Blank Cem 3101 PDF Template

1. What is the CEM-3101 form used for?

   The CEM-3101 form, titled "Notice of Materials to Be Used," is utilized by contractors to notify the California Department of Transportation (Caltrans) about the materials that will be used in a construction project under a specific contract. The form helps ensure that all materials comply with the project's contract plans and specifications before incorporation into the work.

2. When should the CEM-3101 form be submitted?

   This form should be submitted before the preconstruction conference, as stated in Section 6 of the Standard Specifications. It is important to submit the form in a timely manner to avoid any delays in the approval of materials to be used in the project.

3. What information is required on the CEM-3101 form?

   The form requires detailed information including:

   • The contract number and job limits, matching what appears in the special provisions.
   • Sequential contract bid item number.
   • Six-digit item code the material will be used for.
   • Description of the material as outlined in the special provisions.
   • Specific description and quantity of the material to be used (not necessarily the name of the contract item).
   • Name, address, and email address of the manufacturer/provider of the material, and the location where the inspection will take place, if different.

4. How do I submit the CEM-3101 form?

   The completed form must be submitted to the resident engineer (RE) who will then forward it to the Materials Administrator via email, fax, or postal mail. The specific contact details for submission include MaterialsAdministratorMETS@dot.ca.gov, fax to (916) 227-7084, or postal mail to Material Engineering & Testing Services, 5900 Folsom Blvd., Sacramento, CA 95819, MS-5.

5. What happens if the sources of materials are not known at the contract's start?

   If the sources of materials are not known at the beginning of a contract, a CEM-3101 form should be submitted for each bid item as soon as the provider is known. It may be necessary to submit multiple forms as more information becomes available or as providers are determined.

6. Is there a requirement for resubmitting the CEM-3101 form?

   Yes, if there are any changes or revisions to the previously submitted information regarding the materials to be used, the CEM-3101 form must be resubmitted with the updated information.

7. Does submitting the CEM-3101 form relieve the contractor of any responsibilities?

   No, submitting the form does not relieve the prime contractor of the full responsibility for ensuring that all materials comply with the contract plans and specifications before their delivery and incorporation into the work. It also doesn't preclude the subsequent rejection of materials found to be unsuitable.

8. What is the importance of indicating that state inspection is required before shipment?

   When ordering materials that require inspection prior to shipment, it’s crucial to indicate on the request form that state inspection is required before shipment. This ensures that the materials are inspected and approved by the appropriate state authorities, meeting the project's specifications and quality standards.

9. How can I obtain an accessible format of the CEM-3101 form if needed?

   The document is available in alternative accessible formats. Requests for such formats can be directed to the Forms Management Unit by phone at (279) 234-2284, by email at Forms.Management.Unit@dot.ca.gov, or in writing to the Forms Management Unit, 1120 N Street, MS-85, Sacramento, CA 95814.

10. What does the notice about ADA compliance at the bottom of the form indicate?

    The inclusion of an ADA Notice at the bottom of the form indicates the California Department of Transportation's commitment to ensuring that its documents are accessible to all, including people with disabilities. It provides information on how to request the document in a format that is accessible for individuals requiring accommodations.

Filling out the CEM-3101 form for notifying the Department of Transportation about materials to be used in a project is critical. However, common mistakes can lead to delays or issues in the approval process. Understanding these errors can help ensure smoother project execution.

1. Not matching the contract number and job limits with those stated in the special provisions. This discrepancy can cause confusion and delays.

2. Incorrectly filling the "Contract Bid Item Number" by not following the sequential item number of the contract, leading to misidentification of materials.

3. Entering the wrong "Item Code", which is a six-digit number specific to the material usage, can result in the rejection of the submitted form.

4. Misdescribing the material in the "Contract Item Description" column by not adhering to descriptions in the special provisions.

5. Naming the contract item instead of describing the specific material to be used in the "Item Component" section can lead to inaccuracies in identifying the required materials.

6. Failing to specify the correct "Item Component Quantity" of material being provided can affect project planning and execution.

7. Listing incorrect or incomplete manufacturer/provider information, including name, address, and email, can delay material approval and inspection arrangements.

8. Forgetting to submit the form to the resident engineer (RE) or directly to the Materials Administrator without the RE's endorsement, which is crucial for processing.

9. Delaying the submission if materials sources are not known at the beginning of the contract, rather than submitting the form as soon as the provider is known.

10. Not resubmitting the form for changes or revisions to previously submitted material information, which is necessary for keeping material approvals up to date.

Avoiding these mistakes not only streamlines the material approval process but also helps in adhering to project timelines and specifications. Detailed attention to properly filling out each section of the CEM-3101 form is essential for project success.

When preparing your project documentation, you might need to include additional forms and documents alongside the CEM-3101 form. These documents play a crucial role in ensuring all aspects of material use and project requirements are properly documented and approved. Here's a list of other forms often used in conjunction with the CEM-3101 form:

• CEM-3102: "Request for Authorization of Material Substitution" – This form is used when a contractor wishes to use alternative materials not originally specified in the contract.
• CEM-3501: "Public Interest Finding" – This document outlines why a particular choice of materials or processes serves the public interest, often required for deviations from standard specifications.
• CEM-4101: "Contractor Job Site Pre-Construction Conference Checklist" – Essential for organizing pre-construction meetings to discuss material use, among other topics, ensuring all parties are on the same page before work begins.
• Form 8-33: "Request for Inspection" – A general form submitted when the contractor needs the state to inspect materials or workmanship at various stages of the project.
• Form PS-06: "Plan Sheet" – Part of the project plans, indicating detailed specifications, including materials to be used, which must align with those mentioned in the CEM-3101.
• Form QS-1: "Quality Control Report" – Used by contractors to report on the quality control measures and results for materials and work, supporting the compliance of materials listed in CEM-3101.
• Form C-EM-0201: "Proposed Subcontractor List" – While not directly related to materials, this form is crucial for identifying all subcontractors involved, potentially influencing material sourcing and testing.
• Environmental Compliance Approval Forms: Depending on the project, specific environmental approvals or documentation may be required that relate to the materials used and their impacts.

Together, these additional forms and documents support the CEM-3101 in providing a detailed and comprehensive overview of materials and related processes for your project. Ensure to review the specific requirements and instructions for each form to maintain compliance and facilitate smooth project execution.

• Form CEM-3102 (Material Substitution Request): This form is used when a contractor needs to request the use of a material different from what was originally specified in the contract. Like the CEM-3101, it calls for detailed information about the proposed substitute material, including the manufacturer and the reason for substitution, ensuring compliance with project specifications.

• Form CEM-3501 (Resident Engineer’s Report of Assignment): Though primarily a report form, it shares a focus on project materials with CEM-3101 by requiring the documentation of material sources and ensuring the materials meet project standards. This connection highlights the ongoing oversight of materials throughout the project.

• Form CEM-3502 (Materials Certificate of Compliance): This certificate is a declaration that the materials provided comply with the contract specifications, similar to the CEM-3101’s purpose of notifying about materials to be used. Both forms are crucial in the process of verifying and documenting material compliance.

• Form CEM-4401 (Quality Control Plan Summary): Related to CEM-3101 through its focus on ensuring material quality and compliance within construction projects. It requires a more detailed outline of quality control measures for materials, paralleling the CEM-3101's role in confirming that materials meet specification requirements before use.

• Form DSA 103 (Inspection Card): Used by the Division of the State Architect, this form tracks inspections of various project components, including materials. It complements the CEM-3101 by ensuring that the listed materials and those subsequently used pass requisite inspections for quality and compliance.

• Form Caltrans 1024F (Product Evaluation/Application): This form is used for submitting products for evaluation to determine their eligibility for use in state projects, similar to how the CEM-3101 notifies the department about the intent to use certain materials. Both forms are integral to the process of material approval and verification.

When preparing to fill out the CEM-3101 form for notifying the Department of Transportation about the materials to be used in a project, it is crucial to ensure the information is accurate and submitted in a timely manner. Understanding what should and should not be done can significantly streamline the process. Below is a guide to assist in completing the form accurately.

Things You Should Do

1. Verify that the contract number and job limits match those specified in the special provisions to avoid any discrepancies.

2. Accurately reference the "Contract Bid Item Number," "Item Code," and "Contract Item Description" as these details correspond directly to the contract specifics and materials required.

3. Provide a detailed description of the material to be used in the "Item Component" section, ensuring it aligns with the specifications of the project.

4. List the name, address, and email address of the manufacturer or provider accurately in the designated section to facilitate clear communication and possible inspections.

5. Submit the CEM-3101 form to the resident engineer as early as possible, especially if the material sources are known at the beginning of the contract, to avoid any delays in project approval.

Things You Shouldn't Do

1. Do not leave any sections incomplete, as missing information can delay the approval process and potentially the project timeline.

2. Avoid guessing on specifications or provider details. Incorrect information can lead to the use of materials that are not in compliance with the project requirements.

3. Refrain from waiting until the last minute to submit the form, especially if state inspection of the materials is required before shipment.

4. Do not forget to resubmit the CEM-3101 form for all changes or revisions to initially submitted materials, as failing to do so may result in the use of unapproved materials.

5. Assume that submitting the form relieves the prime contractor of responsibility for the materials. It is essential to ensure that all materials comply with the contract's specifications even after submission.

By following these guidelines, contractors can contribute to a smoother project flow and uphold the standards expected by the Department of Transportation. It is crucial to communicate clearly, document accurately, and submit promptly to ensure the project proceeds without unnecessary hindrance.

There are several common misconceptions about the CEM-3101 form, a crucial document for construction projects under the purview of the California Department of Transportation (Caltrans). Understanding these misconceptions can prevent delays and ensure compliance with state regulations. Here are ten misconceptions explained:

• It's only necessary for large projects: Regardless of the project size, if it involves materials that need to be used in construction activities overseen by Caltrans, the CEM-3101 form must be submitted.
• Submission is optional: Submission of the CEM-3101 form is mandatory before the preconstruction conference. It is a necessary step to avoid delays in the approval of materials.
• The form is complicated: While it requires detailed information, the form itself guides the contractor through providing material source information, making it less complicated than perceived.
• Only the final submission matters: Any changes or revisions to the materials or their sources require a resubmission of the form. It’s not a one-time submission but rather an ongoing requirement as project specifics evolve.
• Electronic submission isn't allowed: The form can be submitted electronically to the resident engineer, who will then forward it via email or fax to the materials administrator, showcasing the flexibility in submission methods.
• Filling out all sections isn't necessary: Every section of the CEM-3101 form is required to be filled accurately. Incomplete forms can cause delays in the approval process.
• The prime contractor is not responsible for material compliance: Even though materials are sourced from manufacturers or providers, the prime contractor is ultimately responsible for ensuring that all materials comply with the contract specifications before delivery.
• All materials have to be sourced before submitting the form: If the sources of materials are unknown at the contract's start, a form should be submitted for each bid item as soon as a provider is known. It allows for flexibility in sourcing materials.
• There's no need to indicate if state inspection is needed: When placing orders for materials that require inspection prior to shipment, it is crucial to indicate on the request form that state inspection is necessary before shipment to avoid issues.
• The form only needs to be submitted to one place: Initially, the form is submitted to the resident engineer. Then, it must be forwarded to the Materials Engineering & Testing Services. This two-step submission process ensures that the form is reviewed by all necessary parties.

Addressing these misconceptions surrounding the CEM-3101 form can help contractors navigate the submission process more efficiently, ensuring compliance with Caltrans' regulations and avoiding potential project delays.

Understanding how to accurately complete and utilize the CEM-3101 form is crucial for contractors involved in projects under the California Department of Transportation (Caltrans). Here are key takeaways to ensure compliance and efficiency:

1. Before the preconstruction conference, contractors must submit the CEM-3101 form to notify Caltrans about the materials to be used, as stated in Section 6 of the Standard Specifications.
2. The form should detail the contract number and project limits exactly as they are described in the special provisions to avoid any confusion or delays.
3. Each entry on the form, particularly in columns labeled "Contract Bid Item Number" and "Item Code," must correlate with the specific contract requirements, ensuring accuracy in identification and reporting.
4. It is not enough to merely list the material; the form requires specific descriptions in the "Item Component" column to differentiate between various types of similar materials.
5. Quantity details are just as vital, with the "Item Component Quantity" column outlining the amount of material being supplied from each Manufacturer/Provider.
6. Manufacturers or providers of the materials are to be clearly identified with their name, address, and email for seamless communication and verification.
7. To avoid delays in the approval of materials, timely submission of the CEM-3101 form by the contractor is essential. Delays can lead to project setbacks and increased costs.
8. If the source of materials is unknown at the start of the contract, submit the CEM-3101 form as soon as the information becomes available, understanding that multiple submissions may be necessary.
9. Changes or revisions to material sources require resubmission of the form, ensuring that Caltrans has the most current information for material approval processes.
10. When ordering materials requiring inspection prior to shipment, contractors must indicate on their request form that state inspection is needed before the materials are shipped to avoid non-compliance with state standards.

Remember, the primary responsibility of ensuring that the materials comply with the contract specifications rests with the contractor. Submission of the CEM-3101 form does not relieve this responsibility nor guarantee acceptance of materials found to be unsuitable at a later stage.

In conclusion, the CEM-3101 form is a critical tool for communication and compliance in construction projects under Caltrans. Proper attention to detail and adherence to the submission guidelines are essential for the smooth progress and successful completion of a project.