REPLACES / PENNSYLVANIADEPARTMENTOFTRANSPORTATION
PROJECTOFFICEMANUAL / PART
B / SECTION
7 / PAGE
23-1
DATED / DATE
January 1, 2017
SUBJECT
MILLINGS DELIVERY INFORMATION AND CHAIN OF CUSTODY FORINCOMINGRAP STOCKPILES AND PROCESSED RAP STOCKPILES

Some construction projects have items of work which require some or all of the bituminous millings to be delivered to either a Department stockpile or asphalt plant to be utilized later in a separate contract or Department operation. The guidance in this section will:

A.Ensure proper advance notification to County Roadway Programs Coordinator (RPC) and any designated contacts in Construction Contract Special provision.

B.Ensure that each truck that receives millings which are designated to be retained by the Department actually deliver the millings to the designated location.

C.Ensure that the Department Inspector-In-Charge (IIC) sends the completed OS-2 Receipt of Transferred Material to the County RPC for each day that the milling operation was performed.

D.Ensure County RPC has an accurate record of the quantity of millings received.

Procedure:

A.Provide a minimum of two weeks advance notice to the County Roadway Programs Coordinator/Roadway Programs Technician Supervisor and also any other provided contacts in the contract special provision.

B.A District Maintenance Representative or a project inspector shall always be present at the destination shed or plant to sign the STEP 3: DELIVERY section of the chain of custody form.

C.IIC to ensure the Prime Contractor has coordinated the delivery of the millings. The Prime Contractor, any milling subcontractor, trucking firms, County RPC, County Shed, inspection staff etc. shall all be informed of the destination of the day’s millings and the method/process of tracking the millings.

D.Project inspection staff to Pre-populate the Millings Delivery Information form and make sufficient number of double sided copies for the estimated number of trucks for the days milling operation.

1.STEP 1: LOADING: The back side of the Millings Delivery Information form is the Chain of Custody part of the form. For each truck, the inspector is to fill out and sign the STEP 1: LOADING section of the form and hand over to the truck driver for signature. The inspector is to keep a log or take a picture with their iPAD of every Chain of Custody form for a temporary backup until all the forms are received back from the delivery destination.

PART
B / SECTION
7 / PAGE
23-2 / DATE / January 1, 2017

2.STEP 2: TRANSIT: Truck driver takes possession of the form, signs it and hands over the form to the Maintenance Representative or project inspector at the destination site.

3.STEP 3: DELIVERY: Inspector of Maintenance Representative receives the form from the truck driver, signs and takes possession of the form. All the forms to be collected and delivered back to the IIC for preparation of a daily OS-2 form.

E.The IIC is to fill out form OS-2 – Material Transfer for each day that millings are delivered. Attach all completed chain of custody forms to the OS-2. OS-2 form and all supporting documents will be sent to the County RPC. Retain copies for the project files.

F.County personnel keep on file all supporting documentation. All documentation for each job is also fully scanned and saved on the district shared drive, so that any involved PennDOT personnel can review the documentation as needed.

G.County personnel further record all necessary data on the Millings Delivery Tracking Sheet in Microsoft Excel, which is kept on the county shared drive.

H.The milled material also is received, issued, and tracked appropriately through the use of SAP Plant Maintenance.

I.The recorded millings data is then used to assist in the planning of highway department force maintenance work, including recycled asphalt product (RAP) paving and seal coat using recycled chip stone extracted from the milled material.

PART
B / SECTION
7 / PAGE
23-3 / DATE / January 1, 2017

PART
B / SECTION
7 / PAGE
23-4 / DATE / January 1, 2017