This manual provides highway construction personnel with relevant, practical information in order to administer construction, perform accurate inspections, and provide relevant construction procedural information for the various roadway and structures items of work.  It is the responsibility and duty of all Department personnel involved in highway construction to become familiar with the content and intent of this manual.

This manual includes background information for select items of work.  This information is intended to assist construction personnel with understanding and solving various field problems and issues.  The examples and graphics contained in this document are intended to provide guidance for a practical approach to inspection and construction processes and procedures.  This manual is not intended to be a complete, all inclusive text detailing every aspect of highway construction, but rather an operational guidebook for highway construction and inspection techniques.

In order to take complete advantage of the information in the manual, project personnel should have a comprehensive understanding of the Construction and Material Specifications, Supplemental Specifications, Standard Drawings, and other pertinent contract documents.  Unless specifically incorporated by reference into the contract documents, this manual is not contractually binding on either contracting party.  The information contained in the manual does not replace, supersede, or otherwise modify any specification, plan, or proposal provision, or other contract document or condition except as noted.

As the on-site representatives of the Department, ODOT Inspectors and Engineers are authorized to observe all work being performed to ensure compliance with the contract.  As the required inspection activity occurs, the Department has an obligation to inform the Contractor on a regular basis regarding the quality and compliance of the work performed.  Conversely, the Contractor also shares in the responsibility to provide information regarding construction problems or issues to the Department for timely resolution consistent with joint issue mitigation responsibilities (C&MS 108.02.F).

The primary goal of this manual is to present functional highway construction information in order to provide practical guidance to personnel involved in this effort.  The Department is responsible for monitoring and documenting construction activity in the project diary to ensure the intent of the contract is reflected in the final product delivered to the Department.  Secondly, timely and proper inspections are critical to ensure an acceptable level of project quality.  For these reasons, this manual has been developed to assist in ensuring that correct, accurate, and thorough administration and inspections of the work are performed consistently statewide.


Introduction to Construction Administration and Inspection

This manual provides construction personnel with information to effectively administer the project and to perform accurate inspections and documentation of the construction work items.  It is the duty of ODOT Project Engineers and Inspectors to become familiar with the contents of this manual.

Included in this manual is background information for the specific items of work.  This background information will help construction personnel understand various field problems and associated solutions.  Examples, problems and figures are provided as guidance throughout this manual.

This manual should not be considered a complete textbook detailing all aspects of construction.  In order to completely take advantage of the information in this manual, project personnel should be familiar with the Construction and Material Specifications, Standard Drawings, and other contract documents.

Unless specifically referenced in the contract, this manual is not a part of the contract with the Contractor.  The information contained in the manual does not replace, supersede, or modify any specification, plan, or proposal provisions of the contract.

As the representatives of the Department, ODOT Inspectors and Engineers observe the Contractors’ work to ensure compliance with the specifications.  Correct and accurate inspections are critical tools to ensure the quality of the work.  As ODOT inspects the work, Inspectors and Engineers document progress and communicate with the Contractor daily about the quality and compliance of the work.

When work is deficient or defective, many times the Department suffers significant financial losses due to one of the following reasons:

·         The instructions to the Contractor were in error or did not occur.

·         The Department testing was performed incorrectly.

·         Inspection forms or details are incomplete or conflicting.

·         No inspection occurred during the construction of the item.

All of the above are arguments that the Contractor could raise when asserting a claim.  Valid or not, these are reasons that will be debated when responsibility is discussed. 

Our goal is to minimize the Department’s responsibility in claim situations and maximize the quality of the work performed.  The Department needs to correctly monitor the construction activities and document those activities in the project diary to ensure the contract intent is carried through during the construction.  



General Documentation Requirements

Project Records

The Project Engineer or Inspector must set up a records system to adequately record the daily activities on the project.  These records should include the following, as applicable:

·         A folder for each reference number

·         Proposals / addendum folder

·         A folder for each change order

·         Supplemental specifications

·         TE-30 Material Inspection Reports

·         TE-45 Daily Concrete Reports

·         TE-31 Material Inspection Reports

·         TE-24 Material Certification Reports

·         Partnering file

·         Pre-construction and other Meeting notes

·         C-95 issues folder

·         Change order items pending

·         Issue folders (claims, etc.) / Waste Borrow Agreements

·         Correspondence from Contractor

·         Correspondence from others

·         ODOT correspondence to Contractor

·         ODOT correspondence to others

·         Delivered materials

·         CA-EW-5 compaction tests

·         Grade checks

·         Contractor storm sediment and erosion control checklist

·         Survey notes

·         Utility folders

·         Railroad folders

·         Estimate folder

·         CA-D-3 and CA-D-4 folders

·         C-92 / Payroll / Labor compliance forms

·         Schedule folder

·         MOT review folder

·         Value Engineering Proposals (VECP) File


General Guidelines for Documentation

Documentation consists of the written project records necessary to verify performance of the work item. Documentation is continuous and must be coordinated with the construction progress.

To meet the requirements for payment on Federal-Aid and state projects, the following two conditions must be met:

Procedures for meeting these conditions are contained in the referenced construction procedures handbooks and manuals.

As a rule, the Inspector's reports or related forms should contain information in sufficient detail to verify that construction is in substantial conformity with the plans and specifications.

Documentation shall be validated in every case with the following seven identifiers:

·         Date

·         Project Number

·         Item Number

·         Reference Number

·         Subject

·         Location

·         Signature or Initials

As items of work are completed by the Contractor, project inspectors are required to document the work as previously discussed.  Accepted quantities will be turned in for payment on the Daily Diary under the area entitled, "Pay Items," listing the reference number, extra work number if applicable, participation code, description of work, location, and quantity or lump sum amount.  It must be emphasized that all items turned in for payment must be supported by documentation kept in the project files under the appropriate contract reference number.



This manual describes in detail the requirements of documenting substantial conformity with contract requirements.  Substantiation includes the usage of specific forms and documentation of measurements and testing methods. Progressive project inspection and control records must be related to items being documented so that they readily substantiate and verify that documented quantities are placed in accordance with contract requirements.  These records are to be placed in the project file each day.

For the purpose of documentation, project records must be identified with the seven identifiers listed above.  These records must also show location data, include computations, and be filed in the project records.  Records will be on designated forms identified within this manual.


Individual measurements will be made with sufficient accuracy and frequency to avoid unrealistic accumulations. The summary of final pay quantity is rounded off to the units shown in the proposal.  Include the seven identifiers listed above with a documentation record of each pay item on a designated form and file in the project records.


Photos, video, sketches, and drawings may be used wherever they can aid in clarifying locations or dimensions.



The seven identifiers listed above must be included on tickets and tapes if no other documentation forms are used for the item. If separate forms are used (e.g., asphalt tickets used along with the Bituminous Concrete Inspection Form), initials should be on the tickets, and the seven identifiers are required on the form.

The printed weight ticket from automatic or semiautomatic scale operations is acceptable documentation.  Should material be delivered to the project without a verifiable weight ticket from the source, due to infrequent use or oversight, the material may be re-weighed or weight may be checked by comparison to measured volume in place.  Action taken will be recorded on the ticket.

Items paid for on a unit, lump sum, length, area, volume, or miscellaneous basis, either in place or from verified plan dimensions, will be validated by the initials of the person making or verifying measurements, calculations, and observations.

Where partial loads are involved, quantities will be determined from measurements in the vehicle or calibrated tanks.



All printed project records must be maintained in the field office in a file by project number.  Tickets and other bulky items may be filed separate provided they are referenced to the associated contract reference number.  Upon completion of the project, the entire file will be moved to the District Office and maintained for future reference.  All final quantity documentation will be delivered to the District Office in a timely manner at the discretion of the District Documentation Coordinator after completion of the physical work.  District project files will be maintained in a single, well-organized location for the time period outlined in the ODOT record retention schedule.


List of Forms

The following forms are called out in this manual.  The District may modify the forms ONLY if the modified forms contain all of the information listed on the standard forms.  Forms may be found online at the following website:

Forms are also available in the Construction Inspection Forms Booklet.


Concrete Control Test Form


QC/QA Concrete QCP Checklist


Concrete Inspectors Daily Report


Field Calculation and Measurement


Field Calculation and Measurement


Field Calculation and Measurement


ODOT Inspectors Daily Report


ODOT P.E. / P.S. Daily Report


Daily Account of Force Account Work


Pavement Repair and Sawing Measurement


Short Term Work Zone Review


Worksite Traffic Supervisor (WTS) Daily Inspection Report- 1/2, 2/2


Contractor Signature Authorization


Contractor Payment Certification


Contractor Final Certification


Weekly and Rain Event Checklist


Seeding Calculations


Earthwork Quantity Calculations


Proof Rolling Documentation


Log of Test Pit Investigation


Moisture Density Curve Calculation


Nuclear Gauge Compaction Form


Nuclear Gauge Compaction with Aggregate Correction


Non-Stabilized Drainage Base Compaction


Authorization of Undercuts


Typical Moisture Density Curves - Set C - May, 1949


Zero Air Voids Graph


Rock Blasting Inspection Form


Rock Blasting Drilling Log


Blast Site Security Plan


Daily Earthwork Inspection Form


Warranty Asphalt Checklist


Random Selection of Asphalt Field Samples (448, 403)


Summary of Asphalt Concrete Quantities


Asphalt Concrete Inspection


Roller Capacity and Placement Rate Inspection Form


Calculation of Liquid Asphalt Materials


Report of Electrical Tests


Report of Electrical Tests


Report of Electrical Tests


Report on Sign Lighting


Report on High Voltage Direct Current Tests


Pipe Construction Inspection Form - 1/2, 2/2


Underdrain Construction Inspection Form 1/2, 2/2


Drainage Structure Inspection Form 1/2, 2/2


Inspection Record for Drilled Shafts


Paint Thickness, QCP #5, #8, #10


(BR-2-75) Pile Driving Log


High Performance Concrete Pre-Pour Meeting  - 1/3, 2/3, 3/3


Micro-Silica Overlay Pre-Pour Meeting - 1/3, 2/3, 3/3


Class S or QC-2 Concrete Pre-Pour Meeting  - 1/2, 2/2


QCS Inspection Documentation


(BR-5) Piling Measurement Record


QCS & Visual Standards Information


Bridge Painting Quality Control Points (QCP #1 & #2)


Abrasive Blasting (QCP#3)


Disposal of Hazardous / Non-Hazardous Waste for Bridge Painting (QCP#4)


Prime Coat Application (QCP#5)


Bridge Painting Grinding Fins, Tears, Slivers and Caulking, (QCP #6 & #9)


Intermediate & Finish Coat Application (QCP #8 & #10)


Bridge Painting Destructive Test Log (QCP #11)


Bridge Painting Final Review (QCP #11)


Erection (Demolition) Procedure Checklist


Sealing of Concrete Surfaces Checklist


Bridge Deck Concrete Placement Dry Run Form (Outline)


(D10-S-30) Reinforcing Steel Verification


(D10-S-31) Air Tests for Superstructures


(D10-S-32) Structure Temperature Record


DLS Report Format - Weight-Based System


DLS Short Report Format - Weight-Based System


DLS Report Format - Stroke Counter System


DLS Short Report Format - Stroke Counter System


DLS Report Format - Flow Meter-Based System


DLS Short Report Format - Flow Meter-Based System


DLS Report Format - Thermoplastic System


DLS Short Report Format - Thermoplastic System

C-85 Letter

Sample Final Estimate Letter

C-85 Final

Report of Final Inspection

C-85 LPA

Report of LPA Final Inspection

C-85 Partial

Report of Partial Inspection

C-85 Punchlist

Report of Punch List Completion


Sample Data


Bituminous Concrete Density Determination – 446 Cores


Daily Concrete Pavement Documentation Form