Local-let Materials Procedures, Guidelines, and Documents |
Local-let Projects sold and construction managed by the Local Agency are required to comply with Department Construction and Materials Specifications. This webpage is provided as a reference and to help guide Local Agencies in preliminary evaluation of how to cover materials acceptance and in setting up controlling the actual materials acceptance at the project. These processes are needed to meet FHWA and ODOT specifications during the construction management of the project.
This page will not tell you how to accept each individual material. That information for standard materials is part of ODOT specifications. Ultimately acceptance is the responsibility of the Local Agency performing the management of the construction process.
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Pre-Project control and Planning Process
During your plan development evaluate the project plans, special provision and any materials requirements. Complete the checklist that is available at the bottom of this section under heading.
ODOT PRE-CONSTRUCTION CHECKLIST SUBMITTAL FORM
The following questions are also listed on the checklist:
Are there structures in the project?
Does the structure have steel beams?
Do you have a consultant inspection in line to inspect the steel beams during fabrication in accordance with ODOT specifications?
OR
If previously arranged before sale of the project, ODOT will perform structural acceptance of fabricated bridge components [steel and prestressed concrete beams].
Does the structure have prestressed beams?
Do you have a consultant inspection in line to inspect the prestressed concrete beams during fabrication in accordance with ODOT specifications?
If previously arranged before sale of the project, ODOT will perform structural acceptance of fabricated bridge components [steel and prestressed concrete beams].
If the Department is performing the plant inspection, the Local Agency will be required to furnish the Department a complete set of design plans and the Contractor approved and LPA accepted set of shop drawings in conformance with item 513 and/or 515 requirements. If an item 513, Mill test reports for the structural steel will also need to be furnished
.
Do you have asphalt pavement?
Do you have someone in line to inspect and test the asphalt pavement in accordance with ODOT specifications?
Will ODOT be monitoring the asphalt plant's production and/or performing testing? Contact the District directly to determine if the District can provide this service. Contact the District Engineer of Tests.
Where ODOT is not monitoring an asphalt plant the LPA will have to have both asphalt plant monitoring and lab testing of asphalt samples in accordance with ODOT specifications.
The ODOT Asphalt Monitor Manual will be helpful.
Do you have Bridge painting?
Do you have a qualified consultant in line to inspect and test the bridge painting in accordance with ODOT specifications?
Do you have Concrete Pavement?
Do you have someone in line to inspect and test the concrete pavement in accordance with ODOT specifications?
Develop a list of the tests required and the maximum quantity each test can cover
Do you have structural concrete?
Do you have someone in line to inspect and test the structural concrete in accordance with ODOT specifications?
Develop a list of the tests required and the maximum quantity each test can cover
What As Per Plan and special items do you have in the plans?
As Per Plan and special items have no standard acceptance requirements. Have you clearly shown in the plans your requirements? Do you know how you will accept and what tests are required? Are your As Per Plan or Special items approved by the ODOT LPA Manager?
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
PBOM FOR LPA
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
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 DSR. That is your documentation and notification that the material meets the Department's material requirements.
o DSR 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 DSR 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 DSR MATERIAL IS REQUIRED TO ASSURE IT MEETS WHAT YOU NEED ON THE JOB
Keep the DSR 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 DSR. 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 DSR or QPL are limited. The majority are:
Aggregate suppliers are certified but they don’t ship on a DSR. 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.
Other Web pages and useful information
The 700 Material Details on Page 629 is the start of a comprehensive list telling what is the acceptance method for the type of material
2013 Construction and Material Specification Book
The 700 Material Details on Page 665 is the start of a comprehensive list telling what is the acceptance method for the type of material
Aggregate Specific Gravities List
The Office of Materials Management Website
CMS Portal (Approved Plants)
Site Manager System software created for statewide ODOT. This website is dedicated to providing support information to the Site Manager user community.