Section 5.6 QUALITY CONTROL PROGRAM

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1 5.6.1 PURPOSE Section 5.6 QUALITY CONTROL PROGRAM This document describes activities for personnel who are involved with the Florida Department of Transportation s (Department) Quality Control (QC) Program, which establishes quality control and process control standards for production and construction operations. The Program requires producers and contractors to have an accepted quality control plan; and may also require an accreditation or certification to ensure compliance with industry standards. Other requirements for certain materials may also be described in the materials-related sections of this Manual. If no additional requirements exist, then the requirements of this section should be used to administer the Producer Quality Control Program. Requirements for administering the Contractor Quality Control Program are described in the Construction Project Administration Manual Section AUTHORITY SCOPE Code Of Federal Regulations (CFR), Federal-Aid Policy Guide (FAPG), Subchapter G - Engineering and Traffic Operations, Part Construction Inspection and Approval, Subpart B - Quality Assurance Procedures for Construction Sections 20.23(4)(a) and (3) Florida Statutes The primary offices affected by this procedure include the State Materials Office, Office of Construction, District Construction Offices, District Materials Offices and Resident Construction Offices/Operations Centers DISTRICT MATERIALS OFFICE RESPONSIBILITIES The District Materials Offices manage the acceptance of quality control plans for hot mix asphalt, Portland cement concrete (structural), timber, prestressed/precast concrete, incidental precast concrete, and drainage products. Each District Materials Office updates and maintains the Laboratory Information Management System (LIMS) database for the facilities producing the materials. The District Materials Office also maintains hard copies of the producer quality control plan documentation in accordance with the Records Management Procedure ( e), if not maintained in the Materials Document Management System. The District Materials and Research Engineers review the proposed quality control plans and accept or reject the Quality Control Program 5-6-1

2 plans based on their completeness or deficiency respectively. The District Materials Offices assist the Office of Construction in the review of contractor project specific quality control plans in accordance with Construction Project Administration Manual STATE MATERIALS OFFICE RESPONSIBILITIES The State Materials Office (SMO) manages the acceptance of quality control plans for cementitious materials, structural steel, miscellaneous metals and fiber reinforced polymer products. This Office updates and maintains the LIMS database for each material facility and publishes a list of all Producers with Accepted Quality Control Programs. The SMO technical units maintain hard copies of the producer quality control plan documentation in accordance with the Records Management Procedure ( e), if not maintained in the Materials Document Management System. The State Materials Office technical units review the proposed quality control plan and accept or reject the plans based on their completeness or deficiency respectively DOCUMENTS SUBMITTED TO THE MATERIALS OFFICE Prestressed Concrete Plants The following documents should be reviewed as part of the quality control plan acceptance process: (A) A copy of the certification from a precast/prestressed concrete certification agency. (B) A copy of a precast/prestressed concrete plant certification agency's approved quality control plan for the plant. (C) A quality control plan in accordance with the Florida Department of Transportation Specification, Section 105. Items that are not addressed in the above mentioned documents should also be included Structural Steel Fabrication Facilities: (A) A quality control plan meeting the requirements of the American Association of State Highway and Transportation Officials (AASHTO)/National Steel Bridge Alliance (NSBA) 4.1- Steel Bridge Fabrication QC/QA Guide Specification Part B Quality Control. (B) Documentation showing a current American Institute of Steel Construction (AISC) certification. (C) Documentation showing that the fabricator and the quality control inspector hold the required experience Fiber Reinforced Polymer Producers: Quality Control Program 5-6-2

3 (A) A quality control plan in accordance with the Florida Department of Transportation Specifications, Section ACCEPTANCE OF PRODUCER S QUALITY CONTROL PLAN When the Materials Office receives a proposed producer s quality control plan, for a new facility that has never been entered into LIMS, an entry should be added for the new facility and the facility should be numbered in accordance with Table 1. Material (LIMS TYPE) Asphalt Mix (ASPHALT) Cementitious Materials (CEMENT) Concrete (CONCRETE) Precast (PRECAST) Timber (TIMBER) Metal & Plastic Pipe (DRAINAGE) Prestressed (PRESTRESSED) A Table 1: ing Criteria Prefix CMT for cement FA for Fly Ash Slag for Slag TM with dash for Terminal County s (2) with dash for instate facilities or 2 letter State abbreviation for out of state facilities IPC with dash for Incidental Precast Items PC with dash for precast drainage structures PI with dash for precast pipe T FPP with dash PCP 1 st s (sequential number Concrete Plant for concrete plant at the Prestressed facility 2 nd s (if applicable) Example A0709 CMT99 FA099 SLAG09 TM AL-0999 IPC-099 PC-099 PI-099 T099 FPP-99 PCP PCPMS-296 Quality Control Program 5-6-3

4 Material (LIMS TYPE) Structural Steel and Miscellaneous Metal (STL/MTL) Prefix AF with dash for Aluminum Fabricators BM with dash for Bridge Machinery BR with dash for Bridges CA with dash for Castings GA with dash for Galvanizers GR with dash for Guardrail FE with dash for Fencing HW with dash for Hardware MM with dash for Miscellaneous Metals PA with dash for Painters PC with dash for Powder Coaters RR with dash for Railroad SS with dash for Sign Structures and Simple Structures 1 st s 2 letter State abbreviation with dash 2 nd s (if applicable) Example AF-AL-099 BM- AL-099 BR-AL-099 CA-AL-099 GA- AL-099 GR- AL-099 FE-AL-099 HW-AL-009 MM- AL-099 PA- AL-099 PC-AL-099 RR-AL-099 SS- AL-099 Fiber Reinforced Polymer Products (FRP) FRP with dash FRP-99 NOTE: See Appendix A for the Producer Quality Control Acceptance Process flowchart. The quality control plan should be reviewed using the checklists provided on the SMO web site to assure that the document is complete and accurate. Once the review is complete, the producer should be notified of the proposed quality control plan status within twenty-one (21) calendar days from the date of submittal. If an existing quality control plan is reviewed, the producer should be notified of the revision status within seven (7) calendar days. For an unacceptable quality control plan, a list of deficiencies should be attached along with any actions expected from the producer. An anticipated time for completion should be included in the notification. Quality Control Program 5-6-4

5 For an acceptable quality control plan, the qualification status should be changed to A in LIMS. If necessary, a production facility inspection should also be scheduled. The inspection should determine if the production facility complies with the requirements of the FDOT Specifications and the quality control plan. Periodic evaluations of the production facility should be performed to ensure compliance with the requirements of the FDOT Specifications and the quality control plan. At a minimum, the production facility should be inspected once a year or at the frequency specified in an individual section of the Materials Manual. The routine periodic evaluations of the production facilities can be performed either by onsite inspection of the fabrication facilities or by remote audit. The remote audit process will be administered at the discretion of the Department and is restricted to producers that have not produced for Department projects for more than a year. A remote audit requires the quality control manager of the production facility to complete, certify, and notarize a remote audit checklist that will be provided by the Department. Department qualification review personnel will complete the remote audit process by reviewing the inspection checklist that has been submitted by the plant s quality control manager. Upon satisfactory review, the production facilities will remain on the Department s list of the producers with accepted quality control programs. If the documents are being stored in the Materials Document Management System (MDMS), they should be scanned or imported into MDMS in accordance with the Materials Document Management System Quality Control/Quality Assurance Procedure. Hard copies should be maintained in accordance with the Records Management Procedure ( g), if not maintained in MDMS. Updating the LIMS database with current producer information, including contact information and status, is essential to the success of the Quality Control Program. The information is used to generate the Producers with Accepted QC Programs/Qualified Lab listings that are posted daily on the State Materials Office website. It is also used to generate the Quality Control Program Key Performance Measures found in of this Section. The Quality Control Program personnel, in the appropriate State or District Materials Office, are responsible for updating the LIMS database in a timely manner QUALIFICATION STATUS CODES FOR QUALITY CONTROL PLANS 1. A = Quality control plan accepted. This status is for when the review of a quality control plan is acceptable. Quality Control Program 5-6-5

6 2. S = Quality control plan suspended. This status is for when an existing quality control plan is suspended. Chose the correct suspension criteria listed in of this Section from the comments drop down list in LIMS to identify why the plan was suspended. 3. B = A facility had an accepted quality control plan, but is currently inactive. This status is for Production facilities that have notified the Department that they do not wish to be inspected because, until further notice, they will no longer be producing for Department projects. The facility will notify the Department when they wish to resume inspection and may have to submit a new or revised quality control plan at that time. 4. E = Expired facility. This status is for when a facility has been disassembled or shut down completely. Facilities that are denoted with an "E" status will remain in the LIMS database for historical purposes, but will not be shown on the Department s website listing for Producers with Accepted Quality Control Programs MATERIAL CHECKLISTS Quality Control Plan Checklists for various materials can be found on the SMO web site: QUALITY CONTROL PLAN REVISIONS On occasion, a quality control plan may need to be revised. The producer or the Department may propose the revisions. When a revision is submitted, the proposed revisions must be reviewed. If satisfactory, the producer s contact person should be advised by phone and notified by . If the quality control plan revision is unsatisfactory, a list of deficiencies along with any actions expected from the producer should be attached. An anticipated time frame for completion should also be included in the notification. If the revision is due to the suspension of the quality control plan, the proposed corrective action must be reviewed. If the proposed changes are satisfactory, the producer s contact person should be advised by phone and notified by e- mail. When necessary, Department personnel must follow up with a certified letter addressed to the contact person. When the revision is acceptable, the qualification status should be changed to A in LIMS. If the proposed changes are unsatisfactory, a list of deficiencies should be attached along with any actions expected from the producer. An anticipated time frame for completion should also be included in the notification. Quality Control Program 5-6-6

7 SUSPENSION OF ACCEPTED STATUS When an existing quality control plan is suspended, Department personnel should notify the producer of a suspension status within one (1) working day of the decision. All projects where the affected products are being used should then be identified. The appropriate Resident Construction Office Project Administrators should be notified within one (1) working day of the decision. The project administrators will then notify the contractors within one (1) working day and initiate suspension of the affected portion of any contractor quality control plan, if necessary. If the notification is made by telephone, Department personnel must follow up with a written communication within three (3) working days. The District Construction Engineer and the State Materials Office Quality Control Program Coordinator should be copied on all written communications. A list of Quality Control Program Coordinators can be found on the State Materials Office website under Quality Control Program Coordinator Contacts. The applicable suspension criteria should be detailed as noted in of this Section. The details should include a list of the specific deficiencies; the expected course of action; the time for completion and whether or not an inspection will be necessary for re-instatement of the production facility s Quality Control Program. When finalized, the qualification status should be changed to S in LIMS, and when necessary, a certified letter, addressed to the producer s contact person, should also be sent. If the quality control plan has been provided, an executive officer for the company should also be copied SUSPENSION CRITERIA The criteria for the suspension of the production facility s Quality Control Program can be found in Florida Department of Transportation Specification, Section They are repeated below for convenience: (A) (B) (C) (D) (E) Failure to timely supply information required. Repeated failure of a material to meet Florida Department of Transportation Specification requirements. Failure to take immediate corrective action relative to deficiencies in the performance of the Quality Control Program. Certifying materials that are not produced under an approved Quality Control Program for use on Department projects. (This would include any situation where falsification of records was determined.) Failure to correct deficiencies related to any requirement of the Quality Control Program, having received notice from the Department, within the specified amount of time. Quality Control Program 5-6-7

8 DISPOSITION OF MATERIALS WHEN THE PRODUCTION FACILITY IS SUSPENDED Products that were produced prior to a suspension may be subject to review by the Department to ensure compliance with the FDOT Specifications. Department inspections will take place prior to a product being shipped to a project site MATERIALS OFFICE REVIEW OF CONTRACTOR QUALITY CONTROL PLANS The Laboratory Information Management System can be used to track the time it takes for a Materials Office to assist in the review of contractor quality control plan for construction. It can also be used to process the Materials Office contractor quality control plan review. A list of instructions to perform these actions have been provided on the State Materials Office website. The LIMS checklists are similar to those established for the Construction Project Administration Manual 3.3. These checklists are optional for the sample and are not required to be used. If the LIMS checklists are not used for a sample, the checklists from the Construction Project Administration Manual 3.3 should then be used to review contractor quality control plans QUALITY CONTROL PROGRAM KEY PERFORMANCE MEASURES Key performance measures for the Quality Control Program are: (A) (B) Reduce the number of quality related suspensions. Increase the number of quality related asphalt bonuses TRAINING Training for Quality Control Program administration in LIMS is covered by the Laboratory Information Management System Module 5, TRESS # CU FORMS forms are required. Quality Control Program 5-6-8

9 APPENDIX A Producer s Quality Control Program Approval Process Process Time New Plan: 21 Days Revision: 7 Days Producer submits documents New facility? enters facility information in LIMS DMO/SOM reviews documents Docs meet reqts? accepts QC Plan an add A qualification status in LIMS. Producer takes corrective actions Verify facility information in LIMS notifies producer of deficiencies performs inspection? Plant shut down? detects noncompliance monitors compliance complies with docs? changes statusto E in LIMS DMO notifies SMO technical unit and SMO QC Program coordinator of the suspension suspends producer s QC Plan. Changes status to S in LIMS and includes suspension criteria comments. The Department reserves the right to perform an inspection at any time. Quality Control Program 5-6-9