Planning for your Project Materials Control Process
Step 1 CREATE A PBOM
Has you agency developed/created a system to track all materials required for each construction item? Will your
system allow tracking of each material that is used in the construction item? Material acceptance systems are
called Project Bill Of Material's (PBOM).
The PBOM is a management method for materials delivery and acceptance on the Project.
Your agency's PBOM system can be a simple paperwork process, an electronic computerized process or something in between.
Example Paperwork PBOM
PBOM paperwork Format Example
The Department has a Construction Managemanagement System called CMS. By accessing the webpage under "Create a PBOM for the project" a step by step method is provided that you could create a PBOM from CMS infomation in a excel format.
Example Excel based PBOM using ODOT CMS information
Create a PBOM for the project
Step 2 IN THE PBOM DETERMINE THE NUMBER OF TESTS YOU WILL NEED FOR MATERIAL APPROVAL
Whatever method of PBOM you develop and use, there will be materials that require specific tests for acceptance of each quantity(i.e.structural concrete, asphalt pavement, concrete pavement). You need to develop a list of the tests required and the quantity covered by each test needed to be completed for each material (600 cubic yards of QC/QA structural concrete requires a cylinder test for each 50 yards. You would need 12 tests)
Include the number of tests required into your PBOM to help with tracking of materials acceptance.
Step 3 REQUIRED CONTRACTOR SUBMITTAL OF MATERIAL SOURCES
At the pre-construction conference require the Contractor to provide a complete list of all material suppliers.
Your Contractor may have a form or you can provide your Contractor the below form to use as a guide for the information you want on ALL material suppliers
Blank Contractor Material Supplier Submittal Form
Step 4 MATERIAL SOURCE APPROVAL
Check the Contractor's material source list against your PBOM to assure you have all materials covered for your project. Either make adjustments to your PBOM if you missed materials and/or require the Contractor to provide you additional material sources if it wasn't initially provided.
Check the Contractor’s list against certified supplier lists for the Departments material suppliers, fabricators, aggregate suppliers at the following link:
Certified Suppliers and Fabricators
Depending on the material type, materials may come from the Department’s Qualified Products List (QPL)
QPL (Qualified Products List)
Notify the Contractor of any suppliers not on the Department lists and his responsibility to obtain material from only certified suppliers. OFTEN AS PER PLAN OR SPECIAL ITEMS MAY NOT BE PROVIDED THROUGH THE STANDARD LIST OF MATERIAL SUPPLIERS OR QPL. THEY WERE SPECIAL ITEMS TO BEGIN WITH AND YOUR AGENCY RECEIVED APPROVAL FOR ON YOUR PRECONSTRUCTION CHECKLIST SUBMITTAL [Special items may not follow this requirement].
Step 5 PROJECT MATERIALS CONTROL
This is the actual process of tracking materials coming in – approving acceptable materials and documenting what
Recommendations for control
Keep your PBOM information up to date.
Enter quantities when material is approved.
The Department’s has two major methods of materials acceptance
certified suppliers that ship various types of materials on a TE-24. That is your documentation and notification that the material meets the Department's material requirements.
TE-24 MATERIALS CERTIFICATION DOES NOT GUARANTEE THAT DAMAGE HASN’T HAPPENED OR SOMEONE DIDN’T SHIP THE WRONG MATERIAL FOR YOUR PROJECT.
STATING IT WAS CERTIFIED WITH A TE-24 DOESN’T DEAL WITH THE ISSUES THAT THE 24’ PIPE YOU NEEDED WAS SHIPPED AS 18” OR THE PIPE GOT DAMAGED.
FIELD INSPECTION OF TE-24 MATERIAL IS REQUIRED TO ASSURE IT MEETS WHAT YOU NEED ON THE JOB
Keep the TE-24 as your documentation. Record and assign the quantity of material accepted in the PBOM to the correct construction item – you can accept all, a portion or none of the material shipped.