 U.S. Department of Transportation Federal Highway Administration |
MEMORANDUM |
| Subject: | Alternative Weighing Programs | Date: | March 11, 1986 |
| From: | Associate Administrator for Engineering and Program Development | Reply To: | HHO-31 |
| To: | Regional Federal Highway Administrators, Regions 1-10 | ||
During 1985, the Office of the Inspector General (OIG) reviewed State and FHWA programs covering the use of alternative weighing programs as described in FHPM 6-4-1-6, paragraph 25a(I). A copy of the OIG's audit report, including our comments on the report, is attached for your information.
In general, the requirements of the FHPM stipulate that source documents such as haul tickets should be validated by the State at both the point of origination and at the project where the materials are accepted. The only exception to this procedure is when the Division Administrator has approved an alternative program. The most common case of alternative programs for weight validation is through the use of bonded weighmen where the contractor or the materials supplier provides a person that is responsible for the weight verification at the point of origin.
When alternative weighing programs are used, such programs must provide for some sort of independent assurance orverification procedures to assure that the quantities of materials are accurate. As you will note from the attached report, the OIG found in three of the four States reviewed that the independent assurance or verification procedures were not being followed by the State. We believe that there could be a significant vulnerability in this area.
Therefore, we are requesting that in those States that use alternative weighing programs, the regional and division offices include a review of the State's procedures as a part of any proposed contract administration review. In the event that no contract administration reviews are scheduled during 1986, specific reviews of alternative weighing programs should be conducted separately or included as a part of other scheduled reviews. If the reviews indicate that the State does not have, or is not complying with adequate assurance or verification procedures, the FHWA approval of the State's alternative weighing program must be rescinded unless immediate corrective action is taken.
We recognize that the alternative weighing programs are a viable tool that can be used to alleviate shortages of State personnel. However, we cannot allow these programs unless adequate assurance procedures are being used.
\s\ Rex C. Leathers
Attachment