Materials Audit

FREQUENTLY ASKED QUESTIONS (FAQ)

To contact the Materials Audit Unit with additional questions, please send an e-mail to materials.audit@dot.ga.gov

 Questions/Answers

Project Startup

1. How do I get a MC Checklist for my project? 

• The Materials Audit Unit will create a MC Checklist for every project that the initial construction voucher is received from the Office of Contracts Administration.
• The MC Checklist will be sent to the Area Engineer electronically.
• The Area Engineer will then distribute the MC Checklists to the Project Engineers.
• Link to Source  

2. How do I fill out a MC Checklist? 

• Columns F, G, and H are to be completed monthly, including any necessary attachments, and hand signed by the Project Engineer.
• Column I will be hand signed by the Construction Auditor quarterly to:
•  review and verify that all items paid for during that quarter have the appropriate material requirements in the project file
•  review that the MC checklist has been completely correctly.
• Link to Source  

3. What do I do if I do not receive a MC Checklist?

 If you are an Area Engineer with a project let after January, 2002, and do not receive a MC Checklist within thirty days of the receipt of your first construction report, please notify the Material Audit Unit @ (404) 363-7572.

Link to Source

 If you are a Project Engineer and have not received a MC Checklist within thirty days of the receipt of your first construction report, please check with your Area Engineer. 

4. Are MC Checklists for Airport, Lighting, C.M.A.Q., T.E.A., LGPA, and Construction Engineering by Cities and Counties projects processed differently?

 There are different requirements and forms for each of these types of projects:

• Airport: Prepare and attach an “Airport Draft Material Certificate” and/or a breakdown of material quantities (Final Pay Request). For additional information, please see Source. Link to Forms and Source
• Lighting: Attach “Certification of Final Acceptance”, “Materials Certification Statement”. “Final Acceptance Letter from Traffic Operations and/or a breakdown of material quantities placed. For additional information, please see Source. Link to Forms and Traffic Operations.
• C.M.A.Q.: Attach “Certification of Final Acceptance” and “Materials Certification Statement” and/or a breakdown of material quantities placed. For additional information, please see Source and MA Forms.
• T.E.A.: Attach “Certification of Final Acceptance” and “Materials Certification Statement” and/or a breakdown of material quantities placed. For additional information, please see Source and MA Forms.
• LGPA: Attach “Certification of Final Acceptance” and “Materials Certification Statement” and/or a breakdown of material quantities placed. For additional information, please see Source and MA Forms .

5. What about projects that do not have any items that need to be audited? 

For projects that involve materials or construction that do not need to be audited for a Material Certificate, no MC Checklist will be prepared. Instead, a letter advising that a Materials Certification Statement should be attached to the final construction report and submitted to Materials Audit. See MA Forms  

6. How do I get a MC Checklist for a Design Build project? 

A Summary of Quantities (Design Build Take Off) is submitted to Materials Audit as per instructions in the Contract. The MC Checklist will be created from that document.  

 Project Progress

1. How many tests do I need?  

Refer to column “E” on the MC Checklist. Also check the Sampling & Testing Quick Guide and Source.  

2. How do I get my test reports? 

From the “Field Data Collection System”and the LAB Testing Management Operations Supervisor . 

3. What does this particular form look like? 

See OMR Forms.   

4. Is there any special requirement for testing performed by consultants (city/county)? 

For projects that are managed and tested by consultants, “Construction Engineering by Cities and Counties”: Prepare and attach a “Draft Material Certificate” and/or a breakdown of material quantities placed. Please see Construction Engineering by Cities and Counties MC Checklist. See MA Forms and TOPPS 50-21. 

5. How often do I need to submit a MC Checklist? 

For projects that are surface only, submit the Final MC Checklist only with any necessary attachments and all required signatures.

All other projects need to have MC Checklists submitted quarterly for any materials placed within the quarter, any necessary attachments, and all required signatures.

When the initial MC Checklist is received from the Area Engineer, copies should be made. Link to Source 

6. What do I need to attach to the MC Checklist?

 Attach only the items requested to be attached in column “J” of the MC Checklist.  

7. What materials need to be pre-inspected?

 Pre-inspected items list.

8. Which documents do I need to keep in my projects files?

 All documents under E & J on the MC Checklist.   

9. What should I do if I have missing, failing or destroyed concrete cylinders? 

Contact Myron Banks @ 404-363-7561 at OMR for Swiss hammer tests on the in-place concrete.  

10. What should I do if I have Galvanized Steel Pipe Handrails or Steel Strain Poles?

 Prior to erecting the material, contact Reggie Fry at 404-363-7619 at the OMR for an inspection of the steel handrail or strain poles and anchor bolts.  

 Project Closure

1. Since I have sent quarterly MC Checklists throughout the project’s construction, do I still need to complete and send another checklist with all pay items filled out and signed for the final? 

When the first quarter is submitted, it is advisable to make a copy (after it has been signed) that can be added to for the next quarter.

When the second quarter checklist is ready for submission, make a copy of it (after it has been signed) which will now include all material requirements and signatures for two quarters.

Continue this procedure of making copies of materials already used and signed for each quarter, and at the end of the project, you will have a Final MC Checklist completely filled out.

This method will eliminate finding missed pay items at the end of the project. A blank copy of the checklist is not needed for each quarter.  

2. What do I need to submit to get a Material Certificate? 

Method 1: For projects let prior to January, 2002, all documentation is required to be submitted to Materials Audit along with the “c’d” out construction report.  

3. What can cause delay in getting the Materials Certificate?

Method 2: For projects let from January, 2002 on, a c’d out construction report for all projects in the contract, a completed MC Checklist, and any attachments requested on the checklist.