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Revised 1/1/08 1 of 15 INDIANA DEPARTMENT OF TRANSPORTATION OFFICE OF MATERIALS MANAGEMENT
Revised
1/1/08
1 of 15
INDIANA DEPARTMENT OF TRANSPORTATION
OFFICE OF MATERIALS MANAGEMENT

APPROVED LIST REQUIREMENTS
ITM No. 806-08P

1.0

SCOPE.

1.1.

This test procedure covers the requirements for a product, source or otherwise
prescribed subject matter to be added, maintained or removed from a
Departments approved list.

1.2.

The values stated in either English or acceptable SI metric units are to be regarded
separately as standard, as appropriate for a specification with which this ITM is
used. Within the text, SI metric units are shown in parenthesis. The values stated
in each system may not be exact equivalents; therefore, each system shall be used
independently of the other, without combining values in any way.

1.3.

This ITM may involve hazardous materials, operations, and equipment and may
not address all of the safety problems associated with the use of the test method.
The user of the ITM is responsible for establishing appropriate safety and health
practices and determining the applicability of regulatory limitations prior to use.

2.0

REFERENCES.

2.1

ITM Standards



ITM 804
Sample Material Certification Forms

3.0

TERMINOLOGY Definitions for terms and abbreviations shall be in accordance with
the Departments Standard Specifications, Section 101, and as follows:

3.1

Equipment. An electrical or mechanical product produced by manufacturer

3.2

Manufacturer. Company owning a source.

3.3

Material. Matter in a raw resource or manufactured product form which is
identified by specifications and used in or during the construction and
maintenance of transportation facilities

3.4

Product. Material produced by a source having a name unique to the
manufacturer

3.5

Source. Company having a location that provides a material. This shall include
the common industry terms such as plant, mill, factory, fabricator, supplier,
distributor, distribution terminal, and coater. ITM 806-08P

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4.0

SIGNIFICANCE AND USE. This ITM shall explain the requirements for a product,
source or otherwise prescribed subject matter of an approved list to be added, maintained
and removed from the list.

5.0

GENERAL REQUIREMENTS.

5.1.

QCP. When the specification for a product, source, or otherwise prescribed
subject matter requires a QCP, the QCP shall include as appropriate to the
product, source or prescribed subject matter, but not be limited to, the following:

5.1.1

Name and location of source or manufacturer

5.1.2

List of material and specification reference for the material that the
approval is being requested

5.1.3 Average monthly production of the material by size, type or grade

5.1.4 Name, address and telephone number of responsible contact person

5.1.5 Facility layout or production process of the material

5.1.6 Quality parameters of the material

5.1.7 Raw material sampling and testing frequency

5.1.8

Procedures for conforming materials which provides a positive linkage
between the furnished materials and the quality control test data

5.1.9

Procedures for non-conforming materials

5.1.10

Procedures for marking and tracking materials

5.1.11

Procedures for documentation maintenance

5.1.12

Finished material sampling and testing frequency

5.1.13

Procedures for reviewing and updating the QCP

5.1.14

Testing laboratory quality system

5.1.15

Names, titles and qualifications of sampling and testing personnel

5.1.16

Location and telephone number of the laboratory testing office

5.1.17

Laboratory equipment and calibration frequency ITM 806-08P

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5.1.18

Test methods, procedures and laboratory equipment used for each type of
material

5.1.19

Sample management describing procedures for samples identification,
maintenance of the samples prior to testing, sample retention and disposal
of samples

5.1.20

Testing report procedures

5.1.21

Methods used to identify improper test results and procedures followed
when testing deficiencies occur

5.1.22

Statistical analysis of test results

5.1.23

Maintenance of test records

The QCP shall be signed and dated by the source or manufacturer representative
at the time the QCP is submitted for acceptance. The QCP shall be maintained to
reflect the current status and revisions shall be provided to the Department in
writing.

5.2.

Recognized Laboratory. Testing may be required which shall be conducted
outside the Departments laboratories. A recognized laboratory shall be one of
the following:

5.2.1

A state transportation agency testing laboratory

5.2.2

A testing laboratory regularly inspected by the CCRL for PCC materials

5.2.3

A testing laboratory regularly inspected by the AMRL for materials other
than PCC materials

6.0

APPROVED LIST PROCEDURE A.

6.1.

Approval. A source requesting approval for addition to a Departments list shall
provide to the Office of Materials Management the following:

6.1.1

A current MSDS and summary of results of all specified tests for the
previous years production shall be submitted. No test results shall be
more than two years old at the time of submission.

6.1.2

A QCP, which ensures the Department of a continuous supply of material
complying with the requirements, shall be furnished in accordance with
5.1. The QCP shall provide for a 95% or greater statistical assurance that ITM 806-08P

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the materials shall be in accordance with the specifications, and include
type and frequency of sampling and testing.

6.2.

Maintaining Approval. A summary of test data shall be submitted monthly to
the Office of Materials Management to verify the 95% or greater statistical
compliance requirement. If the material is not produced by the source in a given
month, the monthly submittal shall state:

No _______________ was manufactured during _____________.
material
&
type, month/year
class or grade
Samples of material may be obtained randomly for verification at the source or at
the point of incorporation into the work in accordance with 106.02.

The source shall provide written notification of any changes, revisions or updates
of the QCP, MSDS, source name or address, contact person or product name to
the Office of Materials Management.

6.3.

Removal from Approved List. A source will be removed from the approved list
for the following, but not limited to, reasons:

6.3.1

Test failures determined by verification sampling

6.3.2

Monthly test reports not provided

6.3.3

Test reports generated by the source which show non-compliance with the
95% statistical requirement

6.3.4

Performance of product no longer meets the intended purpose

7.0

APPROVED LIST PROCEDURE B.

7.1.

Approval. A source, requesting approval for addition to a Departments list,
shall provide to the Office of Materials Management the following:

7.1.1

A current MSDS and summary of results of all specified tests for six
consecutive months production shall be submitted. No test results shall
be more than one year old at time of submission.

7.1.2

A QCP, which ensures the Department of a continuous supply of material
complying with the requirements, shall be furnished in accordance with
5.1.

7.1.3

A certification shall be provided for the applicable material in accordance
with ITM 804. ITM 806-08P

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7.2.

Maintaining Approval. Test reports shall be generated in accordance with
specification requirements for the material and submitted monthly to the Office of
Materials Management. The reports shall have summarized test results, shall
state the name and location of the test facility, and shall be signed by the testing
facility technical manager. If the material is not produced by the source in a
given month, the monthly submittal shall state:

No _________________ was manufactured during ____________.
material & type,
month/year
class, or grade


Samples of material may be obtained randomly for verification at the source or at
the point of incorporation into the work in accordance with 106.02.

The source shall provide written notification of any changes, revisions or updates
of the QCP, MSDS, source name or address, contact person or product name to
the Office of Materials Management.

7.3.

Removal from Approved List. Removal from the approved list will be in
accordance with 6.3.

8.0

APPROVED LIST PROCEDURE C.

8.1.

Approval. A source of a product, requesting approval for addition of the product
to a Departments lis