TxDOT Freeport-CS091002Northwest Area Office
Pre-Construction Conference Agenda
Project: IM 6356 (409) Date: October 2, 2009
Control: 2374-07-061
Highway: IH 635
County: Dallas
I. Introductions
A. Texas Department of Transportation (TxDOT) Employees
1. Northwest Area Engineer: Michael D. Bostic, P.E.
2. Northwest Assistant Area Engineer: Maurice Pittman, P.E.
3. Dallas District Landscape Architect: Pat Haigh, P.E.
4. Northwest Area Maintenance Supervisor: Dan Kendrick
5. Project Manager: Duane Smith
6. Project Inspector(s): David Oberle, Melvin Haley
7. Contract Administrator: Brad Braden
8. Northwest Area Office Lab: Greg Price
9. District Construction Office:
B. Prime Contractor
2.
3.
II. Purpose of Meeting
At this conference, TxDOT personnel and Contractor's staff become
acquainted, establish lines of authority and communication, determine
responsibilities and duties of Contractor's, Subcontractor's and
TxDOT personnel, clarify potential sources of misunderstanding and
work out the detailed arrangements necessary for the successful
completion of the project.
III. Review of Project
A. Limits of Project: From: 0.227 Mi, west of Freeport Parkway
To: Freeport Parkway
B. Nature ofProject: Landscape Development
C. Contract Amount: $79,979.75
D. Number of Working Days: 48
E. Working Day Definition (Item 8): Standard Workweek 8.3.A.4
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F. Time Charges Begin: ~~~,-~ , ~ 2 ; Z ~IaC; -~ '-~~~~~~~
G. Liquidated Damages Rate: $425.00 per Working Day
H. Incentive Rate (when shown) N/A
IV. Discussion of Construction Progress
A. Construction Schedule
1. Contractor expects to set barricades: J ~r~2! ~ ~
2. Contractor expects to begin construction: 1~%~12~,a~
B. Contractor's project schedule to be furnished to the Area Engineer
1. Acceptable schedule required before work can begin (Item 8.2 B)
2. Schedule updates are required monthly unless otherwise shown in the
contract or as directed (Item 8.2 B)
3. Notify the Engineer in writing of proposed major changes to schedule
4. Failure to maintain up to date schedules will result in withholding
monthly estimate(s)
V. Traffic Control Plan
A. The Traffic Control Plan (TCP) included in the plans shows the minimum
requirements for construction signing and barricading during the course of
this project. When authorized or directed, provide additional signs or
traffic control devices not required by the plans (Item 7.9).
It is the Contractor's responsibility to both supply and maintain all
necessary traffic control devices as shown on the plans or as directed in
(Item 7.9). These devices must be standardized as to wording, size,
construction, etc. as required by the Texas Manual of Uniform
Traffic Control Devices (TMUTCD).
Should the Contractor wish to modify or utilize a different Traffic Control Plan
from that shown in the plans, written approval from TxDOT is required prior to
implementation. Request for modification or changes must be in writing including
any necessary sealed drawings.
B. Major Highlights
Provide written lane closure information no later than 1:00 pm on the
business day prior to the closures.
Lane closures along the highway, frontage roads and cross streets will be
limited to the hours between 9:00 am and 3:30 pm.
C. Inspection of Traffic Control Devices
1. At approximately two week intervals TxDOT will conduct
formal inspections of the Contractor's traffic control devices: one
inspection per month will be during the hours of darkness. Copies
of the inspection reports will be given to the Contractor and all
deficiencies must be corrected within 48 hours.
2. To assure proper coordination between TxDOT and the
Contractor concerning the Traffic Control Plan and various traffic
control devices, TxDOT and Contractor will appoint a person
responsible for ensuring that the traffic control devices are used
according to the traffic control plans and standards.
TxDOT's Responsible Person (DRP)
Name: 17~,.~w~, S; Y, . ~ ~-,
Phone: 2 «-t 2. s"~ U L..~ 3
Contractor's Responsible Person (CRP)
Name: fir,, y ~ i t-r c -°~ -k>
Phone: L;'-1 s~,z C~3$~`1
D. Flaggers
The Contractor must use qualified flaggers trained by the Contractor's
certified flagging instructor or one of the organizations listed in Item
502.2.B. Flaggers must be courteous and able to effectively
communicate with the public. When directing traffic, flaggers must use
standard attire, flags, signs and signals and follow flagging procedures
set forth in the TMUTCD.
E. If required for additional safety and/or traffic control, provide off duty police
officers and patrol cars for lane or ramp closure and night work. Payment will
be made by TxDOT on monthly estimate(s) after submission and verification
of weekly report of law enforcement force account work on TxDOT provided
form.
VI. Equal Employment Opportunity Program (Federal-Aid Projects Only)
A. The prime contractor is responsible for ensuring that the Articles listed on
the Contractor's Assurance page of the project Proposal and Form FHWA-
1273 is included in all subcontracts.
B. The Contractor should designate an EEO Officer with responsibility
to administer an effective EEO Program. The EEO Off'icer's name and
phone number should be included in the EEO Policy, and a copy must be
posted on the project bulletin board.
C. The prime contractor must conduct and document annual and semi-annual
EEO meetings to their employees and supervisors.
D. The bulletin board must be set up in a place where it is visible to all prime
and subcontractor employees. All EEO Officers' names and policies for
the prime and subcontractor(s) must be posted on the bulletin board.
TxDOT inspectors may interview laborers regarding EEO meetings.
VII. Disadvantaged Business Enterprise (DBE) Requirements
A. DBE goal percentage for specific contract: 0%
B. Monthly Progress Reports (Form SMS 4903) are due at the Area Office no
later than the 15`h of the month until project completion at which time the
DBE Final Report (Form SMS 4904) must be submitted. Payments to
race-neutral DBE's must be included on the monthly reports.
C. Prompt Payment Certification Form 2177 must be submitted monthly
through project completion to the Area Office by the end of the month
following the month that payments were made to all subcontractors
performing work on the project.
D. Commercially Useful Function (CUF) Reviews will be conducted on all
DBE's including race-neutral DBE's performing work on the project.
VIII. Labor and Payrolls
A. The Contractor and all subcontractors must submit copies of their weekly
payrolls as stated in Form FHWA-1273 which is included in the project
Proposal, located in Sub Article V.2.b; Payrolls and Payroll Records.
B. TxDOT will conduct monthly labor interviews of prime and
subcontractor(s) personnel until project completion.
IX. Safety and Health
A. It is TxDOT's responsibility to monitor the Contractor for conformance
to the various laws concerning safety and health. However, it is the
contractual obligation of the Contractor to comply with the state and
federal construction safety standards. It is the prime contractor's
responsibility for seeing that all subcontractors comply with safety
standards.
To document the Contractor's accident program the Contractor must
answer the following questions:
1. Does the Contractor have a definite safety program? -~
2. Does the program have the active and continued support of
company management? ~- ~
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3. Has responsibility for safety been assigned to a specific
company official? ~~~, ~
Name of Safety Coordinator: ,_j~ G,;;~,,~t ~
4. Does the Contractor make frequent safety inspections of the
project? '~~
5. Does the Contractor discuss with employees how to recognize
and avoid unsafe conditions and practices related to their
individual work assignments? ~~
6. Are all occupational injuries and illnesses investigated by the
Contractor, recorded and reported? y
7. Does the Contractor keep informed of governmental safety
regulations and standards?
X. Temporary Erosion, Sedimentation and Storm Water Pollution Prevention
and Control
A. Prior to beginning construction the Contractor shall submit for approval
his schedules for accomplishing pollution control measures in accordance
with the Storm Water Pollution Prevention Plan (SW3P). The Contractor
shall submit his plan far disposal of waste material generated on the
project.
B. Control measures, where applicable, will be implemented prior to
commencement of each construction operation or immediately after the
area is disturbed.
C. During temporary and final stabilization, TxDOT will perform
inspections a minimum of every seven calendar days. All noted
deficiencies and repairs will be corrected by the Contractor within 48
hours of notification. If deficiencies and repairs are not corrected within 7
days, project production will be halted until all noted deficiencies are
corrected.
If continuous rainfall over a 24 hour period or other circumstances
precludes equipment operation in the area, the Contractor will hand carry
and install additional control devices as determined by the Engineer.
D. The Contractor and TxDOT will appoint a person responsible for
conducting SW3P inspections.
Contractor's Responsible Person (CRP)
Name: ~: ~. ~.
Phone:
TxDOT's Responsible Person (DRP)
Name: (?~ >~*~
Phone:
E. TCEQ Permit or Notice of Intent (NOI) requirement: N/A less than 1 acre
disturbed.
XI. Contract Administration
A. The pay period for monthly estimates will end three working days before
the last business day of the month. TxDOT and the Contractor shall agree
on pay quantities no later than 3:00 pm on the next to last business day of
the month.
B. Request for Material on Hand payment must be submitted to TxDOT; on
TxDOT Forms 1914 and 1915; no later than three working days before the
last business day of the month. Only nonperishable materials that have
been tested, approved and properly tagged or marked are eligible for
material on hand payment. TxDOT will make monthly spot checks of
materials shown on the payment request for adherence to policy.
C. All subcontractors must receive District Construction approval before
beginning work on the project. Submit Request For Subcontractor
Approval forms to the Engineer prior to commencing work.
D. Special Provision to Item 9 in the project Proposal instructs the Contractor
to pay subcontractors for work performed within 10 days after receiving
payment for this work. Also, pay any retainage on a subcontractor's work
within 10 days after satisfactory completion of all of the subcontractor's
woxk.
E. The Contractor is responsible for damages to underground utilities located
within the right of way regardless of the inclusion or exclusion of their
locations in the plans. Locates for underground utilities owned by TxDOT
maybe called in to the District utility section (214) 320-6270.
F. The Contractor shall submit copies of invoices for all structural items
shown on the Structural Source Report (attached).
G. Item 520 Weighing and Measuring Equipment requires the Contractor to
provide a summary spreadsheet of trucks as shown in Item 520.2.
XII. General
A. Preservation of Cultural Resources
For all project specific locations, (material sources, waste sites, parking
areas, storage areas, staging areas, field offices, haul roads, etc.), the
bidder certifies by signing the proposal , he/she/they, all subcontractors
and suppliers will comply with the applicable laws and regulations
pertaining to the preservation of cultural resources, natural resources and
the environment as issued by the agencies listed:
Department of Transportation
Army Corps of Engineers
Fish and Wildlife Service
Environmental Protection Agency
Texas Department of Transportation
Texas Historical Commission
Texas Parks and Wildlife Department
Texas Commission on Environmental Quality
XIII. Questions and Concerns
Adjournment (TxDOT and Contractor remain for Partnering meeting)
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