When the Subcontractor Isn’t Qualified: Revising ITPs to Assume QC Duties

Subcontractors are vital to a construction project’s success, yet sometimes, a trade you’ve hired proves to be less prepared or skilled than anticipated.

According to Inspection and Test Plans (ITP): The Definitive Guide to Proactive Digital QAQC, discovering a subcontractor’s shortfall mid-project is more common than many realize.

Whether it’s under-trained workers, insufficient equipment, or a gap in technical know-how, the results can jeopardize quality, cause rework, and derail schedules. 

Taking Over Quality Control: Why Revising the ITP Is Essential

In the above situations, you may need to modify your Inspection and Test Plan (ITP) to take on, or more closely supervise, the quality control tasks originally assigned to that sub.

Failing to make these adjustments can trigger a cascade of problems; critical inspections might be overlooked or documented incorrectly, deficiencies remain unresolved, and subsequent trades risk inheriting hidden defects.

By revising the ITP mid-project, you’re not only ensuring that essential checks are carried out by qualified personnel but also preserving the standard of first-time quality.

This process involves promptly identifying the subcontractor’s skill gaps, reallocating responsibilities (e.g. assigning them to your in-house QA manager or another specialist) and setting up additional hold points or sign-offs.

In doing so, you regain control of the quality process, reducing the likelihood of rework, schedule slippage, and safety concerns.

This article explores how to detect an underqualified subcontractor early, revise the ITP for your new reality, and maintain consistent quality outcomes despite personnel or capability shortfalls.

 Early Warning Signs of an Unqualified Sub

1. Repeated Deficiencies
   The same mistakes keep resurfacing, even after the sub claims they’ve been fixed.
2. Inconsistent Documentation
   Inspection logs are incomplete, or corrective actions are vaguely recorded.
3. Schedule Delays
   Tasks drag on longer than planned, often due to confusion over specifications or ongoing rework.
4. Complaints from Other Trades
   Fellow crews raise concerns about alignment errors, safety hazards, or poor coordination in the sub’s work.

Your Complete Guide to Achieving First Time Quality Excellence in Construction notes that ignoring these warning signs can inflate rework costs by up to 10% of the project budget. The longer you wait to address competence gaps, the more expensive and disruptive they become.

Why Update the ITP?

Your ITP outlines who handles each inspection, what acceptance criteria apply, and when tasks need verification. If a subcontractor can’t fulfill these responsibilities, or if their QA knowledge is lacking, you risk:

• Overlooked Inspections: Key checks may be skipped, leading to latent defects discovered later.
• Inaccurate Reporting: Deficiencies can go unlogged or be hastily signed off.
• Unsafe Conditions: Poor workmanship, especially in structural, mechanical, or electrical tasks can endanger workers and occupants.

By revising the ITP, you ensure the general contractor (GC) or another qualified party supervises or assumes these QA tasks. This closes any competence gaps within the subcontractor’s scope and keeps the project moving forward.

Steps to Revise the ITP for Unqualified Subs

1. Identify the Gaps
   Determine exactly where the subcontractor fails to meet QC requirements. Are they missing certain specs, ignoring hold points, or lacking necessary equipment?
2. Redefine Responsibilities
   Adjust the ITP so it’s clear who’ll now handle or verify critical inspections. The GC’s QA manager might take charge of anchor bolt placement checks; a specialized consultant could tackle advanced welding reviews.
3. Add or Adjust Hold Points
   Consider introducing extra hold points for high-risk tasks. That way, work can’t proceed until a capable individual signs off, preventing hidden deficiencies.
4. Document the Revision
   Keep a clear record of updated inspection items, acceptance criteria, or checklists. Distribute these revisions to everyone including subcontractors, owners and inspectors, to avoid confusion.
5. Implement a Communication Protocol
   Use daily bulletins, or a digital QA platform, to alert teams about the changes. If the sub still manages certain tasks, specify which ones now require GC or consultant oversight.
6. Track New Deficiencies
   Monitor whether shifting responsibilities addresses the recurring issues. If the sub continues to struggle, you may need further ITP revisions.

Example: Mechanical Rough-Ins Gone Wrong

Imagine a mid-sized commercial build where the mechanical subcontractor isn’t up to par:

• Problem: Persistent deficiencies in duct alignment and air sealing reveal weak comprehension of mechanical codes and leak-testing procedures.
• Solution:
  1. ITP Revision: The GC’s QA manager teams with an external HVAC consultant to verify rough-ins before duct sealing.
  2. Extra Hold Point: A “Duct Leak Test” now requires sign-off from the consultant.
  3. Sub’s Limited Scope: The sub can install duct sections, but final inspections belong to the GC.
• Outcome: Fewer recurring deficiencies, more accurate reporting, and improved first-time installation quality.

Maintaining Collaboration and Professionalism

It’s easy for subcontractors to feel sidelined when QC tasks are reassigned. Aim for a cooperative tone:

• Explain the Rationale: Emphasize that the move safeguards project success rather than penalizing them.
• Offer Training: Provide resources or training (time permitting) so the sub can eventually reclaim QC tasks.
• Acknowledge their Strengths: While they may excel at routine installations, additional supervision helps with specialized or code-intensive tasks.

As highlighted in Inspection and Test Plans (ITP): The Definitive Guide to Proactive Digital QAQC, a supportive stance typically fosters better long-term relationships than abrupt “takeovers” that alienate your subcontractors.

Conclusion

Finding out mid-project that a subcontractor isn’t qualified for their QA duties can be unsettling, but it’s also solvable. By revising the ITP, shifting QC responsibilities, creating hold points, or involving new expertise, you maintain high standards and minimize costly rework. Transparent communication and a well-defined revision process keep everyone in the loop, ultimately delivering a safer, more efficient project. 

To find out more about revising ITPs to assume QC duties if you feel your subcontractor isn’t up to par, download Inspection and Test Plans: The Definitive Guide to Proactive Digital QAQC or our Guide on Achieving First Time Quality from Subcontractors. 

Alternatively, why not take a demo of our FTQ360 platform and see how you can assist your subcontractors with a digital QA/QC solution which simplifies version control and delivers real-time alerts, so your revised ITP is clearly communicated and acted on without delay.