Date:[Insert Date]

Time: [Insert Time]

Location:Indianapolis DPW, 1200 S. Madison Ave., Suite 200, Fall Creek Conference Room

Subject:[Insert Project Number and Name]

Participants:See sign-in sheet

File Code:

  1. Introductions
  2. Owner:City of Indianapolis – DPW Engineering

[Insert PM Name & Number]

  1. Engineer:[Insert Consultant]

[Insert Consultant PM & Phone Number]

  1. Construction Observation:[Insert Inspection Consultant]

[Insert PM Name & Number]

[Insert RPR Name & Number]

  1. ODMWBD (Minority Business Enterprise)

MBE/WBE/VBE/DOBE Goals: MBE 15%/WBE 8%/VBE 3%/DOBE 1%

Fahad 317-327-5262

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

*(Dismiss utilities if no further discussion is required)

  1. Project Description
  1. Specification Review

i. Scope of Work: [Insert Scope]

ii. Bid Tabulation:Unit Price Contract

iii. Bid Opening:[Insert Bid Opening Date & Time] Room 1560, City-County

Building

a. Completed Unit Prices

b. Signed Bid Form

c. Bid Bond

d. Performance Bond

e. Payment Bond

f. *Company Drug Testing Policy (NEW) all bids after 6/30/16

h. Other DPW requirements outlined in the bid proposal package

i. Contractor to have updated Contractor’s License through BNS

INDOT Pre-Qual (AR-12) – New Requirement as of January 1, 2017

For bids greater than $300,000, the “Tier 1 Contractor”, an each “Tier 2 Contractor” and “Tier 3 Contractor” (i.e. subcontractors and sub-subcontractors) employed to perform Work on the Project must be qualified by the Indiana Department of Transportation under IC 8-23-10 before performing any Work on the Project.

*The prequalification requirements of this section do not apply to the following:

(1)Professional services.

(2)Hauling materials or supplies to or from a job site.

iv. Proposal Schedule:Substantial Completion – [Insert Date]

Final Completion – [Insert Date]

v. Liquidated Damages$500/day for Substantial Completion

$100/day for Final Completion

$200/day/street for milled surface left open to traffic longer than 10 calendar days in residential areas and approaches; $200/day/street for milled surface left opened to traffic longer than 5 days for thoroughfares

vi. Personnel and Work Hours (Special Conditions 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.

B. Special Provision and Drawings Review

i. Index of Drawings and General Notes

ii. Plans

a.

iii.SC 01 –

iv.SC 02 –

vi. TS XXX

a.

C. Addendum Items

i. Addendum No. 1 will be uploaded by [Insert Date] by 12:00 p.m. and will

include the pre-bid meeting minutes, pavement core info, Harrison Monument locations andanswers to any pre-bid questions.

ii.Last chance for additional questions will be [Insert Date] at noon.

iii.Additional Addendums will be issued no later than [Insert Date].

  1. Bid Revisions & Additional Requirements
  1. Bid Docs

i. Bid-8:Legal Violations

ii. Bid-9:Staffing Capabilities

iii. Bid-10:Tax Deficiencies

iv. Bid-11:Drug Program

  1. Additional Requirements – Indiana Code

i. AR-11:IC 4-13-18-5Drug Testing Policy

In accordance with IC 4-13-18-5, the Bidder must submit with the Bid a written plan for a program to test the Bidder’s employees for drugs. A contractor that is subject to a collective bargaining agreement that establishes an employee drug testing program shall only submit a copy of the relevant part of the collective bargaining agreement establishing the program. Failure to submit a written plan for an employee drug testing program, or relevant parts of a collective bargaining agreement establishing an employee drug testing program shall result in the Bid being rejected as non-responsive.

VII.Miscellaneous

a. Please provide all questions and comments no later than 12:00on Wednesday July 6, 2016. Questions and comments not addressed in an addendum are non-binding. All questions shall be addressed to [Insert DPW PM Name, Email Address and Phone Number]

b. Contractors are to inform themselves of the existing site conditions.

c. Contractors are to coordinate material storage site and accessing work.

d. Contractors are to coordinate with all utilities

f. Bids to be received by Purchasing Division (Room 1522 City-County Building) until 9:30 a.m. prevailing time on Thursday, April 14, 2016. Bids will be received from 9:31-10:00 a.m. in Room 1560 City-County Building on the same date and then opened and read aloud. No late bids will be accepted. *Please include the new company drug policy with all bids or you will be deemed non-responsive.

VII.Questions