Case Study: Subcontractor Documentation Errors Delay Concrete Approval on Ohio Highway Project (2020)

Project Overview
• Name: I-71 Rehabilitation
• Location: Columbus, Ohio
• Year: 2020
• Project Size: $280 million
• Scope: Highway rehabilitation including concrete pavement replacement
• Lead Agencies/Contractors: Ohio DOT /

Category of the Issue, Problem, or Challenge
• Subcontractor Management
• Quality Control & Documentation

Summary of the Issue, Problem, or Challenge
Incorrect or missing concrete mix documentation submitted by subcontractor caused delays in material approvals and halted paving operations.

Root Cause Analysis

• Subcontractor QC team lacked training on documentation standards.
• Poor internal communication between subcontractor’s field and office staff.
• No dedicated review process for submittals before prime contractor submission.
• Prime contractor’s review process was reactive, not proactive.

Impacts Due to the Issue, Problem, or Challenge

• Paving delayed for 1.5 months awaiting proper approvals.
• Idle equipment and labor costs increased.
• Reduced confidence in subcontractor’s quality management.

Corrective Actions Taken

1. Subcontractor improved documentation training and instituted checklists.
2. Prime contractor implemented pre-submission audits for critical documents.
3. Established joint review sessions between prime and subcontractor QC teams.
4. Used digital documentation platforms for real-time tracking and transparency.

Lessons Learned

• Accurate and timely documentation is critical to maintaining construction schedules.
• Clear communication and roles for document preparation must be established.
• Proactive review processes prevent approval delays.

Audit & Prevention: Project Control Questions to Ask on Future Projects to Help Control the Situation

• Are subcontractor QC teams trained on documentation requirements?
• Is there a pre-submission review for critical QC documents?
• Are digital tools used for real-time tracking and approval?