Airport pavement QC documentation on AIP-funded projects requires more than just keeping records — it requires the right records, in the right format, with the right sign-offs, retained for the right period. This guide covers every component of AIP project QC documentation, from the QC plan through project closeout.
What QC documentation does an AIP airport project require?
AIP projects require a QC plan approved before construction begins, daily QC reports for all work, compaction test logs, grade shot records, material certifications (CTRs and COCs), equipment calibration records, and a complete QC binder at project closeout. Record retention minimum is 3 years.
The Quality Control Plan is the foundational document for all AIP project QC. It must be submitted to and approved by the contracting officer before construction begins. A QC plan that is missing required components, or that is submitted too late, can delay Notice to Proceed.
Required QC plan components for airport pavement projects:
Names, titles, and qualifications of QC Manager, QC Inspectors, and testing laboratory. The QC Manager must have experience on airport construction projects and must not have other primary duties that conflict with QC responsibilities. Laboratory technicians must hold current certifications (typically ACI, NICET, or state DOT equivalent).
Specific inspection frequencies for each work type: earthwork (grade verification every 50 feet per lift), subbase and base (compaction testing frequency per specification), surface course (mat temperatures, compaction cores, smoothness). Frequencies must meet or exceed AC 150/5370-10 minimums.
Each inspection type referenced by ASTM, AASHTO, or FAA test method number, with the specific acceptance threshold. For example: "Subgrade compaction — AASHTO T99 Modified Proctor, minimum 95% of maximum dry density."
Calibration intervals for all QC testing equipment: nuclear density gauges (annual radioactive source calibration + daily standard count), surveying instruments (annual factory calibration + field verification at start of each project), laboratory scales and ovens (semi-annual calibration).
Defines what constitutes a nonconformance, who has authority to issue and resolve NCRs, the documentation format for NCRs, required timeframe for corrective action, and re-inspection procedures after correction.
A daily QC report is required for every day that work is performed. A day without a QC report is a day without documented quality control — which is a finding during contractor officer review. Daily QC reports for airport pavement work must include:
The daily report is a running log. If no tests were performed on a given day (because work was exclusively non-testable preparatory work), this must be documented with an explanation. A blank daily report is not acceptable.
Compaction test logs are the most frequently reviewed records during airport construction inspections. Each test log entry must include:
Material certifications must be on file for every material incorporated in the work: aggregate, asphalt binder (certified by the supplier with PG grade and test results), Portland cement concrete (mix design approval), and drainage materials. Certifications must be project-specific — generic manufacturer data sheets are not acceptable substitutes for certified test reports.
The QC binder is the complete project quality record. It is assembled throughout construction and submitted at project closeout as part of the final pay documentation. A complete QC binder for an airport pavement project includes:
Airport sponsors (typically the airport authority or municipality) conduct their own inspections of QC records, separate from FAA oversight visits. The sponsor's resident project representative (RPR) or engineer of record conducts these reviews at key project milestones: pre-paving, during paving, and at project closeout.
Contracting officers focus on three things during record review: completeness (is every required record present?), internal consistency (do test results match daily report summaries?), and resolution of non-conformances (is every flagged issue closed with documented corrective action?). A QC binder that passes all three checks will typically sail through closeout review.
See the Sitemark airport construction platform for tools that build this documentation automatically as work proceeds, and see the airport grade verification procedure guide for field-level grade documentation procedures.
AIP project QC records must be retained for a minimum of 3 years after project final acceptance per FAA grant assurance requirements. However, the specific grant agreement often requires longer retention — 5 or 10 years is common. Check your contract's record retention clause and the specific grant assurance language.
Records should be stored in both physical and electronic form. Electronic storage with offsite backup is strongly recommended — a single QC binder lost to a flooded office or a fire can create serious compliance issues during a later FAA audit or litigation involving the project.
Sitemark captures grade shots, compaction results, and inspector sign-offs in the field — then assembles them into a compliant QC binder automatically. No transcription. No assembly at closeout.
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Sitemark for Airport Construction →An approvable QC plan includes: organization chart with QC personnel qualifications, inspection frequency schedules, test methods with acceptance criteria, equipment calibration schedule, nonconformance reporting procedure, and daily report format. It must be submitted to and approved by the contracting officer before work begins.
Minimum 3 years after final acceptance per FAA grant assurance requirements. Specific contracts often require 5-10 years. Check your grant agreement and contract record retention clause for the applicable period.
Completeness (every required record present), internal consistency (test results match daily reports), and non-conformance resolution (every flagged issue has a closed corrective action record). Missing daily reports and unresolved non-conformances are the most common findings.