If a pay quantity is inadvertently measured in the wrong system, or if a material supplied by someone other than the prime contractor or a subcontractor is delivered using US Standard units instead of metric units, the Contractor is permitted to convert the pay quantities shown on the delivery tickets to metric units using the conversion table shown in Subsection 109.01 of the Standard Specifications. These conversions must be checked by the Resident Engineer’s personnel before entering the quantities into a daily report form. Subsection 109.01(l) of the Standard Specifications should be referred to regarding units of measurement for materials manufactured by the prime contractor or
subcontractors. (c) Original Source Document.
The Original Source Document (OSD) is
defined as the document on which all measurements of actual work performed are first recorded. It is normally the ONLY document accepted by auditors and FHWA to support the final payment to the Contractor. Failure to properly prepare and maintain the OSD's can result in incorrect payment to the Contractor or refusal by the FHWA to participate in the cost of the project.
These documents must be prepared in the field at the time the measurements are made. For all earthwork items, the OSD is the Original and Final X-section notes which are recorded in a level book or field book (or the appropriate photogrammetric records) or the original, unedited electronic files as described in Subsection 210.04 of this Manual.
For items measured by weight in trucks, the OSD are the weight tickets. The corresponding ETickets database and ETickets Daily Reports (generated from data entered into either the Palm M105 or M500 PDAs) are considered as supporting documentation. The ETicket Daily Reports will be submitted to Contract Estimates Section as they are prepared. (NOTE: Weight tickets shall be retained in the Resident Engineer's Office until three years after receipt of the Final Voucher.)
For items measured by volume in trucks, the OSD is the Daily Report form which is completed in the field when the load is delivered to the project. Note that Borrow may be measured by volume in trucks on projects with small volumes (less than 2500 cubic meters [3000 cubic yards]) or in special situations when approved by the Construction Office. In these cases, the volume measured at the point of entry is reduced by 30% in accordance with Section 209.03 of the Standard Specifications. The alternate method of measurement shall be documented by the Resident Engineer with a memo to file (original to Master file) prior to beginning the haul.
On projects where the inspector has been issued an AHTD laptop computer, printed daily report forms may be completed electronically in the field using the AHTD provided templates (from the Forms subdirectory on the Construction Directory of the LAN) or by using a facsimile form developed in the Resident Engineer’s Office. These electronic forms shall be printed out for submission to Contract Estimates and shall bear original signatures of the inspector and the reviewer.
On projects using SiteManager, the OSD’s are the electronic Daily Work Reports (DWR’s) that have been reviewed and authorized by the Resident Engineer and any drawings, calculations, or other documents referenced to on the DWR as supporting documents. These supporting documents shall be maintained in a separate project file