20090702 Ver 1_Meeting Minutes_20100609

CONTRACT:
C202325
WBS ELEMENT NO:
33264.3.1
FEDERAL -AID NO:
BRSTP- 0099(6)
COUNTY:
Beaufort
ROUTE NO:
NC 99
LOCATION:
Bridge Over Pungo Creek and Approaches on NC 99
SUBJECT:
Minutes of Preconstruction Conference
The preconstruction conference for the above referenced project was held in the Division
Office Conference Room in Greenville on Wednesday, April 21, 2010, at 10 a.m. Mr.
B. E. Eatmon, Division Construction Engineer (252- 830 - 3490), chaired the conference;
and the following personnel were in attendance:
William Kincannon, NCDOT, Div. 2/ Resident Eng., Greenville Const., 252- 830 -3495
Joey Brickhouse, NCDOT, Div. 2 /Asst. Resident Eng., Greenville Const., 252- 830 -3495
James Jarvis, NCDOT, Div. 2 /Construction, 252- 830 -3495
Saundra Lively, NCDOT, Div. 2 /Construction, 252- 830 -3495
Andy Blankenship, NCDOT, Roadside Environmental, 252- 482 -7977
Eddie Bunn, NCDOT, Bridge Construction Engineer, 252- 205 -0013
Bert Whitehurst, NCDOT, Right of Way, 252- 355 -9059
Eli Saleeby, Jr., NCDOT, Right of Way, 252- 355 -9059
John Hughes, NCDOT, Bridge Maintena3ce, 252 -514 -4724
Jim Evans, NCDOT, Traffic Services, 252- 830 -3493
Jay Johnson, NCDOT, Div. 2, Environmental Officer, 252- 850 -3490
Chris Underwood, NCDOT, NEU, 919 - 431 -6662
Tanga Southerland- Kelley, NCDOT, Utilities Unit, 919 - 250 -4128
Garcy Ward, NCDWQ, 252- 948 -3922
Tom Steffans, USACE, 910- 251 -4615
Stephen Lane, NCDCM, 252- 808 -2808
Richard Nickel, Carolina Bridge, 803 -536 -1156
Claudia Wainwright, Processing Asst., NCDOT Greenville Const., 252- 830 -3495
Mr. Eatmon called the meeting to order and the following items were reviewed with
discussion as noted:
PROJECT SPECIAL PROVISIONS:
PERMITS:
Mr. Tom Steffans with the USACE stated that there are three nationwide permits issued
for this project. They are Permit Nos. 23, 33, and 12. Mr. Steffans stated that Permit 12
addresses relocation of utility work and asked if this had been completed. Ms. Kelley
with the NCDOT Utilities Unit stated that the fiber optic has already been moved. She
also stated there is a water meter and water line that may need adjustments during
construction. Mr. Eatmon referred to Page 68 of the contract for Utilities by Others (Tri
County Telecom) and stated that there was a new cable that had been bored on the
upstream side of the bridge. However, since there will not be a work bridge, this cable
will not be an issue. There was a question as to whether or not the line on the bridge is
dead. Joey Brickhouse stated he was under the impression that this line had not been cut

over yet and was still live. Mr. Eatmon advised that the cutover to the new line needs to
be done as soon as possible.
Mr. Eatmon further stated there were no other utilities in conflict with the exception of
one fire hydrant that would need to be moved approximately 10 feet. Mr. Eatmon advised
there were no other utilities involved and nothing else that would be going under the
river. Mr. Steffans clarified this by stating this involved the right of way and there would
be nothing in jurisdictional waters and Mr. Eatmon concurred.
Mr. Steffans stated that Permit 23 is the Categorical Exclusions and advised this would
also be covered by other agencies such as CAMA and DWQ. Permit 33 covers temporary
construction, access and dewatering. Mr. Steffans further stated that if a temporary work
bridge were utilized it would have to be lit and could not impede boats from traveling
through.
Mr. Steffans then referred to the Nationwide Permit Conditions and went over specific
items from the conditions including Rip Rap for Bank Stabilization.
Mr. Steffans did comment that there is not a lot of work room on this project, but a lot of
boat traffic. He stated the project is surrounded by estuarine waters and erosion and
sedimentation control measures will need to be kept up and well maintained. He further
reminded the Contractor there is a moratorium in place from February 15th through June
15th and no in -water work can be done during those times.
Mr. Garcy Ward with the Division of Water Quality went over the conditions of the 401
Water Quality Certification. Mr. Ward asked if there were any culverts located on the
project and Mr. Eatmon stated no.
Mr. Eatmon asked if the highly visible fencing had been placed yet and was told that it
had not been done as of the date of the meeting. He stated that it is critical that it be
staked according to the plans and the fence be in place prior to any work beginning. The
Contractor stated they intend to do the surveying themselves. Mr. Eatmon advised the
Contractor to be sure what is staked out in the field matches the permit drawings. Mr.
Andy Blankenship stated that if the Contractor will contact him when this is done, he will
go out and check to be sure it is installed correctly. Mr. Eatmon asked the Contractor
what their anticipated start date would be. Mr. Nickel stated that if they could begin prior
to the June 15th moratorium date, they were looking at starting June 1st. Mr. Eatmon
stated that there was work that could be done prior to June 15th, but reminded the
Contractor they could not do any in -water work until June 16th. Mr. Evans with Traffic
Services stated that he would set up the message board a week prior to the closing of the
bridge and advised Mr. Brickhouse to contact him as soon as the Contractor decided on a
closing date.
Mr. Stephen Lane with CAMA discussed the conditions listed in the permit beginning on
Page 162 of the contract. He requested that after the meeting he would like to go over the
drawings listed in the permit to be sure they are the same drawings that will be used
during the construction of the project. Mr. Lane noted Item 5 and asked if the Contractor
had a copy of the Guidelines prepared by USFWS regarding the West Indian Manatee
and Contractor stated that they did. Mr. Lane asked the Contractor where the waste
material was being sent and directed attention to the special note regarding demolition

3
debris mentioned in Item 9. He further stated that the concrete could possibly be used by
the Marine Fisheries as artificial reef material. Mr. Nickel stated they would check into
this possibility. Mr. Lane directed attention to Item 15 which states pilings from the
existing bridge are to be removed in their entirety. If the piling breaks during removal and
cannot be removed in its entirety, the piling may be cut off flush with the bed of the water
body. DCM is to be notified of each occurrence within one working day. Mr. Eatmon
stated that typically the wooden piles are easily removed.
Mr. Steffans referred to Item 18 concerning construction staging areas and stated this is a
very small area to work and asked the Contractor if there is a potential for needing more
room. Mr. Nickel stated they did not anticipate needing any additional space.
Mr. Lane asked the Contractor about their plans for bringing in materials. Mr. Nickel
stated they plan to utilize a crane barge and a material barge. The draft on the crane
barge is 3 to 3 '/2 feet while the material barge requires approximately 6 %2 feet when
loaded. Mr. Lane advised the Contractor that the barge is not to make contact with the
bottom at any time. Mr. Nickel said their plans are to be in the deep `mater with the
barges. Mr. Eatmon stated the waters were approximately 10 to 12 feet deep in this area
and should not present any problems. Mr. Eatmon advised that although it drops off
pretty deep from the shore line, cautioned should be exercised when getting close to the
shore line.
Mr. Eatmon stated that there are five (5) wetland sites and (3) buffer sites and asked if
there would be monthly joint meetings with the agencies. Mr. Lane advised that CAMA
is the lead agency and Mr. Eatmon advised that as soon as work begins, Mr. Kincannon
will contact Mr. Lane to set up a meeting. This will probably be sometime mid -June or
July.
Mr. Blankenship asked Mr. Steffans and Mr. Lane if the silt fence could be moved about
2 feet off the toe of the slope. Mr. Steffans stated they could look at that; however, in
some places it goes off the toe of the slope directly into the water. It was also stated that a
turbidity curtain would be needed. Mr. Nickel asked how the placement of the turbidity
curtain worked when it is moved. Mr. Bunn advised that the Contractor is paid each time
the turbidity curtain is moved and placed. Mr. Nickel then asked if the DBE has to move
it each time. Mr. Bunn stated that if the full amount is committed to the DBE you have to
let them move it unless they put in writing they want to give it back to the Contractor.
RIGHT OF WAY:
Bert Whitehurst, Right of Way Agent with Division 2 delivered all agreements that have
been acquired to Mr. Kincannon at the meeting. Mr. Whitehurst pointed out that Parcel 3,
Michael Proctor, has a septic tank that is very close to the easement. Also, Parcel 2,
James Yotz is under Condemnation and advised the Contractor they should not be
surprised to see Mr. Yotz observing the day to day activities on the project, especially in
relation to his property. Mr. Eatmon reminded the Contractor they are not to exceed the
right of way on the project, especially on condemnation claims. Mr. Eatmon said the
septic tank on Parcel 3 should be flagged.

UTILITIES:
Mr. Eatmon asked that Mr. Brickhouse check to be sure the line on the bridge has been
cutover and if this has not been done, it should be cutover to the new line as soon as
possible. All other issues regarding utilities were mentioned previously during the
discussion with Mr. Steffans regarding permits. Mr. Eatmon did advise there is a buried
cable and the plans show it is approximately 30 feet from the bridge, but suggested this
be verified prior to anchoring anything. Mr. Eatmon stated the work bridge will located
on the opposite side of the bridge from where the fiber optic is located.
CONTRACT TIME AND LIQUIDATED DAMAGES:
The date of availability for this contract is March 29, 2010
The completion date for this contract is May 1, 2011
The liquidated damages for this contract are Eight Hundred Dollars ($800.00) per
calendar day.
INTERMEDIATE CONTRACT TIME NO. 1 AND LIQUIDATED DAMAGES:
The date of availability for this intermediate contract time will be June 15, 2010.
The completion date for this intermediate contract time is December 16, 2010.
Mr. Eatmon stated that according to the contract, traffic is to be placed back on the bridge
by December 16, 2010. He also advised the Contractor that if they choose to start 15
days early on the project there would need to be a Supplemental Agreement showing a
change in the dates and that they would still have the same amount of time to complete
the work. If they start 15 days early then those 15 days would be cut from the end date.
The contract states there is a Two Thousand Dollars ($2,000.00) per day incentive
payment for each day prior to December 16, 2010 that this work is completed. Incentive
payment shall be limited to a maximum of Sixty Thousand Dollars ($60,000.00). There is
also a disincentive payment of Two Thousand Dollars ($2,000.00) per calendar day for
each day beyond the Intermediate Contract time that work is not completed.
IN WATER MORATORIUM;
No in -stream work shall be allowed from February 15 through June 15 of each year.
MAJOR CONTRACT ITEMS AND SPECIALTY ITEMS:
Reference was made to the major contract item and specialty items are listed on Page 2 of
the contract.

FUEL PRICE ADJUSTMENT:
The base index price for diesel #2 fuel is $2.2082 per gallon.
SCHEDULE OF ESTIMATED COMPLETION PROGRESS:
Mr. Eatmon stated that 33% is due by June 30, 2010 with the remainder being due in the
next fiscal year (2011). He did not anticipate this being a problem.
DISADVANTAGED BUSINESS ENTERPRISE:
Contract states 6% for DBE participation and contractor submitted is 6.01 %.
Standard Special Provisions on Page 14 (yellow section of contract) ;give all required
contract provisions for Federal-Aid Contracts including certified payrolls and DBE
tracking.
TWELVE -MONTH GUARANTEE:
This is a standard provision for a 12 -month guarantee on the materials and work on the
project.
OUTSOURCING OUTSIDE THE USA:
No work shall be outsourced outside of the United States of America.
EROSION AND SEDIMENT CONTROL /STORMWATER CERTIFICATION:
Carolina Bridge Company submitted the following names of Level 2 Certified employees
who may be on this project:
Richard Nickel
Dan Nickel
Wayne Wright
Johnny Platt
Kevin Holladay
Ed Williams
Roberto Veradelgadillo
Mark Weeks
Doug Baldwin
Jim Brewer
BORROW PIT:
Mr. Eatmon asked if the Contractor would be using a commercial site. Mr. Nickel stated
it will actually consist of two permitted sites. The material is leaving one permitted site to
be stockpiled at another permitted site. Mr. Eatmon states we would need the
information on Carolina Bridge letterhead stating they will be using a permitted site and a
copy of the permit for our files. Mr. Blankenship suggested this be checked prior to work

beginning as this would require approval from Land Quality. Land Quality would need to
know what is being done as far as where the material is coming from. and where it is
being stockpiled prior to bringing it onto the job site. It would be better to receive
approval ahead of work beginning than to have the job shut down if the mines were not
being operated properly. Mr. Blankenship questioned why the material would be hauled
to another site rather than straight to the project. He suggested the permits be checked and
to see if this would be possible in order to eliminate the extra hauling of the material from
one pit to another. Mr. Nickel stated he hopes it will be allowable for the material to
come straight from the initial mine to the job site. Mr. Blankenship advised this be
addressed now and to have approval in hand in order to prevent having the operation shut
down at a later date.
CLEARING AND GRUBBING — METHOD III:
Reference was made to Page 27 regarding clearing and grubbing. The contract states that
the clearing is to be performed on this project by Method III. The following paragraph
was noted "At bridge sites, clear the entire width of the right of way beginning at a
station 3 feet back of the beginning extremity of the structure and ending at a station 3
feet beyond the ending extremity of the structure."
SHOULDER AND FILL SLOPE MATERIAL:
Mr. Eatmon stated that according to Page 28, the Contractor must provide soil with a R
greater than 6 and less than 25 and with a pH ranging from 5.5 to 6..8. Contractor was
reminded that fill material must be able to support vegetation.
ROCK EMBANKMENT:
Mr. Eatmon referred to Sheet 3 in the plans and Pages 28 -30 regarding construction and
materials for rock embankment and rock plating. He said before anything is placed this
needs to be reviewed in detail, check the rock source to be sure it is okay. The Contractor
state they would be using White Stone, but was unsure of which quarry. Mr. Eddie Bunn
and Mr. Eatmon advised that the rock material that is placed would need to be of varying
sizes to prevent any voids in the embankment. Mr. Bunn stated that at least 50% of the
material would need to be 1 1/2 to 2 feet with the remaining material of varying sizes to
fill in any cracks and crevices. Mr. Lane asked how this was done to prevent the smaller
rocks from being washed into stream. Mr. Bunn advised that the smaller rock is placed
so that they fall in between and are held in place by the larger rock. Typically, only the
larger rocks would be exposed to the elements.
ASPHALT PAVEMENTS — SUPERPAVE:
The Contractor stated that Rose Brothers will be doing the paving. Mr. Eatmon also
referred to Page 55 which states that warm mix asphalt is an option that can be used on
this project.

PRICE ADJUSTMENT — ASPHALT BINDER FOR PLANT MIX:
Page 57 of the contract states the base price index for asphalt binder for plant mix is
$450.77 per ton.
SEEDING AND MULCHING:
Reference was made to Page 65 which states there is an incentive to obtain an early stand
of vegetation on this project.
EROSION CONTROL:
Mr. Blankenship directed attention to Page 72 regarding specialized :hand mowing. He
stated this item has been corrected due to a discrepancy in the construction manual and
our pay item.
REFORESTATION:
Mr. Blankenship stated this is listed as a contingency item, but would not apply to this
project.
ENVIRONMENTALLY SENSITIVE AREAS:
Mr. Blankenship advised this basically the entire project is located in an ESA. Page 75 of
the contract states "The Environmentally Sensitive Area shall be defined as a 50 -foot
buffer zone on both sides of the stream or depression measured from top of stream bank
or center of depression ". Mr. Blankenship stated that once the clearing operation begins
it needs to be performed as a continuous manner such that each phase is complete and
areas are permanently stabilized prior to beginning the next phase.
GRAVEL CONSTRUCTION ENTRANCE:
Mr. Blankenship advised it was important to address this item to prevent tracking mud
onto the roadway.
SPECIAL SEDIMENT CONTROL FENCE:
Mr. Blankenship stated that once it was determined that there is no real tide fluctuations
he would request the use of silt fence with possibly some breaks. Mr.. Eatmon suggested
that a field meeting be scheduled as soon as possible to discuss these items and determine
what needs to be in place.
SAFETY FENCE:
Reference is made to Page 78 of the contract for specifics of this item. This fence is to be
installed prior to any land disturbing activities.

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WATTLES WITH POLYACRYLAMIDE (PAM):
Reference was made to Page 83 -85 concerning this item and Mr. Blankenship advised
everyone to be familiar with what a wattle is and that the use of PAM is required on this
project. The procedure for applying PAM is described on Page 85. Mr. Blankenship
stated it was very important to have the wattles in place as early on in the project as
possible in conjunction with the use of PAM. He also stated that Roadside reserves the
right to take a soil sample on site to be sure the PAM is actually working.
Mr. Blankenship advised the NPDES Forms are required to be done weekly and are done
jointly with the Contractor and NCDOT. Mr. Blankenship further stated that a rain gauge
should be on site at all times and necessary forms should be filled out weekly and after
0.5 inches of rainfall within 24 hours. He also reminded the Contractor that a copy of the
plans should be on site at all times.
PROJECT SPECIAL PROVISIONS — STRUCTURES:
Mr. Eatmon directed attention to Page 122 of the contract regarding navigational lighting
system removal and installation. He stated the Contractor is required to give the
Engineer 20 -days notice to remove the existing navigational lighting system. The contact
person and number are listed on Page 122 for NCDOT Bridge Management. He also
addressed the requirements in Paragraph 2 upon completion of the superstructure.
METALLIZED COATING:
Mr. Bunn stated extreme care should be taken in handling the metalized coating as it is
difficult to make repairs to it. He also advised this is a highly corrosive area.
Mr. Eatmon suggested there be a separate meeting with Geotech regarding PDA and
restrikes. Mr. Kincannon stated he would contact Chris Kreider with Geotech in Raleigh
to set up a meeting.
Mr. Nickel stated that there core slabs will be supplied by Coastal Precast. Mr. Nickel
asked about the coating and Mr. Bunn said it would need to be 5 to 6 feet below the mud
line. Mr. Bunn did state this is theoretical and would need to be checked. Mr. Bunn said
each bent would need to be checked to be sure there was an extension of 5 to 6 feet below
the mud line. Mr. Eatmon stated that we need to check the channel depths to verify them
according to the plans and Mr. Bunn agreed it would be best to know ahead of time that
the plans are correct. Mr. Bunn advised that if the plans are correct, Bent 13 does not
have enough coating. Mr. Nickel stated that based on their findings, the channel depth
seems to be pretty close to the plans.
Mr. Nickel stated that the profile on Bent 13 shows a "bump" that is not consistent. Mr.
Eatmon asked that this information be given to Mr. Kincannon in order to be checked.
Mr. Bunn advised the Contractor that the top of the piles are to be painted by hand.
Mr. Brickhouse is to contact Ken Peedin about having the power line; for the navigational
lights removed from the existing structure.

9
DESIGNATED INSPECTOR ON PROJECT:
NCDOT Project Inspector and Traffic Control: James Jarvis
Superintendent -Bridge — Wayne Wright and Kevin Holladay
Superintendent - Grading — Mark Weeks
CONSTRUCTION CONFERENCE MEETING:
The first Construction Conference Meeting will be scheduled at a later date.
Meeting was adjourned.
MINUTES PREPARED BY:
Claudia Wainwright, Processing Assistant IV
MINUTES SUBMITTED BY:
B. E. Eatmon, P.E., Division Consli odiori Engineer
MINUTES APPROVED BY:
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DATE: CAROLINA BRIDGE COMPANY, INC.
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