20120040 Ver 1_Meeting Minutes_20121003

Beverly Eaves Perdue
GOVERNOR
PROJECT:
CONTRACT:
TIP:
F.A. NO.:
COUNTY:
DESCRIPTION:
SUBJECT:
ST
as
STATE OF NORTH CAROLINA
DEPARTNIENT OF TRANSPORTATION
DIVISION OF HIGI-AVA.YS
October 1, 2012
OCT 0 3 2012
Eugene A. Conti, Jr.
SECRETARY
33222.3.1
C202231
B-3680
BRSTP-0015(25)
MOORE
BRIDGE #2 OVER CSX TRANSPORTATION ON US-151501
MINUTES OF PRECONSTRUCTION CONFERENCE
Mr. Randall Gattis
Sanford Contractors, Inc.
628 Rocky Fork Church Rd
Sanford, NC 27332
Dear Mr. Gattis:
In accordance with Article 108-3 of the 2012 North Carolina Department of Transportation Standard
Specifications for Roads and Structures, a Preconstruction Conference was held for the above
referenced projects on Thursday, September 20, 2012 at 2:00 p.m. at the Division Eight Office in
Aberdeen, North Carolina. The following persons attended:
NAME
REPRESENTING
John Olinger
NCDOT — Division 8 Construction Engr.
Chuck Dumas
NCDOT — Division 8 Construction
Jim Dietrich
NCDOT — Division 8 Construction
Tracy Ingold
NCDOT — Division 8 Construction
Philip Picerno
NCDOT — Division 8 Construction
Darren Scott
NCDOT — Central Construction Unit
Marty Tillman
NCDOT — Division 8
Bradley Bass
NCDOT — Division 8 R/W
L.E. Pages
NCDOT — Division 8 R/W
Art King
NCDOT — Division 8
Matthew Kitchen
NCDOT — Division 8 Traffic Services
Barry Harrington
NCDOT — Roadside Environmental Unit
Monroe Brown
NCDOT — Utilities
Mason Herndon
DWQ
Ronnie Smith
Army Corps of Engineers-via teleconference
Chad Clark
Piedmont Natural Gas
James Soles
Windstream
Harold Watts, III
Town of Aberdeen
Bob Mathews
Town of Aberdeen
R O. Box 10671 Aberdeen, N. C. 283151910- 944 -2344 / Fax: [phone]

Preconstruction Conference
October 1, 2012
Page 2
NAME
Lex A. Kelly
Megan Skjellerup
Ernie Black
David Laurita
Jimmy Wagers
Rick Sanderson
Randall Gattis
Ian Scott
Richard Oldham
Lewis Blue
Kenny Brady
Brett Langley
Chris Brown
Greg Bewley
Don Phillips
Stacy Faile
REPRESENTING
Moore County Public Works
Moore County Public Works
Moore County Public Works
Moore County Public Works
ACWR
AECOM/CSX
Sanford Contractors, Inc.
Sanford Contractors, Inc.
Sanford Contractors, Inc.
Sanford Contractors, Inc.
Sanford Contractors, Inc.
Sanford Contractors, Inc.
Sanford Contractors, Inc.
The John R. McAdams Company, Inc.
Mountain Creek
S.M. Smith & Sons, Inc.
Mr. Olinger conducted the meeting and began by stating that this was the Preconstruction Conference
for the B-3680 Project in Moore County (bridge #2 over CSX & ACWR). 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 stated that if there
is something that cannot be constructed as shown on the plans to call and ask someone.
Mr, Olinger then stated that Chuck Dumas is the Resident Engineer; Jim Dietrich would be the Assistant
and Tracy Ingold would be the project inspector. Mr. Randall Gattis stated Lewis Blue would be the
Superintendent, and Kenny Brady would be over the bridge construction. Mr. Dumas stated that the
monthly construction meetings will be scheduled at a later date. Mr. Gattis stated that Riley Paving will
be paving, Fulcher would be doing the signal work, and Smith and Rowe will be driving piles and setting
the girders. Mr. Olinger stated there is no final surface testing required and to ensure all the proper
submittals are submitted.
Right of Way issues were then discussed:
• On Parcel 1 there is a billboard which cannot be disturbed. The Contractor suggested that safety
fence be placed around the billboard to ensure that it would not be disturbed. Mr. Olinger thought
this would be a good idea.
• There are no other right of way issues known at this time.
Overviews of Utilities were then discussed:
• Windstream — Mr. Soles stated they were attached to Progress Energy and upon Progress
Energy's completion Windstrearn would complete their relocation in approximately 4-6 weeks.
• Progress Energy — Mr, Dietrich stated that Progress Energy were in the process of relocating
poles today.
• Piedmont Natural Gas — Mr. Clark stated they have relocated their facilities and asked to be
called as soon as possible if there is a conflict.
P. 0. Box 10671 Aberdeen, N. C, 283151910- 944 -23441 Fax: [phone]

Preconstruction Conference
October 1, 2012
Page 3
Town of Aberdeen — There is water line and sewer line conflicts that will be relocated by the
Contractor as part of the contract. Mr. Gattis asked if the existing 16" Sanitary Gravity Sewer is
not in conflict with the piles, would this line need to be relocated. The Town of Aberdeen stated
there would be no reason to relocate the line if there are no conflicts. The Town of Aberdeen
stated that the permanent utility easement (PUE) shown on the plans along Saunders Ave. was
not able to be acquired and the line would have to be placed in the roadway. The Town of
Aberdeen stated they would close this road when the contractor was ready to perform this work.
The Town of Aberdeen also stated that no equipment or materials would be allowed to be stored
of right of way.
Moore County Public Works — Mr. Kelly with Moore County Public Works wanted to know at least
2 weeks in advance of working on their sewer line. Mr. Kelly also stated he wanted copies of
submittals, the name of the designer, the material that would be placed along the line and
underneath the sewer diversion box and the plan for the pump around. Mr. Kelly stated he would
send a letter with his requests.
Mr. Olinger reminded the Contractor to call in locates.
Safety was discussed:
Work Zone Traffic Control — Safety of the traveling public was stressed to make sure traffic
control is clear and is reviewed regularly so that people have a clear /concise direction of where to
go.
Safety Vests Ensure all persons working within the project limits are wearing the approved
safety vests.
• OSHA Competent Person needs to be onsite for trenching.
• Back up alarms on equipment — make sure every vehicle required to have back alarms are
working properly and audible: The inspector will park equipment without back up alarms as
required.
Items in the Contract were then discussed:
• The availability date is October 1, 2012.
• The completion date is December 31, 2014.
• Intermediate contract time number 1 was reviewed stating that all work except for the work
required under the Project Special Provisions entitled Planting, Reforestation and/or Permanent
Vegetation Establishment, included elsewhere in the contract was to be completed by
May 1, 2014.
• The remainder of the ICT's was reviewed.
• Mr. Olinger stated that since this was a Federal Aid Project that payrolls would need to be
submitted and reminded the Contractor to keep appropriate records.
• Mr. Olinger stated there is a twelve month guarantee.
• The estimate cutoff date will be the 22nd 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 Level II Supervisor is Lewis Blue.
P. 0. Box 1067 1 Aberdeen, N. C. 283151910-944-23441 Fax: [phone]

Preconstruction Conference
October 1, 2012
Page 4
o The Contractor is to submit a list of certified erosion control personnel to the Resident
Engineer.
o Mr. Olinger reminded the Contractor about the permanent vegetation special provision.
o Mr. Olinger stated the method of clearing for the contract is method li. Mr. Olinger stated
that the Contractor would need to clear to the construction limits and to clear for the
erosion control devices as required by plans. It was stated that hand clearing would be
needed in areas designated in the permits.
o Mr. Olinger suggested that the contractor utilize stockpiled topsoil on the slopes
throughout the project to promote early growth of permanent stabilization. Mr. Olinger
stated that if an ICA (Immediate Corrective Action) or a NOV (Notice of Violation) is
received then all work will be suspended. Mr. Olinger stated that there was a seeding
incentive in the contract.
o Mr. Harrington stated that this project has the 7 -14 day requirement for ground cover that
would need to be adhered to. Mr. Harrington also reminded to stage seed as they come
up with their fills. He also reminded the need to place safety fence in the environmental
sensitive areas and the special provisions for ripping and disking were discussed,
Permits
o Mr. Smith with the Army Corps of Engineers reviewed their permits making special note of
the mitigation condition #7h. Mr. Smith needs to review the mitigation site before the
release of construction equipment so he can verify that the site is acceptable.
o Mr. Herndon with DWQ made special note of condition #7 in the NCDENR permits. Mr.
Herndon also made sure that in channel changes make sure coir fiber matting was used
instead'of excelsior matting. He stated that rip rap shall be of adequate size and clean
with no debris and be placed over filter fabric.
o Mr. Herndon mentioned that safety fence shall be placed before any clearing operations.
He mentioned that he will do monthly ride through and to be notified of any offsite
sediment loss.
Roadway and Culvert
o Mr. Olinger stated that there was a plan revision coming to add two left turn lanes for US 1
onto US 151501.
o Mr. Dumas mentioned that there was a Department owned disposal site mentioned in the
project special provisions. Mr. Oldham asked if Sanford Contractors was required to do a
reclamation plan if they elected to use this site. Mr. Dumas stated that they would be
required and that Article 802 would still apply. Mr. Herndon stated that since it was a
Department of Transportation owned site that the Contractor would not need to do an
environmental evaluation but would still need erosion control devices. Mr. Dumas stated
that only earth material would be allowed. Mr. Olinger asked the Contractor their plans for
the BorrowANaste site. The Contractor stated they planned to obtain borrow from a private
land owner and waste back in the area they took borrow from. Mr. Herndon advised they
seek approval from NCDENR Land Quality prior to the reclamation plan being approved.
o Mr. Herndon also stated that he would like to review the culvert alignment to ensure the
seals for the culvert are in the correct locations. Mr. Herndon stated that the plans do not
call for any on the two barrel culvert but may need one.
o Mr. Herndon stated that local material shall be used to backfill inside the culvert for the V
requirement.
• The Contractor asked if they could alter the sequence of culvert construction. Mr. Olinger
stated the NCDOT would review and consider any submittals.
• The Contractor questioned the limits of the rock embankment. Mr. Olinger stated that the
limits in the plans could be adjusted based on the field conditions.
P. O. Box 1067 1 Aberdeen, N. C. 283151910- 944 -23441 Fax: 910 - 944 -5623

Preconstruction Conference
October 1, 2012
Page 5
• Bridge
• The Contractor requested to square the crash wall indicated on the plans. Mr. Olinger and
Mr. Scott stated they would review and get back to the Contractor.
• The Contractor asked about submitting an alternate plan to the bridge approach slab in
case the approach slab settles due to the high embankment and the questionable material
under the fill. Mr. Olinger stated that the NCDOT would need to review.
Railroad
• Mr. Olinger stated that this project has two different railroad owners which are CSX and
Aberdeen Carolina and Western Railway (ACWR). Mr. Olinger stated the provisions for
each were in the contract.
• Mr. Gattis asked if the railroad would need to be notified for any surveying on the project
within the railroad right of way. Mr. Wagers with ACWR stated no notification would be
necessary. Mr. Sanderson with AECOM stated they would need a 30 day notice for any
work being performed that had potential to fall on the tracks (i.e. clearing, pile driving,
etc.). Mr. Wagers stated that ACWR would need 2 -3 day notice before work was being
performed that had potential to fall on the tracks.
o Mr. Gattis asked how close to the centerline of the closest rail can a track on a crane get
without having to have a flagger. Both ACWR and AECOM stated Sanford Contractor
would need to submit a design for them to review. It was later mentioned that ACWR was
the track in question and Mr. Gattis was going to give them a call.
• Mr. Sanderson handed out AECOM/CSX guidelines and briefly went over them. Mr.
Sanderson made note that it will be hard to get a flagger in December and for the
Contractor to keep this in mind. Mr. Sanderson also stated they would need written
notification with the start date and duration that the Contractor would need a flagger. Mr.
Sanderson went on to state that AECOM would need submittals for a pile driving plan, a
girder erection plan and for the waterline bore under CSX railroad.
• Mr. Gattis asked if it would be ok to provide a certificate of insurance to both railroad
companies. Mr. Sanderson and Mr. Wagers stated that this would suffice as long as it met
the requirements in the project special provisions.
P. O. Box 1067 1 Aberdeen, N. C. 283151910- 944 -23441 Fax: [phone]

Preconstruction Conference
October 1, 2012
Page 6
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:
JRGO:CED:jad
cc: Mr. Richard Hancock, PE
Mr. Ron Hancock, PE
Mr. Chuck Dumas, PE
Ms. Alison Whitesell, PE
Mr. Darren Scott, PE
Mr. Marty Tillman, PE
Mr. Art King
Mr. Brad Bass
Ms. Kathy Lindsey
Mr. Bob Andrews, CSP
Mr. Bradley Comer
Sincerely
hn R. G. Olinger
Pvision Construction Engineer
�,Ar. Mason Herndon — DWQ
Mr. Jimmy Wagers — ACWR
Mr. Rick Sanderson — AECOM
Mr. James Soles — Windstream
Mr. Chad Clark — Piedmont Natural Gas
Town of Aberdeen
Moore County Public Works
-Mr. Ronnie Smith —Army Corps of Engineers
Mr. Monroe Brown — Utilities Section
Mr. Barry Harrington
Mr. Matthew Kitchen
Filename:PreCon
P. O. Box 10671 Aberdeen, N. C. 28315 1 910 - 944 -23441 Pax: 910 -944 -5623