20110136 Ver 1_Meeting Minutes_20111214

Beverly Eaves Perdue
GOVERNOR
PROJECT,
CONTRACT:
TIP:
F.A. NO.:
COUNTY:
DESCRIPTION
SUBJECT
Wv
STATE OF NORTH CAROLINA
DEPARTMENT OF TRANSPORTATION
DrVISION OF HIGFAVAYS
December 12, 2011
34504.3.2
0202663
R-2812
STP-0211(26)
Moore
NC-211 from NC-73 in West End to
A
Eugene A. Conti, Jr.
SECRETARY
Traffic Circle in Pinehurst
MINUTES OF PRECONSTRUCTION CONFERENCE
Mr. Scott Clement
S. T. Wooten Corporation
P.O. Box 2408
Wilson, N.C. 27894-2408
Dear Mr. Clement:
In accordance with Article 108-3 of the Standard Specifications, a Preconstruction Conference was held
for the above referenced projects on Wednesday, November 17, 2011 at 9:00 a.m. at the Division Eight
Traffic Services Training Room in Carthage, North Carolina. The following persons attended:
NAME
REPRESENTING
John Olinger
NCDOT — Division 8 Construction Engr.
Gary Phillips
NCDOT — Division 8 Construction
Jim Dietrich
NCDOT— Division 8 Construction
Jamie Yow
NCDOT — Division 8 Construction
Stephen Arrington
NCDOT — Division 8 Construction
Rusty Gardner
NCDOT — Division 8 Construction
Amy Reed
NCDOT — Utilities
Erica McLamb
NCDOT — Utilities
Scott Clement
ST Wooten Corporation
Pam Carriker
NCDOT — Materials & Test
Rusty Tucker
NCDOT — Materials & Test
Rodney Martin
Moore County Public Utilities
Bobby Daugherty
Daugherty Trucking
David Price
Daugherty Trucking
Carl Storch
NCDOT — Photogrammetry
Mark Hagwood
NCDOT — Photogrammetry
Gary Norrod
Century Link
Ray Shipman
Century Link
Richard Clark
Century Link
Kevin Godwin
Century Link
Jeff Batton
Village of Pinehurst
P. O. Box 1067 / Aberdeen, N. C. 28315 1 910 - 944 -7554 1 Fax: [phone]

Pregonstructior► ;conference
December 12, 2011
Page 2
NAME
REPRESENTING
Michelle Ward
NCDOT — Work Zone Traffic Control
Randy Webb
Piedmont Natural Gas
G. Scott Cranford
NCDOT — Location & Surveys
Ernie Black
Moore County Public Works
Matthew Kitchen
NCDOT — Division 8 Traffic Services
Art King
NCDOT — Division 8
Alison Whitesell
NCDOT — Division 8
Bradley D. Bass
NCDOT — Division 8 Right of Way
Lex A. Kelly
Moore County Public Works
Thomas Roberts
TelicslTime Warner Cable
Robbie Bullard
Time Warner Cable
Ed Horton
Ansco & Assoc. (AT &T)
Jimmy Perry
Progress Energy
JB Jones
Progress Energy
Kirby Warrick
NCDOT — Rail Division
Lee Murray
Mountain Creek Contractors
James Washburn
S. T. Wooten
Bryan Hawkins
S. T. Wooten
Mark Wilson
S. T. Wooten
Mason Herndon
NCDWQ
Melissa Toth
NC Rail Division —Atkins
Vickie Davis
NCDOT — Construction Unit
Barry Harrington
NCDOT — Roadside Environmental
Ryan Hough
NCDOT— Signal Design
Rob Ziemba
NCDOT — Signal Design
Ron Whitley
First Health
Mr. Olinger conducted the meeting and began by stating that this was the Preconstruction Conference
for the R -2812 Project in Moore County (NC 211 widening). He stressed the need to work safely, to
protect the traveling public and to communicate work plans to all parties. Mr. Olinger stressed the
NCDOT's expectations, be proactive, work as a team, solve issues at the lowest level, complete work as
we go from the outside in, and start the final inspection on the first day.
Mr. Olinger then stated that Gary Phillips is the Resident Engineer, Jim Dietrich would be the Assistant
and Jamie Yow would be the project inspector. Mr. Scott Clement (S.T. Wooten) stated he would be the
Project Manager, Bryan Dawkins would be the Project Engineer, Mark Wilson would be the
Superintendent, and Jimmy Washburn was the EEO /Safety Officer. Mr. Olinger stated that due to the
nature of the project, the Resident Engineer would need a list of Emergency Call back numbers. Mr.
Clement stated that he would provide a list. Mr. Phillips stated that the monthly construction meeting will
be on the third Wednesday at 9 am beginning in January.
Right of Way issues were then discussed:
• There are 8 billboards that should be moved by mid - December.
• Be cautious when working on the following parcels, 92, 96, and 98 due to having a history with
the property owner.
• Parcel 94 has septic issues that are currently being worked out between the property owner and
NCDOT.
P. O. Sox 1067 1 Aberdeen, N. C. 28315 / 91 0- 944 -7554 f Fax: [phone]

Preconstruction Conference
December 12, 2011
Page 3
• First Health parcels — Be sure to keep access to the hospital and emergency access. Keep
equipment on the Right of Way and keep the area in good condition.
• Contractor was reminded of the delayed entries for parcels listed on page 10 of the Contract.
• Parcel 61 at the intersection of Juniper Lake and NC 211 is working on relocating their septic
fields and should not be an issue for the contractor.
• Parcel 199 on Plan Sheet 4 — their will be a plan revision eliminating the right turn lane.
• Do not assume that the existing silt fence is on RIW or PUE. There are a few locations where it
may be off do to the previous clearing contract.
• Be sure to cap all septic lines that are encountered on the project and notify Moore County.
• Stay within the Right of Way on Condemned Parcels. These parcels shall be as per plan. The
Contractor was provided a list of condemned parcels.
Overviews of Utilities were then discussed:
• AT & T — Cable should be in the ground by Monday, November 21, 2011 and should have a
better idea as to the completion of the relocation work by Wednesday, November 23, 2011.
• Piedmont Natural Gas — Their relocation work is complete. Randy Webb suggested setting up a
meeting when the contractor calls in locates. Mr. Webb also indicated that they will have to do a
lot of valve adjustments throughout the project and the Contractor is to maintain access to these
valves at all times.
• Progress Energy — Plans are to complete by December 2, 2011. Work around Page road is to be
complete by next week. Work around Pinewild is to be completed by next week or the week after.
The work around Juniper Lake Rd. is to begin after Thanksgiving and may last until the first full
week of December. The old line is to be removed by December 2, 2011 and the poles depend on
'the other utilities that are joint use. Some of the new poles may be close to ditch lines that the
Contractor will have to work around. The Contractor was instructed to fill around the current guy
wires and it was noted that Progress would have to come back and reset anchors and guy wires.
• Time Warner Cable --- Beginning to attach to Progress Energy's poles this week and hope to
.begin splicing their cable by December 9"'. Time Warner Cable indicated that their policy had a
blackout period of December 12, 2011 until January 3, 2012 where they cannot interrupt service.
If they cannot complete their relocation work before December 12th they would have to finish after
January 3rd
• Century Link — They have new cable placed up to Juniper Lake Rd. They plan to cutover in 2
weeks by December 16, 2011. Once the cable is spliced Century Link is completed with their
relocation work. Mr. Norrod stated that there is approximately 2300 feet of cable East of Hoffman
Rd. past the hills that Century Link is inside the right of way. This should not impact construction
because this is in an area where the alignment was shifted to the right.
• Mr. Olinger reminded the Contractor to call in locates and it was noted that Moore County
Schools were not on One Call. They have utility lines along NC 211 to their school on Archie Rd.
The Contractor mentioned to the utility companies that when their lines are located to make sure
they mark the new lines.
Safety was discussed:
Work Zone Traffic Control -- Safety of the traveling public was stressed to make sure traffic
control is clear and driver expectations is reviewed regularly so that people have a clear /concise
direction of where to go. Mr. Phillips stated that the contractor review their own traffic control and
they may have to adjust advanced warning signs to accommodate the traffic ques.
Safety Vests — Ensure all persons working within the project limits are wearing the approved
safety vests.
P. O. Box 1067 1 Aberdeen, N. C. 28315 1 910-944-7554 1 Fax: [phone]

Preconstruction Conference
December 12, 2011
Page 4
• OSHA Competent Person needs to be onsite for trenching. Mr. Clement (S.T. Wooten) indicated
that all their foremen are competent persons.
• Back up alarms on equipment — make sure every vehicle required to have back alarms are
working property and audible. The inspector will park equipment without back up alarms as
required.
• S.T. Wooten stated that they have an internal requirement that everyone around pipe installation
and around culverts wear a hard hat. Mr. Clement also stated that Bryan Hawkins is the Certified
Traffic Control Supervisor.
• The Contractor may only use certified flaggers that have been trained under a program approved
by NCDOT Traffic Management Unit. It was also stated that the Contractor is to follow the
guidelines outlined in the contract on page 113.
Items in the Contract were then discussed:
• The availability date is November 28, 2011.
• The completion date is May 25, 2014.
• The estimate cutoff date will be at the end of the month.
• Erosion Control — Keep as built erosion control plans, a copy of the permits, and NPDES reports
on site at all times.
• The Contractor is responsible for completing the NPDES forms on a weekly basis and
after each 112" rainfall. This needs to be completed with a NCDOT inspector. Check all
Storm Drainage Outlet devices and other outlet devices. Mr. Barry Harrington stated to
make sure that the NPDES reports are filled out in detail.
• The Certified Erosion Control Supervisors are John Bryant and Brian Hawkins.
• The Contractor is to submit a list of certified erosion control personnel to the Resident
Engineer.
• Mr. Olinger stated that S.T. Wooten takes responsibility of existing devices. Some devices
are not shown on the plans due to the nature of the utility clearing contract. The contractor
is to update and install erosion devices per plan. Mr. Olinger stated that there were areas
of immediate concern as soon as the contractor mobilizes to the project. Mr. Clement with
S.T. Wooten stated that they would perform the work as long as the NCDOT is willing to
be a R to lenient. Mr. Clement did not want to begin the project working under an -ICA that
another contractor should have completed before S.T. Wooten began work on the project.
• Mr. Clement questioned if all existing devices had to be removed and replaced according
to the plans. Mr. Olinger stated to utilize what makes sense. Mr. Olinger also stated that
Safety Fence should be installed immediately. Mr. Olinger also stated that a permit
condition at Site 1 is to keep flow through the work area and that a culvert pre -con should
be held.
• Mr. Olinger suggested that the contractor utilize stockpiled topsoil on the slopes
throughout the project to promote early growth of permanent stabilization. This will be paid
in accordance with the 2006 NCDOT Standard Specifications for Roads and Structures.
• Mr. Olinger stated that if an ICA (Immediate Corrective Action) or a NOV (Notice of
Violation) is received then all work will be suspended.
• Railroad -- Mr. Kirby Warrick stated that the railroad is not requiring a flagman for the work. Mr.
Warrick stated that when working on anything that may fall within five feet of the track to notify the
railroad and provided a contact person — Mr. Carl Hallowell and his cell number is 910 - 220 -5225.
If there are problems getting in contact with Mr. Hallowell then call Mr. Kirby Warrick and he will
get in contact with the railroad. When working on Hoffman Rd. and NC 73 the railroad will need
P. O. Box 1067 1 Aberdeen, N. C. 283151910- 944 -75541 Fax: [phone]

Preconstruction Conference
December 12, 2011
Page 5
Center Line staked in order to place their new crossings. Mr. Warrick also stated that they will
need a pre - construction meeting scheduled with the Contractor, Aberdeen Rockfish Railroad and
NCDOT prior to working on Intermediate Contract Time (ICT) number 9.
• Permits — There is an existing dam in Pinewild and Mr. Olinger stated not to create excess
vibrations in this area. Mr. Olinger suggested that S.T. Wooten document this area prior to
construction. Mr. Olinger also stated that the Contractor is to use best management practices.
• Supplemental Agreements — When needed, the Contractor is to provide "a pricing breakdown to
justify the prices. This will expedite the process.
• Claims — If there is a need to file a claim the Contractor shall follow the process as outlined in the
Contract and the Specifications. Mr. Olinger stated that the Contractor shall use the claim
submittal form and provide justification.
• Surveying — The NCDOT will perform the Surveying on this project.
• The Contractor shall fill out the Survey Request Forms to be filled out at least a week or 7
business days in advance of when the staking is needed. Mr. Rusty Gardner ( NCDOT
Survey Party Chief) handed Mr. Scott Clement with copies of this form.
• The Contractor was notified that all the clearing limits have been staked for this project.
• Unclassified Excavation — Mr. Olinger questioned S.T. Wooten if the Contractor would opt
for a Supplemental Agreement paying for Unclassified Excavation per plan quantity or as
measured by photogrammetry. Mr. Clement stated that S.T. Wooten's preliminary
calculations indicated that the plan quantity would overrun but would review the option
and reply back to the NCDOT. Mr. Clement stated that whatever was decided that they
would want to verify original ground elevations and have S.T. Wooten's Surveyors and
NCDOT Surveyors get together and compare elevations.
• Mr. Clement stated that S.T. Wooten will plan to get a non - commercial borrow site and will
submit the proper reclamation plan once it is finalized. Mr. Clement suggested that S.T.
Wooten's Survey Party and NCDOT's Survey Party get together on original shots to try to
avoid any disputes over quantities. Mr. Clement mentioned that their planned borrow site
is located around Parcel 190 West of the Church.
• Mr. Clement stated that S.T. Wooten plans to set up a field office mid - December around
Pinehurst homes. Mr. Clement stated they would begin working on clearing the right side of the
project and that should take approximately one month. S.T. Wooten plans to work in tune with the
phasing beginning at the beginning of the project at the West End side and working toward the
end of the project at the Traffic Circle skipping some areas due to phasing. Mr. Clement stated
that S.T. Wooten plans to start on the project fully after the Vt of the year 2012. Mr. Clement also
stated they may use machine guided equipment if there are large enough areas to do so and S.T.
Wooten plans to fine grade the mainline using a CMI Machine or a motor grader working off of
robotics. Mr. Olinger stated that the Contractor shall strictly adhere to the phasing as a lot of time
and planning was put into the traffic control plans.
• Mr. Olinger mentioned that this project had a substantial completion clause in the contract. Mr.
Olinger then covered the various ICT's in the Contract. Mr. Clement stated that S.T. Wooten did
not plan to begin the night work required in the contract until late spring early summer of 2012.
Mr. Clement stated that S.T. Wooten is planning to work a five day work week and will work every
other Saturday. Mr. Clement stated S.T. Wooten generally does not work on Sundays except in
some instances where they do not have a choice.
• Mr. Olinger stated that this project has a twelve month guarantee and that this is a Federal Aid
project.
• Payrolls are required
• Post all DBE participation and if replacement is necessary then the Contractor is to
follow the guidelines listed in the contract.
P. 0. Box 1067 1 Aberdeen, N. C. 283151910- 944 -75541 Fax: [phone]

Preconstruction Conference
December 12, 2011
Page 6
o Mr. Phillips stated that the Contractor is required to submit a trucking plan prior to
beginning committed items by the trucking firm.
• Mr. Olinger mentioned that if ABC is utilized for temporary alignments, if allowed, once removed
that the Contractor is to stockpile for removal by NCDOT forces.
• Mr. Oli�nger mentioned that the contract has a provision for horizontal drains and Slope
Stabilization. At the time of the meeting the locations were unknown and the Geotechnical Unit
would be contacted. Since the meeting the Geotechnical indicated that the Division had concerns
of slopes steeper than 3:1 would be stable and that there may be water coming out of slopes
potentially causing slope failures. At this time there are no locations for these items of work and
will be a field decision by NCDOT.
• Mr. Olinger stated that the contract has a Contaminated Soils provision and shall be adhered to.
• Mr. Olinger mentioned the new pipe guidelines listed in the contract. Mr. Phillips questioned how
many pipe crews were anticipated. Mr. Clement stated that there may be as many as six at times.
• Mr. Olinger emphasized the note listed in the traffic control plans that traffic bearing boxes are
required if traffic will be traveling over them, even if the final design has the boxes outside the
travel limits. This may be the case in temporary alignments.
• Ms. Pam Carriker stated that inspectors should look for blue NCDOT Approved stamps indicating
that the box is traffic bearing. Ms. Carriker stated that even if something is stamped ' NCDOT
Approved' that the item can be rejected on site. If there are continuous problems then the
Materials and Test Unit shall be notified. Mr. Phillips stated that the Contractors should make sure
that proper and complete paper work is given to the inspector prior to beginning the work. If the
proper and complete paperwork is not received then the work will not be paid for. Ms. Carriker
also stated for rebar samples, even if the contractor supplies the M & T 913 form that
Independent Assurance Samples are required. Ms. Carriker reminded the Contractor and
NCDOT Inspectors that metal pipe shall be inspected by M & T prior to installation.
• Mr. Olinger mentioned the asphalt special provisions:
• The contract has a rideability special provision.
• A pre - paving meeting will be necessary.
• Mr. Clement stated that the NCDOT may want to include Incidental Milling by
Supplemental agreement. Mr. Olinger stated that this would be reviewed.
• Mr. Olinger stated that there is anew standard for wheel chair ramps and the Contractor was
informed that they shall install according to the detail.
• Mr. Olinger stated that the existing work zone signs are the Contractors to use for the project and
if anything needs to be added or adjusted that this will be coordinated.
• Mr. Olinger stated that there is a seed incentive on the project.
• It was mentioned that the contract did not specify that the overhead sign assembly should be
powder coated. The Division will review and get back to S.T. Wooten concerning the color and
any other changes associated with the sign.
The construction plans were then reviewed:
• Paving — The NCDOT expects a smooth pavement and reminded the contractor again that there
is a rideability provision in the contract. Mr. Olinger stated that rideability begins at subgrade. Mr.
Olinger stated that they would discuss the paving in further detail at the monthly construction
meetings.
P. O. Box 1067 1 Aberdeen, N. C. 28315 1 910-944-7554 / Fax: [phone]

Preconstruction Conference
December 12, 2011
Page 7
Signal Plans —
o Mr. Olinger mentioned that the signal plans are not correct and the plans will be revised.
Mr. Olinger stated that the revisions will use decorative mast arms at the 5 intersections
within the Pinehurst Limits. Also, the use of .2 poles instead of 4. Mr. Phillips requested
that the Signals Unit provide the plan revisions and revised quantities. It was stated that
the NCDOT and Village of Pinehurst still had to work out some details before the final
revisions would be issued.
• It was also stated that the signal at NC 73/NC 211 and NC21 1 /Hoffman Rd. require a pre-
emption prior to turning traffic on the signal. This will have to be coordinated between the
railroad, traffic services, etc and stated the more advance notice the contractor wanted to
switch service to the new signals the better.
Temporary Drainage (TMP — 1 D) — Mr. Olinger pointed out that attention to several areas where
there is potential to pond water and some type of temporary drainage will be required. Mr. Olinger
stated that it would be up to the contractor to come up with an adequate method to handle
temporary drainage.
o Mr. Olinger also stated that median curb construction TMP —1C in some areas will not be
able to be constructed during the first phase due to drainage. In general stay to the
phasing plans.
Mr. Olinger reminded that the right turn lane onto NC 73 on plan sheet 4 will be eliminated and
reduce the R/W.
These minutes are prepared as they are documented. Any discrepancies with the content of these
minutes should be submitted in writing to this office. Failure to do so will be an indication of agreement.
If there was anything covered in the meeting that was not listed above please list below and return to my
office for further handling.
EXCEPTIONS:
P. O. Box 1067 1 Aberdeen, N. C. 28315 1 910-944-75541 Fax: [phone]

Preconstruction Conference
December 12, 2011
Page 8
cc: Mr. Ron Hancock, PE
Mr. Gary Phillips
Mrs. V. G. Davis, PE
Mr. D. R. Scott, PE
Mr. B. D. Bass
Mr. Chuck Dumas, PE
Ms. Alison Whitesell, PE
Ms. Kathy Lindsey
Mr. Bob Andrews, CSP
Mr. Bradley Comer
Mr. Carl Storch
Mrs. Amy Reed
Mr. Kirby Warrick
✓Mr. Mason Herndon — DWQ
Mr. Ronnie Smith — USACOE
Mr. Barry Harrington
File
Sincerely,
John R. G. Olinger, PE
Division Construction Engineer
P. O. Box 10671 Aberdeen, N. C. 28315 1 910-944-7554 1 Fax: [phone]