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ST9602-CS040224 (3) PRE-CONSTRUCTION CONFERENCE AGENDA~x'~ w-~,-_ / MacArthur Boulevard Beltline Road Date: February 24, 2004 Time: 10:00 A.M. TxDOT Northwest Area Office 12000 Greenville Ave Dallas, Texas 75243 Purpose of Meeting At this conference, different organizations and departments will become acquainted, establish lines of authority and communication and determine the responsibilities and duties of the Contractor, TxDOT and other organizations personnel. II. Introductions A. TxDOT Employees 2. 3. 4. 5. Interim Northwest Area Office Engineer: Praxedis Garza, P.E. Area Office Design Engineer: Maurice Pittman, P.E. Project Manager: Duane Smith Laboratory: Greg Price Contract Administration: Brad Braden III. Prime Contractor: Gibson & Associates, Inc. 1. Project Superintendent: 2. Project Manager: 3. President: 4. Vice President: Bill Kiker Mark Person James Long Bill Gibson Jeff Gibson 5. Executive Vice President: Tony Johnston City of Coppell: Dallas County: Partnering A. Introduction of the partnering concept. B. Issue resolution & issue escalation. TxDOT Title Name Project Manager Area Engineer Duane Smith Praxedis Garza C. Goals and expectations ofeachparty. IV. Review of Project Gibson & Associates~ Inc. Title Name Project Identification Control: 0918-45-321 Project: CM 96(907) Highway: CS Limits: MacArthur Boulevard at Beltline Road County: Dallas Type of Work: Grading, Drainage Facilities, Traffic Signing and Pavement Markings. Signals, Asphaltic Concrete Pavement, Total Bid: $115~829.35 Work to be completed in 60 working days. Working day definition is based on 5 calendar days charged per week. Time charges will start: D. Liquidated Damages- $ 400.00 per working day. Discussion of Construction Plans Item 8 of the Standard Specifications require the contractor to submit a critical path method (CPM) schedule to outline the manner of prosecution of work he intends to follow. A. Prosecution and Progress 2. 3. 4. CPM Schedule: Preliminary schedule to be submitted. Contractor expects to set barricades: Contractor expects to begin construction: Contractor expects to complete construction: B. Traffic Control Plan The Traffic Control Plan (TCP) included in the plans shows the minimum requirements for construction signing and banicading during the course of this project. Other additional signs and barricades may be required when and if conditions warrant. It is the Contractor's responsibility to both supply and maintain all necessary traffic control devices. These devices must be standardized as to wording, size construction, etc. as required by the Texas Manual of Uniform Traffic Control Devices. Should the Contractor wish to modify or utilize a different Traffic Control Plan from that shown in the plans, it will be necessary to obtain approval from the State prior to implementation. Request for modifications or changes must be in writing along with any necessary drawings. 1.) Major Highlights Lane closures on V~ shall not be allowed at the following times i.) 7 A.M. to 9 A.M. and 4:00 P.M. to 7 P.M. Monday thru Friday. 2.) Contractor will not be pemfitted to commence work on the road before 'C e' :~ ~ ~"')0 m~'~ ) ~-~i.~,m~d shall arrange his work so that no machinery or equipment shall be closer than/3'6)feet to the traveled roadway after suns, et except authorized by the e~ ,,,-'; /~ ,~ ~ov.~ ~ r~,~:d~o, vx The Contractor shall abide by all provisions relating to obtaining street cut permits ardinforming the public contained in the City of Coppell Department of Public Works and Transportation's pavement cut and repair standards manual. 2.) Flaggers Because taggers are responsible for the safety of both the traveling public and the Contractor's personnel, it is important that qualified persons are selected as taggers. The Contractor's attention is directed to Part VI of the Texas Manual on Uniform Traffic Control Devices for information on the selection of taggers and flagging procedures. All taggers must wear an orange vest, shirt or jacket. 3.) Inspection of Traffic Control Devices At approximately two week intervals the State will conduct formal inspection of the Contractor's traffic control devices, with alternate inspection being conducted during the hours of darkness. Informal inspections may be performed at any time. Copies of the inspection reports will be furnished to the Contractor and any deficiencies must be corrected within 48 hours. To assure proper coordination between the State and the Contractor concerning the Traffic Control Plan and the various traffic control devices, both the Department and the Contractor will appoint a person responsible for ensuring that the traffic control devices are used according to the traffic control plans and standards. Department Responsible Person (DRP) Name: Duane Smith Phone: Office: (972) 490 7400 Mobile: (817) 822 0946 Contractor's Responsible Person (CRP) Name: Phone: Office: Mobile: VI. Equal Employment Opportunity Program During the performance of any Federal-Aid contract, it is the intent of the Department to determine that the Contractor conducts all aspects of his employment practices without discrimination as to race, color, religion, sex or national origin. Further, it shall be determined if the contractor has implemented an acceptable Equal Employment Opportunity Affirmative Action Program. A. Contractor's EEO Officer: The Contractor must designate an EEO Officer for the project. This person must be capable because of position in the company, authority and experience of promoting an active and effective EEO program. B. Contractor's EEO Meetings Prior to the beginning of work, the contractor must conduct an EEO Policy Meeting to explain and/or review the Company Policy and its implementation with all supervisory and personnel office employees who will be directly connected with the project. The Contractor is required to conduct these meetings at intervals not to VII. exceed six months during the period of construction. C. Optional Training Special Provision: The Contractor shall submit for approval the number of trainees to be trained in each selected classification. The Contractor shall also specify the starting time for training in each of the classifications and what training program wilt be used. D. Bulletin Board 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 subs must be posted on the bulletin board. Correspondence of EEO meeting will no longer be sent to the main office. Instead, TxDOT inspectors may interview laborers regarding EEO meetings. It is brought to the Contractor's attention that Special Provision, Form FHWA-1273, required contract provision for federal-aid construction, is attached to this contract. DBE Requirements The goal for minority participation in each trade: 18.2% The goal for female participation in each trade: 6.9 % The Contractor shall take all necessary and responsible steps to meet the goals for this contract. The Contractor's performance in meeting his approved goal will be monitored by the State. B. DBE Subcontractor Approval All DBE subcontractor approval forms must be submitted prior to starting work. Also, all non-primary companies working on the job must be approved as a subcontractor (including haul companies). Please reference commercial and non- commercial trucking payroll guidelines. A copy of the signed agreement that specifies exactly the work to be performed by the subcontractor must be submitted to TxDOT. C. Monthly DBE progress report The Contractor's attention is directed to the applicable Special Provisions for a full explanation of his obligations and responsibilities under this contract. DBE Monthly Progress Reports will be required by the 15th of each month. TxDOT can furnish the forms or the Contractors own form may be submitted. D. DBE approvals The Business Oppommities Program Office (BOP) must approve all DBE requests prior to the DBE's performing work on the project. BOP Office approval is also required for any DBE changes made throughout the duration of the project. DBE goal credit will not be granted until approval from the BOP Office has been obtained. All work performed prior to BOP Office approval will result in loss of DBE goal credit for that work. E. It is brought to the Contractor's attention that Form SMS 4902 - DBE Prime Contractor Payment to Non-DBE Subcontractors - must be submitted monthly. VIII. LaborLaws The Contractor shall submit a letter designating the Payroll Supervisor for this project. The Contractor shall submit a copy of all subcontracts. The contractor and any approved subcontractors shall submit copies of their weekly payrolls. The payrolls should be submitted within two weeks to the Engineer. **Late Pa/rolls ma,/result in estimates bein~ withheld.** A. Work performed by laborers must match that of the payroll classification. B. Designated payroll supervisor: IX. Safety and Health It is the State'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. Further, it is the Contractor's responsibility for seeing that 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 the company management? 3. Has responsibility for safety been assigned to a specific company official? Safety Coordinator Name: 4. Does the Contractor make frequent safety inspections of operations of the project? Does the Contractor discuss with his employees how to recognize and avoid unsafe conditions and practices related to their individual work assignments? Are periodic safety meetings held with employees? Frequency of Meetings: 6. Are all occupational injuries and illnesses investigated by the Contractor, recorded and reported? 7. Does the Contractor keep informed on governmental safety regulations and standards? XI. Utility Adjustments The Contractor is responsible for damage to underground utilities located within the right of way regardless of the inclusion or exclusion of their locations on the plans. XII. General B. Contractor Estimates: 1. Pay period (Cut-off) ends three working days before the end of the month. 2. Payment for material on hand: Before payment can be submitted a test report is required and all material must be in approved storage. Material on hand requests must be submitted on Forms 1914 and 1915 prior to the cut-off date. C. All subcontractors request forms shall be submitted by the Contractor and approvals granted by the Engineer prior to subcontractors beginning work on the project. XIII. Required Information from Contractor 1. Project Manager 2. Safety Officer and Safety Program 3. EEO Program Officer 4. Payroll Officer 5. Contractor's Responsible Person (CRP) for Traffic Control and Emergency Numbers 6. Material Sources 7. Request for Subcontractor Approvals 8. Form CSTM-NRM-1 (Use of recycled materials) 9. Concrete Mix Designs 10. Asphalt Designs I 1. Construction Schedule XIV. Questions/Concerns: XV. Adjournment