QPL Product Review Process
Product suppliers (manufacturers, vendors, or representatives) often request product evaluations as pre-qualification for use on Idaho Transportation Department (ITD) projects. These evaluations require the commitment of time and resources by the Department. The Qualified Products List (QPL) Product Review Team is made up of Department subject matter experts who evaluate the products. The QPL Administrator manages the program and acts as liaison between the supplier and subject matter experts during the review process.
Product suppliers must request a supplier account by providing their company information and a description of the type and purpose of the products they desire to submit. Once the supplier account is obtained, they have access to all of their information in the QPL program. Product suppliers are able to manage the following in the QPL program:
- Update business information
- Update contact information
- Submit products for evaluation
- Obtain product evaluation status
- Update product information
- Update supporting documents
- Recertify products
- Discontinue products
The supplier is responsible for maintaining accurate busines and product information.
The Department does not approve, endorse, or recommend suppliers (manufacturers, vendors, or representatives) listed in the QPL program. Suppliers listed are simply ones who have submitted products for evaluation.
When submitting products for evaluation please complete all applicable application fields. “Form Help” located in the upper right corner of the application form provides additional guidance.
Supporting documents included with the product application may include approval letters from other State DOT’s, AASHTO Product Evaluation & Audit Solutions (formerly NTPEP) test results, laboratory reports from accredited independent laboratories, brochures, technical data sheets, MSDS sheets, Private-Label Agreements, FHWA eligibility letters, warranties, crash test videos, etc. Suppliers have the option of making supporting documents publicly viewable such as product brochures, photographs, and installation manuals. Other documents such as proprietary product information can be restricted from public view.
Once a product is submitted, a preliminary review is performed by the program administrator to ensure the product is suitable for the proposed QPL category and subcategory before it is sent to the Product Review Team for evaluation. The administrator may request additional information, approve, or deny the product during this review. Preliminary review approval means the product information appears to be complete and appropriate for the proposed category and the product can be sent to the Product Review Team for evaluation.
Product evaluations are typically based on comparison of product performance information provided by the manufacturer and the Department’s Standard Specifications. Some types of products require submittal of samples for testing by our central laboratory for evaluation. Suppliers introducing products requiring a sample submittal will be notified along with detailed instructions. The Product Review team will review the central laboratory’s test report and provide a determination.
If additional information is requested during the product evaluation process an email will be sent to the supplier detailing the information needed.
Each step of the QPL evaluation process generates a status update email to that is sent to the supplier. The supplier can also log into their QPL account and check the evaluation progress of each of their products at any time.
The supplier is notified of the product evaluation determination by email. Product evaluations result in one of three possible determinations:
- Approved
- Provisionally Approved
- Disapproved (Denied)
Approved products may still need appropriate testing and certifications to be accepted on projects and does not exempt products from contract required performance testing. Approval status on the QPL is provided solely at the Department’s discretion. Product status is contingent upon the following conditions:
- Product continues to meet the Department’s specifications.
- Product performs satisfactorily under field conditions.
- Annual recertification is maintained by the supplier.
QPL approval does not constitute an endorsement of the product by the Department, nor does it imply a commitment to purchase, recommend, or specify the product in the future.
Provisional approvals may have some additional requirements prior to use and are sometimes used on a demonstration/experimental basis.
Disapproved (Denied) products will not appear on the publicly viewable QPL website but will remain in the program for future reference.
Annual recertification of approved products is required to maintain accurate supplier and product information. A notification email will be sent to the supplier when product recertification is due. The product supplier certifies that the product continues to be of the same composition, design, and performance as originally evaluated and the business information is correct. Products not recertified are removed from the QPL program.
Contractors can request to substitute alternative products not currently approved on the QPL in accordance with Subsection 106.15 of the Standard Specifications. Alternative product approval is project specific. They are required to go through the approval process each time they are proposed for a project.