RS&H CS
Reynolds, Smith and Hills CS, Inc.
1283 North Highway US-1
Ormond Beach, Florida 32174
Phone 386-673-7801, Fax 386-673-7805

February 24, 2005

I-95 Widening and Reconstruction Flagler County
FIN: 242340-1-52-01 F.A.P. No.: 0954 119 I
242341-1-52-01 F.A.P. No.: 0951 559 I
Contract No.: T5071 I-95 Flagler County

A preconstruction conference was held on February 22, 2005 at 10:00 AM to discuss the above referenced projects. A list of attendees is attached. The following issues were discussed.

Tom White provided the project date information.

Project Award; December 20, 2004

Execution; January 11, 2005

Notice to Proceed; February 10, 2005 + 60

First Chargeable Contract Day will be: April 10, 2005 ;

Contractor’s anticipated start date: March 14, 2005

Delineation of Lines of Authority were established:

FDOT

Resident Engineer Michael Ruland Phone 386-254-3730

Project Manager Suzanne Phillips Phone 386-258-4449

· Asphalt Specialist Tim McGlone Phone 386-258-4447

RS&H CS

Senior Project Engineer Thomas White Phone 386-673-7801

Project Administrator William Downey Phone 386-673-7801

· Contract Specialist Sean Heffernan Phone 386-673-7801

· Office Manager Deborah White Phone 386-673-7801

· Project Manager Curtis Long Phone 904-545-8763

· Superintendent Fred Henning

· QC Manager Cynthia Kelly Phone (904) 292-4240

· Emergency Phone Numbers (Day and Night) are attached.

 

Utilities

Utility company comments were reviewed with the status of each utility

§ FPL: Mr. Bruce Stephenson provided an update of their relocation activity. They plan on being complete by March 14, 2005 Bruce noted the overhead wires will be deactivated at that time but may not be removed due to coordination with the FHP.

§ Bellsouth: No one from Bellsouth was in attendance, however Steve Nunnery noted that they couldn’t complete their work until the new FPL poles are in place.

§ Brighthouse: No one from Brighthouse was in attendance, however, Tom White noted they have installed their bores and plan to be clear before construction starts.

§ City of Palm Coast: Steve Flanagan reported the jack and bores for the relocated water and sanitary lines have been installed. Testing and tie in connections remain. Steve asked if the new drainpipe at Old Kings Road could be located in order to avoid a conflict with their new line. Tom and Curtis will coordinate. Steve confirmed they would be relocated prior to March 14, 2005. It was noted the City has other crossings of the Interstate that should not be effected by construction, and no relocation is scheduled. The City is a part of the One Call System.

Points of contact and phone numbers are attached to the minutes.

The Utility Representatives were excused.

Minority Programs by Willie Allen , Resident Compliance Officer

EEO Requirements

Labor Interview Requirements

Other Requirements (On-The –Job Training)

EEO Meeting

Beginning with Projects Let 2005; submit form 700-011-13 on a monthly basis the Friday prior to monthly estimate cut-off (See form for instructions)

Errors or Omissions in the Plans

Curtis Long noted there were no errors or omissions noted at this time with the exception of the open RFI issues.

Maintenance of Traffic Bill Downey outlined the MOT requirements.

Bill reviewed the lane closure restrictions; Sheet 244 and 519 of the MOT plans, 8:00 PM to 6:00 AM.

Curtis confirmed that Superior plans to utilize the MOT plans included in the contract.

It was noted the Certified Maintenance of Traffic (MOT) Review Report (DOT Form 700-010-08) was due at the progress meetings each week See Supplemental Specifications 102-14 for more details;

Curtis noted the name of ATSSA certified worksite supervisor, certification, 24 hour contact information were included in their package.

Bill called everyone’s attention to Spec 710-41- Reapply all traffic stripes and markings a minimum of 14 days after first application but prior to final acceptance of the project;

Bill noted there was a contract for on duty Law Enforcement officers for speed control, and he outlined how the off duty officers were utilized according to the contract.

Erosion Control and SW Pollution Prevention Plans Bill noted the following items were required:

Contractor Certification Forms (DOT Forms 650-040-05 and 650-040-07)

All permits must be posted on the project bulletin board.

Department of the Army Permit – 2000002188 (IP-AWP)

St John’s River Water Management District Permit – 4-035-18488-2

Contractor is required to inspect and maintain controls weekly and within 24 hours after a rainstorm in excess of 050 inches The contractor shall report all inspection findings and corrective actions taken as a result of the inspection. Inspection reports (650-040-03) shall be signed by the contractor and submitted weekly to the engineer at the progress meetings along with the name and certificate number of the person signing this form;

DEP- disposal of debris: Off-site contractor is liable even with a letter of approval from the property owner Contractor can request the DEP review the site and the Contractor needs to get a permit from the property owner to allow the area(s) to be filled;

Bill read a note concerning the dewatering operations at box culverts and wing walls. The specifications require a professional engineer prior to the start of construction submit a dewatering plan.

Notice of intent needs to be submitted by the contractor and any subcontractors that were involved in erosion operations.

Subletting Work: Bill noted that Willie Allen reviewed most of these items, however the forms listed are included in the handout package.

Procedures for subletting (provided in handouts)

Certification of Sublet Work (DOT Form 700-010-36), submit to Geneva Clarke in the District Office

No requests have been submitted yet?

List of subcontractors

Rental Agreements (DOT form 700-010-11)

Asphalt Paving – Tim McGlone , Resident Asphalt Specialist. Bill explained a pre-paving meeting will be held prior to the start of paving to review the items listed below.

Superpave asphalt

Asphalt mix designs

Pre-paving Meeting

48 hours notice given to CEI before any paving will be allowed.

Contract Time Tom White reviewed the time related issues listed below.

800 Days

Alternative Contract; A+B Contract with a maximum bonus amount of $2,500,00000.

Contract Daily Value $14,00000 for a maximum bonus time of 622 days.

Automatic work suspension days- if the contractor would like to work on any of these days they must submit a written request to work within 10 days of the automatic suspension days listed in Section 8-64 of the Supplemental Specifications. The engineer must approve the request; time will be charged regardless.

Weather Days – In accordance with 8-732 in the Standard Specifications.

One day of inclement weather = One day of time granted.

Dispute Review Board (DRB)

FDOT Representative; Pete Markham

Contractor Representative; Jim MacLaughlin

FDOT Representative and Contractor Representative have selected Don Henderson for the third representative. The Department will review this selection.

Partnering

The first partnering meeting is scheduled for today following this meeting with lunch at Chili’s. Joe Hartnett is the facilitator.

Construction Schedule / Progress Chart Submittals

CPM schedule is included in Superior’s package.

Curtis noted the paving will be night work as well as hauling embankment. All other activities will be done during daytime.

An updated schedule is required to be submitted on the Monday prior to estimate cutoff per 8-321.

Provide two-week look ahead schedules at the progress meetings.

If the time granted by Supplemental Agreement is 15 days or greater a Revised Schedule is required

Controlling Items of Work

No controlling item of work form will be necessary since this project has a detailed CPM schedule.

Vehicle Registration in Florida (DOT Form 700-010-52)

Was covered by Mr. Allen.

Contractor Past Performance Rating (CPPR)

Tom White noted the new CPPR form was included in the handout package. Superior has worked in the system on previous projects. Tom outlined how Superior would be informed of any problems or deficiencies.

Tom White reviewed the Special Project Requirements

Shop Drawing Schedule of Submittals (Due within 60 days of contract start) per 5-143

Tom White explained that all shop drawing submittals would go through Kevin Knudsen of Bowyer Singleton with a copy of the transmittal to RS&H CS.

Provide RS&H CS pavement marking readings of reflectivity per the specification.

Bill Downey outlined the New Equipment Specifications

Place a 2" minimum alphanumeric identification number on both sides of all equipment (other than small tools). Numbers should sharply contrast with background. This applies to prime and sub-contractor equipment;

Provide all trucks with numbers and certify that all trucks have a manufacturer’s certification or permanent decal showing the trucks capacity rounded to the nearest 1/10^th of a CY. Provide a certified list at the Pre-construction Conference.

Request for partial payment for stockpiled material

Request for Payment for Stockpiled Materials (DOT Form 700-010-42) due with the required documentation on the Tuesday before a monthly cut off. Bill explained this was especially important if the material was not stored on site. If it was site stored, Thursday would be acceptable.

 

Signal Installation

In accordance with 611-5, the Contractor is required to provide a 90 day Warranty/Maintenance Bond prior to final acceptance;

Contractor to coordinate with the maintaining agency (Ray Marlin Flagler County) and the department’s representative prior to the final inspection.

Requested Documentation from Contractor

The following documentation were submitted at the preconstruction conference or were previously submitted:

¨ CPM Schedule.

¨ List of subcontractors.

¨ Lighting Plan showing the type and location of lights to be used for night work.

¨ NPDES Contractor Certification.

¨ NPDES Certification Preparation of Documents.

¨ Asphalt QC Plan approved by the District Bituminous Engineer.

¨ Vehicle Registrations (DOT Form 700-010-52).

¨ Maintenance of traffic plans.

¨ Emergency phone list.

¨ ATSSA Worksite Traffic Supervisor name, 24 hr/day phone, certifications.

¨ Letters to local police, fire and ambulance departments nearby the project.

¨ Level II Concrete Plan.

¨ Quality Control Plan.

Handouts to Contractor

Contractor’s time extension request. (DOT Form 700-010-56)

Controlling Item of Work Plan. (DOT Forms 700-010-15)

CPPR (Discuss Rating Procedures)

Certification and Request for Payment for Stockpiled Materials. (DOT Form 700-010-42).

Monthly Estimate cut-off dates.

Certification of Disbursement of Previous Payments to Subcontractors. (700-010-38) (Due Monthly for Estimate)

Certification Compliance With Equal Employment Opportunity. (EEO) (DOT Form 700-011-13)

Construction Compliance with Specifications and Plans. (w/exemption examples) (Due Monthly for Estimate) 700-020-02

Contractor’s Certification of MOT Quantities. (log forms) (Due Monthly for Estimate)

Contractor’s Certification of Bituminous Materials. (Due Monthly for Estimate)

Maintenance of Traffic Review Report. (DOT Form )

QA (Quality Assurance) Guidelines (for information only) Located at the following website: http://wwwdotstateflus/construction/constadm/guidelist/coinspectguidelist/fy0304/coinspectguidelist0304htm ;

Procedures for subletting. (Certification of Sublet Work – DOT Form 700-010-36)

347 Concrete Specification

As directed in the contractor’s QC Plan.

Bridge Work still required

Pile Installation Plan.

Drilled Shaft Installation Plan.

The requirement for the District 5 Pre Pour meetings and Pre Drill meeting will be held in conjunction with our weekly meeting before the first pour or drilled shaft.

Monthly Estimates were discussed by Sean Heffernan

Sean explained that in genera the Cut-Off date was the third Sunday of the month, and a list of these dates was provided to the contractor. (provided in handouts)

By the Monday following cut off Sunday, the Certification of Disbursement of Previous Payments to Subcontractors due monthly for Estimate. (provided in handouts)

Construction Compliance with Specifications and Plans due monthly for Estimate is due at the same time. (provided in handouts)

Contractor’s Certification of MOT Quantities (log forms) due monthly for Estimate (provided in handouts) Due by noon following cutoff.

Contractor’s Certification of Bituminous Materials due monthly for Estimate. (provided in handouts)

Sean noted if there was any problem completing any of the forms to be sure and call him at the RS&H CS office.

Tom noted that the Public Information Officer at this time is Tom and Bill.

However, the Department plans on hiring a Public Information Officer part-time to handle issues with the public, area businesses, and lane closure announcements.

Progress Meetings

Meeting will be held on Tuesdays, at 10:00 AM at the RS&H CS field office with the first meeting to be on March 15, 2005.

Emergency Evacuation Plan

Tom White explained that since this roadway is a vital part of the evacuation route, there would need to be a plan to secure the project.

Other

Curtis noted the station boards are being placed throughout the project limits.

Spec 430-48 Final Pipe Inspection: Upon completion of all paving operations, dewater installed pipe(s) and provide the Engineer with a videotaping schedule. Provide the Engineer with a video tape of pipe(s) 48 inches or less in diameter for examination.

This is not Superiors first CQC project, so they are familiar with the program. They have also completed LIMS projects and have their user ID’s in place..

A Value Review Value Engineering Change Proposal (VECP) is in process concerning the temporary wall system.

Tom White discussed the actions to be taken if the Department receives an unpaid bill letter.

Tom asked when Superior felt the bridge crew would mobilize. They intend to begin the second or third week of the project.

Steve from the City of Flagler, asked if the connection of their new line could be postponed until they have completed a concurrent project that will allow many of their customers to remain in service during the change. A utility coordination meeting will be part of the first project coordination meeting.

There was no further business and the meeting was concluded at 10:48AM.