed accordingly in preparing specifications, so that they
may be used by the office with but little revision. Unless the
data are forwarded as herein directed, delay in the preparation of
the specifications results, and at times the return of the papers for
further data or explanations is necessary, all of which can be
avoided. The sample sheet with heading "Repairing and clean-
ing plasterwork" should be used only as a guide in preparing
typewritten copy of specifications for work of this kind. (In the
office it is used only in preparing the rough draft.) Inspectors
should make complete typewritten specifications governing the
work in the manner shown on said sheet and in typical specifica-
tion. Specifications prepared by inspectors not infrequently pro-
vide only for cleaning the plasterwork, and this has generally
proved unsatisfactory, requiring a further expenditure for one or
more coats of paint. Failure to get results from cleaning alone is
usually due to the fact that deleterious matter of various kinds
has adhered to the plaster-painted surfaces and become set
through atmospheric changes; and consequently can not be re-
moved by any cleaning method that will leave the entire surface
in an acceptable condition.

729. CIRCULAR LETTER OF MARCH 18, 1913.

Copies of preliminary sheets, etc., and of stock specifications 1
to 8, inclusive, hereinafter referred to, were forwarded to superin-
tendents and inspectors with circular letter of March 18, 1913.
Compliance therewith, so far as possible, is expected, except as
modified by later instructions.

730. STOCK SPECIFICATIONS.

The stock specifications for general repair work cover the fol-
following items:

No. 1. Repairing driveways, either with concrete and cement
finish, or with concrete base and vitrified repressed blocks. State
whether vitrified blocks or vitrified bricks can be obtained in the
vicinity, also carefully note the character of materials in driveway
and depth of bed, if it be of macadam, with a view to leaving a por-
tion of the old base in place, if advisable, as a foundation for any
new work to be placed thereon.

No. 2. Metal weather-strips. — Ascertain definitely the necessity
for same and give the number of windows and doors to be so
equipped. Generally, if strips are required, the entire building
should be supplied with same. The office prefers to handle this
class of work under separate contract with firms regularly so engaged.

No. 3. Fly screens. — The notations in the preceding paragraph
apply also to this paragraph. Special attention should be given to
the character of windows, whether hung sash or casement sash, and
if the latter whether they swing in or out; also to the character
of hardware, etc., which may affect the method of screening the
windows. This applies more especially to casement or pivoted
sash or transoms, as the office is not favorable to placing so-called
bird-cage screens, which mar the appearance of a building. If
weather-strips or fly screens are recommended, the inspector must
prepare a schedule of doors and windows, giving approximate size
of each, and leave such schedule with the custodian for use in pre-
paring copies to be attached to the specification forwarded him from
the office for proposals. Do not include fly screens, metal weather-
strips, awnings, nor window shades, in specification for repairs,
painting, etc.; refer to them in report only.

No. 4. Hedges around the grounds; usually as a protection
against trespass and to take the place of fencing. Office standard
specification provides for wire fence to protect hedge until same
has attained good growth.

No. 5. (With drawing). Standard directory and bulletin boards.
No. 6. Pointing stonework of building.
No. 7. New maple floor.

No. 8. Concrete in connection with driveway, cement sidewalks,
or cement floor. This may be varied to suit local conditions.

731. STOCK SPECIFICATIONS TO CUSTODIAN.

Specifications Nos. 2, 3, 4, and 5, enumerated above, are sent
out with form letter direct from the office to the custodian, upon
which proposals may be obtained. Therefore, all that is required
from an inspector is that he supply the data in connection with
such items as are called for thereunder.

732. VESTIBULE DOORS.

A standard scheme for inside double-door vestibules has been
prepared. The advisability of using same must be carefully con-
sidered, and revolving doors recommended only where their use
seems the best solution of the problem. Inspectors will, therefore,
prepare a rough sketch showing work in place, giving dimensions
of present openings, materials, etc., which will be sufficient for
office use in preparing drawings and specifications for the vestibule.

58509—16 7

SECTION VIII.

INSTRUCTIONS TO INSPECTORS OF MECHANICAL
EQUIPMENT.

801. SCOPE OF DUTIES.

The regular duties of inspectors of mechanical equipment cover
three general classes of work :

(1) In connection with the construction of new buildings and
the extension of old buildings, preliminary and final inspection
of mechanical equipment and lighting fixtures.

(2) In completed and occupied buildings general inspection of
mechanical equipment and lighting fixtures and inspection of
repairs to same; periodic inspection of elevators; obtaining data
and preparing specifications for repairs and renewals; annual
inspection of high-pressure boilers.

(3) Shop inspection and test of various appliances.

General information in previous sections of this book consti-
tutes a part of these instructions so far as applicable.

802. TRAVEL INSTRUCTIONS.

803. TRANSPORTATION REQUESTS.

General instructions in regard to travel regulations are conveyed
by departmental circulars. Inspectors should endeavor to antici-
pate their needs in the matter of transportation requests, so as to
avoid as far as possible the necessity of telegraphic requests for
same. If an inspector is directed to perform service for another
department, he should not use transportation requests provided
by this department.

(99)

100

804. ON DUTY AT HEADQUARTERS.

After the assignment of official headquarters, inspectors are
expected to be on duty there during the usual official day except
when elsewhere by official instructions.

805. DELIVERY OF TELEGRAMS AFTER OFFICE
HOURS.

As soon as possible after assignment, arrangements should be
made with the local telegraph company in regard to the delivery
of telegrams after regular office hours. The inspector should
request the company (in writing) to deliver to his house address,
if same will be done without extra charge, all official telegrams
received during the evening which can be delivered by 10 o'clock.
It is not considered necessary to provide for later delivery, as mes-
sages will not ordinarily be transmitted by the office after 5 p. m.

806. TELEGRAMS REPORTING MOVEMENTS.

When traveling in pursuance of official instructions, inspectors
are required to telegraph the office the time of leaving their head-
quarters city and the time of leaving such point on the route.

Such telegrams, whether from headquarters or from some point
en route, should be full enough to give definite information as to
(1) hour of leaving and (2) point of next duty. For instance:
'" Leave three this afternoon for Indianapolis." It is required
that the office be informed of the hour of leaving any given point,
so that close calculation may be made, when necessary, of the
time of arrival at the next stopping place. The telegram should
be sent as soon as the inspector knows definitely the hour of leaving,
and in case of an early morning train can often be sent the night
before.

807. FORM OF TELEGRAMS.

Telegrams from field officers to the office should be signed with
the surname only and addressed as shown by the following
example :

Brown,

Treasury, Washington, D. 0.
■* * * * *

Adams.
All telegrams at Government expense must be sent at Govern-
ment rates, and should be indorsed, "Official business. Govern-
ment rates. Charge U. S. Treasury Department."

id}

808. RATES FOR GOVERNMENT TELEGRAMS.

Information as to rates for Government telegrams is contained
in order No. 8978, issued by the Post Office Department July 1,
1915, copies of which may be obtained on application to that
department.

The minimum number of words paid for in any case is 20, in-
cluding address and signature, but not place from which sent and
date of sending, and therefore the complete message may contain
20 words without causing the department any additional expense.
Keeping this in view, telegrams should be as brief as is consistent
with clear expression. The use of prepositions and of the articles
"the" and ''a" is generally unnecessary.

809. "COLLECT" TELEGRAMS.

Telegrams to contractors and others not in the public service
should be sent at Government expense only when the use of this
means of communication is in the public interest. All other tele-
grams must be sent colle

810. TELEGRAMS NOT PREPAID.

If payment for telegrams sent or received is demanded, or if
"charged" telegrams are addressed to or received from a source
other than the department, the field officer must forward to the
office a copy of the telegram, and if payment was made by him a
copy should accompany the voucher. Payment or reimbursement
for such telegrams can be made only at < mvernment rates.

811. NIGHT TELEGRAMS.

Night telegrams must be us <•(! whenever they will as well serve
the Government's interests.

812. TELEGRAMS REQUESTING LEAVE.

Telegrams to and from the department, requesting or pertaining
to leave of absence, can not be paid for by the department in
view of the ruling of the Comptroller of the Treasury that such
telegrams are not "official" business.

813. TELEGRAMS MODIFYING ORDERS.

When an inspector is on the road it may become necessary to
send him further instructions, and acknowledgment of same should
be included in his next travel telegram. The inspector should
also make such arrangements as will tend to insure delivery to

102

him, at any time prior to leaving a city, of official telegrams sent
in care of custodians or superintendents. These officials should be
advised how delivery can be made up to train time, in case a tele-
gram arrives after regular office hours, or after the inspector has left
the building.

814. DELAYED INSTRUCTIONS.

When an inspector misses instructions at any point en route,
that fact soon becomes apparent by reason of his failure to govern
himself accordingly, and another course of action is then substi-
tuted by the office. Therefore, when a delayed telegram or letter
of instructions reaches the inspector at a point not contemplated
by the office (by forwarding from the place of address), he is not
expected to act on same, the time for compliance having passed.
In such cases he should notify the office promptly by wire; if he
has reached headquarters remain there until the delayed instruc-
tions are canceled or amended; and if en route await a reply be-
fore proceeding further, and state in his telegram that such is his
intention, unless this course would delay him unwarrantably, or
unless he knows he can comply with the delayed instructions
without unnecessary loss of time by traveling from some equally
convenient point on his route on receipt of amended instructions.
An inspector must use his judgment as to the place where he will
await reply, making it clear to the office what he intends to do.

815. ABBREVIATIONS IN OFFICE TELEGRAMS.

To shorten telegraphic instructions certain simple abbreviations
are used, such as the following:

" Final" means that the inspector is to make final inspection
and test of all mechanical equipment in a new building or exten-
sion.

" Preliminary" means that he is to make inspection of all
mechanical work installed to date in a new building or extension.

" General" means that he is to make inspection of all mechanical
equipment in a completed and occupied building, including test
of elevators and lifts, but not including internal examination of
boilers unless external evidences point to the necessity of same.

"Letter" means that a letter will be found at the point to which
the telegram directs the inspector to proceed, not at the point to
which the telegram is addressed.

103

It is not ordinarily considered necessary to add in whose care
the communication is sent, as it will always be in care of the
custodian in case of an occupied building, and in care of the
superintendent of construction in case of a new building or exten-
sion, if that official has headquarters at the building. When
neither superintendent nor custodian is available, the inspector
will be advised further.

816. MAIL REPORTS PROMPTLY.

Reports must be mailed at the point of duty unless official
instructions direct otherwise, or unless such course w*uld entail
undue inconvenience and consequent expense. If held back
until return to headquarters, the inspector must then make the
preparation and forwarding of the report his first duty. Expedi-
tion is especially necessary in connection with reports of final
inspection.

817. FORWARD REPORTS BY FIRST-CLASS MAIL.

Reports must be mailed in such manner as to insure handling as
first-class mail. If specifications or drawings are small enough to
be inclosed with report, that course should be followed.

818. FORWARDING DRAWINGS AND
SPECIFICATIONS.

Drawings and bulky specifications should be forwarded under
separate cover and that fact noted in the report, and the drawings
and specifications properly marked with the name of the building,
the inspector's name, and the date of the letter of transmittal; this
to be on the back of drawings for purposes of identification.

Sketches made by the inspector as a basis for drawings to be
prepared in this office should be signed with his name and title.
Drawings prepared by him in accordance with office instructions
should bear his initials only, without title.

819. SHIPPING TESTING INSTRUMENTS.

In returning testing instruments to the office the inspector
should make a notation, which should not be so conspicuous as to
interfere with the address, across the left-hand end of the address
paster, indicating the point from which shipment is made and by
whom shipped, and should give similar instructions in connection

104

with testing instruments left by him to be shipped back to the
office by some other official.

All shipments must be made on Government bill of lading and
letter promptly mailed. In connection with mailing bill of lading
for instruments shipped back to the department, the address en-
velope should be marked " Mechanical division" in lower left-
hand corner.

When reporting departure from a point where testing instru-
ments provided by the office have been used, the disposition made
of the instruments should be stated.

820. INSPECTION OF MECHANICAL EQUIPMENT.

Before proceeding to make preliminary or final inspection of
mechanical equipment in place, in connection with construction
of new buildings and extension of old buildings, the inspector
should apply to the Government's superintendent of construction
at the building for all information in connection with existing
contracts and should carefully read the superintendent's official
files for information as to acceptance of proposals, approval of
materials and appliances, etc. It is the duty of the superintend-
ent to have these data readily available for the inspector (601),
and give him such assistance, both in acquiring familiarity with
the contract requirements and in making the actual examination
of the work, as will make for completion of the inspection in the
shortest time consistent with thoroughness.

Work in place should be checked by the drawings and specifi-
cations and materials and appliances examined for make and
quality.

Final inspection should cover a careful examination of all ex-
posed work and include all tests not previously made and found
satisfactory, whether specified to be witnessed by the superin-
tendent or not.

As the final inspection is preliminary to the acceptance of the
contract, it must be very thorough and contain definite recom-
mendations.

If the time limit has been exceeded, both the superintendent
and the contractor should be interviewed in regard to the causes
of delay. The record of delay should be examined and the inde-
pendent conclusion of the inspector regarding the responsibility of
the contractor set forth in the report, with such recommendations
as may be applicable.

105

821. PREPARATION OF REPORT.

The report Submitted as tlie result of the investigation should be
prepared in i\vo parts:

(1) The main report, in duplicate unless otherwise directed.
The name of the city visited, followed by the building abbrevia-
tion when necessary tor identification (as Cairo, 111.. M. II.'. should
be written in the upper right-hand comer 61 the* first page, and any
inelosure should be similarly marked. At the Upper left-hand
corner the inspector's name and title, and a brief oi the subject
matter (as "General inspection." M Preliminary inspection." etc.),
should be given. Then each branch of work should be taken up
under its appropriate heading, giving (under such individual head-
ings) general information, percentages of completion, all recommen-
dations relative to acceptance of variations, etc., with a definite
statement that "all work installed is in accordance with the con-
tract requirements except as indicated in the accompanying list
of defects and omissioi

(2) The list of defects and omissions, on I separate sheet, and in
quadruplicate, one copy being intended for the contractor, one for
the superintendent, and two for the office dies. 1 n the case of final
inspections the list must contain all items necessary to the satis-
factory completion of the equipment in every respect, and in case
of preliminary inspections all items necessary to bring the equip-
ment, so far as installed, into strict compliance with the contract
requirements. The items should be numbered consecutively and
be divided into groups by headings corresponding to the branches
of the work.

Where required tests have not been made, such items should be
included in the list of defects;- but where the test has been made
and the superintendent has not transmitted the certificate, reference
to same should be omitted from the list and placed in the report.

Lists submitted with reports on final inspection should include
the nonconducting coverings when same have not been installed.

All lists of defects should have at the top of each sheet the build-
ing name, the date of report, and the inspector's intitals (auto-
graph). The list should contain neither comment nor recommen-
dation; and the comments and recommendations in the main report
should refer to the appended list by corresponding item number.
If there is more than one contract, a separate list must be submitted
for each, but one main report is all that is necessary.

.106

822. VARIATIONS FROM CONTRACT.

While the superintendent has authority to permit, and the
inspector to pass, minor changes for structural reasons, so long as no
change in contract price is involved, inspectors should bear in mind
that a formal contract or agreement between the department and the
contractor can not be modified in any material way without the
consent of both contracting parties. Should any such change have
been made the inspector must submit a full statement with recom-
mendation, so that the department may be in a position to take
proper action under the contract terms.

If the variation appears equally good, or a betterment, the in-
spector should so state, and add his recommendations as to whether
the work should be permitted to remain as installed. If the varia-
tion represents inferior work but the department's interests would
suggest retaining it rather than to disturb other work that might be
affected, the facts should be stated and the difference in cost given
as the basis for a deduction from contract price.

If the work is installed in accordance with contract terms,
but with unsatisfactory results due to poor design, or to the fact
that the design is not suited to local conditions, the circumstances
should be stated, and recommendation made as to the best means
of accomplishing the result desired, with a statement as to the prob-
able cost of the work.

The preceding information as to the general ground to be covered
is applicable to both preliminary and final inspections.

823. PRELIMINARY INSPECTIONS.

The main report of a preliminary inspection should also con-
tain the following information, under the respective trade headings:

(1) Work in place (general description).

(2) Incomplete work (general description).

(3) Percentage of completion of each branch.

(4) What tests have been made, and whether the required cer-
tificates have been forwarded.

(5) Whether the interests of the Government require demand to
be made for expediting any part of the work.

The "list' ' submitted with the preliminary report should not con-
tain any reference to "incomplete" work, as no demand is made
on the contractor at that time in connection with work which is to
be taken up in its regular sequence. This list should be limited

107

to defective items, and such items as might properly be called
''omitted," by reason of the fact that the proper time for attending
to them has passed .

824. CHECKING PERCENTAGE OF COMPLETION.

In connection with reporting percentages of completion at this
time, the inspector should carefully check up the superintendent's
percentages, and call attention to the matter if there is any material
discrepancy. If the work is 50 per cent complete, or less, the
inspector should approximate the cost of the work in place and
determine the percentage relation to the completed job. If the
work in place is more than 50 per cent complete, it is frequently
more accurate to estimate the "cost to complete" and determine
the percentage of the total cost. For instance, if a plumbing job
is roughed in, and ready to have fixtures set, it is very simple to
determine the cost of fixtures plus setting cost, which will complete
the contract. This same method is applicable to heating and
electrical work.

825. PRELIMINARY INSPECTION OF PLUMBING.

Compare the runs of underground drain piping with the draw-
ings, check sizes, depths, and location of cleahout manholes; ascer-
tain if proper test of cast-iron piping has been made and certificate
for same is on file.

Check galvanized, soil, waste, drain, and vent piping; advise
superintendent to make small deviations from the drawing require-
ments if necessary to obtain proper clearance of pipes, beams, etc.

Check fixture outlets, compare centers with dimensions given
in Uniform Plumbing Specifications, and make sure that fixture
outlets are properly spaced as indicated on the drawing. Partic-
ular attention must be given to spacing of fixtures indicated on one-
eighth scale drawings, as frequently the workmen scale the drawing
and locate the fixtures accordingly and when installed they are
likely to be out of center of the marble stalls, etc.

Check downspout gooseneck connections and roof flashings
around vent pipes. See that lead gooseneck is smoothly formed
and free from dents.

Examine water piping; check sizes of same, and see that all
piping is properly graded. Examine location of hot water tank
and its piping, and see that unnecessary traps are not made in hot-
water or return circulation piping. The heater and tank connec-

108

tions are shown partly on the drawings and partly in the Uniform
Plumbing Specifications, and it is frequently necessary to consult
the plumber to determine the best method of arranging the piping.
See that all piping is properly supported and that vertical pipes
have sufficient clamps. Check small water piping to fixtures and
assist the workmen in locating the branches in the best manner;
avoid unnecessary runs of small piping in toilet rooms, and reduce
the finished nickel-plated brass piping to a minimum.

826. INSULATION TEST OF WIRING.

When the lighting fixtures and the conduit and wiring work are
in separate contracts, the inspector may find that the wiring system
is sufficiently advanced at the time of preliminary inspection to
permit of making the insulation test. In that event the test should
be made, and if found satisfactory, the superintendent should be
so advised in order that he may permit the connection of lighting
fixtures to the building wiring as soon as conditions demand.

827. TEST OF HEATING APPARATUS.

Test of heating apparatus includes a test of the entire heating
system under 10 pounds gauge pressure steam. Safety valve
should be set as required by specifications. Report should state
whether the system was noiseless in operation, whether water level
remained constant or fluctuated, and whether circulation was satis-
factory. The hydrostatic test of brick-set boilers is required to be
made by the superintendent before same are bricked in (646) and
this test is not to be repeated unless specifically called for in the
letter of instructions.

828. FINAL INSPECTION OF HEATING APPARATUS.

The following points should be carefully checked :
That the boiler, piping, valves, and radiation are of specified
size, checking each radiator by counting sections, measuring
heights, etc., for which purpose the inspector should provide him-
self with a standard list of radiation, as rated and approved by the
office; that all mains and piping are properly graded, and that ends
of returns (one-pipe system) are the specified distance above the
water line of the boilers; that air valves of the approved type are
provided; that piping is properly supported with approved hangers,
bands, and clamps; and that each radiator heats up properly and
frees itself of air and condensed steam in a reasonable time.

109

829. FINAL INSPECTION OF PLUMBING.

Previous instructions (825) on preliminary inspection of plumb-
ing work apply to final inspection so far as the work is visible.

Check all fixtures with specification and carefully examine and
operate each fixture; see that flush tanks are properly adjusted
and that water-closet and urinal and slop-sink bowls flush as re-
quired. Test all faucets and see that same are rigidly locked to
slabs, etc.; examine all fastenings and give each appliance a hard
pull, and if possible to pull fixture or appliance loose by hand,
require same to be properly fastened. Remove several expansion
bolts at random, and ascertain it proper bolts have been used.
Also remove several closet flange bolts and make sure ^-inch
tapped bolts have been used, as required. Examine water-supply
piping over flush tanks. Frequently sufficient clearance is not
provided to install nonconducting covering without interfering
with the operation of pull levers.

830. SMOKE TEST OF PLUMBING.

If smoke test of system has not previously been made and cer-
tified, require same to be made. After the workman has signified
that the system is tilled with smoke <>r vapor, require liim to open
several of the vent-pipe plugs above roof. If smoke issues at all
vents on roof, the system is properly filled. Examine all fixtures,
particularly siphon jet bowls. Any leak or defect can be de-
tected by the presence of smoke. Have the plumber plunge the
seal out of water-closet trap to make sure of the presence of smoke
in the immediate soil pipe. It is good practice to close toilet-room
doors and allow the smoke to remain on the system for about one-
half hour before inspecting the fixtures.

831. TESTING WATER HEATER.

Have hot- water heater fired up (if of the coal type), and find out
if water circulates quickly between heater and tank. Have auto-
matic damper regulator adjusted and set. Test circulation of hot
water by successively opening each faucet in the building. If
gas heater is used, test operation of automatic control and have
same adjusted and set.

Where steam coil is used to heat water, proceed in testing as
follows : During 10-pound steam heating operating test, open hot-
water faucets, and run off water until the water in tank is near
street main temperature, open hand-valve controlling steam sup-

110

ply to automatic valve and set automatic valve wide open. Ad-
just air valve or steam return and see if coil frees itself of con-
densed steam in a reasonable length of time without hammering
noises in piping. When water reaches required temperature have
steam valve adjusted to close.

It is important to have the several automatic controlling devices
on one tank operate at the same opening and closing temperatures.

832. FINAL INSPECTION, GAS PIPING.

In making inspections of gas piping, either an original system
or a renewal, the inspector should remove a sufficient number of
caps to assure himself that no salt water or similar agent has been
introduced into the piping for the purpose of closing leaks.

833. FINAL TEST, WIRING SYSTEM.

When separate contracts are involved, wiring should be tested
for insulation before fixtures are connected and again after con-
nection, and results stated in main report. The specifications
fully cover this feature.

834. TEST OF ELEVATORS, ETC.

Other apparatus, such as elevators, refrigerating plants, steam
boilers, vacuum cleaners, etc., should be tested as set forth in the
specification and tabulated records of the results included in the
report.

835. FINAL INSPECTION, LIGHTING FIXTURES.

Even when shop inspection has been made, the workmanship of
all fixtures should be carefully examined at the building. Castings
should be examined for quality and hand finishing. The fixture
arms and parts should be examined for close fitting and neat work.
The sockets should be concentric with the spun holder and have
proper position with respect to reflector as shown by detail. The
inspector should assure himself that the approved make of glass-
ware has been furnished, that the globes are of proper diameter,
and reflectors are the specified height from floor.

On combination fixtures the gas burners should be examined to
see that the by-passes are in good condition. If possible the burn-
ers should be tried to be sure they are free from dirt, etc., and
properly regulated.

Ill

Check up location of fixtures with schedule; note whether con-
nections to gas piping are properly made as specified; whether
electric connections in canopy are properly made and protected;
whether pendant switches are properly wired up and operative;
whether finish has been injured in shipping and putting up, and
if so, to what extent; whether drop fixtures are plumb and at proper
height, and brackets at right angles to walls.

836. FINISH OF LIGHTING FIXTURES.

Lighting fixture contractors are required to finish the fixtures
uniformly in accordance with samples supplied by the office.
Each inspector is given a set of samples showing liurht oxidized
brass, and oxidized copper finish, which he is required to carry
with him and use wherever applicable, i. e., where special
approval of finish has not been made and approved samples sent to
the building and to the contractors.

837. DEFECTS PREVIOUSLY REPORTED.

When an inspector returns to a recently completed building for
final inspection of any contract not completed at tim<> of final in-
spection of the main contract for mechanical equipment, he should,
without specific instructions, check up the mechanical equipment
work and state in his report whether or not all defects and omissions
previously reported have been corrected and supplied, giving a de-
tailed list of the items remaining to be completed. If any defects
have developed since the final inspection he should also cover that
feature.

838. SHOP INSPECTIONS AND TESTS.

Shop inspections cover a wide range, and the nature and extent
of the particular duties required will be explained in the letter of
detail. Instruments required in connection with shop tests are
shipped by the office to the point of duty.

Immediately upon arrival at the factory, the inspector should
make such arrangements with the manager, or some responsible
representative, as will enable him to carry out his instructions
expeditiously, while avoiding any unnecessary inconvenience to
the shop management.

839. DATA OF SHOP TESTS.

In reporting tests, inspectors must give complete data, including
name of building for which the material or appliance is intended,

112

size, capacity, rating, etc. (where this information is applicable),
together with all instrument readings taken, also a brief statement
of the performance of the appliance tests, with definite recom-
mendation as to acceptance. Data sheets should bear date of test,
and be made in duplicate.

840. SHOP INSPECTION OF LIGHTING FIXTURES.

Shop inspection of lighting fixtures and similar materials not in-
volving the use of measuring instruments should cover the weight
and quality of material used, and its conformity with the approved
drawings or designs. Special attention should be given to the
quality of workmanship. Where one piece is shown as represent-
ative of a number required, the sample should be without apparent
defects of any nature, as a sample is usually better than the average
of the output that it represents.

841. SHOP INSPECTION, BOILER TUBES.

All boiler tubes are measured by the Birmingham wire gauge,
and this governs in connection with work placed on the market by
this office even when the specification does not so state. In the
event of having to use a Brown & Sharpe wire gauge, reduce the
reading to Birmingham gauge by means of the conversion table on
page 29 of Kent's "Mechanical Engineers' Pocket-Book. "

842. INSPECTION OF REPAIR WORK.

Completed and occupied buildings are under the charge of a
Federal official who serves as custodian. On arrival at a building
in his official capacity, the inspector should make himself known
to the custodian, who will permit him to have access to the build-
ing files, which should contain all necessary information relative
to existing contracts, etc. Before proceeding with an inspection,
the inspector should acquaint himself with the terms of the con-
tract in question, and make careful study of the plans and specifi-
cations governing the work.

If any other mechanical equipment contracts not covered by his
instructions are in force, the inspector should report on them also.

843. REPORT ON REPAIR WORK.

The requirements of paragraph 821 are to be followed so far as
relates to the notations on the first page of report, i. e., name of city,

113

inspector's name, brief of subject matter, etc., with the addition of
the contractor's name, as "Final inspection Carroll contract," and
if the contract is a large one or many defects are found the general
plan of submitting main report and separate itemized list (821)
should be followed.

844. GENERAL INSPECTION, MECHANICAL
EQUIPMENT.

Aside from the special duties which bring the inspector to the
building, it is his duty to give consideration to any matters of
mechanical equipment to which the custodian may call attention
or to which the inspector's own observation leads him, and if gen-
eral inspection of the mechanical equipment has not recently been
made the inspector should make such inspection even in the
absence of specific instructions. He should consult the custodian
in regard to repairs and improvements that appear to be necessary
and advise the office of the custodian's wishes in the matter,
whether the inspector coincides with him or not.

The demands upon the appropriations are so heavy that only the
most necessary repairs and renewals can be made, and the inspector
should bear this fact in mind in submitting his recommendations.

General inspections are made from time to time to ascertain the
condition of the mechanical equipment and the nature and extent
of repairs or alterations required. A thorough examination should
be made of the plumbing, heating, wiring, and lighting systems,
elevators, and any other mechanical equipment, and complete
information furnished relative to required repairs, alterations, or
improvements, accompanied by such sketches, drawings, or speci-
fications as the case may require. An estimate of the cost of the
work recommended is always required.

845. INTERNAL EXAMINATION OF BOILERS.

General inspection of heating system does not include internal
inspection of boilers unless specifically mentioned in the inspector's
instructions or it appears necessary because of external indications
of weakness or deterioration. Inspection and test of all high-
pressure boilers and such low-pressure boilers as can be reached
with the limited force available are made annually at the close of
the heating season under special instructions.

68509—16 8

114

846. COAL.

A definite recommendation must be made as to the kind of coal
that should be used, giving its cost in the local market.

847. PERIODIC INSPECTION OF ELEVATORS.

This should cover a careful examination of all cables, a trial of all
automatic and other safety devices for proper setting and reliability
in action, and a thorough examination of the controller, hoisting and
overhead machinery, tanks, pumps, and other apparatus required
for operation of elevator plant.

Separate specifications should be prepared for elevator repairs
unless they are of a very minor nature, as contractors who do that
kind of work are not usually equipped for making repairs in other
trades, and the including of all work in one specification makes it
difficult for the custodian to get good competition.

848. WORKROOM FURNITURE LIGHTING.

The inspector should, without specific instructions, ascertain
whether the furniture lighting in post-office workroom is satisfac-
tory; and if not, include the necessary work (based on office draw-
ings) in his specifications.

849. IMPROVEMENT OF GENERAL LIGHTING
SYSTEM.

Attention should also be given to the subject of general illumina-
tion and the following points reported on:

Whether gas and electricity are being used economically; whether
any carbon lamps are being used; whether the proper-sized tungsten
lamps to obtain the best results are used; and whether lamps in use
are suitable for the voltage available.

When the furnishing of proper lighting facilities would entail an
expenditure of more than $1,000 the inspector need not prepare
specifications to forward ^ith his report, but simply call attention
to the conditions, so that the office may take the matter up when
other work will permit.

850. SPECIFICATION TO CUSTODIAN FOR BIDS.

If the repairs recommended by the inspector are of an ordinary
character and extent and clearly necessary, and the inspector's
estimate of cost does not exceed $1,000, he should prepare speci-

115

fications (as many copies as can be typewritten at one process)
and forward one copy to the office with his report, which must
contain an estimate of cost, retain a second copy for his own in-
formation, if he so desires, and hand the remaining copies to the
custodian, with the request that he obtain and forward competi-
tive bids based thereon.

"General condition" sheets for use in making up specifications
in such cases are furnished to inspectors.

851. SPECIFICATION TO OFFICE FOR
CONSIDERATION.

When a greater expenditure than $1,000 is involved, the in-
spector should prepare an outline specification, and sketches if
necessary, and forward same to the office, with all data necessary
for preparing complete specifications and with report and estimate
of cost. "General condition" sheets are to be omitted.

852. ENGINEERING FORCE.

Except by special direction, reports should not include recom-
mendations relative to the increase or decrease of compensation
paid to any member of the engineering force of a building; but
if it is the inspector's opinion that any particular employee is
underpaid or overpaid the matter should be taken up with the
custodian, who, if he coincides, will make the necessary recom-
mendation to the office.

It is, of course, the inspector's duty to call attention to any
evidences of inefficiency, lack of experience, or negligence on the
part of such employees.

853. EXIGENCY EXPENDITURE.

In carrying out official instructions it sometimes becomes neces-
sary for an inspector to incur an expense for rental of testing instru-
ments, etc., where the use of same is made necessary by an exi-
gency. Such expenses should be submitted separately on voucher
form No. 8600 (not in the travel voucher), accompanied by a
statement as to the necessity for same.

When employment of labor is immediately necessary in connec-
tion with an investigation (as for opening up a drain), the custo-
dian of the particular building should be requested to have the
work performed (under direction of the inspector) and to submit
in the usual manner itemized exigency voucher, initialized by

116

the inspector if the charges are proper and reasonable and the
voucher is prepared and certified during his stay at the building.
A statement on the subject should also be included in the inspec-
tor's report, and if the voucher has not been presented to him for
check the report should include a statement as to what would be
a proper charge for the work.

854. APPROPRIATION FOR "MECHANICAL
EQUIPMENT."

The appropriation for "Mechanical equipment for public build-
ings'' reads as follows, and inspectors should familiarize them-
selves with its provisions, with special reference to preparing
proposal sheets for repair work:

" Mechanical equipment of public buildings: For installation
and repair of mechanical equipment in all completed and occupied
public buildings under the control of the Treasury Department,
including heating, hoisting, plumbing, gas piping, ventilating,
vacuum-cleaning and refrigerating apparatus, electric-light plants,
meters, interior pneumatic tube and intercommunicating tele-
phone systems, conduit, wiring, call-bell and signal systems, and
for maintenance and repair of tower clocks; for installation and
repair of mechanical equipment, for any of the foregoing items, in
buildings not reserved by vendors on sites under the control of the
Treasury Department acquired for public buildings or the enlarge-
ments of public buildings, the total expenditures on this account
for the current fiscal year not to exceed ten per centum of the
annual rentals of such buildings. * * * That this sum shall
not be available for the payment of personal services except for
work done by contract, or for temporary job labor under exigency
not exceeding at one time the sum of $100 at any one building."

855. INTERIOR LIGHTING FIXTURES.

Besides the work falling as a charge against the appropriation
just quoted, the inspectors of mechanical engineering are charged
with the duty of inspecting interior lighting fixture work.

856. SCOPE OF DUTIES.

Without special instructions, inspectors of mechanical engineer-
ing should not ordinarily go beyond the scope of the appropriations
as hereinbefore indicated. If they find that other matters than the
mechanical equipment require attention, they may call the cus-
todian's attention thereto, giving him such technical information
as they can supply in the case, provided this can be done without

117

materially encroaching on the time that should be devoted to the
mechanical work. In special cases that seem to require it, they
may prepare a report on the subject, which must be separate from
the report on mechanical equipment.

If minor repairs chargeable to other appropriations (as some-
times in the case of down-spout repairs, etc.), are so closely con-
nected with repairs to mechanical equipment as to require atten-
tion at the same time, they may be included in specification, with
proper precautions as to segregation.

857. SEGREGATION OF PROPOSALS.

Special attention is called to the necessity of segregating proposal
sheets where different appropriations are involved in general
repairs, and to avoid confusion the following items should be noted
as chargeable to the appropriation indicated (522 to 532):

(a) FTTRNmTRE AND REPAIRS OF SAME.

General replacement of glassware on old lighting 'fixtures to
modernize the system and improve the lighting facilities.

Glassware provided with new lighting fixtures (complete).

Interior lighting fixtures (complete).

Lighting fixtures for inclosed mailing platform.

Shades, shade holders and sockets in connection with general
furniture lighting. LAX ff 0

New desks and files cases (except standard shelving) and refin-
ishing of desks, cabinets, and chairs.

(b) MECHANICAL EQUIPMENT.

Appurtenances for elevators and lifts, including lighting fixtures,
and mechanical door operating devices.

Conduits, wiring, etc., for furniture lighting.

Extension of conduit and wiring system to a convenient point
to serve any kind of special machinery or labor-saving device, such
as motors, canceling machines, photographic apparatus, etc. (The
cost of locating and connecting the instrument or appliance is for
the consideration of the department or service furnishing same.)

Minor building repairs made necessary by reason of repairs to
mechanical equipment, such as restoring walls, floors, etc. (Comp-
troller's decision, Jan. 22, 1914.)

Signal systems, including those for fire protection.

118

Replacing broken glassware for old lighting fixtures.
Tools for repairs to mechanical equipment and compounds used
for clearing pipes, etc.

(d) REPAIRS AND PRESERVATION.

Bronzing radiators when done in connection with painting
rooms. (Comptroller's decision, Mar. 15, 1915.)

Downspouts (interior and exterior) to point where they connect
with the general drainage system.

Exterior lighting fixtures, including those for weather bureau
platforms and mailing sheds (but not for inclosed mailing platform).

Globes for exterior lighting fixtures.

Judges' desk, platform, and rails, and repairs to same, in court
rooms, including all kinds of partitions.

Wire screen inclosures throughout completed and occupied
buildings.

Standard shelving.

(e) VAULTS AND SAFES.

Post-office lock boxes, vault doors, vault shelving, keys for lock
boxes and repairs to same.

858. NOT AVAILABLE FOR MARINE HOSPITALS,
ETC.

As the appropriations " Furniture" and " Operating supplies"
are not available for quarantine stations, marine hospitals, mints,
branch mints, and assay offices, inspectors should not include in
specifications for repairs in such buildings any item that would
properly be chargeable against either of these appropriations in
other Treasury buildings.

119

120

SECTION IX.
CIRCULARS.

Various circulars and circular letters have been issued by the
department and the office which are of interest to superintend-
ents. As these circulars are revised or reissued from time to
time, they are not printed as a part of this " Manual"; but if a
superintendent should not receive with the " Manual" a full set
of the then current issues of the following circulars, they will be
sent upon request.

901. ASSESSMENTS AGAINST UNITED STATES
PROPERTY.

Department circular 24 (Office of the Supervising Architect),
dated April 6, 1914, regarding municipal assessments, taxes,
charges, etc., against Federal buildings and sites, for paving,
sidewalks, sewers, etc.

902. CLAIMS FOR MATERIAL AND LABOR IN
FEDERAL BUILDING WORK.

Department circular 36 (Office of the Supervising Architect),
dated April 4, 1916, regarding the rights of persons furnishing
materials or labor for the construction of public buildings.

903. EIGHT-HOUR LAWS.

Circular letter No. 1 ^Office of the Supervising Architect),
dated July 12, 1913, giving the opinions of the Attorney General of
the United States and the Solicitor of the Treasury regarding the
so-called eight-hour laws of August 1, 1892, June 19, 1912, and
March 3, 1913. Where in these opinions the views of the Attorney
General and the Solicitor of the Treasury appear to differ, the
opinion of the Attorney General will be followed.

904. LOCAL MATERIALS AND LABOR.

Circular letter No. 11 (Office of the Supervising Architect),
dated November 20, 1913, setting forth department's attitude
toward requests to specify a particular material or to require that
a special class of labor shall be employed in public building work.

(121)

122

905. TRAVELING AND SUBSISTENCE EXPENSES.

Department circular No. 31 (chief clerk), dated June 25, 1914.

906. USE OF FEDERAL BUILDINGS OR THE SITES

THEREOF.

Circular letter No. 10 (Office of the Supervising Architect),
dated November 8, 1913, forbidding any non-Governmental use of
any part of a Federal building or site thereof without specific
authority from the department, etc.

907. VOUCHERS.

Sample set of vouchers showing how same should be prepared,
executed, certified, etc.

123

124

INDEX.

[References are to paragraphs.]

Absence. (See Leave of Absence.) Paragraph .

temporary supervision during 146

Accidental injury 147

Adulteration of materials 623

Advancement, checking estimates with reference to 715

Advertising:

not allowed on fence around site 616

opening bids obtained by public 513

what constitutes public 511

Alternates, reserving right to accept 658

Application for sewer, water, and gas connections 633

Approaches, repairs to 525

Appropriations under control of Supervising Architect:
annual-
furniture and repairs of same 523,857a

not available for marine hospitals, etc 858

general expenses of public buildings 312,522

heavy demands on 844

marine hospitals, etc. , not included 858

mechanical equipment 524,854,857b

not available to augment specials 524,525

operating force, personal services chargeable to 526

operating supplies 527,857c

not available for marine hospitals, etc 858

personal services chargeable to 531

repairs and preservation 525,857d

vaults and safes 857e

special, for moving 532

Architect. (See also Supervising Architect.)

buildings erected on plans of private 659

Ashes, etc., removal of 527

Assessment:

against United States property (circular) 901

political, forbidden 158

Assignment to duty, superintendents 102, 114

Attachment on material, etc., on site 152

Betterments, variations in nature of 712

Bill of lading.... 819

(125)

126

Boilers: Paragraph.

for hoisting apparatus 629

high-pressure, plate numbers must be visible 647

hydrostatic test of brick-set 646,827

internal examination of 845

Bond, superintendents 101

Bulletin board, stock specifications for , 730-No. 5

Carboncopies 210

Care and maintenance of occupied buildings:

miscellaneous items 527

personal services (pay-roll) 526

separate report on, by inspectors 720

Certificates of tests 637

Certified checks:

insert clause in general conditions 727

proceeds subject to forfeiture for default 515

returned after approval of bond 516

when required 515

Chases, testing pipes in 640

Circulars 901etseq.

Claims for material and labor in Federal building work (circular) 902

Coal 846

Commencement and completion, record for each branch . .' 607

Compensation of superintendent commences 102

Completion:

estimating normal percentage of 403, 404

mechanical equipment , checking percentage of 824

record of 607

Concrete for driveways, etc 730-No. 8

Conduit and wiring system. (See also Wiring) 524

Connections. (See Service connections.)

Construction record 602

Contract:

delay in letting 408

formal 516

independent, record of 604

inspection. (Sec Inspection.)

interest in, forbidden 115

interpretation of 502

modifications-
consent of both parties required if material 822

enter on file set of drawings and specifications 601

exigency action on 506

minor for structural reasons 503,712,822

price fixed by department 505

proposals for 505

not obtainable 506

record of 605

record of 603

requested by citizens 504

unauthorized, forbidden 503

127

Contract — Continued. Paragraph.

option of surety in regard to completing 653

price fixed by department 505

proper progress to be procured 501

variations from 619, 625, 712, 713, 822

Contractors:

' advances to, from personal funds 115

attachment of their material on site 152

defaulting, may remove tools, etc 657

injury of their employees 147

instructions of inspectors to 716

insurance carried by 627

monthly estimates, copy to 518

must supply competent foreman 615

nonpayment of bills by 153

notice required for final inspection 649, 702

obligations to, superintendent forbidden to incur 116

right to proceed, termination of 652

Convict labor 155

Cooperation between superintendents and others 105, 117

Corner monuments 149

Correspondence. (See Letters.)

Counters, data for 406

Coverings, nonconducting 648, 821

Crimes on Federal sites 148

Curbs, repairing 525

Custodian, transfer of building and files to m 118,154,601

Custodianship, separate file for correspondence relative to 213

D-

Daily job record 606

Damages, liquidated 413

Drawings:

approved shop drawings, record of 611

how to forward 817, 818

how signed by inspector 818

modifications must be entered on 601

record of 610

shop, approval of ! 622

superintendent must check up 617

Driveways, stock specification for repairs to 730-No. 1

Duty, dereliction of • 104

Eight days' notice 651^652

Eight-hour law (circular) 156,903

Electric current for lighting and power 527

Elevators:

periodic inspection of 847

test of new 834

Encroachments on site 150

Engineering force, recommendations relative to 852

128

Estimates: Paragraph.

itemized, with proposals '■ 505, 507

monthly, to be posted 518

required in general inspection reports 844

supplies and services at headquarters 512

value of work performed 304

with reference to point of advancement 715

Excess baggage : 1 13

Exigency expenditures 112,512,705,853

by custodian under directions of inspector 706

revised statute relative to 612

Expedition, demand for 714

Explosives, etc., shipping of 626

Federal sites:

advertising not allowed on fence around 616

attaching contractors' material on 152

care of unimproved 524, 525

corner monuments 149

crimes on 148

drainage, disposal of surface 151

encroachments on 150

fence around 525, 616

poles around 632

repair of buildings standing on acquired , 524, 525

unauthorized use of (circular) 906

Fence. (See Federal site.)

Files. (See Records.)

Filing cabinets for drawings and specifications 154, 601

Fixtures. (See Lighting* fixtures.)

Floor, stock specifications for new maple 730, No. 7

Fly screens, stock specifications for 730, No.3

Foundations 613

Fuel, steam, etc. , appropriation for 527

Furniture:

appropriations for—

moving 523,532

purchase and repair .%. 523, 857a

schedule of 407

workroom, lighting system for 848, 857a, b

Gas piping 642,832

Gauge, location of in hydrostatic test 641

General-condition sheets 727,850,851

General expenses of public buildings:

appropriation for 522

expenditures chargeable to 312

General inspection 722, 844

Grass and weeds 527

129
H.

Headquarters: Paragraph.

expenses in changing 113

inspectors on duty at 701,804

subsistence expenses not allowed at 113

supplies or service at 612

Heat. (See Temporary heat.)

Heater, test of water 831

Hedges, stock specification for 730, No. 4

Inclosures 209

Inefficiency of superintendents 104

Injury, accidental, to be reported <. 147

Inspection. (See also Inspectors; Reports; Tests.)

boilers, internal 845

boiler tubes, shop 841

building construction '. 710 et seq.

conduit and wiring system. (See Wiring.)

defects previously reported, correction of 837

elevators. (See Elevators.)

exigency expenditures in connection with 853

final mechanical, should include 820

gas piping. (See Gas piping.)

general, at occupied buildings 722, 844

heating apparatus, final 828

lighting fixtures (interior)—

by inspector 835, 836, 840, 855

by superintendents, on delivery 644

material as delivered 619

mechanical equipment 649, 820 et seq.

notice in writing required 649, 702

plumbing. (See Plumbing.)

preliminary mechanical 823 et seq.

repair work. (See Repairs.)
report of. (See Reports.)

scaffolding 631

setting date for 410

shop, mechanical equipment 838

structural steel 634

superintendent at other buildings 717

without specific instructions 721, 842

Inspectors. (See also Inspection, Reports, and Telegrams.)

data for office specifications 726

delay of instructions en route 814

examination of superintendent's record 709, 820

exigency expenditures by 705, 853

headquarters, on duty at 701, 804

of mechanical equipment-
checking percentage of completion 824

scope of duties of 801,855,856

superintendent acting as 717

58509—16 9

130

Inspectors— Continued. Paragraph.

superintendent must cooperate with 117

transportation requests 119, 803

travel instruction to be obeyed promptly 703, 802

unable to continue journey 704

Instructions, request when in doubt (see also Inspectors) 618

Insurance, carried by contractor 627

Inventory, when right to proceed terminates 652

Job, daily record of 606

Judge's desk and platform, data for 406

Labor:

claims of subcontractor for (circular) 902

request to specify local (circular) 904

value of, as basis for voucher 304

Lamp brackets and standards (exterior) 525

Leaks in gas piping 832

Leave of absence 131

annual 132

advance application for 137

involving two calendar years 135

not cumulative 134

official travel during 145

Saturday half holidays during 136

contagious disease 140, 146

court attendance 143

on separation from the service 133

sick 139

misrepresentations regarding 141

Sundays and legal holidays during leave 142

telegrams requesting 138

without pay, application for 144

Letters:

brief on 206

classes of 201

confidential - 205

copies, carbon, to be retained 210

custodianship, relative to 213

designation of building on 208

inclosures 209

not to be inclosed with drawings, etc 211

of recommendation, prohibited 212

paper, size of 207

replies, quote date and initials 202

transmittal 211

use of official paper 204

Lighting fixtures (see also Inspection):

connecting to building wiring 826

finish of, sample showing 836

payable from " Furniture " 857a

131

Lighting system: Paragraph.

current for 527

for workroom furniture 843

improvement of general 849

Local ordinances do not apply 633

Maintenance of occupied buildings. (See Care and maintenance.)

Marble, deviations from sample 625

Materials:

approved by superintendent 620

claim for, by subcontractors (circular) 902

identification samples, testing 623, 624

inspection on delivery 619

request to specify local (circular) 904

unsatisfactory 621

value of, as basis for vouchers 304

Mechanical equipment (see also Inspectors and Inspection):

coincident completion of all branches 649

records to be kept separately 601, 820

tests of, during progress 637 et seq.

Metal weather strips, stock specification for 730-No. 2

Mileage and trip tickets 120, 121

Modi ^cations. (See Contract.)

Monuments, corner 49

Moving, cost paid from:

furniture 523

special appropriation 532

Name plates, manufacturers 630

Newspapers, information to .• 157

Normal percentage of completion, estimating 403, 404

Notice in writing required for final inspection 649,702

Oath of office 102

Oaths, who may administer 310

Occupancy, determining date of 409

Office:

furniture 108

quarters 107

rent, payable from 312

Partition work, 'lata for 406

Payments:

final 520

material not to be used in part 521

monthly estimates for 518

monthly or periodical 517

132

Payments— Continued. Paragraph.

retained percentage 305

schedule 519

Percentage of completion, checking 824

Personal obligations to contractors forbidden 1 16

Personal services, care and mainteuance 526,531

Photographs, progress 628

Piping, tests of ' 637 et seq.

Plaster work, cleaning 728

Plumbing (see also Piping):
inspection of —

final 829

preliminary 825

smoke test of 830

Pointing stonework, stock specification for 730-No. 6

Poles around site 632

Private architects, buildings designed by 659

Progress:

not to be delayed by test of identification samples 624

procuring proper 501

reports of 401 et seq.

Prohibited activities:

giving letters of recommendation 212

personal 106, 115

political 158

Proposals:

accepted by superintendent 514

addressed to supervising architect 510

certified check with. (See Certified check.)

duplicate 508

estimate, itemized to accompany 505, 507

for changes, record of 605

opening competitive 513

reservations for accepting alternates 658

segregation of items 524 et seq; 857

signed in autograph 509

supplies or service at superintendent's headquarters 512

Protection of work and materials (insurance) 627

Public property, care and sale of 110, 111

Qualifications of superintendent 103

Reassignment, relief from other duties 114

Recommendations must be definite 708

Records:

accessible at all times 118, 601

construction 602

contract and modifications 603

delays 608

drawings and details received 610

133

Records— Continued. Paragraph.

examination of, by inspector 709, 820

filing cabinets for 154, 601

independent contract 604

job record, daily 606

of each branch 607

oftasts 612

proposals for changes 605

samples 609

shop drawings approved ' 611

transfer of, to custodian 118, 154, 601

Repairs:

approaches 525

buildings standing on sites acquired 524, 525

downspouts 525, 857d

driveways 730- No. 1

final inspection of 719, 842

inspection without specific instructions 721, 722, 844

necessity for, disclosed by general inspection 722, 723

report on 718, 843

special investigation as to necessity for 724

specifications and drawings for 725

stock specifications for 730

Reports (see also Inspections):

building repairs 718

construction work 710, 711

correction of defects previously reported 837

forwarded first class 817

general inspection 722

list of defects with 711, 821, 823

maintenance, when required 720

mechanical equipment 821, 823, 843

must contain definite recommendations 708, 711

necessity for repairs 723, 844

preliminary mechanical, should contain 823

preparation of 711, 821

prompt submission of 707, 816

progress 401 et seq.

special investigations 724

superintendent's final • 411,412

without specific instructions 721

Requisition for supplies or stationery 109

Responsibility of superintendent, for improper work 713

Roof covering 635

Rubber stamp 208

Salary:

certification of voucher for 311

payable from M General expenses" 312, 522

Sale of public property HI

134

Samples: Paragraph.

approved, to be retained by superintendent 622

deviations from approved 625

explosives, etc 626

forwarding—

by contractor 622

by superintendent 623, 626

use mails for 623

identification 623, 624

lighting fixtures, finish of 836

of unsatisfactory material delivered 621

progress report 405

record of appro ved 609

soil 613

Scaffolding, inspection of 631

Schedule of:

furniture, etc 407

normal percentage of completion 404

payments 519

Screens, fl y , stock specifications for 730, No. 3

Segregation of cost of:

connecting appliances of other departments 524

down spouts, etc., in mechanical specifications 856

items on proposal sheer 725, 857

lighting fixtures, from conduit and wiring 523, 855, 857a

Service connections:

applications for 633

pavable from 524

Services for other departments 119

Shipping:

explosives or inflammatory material 626

sam p 1 es 623, 626

testing instruments 819

Shop drawings:

record of approved 611

submission of 622

what is covered by approval of 622

Shop inspection. (See Inspection.)

Sidpwalks and curbingsj repairs to 525

Sites. (See Federal site.)

Sketches, how signed 818

Smoke test of plumbing 830

Soil , samples of 613

Soil, waste, and vent lines, test of 639

Special equipment, superintendent to furnish data for 406, 407

Specifications:

corrected set to cusrodian 601

for repairs and alterations 725, 728, 730

how to forward 817, 818

inspectors —

to custodian for bids 725, 850

to office for consideration 725 et seq., 851

135

Specific it ions— Continued. Paragraph.

prepared by office from inspector's data 72t> et seq.

stock, furnished by office to custodians 730, 731

variations fron requirements of. (See Contract.)

Stone, deviation from samples 625

Stonework, pointing, stock specifications for 730, No. 6

Structural steel, Inspection of 634

Subcontractors:

claims for material and labor (clrcdlar) . . ' 902

injury of their employees, accidental 147

Subdrainage 614,636

Subsistence expenses (circular), 905

not allowed at headquarters 113

Superintendent for contractors 616

Supervising Architect (see also Architect):

address proposals to 510

how to address 124, 203

Supervising superintendents (see also Inspectors):

superintendents m jst cooperate with 117

Supervision, temporary 146

Supplies or services at headquarters 109, 512

Sureties:

completion of contract by 653, 654, fi55

decline to complete 656

for superintendent 101

Telegrams:

abbreviations used in 815

collect 128,809

confirmation of 130

delayed 814

delivery after office hours 805

form of 124 , 807

modifying orders 813

night 127,811

not prepaid 129, 810

rates for Government 125, 808

reporting movements of inspectors 704, 806

reporting shipment of testing instruments 819

requesting leave 138, 812

words, minimum number paid for 126, 808

Telephone service for custodian's force 527

Temporary heat 650

Test borings 613

Testing instruments, shipping 819

Tests:

boilers 646

certificates of 637

elevators 824, 847

gas piping 642, 832

heating apparatus 827

identification samples 624

136

Tests— Continued. Paragraph.

lighting system 643

mechanical equipment during progress 637 et seq.

notice required for final 649

piping 637 et seq.

plumbing (smoke test) 830

record of (see Records).

refrigerating plants ,. 834

shop (in general) „ 838, 839

soil, waste, and vent lines 1 639

special apparatus 645, 834

subdrainage 636

water heater 831

wiring system 826, 833

Time. (See Contract time.)

Tools and appliances:

for marine hospitals, etc 530

for operating plant 528

for repairs by building force 529

when defaulting contractor may remove 657

Transfer of:

building and files to custodian 118. 154, 601

superintendent to another building 114

Transmittal, letters of 211

Transportation. (See Traveling.)

Transportation requests 119. 120, 803

Traveling:

chargeable to 312

only when authorized 122

returning to duty during leave 145

instructions 703, 802

regulations 123, (circular) 905

voucher for expenses of 310

Trees and shrubbery inside of lot lines : 525

Trip tickets. (See Mileage.)

Typewriting machine 108

Variations from contract. (See Contract.)

Vault shelving, superintendent to furnish data for 406

Vaults and safes 857e

Vestibules, standard scheme for 732

Vouchers:

amount of, determining 304

certified, by whom 303,311

copies to be retained 210

exigency expenditure by inspector 705

final (see also Payment)—

independent contracts 308

repair work 719

total contract price, including retained percentage , 305

137

Vouchers— Continued. Paragraph.

letter of transmittal, when required with 21! , 305

oath on , travel 310

samples of 302, (circular) 907

serial number of acceptance to be stated on 307

when to be issued on account of—

contract work 309

superintendent's salary 309

traveling expenses 310

work independent of main contract 308

Washing towels 527

Water heater, test of 831

Waterproofing 635

Weather strips. (See Metal weather strips.)
Wiring (see also Conduit and wiring):

connecting lighting fixtures to 826

insulation test of 826,833

Workmanship, rejection of, unsatisfactory 619

U.S. Supervising! >U>-1
architect! of the Tr
oept.'~

■"R5ftniatl"Biis""^gove«itng""fhs
field force

U NA - 205
reasury A7

348640

UNIVERSITY OF CALIFORNIA LIBRARY

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