Appendix E

State of Ohio

Plant Sampling and Testing Plan: Virtual Warehouse

The Plant Sampling and Testing Plan is intended to expedite the usage of construction materials when received on a project. It consists of a written agreement between the material producer/ supplier and OMM whereby the producer/supplier reserves stock at his plant or warehouse for testing and ships only approved stock to ODOT projects. OR, the material producer/supplier ships materials under certification programs developed for specific materials.

The Plant Sampling and Testing Plan is based on the selection of random or representative samples and their testing for physical and chemical properties.

The Plan does not cover dimensional and visual inspection of the individual items for workmanship and damage.

Field inspection is performed at the project site and all materials are subject to rejection or sampling.

The electronic form that documents these shipments is referred to as a TE-24 form..

The Plant Sampling and Testing Plan will be maintained by OMM for the following items:

Material shipped directly from a warehouse or mill to an Ohio Department of Transportation construction project site or the delivery point specified in a Department Purchase Order.

Material shipped to another warehouse or storage yard where a similar cooperative agreement with the Ohio Department of Transportation, Office of Materials Management, is currently in force.

Materials shipped to an approved storage facility for materials for which payment is to be made under provisions of Section 109.07 of the Construction and Material Specifications.

Materials shipped under certification programs.

It is the responsibility of the supplier to provide and perform the following:

Provide ODOT's authorized representative proper facilities to inspect and sample the materials before delivery.

Provide test equipment, certifications, or perform tests as required, under the supervision of the Office of Materials Management.

Maintain the identification of each approved lot of material during storage, fabrication and shipment.

Meet other responsibilities required within the specific materials certification programs.

A visual method of marking and identifying tested and approved stock acceptable to the Office of Materials Management is to be maintained.

Inventory records are to be maintained showing the quantities of tested and approved stock on hand at all times. Annual physical inventories may be requested.

Withhold shipment to Ohio Department of Transportation work until notification is received from OMM that the material is approved or under a certification program.

This notification will consist of an electronic authorization of the material sample within the Department's CMS program and the Virtual Warehouse.

Prepare a TE-24 form, Notice of Shipment of Plant Tested and Approved Materials, via the Virtual Warehouse in accordance with following instructions:

(A) Connect to the internet

(B) Start Internet Explorer 4.x or 5.x. This is the only supported browser.

(C)connect to the following site and follow the instructions listed at

http://www.dot.state.oh.us/Divisions/ConstructionMgt/Materials/Pages/default.aspx

(A) After connecting to the electronic TE-24 follow the instructions for creating a shipment listed on that site.

(B) For material shipped directly to a state project, enter appropriate information concerning the project number, the year and county, as they appear on the proposal (check project box).

(C) For ODOT Purchase Order shipments enter the requisition number and purchase order numbers shown on the purchase order (check P.O. box).

(D) For material being transferred to another supplier who is also a participant in the Plant Sampling and Testing Plan (check the producer/supplier box). For materials under a certification program direct transfers of material are not acceptable.

(E) For material being sent non-state locations, (i.e. non-ODOT, another state, private work or a city or county jobs) (check non-state box).

TE-24 Shipment No. is authorized automatically

In Column 1, is the reference number

In Column 2, quantity

In Column 3, sample I D. The test report number the material was approved or certified under.

In Column 4, comments. Certification requirements may require descriptions of the material being shipped. i.e.: size, type, heat number, std. drawing number, etc.,

A copy of the TE-24 must accompany each shipment of material

Warehouses or other locations receiving transferred tested and approved materials will be assigned the quantities and the sample ID's automatically. Shipment of materials to projects will be done as described in the internet instructions.

Should it be necessary to return the plant tested and approved material to stock after shipping to Ohio Department of Transportation work, the return of such material to tested and approved stock will be authorized by OMM only after the receipt of suitable information from project personnel.

Disposition of Form TE-24, Shipment of Plant Tested and Approved Materials, is as follows:

Copy must accompany each shipment of material.

Loss of the copy will not be the responsibility of the Department and will be cause for rejection of the material at the project site.

Inspection service by OMM to sample materials will be requested at least one week in advance.

Approval of materials is based on workload. Suppliers should not assume that the one week request for inspection service is the time line for approval. Recommend assumption of 21 days for sampling and approval of materials.

Basis for removal from TE-24 System:

Major violations of any of the following sections (5 thru 8) shall be the basis for suspension of the producer or supplier from the Plant Sampling and Testing Plan in the following manner:

- same day documentation in writing of violation(s) by ODOT personnel to producer/supplier with phone call to immediate supervisor/section head/Administrator Office of Material Management advising of problems followed immediately by copy of documentation faxed to the laboratory.

- same day suspension from the plan for the prescribed period of time until the participating company has clearly demonstrated on site to the department that corrective action has been accomplished.

- following day notification of departmental personnel by E-mail to those areas such as the office of construction and state wide district construction and testing personnel for documentation of project delays by the producer/supplier; suspension of departmental services; following day letter to director detailing problems.

First Violation: Suspension from the plan of the participating company for seven (7) calendar days;

-after assurances in writing to the Administrator, Office of Material Management by the on-site manager that the problem(s) are fully corrected, a following visitation by the inspector and the supervisor to the violator's physical plant will be made to ensure that a full correction of the problem(s) has occurred. If the correction(s) require a longer period of time than the violation requires, the physical facility will not be allowed to produce, supply or ship using the TE-24 procedure until full corrections are made.

Second Violation: Suspension from the plan of the participating company for thirty (30) calendar days

.

-after assurances in writing to the Administrator, Office of Material Management by the on-site manager that the problem(s) are fully corrected, a following visitation by the inspector and the Test Lab section head to the violator's physical plant will be made to ensure that a full correction of the problem(s) has occurred. If the correction(s) require a longer period of time than the violation requires, the physical facility will not be allowed to produce, supply or ship using the TE-24 procedure until full corrections are made.

Third Violation: Suspension from the plan of the participating company for ninety (90) calendar days

.

-after assurances in writing to the Administrator, Office of Material Management by the on-site manager that the problem(s) are fully corrected, a following visitation by the inspector and the Test Lab section head to the violator's physical plant will be made to ensure that a full correction of the problem(s) has occurred. If the correction(s) require a longer period of time than the violation requires, the physical facility will not be allowed to produce, supply or ship using the TE-24 procedure until full corrections are made.

Fourth Violation: Final removal from the plan of the participating company.

Following are examples of violations:

Testing violations:

Failure to provide satisfactory equipment to allow proper inspection of material as a final product.

Failure rate greater than 10% per year or a frequency determined to be inappropriate.

Failure to provide production schedules or changing schedule without 24 hour notice.

Failure to provide required documentation at the time the material is sampled.

Including not approved sub-materials into any manufactured item.

Shipping violations:

Shipping Unapproved Materials. (No Tests or Tests not Completed)

Shipping Not Approved Materials. (Material Not Approved)

Shipping without a TE-24 form or the TE-24 containing an incorrect description of materials

Shipment(s) that do not meet project field inspection specifications for workmanship; such as unmarked, or improperly marked material.

Inventory violations:

Failure to maintain proper inventory records.

Improper handling or storage of material.

General:

Causing delays to projects due to consistent violations of the Plan.

Not complying with the rules of the Plant Sampling and Testing Plan or certification program.

District process of TE-24's.

If the shipping copy is lost, the P/S will be required to provide a copy of the TE-24

Authorize the assignment of the total quantity shipped for the material on the TE-24 to the project item and reference number identified on the TE-24. If some of the material was rejected at the project site create an assignment for only the accepted material

Any questions on Plant Sampling and Testing Plan contact:

Bituminous Section (614) 275-1380

Cement & Concrete Section (614) 275-1324

Chemical Section (614) 275-1348

Plant Sampling and Testing Program - Computer support (614) 275-1353

ODOT HelpDesk (614) 466-4978