C204434 Pre-Con Mtg Mins

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STATE OF NORTH CAROLINA
DEPARTMENT OF TRANSPORTATION
ROY COOPER J.ERIC BOYETTE
GOVERNOR SECRETARY
June 07,2021
Contract No.: C204434
WBS: 33723.3.1
Fed. Aid No.: State Funded
T.I.P.No.: B-4484
County: Craven
Description: Bridge 138 and Bridge 139 on SR1470 Maple Cypress Rd.
Mr. Chris Brown,PE
Sanford Contractors,Inc.
P.O. Box 9
Lemon Springs,NC 28355-0009
SUBJECT: Pre-Construction Conference Minutes
A pre-construction conference was held Thursday,June 3,2021 for the above referenced project. The
following persons were in attendance.
Name Company/Agency
Cadmus Capehart NCDOT—Division Construction Engineer
Heather Lane NCDOT—Asst. Division Construction Engineer
Aaron Bullard NCDOT—Resident Engineer
Andrea Nunez NCDOT—Asst. Resident Engineer
Stanley Harrell NCDOT—Engineering Specialist
Joe Weldin NCDOT/Gannett Fleming—Project Inspector
Blake Taylor NCDOT—Project Inspector
Luke Lewis NCDOT/Gannett Fleming—Project Inspector
Jimmy Weldin NCDOT—Surveyor
Beverly Daniels NCDOT—Administrative Specialist
Randy Hall NCDOT—Div. 1-2 Area Construction Engineer
Andy Blankenship NCDOT—Roadside Environmental Field Ops Engineer
Justin Davis NCDOT—Roadside Environmental Field Ops Staff Engineer
Casey Whitley NCDOT—Project Development Project Engineer
Michael Aman NCDOT—Bridge Program Manager
Rhett Gerald NCDOT—Bridge Maintenance Engineer
Robert Corey NCDOT—Bridge Maintenance Supervisor
Jay Sutton NCDOT—Craven/Jones Maintenance Engineer
Carlton Jarman NCDOT—Craven Co.Maintenance Supervisor
Jay Johnson NCDOT—Division Environmental Officer
Tom Steffens US Army Corp. of Engineers—Project Manager
Stephen Lane NC Dept Environmental Quality—Coastal Mgmt.
Garcy Ward NC Dept of Environmental Quality-DOT Project Coordinator
Mailing Address: Telephone:[phone] Location:
NC DEPARTMENT OF TRANSPORTATION Fax:[phone] 1629 HWY 258 S
RESIDENT ENGINEER'S OFFICE Customer Service: 1-877-368-4968 KINSTON,NC 28504
1629 HWY 258 S
KINSTON,NC 28504
Website:ncdot.gov

Pre-Construction Minutes
June 7,2021
Page 2 of 8
Name Company/Agency
Elliott Thomas Craven Co. Water Dept.—Utility Owner
Chris Brown Sanford Contractors—V.P.Bridge&Heavy Construction
Justin Carter Sanford Contractors—Sr. Bridge Construction Engr.
Marty Culbertson Sanford Contractors—Project Manager
Shannon Douglas Barnhill Contracting
Jake Keeny JoynerKeeny PLLC
Kelly Barnhill Hendrix-Barnhill—President
Michael Knox Sawyer's Land Developing—Project Manager
Jamie C. Byers Sawyer's Land Developing—Project Manager
Larry Gibbs Sawyer's Land Developing—Supervisor
Mike Castellow Sadler Landscaping—Supervisor
General Items:
Submittals: Have received all deliverables
Monthly Estimate End Date: 22'of each Month
Monthly Env. Compliance Meetings: 2'Tuesday at 10:00 A.M.
Monthly Construction Meetings: 4th Thursday at 10:00 A.M. (On-site)
Project Work Schedule: Monday—Friday 7:00 A.M.—5:00 P.M.though Contractor may
take advantage of extra daylight hours as available. Weekends may
be necessary dependent on weather.
NCDOT Project Staff: Andrea Nunez—will primarily handle office engineering
Stanley Harrell—will primarily handle field operations
The Resident Engineer for the project will be Aaron Bullard. All correspondence should be directed to
the office as follows:
Mr.Aaron Bullard,P.E.
NC Department of Transportation
1629 Hwy 258 S
Kinston,NC 28504-6793
Project Schedule/Contractor Schedule:
Overall Contract Time
Date of Availability: July 7,2021 (planned start date of June 7,2021)
Completion Date: December 12,2024
Liquidated Damages: $200.00 per calendar day
ICT Number 1 -All work except permanent vegetation establishment
Date of Availability: July 7,2021
Completion Date: June 15,2024
Liquidated Damages: $2000.00 per calendar day

Pre-Construction Minutes
June 7,2021
Page 3 of 8
ICT Number 2—Completion of Phase II, Step#1
*Grading at the beginning of project on the left-hand side
Date of Availability: Date work begins
Completion Date: 210 days from start of ICT#2
Liquidated Damages: $500.00 per calendar day
ICT Number 3—Phase II, Step#2
*Grading at the end of the project for one-lane traffic
Date of Availability: Date work begins
Completion Date: 30 days from start of ICT#3
ICT#2 and#3 can run concurrently for the last 30 days.
Liquidated Damages: $500.00 per calendar day
ICT Number 4—Phase III, Step#2
*Pavement tie-ins at the end of the project
Date of Availability: Date work begins
Completion Date: 30 consecutive days from start of ICT#4
Liquidated Damages: $500.00 per calendar day
Contract/Plan Review/Comments
Construction Moratorium
No in-water work from February 15 through September 30 of any year
No tree cutting when temperature is 40 degrees or less.
Combined MBE/WBE Goal
Goal for project was 5.0%. Goal was met at 5.62%.
Payments should be entered each month into the DBE Payment Tracking System.
Use of Unmanned Aircraft System(UAS)
Contractor shall complete the NCDOT UAS Flight Operation Approval Form and submit to the Engineer for
approval. Mr. Brown said Sanford does plan to use UAS. Both DOT and Sanford will look further into
UAS guidelines and approval process.
Equipment Idling Guidelines
Contractor was reminded to be aware of and comply with equipment idling restrictions.
Subsurface Information
Subsurface Information is available on both the roadway and structure portion of the project.
Twelve Month Guarantee
Project has a twelve month guarantee for major components of work such as pavement structure and bridge
components.
Note to Contractor:
There are additional permit requirements for work performed in the Neuse River due to potential presence of
Atlantic Sturgeon. All in-water work and pile driving shall be performed during the daylight hours only
(permit page P-17)and no more than 5 piles per day may be drive(P-18).
Clearing and Grubbing—Method II
Method II shall be used to clear and grub to the slope stake line or to construction limits.

Pre-Construction Minutes
June 7,2021
Page 4 of 8
Lump Sum Grading
Contract is Lump sum Grading per Section 226 of the Specs except for Borrow Excavation, which will be
paid for separately.
Temporary Detours
After detours have served their purpose,remove portions unsuitable for use as a permanent part of the
roadway. Salvage and stockpile ABC removed at locations within the right of way for removal by NCDOT
forces. Find place for pavement and earth material removed from the detour in embankments or dispose of
in waste areas by Contractor. Pipe culverts removed from detours will be the Contractor's property.
No direct payment will be made for removing ABC, earth material and pavement, as they are included in
Lump Sum Grading.
Due to limited project footprint within the right of way, Contractor asked how/where that should be done.
Per Mr. Capehart, DOT will review options for suitable stockpile location and/or coordination with
Maintenance.
Borrow Excavation(Truck Measurement)
Borrow Excavation will be paid for separately via truck measurement.
Manufactured Quarry Fines in Embankments
Mr. Brown stated Sanford will not use manufactured quarry fines.
Alternate Bridge Approach Fills for Integral Abutments
Contractor advised they will use standard approach fill since they are using pre-cast back wall panels. Pre-
cast panels are being tested per Mr. Brown.
Automated Machine Guidance
Mr. Douglas stated that Barnhill does plan on using AMG. They were reminded to follow contract
guidelines, especially regarding submittals and inspection by use of contractor-provided GPS rover.
Remove, Stockpile,and Deliver Existing Guardrail
State Forces will take delivery of dismantled guardrail and components in good condition. Contractor shall
notify Robert Corey five days prior to the removal of salvaged guardrail. Contractor will deliver salvaged
material to 255 S. Glenburnie Road in New Bern,NC. State forces will unload the material.
Permanent Seeding and Mulching
Project has incentive encourage early permanent seeding. From 0%to 30%of elapsed contract time, there
will be a 30%additive. Then from 30%to 50%,there is a 15%additive.
Title VI and Nondiscrimination
Compliance with NCDOT's Title VI Program states Contractor shall post the following documentation on
jobsite bulletin board:
• NCDOT's Notice of Nondiscrimination
• Contractor's EEO Policy
Contractor shall physically incorporate the required Title VI clauses into all subcontracts and ensure
inclusion by subcontractors into all lower-tier subcontract. Also,required solicitation language shall be
included for bids and requests for work or material. Mr. Bullard will request to review 10%of all
subcontracts for verification of these requirements.

Pre-Construction Minutes
June 7,2021
Page 5 of 8
Rock Embankments
Rock Embankment construction details are shown on plan sheet 2G-1. Location is station 43+45 to 50+50
on the left-hand side(overflow bridge to the end of channel change).
Geotextile For Embankment Stabilization
Detail is shown on sheet 2G-2 located in the vicinity of End Bents 1 and 2 on the river bridge.
Rock Plating
Details is shown on sheet 2G-3 and summary is provided on sheet 3G-1 with breakdown of location and
stations. There are four locations incorporating three different details for rock plating. All stone shall be
granite.
Reinforced Retaining Wall Backfill
Located on Wall plans, sheets W-1 to W-5. All of Wall 1 and over half of Wall 2 has some reinforced
backfill involved.
Standard Shoring
There are Standard Shoring provisions in the Geotech section as well as Temporary Shoring provisions in the
Roadway section of the contract. Reference is also made to plan sheets 2G-4 and TMP 2B-2C. Mr. Brown
advised they will be using standard shoring, so per the provisions a temporary shoring design submittal is not
required.
Drive Steel Piles with Pile Cushions
Contractor to use pile cushions to drive steel pipe piles within bodies of water. Pile cushions shall be new
pine plywood with a thickness of at least 4 inches. Each pile requires a new pile cushion. If cushion
becomes compressed more than 50%while driving,replace pile cushion.
A steel plate equal to the pile width with a minimum thickness of 3/4 inches is required on top of each pile and
shall be tack welded to the top of the pile and removed once pile driving is complete.
Steel pile plates will be paid for using the pay item Top Pipe Pile Plate and measured one per pile. Payment
includes plate,pile cushions,tack welding, removal, and resetting.
Regarding pile driving plan, Mr. Brown intends to do a test pile on Bent#5 of the river bridge around mid-
end of July, assuming this area is not inundated into the river. Mr. Bullard stated he could see the need for a
test pile/PDA in water with cushion as well. Discussion was held about the in-water restrictions. Overflow
does not have 5 piles per day restriction,though it must follow the in-water work moratorium. Contractor
will review in more detail as date approaches. They are looking to use"Ramp-up"method on as noted on
page P-18.
Temporary Portable Traffic Signal System
Contractor remined to follow guidance in this section. Temporary signal system doe requires remote
monitoring system(RMS).
Temporary Lighting for WRC Boat Ramp
Temporary Portable Lighting will be needed at the boat ramp when Duke Energy disconnects the power in
conjunction with the overflow bridge removal.
Utility Construction
Craven County Water Department is the owner and the point of contact is Elliot Thomas at(252) 670-8010.
Any service outage shall be reported to utility owner.

Pre-Construction Minutes
June 7,2021
Page 6 of 8
"Remove all existing aerial utility pipe between-L- Sta. 38+00 and Sta. 45+00. Also remove the timber
supporting the aerial utility pipe. If attempts to remove the timber supports fail, cut them off at the bed
elevation and remove."
Mr. Harrell will contact utility owner for sampling and testing once installation is complete.
Utility By Others
Per Mr. Bullard, Duke Energy is 99%complete and the only thing left is temporary removal of one span
of conductors parallel to structure 139 overflow bridge for the demo of the overflow. Duke Energy requires
an eight-week notice prior to that work. They will keep the line out-of-service for a maximum period of
three months. Contact person is Alex Craig at(910) 399-3081.
CenturyLink is 100%complete.
USGS requires a 3-4 week notice prior for gauge removal prior to demolition.
Erosion Control
Mr. Blankenship advised EC plans show a few places where silt fence is installed in wetlands that are outside
of permit drawings. Station 19+00 shows silt fence out to PUE. Mr. Blankenship advised silt fence should
be laid lay out according to Permit Drawing/Plan. It should be installed as close to the toe as possible
keeping the permit drawing in mind.
Mr. Kenny advised he staked for the silt fence to be at the toe of slope. Mr. Steffens approved hand-clearing
a narrow path for survey with machete but not all the way to the PUE. Mr. Ward requested a drawing to
show hand-clearing area to get to PUE.
Both Safety Fence and Silt Fence will be installed at the toe. All parties will work together to make sure
everyone is clear on placement of these devices.
Removal of Existing Structure at Sta. 25+06.00 -L1-
The river gauge of unknown owner shall be removed, salvaged, and delivered to the New Bern bridge yard.
Also,the two granite plaques in the existing concrete barrier rail shall be removed and salvaged. Mr. Brown
added he would remove as much concrete as possible while protecting the plaques.
Mr. Hall questioned the extra layer of geotextile in the reinforced approach fill. Mr. Bullard stated the plans
did not include this detail but he would make sure project does include it. Contractor stated they are aware of
this change.
Permits
Army Corps of Engineers—Permit No. SAW-2017-00829
Mr. Steffens covered all Special Conditions with the following additional discussion:
Condition 11 (In-water Work Moratorium): Mr. Brown,Mr. Harrell, and Travis Wilson of Wildlife Resource
Commission met and took a reading that established a 5.6 elevation to define when overflow is connected.
Mr. Steffens asked to revisit and would like a document containing reading. Mr. Brown will place a
substantial marker to show elevation. Mr. Steffen would like a second marker placed as well.
Condition 12,Item 2 (Culvert Measurement): Mr. Whitley will submit measurement to Mr. Brown and Mr.
Steffens.

Pre-Construction Minutes
June 7,2021
Page 7 of 8
Condition 13, Item 1 (Sediment and Erosion Control): Follow Permit Plan and changes can be made if
needed per Mr. Steffens.
Condition 15 (Borrow and Waste): Mr. Harrell stated Barnhill has a commercial pit located on River Road
which will be source of borrow material. Mr. Harrell will forward information to Mr. Steffens.
Bridge Demolition plan will be submitted in a timely manner per Mr. Brown. Mr. Steffens requested a copy
of the demo plans.
NOAA/National Marine Fisheries Service—Permit No. SERO-2019-03491
Mr. Bullard reviewed the following permit conditions:
• No in-water work moratorium from February 15 to September 30
• All in-water work and pile driving in daylight hours only
• Proper use of turbidity curtains and requirements
• 5 Piles per day limit(river channel itself)
• Wood cushion block implementation
• Ramp-Up method
NCDEQ/CAMA—Permit No. 45-20
Mr. Lane stated that the CAMA permit also includes high ground impacts (is not just site specific)and
requested to be notified of any changes in the plans. Mr. Lane reviewed permit conditions 1 —42 noting the
following items:
• Condition 5—There was a West Indian Manatee spotted within a mile of the bridge.
• Condition 7—Mr. Brown stated that a barge may be used during bridge removal if water conditions
allow.
• Condition 10—Store suitable material to restore to elevation of pre-existing condition.
• Condition 12—Use due diligence in piling removal. Cutting off flush should be last resort.
• Condition 20—Use due diligence to contain all debris.
• Condition 22—Mr. Lane needs to see and approve Demolition Plan.
• Condition 28—Mr. Lane requested to be notified of any changes in the waterline relocation.
• Condition 29—Mr. Elliott with Craven County Water will review changes and submit something in
writing concerning plans. Mr. Lane suggested that NCDEQ Public Water Supply Section be notified
of proposed revisions.
• Condition 33—Mr. Lane requests public notification about river traffic closure if needed.
• Condition 35—Mr. Brown stated boat ramp will not be closed.
• Condition 37—Mr. Lane requested good housekeeping on job site.
US Coast Guard
Permit not required. However,Mr. Steffens recommended that reflectors/lights be used on the work bridge
for aiding public navigation upstream and downstream.
CCPCUA—Permit No. CU405
Mr. Bullard questioned the need for the CCPCUA permit conditions since this project will not use a borrow
pit. Mr. Blankenship will add CCPCUA Permit to his spreadsheet and will send a letter of rescindment to
DWR at the end of the project.
NCDEQ/DWR 401 Water Quality Certification—Permit No. WQC004214
Mr.Ward reviewed Water Quality Conditions 1 —41 with the following comments:

Pre-Construction Minutes
June 7,2021
Page 8 of 8
• Condition 9—Mr. Ward requested to be notified of any problems that arise with the culvert
extension,namely if placement 1 foot below streambed cannot be achieved. Mr. Capehart
recommended going ahead and get some elevations to check.
• Condition 16—Mr.Ward would like a copy of the Demolition Plan sent to him.
• Condition 20—Mr. Bullard stated there are no deck drains.
• Condition 26—Mr.Ward stated areas on Sediment Control Plans outside of the permitted areas
shall stay within the permit limits unless he gets a modification.
• Condition 41 —Water Quality Certification Permit should be kept on the job site at all times.
General Items
Mr. Brown requested property owner on upstage left side End Bent#1 quadrant on Access Road be
contacted about driveway access. Sanford will need access anywhere from 5 days to 3 weeks. Mr. Bullard
will try to contact owner concerning driveway access.
Mrs. Lane added TMP's message signs need to be changed three weeks in advance. Also,contact should be
made with sheriffs office, emergency services, schools etc. of those changes in Phase II and Phase III.
Meeting was adjourned by Mr. Bullard.
These minutes are prepared as 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.
Sincerely,
DooccuSniggnned by:
39D7E831 C4434A4...
Aaron Bullard,PE
Resident Engineer
cc: Mr. Cadmus Capehart,PE
Meeting Attendees
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