20090261 Ver 2_Meeting Minutes_20110201

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CONTRACT:
WBS ELEMENT NO
COUNTY:
ROUTE NO:
LOCATION:
SUBJECT:
0202636
41431.3.2
Pitt
NC 43
NC 43 From US 264 to
Road) in Greenville

UV. of SR 1204 (B's Barbeque
Minutes of Preconstruction Conference
The preconstruction conference for the above referenced project was held in the Division
Office Conference Room in Greenville on Wednesday. January 12, 2011, at 10 a.m. Mr.
B. E. Eatmon, Division Construction Engineer (252-830-3490), chaired the conference;
and the following personnel were in attendance:
Ed Eatmon, NCDOT, Div. 2/Division Construction Eng., 252-830-3490
William Kincannon, NCDOT, Div. 2/ Resident Eng., Greenville Const., 252-830-3495
Jeremy Stroud, NCDOT, Div. 2/Asst. Resident Eng., Greenville Const- 252-830-3495
Shields Clarke, NCDOT, Div. 20Construction, 252-830-3495
Jason Beasley, NCDOT. Div. 2/Construction, 252-830-3495
Rob Arnold, NCDOT, Right of Way, 252-355-9059
Chris Coughlin, NCDOT, Right of Way, 252-355-9059
Carla Pugh, NCDOT, Roadside Environmental, 252-482-7977
Maria Rogerson, NCDOT, Division Bridge Program Manager. 2252-830-3490
Walter Spivey, NCDOT, REU, 252-341-4098
Jay Johnson, NCDOT, Div. 2. Environmental Officer, 252-850-3490
Tom Steffens, USAGE, 919-251-4615
Garcy ward. NCDWQ, 252-948-3922
David Wainwright. NCDWQ. 919-807-6405
Barry Kass, Barnhill Contracting, 252-559-0768
Mitch Evans, Barnhill Contracting, 252-885-1736
Buddy Rose, Barnhill Contracting, 252-824-8235
Shannon Douglas, Barnhill Contracting, 252-824-8261
William Wilfong, Barnhill Contracting, 252-883-3326
Randy Bowen, GUC, 252-551-3362
Donny Hemby, GUC. 252-551-3398
Steve Porter, GUC, 252-551-1494
Tim Keeny, Joyner Kceny, PLLC, 252-935-8576
Joey Knoll, S. T. Wooten Corp.. 252-291-5165
Claudia WainATight. Processing Asst.. NCDOT Greenville Const., 252-830-3495
Mr. F.atmun called the meeting to order and the following items were reviewed with
discussion as noted:
RIGI IT OF WAY:
Chris Coughlin with the Right of Way Office stated there were Hive (5) entry agreements
and two (2) condemnations. Other than the aforementioned, everything else has been
settled- Mr. Coughlin provided copies of the agreements to Mr. Kincannon. Mr.
Coughlin advised that Parcels 24, 25, and 26 had been combined with Parcel 23 (Rawls
Property) and Parcels 28 and 29 had been combined (Mosier Property). Mr_ Coughlin did
state that Mr. Mosier (property is located on the right immediately after crossing the
bridge) was not happy with the project and may be combative.
UTILITIES:
Mr. hatmon stated that the utilities by others include Greenville Utilities, Centurylink,
and Suddenlink. Mr. Kincannon advised that all utilities had b,-en moved. Centurvlin,
still has four (4) poles on site and according to his telephone conversation with their
representative; the pules are to be removed by January 21".
UTILITY CONSTRUCTION:
Mr. i:atmon referenced Page 100 of the contract and noted the last paragraph which states
"Prior to commencing, any gas, water or sewer line construction, GUC. shall be contacted
to schedule a separate preconstruction conference. No utility construction shall occur
until after the preconstruction conference is held." Mr. Eatmon asked Mr. Douglas of
Barnhill Contracting when he anticipated beginning the utility work on the project. Mr.
Douglas stated it would probably be in the spring. weather permitting. The actual date
for the preconstruction meeting will be determined at a later date. Mr. Douglas did
indicate he would prefer to have the conference for the gas, water and sewer at the same
meeting. Mr. Douglas will contact Mr. Kincannon on a date for the meeting and Mr.
Steve Porter with GUC will also be notified of the date for the meeting. Mr. Porter also
asked for a copy of the Bid Tabs on the project. Mr. Kincannon stated this would be
provided. Mr. Steffens with the USACE asked if Barnhill would be using open cuts or
directional bores in the environmentally sensitive areas, Mr. Douglas stated they would
be using directional bores.
PERMITS:
Mr. Eatmon referenced the USAGE Permit beginning on Page 191 of the contract and
brought attention to the expiration date of this permit which is March 18, 2012. Mr.
Steffens stated that typically, the permit would be grandfathercd and extended an
additional year. Mr. Steffens advised he would require a 30 day notice to extend the
permit. Mr. Eatmon recommended that we begin this process the first of January of 2012
in order to be assured of having the extension in place prior to the expiration date. Mr.
Steffens said he would need a written request for this extension. Mr. Garcy Ward with the
Division of Water Quality advised that when the USAC E permit is extended. it also
automatically extends the water quality permit as well.
Mr. Fatmon stated that the major impact is in the Harris Mill Run Branch which includes
three but cr sites and two wetland sites. Mr. Douglas stated that the entire bridge would
be built prior to the removal of the existing culvert.
Mr. Steffens referenced Pages 193 through 213 for Nationwide Permit 14 and 27. He
advised that a copy of these permits are to be on the project site at all times. Permit 14 is
for Linear Transportation Projects in waters of the United States. Mr. Steffens went over
the permit and discussed what work the pert-nit authorizes. Permit 27 covers Aquatic
I labi tat Kestoration, Establishment, and Enhancement Activities. Mr. Steffens went over
the conditions of the permit and directed attention to specific items of the permit
including Item 6. Suitable Material; Item 9, Management of Water Flows; Item 11.
Equipment; Item 12. Soil Erosion and Sediment Controls; Item 13. Removal of'
Temporary Fills; Item 14. Proper Maintenance; Item 26. Compliance Certification. Mr.
Steffens also discussed Regional Conditions including Item 3.4. Restriction of t-se of
Live Concrete; item 3.5. Requirements for Using Riprap for Bank Stabilization
(including sub-items 15.1 - 3.5.5). Mr. Steffens asked what material would be used for
the rip rap and Mr. Catmon stated it would be Class 11 (granite); item 3.6. Safe Passage
Requirements for Culvert Placement. Mr. Eatmon advised that the culvert on this project
would be removed after completion of the bridge.
Mr. Steffens asked when the contractor anticipated beginning work and advised they
would need to schedule a compliance meeting. Mr. Douglas and Mr. Rose stated,
depending on the weather, they anticipate starting the first to the middle of March. It was
noted that the actual date for the compliance meeting was not set and will be decided at a
later date. Mr. Eatmon reminded the contractor that erosion and sediment control devices
must be in place prior to any work beginning on the project.
Mr. F:atnxm referenced Page 215 for the 401 Permit for the Division of Water Quality.
Mr. David Wainwright stated that a copy of the letter to tJSACF requesting an extension
also be sent to the Division of Water Quality. He also advised that the project was to be
constructed in accordance with the application dated March 13, 2009 and any changes
would require a modification. Mr. Wainwright went over the Conditions of Certification
listed in the permit. It was noted in Item 4 "At this time NCDWQ has approved no
sediment and erosion control devices in Zone 1, outside of the approved project impacts,
anywhere on this project." Item 1 l (bridge piles and bents) was noted and Mr.
Wainwright asked is the contractor would be jetting. Mr. Eatmon advised that they
would not be jetting as they will be using steel piles. Mr. Wainwright also asked il'barges
would be used on the project and the contractor stated they would not be using barges.
Mr. Wainwright asked if the contractor would be using, a commercial site for their borrow
pit. Mr. Douglas said that yes they would and the letter and a copy of the permit had been
sent to Mr. Eatmon.
Reference was made to the Item 37 "Certification of Completion Form" which is to be
completed and sent to N('I)WQ to notify them when all work included in the 401
Certification has been completed. Mr. Eatmon stated there was not a copy of the form in
the contract and we would need to obtain copies of this form for future use.
Mr. Wainwright stated that if there were any questions or concerns regarding the DWQ
permit to contact Mr. Garcy Ward at 252-948-3922.
Mr. L atmon emphasized Item 27 of the DVv'Q permit regarding the buffer, wetland or
water boundary being clearly marked by highly visible fencing prior to any land
disturbing activities. At no time should any work be done outside the right of way. Mr.
Catmon also referenced Item 8 on Page 217 regarding "Stream Restoration" and asked
who the contact person to schedule a site visit to "close out" the mitigation site. Mr.
Wainwright advised that normally, Jason F iliott in Raleigh was the contact and suggested
he be contacted for follow-up on this item.
CONTRACT TIME AND LIQUIDATED DAMAGES:
The date of availability for this contract is December 27, 2010.
The completion date for this contract is December 31, 2013.
The liquidated damages for this contract are Two Hundred Dollars ($200.00) per calendar
day.
INTERMEDIATE CONTRACT TIME NO. 1 AND LIQUIDATED DAMAGES:
The date of availability for this intermediate contract time is December 27, 2010.
The completion date for this intermediate contract time is September 1, 2013.
The liquidated damages for this contract are One Thousand Dollars (S 1,000.00) per
calendar day.
Mr. Rose with Barnhill stated they would like to begin March 1, 2011 weather
permitting. Mr. Eatmon advised the signing and stake-out should be done prior to work
starting.
CONSTRUCTION MORATORIUM:
No in-water work will be allowed from February 15 through June 15 of any year.
MAJOR CONTRACT AND SPFCIALTY ITEMS:
Reference was made to page 2 of the contract for these items.
FUFI. PR1(:1-. AWUS'l MEN I :
The base index price for diesel 42 fuel is S2.3975 per gallon.
MI_NORI'1_Y Bt jS_INFSS FNTF.R PRICE & %VOMEN BUSINESS ENTERPRISE
Contract goal for MBE participation was 5% but was not met. The Good Faith Effort is
1.6%. Contract goal for WBE was 5% but was not met. The Good Faith Effort is 3.0%.
Contractor was reminded that reports need to be done in a timely manner (refer to Pages
13 and 14 of the contract).
SUBSURFACE: INFORMATION:
Subsurface information is available on the roadway and structure portions of this Project.
Wage 17)
TWELVE-MONTH GUARANTEE:
This is a standard provision for a 12-month guarantee on the materials and work on the
project.
OUTSOtJRCI:NG OUTSIDE THE USA:
No work shall be outsourced outside of the United Sates of America.
EROSION AND SEDIMENT CONTROL/STORMWATER CERTIFICATION:
Reference was made to Page 20 for specifics on Erosion and Sediment Control. Barnhill
was advised that they have submitted the names of their certified personnel for this
project. In addition, Contractor was reminded they will need to get the information on
certified personnel for the subcontractors that will be working on the project also.
Carla Pugh stated that the NPDF.S forms will be required and asked if anyone had any
questions on filling out the forms. It was noted that these forms will be done in
conjunction with the NCDO'1 inspector for this project.
CI,F.AIt1NG AND GRUBBING
Page 28 states that clearing and grubbing will be done by Method 111. Clearing will be to
the right of way at bridge sites.
DRY DETENTION BASIN:
Mr. Douglas asked if a sample of the Bio-soil was required. Mr. Kincannon stated he
thought a sample would be appropriate and asked if Barnhill would he handling this. Mr.
Douglas stated that Wade Moore Co. from Louisburg, NC, who was recognized across
the state, would be doing this.
SODDING:
Reference was made to Page 30 for this item and Mr. Fatmon stated that the sodding was
included in the Basin pay item.
LUMP SUM GRADING:
Mr. Eatmon stated that the borrow material will not he lump sum and would have to be
measured. He asked the contractor how they will he measuring the borrow and Mr.
Douglas said by cross-sectioning the borrow pit. Mr. Eatmon clarified thi,, by stating
"cross-section in place in the original position."
SI IOULDER AND FILL SLOPE: MATERIAL:
Reference was made to Page 35 of the contract regarding this item. Mr. Eatmon stated
that it should be top>oil quality and that the soil must be able to grow and sustain
vegetation. Also, reference was made to Paragraph 5 which states "Provide soil with a
P. I. greater than 6 and less than 25 and with a pH ranging from 5.5 to 6.8. Remove stones
and other foreign material 2 inches or larger in diameter. All soil is subject to test and
acceptance or rejection by the Engineer."
ASPHALT PAVEMENTS SIIPFRPAVF:
Reference was made to Page 54 of the contract for the Standard Specifications regarding
asphalt. Mr. Eatmon also referenced Page 70 regarding Warm Mix and asked the
contractor if they planned to use warm mix on the project. Mr. Wilfong of Barnhill
Contracting stated they do not plant to use wann mix.
PRICE ADJUS"I '%4f;N"I'- ASPI IALT BINDER FOR PLANT MIX:
The base price index for asphalt binder for plant mix is $455.00 per ton.
PROJECT SPECIAL PROVISIONS - EROSION CONTROL
Seeding & Mulching
Mr. Eatmon stated that NCDDOT does not want any Bahiagrass on the project. A list of
approved seed mixes can be found on Pages 131 and 132 of the contract.
Crimping Straw Mulch:
Ms. Pugh referenced Page 133 of the contract and stated crimping is required on this
project.
Reforestation:
Mr. Eatmon advised that trees should not be planted next to the bridge but kept out to the
right of way. Due to limited space, something small growing may have to be planted in
the right of way. This item will be discussed further in the future. Mr. Eatmon also
indicated this may be done by NCDOT.
STREAM CHANNEL RELOCATION LIMITATIONS:
Reference was made to Page 146 which lists the sequence of construction to be followed
in areas designated on the plans as stream relocation.
STRUCTURE SPECIAL CONDITIONS:
The contractor asked for the pay limits of the unclassified structure excavation. The
contract compensates for this line item as cubic yard versus lump sum. Mr. Eatmon stated
it should be from the natural ground to the bottom of the excavation. Mr. Fatmon
suggested making this line item lump sum through a supplemental agreement.
There will be no temporary work bridge for this project. Contractor will work off of mats.
Also contractor to provide PDA.
I)1-.SIGNA'I'ED INSPECTOR ON PROJECT:
Shields Clarke will be Project Inspector and Traffic Control Coordinator for this project,
Jeremy Stroud is the Assistant Resident Engineer and Mitch Evans and Buddy Rose with
Barnhill contracting will be the Superintendent and the Traffic Control Coordinator,
respectively.
Jeremy Stroud asked if the signs would Ix- done after the fact by NCDOT and Mr.
katmon verified this was correct. Mr. Stroud provided plans to Barnhill Contracting
showing where to block out for signs to be located in the islands, etc. in order to prevent
coming back afterwards and cutting out areas.
Monthly construction meetings will be held on the last Tuesday of the month. Estimates
will run through the 31" of the month. Certified payrolls are not required for this project.
CONSTRUCTION CONFERENCE ?4rI; I'ING:
fhe first Construction Conference ]Meeting will be scheduled at a later date.
Meeting was adjourned.
MINUTES PREPARED BY:
Claudia Wainwright. Processing Assistant IV
MINUTES SL:BMITTED BY:
B. F. E:atmon, P.F... Division Construction Eneineer
MINUTES APPROVED BY: - " ? //
]3ARNHILL CONTRACTING CO.
DATE: 1_

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