2601_CumberlandCoMSWLF_Phase4_preConst_meeting_minutes_DIN27861_20170523

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CUMBERLAND COUNTY SUBTITLE D LANDFILL
PHASE IV EXPANSION CONSTRUCTION PROJECT
CUMBERLAND, NORTH CAROLINA

PRE-CONSTRUCTION CONFERENCE
MAY 23, 2017, 10:00 A.M.

ATTENDEES

See attached sign-in sheet.

AGENDA

See attached agenda.

MINUTES
(Itemized per the attached agenda)

2. Personnel:
- Address for Sargent Corporation (Sargent) is:
11139 Air Park Road, Suite 1
Ashland, VA 23005
- Construction Manager for Sargent will be Travis Ridky [phone]
- Construction Superintendent for Sargent is Rick Powell [phone]
- Emergency Contact Day or Night for Cumberland County (County) is Jerod Roberts (757)
535-2480 or Chad McLean [phone]
- Registered Surveyor for Sargent will be Flora Survey Associates

4. Review of Work:
4.1 Schedule
- Date of Notice to Proceed: June 19, 2017
- Date of Construction to Start: June 20, 2017; mobilization will occur the week of June 12th.

4.3 Correspondence
- Travis Ridky and Rick Powell (Sargent) will be copied on all correspondence. Rick Powell
to coordinate with the CDM Smith Resident Project Representative (RPR) on a daily basis.
- Daily reports, shop drawings, etc. will be uploaded to the dedicated project Workroom.

4.4 Contract Time
- The Substantial Completion A (sediment removal and grading of existing perimeter ditch)
contract time of 90 calendar days from notice to proceed will be delayed until County
completes seeding slopes of the Subtitle D landfill.

6. Applications for Payment (Section 01027):
- Sargent to provide the Contractor’s Sales Tax Report Form with each pay app.

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7. Changes and Modifications (Section 01036):
- Travis Ridky will accept changes in the work on behalf of Sargent.

8. Procedures for Maintaining Record Drawings (Sections 01050 and 01720):
- Sargent to document what’s different than plan drawings each month via redlines.
- CDM Smith to provide Sargent with CD containing the project CAD files.

9. Shop Drawings (Section 01300):
- Shop drawing submittals and responses shall be uploaded to the project Workroom.

10. Permit Requirements (General Conditions Article 3.6):
- Sargent responsible for obtaining a burn permit from the NC Forest Service. Sargent shall
check with all applicable agencies such as NCDEQ Division of Air Quality and
Fayetteville Fire Department to ensure no additional permits are required for open
burning.
- A copy of the burn permit shall be sent to the NCDEQ Solid Waste Section (SWS)

11. Submit Construction Schedule (Section 01310):
- Contractor work hours are 6 am – 4 pm Monday to Friday. Saturday work will be
performed as needed. Sargent to inform CDM Smith at least 72 hours prior to any work
performed outside of the contract regular hours.
- Travis Ridky will serve as the project scheduler for Sargent.

12. Construction Documentation (Section 01381):
- Preconstruction photography shall include all access roads and existing areas within the
limits of disturbance.

13. Field Engineering (Sections 01050):
- Surveyor shall sign off on each layer of the base liner system prior to proceeding.
- Sargent to alert CDM Smith immediately of any potential tie-in issues to Phase II.

14. Testing and Laboratory Services (Section 01410):
- Test pad for clay layer will be performed within Cell 9.
- Permeability testing to be performed on a grid pattern with results available within 48
hours.

15. Safety and Protection (General Conditions, Sections 01102 and 01041):
- Rick Powell (onsite) and Jason Frederick (Stillwater, ME corporate office) will serve as the
Health and Safety Representatives for Sargent.
- No smoking is allowed at the Ann Street landfill.

17. Temporary Utilities (Sections 01510):
- Jerod Roberts (County) to check with DTE Biomass Energy regarding power.
- Sargent to contact PWC and setup account for water use.

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18. Field Offices (Section 01590):
- Sargent typically provides 2 field offices, but may use 1 larger trailer provided it has 2
offices and a meeting area.

19. Construction Plans and Specifications:
- Electronic copies of the conformed plans and specifications will be uploaded to the project
Workroom.

20. Warranties (Section 01740):
- Warranties shall be submitted prior to substantial completion dates.

22. Discussion of Other Items:
- NCDEQ SWS requested that CDM Smith review the detail regarding landfill gas pipe
trench and to alert them of anything impacting the approved permit to construct plan
sheets.
- Excavation of clay in the vicinity of leachate landfill outlets will not be allowed once the
pipe penetrations are in place.
- NCDEQ SWS would like to be notified within 1 week of the leak location survey. One
week notice may not be feasible, but SWS will be notified as soon as the survey is
scheduled.

CUMBERLAND COUNTY, NORTH CAROLINA
CUMBERLAND COUNTY SUBTITLE D LANDFILL,
PHASE IV EXPANSION CONSTRUCTION PROJECT

PRE-CONSTRUCTION CONFERENCE

AGENDA

May 23, 2017
10:00 A.M.

1.0 INTRODUCTION AND SIGNING OF ATTENDANCE SHEET

2.0 PERSONNEL

Owner: Cumberland County
Solid Waste Management Department
698 Ann Street
Fayetteville, North Carolina 28301

Jeffery Brown, Engineering and Infrastructure Director
Jerod Roberts, Solid Waste Director

Engineer: CDM Smith

Design Construction
CDM Smith CDM Smith
5400 Glenwood Ave, Suite 400 Ann Street Landfill
Raleigh, NC 27612 Address as above
Phone: [phone] Phone: TBD

Martin Sanford, CDM Smith Project Director
Aaron Weispfenning, CDM Smith Construction Services
Coordinator
Jintao Wen, CDM Smith Geotechnical CQA
Curtis Wilson, CDM Smith Resident Project Representative

Contractor: Sargent Corporation.
P.O. Box 435
378 Bennoch Road
Stillwater, ME 04489
Phone: [phone]

Name Phone
Construction Manager
Construction Superintendent
County Emergency
Day
Night
Registered Surveyor
Professional Engineer
Others

3.0 REVIEW OF MDBE REQUIREMENTS
Cumberland County has a goal of 10% for minority/disadvantaged business enterprise
(MDBE) participation. Documentation for Contract Payments which documents monthly
and final contract payments by Sargent to MDBE firms is required for each application
for payment.

4.0 REVIEW OF WORK

4.1 Schedule

Date of Notice of Award of Contract to Contractor: April 20, 2017
Date of Notice to Proceed:
Date of Construction to Start:

A list of early submittal and notification requirements are provided in specification
Section 01010, Paragraph 1.05.

4.2 Communication

All onsite questions will be directed to CDM Smith Resident Project Representative
(RPR).

4.3 Correspondence

Email correspondence will be acceptable. All correspondence including pay requests,
daily reports, shop drawings, field notifications are to be addressed to:

Aaron Weispfenning, P.E.
CDM Smith
5400 Glenwood Ave, Suite 400
Raleigh, NC 27612
[e-mail]

With an information copy to:

Owner: Jerod Roberts
CDM Smith Resident Project Representative: Curtis Wilson

What are Contractor's requirements?

The following numbers shall appear on all correspondence for this project:

CDM Smith Project No. TBD

4.4 Contract Time

Substantial Completion A – 90 calendar days
Substantial Completion B – 180 calendar days
Substantial Completion C– 270 calendar days
Final Completion – 300 calendar days
Liquidated Damages for this project, as defined in Article 7 of the Agreement, shall
be:

$500.00 per day for each calendar day of delay until the Substantial Completion A
Work as defined in Article 3 of the Agreement has reached substantial completion.

$1,000.00 per day for each calendar day of delay until the Substantial Completion B
Work as defined in Article 3 of the Agreement has reached substantial completion.

$1,000.00 per day for each calendar day of delay until the Substantial Completion C
Work as defined in Article 3 of the Agreement has reached substantial completion.

$1,000.00 per day for each calendar day of delay until the Work as defined in Article
3 of the Agreement has reached Final Completion.

4.5 Landfill Access

Sargent is responsible for all access and securing the landfill if they are on-site after
County staff has left for the day. Sargent will coordinate with the County on access, i.e.,
keys to locks, etc.

5.0 SCHEDULE OF VALUES (Section 01026)

See Specification Section 01026 for content.
Shall be approved by Engineer prior to first Application for Payment.

6.0 APPLICATION FOR PAYMENT (General Conditions and Section 01027)

Application for Payments are submitted to CDM Smith Resident Project
Representative, in draft for review. Submit four (4) copies of the final approved
originally signed Application with "Surety Acknowledgment of Payment".
Stored materials will be paid if they are stored onsite, in accordance with (Section
01600).

Bills of Sale marked "Paid" will accompany Application for Payment for material
stored onsite. The number(s) of the payment check(s) should also appear on the Bills
of Sale.
Contractor's Sales Tax Report Form is included in Specification Section 00820.

As a prerequisite for Monthly Progress Payments, provide an accumulating cost
curve (tabular and diagram).
Consent of Surety Company to Final Payment Form included in Specification Section
00800. One original to be submitted with Final Payment Application.
Contractor’s Release of Owner Form is included in Specification Section 00800.
Final Receipt Form is included in Specification Section 00800.

7.0 CHANGES AND MODIFICATIONS (Section 01036)

7.1 Change Orders/Proposals

1. Change Orders/Proposals are submitted to CDM Smith, with a copy to
Cumberland County, and includes complete documentation/breakdown of
costs for same.

Field Order - From CDM Smith to Contractor
Work Change Directive - From CDM Smith/Owner to Contractor
Proposed Change Order - From Contractor to CDM Smith/Owner
Change Order - Paper work by CDM Smith/Owner, to Contractor to be
executed by all parties.
Forms are included in Specification Section 00800.
Note: The notice requirements for each of the above are to be adhered to.

2. Who is Contractor's Representative to accept changes in the work?

3. Only Changes approved by Cumberland County will be accepted for
incorporation into Change Orders.

8.0 PROCEDURES FOR MAINTAINING RECORD DRAWINGS (Section 01050
and 01720)

1. As a prerequisite for monthly progress payments, the Contractor is to exhibit and
provide currently updated “Record Drawings” for review by the Engineer and
Owner.

2. Provide compact disk of the Record Documents.

3. AutoCAD files and standards for Record Drawings - upon request by Contractor.

AutoCAD Disk Disclaimer form is included in Specification Section 01050.

9.0 SHOP DRAWINGS (Section 01300)

1. Only the Contractor will submit shop drawings to the Engineer for review.
Contractor shall be responsible for the submittal of shop drawings for work
conducted by subcontractors.

2. If an "or equal" is submitted, the Contractor shall ensure in writing the following:

The product will perform adequately and achieve the same results.
The product will be similar in substance and be suited to the same use.
If the use of the substitute will require a license fee.

3. Shop drawings are to be submitted to CDM Smith in accordance with specification
Section 01300
Aaron Weispfenning, P.E.
CDM Smith
5400 Glenwood Avenue, Suite 400
Raleigh, NC 27612
[phone]

The Contractor shall submit a copy of each submittal transmittal to CDM Smith’s
Resident Project Representative.

3.1 SUBMITTAL PROCEDURE

1. Contractor shall certify submittals in accordance with Paragraph
1.03 of Section 01300.
2. Each submittal must be identified in accordance with Paragraph
1.03D of Section 01300; Contractor shall utilize a 10-character
submittal identification numbering system.
3. Facsimiles or copies of facsimiles will not be accepted for review.
4. Contractor proposed deviations from the Contract shall be
specifically noted on shop drawing submittals.
5. Partial submittals may not be reviewed.
6. Contractor shall maintain shop drawing log.
7. Contractor shall submit one (1) set of record shop drawings prior
to final payment.
8. No work shall proceed unless shop drawing approval has been
given.

9. Shop drawings and other submittals will be reviewed no more
than twice at the Owner’s expense.

10.0 PERMIT REQUIREMENTS (General Conditions Article 3.6)

Obtain and maintain permits as required for completion of this project including burning
permits for land clearing and/or additional erosion and sedimentation control permit for
work outside the current permitted limits.

11.0 SUBMIT CONSTRUCTION SCHEDULE (CPM FORMAT) (Section 01310)

1. Provide construction schedules per Section 01310.

2. As a prerequisite, provide monthly updates with Application for Payment.

3. Monthly status report submittals shall include five (5) copies of a time-scaled (days
after Notice to Proceed) color diagram showing all contract activities with tabular
reports, updated program disk, and supporting narrative.

4. Regular Working/Access Hours (Section 00800, Article 6)

Regular working hours, excluding Sundays and holidays, are defined as 10 hours
per day, Monday through Friday, between the hours of 6:00 AM and 4:00 PM
and 8 hours per day on Saturday between the hours of 6:00 AM and 2:00 PM.
Requests to work other than regular working hours shall be submitted to
Engineer not less than 72 hours prior to any proposed weekend work or
scheduled extended work weeks. Occasional unscheduled overtime on
weekdays may be permitted provided two hours notice is given to Engineer.

5. What are the Contractor’s work hours?

6. Who is the Contractor’s scheduler for this project?

12.0 CONSTRUCTION DOCUMENTATION (Section 01381)

1. Preconstruction photography shall be digital photograph files. No construction shall
start until preconstruction photographs are complete and reviewed by Engineer for
acceptance. RPR shall be in attendance during the pre-construction photographs.

2. Provide three aerial (oblique) photographs, 20" x 24" masonite board mounted, in
color, one to be taken prior to the start of construction, one during synthetic liner
deployment (HDPE geomembrane, etc.) and one at the completion of the project.
3. Construction progress photographs shall be as specified in Paragraph 3.03 of Section
01381.

4. As a prerequisite, submit monthly progress photographs with each Application for
Payment.

13.0 FIELD ENGINEERING (Section 01050)

Registered Land Surveyor required.
Submit surveys as specified in Paragraph 1.03.
Establish new benchmark and verify location with Engineer, referenced to survey
control points.
Certified site surveys required.
Certification from Registered Land Surveyor required at project completion.

14.0 TESTING AND LABORATORY SERVICES (Section 01410)

1. The Owner will employ and pay for the services of an independent Quality
Assurance Laboratory (QAL) to perform soil, concrete, and stone material testing
specifically indicated in the Contract Documents and may at any time elect to have
materials and equipment tested for conformity with the Contract Documents. If any
test indicates the materials and equipment fail to meet the requirements of the
Contract Documents, the Contractor shall incur the cost of all re-tests and all
associated labor costs. The total of such costs shall be deducted from payment due
the Contractor.

2. Contractor shall employ and pay for the services of an independent GRI certified
Quality Assurance Laboratory (QAL) to perform geosynthetic material testing
specifically indicated in the Contract Documents.

3. Contractor shall employ and pay for services of an independent Quality Control
Laboratory (QCL) to perform soil, stone material, concrete, and protective cover
material specifically indicated in the Contract Documents.

15.0 SAFETY AND PROTECTION (General Conditions, Sections 01102 and 01041)

1. Contractor shall be responsible for initiating, maintaining, and supervising all safety
precautions and programs in connection with the work as specified in General
Conditions Article 6.

2. Submit a Safety, Health and Emergency Response Plan in accordance with
Specification Section 01102.

3. Who is the Contractor's Health and Safety Representative?

4. Within 15 days of Notice to Proceed, the Contractor will submit a Severe
Weather/Hurricane Preparedness Plan. (Section 01041, 1.12)

5. No drugs, alcoholic beverages, or firearms allowed on-site.

6. Review of Cumberland County Safety Requirements.

16.0 CONSTRUCTION AREA AND PROTECTION (Section 01041)

The construction site is located within an active landfill facility. Restraints are:

Preservation areas.
Impact upon existing operations.
Equipment and material storage areas.
There will be no trash piles - use on-site containers.
Dust control will be maintained.
Traffic control (maintenance) and barricades.
Provide and pay for all required erosion and sedimentation control measures and
comply with erosion and sedimentation control plan approved by NCDEQ for this
project.
Gas and monitoring well protection.

17.0 TEMPORARY UTILITIES (Section 01510)

Power (Temporary and Permanent) - Coordination with utility company, provide and
pay for as needed.
Telephone - Provide and pay for as needed.
Water - Provide and pay for as needed.
Wastewater - Provide and pay for as needed.
High speed internet - Provide and pay for as needed for Engineer with strongest
connection at the engineer’s trailer).

18.0 FIELD OFFICES (Section 01590)

Engineer’s field office and equipment
Contractor's office trailer

19.0 CONSTRUCTION PLANS AND SPECIFICATIONS

CDM Smith will furnish three (3) sets.

Has Contractor familiarized himself with the nature and extent of the contract
documents, work, site, locality, and all local conditions, laws, and regulations that in
any manner may affect cost, progress, performance or furnishing of the Work?

20.0 WARRANTIES (Section 01740)

Two (2) original signed copies to be provided in binders.
Include bonds and service/maintenance contracts as required.
Note submittal requirements in Paragraph 1.03.

21.0 PROGRESS MEETINGS (Section 01200)

Progress Meetings will be held bi-weekly with the first to be scheduled within 7 days
after mobilization to the site.
Pre-construction meeting with DTE Biomass Energy prior to work associated with
Sediment Pond 3.
Liner pre-construction meeting schedule

22.0 DISCUSSION OF OTHER ITEMS:

Owner
Contractor
Subcontractor
Suppliers
Utilities
Others
Engineer

23.0 ADJOURN