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ST9904-CS071015 PRE-CONSTRUCTION CONFERENCE AGENDA ~'/ r)/{)y c Date: Monday, October 15,2007 Time: 10:30 am TxDOT Northwest Area Office 12000 Greenville Ave Dallas, Texas 75243 I. Purpose of Meeting A. 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 personnel, subcontractors and department 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. Northwest Area Engineer: Gary D. Bailey, P.E. 2. Assistant Northwest Area Engineer: Maurice Pittman, P.E. 3. TxDOT Design Engineer: Judy Garza-Bosquez, P.E. 4. Project Manager: John Hicks 5. Project Inspectors: Rudy Medellin Kevin Chambers 6. Laboratory: Greg Price 7. Contract Administration: Brad Braden 8. District Construction: Bob Boykin, P.E. B. Prime Contractor: J.D. Abrams, L.P. 1. 2. 3. III Review of Project A. Project Identification Control: 0364-02-021 Project: NH 2007 (797) Highway: SH 121 County: Dallas Limits: From: Tarrant County Line To: Denton Creek B. Type of Work: Upgrading a freeway facility, grade separations at Freeport and Sandy Lake c. Total Bid: $24,185,621.36 Work to be completed in 352 working days. This project will be a Seven (7) Day Workweek in accordance with Article 8.3A.3 Nighttime work is allowed in accordance with Article 8.3.C.1. Time charges will start: October 18,2007 D. Liquidated Damages- $ 2,000.00 per working day. E. This contract contains a no-excuse incentive based on average daily road user cost of $70,000.00 with the maximum number of working days used to compute the incentive being eight (8). Also see Special Provision 008---025. IV. Discussion of Construction Plans Item 8.2.B requires the Contractor to submit a construction schedule. At a minimum, prepare the schedule as a bar chart. A. Prosecution and Progress Overview of Construction Schedule Contractor expects to set barricades: -r11/6/ ;::1, < 1. /6. /11' 2. Contractor expects to begin construction: /0/ I ~ 3. Contractor expects to complete construction: 3 S----.2- D " 1/ j /O/!7/CJ~ 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 TxDOT prior to implementation. Request for modifications or changes must be in writing along with any necessary sealed drawings. 1.) Major Highlights: It is the Contractors responsibility to submit traffic control plans for the following: · Overlay work on Sandy Lake Road and Freeport Parkway · All proposed drainage work crossing the frontage road Provide written proposed lane closure information, on TxDOT provided form, by 1 :00 pm two (2) business days prior to the proposed closures. Do not close lanes for which this requirement has not been met. Submit a written request to the Engineer to perform nighttime and Sunday work a minimum of forty-eight (48) hours prior to commencing work. All other lane closures per the lane closure table in Item 502 of the project proposal. Ifrequired 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 TxDOT per Item 502 with proper documentation... 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. Flagger Control of the Texas Manual on Uniform Traffic Control Devices for information on the selection of flaggers, flagging procedures and required safety clothing. 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 TxDOT and the Contractor concerning the Traffic Control Plan and the various traffic control devices, both TxDOT 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. TxDOT Responsible Person (DRP) Name: J 0 ~ " II-I c; 1<:-.> Phone: Mobile: Contractor's Responsible Person (CRP) Name: ~'''Il':}< j.<--(.l:.~ / Phone: Mobile: ;; /'/ i75::-7 - C. [) 2 7 V. Equal Employment Opportunity Program During the performance of any Federal-Aid contract, it is the intent of TxDOT 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. 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. 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. D. Optional Training Special Provision: See Special Provision 000---807, On-the-Job Training Program in the project proposal. E. It is brought to the Contractor's attention that Special Provision, Form FHW A-1273, required contract provision for federal-aid construction, is attached to this contract. VI. DBE Requirements A. DBE Goal is 6%. B. Special Provision 000---461, Disadvantaged Business Enterprise in Federal-Aid Construction, shall apply to this contract. Highlights of this Special Provision: . Prior to terminating or removing a DBE subcontractor named in the commitment, the Contractor must have written consent of TxDOT. . The Contractor shall make a good faith effort to replace a DBE subcontractor with another DBE, to the extent needed to meet the contract goal. . A DBE must perform a Commercially Useful Function on the project. . The Contractor shall submit monthly progress reports after work begins on DBE payments and for DBE or HUB race-neutral participation. Reports are due within 15 days after the end of a calendar month. . Provide Prompt Payment Certification Form 2177 each month and the month following the month when final acceptance of the project occurs. C. Subcontractor Approval All subcontractor approval forms must be submitted prior to starting work and approval of subcontractors granted by TxDOT 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). VII. Labor Laws The Contractor shall submit a letter designating the Payroll Supervisor for this project. The contractor and all subcontractors shall submit copies of their weekly payrolls. The payrolls should be submitted within two weeks to the Engineer. The payroll records shaH contain the name, social security number and address of each employee, their correct work classification, hourly wage rate, daily and weekly number of hours worked, deductions made and actual wages paid. Payroll classifications and wage rates are contained in the project proposal at the end of Form FHW A-1273. TxDOT may withhold pay estimates for noncompliance with this Special Provision Section V.2. VIII. Safety and Health 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. 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? 1/ ,r_> / 2. Does the program have the active and continued support of the company management? yc5 3. Has responsibility for safety been assigned to a specific company official? ]/~J Safety Coordinator Name: /) vc....;., Dur!e /1 4. Does the Contractor make frequent safety inspections of operations of the project? VA.f 5. Does the Contractor discuss with his employees how to recognize and avoid unsafe conditions and practices related to their individual work assignments? t/t....r Are periodic safety meetings held with employees? VC"'> Frequency of Meetings: v~,: ~// )/ 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? Ycj IX. 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. 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: Permit 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 TxDOT will both appoint a person responsible for conducting SW3P inspections. Contractor's SW3P Responsible Person (include emergency phone number) Name: Phone: ~ Mobile: 'Z /(/ c',) 0 .::))- Z ') ~ ~ z / (/_ J~ oj TxDOT's SW3P Responsible Person (include e~er~ncy phone number) Name: ~) 01..." /./) (/k:/ Phone: '. S Mobile: C - '/ 0) '- X. Utility Adjustments The Contractor is responsible for damage to underground utilities located within the right of way regardless of the inclusion or exclusion oftheir locations on the plans. Contact the TxDOT utility section 48 hours in advance of excavation (214) 320-6270. XI. General A. Preservation of Cultural Resources For all projects 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 agencies 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 Information: 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 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. 3. Payment to Subcontractors: Special Provision 009---009, Measurement and Payment Article 9.6.B, "pay the subcontractors for work performed within 10 days after receiving payment for the work performed by the subcontractor. Also, pay any retainage on a subcontractor's work within 10 days after satisfactory completion of all of the subcontractor's work..." XII. Checklist of Required Information Submitted by the Contractor at the Preconstruction Meeting 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. -Forn, CSTM ~rRM 1 (DEle afree,~,1ed lll(1lca~a.lsf-. 9. Concrete Mix Designs 10. Asphalt Designs 11. Construction Schedule XIII. Questions/Concerns: XIV. Adjournment P ARTNERING SESSION - J.D. Abrams, LP/TxDOT Control: 0364-02-021 Project: NH 2007 (797) Highway: SH 121 County: Dallas Limits: From: Tarrant County Line To: Denton Creek XV. Partnering A. Introduction of the partnering concept. 1. To form a cohesive, cooperative construction management team. II. To detennine participants' expectations of each organization involved with the project. III. To develop an issue resolution ladder. A. Goals and expectations of each party. Handle problems fairly and honestly Interpret and apply the specifications in a reasonable manner (this does not relieve the Contractor of their responsibility in conforming to the specifications) Maximize the quality in a fair manner Would the Contractor like to add any additional goals and expectations? C. Issue resolution and issue escalation TxDOT J.D. Abrams, L.P. Title Name Name Title Inspectors: Rudy Medellin Kevin Chambers Project Manager: John Hicks Area Engineer: Gary D. Bailey, P.E. I Assistant Area Engineer: Maurice Pittman, P.E.