*Any Item Noted Is to Be Emphasized in Meeting Minutes &/Or to the Contractor

Preconstruction Meeting Minutes

Contract No. [ ]

Page 1 of 7

[Date]

*Any item noted is to be emphasized in meeting minutes &/or to the Contractor.

*NOTE: FEDERAL MEETING MIN REQUIRE - Certified Payrolls to DelDOT and the FHWA 1273 language contract agreements to be addressed.

STATE

PRECONSTRUCTION MEETING MINUTES

CONTRACT

CONTRACT NAME

COUNTY

The preconstruction meeting for the above referenced contract was held on DATE / TIME in the conference room of the PLACE building. The following attended:

NameAffiliation PhoneEmail

LOCATION

These improvements are located in County more specifically shown on the location map(s) located in the plans.

DESCRIPTION

These improvements consist of furnishing all labor and materials for the CONTRACT NAME in County, DE. The work consists of ______

GENERAL CONTRACT INFORMATION

The referenced contract has been awarded to CONTRACTORat the unit prices contained in their proposal DATE totaling $TOTAL.

NAME P.E, is DelDOT’s (GROUP) Construction Engineer who can be reached at OFFICE; fax -NUMBER, during normal business hours. DelDOT’s Area Engineer will be NAME, P.E., who can be reached at 302-NUMBER, cell NUMBER. All correspondence should be sent to NAME, P.E., ADDRESS. The Project Supervisor will be NAME of COMPANY, who can be reached at NUMBER.

All work on this contract must be complete within_____ Calendar Days which include an allowance for ______Weather Days.

It is the Department’s intent to issue “Notice to Proceed” such that work begins on or about DATE, as requested by CONTRACTOR. This date was set in the Bid Proposal.

The specifications entitled “Delaware Standard Specification” for Road and Bridge Construction, August 2001, hereinafter referred to as the Standard Specifications, Supplemental Specifications, which are attachedthe Special Provisions, notes on the Plans, this Bid Proposal, and any addenda thereto shall govern the work to be performed under this contract.

The Contractor should initially present all issues involving the contract to the Project Supervisor. Calls made directly to the Construction Engineer will not be accepted unless the Project Supervisor has been made aware of the issue. Similarly, the Area Engineer will be the second Department contact, and the Construction Engineer the third. All issues

must follow this chain-of-command and will not be considered at higher levels until the proper procedures have been followed.

Requests for approval of material sources should be sent toNAME,Materials & Research Section, DelDOT Administration Building, and P.O. Box 778, Dover, Delaware 19903.

All material testing will be performed by Department personnel or by consultant inspection staff including soil analysis, moisture/density tests, concrete air, and slump. The Department will also provide plant inspection. Some specific materials will be sampled and/or tested at their source of supply. Necessary tests will be indicated to the Contractor on the Material Source approval letter. Materials & Research asks that the contractor be reminded to pay particular attention to the “ACTION” column of the material source approval letter. The Contractor must initiate required contacts in a timely manner with the Materials & Research personnel whenever advance or on-site testing of material is specified on the source approval letter. The (GROUP) Construction Office should get two copies of the source request letter. The Chief of Materials and Research for DelDOT is (NAME), P.E.

For concrete testing the contractor can contact (NAME) at Office NUMBERorNUMBER (cell). For soils, aggregate, and hot mix testing please contract (NAME) at NUMBER (cell) or NUMBER (office).

Contractor related correspondence should be mailed CONTRACTOR / CONTRACTOR MAIL ADDRESS. The project manager will be NAMEwho can be reached at NUMBER and the Superintendent will be NAME who can be reached at NUMBER.

DelDOT Project Manager is NAME who can be reached at NUMBER (office) and NUMBER (cell).

There was NUMBER (#) addendum to this contract.

YES / NO retainage will be withheld on this contract.

The quantities shown are for comparison of bids only. The Department may increase or decrease any quantity or quantities without penalty or change in the bid price.

The Department has adopted an External Complaint Procedure and can be viewed on our website at: or you may request a copy by calling 302-PHONE.

*Subsection 104.14 Contractor’s Responsibility for Work. (4/19/2010)

Before starting any work that will change the loadings on an existing or proposed structure, the Contractor shall inform the Engineer of the proposed loadings (axle spacing, axial loads, stockpiling and equipment locations) including quantity of and type of construction equipment and vehicles it proposes to use. The loading that the Contractor’s equipment will apply to the structure shall be subject to the approval of the Engineer. The Engineer’s approval does not relieve the Contractor of its responsibility for the safe performance of the work or from carrying out the work in full accordance with the Plans and the requirements of the Specifications. If at any time the Contractor’s upcoming operations would result in a change to the loading and / or the location of the loading on a structure, the Contractor shall submit the proposed loadings for approval by the Engineer prior to changing the loading. No work shall be done that will change the loadings on any structure within the contract limits until the Engineer’s approval has been obtained.

Review time shall be in accordance with Section 105.04.

WAGE RATES

The Department of Labor of the State of Delaware has determined that this project consists of State of Delaware Highway Construction wage rates and is outlined on page (#) of the proposal.

MAINTENANCE BOND

Upon substantial completion of the work, the Contractor shall furnish to the Department a Maintenance bond for a period ofNUMBER (#)year(s). A copy of the Supplemental Specification has been provided to the Contractor.

LIQUIDATED DAMAGES/INTERIM MILESTONES/REOPENING LANE PENALTIES

This contract DOES / DOES NOThave any job specific Liquidated Damages and/or Road User Cost Penalties associated with this project (which would have been outlined on pages ii and iii in the bid proposal).

SUBMISSIONS REQUIRED AT THE TIME OF BID

1. YES / NO American Traffic Safety Services Association (ATSSA) Certifications are required for this project.

2. This project has been determined to be a (ADD INFO) project, which requires a Certified Construction Reviewer

for the project. CONTRACTOR has submitted NAME, the project manager, to be the CCR. His/Her DNREC

Certification number isCERTIFICATION NUMBER.

PROMPT PAYMENT

The Prime Contractor receiving payments shall, within thirty days of receipt of any payment, file a statement with the Department on form, CN-91 that all subcontractors furnishing labor or material have been paid the full sum due them at the stage of the contract, except any funds withheld under the terms of the contract as required by Chapter 8, Title 17 of the Delaware Code, annotated and as amended. Any delay or postponement of payment from the above referenced period may occur only for good cause following written approval of DelDOT.

TRAINING SPECIAL PROVISIONS

There are / are no Training Special Provisions associated with this project.

DISADVANTAGED BUSINESS ENTERPRISE

There is / is noDisadvantaged Business Enterprise percentage(%) for this contract.

SCHEDULE

INFO AS NEEDED

SUBCONTRACTORS

The contractor provided a list of proposed subcontractors at the time of the meeting. Please see the attached list that will be submitted for approval.

FORCE ACCOUNT

Equipment rates will be established by the Blue Book rates noted in the Special Provisions, plus five percent.

No work shall be performed by Force Account without the knowledge and authorization of the DelDOT Project Resident. Prior to this authorization, attempts will be made to negotiate prices for any new work items or extra work not covered by the plans and specifications. Before any Force Account work is authorized, the Contractor and State’s representative will agree on manpower, equipment and materials to be utilized in the Force Account.

The signature of the Contactor’s representative and State representatives on the State’s Daily Force Account sheet shall be the binding record of labor, equipment, and material authorized for payment by DelDOT.

SURVEY

Chief of Surveys for the (GROUP) Construction Administration is NAME ofDelDOT who can be reached at 302-NUMBER(office) or NUMBER(cell). The Contractor’s surveyor is ______who can be reached at NUMBER. ______will be setting the monuments on the project. All other surveying will be performed by NAME / NUMBER. GROUP 1, 2, OR 3 Construction will share all survey data with the Contractor’s surveyor.

SPECIFIC PERMIT REQUIREMENTS AND ENVIRONMENTAL COMPLIANCE

There are NUMBER Environmental Permits associated with this project, as stated on pages NUMBER through NUMBER of the Special Provisions. The permits are as follows: (EXAMPLE BELOW)

1. U.S. Army Corps of Engineers, (COE) – Nationwide Permit (NWP) #14.

All NUMBERpermit(s) were handed to the CONTRACTOR as well as NAME/COMPANY/CONTACT NUMBER, who will act as project supervisor.

Compliance with all requirements of the permits is the responsibility of the Contractor. The Contractor shall follow all special conditions or requirements as stated within those permits and as shown on pages NUMBER throughNUMBER of the Special Provisions and on the Environmental Compliance Notes onsheetNUMBER in the plans. The Contractor will be subject to penalties, fines, and the risk of shut down as mandated by law if conditions of the permits are violated or ignored. Therefore, all special conditions, general requirements, and/or other required provisions specified within the permits must be followed.

UTILITIES

The following companies maintain utilities on this project:

UTILITY COMPANIES

ADDITIONAL DETAILED UTILITYINFO AS NEEDED

Contractor is reminded to call Miss Utility before they dig as outlined in the Standard Specification Section 105.09.

MAINTENANCE OF TRAFFIC

All maintenance of traffic shall be performed as outlined in section 763500 Maintenance of Traffic as shown on page ___ through ___ of the Special Provisions. The contractor is asked to review these carefully. Jim emphasized the need for safety vests, strobe lights, post mounted signs and maintaining MOT devices.

SUBMITTALS NEEDED PRIOR TO THE ISSUANCE OF THE NOTICE TO PROCEED

(EXAMPLES BELOW)

• Contract schedule.
• Sources of Supply are to be submitted to the Department.
• Sub-contractors will be submitted by the Contractor.
• NCHRP 350 package for all MOT devices. The Department requests that submittals be made only for the devices to actually be used on this project.
• Any off-site disposal sites need to be submitted to DelDOT for approval by Delaware State Historic Preservation Office.

ITEMS DISCUSSED FOR EMPHASIS

INFO AS NEEDED

SAFETY

One of the most important items to be discussed here today is job safety. Safety is not only a legal and financial responsibility of all the people on the project but a moral responsibility as well. This responsibility includes not only the safety of those individuals working on the job but also the safety of the traveling public. Every individual who works for the Contractor and the Engineer must be aware continuously of the need to practice safe work habits.

Communication is one of the keys of a safe work environment. Every individual should know what is expected and know how to perform their assigned tasks. Constant care and vigilance is needed to prevent accidents and injury. Safety is everyone’s business on this project.

*CHAPTER 401

FORMERLY

HOUSE BILL NO. 270

AS AMENDED BY

HOUSE AMENDMENT NO. 2

AN ACT TO AMEND TITLE 29 OF THE DELAWARE CODE RELATING TO PUBLIC WORKS CONTRACTS.

BE IT ENACTED BY THE GENERAL ASSEMBLY OF THE STATE OF DELAWARE:

Section 1. Amend Title 29 of the Delaware Code by making insertions as shown by underline as follows:

§ 6967. Requirement of occupational and business license.

(a) All contractors, subcontractors and independent contractors shall have a proper and current occupational and/or

business license, as required by Title 30, to enter or perform work under a public works contracts. It is the responsibility of a contractor to verify and make a record that all subcontractors or independent contractors working for such contractor pursuant to a public works contract shall have their occupational and/or business licenses, as required by Title 30.

(b) No agency shall accept a proposal for a public works contract unless such contractor has provided a proper and

current copy of its occupational and/or business license, as required by Title 30, to such agency.

(c) Any contractor that enters a public works contract must provide to the agency to which it is contracting, within 30

days of entering such public works contract, copies of all occupational and business licenses of subcontractors and/or independent contractors that will perform work for such public works contract. However, if a subcontractor or independent contractor is hired or contracted more than 20 days after the contractor entered the public works contract the occupational or business license of such subcontractor or independent contractor shall be provided to the agency within 10 days of being contracted or hired.

(d) Any contractor, subcontractor or independent contractor that does not have a proper and current occupational

and/or business license, as required by Title 30, while working under a public works contract shall be subject to a civil penalty not to exceed $1,000. Such penalty shall be enforced by the Director of Revenue and administered in accordance with Chapters 3 and 5 of Title 30. This penalty shall be in addition to any other penalties imposed pursuant to Title 30 of the Delaware Code.

Section 2. All agencies that enter a public works contract for a period of 1 year from enactment of this Act shall keep records of any violation of this law and provide such records to the Office of Management and Budget. The Office of Management and Budget shall prepare a report of all violations that shall be provided to the Speaker of the House and President Pro Tempore on or before January 1, 2016.

Section 3. This Act shall become effective on September 1, 2014.

Section 4. The provision of § 6967(b) and (c), Title 29 of the Delaware Code, shall apply only to public works solicitations advertised after September 1, 2014.

Approved August 11, 2014

9/4

ADDITIONAL QUESTIONS/COMMENTS

cc:

, Chief Engineer

, Assistant Director, Construction

, Assistant Director, Finance

, Assistant Director, Traffic

, Assistant Director, Performance Management

, Assistant Director, Local Systems Improvement

, External Audit Supervisor

Safety Program Engineer

, Contract Services Administrator

, Materials & Research Engineer

, DBE Program Manager

, DBE/EO Specialist, Technology & Support Services

, Chief Safety Officer

, District Estimator, Canal

, Environmental Studies Manager

, DNREC Environmental

, Community Relations Officer

, Community Relations Officer

, Stormwater Engineer

, E&S Program Manager

, ADA Coordinator

Consultant(s)

Utilities if apply

Attendees