20001195 Ver 17_Preconstruction Meeting Minutes_20210708

 
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Project Name Date of Meeting Time
NEAT Gap Waterline  3/26/2021  10:00am 

Purpose of Meeting Location
Gap Waterline Pre‐Construction Meeting  In‐Person/Virtual (GoTo Meeting)    

MEETING MINUTES 

1. Introduction and Attendees (see attached sign-in sheet)
2. Overview of Environmental Impacts
a. Kelly Thames (HDR) explained that the Individual Permit (IP) was set up to permit the
NEAT program as a whole with the individual construction projects being a part of the
overall NEAT program.
3. Scope of Project
a. Martin Deng (STV) explained that the NCDOT ROW encroachment has been approved.
b. There is not a designated staging area for the Contractor. The construction easement is
roughly 50’ wide in most places to allow the contractor to stage materials and equipment.
4. Contract Relationships
a. Jacob Baertlein (CLT) will be the Airport’s Project Manager.
b. Martin Deng (STV) will be the Design Manager (DM) representing the Designer.
c. Kyle Clark (TBE) will be the Resident Project Representative (RPR).
d. Grant Crago (CLT) will be the Lead Inspector for CLT.
5. Notice-to-Proceed (NTP) and Contract Time
a. NTP is anticipated for late April, subject to the approval of the Supplemental EA by the
FAA.
b. Contract time is 140 calendar days.
c. Liquidated Damages are $500 per calendar day.
6. Labor Requirements and Payment Requests
a. Michele Torres (CLT) noted that Armand Resources is the subconsultant for CLT that will
be handling the DBE requirements for the project.
b. Chandler needs to submit their subcontracts as soon as possible.
c. Jacob wants Chandler to ensure that all required documents are submitted with the Pay
Application process through e-Builder to avoid delay of payment.
7. DBE Program Requirements
a. Michele explained that the DBE payments must be submitted through CLT’s system
InclusionCLT.
i. Michele will provide a blank DBE form to Chandler for uploading with the pay
application in e-Builder.
b. There is a specific process that must be followed to remove or replace a DBE contractor.
8. Project Communications, Operations, Security, and Safety
a. Jacob, Grant, Martin, and Kyle are the main points of contact for all project

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communications.
b. Water tie-ins will need to be coordinated with CLTWater.
i. Ryan LeBlanc (CLTWater) would like all coordination communication to go
through Martin.
ii. Bruce (CLTWater) will be in the field inspecting the work periodically.
c. Airfield Security
i. Chandler was advised that if work is required within 10’ of the SIDA fence there
is a procedure that must be followed. CLT will provide additional direction if this
is needed.
d. Chandler is free to negotiate with neighboring landowners for additional work/staging
areas.
e. The NCDOT COVID 19 form must be signed prior to performing any work on the
project.
i. A discussion with NCDOT on who needs to sign the COVID form (prime
contractor, subcontractors) will take place at the NCDOT Pre-Construction
Meeting next week.
9. Construction Administration
a. CLT would like as-builts certified once or twice a week.
b. Kyle and Grant will verify quantities with the contractor weekly.
c. Martin asked that Chandler pay close attention to the testing specification requirements.
d. The contractor will need to provide delivery tickets to the RPR.
e. Martin will provide updated UBO plans.
f. James Wally (CLT) noted that the Project Controls deliverables in the Contract
Documents will be pared down for this project.
i. Jacob will reach out to Chandler with the changes once they are determined.
10. Contractor Schedule
a. The baseline schedule is under review by the Project Team and comments will be provided
once the review is complete.
11. Environmental
a. James McDorman (CLT) stated that notification needs to be provided to USACE that the
project is starting.
12. Other Discussion Items
a. STV has captured recent grade changes on the plans.
b. Jacob noted that CLT anticipates using the allowance line item for the water main depth.
i. Chandler Construction stated that they would need to be able to quantify the
amount based on field conditions.
ii. Martin noted that this was a lump sum item and that it is clearly defined in the
Project Manual under Addenda 3.
iii. Neil Hulland (Chandler) asked if CLT or STV would be providing the grading
plan.
1. Martin noted that no additional grading will be required, only trenching.
c. Neil asked if CLTWater will need to access the valves prior to any testing.
i. Ryan asked that CLTWater be provided Chandler’s testing schedule to coordinate
access to the valves. He would also like a copy of the accepted baseline schedule
for communications purposes regarding shutdowns.

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d. Patrick Hobson (Chandler) asked if the tie-ins could be scheduled more flexibly within the
construction sequencing.
i. Martin recommended using the planned construction sequencing as it would be less
of a risk to the contractor. If Chandler wants to resequence the tie-ins they should
submit an RFI.
e. Kelly commented that mitigation has been paid for all permanent impacts on the IP
program wide.
f. Any environmental questions should be directed to Jimmy Jordan (CLT) or James Wally
(CLT).

13. Action Items
a. NCDEQ and USACE must be notified prior to start of project
b. CLT Water (Ryan LeBlanc) test all valves prior to construction to verify they are
functioning properly.
c. STV will expedite submittal review for DIP and valves due to lead-time concerns.
d. Chandler to get Encroachment Permit from NCDOT prior to work in easement.
e. Contractor Submittal Matrix will be reviewed and CLT anticipates paring it down for this
project. (James Wally)

14. NEAT Program Individual Permit
a. Approval has been received for the IP for the program
b. Bryan Roden-Reynolds will be the point of contact for USACE
c. Sue Homewood will be the point of contact for the NC Division of Water Resources
(DWR)
d. DWR will be notified within 10 days of construction commencement
e. Any questions regarding the monitoring plan or conditions are to be sent to Jimmy Jordan
and James Wally

PRE-CONSTRUCTION CONFERENCE ATTENDANCE LIST
North End Around Taxiway Gap Waterline
CLT Project No. AVIA 21-16
Contractor: Chandler Construction Services, Inc.
Location of Conference: CLT Center Eagle Conference Room & Online
Date of Conference: March 26, 2020, 10:00 A.M.
Name
Company /
Organization Phone Number Email Address Signature
Alan Johnson NCDWR [e-mail]
Alexis Kondratyk CLT [phone] [e-mail] VIRTUAL
Aric Bryan NCDOT [e-mail]
Ashton Watson CLT [phone] [e-mail]
Bill Spaugh Duke [e-mail]
Brian McMahan TBE [phone] [e-mail] X
Bryan Roden-Reynolds USACE [e-mail] X
Chris Lands Shelly Lands [e-mail] VIRTUAL
Cody Smith CLT [phone] [e-mail]
Colin Hughes STV [e-mail] X
David Martin Martin Landscaping [e-mail] VIRTUAL
Dominique Mitchell CLT [e-mail]
Eric Rysdon HDR [e-mail]
Erin Ryland TBE [phone] [e-mail] X
Ernest McCallum Chandler [phone] [e-mail]
Grant Crago CLT [phone] [e-mail] X
Jacob Baertlein CLT [phone] [e-mail] X
James Anderson HNTB [phone] [e-mail] VIRTUAL
James McDorman CLT [phone] [e-mail] X
James Wally CLT [phone] [e-mail] X
Jamie Knight CLT [phone] [e-mail]
Jason Wilson HDR [phone] [e-mail] VIRTUAL
Jay Trimble TBE [phone] [e-mail] VIRTUAL
Jimmy Jordan CLT [e-mail] VIRTUAL
John N. Johnson STV [phone] [e-mail] VIRTUAL
Jon Lands CES [e-mail] VIRTUAL
Judy Elder TBE [phone] [e-mail]
Justin King TBE [phone] [e-mail] X
Keith Allen AT&T VIRTUAL
Kelly Thames HDR [phone] [e-mail] VIRTUAL
Kyle Clark TBE [phone] [e-mail] VIRTUAL
Lisa Marcus Martin Landscaping [e-mail] VIRTUAL
Martin Deng STV [phone] [e-mail] X
Michael Tassitino STV [e-mail] VIRTUAL
Michele Torres CLT [e-mail] VIRTUAL
Mike Davis HINDE [phone] [e-mail]
Neil Hulland Chandler [phone] [e-mail] X
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PRE-CONSTRUCTION CONFERENCE ATTENDANCE LIST
North End Around Taxiway Gap Waterline
CLT Project No. AVIA 21-16
Contractor: Chandler Construction Services, Inc.
Location of Conference: CLT Center Eagle Conference Room & Online
Date of Conference: March 26, 2020, 10:00 A.M.
Name
Company /
Organization Phone Number Email Address Signature
Norris Hoyle MCCA [phone] [e-mail] X
Patrick Hobson Chandler [e-mail] X
Russell Edwards Vreizon [phone] [e-mail] X
Ryan LeBlanc CLT Water [phone] [e-mail] VIRTUAL
Shane Nixon CLT [phone] [e-mail] VIRTUAL
Steven Ruiz EA [e-mail] VIRTUAL
Sue Homewood NCDWR [e-mail]
Susanne Ndovya CLT [phone] [e-mail]
Thomas Greiter HNTB [phone] [e-mail] X
Wendy Taylor NCDOT [phone] [e-mail]
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AVIA 21-16 NORTH END-AROUND TAXIWAY GAP WATERLINE
PRE-CONSTRUCTION CONFERENCE
March 26, 2021
Agenda
a. Introductions and Attendees
b. Scope of Project
c. Overview of Environmental Impacts
d. Contract Relationships
e. Notice-to-Proceed and Contract Time
f. Labor Requirements and Payment
Requests
g. DBE Requirements
h. Project Communications, Operations,
Security, and Safety
i. Construction Administration
j. Utilities
k. Contractor Schedule
l. Environmental
m. Other Discussion Items
Introductions and Attendance List
• CLT Staff (Jacob Baertlein, Alexis Kondratyk, Michele Torres)
• Chandler Construction Services, Inc. - Contractor
• Talbert, Bright & Ellington – Program Manager (Jay Trimble)
• STV Engineers, Inc. – Design Engineer of Record (Martin Deng, John
Johnson, Michael Tassitino)
• Identify Conference Call Attendees
• Sign-in Sheet Distributed by STV
Overview of Environmental Impacts
Project Scope
Project Work Elements
•850-lf of 12” DIP and 1,250-lf of 24” DIP
•133-lf of 20” Steel Casing by Jack & Bore
•115-lf of 36” Steel Casing by Jack & Bore
•Install 24” DIP Pipe Inside Existing 54” Steel Casing
Project Scope
Project Work Limits
•Staging Area
•Easement and Property Acquisition
•NCDOT R/W and C/A (COVID 19 Form)
Owner/Construction
Manager
CLT Airport
Engineer
STV
Contractor
Chandler Construction
Services, Inc.
Subcontractors
QC Testing
Program Manager
TBE
Contract Relationships
RPR/QA Testing
• Anticipated Notice to Proceed
• Contract Time: 140 Calendar Days
• Liquidated Damages
• Overall Contract Time: $500 per calendar day or portion thereof
that the total contract time is exceeded
Notice to Proceed and Contract Time
• Minimum wage rates posted at site
• Posting of wage schedule
• Certified payrolls to be submitted with each payment application
• Subcontracts
– Responsibility same as for Prime Contractor
– Records including subcontracts provided to Owner
• Payment Applications (E-Builder)
– Process and distribution
– Required documents:
» Statement of Values
» Overall CPM Schedule Update
» Monthly DBE Participation Form
» Monthly Subconsultant Payments
» Sales/Use Tax
Labor Requirements and Payment Requests
•DBE Goal 6.04% must be maintained (or exceeded)
•Payment reports submitted to InclusionCLT:
http://charlotte.diversitycompliance.com
•DBE cannot be replaced or removed without permission
•Please make sure DBE firms sub to other DBEs (if applicable)
Contact: Michele Torres- 980-216-9422
[e-mail]
DBE Program Requirements
Project Communications
• Communications
– Contractor communicates with Project and Construction Manager / Airport
Owner’s Representative
– Construction Manager coordinates with Engineer and Testing Laboratory
• Contractor shall provide 24-hour emergency contact list
Access to Construction Site
•Project Manual
Section 01005 - 1.3
Work Area (Access & Requirements)
•Easements
•Majority of project is within easements acquired specifically for the job.
•No Staging Area Acquired
•Easement is often 50-ft or more wide
•Contractor free to negotiate with neighboring land owners.
•NCDOT Right-of-Way
•Right-of-Way is typically narrow. At times ends at the edge of the pavement.
•NCDOT Encroachments acquired for road crossings.
Work Area (Access & Requirements)
•Easements
•Majority of project is within easements acquired
specifically for the job.
•No Staging Area Acquired
•Easement is often 50-ft or more wide
•Contractor free to negotiate with neighboring land
owners.
•NCDOT Right-of-Way
•Right-of-Way is typically narrow. At times ends at the
edge of the pavement.
•NCDOT Encroachments acquired for road crossings.
•NCDOT COVID-19 Form
Work Area (Access & Requirements)
•Easements
•Majority of project is within easements acquired specifically
for the job.
•No Staging Area Acquired
•Easement is often 50-ft or more wide
•Contractor free to negotiate with neighboring land owners.
•NCDOT Right-of-Way
•Right-of-Way is typically narrow. At times ends at the edge
of the pavement.
•NCDOT Encroachments acquired for road crossings.
•NCDOT COVID-19 Form
•SteelFab, Inc. Entrance
•Must remain open during their hours of operation.
•Coordinate a time with them, if a closure is
required.
Work Area (Access & Requirements)
•Easements
•Majority of project is within easements acquired specifically
for the job.
•No Staging Area Acquired
•Easement is often 50-ft or more wide
•Contractor free to negotiate with neighboring land owners.
•NCDOT Right-of-Way
•Right-of-Way is typically narrow. At times ends at the edge
of the pavement.
•NCDOT Encroachments acquired for road crossings.
•NCDOT COVID-19 Form
•SteelFab, Inc. Entrance
•Must remain open during their hours of operation.
•Coordinate a time with them, if a closure is required.
•Airport Property
•Gate 69 Accessible at all times
•Stay 10’ away from Airport Security Fence
Work Area (Access & Requirements)
•Easements
•Majority of project is within easements acquired specifically
for the job.
•No Staging Area Acquired
•Easement is often 50-ft or more wide
•Contractor free to negotiate with neighboring land owners.
•NCDOT Right-of-Way
•Right-of-Way is typically narrow. At times ends at the edge
of the pavement.
•NCDOT Encroachments acquired for road crossings.
•NCDOT COVID-19 Form
•SteelFab, Inc. Entrance
•Must remain open during their hours of operation.
•Coordinate a time with them, if a closure is required.
•Airport Property
•Gate 69 Accessible at all times
•Stay 10’ away from Airport Security Fence
•Clearing and Grubbing Near Fuel Farm (Sheet EC-
11)
Operations Considerations
• Construction Safety and Phasing Plan (CSPP)
• Contractor shall submit Contractor’s Safety Plan Compliance
Document (SPCD)
Airport Security Requirements
• Project is outside the Security Identification Display Area (SIDA)
– No overnight parking is permitting within 10 feet of clear zone along SIDA
fence or on field gate 69 driveway
– Contractor to stay 10 feet away from SIDA fence at all times
Safety
• Airport Safety
– Contractor Safety Plan Compliance Document
– Airport specific requirements
• Job Site Safety
– Contractor’s Safety Program
– Night work hazards
– PPE requirements for contractor personnel and visitors
– On-Site Location to post Contractor’s Safety Program
– Contractor ultimately responsible for safety
• Questions or interpretations
• Project Manual
• Measurement of quantities
– Weekly review of quantities
• Testing
– Acceptance Testing
• Shop Drawings
– Process and distribution: E-Builder
– Contractor provide current status
– Major Submittals / Long-Lead Items
Construction Administration
• RFI Submittals
– Process and distribution: E-Builder
• Project Construction Records
– Contractor as-built / redline drawings
submitted at end of project
• Final Quantities
• Time Extensions
– Weather days
– Stop/Start Work Orders
– Weekly statement of productive work days
• Change Orders
– Approval required before proceeding
– Submission requirements
• Submittals Required Prior to NTP
– Baseline Schedule
– Quality Plan
Construction Administration
E-Builder Project Control System
• e-Builder is Owner’s web-based
project control software for records.
• Owner will provide training and five
(5) licenses to Contractor
• e-Builder utilized for all project
documentation, including:
– Submittals
– RFI’s
– Change Orders
– Pay Applications
• Contractor responsible for location and field verification of all
underground utilities: AT&T, Century Link, Duke Energy, Verizon, etc.
• Contractor responsible for following instruction shown on UBO plans
(updated UBO plan will be provided)
Utilities
Utilities
Contractor Schedule
• Project Control Staffing
• Project Control General Requirements
– Daily Reports & Monthly Reports
– Safety Report & Risk Register
– Quality Control
• Contractor Project Control Deliverable
• Progress Meeting
• CPM Scheduling
– Monthly Overall Updates Required for Processing Pay Applications
Project Controls Deliverable Matrix
Description Issued for Approval Owner Acceptance Update / Distribution
Contractor Staffing Plan of General
Conditions - Includes planned, actual, &
forecast of total scope 30 Days after Effective Date of Contract 2 weeks after Issued for Approval (1) Monthly
Contractor Daily Construction Report First Week on Site First Week on Site Daily
Safety Statistics Report First Week on Site First Week on Site (1) & (2) Weekly / Monthly
Environmental Statistics Report First Week on Site First Week on Site (1) & (2) Weekly / Monthly
QA/QC Non-Conformance Report & Log First Week on Site First Week on Site (1) & (2) Weekly / Monthly
Status of Deliverable Reports First Week on Site First Week on Site (2) Weekly
Other Reports reasonably requested by As Requested As Requested As Requested
Monthly Progress Status Report 30 Days after Effective Date of Contract 2 weeks after Issued for Approval Monthly - 10 calendar days after month end
Project Controls Management Plan 30 Days after Effective Date of Contract 2 weeks after Issued for Approval 7 Days after approved change
Summary Schedule (level I) - PDF Print Out
With the Contract Exhibit and 30 Days after
Effective Date of Contract 2 weeks after Issued for Approval (1) Monthly
Project Baseline Schedule (Level III) XER File
& PDF Print Out 30 Days after Effective Date of Contract 2 weeks after Issued for Approval
Until Baseline Schedule is Accepted/As
Necessary for Revisions
Project Monthly Schedule Updates (Level III)
Primavera P6 XER file and PDF Print Out. 60 Days after Effective Date of Contract 2 weeks after Issued for Approval Monthly
-> Updated monthly schedule once baseline
is accepted). Provide XER & Schedule
Narrative.
Once Baseline Schedule is Accepted (End of
Month) 2 weeks after Issued for Approval Monthly
Project Baseline Schedule Acceptance Form
(sample included in Exhibit 2) 30 Days after Effective Date of Contract 2 weeks after Issued for Approval 7 Days after approved change
Project Schedule Narrative Outline (Exhibit
5)30 Days after Effective Date of Contract 2 weeks after Issued for Approval 7 Days after approved change
Summary of Weather-Related Delays 30 Days after Effective Date of Contract 2 weeks after Issued for Approval (1) Monthly
(showing BL, previous update, and current
update) 30 Days after Effective Date of Contract 2 weeks after Issued for Approval (1) Monthly
4 Week Lookahead Schedule (Activity ID,
Description, Float, Start Date, Finish Date,
Baseline Variance) PDF. Updated weekly
with for OAC meeting. 30 Days after Effective Date of Contract 2 weeks after Issued for Approval (2) Weekly
Schedule Change Log (Sample included in
Exhibit 3) 30 Days after Effective Date of Contract 2 weeks after Issued for Approval (1) & (2) Weekly / Monthly
Schedule Adherence Report (Sample
included in Exhibit 4) 30 Days after Effective Date of Contract 2 weeks after Issued for Approval Monthly
Procurement Status Report (shall identify
contractors furnished materials and
equipment, including equipment
procurement schedule, material
management reports, schedule of submittals
-Designer Alert & etc.) 30 Days after Effective Date of Contract 2 weeks after Issued for Approval (2) Weekly
Change Order Log 30 Days after Effective Date of Contract 2 weeks after Issued for Approval (1) & (2) Weekly / Monthly
Cash Flow Plan 30 Days after Effective Date of Contract N/A 25th of each month
Contract Schedule of Values (SOV) - loading
table 30 Days after Effective Date of Contract per contract
Invoice (submittal based on contract) - shall
include month to date, year to date, and
project to date charges including spend and
remaining spend) On or before the tenth (10) working day per contract
Time and Material Detail Cost Report (if
applicable)As Required As Required As Required
Risk Assessment, Analysis and Mitigation
(including Risk Register & etc.) 30 Days after Effective Date of Contract 2 weeks after Issued for Approval Monthly
(2) - Items included in weekly Project Controls Report (coordinate with onsite CM)
PROJECT CONTROL'S DELIVERABLE MATRIX
General
Progress Reporting
Financial
(1) - Items included in Monthly Status Report _7 calendar days after month end date
• Contractor shall comply with all Federal, State, and Local
regulations
• Erosion and Sedimentation Control
• Proper disposal of all construction waste products
Environmental
Open Discussion
•Recent Grading
•Existing Casing
•Water Main Depth
•East End Tie-in
•Blasting
•Traffic Control
•Mechanical
•Questions?
Recent Grading
•Thomas Concrete of Carolina Inc. Property
•New topo has been acquired and incorporated.
Existing Casing Under I-485
Water Main Depth
•No Exceptions will
be considered to
install the main
shallower.
(Allowance)
East End Tie-in
Blasting (Project Manual Section 02202)
•Blasting subcontractor(s) must be submitted to the Engineer/Owner at least 30 days prior
to beginning any blasting work for approval.
•A Blasting Plan must be submitted.
•At least 24 hours before each blast round Contractor shall submit a detailed blast round
design plan to the Engineer.
•Within 24 hours after each blast round, Contractor shall submit a Blasting Report to the
Engineer.
•Contractor will notify any public utility companies in close proximity to the blast location.
•A pre-construction condition inspection of adjacent structures shall be performed by a
third-party.
Traffic Control (Project Manual Section
02960)
•The Contractor is responsible for all traffic control.
•The road can not be closed, and vehicular and pedestrian traffic must have access to all
properties at all times.
•All signs and traffic control devices shall meet the minimum requirements of the latest
edition of the 2018 NCDOT Standard Specifications and Details.
•NCDOT requires a minimum 72-hour notice before any lane closures.
Mechanical
•Valves
•Gate Valves are Required. Butterfly Valve substitutions will
not be considered.
•Ductile Iron Pipe (DIP)
•Lead times are presently longer than normal. No Contract
Time adjustments will be granted, so plan accordingly.
QUESTIONS?
NEAT PROGRAM
INDIVIDUAL PERMIT
Overview of Environmental Impacts
NEAT PROGRAM OVERVIEW
SCHEDULE UPDATE
Construction Start Dates:
•Gap Waterline: April 2021
•Private Access Drive: November 2021
•Old Dowd Road: February 2022
•NEAT Grading and Drainage: March 2022
•Overlook (Permanent): November 2022
•NEAT Paving and Lighting: August 2023
NEAT Operational: December 2024
NEAT Individual Permit
Conditions and requirements worth mention:
·IP Section 401/404:
·Mitigation has been paid for permanent impacts for the NEAT program.
·Monitoring plan for the NEAT basin likely to commence in January 2022, in
advance of basin construction.
·Contractors should have copies of permit approvals on site.
·IP Section 401:
·The Division Mooresville Regional Office shall be contacted within 10 days of
construction commencement.
·IP Section 404:
·You must notify the USACE Wilmington District Office (Asheville/Charlotte
Field Office) in advance as to when you intend to commence and complete
work.
QUESTIONS?