PRECONSTRUCTION CONFERENCE
The Preconstruction Conference is a meeting scheduled prior to the beginning of Construction. The Division Construction Engineer or the Resident Engineer is responsible for scheduling the conference with the Contractor as soon as possible after notice of award. The date of the conference should be set such that the attendance of representatives such as municipalities, utilities and environmental agencies can be ensured.
After setting the date of the Preconstruction Conference the Division Construction Engineer or the Resident Engineer should send a letter of invitation to the Contractor advising him of the date, time and location of the Preconstruction Conference. The Contractor is responsible for inviting any subcontractors that he deems necessary to attend. The invitation should include an agenda to allow the attendee to be prepared for discussion of subjects relating to them. The invitation should include a request for the Contractor to submit the following items
seven (7) days prior to the Preconstruction Conference for review.
- A Progress Schedule
- List of Project Personnel (i.e. Project Manager, Project Superintendent, Traffic Control Coordinator, Erosion Control Coordinator, Concrete Plant Superintendent, etc.)
- List of Material Suppliers
- List of Subcontractors
- List of Company Officials Authorized to Execute Supplemental Agreements.
- Proof of required insurance (Liability, Workers’ Compensation and Vehicle Liability) for both Prime Contractor and Subcontractors.
Attendance at the conference will vary depending upon the nature and complexity of the project. The following is a list of Department representatives and other interested parties that should be invited to the Preconstruction Conference.
City, Town, and County Officials
Corp of Engineers Representative
NCDEQ Representative
US Fish & Wildlife Representative
NC Wildlife Resource Commission Representative
EO Contract Compliance Specialist
The meeting should be chaired by either the Division Engineer, the Division Construction Engineer or the Resident Engineer. The discussions should be open with everyone being given the opportunity to express his or her views and ask questions.
Minutes of the conference shall be prepared by the Division Construction Engineer or the Resident Engineer and sent to the Contractor and copies to the meeting attendees within
7 to 10 days. Those receiving the minutes should be requested to promptly notify the Resident Engineer when they believe the minutes do not accurately reflect the discussions at the meeting. The minutes should be uploaded to the Construction Team Site.
A list of Recommended Topics to be discussed at Preconstruction Conferences can be found below. This list should be referenced when preparing the agenda for the conference.
RECOMMENDED TOPICS FOR PRECONSTRUCTION CONFERENCE
Introductions
Setting the Project Up for Success
- Expectations for how business is to be conducted (Division perspective)
- Expectations for how business is to be conducted (Contractor perspective)
- “Sense of Urgency”
- Proactive Approach to problem solving
- Establish Team Approach
- Not your problem or my problem but
OUR problem
Lines of Communication
- Escalation Process for problem resolution
- Authority of Project Personnel
- Name the Resident Engineer, Project Engineer and Project Inspector
- Name the Project Superintendent, Traffic Control Coordinator, etc.
- Discuss to Whom the Contractor should send Correspondence
- Discuss to Whom the Resident Engineer should send Correspondence
- Phone number list for Emergency Call Back
Right of Way
- Conflicts
- Delay of Entry
- Condemned Property
Utilities
- Utility Plans and Special Provisions
- Conflicts
- Utility Engineer/Coordinator Comments
- Establish monthly utility meeting (if needed)
Safety
- Safety Index Rating
- Safety Vests
- Traffic Control
- OSHA Competent Person
- Crane Safety
- Backup Alarms
- Trenching and Shoring
- Fall Protection
- Respirable Crystalline Silica
- Joint Safety Meetings
- Staff Responsible for Safety
Review Project Commitments (Green Sheets)
Erosion Control
- Discuss proper management of Earthwork
- Starting and Completing Areas
- Benefits of reduced erodible area (reduced maintenance of measures and reduced costs)
- BMPs
- Permits
- Review ALL Permit Conditions
- Review Permit Drawings
- Pipe Burial Depths
- Moratoriums
- Temporary Causeways
- Turbidity
- Jurisdictional Areas
- Groundcover Timeframe
- Environmental Agency Comments
- Review Division’s Written Procedure to Correct ICAs and Avoid NOVs
- Review Erosion Control Plans
- Delegate Project Inspector to keep and update EC Plans
- Inform Contractor of NCDOT Expectations for Timely Implementation and Maintenance of Erosion Control
- Weekly Erosion Control Checklist
- Waste and Borrow Reclamation Plans
- Environmental Assessments
- Clearing and Grubbing
- NPDES Stormwater Program
Schedules
- Contractor’s Plan of Operation
- Request and discuss Progress Schedule
- Contractor to communicate how the project will be constructed to include critical milestones and “Rocks in the Road”
- Date of Availability
- Planned Start Date
- Contract Completion
- Liquidated Damages
- Intermediate Contract Times
- Liquidated Damages
- Set Monthly Construction Conference Date
- Set Estimate End Date
Subcontracting
Submittals
- Set priorities for submittals
- Track through process (discuss status at Monthly Meetings)
- Establish critical timeframes up front
Supplemental Agreements
- Letter of Authorized Persons to Sign Supplemental Agreements
- Authority Levels
- Discuss Standard Pricing Information Form
Claims Process
Final Inspection Process
- Finish as we go
- Establish a running list
- Joint Responsibility to find and correct problems
- Common Punch List Items
- Scheduling of Final Inspections
Closeout Conferences
- (S.D. DeWitt memorandum, dated May 8, 2000)
Terms of Contract
- Liability Insurance
- Workers’ Compensation
- 12 Month Guarantee
- DBE & MBE Requirements
- Contractor’s EEO Officer and MBE Liaison Officer
- EEO Compliance
- Title VI
- Advise Contractor of required posters
- Material Testing
- Retainage & Prompt Payment
- Submission of Records (Federal Aid)
Surveying
- Locations and Surveys Unit Representative to provide project control information and electronic files
- Permanent Control for Photogrammetry ( if needed)
- Baseline control located and verified
- Surveyors performing work
- Automated Machine Guidance Requirements
Specify Method of Clearing
- Specify Method of Measurement for Earthwork
- Discuss the Paving Expectations
- Rideability and Pre-Paving Meeting
- QMS Specification Changes
- QA Supervisors Comments
- Density Method
Traffic Signal Special Provisions
Structure Special Provisions
Plans
MONTHLY CONSTRUCTION CONFERENCE
The Resident Engineer should schedule regular construction meetings throughout the course of the project. The frequency of this meeting should be determined by the Resident Engineer and the Division Construction Engineer, but should not exceed
30 days.
RECOMMENDED TOPICS FOR MONTHLY CONSTRUCTION CONFERENCE
The purpose of these meetings is to discuss and resolve any problems that may arise relating to the construction of the project. These may include:
- Progress of the work
- Contractor’s plan of operation
- Coordination of stakeout and inspection with the Contract’s plan of operation
- Coordination of Subcontractor’s work
- Utility Conflicts/Delays
- Utility adjustments (by others)
- EO Compliance – (June/July Monthly Construction Conferences) Submission of Annual EO Compliance review (FHWA Form 1391)
- Plan revisions
9. Property Owner Issues
10. Maintenance of the project
- Maintenance of traffic/traffic control issues (Review of Maintenance of Traffic report(s) and any traffic accidents that may have occurred)
- Installation and maintenance of erosion and sedimentation control devices (Review of Erosion Control Report by inspection staff and/or by Roadside Environmental staff)
11. Outstanding Items
12. Estimates - Quantity Review
- Materials Certification Review
- Payment Tracking Review
13. New Issues
14. Action Items
On those projects involving multiple construction contracts, these meetings should be used to resolve differences among the Contractors, coordinate their work, and review their progress as it relates to the construction schedule (see
Article 105-7 of the Standard Specifications.)
Attendees at these conferences should include the Resident Engineer and the project superintendent and /or Project Engineer and any necessary subcontractors. It may also include the Division Engineer, Division Construction Engineer, representatives from the Construction,
Materials and Tests,
Roadside Environmental and Right of Way Units, and representatives of outside agencies such as utility companies, permitting agencies and municipalities, depending upon the nature of the business to be conducted.
The Resident Engineer should notify the Contractor and other interested parties in writing of the date, time, and place of the meetings. In the notifications, those individuals, other than the project superintendent, who should attend should be specified. The Resident Engineer should submit minutes of the meeting within
7 to 10 days to the Contractor with copies to the Division Engineer, Area Construction Engineer and meeting attendees and all other interested parties. Those receiving the minutes should be requested to promptly notify the Resident Engineer when they believe the minutes do not accurately reflect discussions at the meeting. The minutes should be uploaded to the Construction Team Site.
