Standard & Non-Standard Pay Item Instructions

All Standard Pay Items with an Item Class of MNBR are designated as Maintenance Standard Pay Item Numbers. Maintenance Standard Pay Item Numbers shall not be used for Design projects, and are included in the Standard Pay Item List exclusively for use by the Department’s Maintenance forces.

When it is not possible to specify a Standard Pay Item, a Non-Standard Pay Item may be used. Non-Standard Pay Items are items of work that are not included in the Standard or Supplemental Specifications, typically, because the Department has not developed an approved Standard Specification for the item. Non-Standard Pay Items differ from Standard Pay Items in the following manner:

  1. Any revision to a Standard Pay Item will cause it to become a Non-Standard Pay Item because it is no longer consistent with the Department’s approved Standard Specification.
  2. Proprietary items specifying an exclusive product or manufacturer required for an item of work. Proprietary items may be used in projects when the designer has provided justification for their use. The product must be in the best interest and/or health and safety of the public. If a proprietary item is used, which is not an approved Department standard, the designer shall provide at least three approved equals to be included in the specification. If the designer cannot provide three equals, documentation shall be provided, for approval, as to the reason or reasons why the product or manufacturer is necessary for the project. For Federally funded projects, proprietary items must be approved by FHWA and meet the requirements of 23 CFR Subpart D 635.411.
  3. An experimental item of work for new materials or construction methods currently under review by the Department.

For Non-Standard Items and specifications other than experimental specifications, which are approved through NTP as part of a pilot project, justification must be given. The SME should contact NTP directly, or through their web page to determine if any existing item is already under development that could meet their proposed need, or to see if similarly proposed work is currently under review and development. If an item uses a non-standard specification (work not covered by the NJDOT Standard Specifications), submit the justification for its use and immediate need on a specific project to the appropriate SME. Immediate need is justified by:

    • FHWA Mandate (Executive Order from Washington Office and/or revision to 23 C.F.R. or 23 U.S.C.)
    • Legal Mandate (Law, Court Case)
    • Significant Safety Benefit
    • Significant Cost Savings
    • Existing Standard Specification No Longer Works (i.e.: office computer is now obsolete)

The justification will be reviewed by the SME who will recommend approval or rejection of the proposed non-standard item(s) and specifications, to the Project Manager. It is not required to provide detailed plans and specifications with the justification however, the justification document must clearly detail why a comparable standard item and/or standard specification cannot be used. The Project Manager will notify the SME and Designer as to the determination of approval or rejection of the non-standard items/ specifications. A copy of the determination shall be sent to QA.

If approved by the SME and the Project Manager, a copy of the non-standard specification to be used (when it is developed) along with the justification shall be forwarded to the New Technologies and Products (NTP) section of QMS for inclusion into the “Non-Standard Specifications” database.

This requirement will not apply to items that are covered in the NJDOT Standard Specifications, but are assigned a non-standard pay item number for other purposes. The database will serve as a directory of items using non-standard specifications as a reference for future projects.

Additionally, on Federal funded projects, the Project Manager will request the FHWA approval for the use of non-standard proprietary items. The Project Manager will notify the SME and Designer as well as copy QA as to the determination of approval or rejection by the FHWA, regarding these items.

If the use of non-standard items or the inclusion of unusual work is proposed in the project, the designer shall submit the following in addition to the other PDS requirements:

  1. A list of proposed items. A brief description shall be included for any anticipated non-standard items, including non-standard proprietary items or experimental items, and anticipated major revisions to standard items/ language (specify on list whether revised or non-standard specification is experimental or immediate need).
  2. A brief description of any unique features of the project relative to the construction and proposed revisions to any Standard Specifications, including the current SI(s). This information is requested to allow QA and the review units to:
    1. Determine the appropriateness or applicability of the non-standard work.
    2. Provide guidance and assistance with regard to the use of appropriate standard items instead or propose the use of modifications to standard specifications and items for inclusions in the Special Provisions.
    3. Identify and initiate at an early stage any approval process that may be required for the use of non-standard items or the inclusion of unusual work.

The BPSS will maintain a record/ listing of all non-standard items used on Department projects. On a yearly basis BPSS will review the record/ listing to determine if any non-standard items warrant a standard item number. The BPSS will develop a standard item number and submit a request for a BDC to issue the standard item number to the Configuration Management Unit of QMS.

The BPSS will also submit, on a yearly basis, a listing of all non-standards items indicating the number of projects the item was used on, to the FHWA. The FHWA will review the listing and indicate to the Department through QMS, which items they believe should be standardized.

When appropriate, the NTP Section, with the concurrence of the appropriate SME, may utilize a project as a demonstration project for evaluation of a proprietary or a non-proprietary non-standard specification item. In order for this type of item to be specified for use on any NJDOT project, the Designer must first submit the “New Technologies and Products Evaluation Form” to the NTP Section of QMS. The NTP Section will be responsible for evaluating and developing the final specifications for the item in coordination with the appropriate SMEs. NTP through its product evaluation procedure will determine if the proprietary product is appropriate for use on future Department projects.

Updated:
Jun 4, 2004


Last Maintenance Correction:
August 10, 2004