20181344 Ver 2_Pre-Construction Meeting Summary_20201218

Oak Island Pre -Con Meeting
December 10, 2020
Attendee and Contact List
Name Organization / Role
Email Contact
Town of Oak Island
Lisa Stites
Town of Oak Island / Town Clerk
[e-mail]
Scott Thornall
Town of Oak Island / Public Works Director
[e-mail]
Steve Edwards
Town of Oak Island / Development Services
[e-mail]
Moffatt & Nichol
Dawn York
M&N/Environmental Compliance
[e-mail]
Sam Morrison
M&N/Project Manager
[e-mail]
Katie Finegan
M&N/Assistant Project Manager
[e-mail]
Johnny Martin
M&N/Engineer of Record
[e-mail]
Mark Pirrello
M&N/Project Engineer
[e-mail]
Brandon Grant
M&N/Project Engineer
[e-mail]
Great Lakes Dredge & Dock and Contractors
Steven Lawrence
GLDD/Project Manager
[e-mail]
Hannah Madison
GLDD/Project Engineer
[e-mail]
Matt Jack
GLDD/Quality Control Manager
[e-mail]
Mike Hungerford
GLDD/Site Manager
[e-mail]
Chris Gibson
TI Coastal/Surveyor
[e-mail]
Chrissy Hensel
Earth Balance/Dune Planting
[e-mail]
Federal and State Agency Representatives
Greg Currey
USACE/404
[e-mail]
Kathy Matthews
USFWS/SPBO T&C
kathryn [e-mail]
Twyla Cheatwood
NOAA Fisheries/EFH
[e-mail]
Heather Coats
NCDCM/CAMA Permit
[e-mail]
Tara MacPherson
NCDCM
[e-mail]
Ben Brink
NCDCM
[e-mail]
Maria Dunn
NCWRC/Natural Resource Protection
[e-mail]
Tyler Benson
NCDWR/401 Water Quality
[e-mail]
Robb Mairs
NCDWR/401 Water Quality
[e-mail]

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PRE -CONSTRUCTION MEETING SUMMARY
for
Renourishment Project 2020/2021
Town of Oak Island
Oak Island, North Carolina
December 10, 2020 at 10:00 am
WebEx and Join by Phone
SUMMARY
1. Introductions
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-See attached attendance sheet with email contact information. Phone contact information
will be distributed later.
-Noted that this preconstruction meeting is intended to cover hydraulic dredge conditions,
if Contractor elects to use a hopper dredge an additional preconstruction meeting would
need to be held.
2. Safety Moment
-Contractor shared how in Florida the crew rescued people in the water who were having
trouble swimming.
-Engineer shared importance of heavy equipment traveling up and down beach with an
escort while outside of the active work areas, especially during demobilization.
3. General Review of Contract Conditions
• Excavation Limits, Volumes, Dune Plantings, Placement Areas, and Prices (Lump Sum
and Unit)
-Project overview is shown on sheet C-100. The numbers awarded and reviewed now are
different than sheet C-100 due to the owner's budget, however the end point of project
could increase/decrease within constraints of contract.
o The overall Beach Fill - 756,000 cy over 17,800 LF.
o Base Bid: 530,000 cy (Oak Island East 11,900 LF).
o Add Alternate #1: 165,000 cy (Oak Island Central 4,500 LF).
o Add Alternate #2: 61,000 cy (Oak Island Central 1,400 LF).
-Dune Planting: 66,200 sy of planting across Base, Add Alternate #1 & #2 reaches (more
detail provided later when reviewing the planting spec).
-The contract was set up with mob/demob paid as a lump sum price. Dredging with beach
fill and dune planting will be paid at the unit price based on the actual measured quantity.
Beach tilling and suspension of work will be paid at the unit rate only if directed by the
Owner.
-Borrow Area, Jay Bird Shoals is broken out into 3 Zones.
o Zone 1 — Target dredging elevation is -24 ft NAVD88. The estimated volume
available to this elevation is 561,450 cy. Dredging in this zone cannot exceed (go
lower than) the elevation of -26 ft NAVD88.
o Zone 2— Not Available for use by hydraulic dredge.

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o Zone 3 — Target dredging elevation is -25 ft NAVD88. The estimated volume
available to this elevation is 834,612 cy. Dredging in this zone cannot exceed (go
lower than) the elevation of -27 ft NAVD88.
o Total — 1,396,062 cy (to target dredging elevations)
-Vertical Datum is in NAVD88 which is a difference of 2.9 feet above MLW.
-Non-Pay Allowable Overdepth: "There is additional allowable non -pay overdepth from
the target elevation for hydraulic pipeline dredges and from the paid overdepth limit for
hopper dredges down to the "not to exceed" elevation for each zone shown on the plans.
In areas where the pre -dredge survey shows depths deeper than -19.0' NAVD88, any
non -pay allowable overdepth quantity shown to be removed, based on the final
hydrographic survey of the Jay Bird Shoal Borrow Area, will be deducted from the final
beach fill pay quantity at the Base Bid Unit Price per cubic yard." For clarity, "Material
removed below the target elevation down to the "not to exceed" elevation, from areas
shallower than -19.0' NAVD88, based on the pre -dredge survey, will not be deducted
from the final beach fill pay quantity."
Order of Work/Liquidated Damages/Payment Template
-Substantial completion is defined by completion of beachfill which is required by April
30, 2021. If beachfill is not completed by this date, liquidated damages are activated at
$4,000/day. Final completion is completion of all work with project made ready for final
payment; this is required by August 31, 2021. If the Contractor fails to meet this schedule
liquidated damages are activated at $500/day.
-Contractor required surveys are to be performed by an independent NC registered
Professional Land Surveyor.
-Pipeline Corridors should avoid hardbottom areas, GPS locations should be provided to
USACE/Engineer no later than one week after placement.
-Available staging areas are shown on sheet C-101 and are further detailed in Appendix
C.
o The staging/access areas shall be restored to pre -project conditions or better.
o Coordination of use of these areas will go through the Town's Public Works
Director, Scott Thornall.
-Borrow area on sheet C-102 shows a 50 ft buffer on marine debris, the Contractor can
remove the marine debris if they choose. Once Contractor proves the marine debris has
been removed, then buffer can be removed.
o Studies have been completed for the borrow area and are included in Appendix A
& B. Targets were found but no cultural resources were found.
o After Dredge Survey of the borrow area (including all 3 Zones) is the
responsibility of the Contractor.
-Dune Section shown on sheet C-300 applies to Base, Add Alt #1, Add Alt #2 reaches.
o Dune back slope 5H:1V (tie into existing ground even if it means covering
vegetation, area will be revegetated).

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o Dune front slope 4H:1 V (This is a change due to agency concerns which were
discussed and approved by contractor. Revised drawings will be provided prior to
construction).
o Dune crest width 10 ft (This is a change that is a result of steepening the front
slope).
o Dune planting on dune crest and back slope only, not on front slope.
o +/- 0.5' tolerance above MTL and compensating slope below MTL. Engineer
explained the compensating slope and noted GLDD's Project Engineer was very
familiar with the method as it is similar to previous M&N project she had recently
worked on.
4. Contractor Presentation - Project Plan of Operations and Schedule
• Project Safety -Little different with COVID rules for crew and office personnel. Virtual
meetings when possible. Crew and site team going to dredge with limited access.
• Project Office location-4701 Southport Supply Rd. Marina (Safe Harbor) was hit hard by
Isaias, should be working by Jan. 1, 2021. Contractor currently working with USACEBHI
for the Smith Island Range project.
• Project Crew Boat Landing and Parking -At Safe Harbor Marina
• COVID-19 Restrictions (Working with COVID)
-Follow CDC guidelines, masks, social distancing, outdoor meetings, negative COVID
test before arriving on stie, rapid test done when arriving on site (must also be negative).
-Anyone from outside GLDD coming to dredge would need negative rapid test, mask,
remain in small group, if allowed at all.
-Virtual interaction with client and engineer as much as possible.
Project Diagram/Layout
o Submerged pipeline going directly from Jaybird Shoals borrow area to the eastern
end of the project (Station 296+50).
o Working the beach fill from east to west.
o Booster pump to be placed as close to shore as possible.
-Engineer expressed concern about sound issues
• Initial Project Schedule
o Mob Pipeline- waterside activities end of year/beginning of year, 50 days.
o Mob Dredge- Dredge Ohio currently scheduled to start Feb 20.
o Timeline/Dredge Plant to Be Used and Where- 40 days of beach fill
(weather/mechanical could increase/delay) Base, Add Alternate #I, and portion of
Add Alternate #2 expected to be complete by April 1. Kathy Matthews, USFWS,
stated that on beach demob must be complete by April 30. Additional waterside
demob will continue beyond April 30.
o Initial Plan for Direction of Progression of Fill and General Timeline -start east
and proceed west, pipeline will span the length of beach with emergency vehicle
and pedestrian access sand ramps over pipe.
• Anticipated Pipeline Landing Location: 63rd Street, booster pump expected to be
relatively close to shore (500-1,000 ft), will not be in surf zone.

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o Surveys of Pipeline Corridors— Engineer explained the pipeline corridors and the
placement of the booster pump must be cleared of hardbottom.
• Construction Access- sand is actively being removed from staging areas by Town. No
concerns from Contractor on availability of areas.
• Staging Areas and Storage of Equipment- Security Requirements- None.
• Survey Plans-Preconstruction survey currently scheduled mid -January, every 100 ft.
Engineer says earlier the better, the 6-week window is no longer a requirement. GLDD
may mobilize the CRAB (Coastal Research Amphibious Buggy) to survey within the surf
zone. Upland registered surveyor to supervise and combine data from CRAB if CRAB is
utilized.
o Data Collection and Reporting Procedure -Daily submittal from surveyor to
Contractor of AD/BD. Format to be xyz and BMAP. Surveyor asked for leeway
on 5-7-day pre survey window, if 14-day window can be allowed (survey
equipment breaks). Engineer states if window is extended will want some check
sections if a weather event affects erosion/accretion. Surveyor performs closeout
surveys ahead of a storm.
• Borrow Area Management- Contractor will target areas with high face (allowable cut
depths) Cut layout going east west and north in Zone 3. Efficient without destroying
borrow area for future use.
• Beach Fill Management- 38-40 yds per foot, 500 ft per day, dredge expected to place
20,000 cy/day.
o Equipment and Method for removing rock- Contractor will have rake as denoted
in plans and specifications.
-Engineer expressed if GLDD's method of building the dune is to utilize existing
material from the beach this will require them to also rake the newly constructed.
o Dune Construction Method -smaller machine for closer work, bobcat, or hand
tools for structures onto beach. Dune will be a mixture of existing and newly
pumped sand.
• Material Quality Control -visual inspection daily, 3rd day visual assessment, once a week
sieve analysis.
• Turbidity Control- 25 NTU or 25 NTU above background? Contractor asked for
clarification. Tyler Benson, DWR, confirmed the receiving waters (defined as 2,000 ft
offshore) is not to exceed 25 NTU; if turbidity exceeds this level due to natural background
conditions, the existing turbidity level shall not be increased.
-Engineer offered to review Contractor workplan and share with agencies once approved.
• Planting Schedule and Methods by Earth Balance
o Minimization of Driving around Action Area -accessing with UTV and utility
trailer, couple of pickup trucks, 2 trips from staging area to planting area. Plants
will be in enclosed trailer at staging area.
-Kathy Matthews (FWS) confirms trailer is on ATV/UTV 12-15 feet.
o Turtle Nesting Survey Coordination- start around turtle nesting season, get as
much done before as we can. 2 or 3 weeks for planting timeline. Will coordinate
with turtle volunteers, as necessary.
- Engineer recommends a call closer to the start of planting (start of April) with
FWS/NCWRC to review planting schedule and point of contacts/procedures.

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o Equipment Anticipated to be used -everything is performed by hand, handheld
gas -powered augers for planting holes, fertilizer, and gel in hole after drilled, then
plant is added and packed. Estimate 15,000 — 20,000 plants a day.
• Compaction Monitoring- Engineer stated this will not be done until equipment is finished
going back and forth on beach. At end of project when everything is removed, right before
sea turtle nesting season. If tilling is needed, escort vehicle will be utilized with warmer
weather and more people on beach.
-FWS clarified that tilling not typically required, FWS and/or WRC will check on
material quality. Would like a heads up on schedule to make this happen. Dawn will
coordinate this.
• Escarpment Surveys- visual check daily, ride beach length daily, plan to knock down
based on height/frequency if needed. Escarpments are a necessary evil of pumping sand.
• Contractor Utilities (If Needed)— Water for Planting? Easier to use if available, if not will
use a water truck.
5. Authority of Construction Engineer / Construction Engineer's Representative
• Project Representative -Engineer (M&N) will be Owner's representative.
• Roles of Personnel
o Sam Morrison — Project Manager
o Katie Finegan — APM
o Dawn York — Environmental lead and Resident Project Representative
o Johnny Martin - Engineer of Record
o David Kelly — Owner/Town Manager
o Scott Thornall — Contact for staging/utilities
• Authorized Variations in Work
o e.g., Change in Template- Field Orders that do not change the cost.
• Rejecting Defective Work -Engineer authority and final.
• Decision on Requirements of Contract -Engineers decision will be final and binding on
Owner and Contractor.
• Limitations -Engineer will not supervise, direct, control or have authority or be
responsible for the means methods, techniques, sequences, procedures, or safety
precautions and will not be responsible for the Contractor's failure to perform the Work in
accordance with the Contract.
• Changes in the Work (Change Orders) -in accordance with Article 10 of Standard General
Conditions
o Procedures
-Written Change order signed by the Engineer and the Town for any changes that
involve cost.
-No compensation for work without a change order.
6. Permit Requirements
• USACE (Greg Currey)
o USACE agreed that pipeline dredge would not require the SARBO observer
requirements.

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o Special Operating Conditions/ Escarpment Monitoring
-Review 404 conditions: #7-Owner notify in writing; # 11-beach compatible
material, submittal on weekly basis; #13 provide written notification of project
completion; #20 falls under SPBO; #23 dune planting conditions (after May 1
conditions), wet sand vs. dry sand conditions, mark designated planting area for
turtle volunteers to check, nests buffer marked, notify completion; #25 survey of
JB shoals 500 ft outside borrow area; #41 provide Greg Currey (phone 910-523-
1151); #42 excavation limits; #43 Caswell beach monitoring (Owner); #44 TAC
(Owner) #45 304 acres.
• FWS (Kathy Matthews)
- Can provide a copy of the Statewide Programmatic BO (SPBO) by email to anyone who
needs it. Engineer clarified the Contractor received as part of specs.
o Terms and Conditions/ Reporting Requirements
o Dune Planting Requirements
-Use set A of terms and conditions
-Work Window (April 30). Removing Rock (during daylight). A5 predator
approved trash cans. A6 pipeline placement coordination is covered by this
meeting. Access points should be as close to work area as possible (to limit
driving on beach). A8 meeting now. Piping plovers and red knots. Notify if any
nesting shorebirds. Include Kathy on weekly report for sediment quality. Sea
turtle nesting surveys for 2 years after by Owner. Escarpments/compaction
already covered. Again, hopefully no tilling required. A20 reports required
(M&N/Town). Jan 31, 2022 sea turtle monitoring report -escarpment and any
sediment issues
• NCDCM- (Heather Coats primary contact, Tara MacPherson alternate).
o Excavation Limits/ Non -Compatible Sediment Notifications/ Sediment Sampling
Requirements/ MHW Surveys
-Plans/template changes other than reducing scope of work should go through
DCM. Require MHW survey from preconstruction survey.
-Excavation limits review. Review Rock/raking. DCM request copy of weekly
sediment report. Dredge pipe leaks, pump stop. One active work area at a time.
Land based equipment brought through existing access. # 14 low protective dike to
not impact private properties. Artificial reef will be avoided. DWR violation is
also a CAMA violation. Removal of marine debris buffer is removed only once
debris is confirmed to be removed. Contractor does not plan to remove it.
-NCDCM asked if all easements in place? Owner responded Attorney is filing
cases for those that have not been turned over.
-Existing staging areas. Not disturbing more than 1 acre of MHW? Engineer
confirmed.
-State property office easement required or not required? Dawn to follow up.
-Tara-noted about the stable vegetation line. And how important it is for property
owners. Engineer confirmed importance.

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• NCDWR (Tyler Benson)
o Turbidity Limits/ Compaction/ Tiling Notification
-Individual permit issued by central office in Raleigh. Work around moratorium
and stay within turbidity standards.
7. Contractor Notification Procedures
• RFIs
o Request for information
• Serial Letters System
o Engineer will use a serial letter system and asked that the Contractor do as well.
• CC Construction Engineer on Official Notifications/ Correspondence
8. Project Submittals (Section 1330 of specifications)
• Submittal Register -Use as living document and a guide for submittals.
• Submittal Procedure
o Transmittal Form 4025-R March 2012.
o The CE will assign submittal action codes for all properly identified submittals.
The action codes are based on UCASE ENG FORM 4025-R, March 2012.
A — Approved as submitted. B — Approved, except as noted. Resubmission not
required. C — Approved, except as noted. Refer to comments. Resubmission
required. D — Will be returned by separate correspondence. E — Disapproved.
Refer to comments. F — Receipt acknowledged. G — Other action required
(Specify).
• Health and Safety Plan, Work Plan, QC Plan, Environmental Protection Plan
• Dredging and Dredged Material Placement Plan, Notice to Mariners, Certificates of
Equipment and Machinery Operator Authorization, Operational Plan to Avoid Endangered
Species Takes
• Pre- & Post- Construction Survey Drawings and Volume Calcs, Pre -Construction MHW
Contour Line, Sediment Analyses
• Beach Fill Placement Records and Survey Data, After Dredge Survey, Photographs
9. Project Startup Requirements
• Notification of start of dredging
• Contractor will perform Pre -Placement Surveys as soon as possible.
• M&N will adjust Plan to meet Beach needs and Project Volumes after receipt of the pre -
placement surveys.
• M&N will issue revised plan set for required beach sections before Contractor's planned
date to start pumping operation.
10. Quality Control Procedures
• Preparatory, Initial, and Follow -Up meetings
o Provide notes/minutes of all meetings and supply with QC report
o Scheduling
-Notice to Engineer at least 24-hour prior to meetings.

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11. Progress Meetings —Weekly (Set Day and Time if Possible)
-Wednesday are best day will look at an afternoon time (M/F are bad).
• Requirements of Weekly Meeting
12. Payment Requests (Article 14 of General Conditions as amended by supplemental
conditions)
• Timeline
0 25' day of the month due
0 10 days for Engineer to review
o Payment due end of second month after submission
• Frequency of Submissions
o Monthly can be more frequent in the event of large completion such as M&D.
o May only be one to two invoices given project schedule
• Beach Fill Segments Surveys and Procedures
o For payments, the Contractor must include the stamped and signed volume
calculations from the registered survey with the pay estimate.
13. Site Working Conditions (Specification Review)
• Dredging 02881
-No pre -dredge survey required; Contractor responsible for post dredge survey within 30
days of completion of dredging.
-26 ft NAVD88 is the permitted depth for Zone 1, -27 ft NAVD88 is the permitted depth
for Zone 3 (Zone 2 not applicable for hydraulic dredge).
-M&N asked GLDD to provide hydrographic surveys of the borrow area as often as
possible since will not be able to physically inspect on dredge due to COVID restrictions.
-Artificial reef shown on C-100, maintain 2,000 ft buffer from the center location.
Transiting the area is allowed if no tow cable lines in water.
• Beach Fill 02882
-Work shall proceed from east to west.
-Pre-construction survey to be performed by Contractor before dredging, provide to
engineer at least 3 weeks (would like earlier given all the changes that have likely
occurred) before dredging to make any necessary changes to the template to account for
changes in the shoreline from the time of the design surveys.
-Provide the +1.8' NAVD88 Contour 3 to 6 weeks before dredging. This can be pulled
from the100' pre -placement beach surveys.
-Payment Surveys and Laying out of baseline require an independent registered NC PLS
-Pre-fill survey must be done within 7 days of placement and post -fill within 5 days
following placement (Contractor responsibility).
-Tolerances +/- 0.5' above MTL and modified compensating slope below MTL.
-No more than 1,500' beach closed off at any time.

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-Prior to sand placement all rock/debris must be removed with a beach rake (max of 3"
spacing b/w tines). Raking occur from MTL up to veg line/dune tie in. If existing beach
sand is used to create the dune, the entire dune must also be raked again prior to dune
grass planting. Raking during shorebird nesting season (April 1 to Aug 31) daylight hours
only. -Sediment analysis: Daily Visual Inspection logged on QC report, 3rd day visual
inspection with a written assessment provided same day, 7th day sample taken with full
lab analysis.
-Fill under around structures.
-Fill over existing vegetation to tie in back of dune slope only as needed.
Adjustments may be made to the template based on pre -fill survey to maintain the
contract quantity at 100%.
-Emergency Vehicle Accesses (C-501), Beach Public Accesses (10 ft planting gap, post
and rope), Dune Walkovers (5 ft planting gap, post and rope).
• Planting 02923
-Plant Materials-75% Sea Oats, 20-25% Bitter Panicum, 5% Seashore Elder.
-24" Spacing, 5 ft wide will be left out at dune walkovers, 10 ft wide will be left out at
beach public accesses.
-Equipment Restrictions -November 16 — April 30 no restriction, May 1 to November 15
restriction in 3.2.2.2.
-Sprig Establishment Period- 80% survival after 90 days.
14. Change Orders/Field Adjustments to Fill Template
• Surveys Information Flow
o Goal is to have the pre -fill surveys to the Engineer as soon as possible (within the
allowable window) to allow for adequate time to make adjustments if necessary.
• Change in Template Directives
o Are adjustments to the template to maintain the approximate fill density based on
the conditions at the time of construction.
o Issued as not cost changes and do not require the Town's signature.
15. Construction Access
• Review Contractors Planned Use
• Restoration of Areas/Town Coordination
16. Dredge Work Area and Access to Dredge
• COVID
• How will Contractor have increased QC with no one allow on board.
o Engineer requested GLDD provide Borrow Area surveys whenever taken?

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17. Project Closeout
• Required to be submitted to USACE
o 30 days after completion of dredging.
• Generally, 90 days after final planting completed.
48. Value Engineering
• Engineer encourages the use of Value Engineering as provided in the contract.
19. Other Items
• None.
20. Adjourn