CHAPTER 3

MATERIAL ACCEPTANCE
DOCUMENTATION/QAF
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MATERIAL ACCEPTANCE
(Reference CAM Section 90)

Material Acceptance is documentation that provides an adequate level of quality assurance for
the material being applied.

The specifications state the criteria that material must meet; it is detailed in Section
700 of the specifications, in the Basis of Acceptance section. In Site-Manager the
Material Inspection Detail (MID) window will assist in detailing requirements for
acceptance. It is your responsibility to check the specifications for an item of work
as well as the plans for any other certifications needed not listed in the MID
window.
The MIM is out-dated, and SiteManager is a better reference. Use the telescope
icon on the MID window to navigate to the Materials Detail window, to access the
Remarks, shown below.
Types of Material Acceptances:
Manufacturers Certification
Approved List, Visual1
Department or Consultant testing - test results or a notice of the material being
approved or rejected is sent to the project (i.e. BR forms) or in LIMS.
Erectors certification - now used for guide rail as well as steel. The erector collects
and compiles all certifications and submits a form summarizing the materials.
Engineer s evaluation - for materials where MURK indicates the Engineer s
evaluation as the evidence of acceptability, be sure of the requirements being
evaluated, there may be components that require testing or written certification.
Delivery Tickets

It is imperative that the certification received is compared to the product in the field.
Such as: bar markings, markings on guide rail, Product Name, etc.
File certifications in appropriate item folder (as well as delivery tickets, etc.)
1
SiteManager DWR Templates are no longer used for approved list/visual acceptances.
These are now treated in a manner similar to certifications.

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 MATERIALS ACCEPTANCE PROCEDURES

Materials Acceptance is based on any one or a combination of the following:
Materials Certification Document issued by the manufacturer or supplier used to
identify a specific shipment of material sent to a project and to confirm it meets the
appropriate specification(s).
o When Materials Certification appears under Evidence of Acceptability, the
requirements of that certification are expanded to include a statement as to domestic
origin (i.e. must satisfy Buy America requirements).
o Buy America provisions in accordance with Section 106-11 of the Standard
Specifications restrict the use of foreign steel, and foreign iron, including all items
containing foreign steel and foreign iron on NYSDOT projects.
Approved List Refers to the Approved List of Materials and Equipment for use on
NYSDOT projects maintained by the Materials Bureau and available on IntraDOT Office
of Construction site or by viewing the attachment on the Material Detail Window in
SiteManager.
o It identifies manufacturers, suppliers, products, etc. that are qualified for use on
Department projects.
o Only those material specifications which require appearance on the Approved List as
part of the Evidence of Acceptability (see MID) will have a corresponding entry.

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 Evidence of Acceptability from 700 Section

Link to Approved List on Web

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The specification for 556 Reinforcing Steel (Rebar) is shown below. The Materials section indicates the
Material Codes that are appropriate for these Pay Items. We will be using 709-01 and 709-04 as examples.

Shown below is the Specification for 709-01, and its Basis of Acceptability. Basis of Acceptability is

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Notice how 709-04 also includes the requirements to 709-01. Also, there are requirements for the Epoxy
Resin, the Applicator of the resin, and the Fabricator of the bar. Fabricator is not the steel mill who produced
the bar, it is the company who took a straight bar and bent it into the shapes necessary on the project. The
acceptance of rebar on the project may require 3 or 4 sample records in SiteManager, one for each of the
material codes. See MID Window above, page 4.

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QUALITY ASSURANCE FACTOR (QAF) ~ For HMA

Plant Production Quality Unit Calculation:

1. For each day that a project places Hot Mix Asphalt, you will receive a BR 307 or BR343a form.

a. BR 307 is for plant certified material good for quantities up to 150T; the Quality Adjustment
Factor (QAF) of this material will always be 1.00.

b. BR 343a is for material tested at the plant and is the responsibility of the Department; the Plant
QAF for this material will be noted in the appropriate location on the form. Beginning in 2017,
BR343 forms may be discontinued. Regions have the option to use SiteManager to capture this
information, in which case you will receive an e-mail with the QAF.

c. NOTE: Testing of material is done on any mix that exceeds 150T. If your Project is taking less
than 150T of a certain mix, you may still receive a BR 343a because more than one Project may
be taking the same mix, and the combined total exceeds 150T. Multiple Projects may receive
the same BR343, project totals will be shown.

2. Calculation of Plant Production Quality Units

Calculation of Plant Quality Units is only on the material used on the Project (per Specification),
not on what was delivered to the Project. (Dont apply factor to wasted/rejected material.)
Sample calculation:
A contractor places 3000 T of 402.126201 on a Project. The BR 343a form is issued with a
QAF of 1.04. The calculation would be:
(1.04 1.00) x 3000T =120 Quality Units,
Payment would be made under item 402.126211= 120.0 QU (QAF Item)

3. Calculation of negative plant production quality units

It is possible to calculate negative Quality Units if the Daily QAF is less than 1.00.
Sample calculation:
A contractor places 3000 T of 402.126201 on a Project. The BR 343a form is issued with a
QAF of 0.95. The calculation would be:
(1.00-0.95) x 3000 T = -150 Quality Units
Use -150 as a quantity. The index price for the QU is multiplied by the quantity and should
automatically deduct for the Item during the estimate. Do not use an adjustment to the core Bid Item;
the adjustment, positive or negative, should be on the QA items, per Specification. See Below.

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QUALITY ASSURANCE FACTOR (QAF) continued

Pavement Density Quality Adjustment Calculation:
The same procedure for calculating QAF is used to calculate Pavement Density Quality Adjustment.
You will receive from Materials a Core Sheet (or e-mail from SiteManager) that will tell you the adjustment
factor. If the Pavement Density QAF falls below 1.00, it is entered as a negative amount.

FYI:
All cores are to be 6 cores (150mm)
Material Procedure 96-04 has instructions for Random Core Sampling. The number of cores required is
based on tonnage placed that day. For 50 Series, this could range from 4 to 8 cores. For 60 Series, it is
always 4 cores. If the Random Location Generator indicates more than 4 cores for 60 Series, use 0.0 for the
tonnage to get only 4 locations.
Contractor is responsible for all core sampling and loose mix samples. Sampling supplies are available
from Region Materials
Sample delivery is required no later than the end of the days placement.
Use same Nuclear Density Gauge Daily (check serial number to assure this, Inspectors should record this
information on the DWRs).
For 50 Series paving, the Pavement Density QAF will NOT be applied to material placed on ramps with a
uniform full width section of less than 400 meters or 1200 feet in length, on shoulders, maintenance
widening and crossovers and bridges. (Per Specification)
o INSPECTORS WILL NEED TO BREAKOUT THESE AREAS OUT ON THEIR REPORTS
For 60 and 70 Series paving, each different Gauge Operator needs to have their name and credentials
recorded on the DWR Template HMA Nuclear Tester for IAST in SiteManager. Names may also be
entered for 50 Series paving, but are not required.
Region Materials would rather get involved sooner than after the fact if problems are developing.

ADDITIONAL PAVEMENT DENSITY SAMPLES:

For the 60 Series compaction method, this project requires the Contractor to take additional sets of cores as
described in the Table below to VERIFY the Project Target Density. The Engineer will randomly select the
four core locations in accordance with section 402-3.08, Pavement Density Samples, and Materials Procedure
96-01.
Additional Pavement Samples
PRODUCTION DAYS REQUIRED PAVEMENT SAMPLES
2 or Less Standard Specification Requirements Only
3-5 Standard Specification Requirements
+1 Additional Pavement Sample Set
More than 5 Standard Specification Requirements
+2 Additional Pavement Sample Set

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BR Reports:
On a timely basis the field office should receive BR reports for material placed on the project. Here is a
listing of some of the different BR forms and what needs to be done once received:

Concrete:
BR 342 Plant certified for pours up to 20 cubic meters or 25 cubic yards for standard only, non-
structural, any specialty items requires a BR316.
BR 316a Inspector at Plant
When certification is received in the field office
o Verify the quantity certified against the quantity delivered to the project (i.e: the delivery
tickets).
o If amounts check out, enter the amount in the Material Usage box on DWR Template in SM
for Item.
o Attach the BR report to the delivery tickets. If you have established a file for just BR reports,
make a copy of the report to put with the tickets.
o Enter samples in SM

If discrepancies are found, you will need to contact either the plant inspector directly, or your Regional
Region Materials (find out your Regional Policy), to find the error.

You will NOT receive certification for flowable fill, or curb backing.

BR 300M Concrete Cylinder Report Business Objects reports.

When break information is received back from Lab, record Load amounts on the Concrete
Cylinder Break Log posted in the Field office. (Optional based on EIC).

Hot Mix Asphalt (HMA):

BR 343a Inspector at plant the form will come with a QAF value. Or, you might get an e-mail.
BR 307 Plant certified material up to 150T (not job specific, if more than one job is taking the same material
from a plant, this tonnage is added to get to the 150T).

When certification is received in the field office:

o Verify the quantity certified against the quantity delivered to the project (i.e: the delivery
tickets).
o If amounts check out, enter the Plant Dispatched Quantity on Template for DWR in SM.
o If payment/charge is needed due to QAF value, calculate as described above and enter into SM
under the appropriate Work Item.
o Attach the BR report to the delivery tickets. If you have established a file for just BR reports,
make a copy of the report to put with the tickets.

If discrepancies are found, you will need to contact either the plant inspector directly, or your
Region Materials (find out your Regional Policy), to find the error.

BR 97 You may receive a non-validated copy of this prior to the validated copy. When validated copy is
received (Stamped or signed in the lower right corner), match up with original, and enter into SM DWR.

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Tack Coat:

Standard Specifications for Section 407, Tack Coat and Bituminous Materials have been revised and were
issued September 11, 2012. As part of the issuance, Section 702 material codes have been revised for tack coat
and certain asphalt emulsions.

Materials Method 702-2, Asphalt Emulsion quality Assurance has also been revised and includes an updated
Manufacturers Certified Test Analysis form that replaces the BR162 Bituminous Material Certified
Shipment Notice.

Primary sources will be supplying asphalt emulsions, including tack coats, using the new material codes and
the Certified Analysis form (see Chapter 3R page 3R-7).

Key Changes:
Certified Test Analysis form. This form will accompany asphalt emulsion deliveries and identifies the
manufacturer, product and distributing contractor.
Material Codes. Base emulsions will retain their previous codes but Tack Coat, polymer modified
emulsions and high traffic volume chip seal emulsions will use the base emulsion code with an
alphabetical suffix to identify its used.
Be sure to send a monitor sample to MO labs for testing. See QRG for details. This sample can be
created from the MID window, but you may have to hit the Show All button to choose the correct
Material Code. This sample cannot use the generic 702-TACKCOAT material code.

WELDER CERTIFICATION WORK RECORDS:

As per the NYS State Construction Manual, Section 7, page 59, the Contractor shall submit
his proposed welding procedure (Form BD 190 (4/81)) to the Deputy Chief Engineer
Structures, (DCES). When approved, DCES will send approval to Field Office.
In addition, the field office is to have a copy of the welders certification card, and their
drivers license, or other legal photo identification on file.
CRANE OPERATORS
The field office is to have a copy of the crane operators license, and their drivers license on
file, if the operator refuses to allow a copy to be made then the inspector should write down all
necessary information from the license and submit to the field office for verification.

MONITOR SAMPLES
Monitor Samples must be taken and sent to the MO lab for testing, as mentioned above for Tack Coats. Other
Materials that require this testing are High Strength or Stainless Steel fasteners and Geotextiles. Just like Tack
Coats, the generic material codes cannot be used for these materials the QRG explains how to determine the
correct material codes for fasteners. Region Geotechnical personnel may come out to sample Geotextiles, but
field personnel can log sample as well. Just like Tack Coats, hit the Show All button on the MID window to
select the correct material for this sample.

Refer to Chapter 3R for additional guidance and examples of forms you may receive.

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