Date:[Insert Date]

Time:[Insert Time] Eastern Standard Time

Location:Indianapolis Department of Public Works Engineering, 1200 Madison Avenue, Suite 200 Fall Creek Conference Room

Subject:Pre-Construction Meeting – Indianapolis DPW [Insert Project Number and Name]

Participants:City of Indianapolis DPW Engineering, [Insert Contractor, Design Firm, Inspection Firm]

  1. Opening Comments/Introductions

a)Purchase Order status

b)Notice to Proceed status / date

  1. Project Initiation

a)Documents required for RPR / project file

  1. Initial CPM Schedule (from Contractor)
  2. Project Contact Personnel / Emergency Contact List (from Contractor)
  3. Insurance / Bonds Submittal to DPW Contract Compliance – copy of each to RPR
  4. Contract signed in Alice Droeger’ office (317) 327-5773

Room 1522 of the City/County Bldg (if not completed)

  1. Establish Contract Dates

a)Notice to Proceed (copy to RPR)

b)Project Completion:

  1. Substantial Completion Date: [Insert Date]
  2. Final Completion Date: [Insert Date]

c)Liquidated Damages:

  1. $500.00 \day for delay in achieving Substantial Completion
  2. $100.00 \day for delay in achieving Final Completion
  3. $200.00 / day for mainline milled surface being left open to traffic beyond 5 calendar days; 10 calendar days for approaches

d)Post Completion Correction Period (Warranty):

  1. Three calendar years from Substantial Completion Date
  1. Utility Coordination & Concerns

a)Contractor’s sole responsibility to coordinate with utilities

Comments from Utilities - See current DPW Utility Coordination Contact List on Sharepoint

*(Dismiss utilities if no further discussion is required)

  1. Payment Procedures – All applicable forms must be submitted to RPR / DPW prior to approval of Contractor Payment Requests

a)Pay app forms – 1 original hard copy of each applicable document required (1 cover sheet, 1 pay app, 1 subcontractor payment reports (NEW form), 1 copy of Partial Lien Waver – incomplete submittals will be rejected.

b)As per the General Conditions 13.6 – A project schedule shall be submitted monthly. If not received, can delay payment of pay app

c)Certified Payrolls and EEO forms – hold till end of estimate period (monthly), attach original forms with pay app packages

  1. Cert Payrolls must be submitted to & approved by RPR prior to approval of all payment applications – RPR will submit reviewed Certified Payrolls to DPW along with Contractor Payment Applications (Estimates)

d)QC Sampling & Testing Reports – email, or hard copy submittal to RPR OK

  1. Submittal of QC test reports to RPR required prior to approval of payment application for the period in which said work was performed (refer to City of Indy QC Frequency Manual)
  1. Discussion Items

a)List of Major Subcontractors (no deviations to this list w/o DPW approval)

b)Construction Schedule – initial CPM bar graph schedule submittal by Contractor required at Pre Construction Meeting (4 copies)

  1. Updated CPM schedule required with every pay app - See General Conditions 13.6
  2. Bi-weekly progress meetings – date / time TBD; RPR will run meeting and distribute meeting minutes following the meeting in a timely manner

c)Personnel and Work Hours (See SC 6.3.2)

6.3.2CONTRACTOR shall not perform any portion of the Work that restricts traffic Monday thru Friday outside of the following:

9:00am-3:00pm within the Regional Center downtown (see BNS permit)

9:00am-4:00pm on any major or secondary thoroughfares

7:00am-6:00pm on any local and residential streets

Any work performed outside of these hours without prior written consent from the DPW CONSTRUCTION ADMINISTRATOR shall be subject to nonpayment of work performed.

*Note: The contract documents supersede BNS permit standard work hours.

Any request by CONTRACTOR for a change in work hours other than the standard work hours listed in 6.3.2 shall be submitted in writing to the DPW CONSTRUCTION ADMINISTRATOR, at least forty-eight (48) hours in advance for approval.

d)Schedule of Values – per Bid Documents

e)Change Order Procedure

  1. No addt’l work prior to signed / approved Work Directive Change (existing scope of Work overrun / under-run only - CO’s allocate Contract Funds & authorize additional scope of Work)

f)Damage Survey

  1. Responsibility of Contractor to perform survey prior to work – should be performed with RPR (videotape)

g)Notification to Homeowners/ Businesses

  1. Req’d prior to any work activity that will inconvenience or temporarily restrict accessibility (typically flyer); make sure the notification lists the disturbance times/dates (not just the date you are starting) RPR to coordinate and assist
  2. Sequencing for least amount of disruption to homeowners and businesses
  3. The contractor shall not speak to the public (especially the foreman and laborers); the RPR should be informed of any and all public interaction and the RPR to relay the questions and concerns to PIO (Warren Stokes 317-327-4669) and DPW PM.

h)Permits

  1. BNS (DCE) – Can be obtained online

i)ADA Accessibility

  1. Make sure access is maintained at all times, especially at all schools and commercial property
  1. Designation of Responsible Personnel

a)City of Indianapolis – Owner

  1. [Insert Name], DPW Project Manager – [Insert Number]

Email: [Insert Email]

b)Design Firm – Design Engineer/Project Manager

  1. [Insert Name & Number]

Email: [Insert Email Address]

c)Subconsultant Design – Designer

  1. [Insert Name & Number]

Email: [Insert Email Address]

d)Inspection Firm – Construction Inspection

  1. Name, Project Manager or Construction Manager – Number

Email: [Insert Email Address]

  1. [Insert Name & Number]

Email: [Insert Email Address]

e)Contractor Name – Contractor

  1. Name, PM – Number
  2. Name, Superintendent – Number
  3. Name, Foreman - Number
  1. Submittals

a)Signs to be quantified and locations noted by RPR on a map and given to the Signage Contractor. Signage Contractor to remove within (7) seven calendar days of substantial completion of any given street segment as directed by Owner and or RPR and check off ALL SIGNS have been removed – DPW biggest complaint! DO NOT install any signs that hinder sidewalks and ADA compliance.

b)Proposed M.O.T. Safety plan

c)DMF / JMF’s – submit to RPR at least 15 calendar days prior to commencement of respective work; approval by DPW Administrator David Borden, - No material deviations without prior approval; unless previously approved on DPW file, ALL materials used require approval prior to use / installation

d)All Certification, Product Data, Manufacturer’s Instruction

e)Testing Reports to RPR immediately upon receipt and copy DPW PM

f)Weekly Sign & Barricade Reports (responsibility of Contractor)

  1. Testing Requirements

a)*New Quality Control Sampling and Testing Frequency Manual (for all bids after February 8, 2017) – sole responsibility of Contractor – refer to DPW Frequency Manual available at:

b)*New Independent Assurance Testing Consultant (responsibility of RPR) Shawn Heilers, 7NT Engineering office 317-845-3133; cell 317-452-0554 a (48) hour advance notice is required.

  1. Record Drawings

a)Hard Copy – RPR will keep updated copy, Contractor expected to keep copy (electronic copy required?)

  1. Close – Out Documents (from Contractor) deadline is Final Completion Date

a)Request for Release of Retainage Letter

b)Final Pay App

c)Final Statement of Accounting IC 642

d)Consent of Surety to Final Payment with Power of Attorney

e)Property Releases (if applicable)

f)Contractor’s Affidavit (from subs)

g)Waiver of Lien (Prime)

h)Waiver of Lien (all subs)

i)List of all Subs / Suppliers

  1. Miscellaneous

a)Working Hours for contractor

  1. Notification of Work Activities per Special Conditions
  2. Notify Owner and RPR by 1:30 pm preceding day, email to , [Insert DPW PM]. [Insert RPR],
  3. (copy INDYGO – Annette Darrow:or traffic control & lane closures)
  4. Any request for change in work hours or Saturday work must be submitted in writing not less than 48 hours in advance for approval by David Borden,
  5. No work on Sundays

b)SC 1–

c)SC 2 –

d)TS 101 – Disturbance Times

e)TS xxx –

f)Public Infrastructure & Safety during construction – DPW PM may shut down / stop work on project if RPR identifies unsafe situation to public that is not corrected in timely manner (i.e., safety caps on formwork pins, barrels / tape around excavated areas, excessive gas / utility issues, etc.)

  1. Contractor solely responsible for personal protection, equipment, labor & personnel safety, etc (RPR / DPW not responsible for this execution or compliance)

g)Damage to existing commercial buildings, private property will be the sole responsibility of the Contractor to repair (i.e., concrete curing compound on retaining walls, buildings, damage during excavation, etc.)

h)All Contractors (including subs, if applicable) MUST establish/agree on daily pay item reported quantities w/ RPR or Inspector at end of each work day – no pay items will be reported / paid for w/o RPR consultation w/ Superintendent, Foremen, Contractor PM, etc. each day See General Conditions 13.6 for more info about pay applications

  1. RPR will update Progressive Record daily
  2. The Contractor shall provide the RPR with the Contractor’s measurements and quantities for the RPR to verify as correct before a pay application will be processed. A monthly updated schedule shall accompany all pay applications or payment could be delayed. See General Conditions 13.6
  3. Work will not be paid / reported until 100% complete with all incidental items related to pay item (backfilling, grading, clean-up, etc.) – concrete removal paid only upon replacement / installation (if applicable)

i)RPR requirements

  1. Contract documents, submittals, all other paperwork to RPR in timely manner – will help productivity / pay app turnaround time
  2. Daily agreement on quantities with foreman
  3. Professional attitude on site & respect to pedestrians
  4. Good communication and coordination
  5. Reasonable conformance to project specification with adherence to Agreement and response to direction from RPR / DPW (if unresponsive, RPR / DPW may enforce 100% Spec’s)
  6. Maintenance of temporary accessibility for commercial / residential drives, entrances, etc.
  7. Capital outputs to PM no later than (14) days after substantial completion (PM to export report from CIP in excel format for RPR)
  8. Weekly disruption dates schedule (Excel spreadsheet from PM)

j)Questions or Other Items…