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2015 CDOT FMM 7-01-2014 Quality Assurance Procedures
material production and a unit of time. production or placement process (and to fulfill
contract requirements).
3.8 IA Combination Basis To maximize the
effectiveness of the IA program, the RME may 3.15 Random Sample - A sample drawn from a
choose to utilize both the Project and System lot in which each increment in the lot has an equal
Basis within their Region. Based on the number, probability of being chosen. All samples used for
size, location, or construction phasing of HMA quality control and verification sampling and
projects, the RME will have the option of choosing testing shall be random samples.
either the Project Basis or the System Basis for
every project within their Region. If the 3.16 SiteManager Materials AASHTO
Combination Basis is used, the RME will developed SiteManager , which integrates the
document the field testers name(s) and the complete construction and materials management
quantity of HMA used for each project. process. The SiteManager Materials Management
component provides materials-related information
3.9 LIMS Laboratory Information and assists materials laboratory operations for
Management System. SiteManager includes sampling, testing and reporting for all materials.
LIMS, which manages and tracks progress
through each step of the sample lifecycle to 3.17 Stewardship Agreement, FHWA The
expedite the overall testing process. Federal Highway Administration (FHWA) has
stewardship and oversight responsibilities on
3.10 Proficiency Samples - Homogeneous Federal-aid programs. CDOT has assumed all
samples that are distributed and tested by two or project approval authority on National Highway
more laboratories. The test results are compared System (NHS) projects, excluding the Interstate.
to assure that the laboratories are obtaining the The agreement is established through mutual
same results. (i.e. as part of laboratory consent and is reviewed annually.
accreditation or round robin testing).
3.18 State Personnel - An employee or
3.11 Qualified Laboratories Laboratories that employees of CDOT.
are capable as defined by appropriate programs
established or recognized by each Agency. 3.19 Vendor - A supplier of project-produced
[Accredited Laboratories are considered Qualified; material that is not the contractor. A vendor may
however, a Qualified Laboratory need not be or may not be the Manufacturer, but the distributor
Accredited.] Laboratories that participate in a of a product.
qualification program, approved by CDOT, which
shall include provisions for checking testing 3.20 Verification Sampling and Testing -
equipment and maintaining records of all Sampling and testing performed to validate the
equipment calibrations and verification checks. All quality of the product for acceptance (as per the
testing equipment used to conduct testing shall QA Frequency Guide Schedule). The Quality
conform to the standards specified in the testing Assurance (QA) tester performs this activity.
procedure.
NOTE 1: Additional relevant definitions are
3.12 Qualified Sampling &Testing Personnel - located in the FMM Appendix.
Personnel who are capable of performing
sampling and testing as defined by appropriate
programs approved by CDOT. 4. POLICY
3.13 Quality Assurance (QA) - All those 4.1 Quality Assurance (QA) Program It is
planned and systematic actions necessary to the policy of CDOT to have a quality assurance
provide confidence that a product or facility will program which will assure that materials, products,
perform satisfactorily in service; or making sure and workmanship incorporated in CDOT
the quality of a product is what it should be. construction projects, and Local Agency projects,
are in conformity with the requirements of the
3.14 Quality Control (QC) The system used approved plans and specifications, including any
by a Contractor / vendor to monitor, assess and approved changes. The program must meet the
adjust their production or placement processes to criteria in 23 CFR, Subsection 637.207 and the
ensure that the final product will meet the specified FHWA Stewardship Agreement.
level of quality. Quality Control includes sampling,
testing, inspection, and corrective action (where 4.2 CDOT Capabilities - CDOT shall maintain
required) to maintain continuous control of a
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an adequate, qualified staff to administer its inspected which will reflect the quality of the
Quality Assurance Program. CDOT shall also finished product.
maintain a Central Laboratory. CDOTs Central
Laboratory shall meet the requirements in Sub- 5.1.2 Independent Assurance (IA) Program.
section 637.209 (a) (2) of 23 CFR.
5.1.3 Project Materials Certification.
4.3 Independent Assurance (IA) Program -
Independent Assurance samples and tests (and 5.1.3.1 Retention of sampling and testing records.
observations) or other procedures shall be
performed by qualified sampling and testing 5.2 Quality Assurance (QA) Program
personnel employed by CDOT or by contract its Evaluation Checks:
designated agent, which would be employed by an
AASHTO Accredited Laboratory. 5.2.1 Inspection and Accreditation of CDOTs
Central Laboratory performed periodically (the
4.4 Verification sampling and testing - The number of months per cycle varies) by the National
verification sampling and testing are to be Reference Laboratory utilizing AASHTO R 18.
performed by qualified testing personnel employed
by CDOT or its designated agent (employed by a 5.2.2 Independent Assurance Sampling &
Qualified Laboratory), excluding the contractor and Testing Program Review, Finals Materials
vendor. Also referred to as Quality Assurance Documentation Review & Acceptance Process
(QA) testing. Audit, and the LA Finals Materials Documentation
Review & Acceptance Process Audit are
4.4.1 Random Samples All samples used for conducted triennially by the Central Laboratory and
verification sampling and testing shall be random the FHWA (Subsections 7.11 and 11.12.3).
samples. Additional samples may be taken at any
point in the production for verification of quality, but
these will not be used for statistical evaluation. 6. ACCEPTANCE PROGRAM
4.4.2 The results of these tests will be used in 6.1 Project Verification Sampling and Testing:
the acceptance decision as specified in the
contract requirements and all approved changes. 6.1.1 Project verification (QA) sampling and
testing will be accomplished and documented on
4.5 It will be the responsibility of the Region all CDOT construction projects according to the
Materials Engineer (RME), under the direction of edition of the CDOT Field Materials Manual (FMM)
the Region Transportation Director (RTD), to in effect at the time of project advertisement.
implement those portions of the Quality Assurance
Program applicable to CDOT Regions. 6.1.1.1 The Field Materials Manual contains
schedules, tables, nomographs, examples, etc.
that aid in completing project verification sampling,
5. SCOPE OF THE QUALITY ASSURANCE (QA) testing, inspection, and proper documentation.
PROGRAM
6.1.1.2 Subsections of the Field Materials Manual
5.1 The Quality Assurance (QA) Program will contain guidelines for using the CDOT Statistical
provide for: Sampling and Acceptance Plan.
5.1.1 Acceptance Program. 6.1.2 The results of all project verification (QA)
tests will be made available to the FHWA
5.1.1.1 QA Frequency Guide Schedule for Operations Engineer at the project or residency
verification sampling and testing which will give office when requested.
general guidance to personnel responsible for the
program and allow adaptation to specific project 7. INDEPENDENT ASSURANCE (IA) PROGRAM
conditions and needs.
7.1 The CDOT Materials Engineer will act in
5.1.1.2 Identification of the specific location in the an advisory capacity to the Region Materials
construction or production operation at which Engineer in carrying out this program, and either
verification sampling and testing is to be he or his designee will be the liaison with other
accomplished. CDOT Divisions, other organizations, consultants,
designated accredited laboratories, and the
5.1.1.3 Identification of specific attributes to be FHWA.
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7.2 The IA Program is an internal program to be guided by CP 10 and will utilize the Field Lab &
be administered and performed by CDOT Personnel Qualification Checklist.
personnel or by designated agents from an
AASHTO accredited laboratory. This program is 7.4 For Local Agency projects on the NHS,
to be applied to all CDOT construction projects CDOT will administer the Independent Assurance
and Local Agency construction projects regardless testing as if it was a CDOT project.
of whether they are on the NHS or not.
7.4.1 For Local Agency projects not on the NHS,
7.3 Following the guidelines and instructions it is required that Independent Assurance testing
in the IA Frequency Guide Schedule for be performed as stipulated in the CDOT IA
Evaluation of QA Sampling & Testing, the Region Frequency Guide Schedule for Evaluation of QA
Materials Engineer will assign an individual from Sampling & Testing and within the QA Procedures
the Region Materials Laboratory to develop the Chapter of the FMM. The Local Agency may use
CDOT Form #379, Project Independent Assurance their established and documented procedures to
Sampling & Testing Schedule. This person will independently verify the adequacy of testing
determine the material items and the number of equipment and personnel if their program is
tests required on every project. The Region approved by the FHWA.
Materials Engineer, or his designee, will approve
the CDOT Form #379 prior to distribution to the 7.5 State personnel, or designated agents
Project Engineer (approval signature not required). employed by an AASHTO designated accredited
laboratory, performing IA Sampling and Testing
7.3.1 Where more than one sampling location is will be limited to witnessing no more than 20% of
permitted, the IA Tester reserves the right to the QA tests performed. This is defined as no
further designate the sampling location. more than 20% of each individual test element.
Witnessing more then this limit has the potential of
7.3.2 IA System Basis Sampling and Testing on involving the IA Tester in too much of the day-by-
Item 403, if used instead of the Project Basis, day project level responsibilities and activities of
should be indicated on the Form #379. (Additional the QA Tester. The concept of witnessing testing
information can be obtained in the IA Frequency performed by QA Testers instead of the IA Tester
Guide Schedule for Evaluation of QA Sampling & performing the required test is to be minimized as
Testing, Item 403.) much as possible or eliminated.
7.3.3 Sampling, witnessing, testing and 7.5.1 Project inspections performed during
equipment checks on a project will be performed construction will check the project (QA) equipment
by the IA Tester, whether CDOT personnel or to assure the equipment is adequate for the
CDOTs designated agent, who have no direct designated procedure. The equipment will also be
responsibility for project verification (QA) sampling checked at that time for the required calibration, if
and testing, using equipment other than that applicable, and that proper documentation of the
assigned to the project. The IA equipment should verification checks are on file. The inspection will
be independent of the QA process unless be guided by CP 10 and the Field Lab & Personnel
otherwise noted on the CDOT Form #379. Qualification Checklist.
7.3.5 Project Materials Lab (test trailer) 7.5.1.2 If any discrepancies to the project
inspections performed prior to construction equipment are found by the IA Tester, they should
commencing will review the existence of required be documented and reported to the Project
equipment and their calibrations or verifications, as Engineer at the earliest opportunity with a
well as test procedures and the general description of the repair or replacement needed.
organization of the field laboratory. This Appropriate notations should be made on the
information will be documented on the CDOT applicable reporting test form or on a separate
Form # 379, listed as Item 620.03, and will show memo, if required.
the date of the inspection(s). The inspection will
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7.6 The IA System Basis for Sampling and 7.9.3 If split-sample test results have
Testing may be used in a Region. The testing and Significant Differences, the Region Materials
sampling frequency will be based on either a unit Engineer or his designee will conduct an
of production or on a unit of time. (Additional investigation to determine the probable cause of
information can be obtained in the IA Frequency the difference.
Guide Schedule for Evaluation of QA Sampling &
Testing, Item 403.) If it is used throughout the 7.9.3.1 This investigation may be as simple as
Region, it should last for the entire calendar year. having all testing personnel run their retained splits
If it is used for a project, it should be used for the of the samples. If, after comparing results of the
entire project and last for its duration. retained splits, Significant Differences still exist,
the Region Materials Engineer must conduct a
7.6.1 The Annual Report on Program Wide thorough investigation into the sampling, testing,
Independent Assurance Testing of Hot Mix and equipment used to perform the tests. The
Asphalt Materials using the System Basis will results of this investigation must be documented
be developed by the Central Laboratory and sent on the appropriate CDOT form listed in the
to the FHWA summarizing the results of the IA Schedule. The statement must reference the exact
System Based program, per CFR 23, Subsection difference, the cause of this difference, and the
637.207 (2) (iv). The report for the previous corrective action. Investigation results may be
st
calendar year is distributed prior to March 31 of attached to the applicable form if necessary.
the subsequent year.
7.9.3.2 Prompt and appropriate action will be
7.6.1.1 Distribution List: taken by the Project Engineer to correct or
FHWA - Direct Recipient improve sampling and/or testing methods if the
Chief Engineer need is indicated.
Director of Staff Services
Regional Transportation Director 7.9.4 The Project Engineer makes acceptance
Region Materials Engineer decisions based on verification (QA) sampling and
testing, and factors relating to the quality of the
7.7 On CDOT projects the QA testing material or product. What should not be
equipment will be evaluated by using equipment incorporated into these statements is a
verification checks, testing split samples of recommendation for an acceptance decision at full
verification or proficiency samples, or any price. IA testing is not for the purpose of verifying
combination of methods. quality, but meant to evaluate personnel and check
equipment. However, these test results may be
7.8 On CDOT projects the QA testing used by the Project Engineer to support his
personnel will be evaluated by observation of decisions.
sampling and testing procedures, along with
testing splits of verification or proficiency samples, 7.10 When all IA sampling and testing on the
or any combination of the methods. project is completed per the Form #379, the
Region Materials Engineer will certify through his
7.9 A prompt comparison will be made of test Final Approval that: The Project Independent
results obtained from the QA Tester being Assurance Sampling & Testing Schedule
evaluated and the Independent Assurance (IA) developed for this project has been
Tester, using the guidelines enumerated in the substantially followed and the test results of
CDOT Field Materials Manuals IA Frequency the IA samples are within Minor Differences
Guide Schedule for Evaluation of QA Sampling & of the project acceptance sample test results.
Testing and Table One Comparison Precision
Guide; and then documented as required. 7.10.1 Exceptions to this statement, such as
Significant Differences, have been previously
7.9.1 Field reviews of IA samples will be commented on and documented when the test
documented by signing and dating entries on the results were reported or are explained on this form
applicable test reports by the IA Tester. or on an attached sheet. The Form #379 may
include supplemental attachments.
7.9.2 Split-sample test results that agree within
the limits of the Comparison Precision Guide from 7.10.2 The Form #379 will be forwarded to the
the IA Frequency Guide Schedule (Table One) will Project Engineer for acknowledgment through his
not require any comments on the reporting form. Project Review signature.
Minor Differences do not need to be investigated.
7.11 A review of each CDOT Regions IA
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Sampling and Testing Program will be performed Laboratory or a designated agent selected by the
every three years, at a minimum, by Central Region Materials Laboratory before project testing
Laboratory Personnel and the FHWA. The begins. The procedures for conducting inspections
purpose of the review will be verification of are described in CP 10 of this manual.
compliance with 23 CFR, Part 637, Quality
Assurance Procedures for Construction, and the 9.2 23 CFR requires that the CDOT Central
applicable Sections of the CDOT Field Materials Laboratory be accredited by AASHTO.
Manual. Designated agents conducting IA sampling,
testing, and inspections for CDOT must also be
7.11.1 The Triennial Independent Assurance accredited by AASHTO. The detailed accreditation
Sampling and Testing Program Review with the requirements are in CP 10 of this manual.
Region Materials Engineer will be conducted to
check IA program compliance, document 9.2.1 Qualifications:
problems, document current inclusion of LA
projects into the program, and observe Region-by- 9.2.1.1 Central Laboratory and designated agents:
Region uniformity. A minimum of two weeks The CDOT Central Laboratory and designated
notice will be given to the Region Materials agents shall be AASHTO accredited.
Engineer. Information on inspections is located in
the Inspection (Central-to-Region) Chapter. 9.2.1.2 Annual Region Materials Laboratory
Inspections: Central Laboratory personnel shall
7.11.2 The findings and recommendations of the perform an inspection of each CDOT Region
review will be discussed with the CDOT Materials Materials Laboratory annually.
Engineer and will be reported to the FHWA.
The CDOT Region Materials Laboratories are:
7.11.3 Distribution List: Region 1: Denver & HMA Mobile Lab
FHWA - Direct Recipient Region 2: Pueblo & HMA Mobile Lab
Chief Engineer Region 3: Grand Junction & HMA Mobile
Director of Staff Services Lab
Regional Transportation Director Region 4: Evans & HMA Mobile Lab
Region Materials Engineer Region 5: Durango, Alamosa & HMA
Mobile Lab
8. SAMPLING and TESTING PERSONNEL Other permanent laboratories within the Regions
QUALIFICATIONS are considered Project/Field Laboratories.
8.1 The Code of Federal Regulations (23 9.2.1.3 The Annual Region Materials Laboratory
CFR) requires that persons conducting tests used Inspections protocol is located in the Inspection
in the acceptance decision or in IA inspections be (Central-to-Region) Chapter.
qualified. This includes employees of CDOT and
designated agents conducting verification (QA) 9.2.2 Equipment Verification Checks: All
testing, QC testing used in the acceptance laboratories performing IA testing shall conduct
decision (QC-For-Pay) by contractor and vendor verification checks at the minimum frequencies
employees, and IA testing by employees of CDOT required by the test procedure, equipment
or designated agents of CDOT. The requirements operating guides, or Verification schedule included
that must be met for an employee to be qualified in the Field Materials Manuals Inspections
are defined in CP 10 of this manual. Chapter. The results of the equipment verification
checks shall be recorded on CDOT Form #520
and retained for a period of seven years. When
9. LABORATORY QUALIFICATION PROGRAM testing HMA, the appropriate calibration checks
specified in CP-L 5101 shall be used.
9.1 23 CFR requires that laboratories
conducting tests used in the acceptance decision 9.3 Verification Testing: CDOT Laboratories
or laboratories conducting IA testing be qualified. or their designated agent shall be allowed to
This includes CDOT and designated agent perform verification testing if they meet the
laboratories conducting verification tests plus following requirements. All requirements include
contractor and vendor laboratories conducting QC the verification of testing equipment function,
testing used in the acceptance decision. These review of equipment maintenance, and review of
laboratories are inspected by the Region Materials the records of all equipment calibrations and
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testing. Acceptance decisions include price 11.8 The Project Engineer reviews and signs
reductions, corrective actions or removals, dispute the developed CDOT Form # 473, Letter of Final
resolution, etc. Materials Certification, both Page 1 and 2.
11.4 The results of laboratory check tests will 11.9 The Resident Engineer certifies on the
be evaluated using the same criteria detailed in CDOT Form #473, Letter of Final Materials
Table One of the IA Frequency Guide Schedule. Certification: The results of the tests on the
They will be reported to the project personnel as acceptance samples indicate that the material
follows: incorporated in the construction work, and the
construction operations controlled by
11.4.1 Meets Acceptance Decision Criteria based sampling and testing, were in conformity with
on verification (QA) sampling and testing. the approved plans and specifications; and
such results compare favorably with the
11.4.2 Minor Difference from Acceptance results of the Independent Assurance
Decision Requirements: No further action sampling and testing. The signed Form #473
required. includes all of the following attachments:
11.4.3 Significant Differences from Acceptance 11.9.1 A copy of the Explanation of Exceptions,
Decision Requirements: Further action is required. Form #473 Page 2.
11.4.3.1 When laboratory check test results do 11.9.2 A copy of the Project Independent
not agree with the contract requirements, whether Assurance Sampling & Testing Schedule, Form
the check tests are performed at the Central or #379.
Region Laboratory, project personnel will be
notified, and the reports, by computer reporting, 11.9.3 A copy of the Final Materials
will be forwarded as soon as possible. Documentation Checklist, (Project Closure), Form
#1199 Page 1.
11.4.3.2 The Project Engineer will investigate
these Significant Differences and attempt to 11.9.4 A copy of the Finals Materials
determine why the verification tests did not Documentation Checklist, (Review or Audit), Form
correlate with the check tests. The Engineer will #1199 Page 2.
determine and document the reason for the
deviation or difference, and any corrective action 11.9.5 A copy of the CP 16, Evaluation of
taken. Materials Testing, Form #1324 (when applicable).
11.5 The Project Engineer will document all 11.10 The Letter of Final Materials Certification
project materials sampling and testing through the (Form # 473) will be distributed per the instructions
completion of the CDOT Form #250 and by in the Documentation Chapter of this Manual. If
signing and dating the last page. any part of the CDOT Form #250 is used to
explain exceptions or deviations of product or
11.6 The Region Materials Engineer will furnish materials, that part must be attached to the
the Project Engineer with a completed and signed completed Form #473 Page 2, Explanation of
copy of the CDOT Form #379, Project Exceptions. If any of the last five sections
Independent Assurance Sampling & Testing [Documentation for Added Materials Items,
Schedule. The responsibility for the review and Documentation for Deleted Materials Items,
completion of the CDOT Form #379 through to the Summary of Laboratory Check Test Deviations,
final approval will reside with the Region Materials Summary of Sampling and Testing Deviations, and
Engineer, as per Subsection 7.3 and 7.10. Summary of Project Price Reduction
Documentation] contain information then these
11.7 In order to make the Final Materials pages must also be attached.
Certification process more efficient it has been
decentralized; therefore, the Final Materials 11.10.1 The Explanation of Exceptions will
Certification for each project is to be completed by address all materials deviations from the plans and
Region personnel. specifications and the subsequent action taken, as
well as any comparison differences between
11.7.1 Final Materials Certification. The Quality Assurance test results and Independent
Documentation Chapter of the Field Materials Assurance test results, and any missing tests.
Manual provides specific guidelines for the
completion of this aspect of the program.
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11.12.2 An audit of each CDOT Regions Finals 13.1 It is the responsibility of the Project
Materials Documentation Process will be Engineer to accept or reject materials and/or
performed every three years, at a minimum. The products based on documentation submitted at the
audit will utilize both a questionnaire and the audit project level. The Central Laboratory personnel
of a minimum of two randomly selected completed will act only in an advisory capacity to the project
projects. This process will apply to both CDOT personnel in determining the acceptability of a
and LA programs. product or material unless otherwise stated.
11.12.2.1 Additional reviews may be 13.2 All Materials Forms must have the
scheduled as deficiencies are identified and to appropriate Project Number and the Contract ID
accommodate contract dollar volume per Region. easily identified on them:
11.12.3 The Triennial Finals Materials 13.2.1 Project Number: The Alpha-Numeric
Documentation Review and Acceptance project identifier that incorporated the highway
Process Audit with the Region Materials Engineer number.
is to ensure compliance with the requirements of
the Documentation Chapter of the Field Materials 13.2.2 Contract ID: Prior to SiteManager the
Manual and to identify areas for potential name Project Code was utilized and was a five
improvement. The Triennial Local Agency digit numeric designator. Within SiteManager it is
Finals Materials Documentation Review and a twenty digit alpha-numeric designator.
Acceptance Process Audit with the Region LA
Coordinator is to ensure compliance with the NOTE 2: As accounting processes change, the
requirements of the Documentation Chapter of the project information identifiers may also change.
Field Materials Manual and to identify areas for Personnel should be aware of the most current
potential improvement. A minimum of four weeks method.
of notice will be given to the Region Materials
Engineer, the Finals Engineer and LA Coordinator 13.3 All document and reporting Forms must
to provide a list of all applicable closed out be dated and signed by the appropriate and
projects. A minimum of ten days will be provided specified personnel.
for the selected projects to be made available.
13.4 In order to comply with adequate field
11.12.3.1 The findings and recommendations of documentation as stated in the CDOT
the audit will be discussed with the CDOT Construction Manual, project field work sheets
Materials Engineer and will be reported to the should be handled in the following manner:
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13.4.1 The first Form will have a printed name for acceptance decisions and IA reports will be
and signature. retained for all CDOT projects at the designated
Region office for the period specified in CDOTs
13.4.2 Thereafter the Form can be initialed by the Records Retention Procedural Directive.
same person instead of applying a signature.
13.4.3 If at any time the project personnel are 15. TRAINING PROGRAMS and SEMINARS for
changed, the above process will be started over. CDOT PERSONNEL
13.4.4 The final worksheet in any series of testing 15.1 Region Materials Training Programs.
for any pay item will have the last Form signed, Formal training courses in materials sampling and
rather than initialed. testing will be conducted in each Region as
needed, by the Region Materials Engineer for new
13.5 Where predominately computer forms or state personnel assigned to construction projects.
worksheets are being used on a project, sufficient
information will be available in the project records 15.2 Annual refresher courses will be
to determine the responsible party performing the conducted on an as needed basis in each Region
sampling, testing, documentation, and record by the Region Materials Engineer for CDOT
keeping. personnel involved with construction products and
materials sampling and testing.
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17. EXAMPLES
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