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Home My WebLink About20070768 Ver 1_Meeting Minutes_20080122 MICHAEL F. EASLEY GOVERNOR . srn-c.~ y° .~-'+ .~~,e,. D~~~CO~ ~-t ~1 ~~~~ r~ s ~~ STATE OF NORTH CAROLINA DEPARTMENT OF TRANSPORTATION DMSION OF HIGHWAYS January 4, 2008 ~.. <. ~ ,.,, s~ .7~: , ~ ,~ ,.%;~ LYNDO TIPPETT SECRETARY WBS Element: 34612.3.2 (R-4071) Contract No. C201888 F. A. Number: STP-1178 (3) County: Johnston Description: SR 1178 (Keene Road) from US 301 to SR 1164 (Allendale Road) MEMORANDUM TO: Ellis C. Powell, Jr., PE State Construction Engineer FROM: Wendi O. Johnson, PE Division Construction Engineer SUBJECT: Approved Preconstruction Conference Minutes We are transmitting an approved copy of the minutes covering the Preconstruction Conference for the above project, which was held on December 7, 2007. The minutes were approved by the Contractor, Barnhill Contracting Company, as recorded. Attachment c: Ron Lucas (FHWA) Gary Jordan (US Fish & Wildlife) Rob Ridings (NCDENR, Division of Water Quality) Brian Wrenn (NCDENR, Division of Water Quality) John Holley (NCDENR, Land Quality Section) Travis Wilson (NCWRC) David Cox (NCWRC) Ron Sechler (National Marine Fisheries) William Wescott (US Army Corps of Engineers) Ray Pigott (Progress Energy) Josh Sturtz (Embarc~ Bob Lillis (Time Warner) Post Office Box 3165, Wilson, North Carolina 27895-3165 Telephone (252) 237-6164 Fax (252) 234-6174 Ellis C. Powell, Jr., PE January 4, 2008 Page 2 ec: Cecil Jones, PE Donald Pearson, EI, CPESC Robert Simpson Andy Brown, PE Bobby Lewis, PE Kevin Bowen, PE Andy Pridgen Ron Hancock, PE Lloyd Johnston, Jr. Mike McKeel, PE Keith Honeycutt, PE, PLS Charles W. Brown, PE, PLS Kevin Lacy, PE Victor Barbour, PE Don G. Lee Chad Goggins Warren Walker, PE Haywood Daughtry, PE Doug Allison Amy Reed K. J. Kim, Ph.D., PE David R. Henderson, PE Queen Crittendon Greg Dixon Tim Little, PE Doug Williams Kenny Baines PRECONSTRUCTION CONFERENCE AND PERMIT MEETING WBS Element: 34612.3.2 (R-4071) Federal AidNo.: STP-1178 (3) Contract No.: C201888 County: Johnston Description: SR 1178 (Keene Road) from US 301 to SR 1164 (Allendale Road) The Preconstruction Conference for the above project was held in the Wilson Division Office Conference Room on December 7, 2007 with the following persons in attendance: NAi`tE REPRESENTING Rick Poythress NCDOT -Location & Surveys Michael Ball Keen Plumbing Co. Kenneth Raynor Keen Plumbing Co. Jeff Barnes Keen Plumbing Co. Ricky Russell Barnhill Contracting Co. Barry Kass Barnhill Contracting Co. Joseph Jones Barnhill Contracting Co. Dickie Dawson Barnhill Contracting Co. Greg Dixon NCDOT -Office of Civil Rights J. T. Gardner NCDOT -Selma Construction J. F. Marron NCDOT -Selma Construction files Harrell NCDOT -Selma Construction B. L. Hemng NCDOT -Assistant Resident Engineer Sean Dail Everett's Clearing and Grading Chad Goggins NCDOT -Environmental Specialist Walter Spivey NCDOT -Roadside Environmental Unit Rom Llewellyn Everett's Clearing and Grading 14like IVIcKeel NCDOT -Resident Engineer William V1,'ilfong Barnhill Contracting Co. ~~'endi Johnson, Division Construction Engineer, presided over the conference. She asked everyone present to introduce themselves and their company affiliation. Dickie Dawson will act as Project Superintendent for the Contractor and Matt Jones will act as Project Manager. Johnny Marron will act as Project Inspector and Traffic Control Coordinator for the Division of Highways. The Contractor stated that they plan to begin work December 10, 2007, clearing and grubbing on the north side of Keene Road. The Contractor was advised not to begin clearing in Environmentally Sensitive Areas until the orange safety fence has been installed. Preconstruction Conference Minutes R-4071 Page 2 The Contractor submitted his progress schedule. He was advised that it would be checked, and he would be advised if satisfactory. By copy of these minutes, we are advising the Contractor that his progress schedule has been checked and is approved as submitted. RIGHT OF WAY Steve Grimes covered this portion of the contract. All of the right of way necessary for this project has been acquired as shown on the plans. The Contractor is advised not to exceed the right of way or easement areas during construction without written pemussion from the property owner. LOCATION AND SURVEYS Survey work was done in 2002 and 2004. Right of way was verified in 2006. Construction surveying will be done by the Resident Engineer's office. UTILITY CONFLICTS Progress Energy -Poles have been set and power Lines relocated. Awaiting Embarq's completion of work to pull remaining pole stubs. This should occur around the beginning of January 2008. EmbarG -Facilities are in place. All relocation work should be completed around the beginning of January- 2008. Time V4'arner -All relocation work was completed by November 30, 2007. There maybe some water meters that will need to be relocated. 1'he Resident Engineer will work with the Contractor on this. DISADVANTAGED BUSPi LESS ENTERPRISE It is the policy of the North Carolina Department of Transportation that Disadvantaged Business Enterprises (DBEs) as defined in 49CFR Part 26 shall have equal opportunity to compete fairly for, and participate in, the performance of contracts financed in whole or in part by federal funds. The Contractor, subcontractor and sub-recipient shall not discriminate on the basis of race, religion, color, national origin, age, disability or sex in the performance of this contract. The Contractor shall comply with applicable requirements of 49CFR Part 26 in the award and administration of federally assisted contracts. Failure by the Contractor to comply with these requirements is a material breach of this contract, which may result in the termination of this contract or such other remedy, as the Department deems necessary. The Contractor is also encouraged to give every opportunity to allow DBE participation in Supplemental t1~+1 CGII-GII W. Preconstruction Conference Minutes R-4071 Page 3 The Contractor's EEO Officers are Jimmy Hughes and Drew Johnson. The Minority Liaison Officer is William Wilfong. The Contractor shall exercise all necessary and reasonable steps to insure that Disadvantaged Business Enterprises participate in at least 9% of the contract. The contract was awarded with 9% participation. The Contractor is urged to document, in writing, all actions taken in complying with Equal Opportunity of Employment Provisions, Training Provision, and Minority Business Enterprise Provision. This includes applicant referrals, meetings with employees, on-site inspections, wage evaluations, etc. All subcontractors and suppliers are responsible for meeting the same requirements as the prime contractor, and it is the prime contractor's responsibility to oversee that both are in compliance. All alleged discriminatory violations should be brought to the attention of the Resident Engineer. The State will conduct a Contract Compliance Review sometime during the life of this contract. Therefore, fair employment practice should be maintained at all times. Reporti~ig Disadvantaged Business Enterprise Participatiorr -When payments are made to Disadvantaged Business Enterprise firms, including material suppliers, contractors at all levels shall provide the Engineer with an accounting of said payments. This accounting shall be furnished to the Engineer for any given month b_y the end of the following month. The Contractor shall report the accounting of payments through the Department's DBE Payment Tracking System, which is a web based application. The System can be accessed through the following web link: The Contractor shall also provide the Engineer an affidavit attesting the accuracy of the information submitted in the Payment Tracking System. This, too, shall be submitted for any given month by the end of the following month. Retaiiurge and Prompt Paymeirt -The Department will not deduct and hold any retainage from the Prime Contractor on this project. Contractor at all levels, prime, subcontractor, or second tier contractor, shall within seven calendar days of receipt of monies resulting from work performed on the project or services rendered, pay subcontractors, second tier subcontractors, or material suppliers, as appropriate. The Contractor may withhold up to 3% retainage if any subcontractor does not obtain a payment and performance bond for their portion of the work. Matt Jones is the DBE contact for Barnhill. The DBE subcontractors on this project are Everett's Lot Clearing and Baysden Trucking. The Contractor was advised that he needed to keep accurate records of all activities involving the DBEs. Prior to the final estimate, the Contractor shouid submii the total amouni that has lyeen paid to each DBE Precorstruction Conference Minutes R-4071 Page 4 PROJECT SPECIAL PROVISIONS GENERAL Co~rtract Tine acrd Liquidated Damages -The date of availability for this contract is November 26, 2007. The completion date for this contract is December 31, 2008. The Contractor will not be granted additional time for completion of the project even though he will not begin work on the project until December 10, 2007. The liquidated damages for this contract are $200.00 per calendar day. Intermediate Contract Time Number 1 and Ligr~idated Damages -Except for that work required under the Project Special Provisions entitled Planting and/or Reforestation, the Contractor will be required to complete all work included in this contract and shall place and maintain traffic on same. The date of availability far this Intermediate Contract Time is November 26, 2007. The completion date for this Intermediate Contract Time is November 15, 2008. The liquidated damages for this Intermediate Contract Time are $500.00 per calendar day Ini~~r;nediate Coniract Time ;Number 2 acrd Ligrridat~~d Damages -The Contractor shall not r_a: row or close a lane of traffic on US 301, Keene Road or Boyette Road, detain and/or alter the traffic flow on or during holiday weekends, special events or any other time when traffic is unusually heavy. Holidays and holiday weekends shall include New Year's, Easter, Memorial Day, Independence Day, Labor Day, Thanksgiving and Christmas. The Contractor shall schedule his work so that lane closures are not required during these periods, unless otherwise directed by the Engineer. The time of availability for this Intermediate Contract Work shall be the time the Contractor begins to install ail traffic control devices for lane closures, according to the time restrictions listed herein. The completion time for this Intermediate Coniract Work shall be the time the Contractor is required to complete the removal of all traffic control devices for lane closures, according to the time restrictions stated herein, and place traffic in a two-lane, two-way pattern. The liquidated damages for this Intermediate Contract Time are $00.00 per hour. Twelve ~lontn Gua; ajatee -The Contractor shall guarantee materials and work.-nanship against latent and patent defects arising from faulty materials, faulty workmanship or negligence for a period of 12 months following the date of final acceptance of the work for maintenance and shall replace such defective materials and workmanship without cost to the Department. The Contractor will not be responsible for damage due to faulty design, normal wear and tear, for negligence on the part of the Department, and/or for use in excess of the design. Preconstruction Conference IVlinutes 8-4071 Page 5 Where items of equipment or material carry a manufacturer's guarantee for any period in excess of 12 months, the manufacturer's guarantee shall apply for that particular piece of equipment or material. The Department's first remedy shall be through the manufacturer, although the Contractor is responsible for invoking the warranted repair work with the manufacturer. The Contractor's responsibility shall be limited to the term of the manufacturer's guarantee. NCDOT would be afforded the same warranty as provided by the manufacturer. Erosion & Sedime~rt Control-Storm Water Certification -Contractor shall provide a Certified Supervisor, Certified Foreman and Certified Installer on this project. Contractor will notify the Engineer of changes in certified personnel over the life of the contract within two days of change. The Certified Supervisor and the Certified Foreman on this project will be Matt Jones. The roles and responsibilities of the Certified Supervisor, Certified Foreman and Certified Installer are shown on pages 18-21 of the contract. Procedure for rlrtonitori~rg Borrow Pit Discharge -Water discharge from borrow pit sites shall not cause surface waters to exceed 50 NTUs in streams not designated as trout waters and 10 NTUs in streams, lakes or reservoirs designated as trout waters. For lakes and reservoirs not designated as trout waters, the turbidity shall not exceed 25 NTUs. if the turbidity exceeds these levels due to natural background conditions, the existing turbidity level shall not be increased. If during any operating day, the downstream watLr quality exceeds the standard, the Contractor shall do al] ofthe following (A) Either cease discharge or modify the discharge volume or turbidity levels to bring the downstream turbidity levels into compliance, or (B) Evaluate the upstream conditions to determine the exceedance of the standard is due to natural background conditions. If the background turbidity measurements exceed the standard, operation of the pit and discharge can continue as long as the stream turbidity levels are not increased due to the discharge. (C) Measure and record the turbidity test results (time, date and sampler} at all defined sampling locations 30 minutes after startup and, at a minimum, one additional sampling of all sampling locations during that 24-hour period in which the borrow pit is discharging. (D) Notify DWQ within 24 hours of any stream turbidity standard exceedances that are not brought into compliance. During the Environmental Assessment required by Article 230-4 of the Standard Specifications, the Contractor shall define the point at which the discharge enters the State's surface waters and the appropriate sampling locations. The discharge shall be closely monitored when water from the dewatering activities is introduced into jurisdictional wetlands. No activities shall occur in wetlands that adversely affect the functioning of a wetland. Visible sedimentation will be considered an indication of possible adverse impacts on wetland use. The Contractor advised that they would be using a commercial pit for borrow and waste. Preconstruction Conference Minutes R-4071 Page 6 PROJECT SPECIAL PROVISIONS ROADWAY Brrrrrirrg Restrictions -Open burning is not permitted on any portion of the right-of--way limits established for this project. l~'et Deterrtiorr Porrd -The Contractor will construct the Wet Detention Pond in accordance with the plans and as directed by the Engineer. Vb'et Detention Pond will be paid for at the contract lump sum price bid for Wet Detention Pond. Shoulder and Fill Slope Material -Required shoulder and slope construction for this project shall be performed in accordance with the requirements of Sections 560 and 235 of the Standard Specifications except as follows: Construct the top 6" (1 SOmm) of shoulder and fill slopes with soils capable of supporting vegetation. Provide soil tivith 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 two inches or larger in diameter. All soil is subject to testing and acceptance or rejection by the Engineer. ~iateriai shall be obtained from within the project limits or an approved borrow source. Police -The Traffic Control Plans state that the Contractor will provide a police officer at Keene Road and Boyette Road, on school days, to direct traffic and facilitate school and bus crossings, between 7:00 a.m. and 8:00 a.m. and 2:30 p.m. and 3:30 p.m., Monday through Friday. Use uniformed police officers and marked police vehicles equipped with police lights mounted on top of the vehicle and police vehicle emblems. This will be paid for on a per-hour basis. EROSION CONTROL _ Crimping Straw Mrrlch -Crimping shall be required on this project adjacent to any. section of roadway where traffic is to be maintained or allowed during construction. In areas within six feet of the edge of pavement, straw is to be applied and then crimped. After the crimping operation is complete, an additional application of straw shall be applied and immediately tacked with a sufficient amount of undiluted, emulsified asphalt. Straw mulch shall be of sufficient length and quality to withstand the crimping operation. Lmt~rr Type Appearance -All areas adjacent to lawns must be hand finished as directed to give a lawn type appearance. Errvirorrmerrtally Sensitive Areas -This project is located in an Environmentally Sensitive Area. This designation requires special procedures to be used for clearing and grubbing, temporary stream crossings and grading operations within the Environmentally Sensitive Areas identified on the plans and as designated by the Engineer. This also requires special procedures to be used for seeding and mulching and stage $~.~.dii~~ vv hin th°v pr ~evt. 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. Precorstruction Conference IViinutes R-4071 Page 7 Clearifrg acrd Grubbing - In areas identified as Environmentally Sensitive Areas, the Contractor may perform clearing operations but not grubbing operations until immediately prior to beginning grading operations as described in Article 200-1 of the Standard Specifications. Only clearing operations (not grubbing) shall be allowed in this buffer zone until immediately prior to beginning grading operations. Erosion control devices shall be installed immediately following the clearing operation. The Contractor was advised to only clear in the buffers where absolutely necessary. Grading -Once grading operations begin in identified Environmentally Sensitive Areas, work shall progress in a continuous manner until complete. All construction within these areas shall progress in a continuous manner such that each phase is complete and areas are permanently stabilized prior to beginning of next phase. Failure on the part of the Contractor to complete any phase of construction in a continuous manner in Environmentally Sensitive Areas will be just cause for the Engineer to direct the suspension of work in accordance with Article 108-7 of the Standard Specifications. Nfirrimize Removal of Y'egetatio-r -The Contractor shall minimize removal of vegetation at stream banks and disturbed areas within the project limits as directed. Only remove what is absolutely necessary. Safety Fejice -The Safety Fence shall be installed prior to any land disturbing activities. Skirrrmer Basins ~+•ith Baffles -- The Contractor shall provide a Skimmer Basin to remove sediment from constn~ction site n~noff at locations shown on the plans. The Contractor should make certain that the bottom of the basin is level and does not necessarily follow the contours of the land. Ir Type B Drop Inlets are used, Contractor should use Hardware Cloth and Class A Stone. PER~'~IITS i/trs. Johnson advised that the US Army Corps of Engineers and NCDEiv`R have issued a permit for this project. The Contractor shall comply with all applicable permit conditions during construction of this project. Agents of the permitting authority will periodically inspect the project for adherence to the permits. Should the Contractor propose to utilize construction methods (such as temporary structures or fill in waters andlor wetlands for haul roads, work platforms, cofferdams, etc.) not specifically identified in the permit (individual, general or nationwide) authorizing the project, it shall be the Contractor's responsibility to coordinate with the Engineer to determine what, if any, additional permit action is required. The Contractor shall also be responsible for initiating the request for the authorization of such construction method by the permitting agency. The request shall be submitted through the Engineer. The Contractor shall not utilize the construction method until it is approved by the permitting agency. The request normally takes approximately 60 days to process; however, no extensions of time or additional compensation will be granted for delays resulting from the Contractor's request for approval of construction methods not specifically identified in the permit. Precurstruction Conference Minutes R-4071 Page 8 Ms. Johnson called attention to pages 130, 131 and 136 of the permit drawings where the buffers and surface water impacts are shown. The Resident Engineer and the Contractor wilt meet on site before any clearing is done to establish where the Safety Fence will denote areas to be impacted. Contractor was advised to make sure that the equipment operators who will actually be doing the clearing know where they can and cannot clear. There is'a 10 ft. permitted area around the end of the old pipe. The Contractor plans to begin work January 3 on the arch culvert and also on the north side of Keene Road, starting at the pipe on US 301. The Contractor was advised that he needed to submit his plan for Impervious Dike construction as soon as possible. All storm water runoff shall be directed as sheetflow through stream buffers at nonerosive velocities, unless otherwise approved by this Certification. During construction of the project, no staging of equipment of any kind is permitted in waters of the U. S. or protected riparian buffers. Ail work in or adjacent to stream waters shall be conducted in a dry work area. ?!1 mechanized Pq~ipment operated ne?r surface waters must he regularly inspected and maintained to prevent contamination of stream waters from fiiels, lubricants, hydraulic fluids or other toxic materials. OTAER CO~iiv'IENTS The Contractor was advised by the Resident Engineer that he needs three more construction signs for the project. A Supplemental Agreement will be used for utility investigation to help locate underground utilities that will be in conflict with the storm drains. At the outlet end of the arch culvert, the Contractor asked if a "dog house" manhole would be acceptable. 1~1r. IV1cKeel advised the Contractor that he would get him an answer on this as soon as possible. The Contractor advised that the majority of pipe used will be RCP. HDPE cannot be used under traffic. There will be a very small amount of corrugated metal pipe used on this project. The Resident Engineer and the Contractor will hold monthly construction meetings. There were no further questions and/or comments and the meeting was adjourned. BARNHILL CONTRACTIi\3G COiVIP:~NY ~- DATE AP OVE NA'~~ TITLE