CEDAR RAPIDS CONSTRUCTION ENGINEERING

PRECONSTRUCTION CONFERENCE MINUTES

[PRE-CON MTG DATE]

PROJECT NAME:
CONTRACT No.:
City Council Award:	[DATE]

Contract Received (signed by Contractor)	Insurance approved
Contractor’s Bond	IDOT Permit(s) (if applicable)
Linn County Permit(s) (if applicable)
Notice to Proceed	NPDES Permit (DNR) (if applicable)
Contract Price: $	N Sales Tax Exemption Certificates Issued
Contractor’s Construction Schedule

ATTENDING: (Actual Attendees)

Name	Company	Cell Phone	Email

1.	LINE OF COMMUNICATION:

“ENGINEER” shall be Cedar Rapids Engineer’s office.

Construction Engineering Primary Contacts:

Project Manager: – Office; – Mobile; 319-774-5651 -- Fax

Inspector: 319- - Mobile; 319-774-5651 – Fax

Construction Contract Coordinator: Cindy Potter 319-286-5846 – Office; 319-774-5651 – Fax c.potter@cedar-rapids.org (Email)

***First point of contact is inspector. Second point of contact is the Construction project manager. Do not contact Designer if questions arise regarding the project.

DESIGNER:

Phone:

Fax:

Representative:

CONTRACTOR:

Phone:

Fax:

Representative:

CONTRACTOR’S REPRESENTATIVE:

The Contractor shall appoint a competent superintendent who shall be the contractor’s official representative on the project site. This individual is to be available at all times when construction activities are in progress.

Project Manager:	Mobile Phone:

Supt/Foreman:	Mobile Phone:

The Contractor shall designate a representative to be contacted in the event of after-hours emergency.

After hours contact: Phone:

SUBCONTRACTORS:

Review a list of subcontractors and suppliers – include Contact Names and telephone numbers. (See Subcontractor Request forms). Sales Tax Exemption Forms were provided by City after subcontractor request forms were submitted. If changes during course of project, submit revised .con file to Project Engineer. All new subcontractors must be on the EEO Board and have a SWPPP Co-Permittee uploaded to DocExpress prior to work beginning, non-compliances will be issued if not.

CONTRACT TIME(S):

Start Construction:	Early Start Date:

Late Start Date:

Working Days:

Milestones (if applicable)

Milestones Work Liquidated Damages: $ per day

All Work Completed - Liquidated Damages:	$ per day

Incentive/Disincentive Daily Rate: $_______ per day / Maximum incentive of $_______

Working Day Reports will be completed weekly and emailed to the Contractor. Should the Contractor have any disagreements or disputes with said report, it is required for them to respond in writing within ten (10) days of receipt of the report. (Delete if not working day job)

WORK WITHIN RIGHT-OF-WAY (ROW) PERMITS

The Contractor shall obtain a Public ROW permit for all Projects where any scope of work is located within the City ROW.

Send a copy of the approved Permit to Cindy Potter.

REVIEW ADDENDUMS:

REVIEW POST - BID CHANGES:

CONSTRUCTION SCHEDULE:

Contractor’s Proposed Start Date

Contractor’s construction progress schedule is to be presented and discussed.

Updated schedules to be submitted at the request of the Construction Engineering Project Manager.

UTILITY REPRESENTATIVES’ CONCERNS:

MidAmerican Energy

Should the Contractor need adjustments to valve boxes, gas lines wrapped or other gas issues, please contact MidAmerican’s Field Supervisor, Dan Gioimo at 298-5153 (office), 560-5748 (cell) or Alternate Field Supervisor, Tom Barker at 298-5151 (office), 560-5749 (cell).

If any gas facilities are damaged and leaking, please call MidAmerican’s emergency number at 1-800-595-5325.

WARNING: MidAmerican requests contractors performing “full depth saw cutting” of paving to NEVER saw through yellow locate marks for buried gas lines. Unfortunately, many gas mains or services were installed years ago using boring techniques that left them with less cover than desirable but being under paving, it was impossible to determine this during installation. MidAmerican’s concern is for the safety of workers should they sever a gas line while running power equipment. Blowing gas can be easily ignited and MidAmerican would prefer that those performing saw cutting “raise up” and only “groove” over painted gas markings.

Water Department (Mike Zach)

Please refer to Iowa DOT Specs, Special Provisions, and plans for Water items. Notes below are required on City projects and are therefore guidance unless explicitily stated in project documents.

Water inspection services are provided by Water Division personnel.

Contact Water Engineering to schedule at 319-286-5950 or e-mail Water-Engineering-Admin@cedar-rapids.org

5-day minimum notice required for:

water construction start

48-hour minimum notice required for:

water shutdown or supply interruption

24-hour minimum notice required for:

water tap

water main fill and flush

bacteria testing

pressure testing

other water system related services

Water Service Line Requirements:

Contractor is responsible to flush and bleed air from any service line that is damaged, replaced or reconnected.

Whenever a service line is exposed, either per proposed plan or incidentally during excavation, notify the Water Division with the following information:

address location (house number, street, and quadrant)

service diameter (3/4”, 1”, 6”, etc.)

service material (lead, galvanized, copper, ductile, etc.)

public or private (prior to curb stop or beyond curb stop)

Service line information can be reported in a number of ways:

notify the Water Inspector or Public Works Inspector assigned to the project

call the Meter Shop at 319-286-5933

call Water Engineering at 319-286-5950

Solid Waste Management

Garbage and Recycling collection day is _________________.

PERIODIC PAY ESTIMATES

Contractor email for Pay Application ___________________________________

City will email Contractor the pay estimate worksheet per schedule. Quantities shall be measured and paid in accordance with applicable spec.

Please note that all Change Orders must be reviewed by the DOT for concurrence. The City may not have the pay estimates sent out on the date listed on the schedule. Payment will be per schedule.

Contractor must return signed copy or originals by deadlines per schedule.

There will be no payment for stored material unless approved in advance by the Engineer or Construction project manager.

Payment shall be made up to the council approved contract amount, for current bid items and change order items approved by construction project manager.

Quantity cut-off date for all City projects is the fourth Friday of each month.

CHANGES OF CONTRACT PRICE; CHANGE OF CONTRACT TIMES:

City of Cedar Rapids Construction Engineering Office will perform all contract administration services.

The Contract Price and Contract Times may only be changed by a Change Order or by a Written Amendment as approved by the City Council.

Extra work must be agreed upon prior to commencement of work. Any work completed without prior approval by Construction Project Manager will not be paid for.

Contractor is to give timely written notice of changed conditions if additional compensation or time is requested. Requests for additional compensation or time due to change in scope or field issues unknown at contract award, must be on a work change directive or proposal, signed by both contractor and construction project manager.

Whenever the Contractor becomes aware of its inability to complete the work under the contract within the contract period, it shall request an extension in writing. Such request shall be submitted to the Engineer at least two weeks prior to the expiration of the contract time to allow for the Jurisdiction's action before termination. The submission or acceptance of a request for extension of time shall not guarantee such extension will be granted.

No monetary compensation will be made for time to resolve claims.

All Change Orders will be uploaded to DocExpress for signature.

SHOP DRAWINGS / SUBMITTALS:

Refer to applicable documents for shop drawings and submittal requirements. The Material Acceptance Report will provide basic guidance for what is required.

Submittals are required for anything that is permanently staying in the project (seeding included). The City requires Manufacturer’s Certificate of Compliance with project specifications for all products and materials incorporated into the work.

For Quarry products, payment will be made only for delivery tickets received by inspector no later than the day after delivery.

Submittals for water main include, but are not limited to: pipe, pipe wrap, fittings, joint restraint system, tapping saddle, and trench backfill.

Submit Schedule of Values for traffic signals and any other specified items prior to commencement of work.

Submit all items to DocExpress in correct drawers with the correct naming convention. Refer to the Naming Convention .pdf for guidance.

Please note: the prime contractor must check all shop drawings and transition them before the City can review shop drawings.

Buy America is required (Delete if SWAP)

Please ensure Mix Designs and Gradation Reports are submitted for each design/plant/quarry used. If mix design names/aggregate names do not match name on applicable report, payment cannot occur.

Contractor to submit the Source of Materials List and have engineer approval prior to work commencing.

SUBMITTALS/SHOP DRAWINGS REQUIRED FOR THIS PROJECT: See Material Acceptance Report

MATERIALS FURNISHED BY OWNER:

CONSTRUCTION STAKING:

The Contractor will provide construction surveying services.

Please refer to Section 2526 for information required prior to beginning.

TESTING AND QUALITY CONTROL

Contractor is responsible for quality of all workmanship and materials.

Contractor and City Inspector are advised to jointly inspect adjacent properties and videotape existing conditions before construction is started.

Contractor shall advise inspector of any scheduled material testing.

Compaction with Moisture and Density Control is required, City to perform verification testing on 10% of tests. OR Compaction with Moisture Control is required, City to perform verification testing on 10% of tests. Roller Walkout and/or Proofroll for density checks will be required. OR Type A Compaction required, roller walkout and/or Proofroll for density checks will be required. (PM to verify prior to Precon)

Contractor must have applicable certifications if Concrete Maturity Testing is used.

Video inspection is required for all sanitary and storm sewer work. (Storm Sewer video inspection not required on Primary Road Projects – PM to verify prior to Precon)

City and contractor will jointly inspect work for ADA compliance after work has been completed, please ensure special consideration is taken during construction to meet applicable specifications.

Please ensure all Plant Report/Maturity Reports are being uploaded to DocExpress throughout the project. All documentation is required for payment.

Plant Monitor is required – City inspector is to coordinate.

Contractor to cover Certified Plant Inspections (PM to verify it is written in the plans)

PROTECTION OF EXISTING UTILITIES:

Unless noted on plans, or by special arrangement with proper authorities, all existing utilities shall remain in service during all construction activity.

No claims for additional compensation for delays or additional work by Contractor for locating or adjusting utilities.

DRUG-FREE WORKPLACE

Affidavit signed by contractor as part of the contract agreement

SAFETY:

Contractor’s competent person:

Company Safety Director:

TRAFFIC CONTROL

Traffic Control shall not be placed until Contractor is on-site working.

The Contractor is responsible to provide and maintain warning signs, flashers, and barricades in accord with DOT requirements and to maintain safe traffic flow on streets adjacent to the work.

10 day notice required to 511– IowaDOT.Traffic@iowadot.us Keven Arrowsmith 515-239-1620 Keven.arrowsmith@iowadot.us (PM to Verify, only needed on Primary Roads)

Contractor to submit proof of Traffic Control Certification to DocExpress prior to work commencing.

Contractor to submit Traffic Control Diaries on a weekly basis for review.

Contractor is required to notify the Engineer 10 calendary days prior to a pedestrian path closure.

Contractor to notify Construction Inspector and Construction Project Manager 2 business days in advance of lane closure or other changes to normal traffic.

Contractor to email specifics of closure to inspector and project manager.

The project manager will give notice to Traffic Engineering of changes.

SUBSTANTIAL COMPLETION

When Contractor considers the entire project ready for its intended use, Contractor shall notify Owner and Engineer in writing that the entire Work is complete (except for items specifically listed by Contractor as incomplete). Promptly thereafter, Owner, Contractor, and Engineer shall make an inspection of the Work to determine the status of completion. A punch list will then be created by the Construction Engineering Inspector including any Water Department or Traffic Engineering items.

The Public Works Department requests punch lists from Water Department and Traffic Engineering as project progresses --- not after the Contractor has completed the project and has left the project site.

RECORD DOCUMENTS:

Contractors will see that copies of plans, specifications, and special provisions are available at all times to their representatives on the project.

Plan revisions will be made available in Doc Express. Contractors will be responsible for keeping their field representatives informed and supplied with such revisions. If contractors feel such revisions require extra work, the will immediately advise the project engineer

City is responsible for as-builts.

As-built drawings need to have changes clouded in with note of particular change. If no changes were made on the plan sheet, note “Built per Plans”.

City Inspector and Contractor to sign and date one (1) As-built drawing and submit to Construction Contract Coordinator.

DAVIS BACON WAGES Wage Decision No & Date (DELETE IF SWAP)

Payrolls to be uploaded to DocExpress

All wages paid must conform to wage and hour provisions prescribed for the ccontract. Crafts must be listed exactly as shown in the wage decision. Crafts not listed but needed shall be requested by the contractor through the project engineer. Required payrolls must be submitted weekly and within seven days after the last day covered by the payroll.

Prime contractor shall collect, sign, and submit all payrolls of approved subcontractors to DocExpress.

Project engineer shal withhold progress estimates if payrolls are mor than two weeks behind schedule.

Wage rate interviews will be completed every 6 months for the prime and all subcontractors that have contract work greater than $10,000.00. Contractors in the Prevailing Wage Notification Program will not be interviewed.

REVIEW CITIZEN’S CONCERNS:

Door hangers to be posted on adjacent properties 7-14 days prior to start of Work. (PM to See plan notes for content.

EROSION CONTROL

As of 7/1/06 – Erosion control is being monitored by IDNR for sites larger than 1 acre.

Co-Permittee forms needed? YES NO

Contractor shall follow the contract document’s stormwater pollution prevention plan (SWPPP), if applicable, and perform best management practices for keeping site clean.

Contractor representative shall be at all weekly SWPPP Inspections.

Contractor to submit ECT and ESC Basics certifications to DocExpress.

Contractor shall submit ECIP for approval prior to any work commencing.

Contractor to submit updated PPP maps anytime any additional work is performed. Required prior to payment.

Contractor is responsible for environmental clearance and permits for the borrow area.

HOLIDAYS – 2022

Please Contact Mike Kirk (319-521-5844) to request Saturday, Sunday, and/or City holiday work two (2) working days in advance.

May 30, 2022, Memorial Day

July 4, 2022, Independence Day

September 5, 2022, Labor Day

November 11, 2022, Veterans Day

November 24, 2022, Thanksgiving Day

November 25, 2022, Day after Thanksgiving

December 23, 2022, Christmas Eve Observance

December 26, 2022, Christmas Day Observance

Refer to 1108.03,D. for work limitations on Primary Roads

OPEN DISCUSSION MINUTES:

Discuss material and equipment storage /staging areas. If private easement is acquired, Contractor shall furnish a copy of the agreement between the Contractor and the private party to DocExpress before using and copy of release afterwards – to eliminate City liability.

Poster board to be posted – Location:

Contractor Evaluations are completed and submitted after completion of the project.

Please advise if there are questions, comments, or concerns regarding the above information.

Respectfully submitted,

Construction Engineering Project Manager

/cap

cc:	Attendees

Mike Zach, Water Systems Engineering Design Manager

Terra Ray, ROW Use Supervisor