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Home My WebLink About20071842 Ver 1_Meeting Minutes_20080815 .AA1t A Af STATE OF NORTH CAROLINA DEPARTMENT OF TRANSPORTATION MICHAEL F. EASLEY DIVISION OF HIGHWAYS LYNDO TIPPETT GOVERNOR SECRETARY August 11, 2008 WBS Element: 33658.3.1 (B-4321) Contract No: C201621 F. A. Number: BRSTP-1918 (2) County: Wayne Description: Bridge over Caraway Creek and Approaches in SR-1918 in Goldsboro MEMORANDUM TO: Ellis C. Powell, Jr., PE State Construction Engineer FROM: Wendi O. Johnson, PE Division Construction Engineer SUBJECT: Approved Preconstruction Conference Minutes We are transmitting an approved copy of the minutes covering the Preconstruction Conference for the above project, which was held on June 11, 2008. The minutes were approved by the Contractor, United Contractors, Inc., as recorded. Attachment c- Ron Lucas (FHWA) Gary Jordan (US Fish & Wildlife) Rob Ridings (NCDENR, Division of Water Quality) Brian Wrenn (NCDENR, Division of Water Quality) John Holley (NCDENR, Land Quality Section) Travis Wilson (NCWRC) David Cox (NCWRC) Ron Sechler (National Marine Fisheries) William Wescott (US Army Corps of Engineers) Ray Pigott (Progress Energy) Robert Lillis (Time Warner Cable) Joey Threewitts (SE Wayne Water District) Post Office Box 3165, Wilson, North Carolina 27895-3165 Telephone (252) 237-6164 Fax (252) 234-6174 Ellis C. Powell, Jr., PE August 11, 2008 Page 2 ec- Cecil L. Jones, PE Donald Pearson, EI, CPESC Robert Simpson Andy Brown, PE Bobby Lewis, PE Kevin Bowen, PE John Wolf, PE Andy Pridgen Ron Hancock, PE Lloyd Johnston Mike Mckeel, PE Rick T. Poythress Kevin Lacy, PE Victor Barbour, PE Ellis C. Powell, Jr., PE Don G. Lee Jimmy Marler Chad Coggins Haywood Daughtry, PE A. D. Allison Steven Cummings Chris Kreider D. R. Henderson, PE Queen Crittendon Judi Williams Tim Little, PE Kenny Baines Robert Memory K. J. Kim, PE • ll f` P~ s jnr:} PRECONSTRUCTION CONFERENCE AND PERMIT MEETIN rV~ WBS Element: 33658.3.1 (B-4321) Federal Aid No.: BRSTP-1918(2) Contract No.: C201621 ~ "rgo,Q~Iry County: Wayne mac; Description: Bridge Over Caraway Creek and Approaches in SR-1918 in Goldsboro The Preconstruction Conference for the above project was held in the Wilson Division Office Conference Room on June 11, 2008 with the following persons in attendance: NAME REPRESENTING Dickie Dawson Barnhill Contracting Co. Ricky Russell Barnhill Contracting Co. Joe Hollis United Contractors, Inc. Michael Vaught Narron Contracting Lloyd Johnston NCDOT Rick Poythress NCDOT Kenny Baines NCDOT A.H. Lane NCDOT John Bailey NCDOT Chad Coggins NCDOT Andy Pridgen NCDOT Walter Spivey NCDOT Benny Woodard NCDOT Mike McKee] NCDOT Wendy Johnson, Division Construction Engineer, presided over the conference. She asked everyone present to introduce themselves and their company affiliation. Joe Hollis will act as Project Superintendent for the Contractor. Bert Lane will act as Project Inspector and Traffic Control Coordinator for the Division of Highways. The Contractor advised they plan to begin work June 16, 2008. PROJECT SPECIAL PROVISIONS GENERAL Contract Time and Liquidated Damages - The date of availability for this contract is May 27, 2008. The completion date for this contract is December 31, 2008. Except where otherwise provided by the contract, observation periods required by the contract will not be a part of the work to be completed by the completion date and/or intermediate contract times stated in the Preconstruction Conference Minutes 13-43 21 Page 2 contract. The acceptable completion of the observation periods that extend beyond the final completion date shall be a part of the work covered by the performance and payment bonds. The liquidated damages for this contract are $200.00 per calendar day. Intermediate Contract Time Number I and Liquidated Damages - Except for that work required under the Project Special Provisions entitled Planting and/or Reforestation, included elsewhere in this proposal, the Contractor will be required to complete all work included in this contract and shall place and maintain traffic on same. The date of availability for this intermediate contract time is May 27, 2008. The completion date for this intermediate contract time is November 1, 2008. The liquidated damages for this intermediate contract time are $1,500.00) per calendar day. Construction Moratorium - No in-stream work shall be allowed from February 15 though June 15 of any year. Fuel Price Adjustment - Bidders will have the option to opt out of receiving a fuel price adjustment on this contract. The base index price for Number Two Diesel Fuel is $3.0526 per gallon. MINORITY BUSINESS ENTERPRISES AND WOMEN BUSINESS ENTERPRISES It is the policy of the North Carolina Department of Transportation that Minority Business Enterprises and Women Business Enterprises shall have equal opportunity to compete fairly for, and participate in, the performance of contracts financed in whole or in part by state funds. The Contractor is also encouraged to give every opportunity to allow MB/WB participation in Supplemental Agreements. The Contractor and any subsequent subcontractor shall take all necessary and reasonable steps to insure that Minority and Women Businesses have the maximum opportunity to compete for and perform a portion of the work included in this contract and shall not discriminate on the basis of race, color, national origin or sex. Failure on the part of the Contractor to carry out the requirements set forth herein shall constitute a breach of contract and, after proper notification, may result in award disqualification, termination of the contract, disqualification from bidding, or other appropriate remedy. The Contractor shall exercise all necessary and reasonable steps to insure that Disadvantaged Businesses participate in at least 6.1% of the contract. The contract was awarded with 6.1% participation for Disadvantaged Business Enterprises. Mr. McKeel advised the Contractor that in administering the contract, full documentation of the DBE payments and related form would be expected in a prompt manner. The Contractor is urged to document, in writing, all actions taken in complying with Equal Opportunity of Employment Provisions, Training Provision, and Minority Business Enterprise Provision. This includes applicant referrals, meetings with employees, on-site inspections, wage evaluations, etc. Preconstruction Conference Minutes B-4321 Page 3 All subcontractors and suppliers are responsible for meeting the same requirements as the prime contractor, and it is the prime contractor's responsibility to oversee that both are in compliance. All alleged discriminatory violations should be brought to the attention of the Resident Engineer. The State will conduct a Contract Compliance Review sometime during the life of this contract. Therefore, fair employment practice should be maintained at all times. Replacement of MBs and WBs - If any MB or WB subcontractor indicated on the form for listing of MB and WB subcontractors does not perform satisfactorily to the extent indicated or anticipated, the Contractor shall take all necessary, reasonable steps to replace the MB subcontractor with another MB subcontractor, and the Contractor shall take all necessary, reasonable steps to replace the WB subcontractor with another WB subcontractor. Any changes need to be submitted to the Resident Engineer. Reporting Minority Business Enterprise or Women Business Enterprise Participation - When payments are made to Minority Business Enterprise firms or Women Business Enterprise firms, including material suppliers, Contractors at all levels shall provide the Engineer with an accounting of said payments. This accounting shall be furnished to the Engineer for any given month by the end of the following month. The Contractor shall report the accounting of payments through the Department's MB/WB Payment Tracking System, which is a web-based application. The System can be accessed through the following web link: hitps:Happs.dot.state.nc.us/Vendor/PaN,menlTracking/. The Contractor shall also provide the Engineer an affidavit attesting the accuracy of the information submitted in the Payment Tracking System. This, too, shall be submitted for any given month by the end of the following month. Mr. McKeel addressed the Contractor's concerns regarding removal of a DBE, stating that retaining the committed percentage participation is important and the resident's office should be notified immediately. Retainage and Prompt Payment - The Department will not deduct and hold any retainage from the Prime Contractor on this project. The Department will withhold an amount sufficient to cover anticipated liquidated damages, as determined by the Engineer. Contractors at all levels, prime, subcontractor or second tier contractor, shall within seven calendar days of receipt of monies resulting from work performed on the project or services rendered, pay subcontractors, second tier subcontractors or material suppliers, as appropriate. This provision for prompt payment shall be incorporated into each subcontract or second tier subcontract issued for work performed on the project or for services provided. Certified payrolls are required on this project unless otherwise advised by the Engineer. Outsourcing Outside the LISA - All work on consultant contracts, service contracts and construction contracts shall be performed in the Untied States of America. No work shall be outsourced outside the United States of America. Preconstruction Conference Minutes B-4321 Page 4 PROJECT SPECIAL PROVISIONS ROADWAY Final Acceptance and Fourteen Day Observation Period - Upon completion of construction as shown on each map, a 14-day observation period is required before acceptance. Completion and final acceptance of the project is contingent upon successful completion of the observation period. PROJECT RIGHT OF WAY Lloyd Johnston advised that all right of way easements are okay. PROJECT SPECIAL PROVISIONS - UTILITIES Benny Woodard advised that utility facilities have been relocated or that any possible conflicts will be handled during construction. PROJECT SPECIAL PROVISIONS - SEEDING AND MULCHING Wendi Johnson advised the Contractor that crimping the straw mulch and heavily tacking same is a project requirement. ASPHALT PAVEMENTS - SUPERPAVE Andy Pridgen reviewed the Standard Specification change that states the following, "If the Engineer allows the mix to remain in place, payment will be made in accordance with Article 105-3." Andy Pridgen asked if there would be wedging on the contract, to which the Contractor replied that there was not. Andy Pridgen asked the Contractor if he had any questions of the Special Provisions outlined on pages 30 thru 38. Mr. Pridgen advised that the Special Provisions in this contract are dated 7/18/06 (Rev. 12/18/07). Mr. Pridgen noted the minimum temperature requirements for placement of the various mixes of asphalt, how lots are determined, and the procedures and tolerances for use of RAP in the production of mixes. Density testing method will be core samples. The Contractor indicated that borrow material will be obtained from a commercial pit. PROJECT SPECIAL PROVISIONS - PERMITS Wendi Johnson covered the provisions of the contract permits and warned the Contractor to work within the approved permitted sites. Mike McKeel indicated that an environmental meeting will be held on the project on June 12, 2008 at 2 p.m. to discuss wetland and buffer boundaries. Preconstruction Conference Minutes B-4321 Page 5 OTHER COMMENTS The Contractor's monthly estimate will be done the last day of the month. There were no further questions and/or comments and the meeting was adjourned. UNITED CONTRACTORS, INC. f -7 / 2,9 / U08 ~e . DAT APP OVED NAME AND TITLE