Section 4: Preconstruction MeetingAnchor: #b030003
Purpose of the Preconstruction Meeting
At the preconstruction meeting, Department personnel and contractor's staff become acquainted; establish lines of authority and communication; determine the responsibilities and duties of contractor's personnel, subcontractors, and Department personnel; clarify potential sources of misunderstanding; and work out the detailed arrangements necessary for the successful completion of the contract. Maintain a written record of the meeting (e.g., meeting minutes) in the contract file, together with any required documentation provided to resource agencies. An Engineer must run the meeting. It is best to avoid reading from a script.Anchor: #b030002
Preconstruction Meeting Responsibilities and Attendees
Conduct a preconstruction meeting with the contractor after the Texas Transportation Commission has awarded the contract, the contract has been executed, a work order has been issued, and prior to commencement of construction operations.
Ensure meeting attendees include:
- Anchor: #XOLRDDOD
- appropriate representatives from the district and area offices, Anchor: #KTUJSAIE
- the contractor’s organization, Anchor: #WSMCDRBE
- Contractor Responsible Person for Environmental, Anchor: #FBGIBQBI
- subcontractors, Anchor: #PBTHJNQF
- news media (as required), Anchor: #FIJEJOIJ
- utility companies (as required), Anchor: #QJLHNXKN
- emergency entities such as hospitals or fire departments (as required), Anchor: #QWSLSQYR
- local governmental entities (as required), Anchor: #YBNGWXBW
- local law officers (as required), Anchor: #OLNEEVQV
- resource agencies (as required) [Some projects with conditional permits require resource agency notification.], Anchor: #KYBPKWRY
- designated Federal Highway Administration (FHWA) Area Engineer, if the project is identified as a Project of Division Interest (PoDI), and Anchor: #MLUPOUGH
- Designated U.S. Department of Labor representative for the region, if the project is federally funded.
Preconstruction Meeting Topics
Prepare a preconstruction meeting agenda to discuss specific items. The following table is a list of discussion topics. Tailor the agenda to the specific project to ensure important topics are discussed with appropriate detail.
Identity of Representatives
Identify the contractor’s representatives, subcontractors, engineer, law enforcement agencies, utility companies, and other relevant parties giving name, address, and phone number.
Contractor’s Work Plan
Special requirements — discussion of pertinent items
Traffic Control *
*For more information on temporary traffic control for construction areas, reference the Compliant Work Zone Traffic Control Device List. For more information on construction speed zones, refer to the Procedures for Establishing Speed Zones volume of the Traffic Operations manual collection and the Work Zone Safety and Mobility Guidelines, section 10.
Contractor and Departmental personnel must be aware of the Texas traffic laws regarding the legal limit of axle load (legal weights) for trucks hauling materials to the site. Copies of the law can be obtained from the Texas Department of Public Safety.
Storage of Equipment and Materials
Review specifications-especially the need to keep the travel way clear.
The responsibility of the AE is to guarantee that open lines of communication have been established between contractor and law enforcement. Discuss the use of law enforcement personnel on the project, if needed. The AE should ensure that specific needs for traffic supervision will be met. The interested parties must determine exactly how they will share traffic-related information (accidents, safety hazards, etc.). If the project requires TxDOT to set up the law enforcement, use the carbon copy format Form 318.
Develop a plan for educating the public about construction activities through media announcements.
Ask the contractor to answer the following questions. (This may be incorporated into the preconstruction safety meeting.)
**For more information on construction safety, see Health and Safety Items and Article 7.2.4, “Public Safety and Convenience.”
Disadvantaged Business Enterprise (DBE)/
Small Business Enterprise (SBE)
Contractor Performance Evaluations
EEO, Training, and Labor Compliance
Equal Employment Opportunities (EEO) Compliance Program
Prevailing Wage Rate Requirements:
Bulletin Board Requirements:
EEO Meeting Requirements:
Comments and Adjourn
Summary and follow up, etc.
Suggested General Preconstruction Agenda
- Anchor: #SNVKHPPA
- Introduction, Statement of Purpose of Meeting, and Project Safety Procedures Anchor: #RHSCJWUI
- Identify Role of TxDOT Project Staff and
Prime Contractor Staff
- Anchor: #CKAIKAPM
- Introduce those present and acknowledge those on the escalation ladder.
- Purpose of Meeting
- This meeting is in accordance with Department policy in order for personnel of the TxDOT, Contractor, Utility Companies, Law Enforcement Agencies, etc., to discuss the schedule and methods of operation, and acquaint all concerned with lines of authority and communication while promoting greater safety. Anchor: #HKTLBXVF
- Encourage continued focus and to do even more than we do today to reduce/eliminate the tragic accidents that happen that have taken the lives of our transportation family members. Anchor: #JOVMCYVT
- Encourage partnership on the project to ensure work zone safety is our top priority. Anchor: #RUCVGRGE
- The contractual obligation of the contractor for complying with the State and Federal construction safety standards (Review Contractor’s Accident Prevention Program Checklist
- Partnering/Project Pledge Anchor: #OCEXTGKJ
- Project Issues (use this section for project-specific
- Anchor: #QWBQUDBP
- Project Anchor: #VOKLCLED
- Contractor’s Work Plan
- Estimated start date Anchor: #PLMBVOYT
- Estimated completion date Anchor: #TVNUVSXD
- Project schedule – contractor’s project
schedule to be furnished to Area Engineer
- Acceptable schedule required before work can begin
- Schedule updates required each month
- Contractor cannot revise the schedule without notifying TxDOT in writing
- Contractor responsible for initiating time impact analysis process for delays
- Discuss other special provisions or project-specific requirements Anchor: #ECINKBQF
- Traffic Control Plan
- Location, condition, and protection of barricades Anchor: #LFTLQQMB
- Signs Anchor: #MCVDNBEC
- Speed zoning Anchor: #ROPLHGRU
- Police departments – discuss departments affected and procedures for transmission of accident information. Anchor: #LTPXHQVC
- Flagging – In accordance with Section 188.8.131.52, “Flaggers,” and Special Provision 007-001, the contractor must submit a list of certified flaggers before work begins. Anchor: #RTGTDMGG
- Barricade inspections (Form 599) will be performed and signed by TxDOT’s Department Responsible Person (DRP) for Barricades. Form 599 will be considered written notification of barricade inspections and maintenance. Contractor’s Responsible Person for Barricades (CRP) will also sign Form 599.
- Traffic Anchor: #PGNYJRUS
- Traffic Signal Timing Changes
- The contractor will notify the Project Engineer at least 2 weeks prior to a proposed traffic pattern change that will require a revision to traffic signals. This requirement also applies to Item 681 “Temporary Traffic Signals for Construction.” Anchor: #CFOSXODK
- The District Safety Review Team may make periodic inspections and are available for assistance.
- Contractor Records
- Review Special Provision 000-384. Form 1295, “Certificate of Interested Parties,” and related information is available on the Texas Ethics Commission website. Anchor: #OSUVHPRJ
- TxDOT requires the submission of Form 1295 prior to change order execution in SiteManager at any time an existing contract increases in value to $1,000,000 or more due to changes in the contract at any time there is an increase of $1,000,000 or more to an existing contract (change orders, extensions, and renewals); or at any time there is a change to the information in Form 1295, when the form was filed for an existing contract.
- Shop Drawings Guide – All shop drawings should be submitted electronically. Anchor: #RBCJJKUX
- Shop Drawings Contacts – List of all dedicated shop plan addresses Anchor: #KORXYAMA
- Discussion of specification requirements including penalties, time requirements, availability, submissions, retention, etc. Anchor: #VDFLVCLO
- Review Special Provision 000-010 – Incident and injury reporting through the TxDOT Electronic Project Records System (EPRS) Anchor: #CJCNCUGR
- Material On Hand Anchor: #UIILKRYY
- Audits – The District and AO will perform periodic audits of project paperwork and notify the contractor in writing of deficiencies. Anchor: #SXSQEMHB
- Contract Materials
- Review the Material Sourcing Letter (sent by AO to contractor prior to preconstruction meeting) Anchor: #QAWOTECY
- Discuss concrete source(s) and mix designs in the project Anchor: #XUTUBTHV
- Discuss concrete cylinder mold sizes that will be needed, according to the aggregate size shown in the mix designs. Anchor: #OKEAJNOO
- 4 × 8-in. cylinder molds can be used for mixes with aggregates grade 4 and smaller. Anchor: #NGMMMBLA
- 6 × 12-in. cylinder mods required for use with larger aggregates. Anchor: #XPFRCWNT
- Discuss the notification time to TxDOT personnel for concrete pours Anchor: #DMJXGPOT
- Discuss pre-placement meeting schedules for mass placement, bridge deck, concrete paving, temp walls, soil nails, and hot mix for the project Anchor: #CWBJROVW
- Per Special Provision
of Commercial Lab (CL)], the AO will provide the contractor with
CL information and forms. The contractor should complete and return
forms to the AO prior to work beginning.
- If the contractor chooses to use a CL, reimbursement to the Department for the CL will be made by a deduction from the contractor’s monthly pay estimate. Anchor: #YEXRLPUH
- Minimum 24-hour notification to the Engineer, District Lab, and CL by phone and email is required when using a CL for sample pickup/testing. Anchor: #UEIRAERW
- Cancellations must be made by both phone and email; a $150 cancellation fee will be recovered for cancellations without adequate notice that resulted in the mobilization of technician and/or equipment by the CL. Anchor: #GWLAJSSF
- CL turnaround times and agreements are available to the AO and contractor upon request. Anchor: #JINIQWFK
- If the contractor chooses to use a CL, a meeting will be held with the Contractor, AO, DCO, and District Lab to determine which tests and materials will be tested by the CL, to remain in force for the entire project. Costs will be reviewed at that time. (E.g., if flexible base will be tested by a CL, the CL must perform all tests required for flexible base.) The contractor will be responsible for the testing required, determined by the quantity to be placed for the selected tests.
- Article 7.18 – Electrical Work
- Use certified persons or licensed electricians to perform electrical work. Electrical certification or licenses for this project will be in accordance with Article 7.18 of the Standard Specifications and any special provisions to Article 7.18. Anchor: #URNNBXGA
- If the subject project contains electrical work, TxDOT’s District or Traffic Operations Division ERT (Electrical Review Team) may make periodic electrical reviews and are available for assistance.
- Disadvantaged Business Enterprise (DBE-Federal)
and Small Business Enterprise (SBE-State) Contract Requirements
- Discuss project goal Anchor: #WSVQJBUM
- Monthly progress reports are due no later than the 15th of the month following payment in DMS. Anchor: #KMWDEIHO
- A copy of all DBE and one non-DBE fully executed contract/agreement must be submitted to the AO in a timely manner. Prime contractor is responsible for ensuring that all contracts physically include all applicable special provisions contained in the Contractors Assurance and FHWA Form 1273. Anchor: #KEKUWGEO
- Commercially Useful Function (CUF) Reviews will be conducted on all DBEs including race neutral DBEs performing work on the project. Anchor: #XRFLPEFM
- Use of joint check(s) requires prior approval by the District DBE Coordinator (DDC). Contractor must complete and forward Form 2178 to the AO, which will direct the form to the DDC for review and approval. Anchor: #STVRHHDL
- Any removal, termination, substitutions, or changes to the original DBE/SBE Commitment Forms must be requested through the AO and directed to the DDC at the District Construction Office. Anchor: #NHUITCWA
- Prompt Payment Certification ( Form 2177), required on all projects (federal and state), must be submitted by the end of the month following each month that the prime contractor receives payments. This is a mandatory report, and the district may withhold estimates for late reports received. Anchor: #RJHNADQC
- Projects let since February 2017 Anchor: #KYTXHBMJ
- Projects let prior to February
- Anchor: #BVYQYVOC
- SBE (State): Use Monthly Progress Reports (Form SMS.4907) and Final Report (Form SMS.4908). Includes all payments made to race-neutral DBEs/SBEs/HUBs.
- DBE Prime Contractors only: Use Form SMS.4902 for payments made to non-DBE(s) subcontractors for monthly and final reporting.
- DBE (Federal): Use Monthly Progress Reports (Form SMS.4903) and Final Report (SMS.4904). Include all payments made to race-neutral DBEs.
- Post Award Good Faith Efforts are evaluated at the District Level. Consult with CIV as necessary.
- E-Verify Anchor: #GVCDCWNR
- Contractor Performance Evaluations Anchor: #HOCTTROA
- EEO Compliance Program (Federal-Aid Projects
- Anchor: #YCRYMMOU
- The contractor should designate an EEO Officer with responsibility to administer an effective EEO Program. The EEO officer’s name and phone number for prime contractor and all subcontractors must be posted on the project bulletin board. Anchor: #KTFFCHTO
- The Federal Aid Construction Contractors Annual Report ( FHWA Form-1391) is required from the contractor and all subcontractors with contracts totaling $10,000 or more that perform work on the project during the last week of July. This company-wide report is required annually, and submitted electronically until project completion. Instructions are sent directly to each contractor from TxDOT Civil Rights Division (CIV) and input is monitored by DCO.
- Storm Water Pollution Prevention Plan
- Anchor: #FCUCUMGO
- Ensure both English and Spanish versions of the TxDOT Road Construction Environmental Management System Policy Statement are posted on the Bulletin Board; EMS Policy and Posters Anchor: #JOMYTVYY
- The Environmental Permits, Issues, and Commitments (EPIC) Sheet provides important information regarding environmental issues that may need to be followed during the construction of this project: Anchor: #ESVBODJB
- Control measures and intent of specification to be discussed at this time. A Storm Water Pollution Plan was developed for this project (identify plan sheet number). During final and temporary stabilization, Inspection and Maintenance Reports are completed by a TxDOT representative as specified by the SW3P Anchor: #QDKGTHRC
Provisions to Item 506 – listing what is not paid for directly
but is subsidiary to pertinent bid items.
- Soil disturbance less than 1 acre – No submittal to Texas Pollutant Discharge Elimination System (TPDES) will be required but TxDOT and contractor will follow SW3P. Anchor: #DJXGIUQK
- Soil disturbance of 1 acre to less than 5 acres – Small Site Notice will be posted at project site by TxDOT and contractor. TxDOT will be considered a primary operator for Operational Control over Plans and Specifications. Contractor will be considered a Primary Operator for Day-to-Day Operational Control. Anchor: #PYNJKRED
- Soil disturbance of 5 acres or more – A Notice of Intent (NOI) is required and a Large Site Notice will be posted at project site by TxDOT and contractor. Anchor: #JOPBVNLD
- NOI will be obtained by TxDOT first, who will provide a copy to the contractor prior to the preconstruction meeting for use in completing its NOI form. NOI Instructions Presentation is available for your use. Anchor: #PNXWTLNS
- Both TxDOT and the contractor’s NOIs will be in the SW3P project files. Anchor: #MUUXGFYP
- Both TxDOT and the contractor’s Construction Site Notice will be posted on project site bulletin board. Anchor: #XNMDIGMN
- Disruption of soil cannot begin until both NOIs are acquired and posted. Anchor: #JPOTOJSH
- The contractor’s daily monitoring reports are required within 7 days to TxDOT. Anchor: #SUAPQUEL
- TRAINING: Identify both a responsible person and an alternate for TxDOT (DRPe) and the contractor (CRPe). TxDOT provides training, at no cost to the contractor, valid for 3 years from the date of the completion. If an employee’s certification expires during the life of the project, the contractor will have one estimate cycle to update the employee’s certification.
- Construction Stage Gate Checklist (CSGC)
will be completed on construction contracts that have soil disturbing
activities and/or environmental permit requirements. Types of projects
include new location, existing pavement rehabilitations/widening, culvert
work, bridge rehabilitation/replacement. CSGC will be completed
by the District Environmental Quality Coordinator (Environmental
Project Management), in coordination with project staff and the
- Anchor: #OCGWFUAW
- Frequency will be within one month of beginning initial construction activities. Anchor: #RIQGNEXQ
- Continue once a year until project is complete. Anchor: #LUAKYDYO
- Completed CSGC will be discussed with the contractor’s superintendent/ foreman and signed by the contractor’s representative. Anchor: #RASNKOIX
- TxDOT will notify the contractor, in writing, of items found to be out of compliance that need to be corrected.
- Letter to Area Engineer for approval of contractor’s plan and schedules for accomplishment of temporary and permanent soil erosion control work throughout the duration of work under contract. If TPDES is required, this letter is not required. Anchor: #SCNEBDEJ
- During final and temporary stabilization, Inspection and Maintenance Reports are completed by a TxDOT representative as specified by the SW3P. Anchor: #SKDULKOR
- Water Pollution Abatement Plan (WPAP) – If the project is in an Aquifer Recharge Zone, notify the Texas Commission on Environmental Quality (TCEQ) of the preconstruction meeting. TCEQ must be notified in writing once the sediment control devices have been installed on the project by the WPAP and are available for inspection. Anchor: #VPVGTWBL
- For Contractor PSLs (Project Site Locations): Anchor: #URXKDJWD
- Non-Joint Bid Utilities are responsible for their own SW3P measures and NOIs. In addition, for Utility On-Site PSLs, a copy of the Utility Company’s NOI and a signed sketch of the SW3P measures are required. For Utility Off-Site PSLs, a letter designating the Off-Site PSL location(s) and associated area calculations is required.
- Close Meeting
Agenda Reference Material
Prior to the meeting, provide the following reference information to all parties involved on the contract. This will provide the contractor an opportunity to review and complete in advance, allowing the meeting to focus on project issues and saving time for all parties. Utilize best judgement to ensure an effective and efficient Pre-Construction meeting. Example of materials are attached in chapter 17.
- Anchor: #VTPMNNDC
- Escalation Ladder—The Escalation Ladder clearly defines channel and timeframe to which disputes or issues are handled. Resolving issues at the lowest level of the escalation ladder is recommended when possible. Ensure all parties involved in the contract are aware how issues will be escalated and provide copy to required parties. Anchor: #NUJUIPVN
- Partnering/Project Pledge ( Form 2391) Anchor: #FCNCHIQA
- TxDOT Required Documentation
- Document listing TxDOT responsible contacts including: Area Engineer, Assistant Area Engineer, Record Keeper, Inspectors, District Responsible Person (DRP) for barricades, DRP for SWP3, and third-party inspectors. Anchor: #CYQDSTDR
- Other information that may be included: Anchor: #YSSJWNWS
- As part of the documentation, the AO needs to send the contractor a request for Prime Contractor’s Required Documentation along with Material Sourcing Excel, and documentation if the contractor will be requesting a Commercial Lab.
- Prime Contractor’s Required Documentation
- Document listing Contractor responsible contacts including: Superintendent, Change Order Contact, Payroll Officer, Safety Officer, DBE liaison, and Contractor responsible person for Environmental and barricades along with alternate CRP. Anchor: #IEGVYCUG
- Other information that may be included: Anticipated work start date and completion date. Anchor: #VOQXVKPD
- Prime contractors must also submit:
- company complete safety program, Anchor: #QXVAORNW
- subcontractor approval request, Anchor: #WTXOCYAH
- certifications for flaggers, electricians, ACI shotcrete nozzleman, materials, and welders, Anchor: #PGOKNIOW
- contractor’s NOI per Special Provision 506-003, Anchor: #PRRRPUBR
- list of contractor’s employees with required training requirements, Anchor: #EORNLMFS
- complete Material Sourcing Letter, Anchor: #OUPEWHIE
- complete Commercial Lab Form, Anchor: #PIFEXYEI
- letter of compliance with TCP, and Anchor: #HEXJMGAC
- contractor’s Escalation Ladder.
Suggested Preconstruction Seal Coat Topics
- Anchor: #RDADKSPM
- Schedule and Time
- Anchor: #JVLTAGEK
- Establish the start date (including latest start date) and proposed work sequence.
- Roadway Preparation
- Based on the sequence and schedule, review if all roads are ready to be sealed. Anchor: #FVWCSRJJ
- If all roads are not prepared, discuss timeline to finish prep work and adjustments to the proposed sequence. Anchor: #QFDXPDTB
- If repairs require a change in sequence, discuss the time impact to the proposed schedule. Anchor: #HCTQBAXE
- Go over potential impacts that roadway repairs (i.e. strips seals, crack seal, etc.) will have on asphalt rates for a section of roadway. Anchor: #SCQIPAYX
- Determine a point of contact for updates on late repairs. Anchor: #ODTBCGDU
- Are there areas where thermoplastic has built up and needs to be removed prior to seal coat? If so, determine means of removal.
- Asphalt and Aggregate Rates
- Review Aggregate plan spread rates per grade of rock. Anchor: #PGJDGDDA
- Establish a plan for adjusting aggregate and asphalt rates in the field. Clarify the level of authority TxDOT field personnel have to adjust those rates before escalation. Anchor: #YCFEANCY
- Go over factors that can affect the planned asphalt rate such as traffic, time of year, temperature, type of asphalt, grade and type of aggregate, and roadway conditions.
- Barricades and Traffic Control
- Discuss traffic control that will be used when existing pavement markings are removed and tabs are being placed. Anchor: #QGYAADKW
- Discuss traffic control for intersections if this work is done advance of main lanes. Anchor: #NAYQJSSH
- Discuss importance of covering signs when condition(s) are not present. For example, No Center Stripe, Loose Gravel should not be visible when those conditions do not exist. Anchor: #JAFAQPRT
- Discuss locations and/or situations that will necessitate unique Traffic Control. This should include items such as school zones, intersections, high volume roadways, work in cities/towns, etc. Anchor: #VRCPVNEE
- Clarify the process to remove barricades from a section of roadway. Items to include should be partial acceptance procedure, placement of striping, punch list work, and when all barricades can be removed. Anchor: #VVDWIODK
- Discuss roadway closure procedures.
- Pavement Markings
- Verify the required asphalt cure time needed before placement of permanent pavement markings will be allowed. Anchor: #LODGVQTN
- Discuss any proposed pavement changes (i.e., new turn lanes). Anchor: #UTUFJYUI
- Discuss the potential impact of weather and placement of centerline markings as it relates to the 14-day striping requirement. Anchor: #KSJPXRJC
- Discuss time suspension for pavement curing. In addition, establish if there is a need for additional pavement markings or changes to existing markings. Go over items that will necessitate adding time to the contract. Anchor: #TYVYNLNQ
- Go over other items such as removal of existing stripe, the use of temporary markings, and the placement of different marking types (i.e., profile markings).
- Payment for Asphalt and Aggregate
- On jobs where aggregate is paid by the ton, review how to pay for partial loads that are transferred from one job/reference section to another. Anchor: #CWPCFCCN
- Review options to measure Asphalt Distributors to confirm asphalt rates. Examples are strapping, distributor gauges, distributor computers, or a combination of these items. Documentation of distributor calibration and pray bar is also vital. Anchor: #VOSMLTNP
- On jobs where aggregate is paid by the CY, review items such as premeasurement of trucks, verification of aggregate placed based upon agreed measured truck volume, and the striking off of loads. These are critical items to determine before work begins. Anchor: #UIFGNSMD
- Discuss dry/loose unit weights of all aggregate and the anticipated conversion factor. Anchor: #XWQTUCXJ
- Confirm aggregate Material On Hand quantities per reference section. Confirm plan rates/plan quantity of aggregate. Anchor: #XWDWAAYI
- Review how field adjustments in aggregate/asphalt rates or reductions in square yards impact the contractor and how the excess aggregate on hand is compensated. Anchor: #MMBVGTTA
- Discuss how remainder aggregate not carried forward is to be handled. Anchor: #LUAFWOVN
- If remainder of aggregate is to be bought by TxDOT, determine measurement of quantities.
- Corrective Measures
- Major corrective measures should be addressed prior to leaving a roadway or reference section. Anchor: #WKJCGJWM
- Patching, stockpile condition acceptance and other items related to clean up should be discussed with contractor representatives prior to leaving a roadway or reference section.
- Anchor: #KQECEJTN
- Discuss shared ownership of the contract (partnership) and that the outcome of the work reflects on both TxDOT and the Contractor. Anchor: #DEFNHDHT
- Include suppliers at the pre‐construction meeting and at the job site. They have a vested interest in the performance of their product and often provide helpful insight. Anchor: #RABQBEGR
- Review the Seal Coat Manual and include printed copies on the job site. This is a helpful resource to all parties involved.