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11/1/2017 FDOT Final Estimates Level 2 Release 11, Module 11–1

Florida Department of

TRANSPORTATION

Module 11: Material Acceptance and Certification

Final Estimates Level 2

Module 11- Material Acceptance & Certification

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Module Content


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The material certification process demands timely and accurate data input and tracking in the Materials Acceptance and Certification (MAC) system.

Monthly checks are a MUST!

The Materials Office may provide a Sampling Status Progress Report. Otherwise, this report can be obtained from MAC.

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• Auditing process, not a payment process

• Ensures all materials meet the requirements of the specifications

Material Acceptance and Certification


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Materials testing results can lead to penalties or payments being withheld.

If the Contractor fails to comply with the monthly material certification requirements, the monthly payment may be withheld.

If the Contractor or Department fail to resolve material certification issues, the final payment to the Contractor may be delayed.

If this delay occurs on behalf of the Department, the Department will pay interest on the balance of the money owed to the Contractor.

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Material Acceptance and Certification

• Sampling, Testing and Reporting Guide (STRG) details materials acceptance requirements.– Who performs the test or collects the certification?– What test or certification is required? What is the

authority for the material?– Where is the test performed or

certification submitted?– How much of a sample is needed? How often is a

sample required?

• Job Guide Schedule (JGS) is based on the STRG, but is specific to each contract. It includes the contract pay items and is used as a guide for materials acceptance.


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Check MAC for compliance with STRG/JGS on a monthly basis. Rectify any missing tests or test results. The Contractor may be in violation of the QC plan if minimum sampling/testing requirements are not being met.

MAC will generate the JGS. For Design Build and Lump Sum Projects, the JGS will specify each material placed and the total quantity placed throughout the project duration.

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Material Certification Process

• Resident Office will use MAC to review materials acceptance and certification on a monthly basis.

• Resident Office will apply pay reductions and no‐pay adjustments on monthly estimates for materials out of compliance

• Contractor is required to certify all QC functions and sampling and testing are in compliance with the specification and plans each month.


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The accuracy of the certification should be reviewed by accessing information available in MAC.

Specification 105-6 Contractor Certification of Compliance

Provide the Engineer with a notarized monthly Certification of Compliance with the Contract Documents, to accompany each progress estimate, on a form provided by the Engineer. The Department may not authorize payment of any progress estimate not accompanied an executed certification document.

Final payment in accordance with 9-8 will not be made until a final notarized certification summarizing all QC exceptions has been submitted.

NOTE: It is recommended that reports from MAC be checked on a monthly basis for outstanding samples.

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Certification of Compliance

Form 700‐020‐02, Construction Compliance with Specifications and Plans– Required to process monthly progress estimates

– Submit to Project Administrator (PA)– List all exceptions– Proper signatures– Notarized


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The contractor is required to certify all QC functions, sampling and testing are in compliance with the specification and plans using this form. It is prepared and executed by both Prime Contractor and their QC Manager It must be submitted monthly with the progress estimate and after final acceptance by the Contractor.

Exceptions that must be listed on the form include:1. QC samples that did not compare with VT samples and had VT results upheld by RT

samples.2. Any samples that had Engineering Analysis Report or Delineation Test(s) performed.3. Any failed QC samples.4. Any QC samples that do not have results entered into MAC5. Any QC samples that were performed by unqualified technicians or laboratories.6. Any materials placed without an approved QC Plan or when the QC Plans suspended.7. Any materials provided from an unapproved producer or supplier.8. Results of any failing Chloride content limits as defined in Specification 346-4.2

The following would not be listed as an exception on the form:1. QC samples that have been tested but not verified.2. QC samples that have been tested and had verification test results that did not compare.

An Engineering Analysis Report (EAR) is an analysis to determine the disposition of material placed on a project that does not meet specification requirements. The Contractor must request to perform an EAR prior to starting an analysis. The EAR will help determine if the material will be left in place at reduced or no pay.

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• Department goal is to issue material certification within 16 days of Final Acceptance

• Common delays in Material Certification:– Construction Compliance with Specifications and Plans

– Final Straight‐Edge Report– Final Sign Inspection

Final Material Certification


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Final Construction Compliance with Specification and Plans will require coordination with the Contractor.

Final straight edge and laser profiler reports will require coordination with the Resident and the District Bituminous Office.

The final sign inspection report will require submittal of the permanent sign certifications and a final inspection. This will require coordination with the District Materials Office.

Start early, monitor monthly, resolve issues quickly and don’t let material certification delay final payment.

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Final Material Certification

The Materials Office must have access (via MAC, SiteManager and EDMS) to the following items:1. Project Administrator’s Material Statement2. Earthwork Records System3. Various Production Reports4. Supplemental Agreements and Work Orders5. All correspondence relating to failing materials6. Core‐out Reports7. Straightedge/Laser Profiler Reports8. Test Results9. Final Sign Inspection Reports10. IV Test Reports11. Material Certifications (pre‐stressed, pre‐cast)12. Commercial Inspection Summary Report13. Form 700‐020‐02, (monthly and final) 14. Final Job Guide Schedule (JGS) for LS and D/B projects.15. Approved Product List (APL) Tracking Report


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Many of these items are reports generated in MAC.

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This statement is just as important as the Contractor’s certification. The Department asks the PA to ensure all material certification items have been verified and comply with the contract requirements or the exceptions to this should be attached.

Appendix A of Materials Manual Section 5.4 provides an example Project Administrator’s Material Certification Statement.

Material Manual can be found at:

http://www.fdot.gov/statematerialsoffice/administration/resources/library/publications/materialsmanual/index.shtm


Project Administrator’s

Material Certification Statement


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• Sampling, Testing and Reporting Guide (STRG) and Job Guide Schedule (JGS)

• Materials Manual

• Specification 105 (in addition to each material’s specific specification)

• CPAM Sections 3.3 and 5.8

Module Review


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The importance of Material Certification to Final Estimates is the impact of materials not meeting the specification on the contractor’s payment. Be sure to read your contract and know when penalties due to the quality of material applies.

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Florida Department of

TRANSPORTATION

ANY QUESTIONS?


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