ST0402-CS060727PRE- CONSTRUCTION CONFERENCE AGENDA
Date: July 27, 2006
Time: 10:00 AM
TxDOT Northwest Area Office
12000 Greenville Ave
Dallas, Texas 75243
I.
Purpose of Meeting
At this conference, TxDOT personnel and Contractor's staff become acquainted, establish lines of
authority and communication, determine the responsibilities and duties of Contractor's,
Subcontractors and TxDOT personnel, clarify potential sources of misunderstanding, and work out
the detailed arrangements necessary for the successful completion of the project.
II. Introductions
A. TxDOT Employees
1. Interim Northwest Area Engineer: Claud Elsom III, P.E.
2. Assistant Northwest Area Engineer: Maurice Pittman, F.E.
3. Construction Engineer: Dan Peden, P.E. "
4. Project Manager: Kim Limberg, P.E.
5. Project Inspector: Terri Williams
6. Design Engineer: Judy Garza - Bosquez, P.E.
7. Contract Administration: Brad Braden
8. Northwest Area Office Lab: Greg Price
9. District Construction: Bob Boykin, P.E.
10. District Traffic Operations: Boon Thian, P.E.
11. District Traffic Operations Inspector: Greg Perkins
B. Prime Contractor: Glenn Thurman, Inc. Employees
1. Glen Thurman Inc., ... ed•.nl e- /li 1/1 r
2. Glen Thurman Inc., ...
3. EWI, ...
4. Mike Albert, -Inc., .. .
5. Rentals Asphalt, ...
6. Dallas Light and Barricades, ...
7. Striping Technologies, ...
C. City of Irving Employees
(972) 479 -9747
(817) 822 -0872
(214) 319 -6428
(214) 320 -4459
(214) 317 -2442
1. James O'Connor, P.E., Assistant Director of Traffic & Transportation (972) 721 -3781
2. David A. Springob, P.E. Civil Eng., Public Works & Transportation Engr. (972) 721 -2784
3. .......... ........................Traffic Signals Design Engineer
4. Chief John Sherburn, Irving Fire Department
5. Sgt. William Owings, Irving Police Department
6. Lt. Dennis Norton, Irving Police Deparment
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III. Partnering
A. Introduction of the partnering concept.
1. To form a cohesive, cooperative construction management team
2. To determine participants' expectations of each organization involved with the project.
3. To develop an issue resolution ladder.
B. Goals and expectations of each party.
1. Handle problems fairly and honestly
2. Interpret and apply the specifications in a reasonable manner (this does not relieve the
Contractor of their responsibility in conforming to the specifications)
3. Maximize the quality in a fair manner
Would the Contractor like to add any additional goals and expectations?
C. Issue resolution & issue escalation.
T aDOT
Title Name
' 1. Inspectors: Terri Williams
[ L ) 2. Project Manager: Ki=Limberg,
e-J F.
Assist. Area Engineer: Maurice Pittman, P.E.
�`N5 ° � Interim Area Engineer: Claud Elsom, P.E.
IV. Review of Project
A. Project Identification
Glenn Thurman, Inc.
Title Name n
C
r
Control: 2374 -07 -053
Project: CC 2374 -7 -53
Highway: IH 635
County: Dallas
Limits: From: 0.095 mi. west of Belt Line Road To: 0.075 mi. west of Olympus Blvd.
B. Type of Work: Construct westbound frontage road and ramp reversals
C. Total Bid: $4,034,163.21
1. Work to be completed in 262 working days.
2. Working day definition is a six day workweek in accordance with Article 8.3.A.2 of the 2004
Standard Specifications. Nighttime charges are in accordance with Article 8.3.C.1.
3. Time charges will start: 06/29/06 (suspended through July 31, 2006)
D. Liquidated Damages $800.00 per working day
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3. Inspection of Traffic Control Devices
At approximately two (2) week intervals the Department will conduct formal inspections 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 Department 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: teI r 7 <, �
Phone:
Mobile:
Contractor's Responsible Person (CRP)
Name: /" 11 fry
Phone:
Mobile: C, j) s 33 0 8, J
VI. Equal Employment Opportunity Program
During the performance of any 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 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 will be used.
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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.
VII. DBE Requirements
DBE Goal is 0.0 %. See Special Provision 000 -- -010, Article B for requirements of SBE
payment reporting.
VIII. Labor Laws
The Contractor shall submit a letter designating the Payroll Supervisor for this project. See Special
Provision 000 - - -007 concerning labor provisions for State projects. Payroll classifications and wage
rates are contained in the project proposal.
IX. Safety and Health
A. It is the Department'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.
B. 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?
Name of Safety Coordinator:
4. Does the Contractor make frequent safety inspections of operations of the project?
5. 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?
X. Temporary Erosion, Sedimentation and Water Pollution Prevention and Control
Prior to the start of construction the Contractor shall submit for approval his schedules for
accomplishment of the pollution control measures in accordance with the Storm Water Pollution
Prevention Plan (SW3P). The Contractor shall also submit his plan for disposal of waste material
generated on the project.
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V. Discussion of Construction Plans
Item 8.2(B) of the 2004 Standard Specifications require the Contractor, before beginning work, to
submit a work schedule consisting of at a minimum, a bar chart showing planned activities and
sequence of work.
A. Prosecution and Progress
Overview of Construction Schedule 14
1. Contractor expects to set barricades:
2. Contractor expects to begin construction:'
3. Contractor expects to complete construction: J v � 2 vo 7
B. Traffic Control Plan
The Traffic Control Plan (TCP) included in the plans shows the minimum requirements for
construction signing and barricading 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 Department prior to implementation.
Request for modifications or changes must be in writing along with any necessary sealed
drawings.
1. Major Highlights
Lane closure times are found in the General Notes for Item 502.
Submit written notification of lane closures (on form provided) a minimum of two working
days prior to the date of closure.
Provide 1 shadow vehicle equipped with truck mounted attenuators as shown on the traffic
control plans.
If required for additional safety and traffic control, provide uniformed off duty police officers
and squad cars during lane or ramp closures. Reimbursement to the Contractor will be made
by the Department as stated in Item 502.
2. Flaggers
Because flaggers are responsible for the safety of both the traveling public and the
Contractor's personnel, it is important that qualified persons are selected as flaggers. The
Contractor's attention is directed to Part VI, Chapter 6E. Reference Flagger Control in the
Texas Manual on Uniform Traffic Control Devices for information on the selection of
flaggers, flagging procedures, and high visibility clothing.
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A. Control measures, where applicable, will be implemented prior to the commencement of each
construction operation or immediately after the area is disturbed.
B. The Engineer has the authority to limit the disturbed surface area exposed by construction
operations.
C. Certification of TPDES permit: NOI on file
D. SW3P inspections will be performed a minimum of every seven calendar days. All deficiencies
and repairs will be made within 48 hours. In the event the deficiencies and repairs are not
corrected within 7 days, the project production will be halted until all noted deficiencies are
corrected. In the event of continuous rainfall over a 24 hour period, or other circumstances that
preclude equipment operation in the area, the Contractor will hand carry and install additional
backup devices as determined by the Engineer.
E. SW3P responsible Persons. The Contractor and the Department will both appoint a person
responsible for conducting SW3P inspections.
Contractor's SW3P Responsible Person (include emergency phone number)
Name:
Phone:
Mobile:
Department's SW3P Responsible Person (include emergency phone number)
Name:
Phone:
Mobile:
XI. General
A. Preservation of Cultural Resources
For all Project Specific Locations, (material sources, waste sites, parking areas, storage areas, field
offices, staging areas, haul roads, etc.), the bidder certifies by signing the proposal, he /she /they
and 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 following agencies as listed below.
Department of Transportation
Army Corps of Engineers
Fish and Wildlife Service
Environment Protection Agency
Texas Department of Transportation
Texas Historical Commission
Texas Parks and Wildlife Department
Texas Commission on Environmental Quality
B. Contractor Estimates:
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1. 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 item quantities no later than 3:00
pm on the business day preceding the last business day of the month.
2. Payment for material on hand: Before payment can be submitted 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. Subcontractor Approval: All Subcontractor approval forms must be submitted prior to starting
work and approval of Subcontractors granted by the Engineer prior to Subcontractors beginning
work on the project. Also, all non - primary companies working on the job must be approved as a
Subcontractor (including haul companies).
XII. 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.
Locates for underground utilities owned by the Department may be called in to the Department utility
section (214) 320 -6270.
XIII. Checklist of Required Information to be Submitted by the 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. Construction Schedule
9. Asphalt Designs
10. Concrete Designs
XIII. Questions /Concerns:
1. Establish Weekly Meeting Schedule. Minutes will be recorded and distributed to attendees.
2. Contractor provide TxDOT Engineer notice of planned work for the upcoming week by Item Number,
Description and Location.
3. Request electronic version of Initial Project Schedule and all subsequent monthly updates, using
Primavera or comparable software. Show progress in relation to original schedule on all updates.
4. Notify TxDOT Engineer of any discrepencies in the plans ASAP.
5. Change Orders with time impacts require Contrator submission of revised schedule along with the cost
proposal.
6. Direct design decisions to the TxDOT Engineer. Inspectors are not authorized to make design
decisions.
7. Contractor provide list of Contractor PSLs to TxDOT.
8. Contractor provide NOI or Constuction Site Notice, as applicable, for Contractor PSLs. Show postings.
9. Is the City of Irving the MS4 permit holder?
10. TxDOT notify MS4 permit holder of intent to discharge storm water.
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11. Design Engineer provide Utility Layout.
12. Who is responsible for design of Permanent and Temp Traffic Signals at IH 635 and Belt Line?
13. Who is responsible for installation of Permanent and Temp Traffic Signals at IH 635 and Belt Line?
14. Advanced request is required if Contractor wants to work on Sundays or nighttime. Requests will
typically be granted when TxDOT inspectors are available.
15. Discuss questions about sulfate testing.
16. Does the Contractor intend to use RAP on this project?
17. Provide Batch Tickets to Inspector prior to placement of the material.
18. Where is Field Office and Lab on site, and when is it available for move -in.
19. Which batch plant and asphalt mixing plants will be used? When is it available for inspection.
20. When will climate controlled Beam House be available for inspection.
21. Will need 3 cell phones one for Project Manager and each Inspector. Supply batteries, cases, wall
chargers and vehicle chargers for each phone.
22. Suggest Contractor have their own Engineer on board for Contactor suggested Design Revisions?
23. Submit shop drawings ASAP to prevent delays.
24. Contractor maintenance of Field Office and Labs.
XIV. Adjournment
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