4.5        Maintenance, Repair, and Operating Items (MROI)

Maintenance, Repair and Operating Items (MROI) were formerly known as “attic supplies” or “attic stock.” During the design phase of a project, Designers shall coordinate with MDOT MAA to determine if MROI is required, and if so, the type and quantity items needed. Designers shall not specify MROI unless requested in writing by the MDOT MAA. MROI shall be included as an agenda item for discussion in the project’s design review meetings. All projects requiring MROI shall include in the construction documents standard Specification 010003X_Maintenance, Repair and Operating Items (MROI)_with forms. Specification 010003X is included in Appendix 2D - Standard Specifications.

4.5.1            MROI Approval Form

Designers are required to fill out the MROI Approval form in Appendix 2B.3 – MROI Forms if the project includes MROI to be turned over to MDOT MAA. Items that are anticipated to be salvaged must be listed on the form and noted that it is a salvaged item. This list shall include:

A.     Applicable specification section of the item – this is not the Specification 010003X that specifies MROI.

B.     Material/Product description – similar materials shall be listed together, e.g., carpet, ceiling tiles, ceramic tiles.

C.      Quantity – a specific quantity and measurable unit is required. A percentage of materials is not acceptable.

D.     Unit – SY, CY, Each, etc.

E.      Person Requesting – MDOT MAA employee or representative who requested the item.

All equipment turned over to MDOT MAA shall be accompanied by any and all operating/ service/maintenance manuals, equipment specifications, and vendor information such as where obtained, spare part sources, etc.

The designer shall obtain necessary signatures on the MROI Approval form prior to advertisement. This form shall be included in the project’s final design report. If no Design Report is prepared for the project, a scanned copy of the signed MROI Approval form shall be emailed to the MDOT MAA Task Manager for inclusion in the task file.

4.5.2            Signature Requirements for MROI

A signature from the following MDOT MAA Offices shall be obtained for all MROI Approval forms:

A.     Office of Engineering & Construction – signed by MDOT MAA Task Manager

B.     Office of Capital Programs – signed by Director

C.      Office of Procurement – signed by Procurement Officer

If the MROI specified includes items requested by the Office of Facilities Maintenance, then a signature from the Director/Deputy Director of Facilities Maintenance is required. If there are no items requested by the Office of Facilities Maintenance, then the Designer shall write “N/A” and initial the signature line for the Office of Facilities Maintenance confirming that the MROI listed on the form are not applicable to the Office of Facilities Maintenance.

If the MROI specified includes items requested by the Office of Information Technology (OT), then a signature from a Director of OT is required. If there are no items requested by OT, then the Designer shall write “N/A” and initial the signature line for OT confirming that the MROI listed on the form are not applicable to OT.

4.5.3            MROI List Form

After all parties have agreed to the type and quantity of MROI required for the project and signatures on the MROI Approval form are obtained, the Designer shall fill out the MROI List form in Specification 010003X to include in the contract specifications. The items included in the MROI List form shall be identical to the items listed in the MROI Approval form. If during the approval process, items were not approved, the Designer shall not include those items on the MROI List form for bid.

The purpose of the MROI List form is to clearly identify in one place items to be turned over to MDOT MAA as required throughout the contract specifications. The completed MROI List form shall be placed in the contract specifications directly behind Specification 010003X. Blank lines shall be provided to allow for any MROI generated during construction. A blank MROI Record of Delivery form shall be placed behind the MROI List form in the specifications. The MROI Record of Delivery form is to be filled out by the contractor for each item delivered to the MDOT MAA as MROI, and includes information such as product description, contract requirement, quantity, price, and date delivered. The completed MROI Record of Delivery forms will be submitted to the MDOT MAA Construction Section Manager on the date of MROI delivery. See Specification 010003X for additional details.