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Planning for your Project Materials Control Process 

 

STEP 1

Creating 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 construction item? Materials acceptance systems are called Project Bill of Materials(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.

 
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 materials (600 cubic yards of QC/QA structural concrete  requires a cylinder test for each 50 yards. You would need 12 test )

 

Include the number of test 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. You 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

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 makes 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:

 

Depending on the material type, materials may come from the Department’s Qualified Products List (QPL)
 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
You have.
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.
 

  

o   TE-24 MATERIALS CERTIFICATION DOES NOT GUARANTEE THAT DAMAGE HASN’T HAPPENED OR SOMEONE DIDN’T SHIP THE WRONG MATERIAL FOR YOUR PROJECT.
o   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.
o   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.

   

Materials accepted under the Department’s Qualified Products List (QPL) do not come with a TE-24.  The QPL list the manufacturer and the product
 
Identifying the product by markings or shipping tags is acceptable. 
Keep 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.
 
·Types of materials not shipped on a TE-24 or QPL are limited. The majority are: 
 
Aggregate suppliers are certified but they don’t ship on a TE-24.  They ship with a tonnage tag that should show they are ODOT certified and the quantity and type of material provided.
 
Concrete plants ship with computer printed batch tickets for each truck.  See ODOT specification 499 for ticket requirements
Asphalt plants ship with batch tickets for each truck and should also provide testing Data on TE-199.

 

·  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.
 
KEEP YOUR RECORDS UP TO DATE.  REVIEWS BY DEPARTMENT AND EVEN FHWA PERSONNEL WILL BE MADE.  YOU DON’T WANT TO GET INTO NON SPECIFICATION MATERIAL ISSUES.
 
CONSTRUCTION INVOICES FOR PAYMENT SHOULD ONLY BE APPROVED IF THE MATERIALS USED FOR THE CONSTRUCTION ITEM ARE APPROVED AND DOCUMENTED.
 
            As the Construction Project Engineer (CPE), you are responsible for assuring that all materials used in a project meet specification. This is an important process that is critical to the both the quality of the finished project and the ability of your local agency to receive payment. Materials used in a project that cannot be traced to acceptance requirements of the specifications are defined as non-specification materials.  The Department has a Supplement for non-specification materials.