Examples of Quantity Documentation
August 10, 2009
This document is intended to provide a reference and to act as guidance for the project
office in the keeping of Construction Contract Records. While there may be differing
needs or circumstances that must also be met within each project office, it is intended
that this guidance be used to help identify the minimum requirements that are
necessary in order to establish an adequate method of record keeping. These minimum
requirements also help to establish a basic level of uniformity among all project offices
statewide. This can help to facilitate the review of records by others and promotes
greater efficiency when engineering personnel are transferred or reassigned between
different projects or even different project offices. If a clear method of record keeping
can be identified prior to the beginning of work, then original field notes and records can
be easily prepared and maintained as the work progresses. This will also help to reduce
the effort required to produce the final contract records upon completion of the project.
Successful contract documentation requires that measurements and calculations
supporting contract payments are accurate and that records of these actions are
complete.
Contract records and documentation must be sufficiently detailed and maintained in a
manner that will withstand an audit and be clear enough to be read and understood by
anyone unfamiliar with the project. The Project Engineer is responsible to ensure that
these accurate and complete records are maintained for all construction project work.
It is recommended that original field notes be kept in a form that can be filed and
retained as basic documentation. Transcription of field notes to final record form should
be avoided due to the possibilities of error and the unnecessary cost of duplication.
All personnel are responsible to ensure that notes are made correctly and are complete
with all pertinent information. This document contains samples and is intended as a
guide in preparing project documentation.
Documents which must stand up in a court of law or meet the requirements of a State or
Federal Audit require a signature. A signature, whether digital, electronic, or
handwritten, is primarily a symbol signifying intent and identifying those who worked on
the documentation record.
For more information about project documentation, please refer to the Mn/DOT Contract
Administration Manual (CAM).
Please refer any questions regarding this document to:
Jennie Carlson
Office of Construction and Innovative Contracting
651-366-4207
[email protected]
Disclaimer: This document is meant to give examples of quantity documentation, not
quality documentation. The SP is real, the information contained on the IRAs, including
dates, is made up and does not reflect what actually happened on the project.
Index
Page numbers refer to page designations at top right corner.
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Lump Sum Item, Scheduled payment, and Bookkeeping entry
Source Documentation and Verification (definition and example)
Extra Quantity Documentation – recommendation and example
Bookkeeping Entries – example
Bad documentation example
Certified (or finaled) IRA for source documentation item
Elimination of Pay Item/Pay Item not used example
(P) Item
(P) Item – How to Document changes to (P) items
Using FieldOps Calculator Function
Weigh Ticket item
Weigh ticket item, cont.
Standard Plate/Plan item
Item with supporting documentation
Daily Accomplishment report (front)
Daily Accomplishment report (back)
LF item sample
Unit Day item
Item with FRD for supporting documentation
FRD
Item with scheduled withholding
Withholding backsheet
(P) quantity item with changes
Item with invoice documentation
Invoice
Backsheet item for Work Order
Supporting documentation for Work Order
Item with Loose Volume, Vehicular measure
Uniform Vehicle Load Tally Sheet
Manufacturer’s Truck Capacity information sheet
Computation of Truck Box Capacity/spot check
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