QCI Streamlines Construction Management and Inspection Operations with Pegasus to Win More Work

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The Morf Corporation

Lots of Little Problems

Tavares was given a task that would make any construction manager nervous. First, RHSI is a multi-faceted Veteran Owned Small Business that provides program management, construction management, inspection, and estimating services to federal, municipal, and private clients. Second, RHSI was chose to support the City of San Antonio on city-wide capital improvement programs focused on the maintenance of San Antonio’s streets and sidewalks. Third, they are a Service Disabled Veteran Owned Small Business and were just given a large contract to serve as the owner’s representative providing inspection services on about 50 of San Antonio’s streets slated for asphalt repairs. Her team was responsible for making sure each project was coordinated, completed quickly and within specifications, and paid out based on quantities-in-place by several different general contractors using pre-negotiated unit prices.

Miller's challenge wasn’t to manage one enormous project. Instead, she was faced with managing lots of small projects, each with their own potential pitfalls. “In a capital improvement program with hundreds of streets slated for repairs, we were contracted to provide inspection services for about 50 of them across the City,” Tavares says, “these individual asphalt renovation projects that involved repairing potholes and sealing streets to prevent further degradation are typically under $100K each. But there were a ton of them that added up to a multi-million dollar program.”

“Our inspectors have to go out to the sites and confirm compliance with the design specifications”, sas Tavares, noting that, “the designer had provided an estimate of what the repairs would cost and my job was to have inspectors go out there, take measurements of the repair areas and document the work in place. After that, the contractor got paid for that work based on our reporting using pre-negotiated unit prices.”

Besides quantifying the work-in-place, inspectors were also tasked with taking “Before”, “After” and progress photos on each for the City’s records. Already, the work was going to be piling up with the sheer number of sites that RHSI’s inspectors were going to be visiting. On top of that, the inspectors had to come in to the office at the end of every day and manually transfer, rename, and organize every photo they had taken on site that day. 

The time-consuming clerical work notwithstanding, Tavares and her team quickly ran into another problem: San Antonio streets all kind of look the same, so it was easy to get which pictures went with which site mixed up. “Our inspectors were going to be looking at the same thing on several streets,” Tavares notes, “and because we’re going to be inspecting 50 of them, my inspector might go to 2 or 3 in a single day. I was wondering ‘How do we help them keep track of what the’ve done? How do we keep track track of all these before, after and progress photos when all these streets look the same?”

That’s when Tavares realized there had to be a better tool out there.

Our entire organization runs on Pegasus, it is at the center of our business and operations. Not only do we experience the benefits internally, but our clients experience them as well on each project.

Harold Miller, Director of Operations

Managing Multiple Projects with Construction Field Management Technology

But Miller didn’t just buy the first pretty app that came along and hoped for the best. Her years of experience in the industry gave her a specific list of features that she knew the software needed to have in order to get the job done right. “I was searching for how to manage multiple projects,” Tavares says, “so i needed a daily that was easily reproduced, that my inspector could do in the field, and was easy enough to allow him to go to 3 different projects and do 3 different reports on the same day without taking all his time. It also needed to be stored because at the end of the month we use the backup to show the City what the contractors had done and approve pay applications.”

Raken seemed like it had every feature on her list: the ability to handle multiple projects, fast workflow, easy photo management, and a professional daily report that could be easily accessed for the City to see what was being done. It seemed like a match made in heaven, but there were still some reservations. The biggest of which was simply this: will my inspectors in the field actually want to use it?

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