HomeMy WebLinkAbout2009 Pre-Construction Meeting MinutesSER ST" SEBASTIAN MUNICIPAL AIRPORT
Pre -Construction Meeting Minutes
MUNICIPAL AIRPORI
PROJECT: SEBASTIAN MUNICIPAL AIRPORT
Runway 4-22 Improvements
FAA AIP: 3-12-0145-009-2009
FDOT FN: 42617219401
City Proj No:
DATE: Thursday, November 19, 2009 — Sebastian Municipal Airport
ATTENDEES: Joe Griffin, City of Sebastian
Rob Hambrecht, THE LPA GROUP
Camille Junet, City of Sebastian
Sal D'Amato, Mid Atlantic Milling, Inc.
Marshall Hudson, West Construction
Chris Caprio, West Construction
Don Wilson, PowerCore
Don West, West Construction
Julian Dunajewski, Precision Concrete Cutting
Tom Doran, Hillers Electrical Engineering
PROJECT TEAM
A. Sebastian Municipal Airport
a. Joe Griffin, Airport Manager, (772) 228-7013
B. THE LPA GROUP INCORPORATED
a. Rob Hambrecht, Project Manager 407-306-0200/0460 Fax
b. Henri Burton, Construction Manager 850-274-2618 Mobile
C. West Construction - Contractor
a. Project Manager: Chris Caprio
b. Superintendant: Marshall Hudson
c. 24 Hour Contact: 561-767-6325
d. Quality Control Testing:
II. PROJECT STATUS:
1. Notice to Proceed anticipated to be issued effective December 7, 2009.
2. Base bid and additive bid 1 are awarded. Plans for striping $306,956.00.
3. Request Project Schedule.
4. Request QC plan.
III. FUNDING:
1. The project is funded by the FAA and FDOT. There will be federal requirements in all
the bid documents. Certified payrolls, DBE reports, etc.
2. FAA and FOOT numbers should be put on transmittals, especially pay applications.
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IV. CONTRACT TIME:
1. Contract time for project is 130 calendar days divided as follows:
30 calendar days — Procurement of materials, Submittals, and Mobilization
60 calendar days — Construction in two separate phases (see sheet G2.0)
10 calendar days — Nighttime closure
30 calendar days — Punch list and closeout documents
2. Extensions of time: Extensions of time will only be considered for abnormal weather
conditions or the other reasons stated in the General Provisions. Contractors oast work
efforf will be taken into account when considering requests for time extension. Problems
with material delivery will not be considered as justification for extension. General
Provisions require Contractor to notify Engineer within 3 days of construction delays due
to weather or other causes. Contractor must follow up with a written request and
justification at the time of partial payment request.
3. Liquidated damages for failure to complete work within Contract Time stipulated above
will be deducted from money due or to become due the Contractor or his Surety as
specified in the project manual.
V. PHASING/STAGING:
1. Runway 4-22 will be closed for the length of construction. Runway will be closed starting
December 7 for 70 days. Contractor must provide generators for Runway Closure Marker
and maintain throughout construction. Per Chris, order of work will be surveying, saw
cutting, electrical demo, milling.
2. Night work during Phase 3. Flagman with aviation radio required when construction
vehicles are crossing active runway.
3. Identify staging area(s): Any deviations from the original staging/storage area or access
points must have Owners prior approval. Staging and storage location has been slightly
modified for permitting purposes. Additional silt fence is required. See sheet G2.0.
Staging area was moved further from the fence due to permitting requirements. Stockpile
area will change, as part of Change Order 1. Don Wilson would like them deposited in 2 -
loads wide, 1 -load high piles, not one spoil area. Rob will revise the silt fence. They will
flag out in the field exactly where they want the millings.
VI. CONSTRUCTION SCHEDULE:
See Specification Section 01300.
2. It is important that the schedule be as accurate as possible. An approved Construction
Schedule must be submitted to and approved by the Owner and Engineer no later than
seven (7) days after the Pre -construction Conference. Per Rob, keep schedule updated.
4. Review detailed Construction Schedule prepared by Contractor. If work deviates from
schedule, the Engineer may require Contractor to revise his schedule. The Engineer will
use this schedule to evaluate the Contractors progress when reviewing all pay requests
and requests for time extensions.
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VII. ENGINEER'S STATUS DURING CONSTRUCTION:
1. Engineer is Owner's representative.
2. Engineer's duties and responsibilities and limitations of authority as Owner's
representative during construction are as set forth in the Contract Documents.
3. Engineerwill:
a. Make visits to the site as needed to determine if work is progressing in
accordance with Contract Documents.
b. Issue clarifications and interpretations of the requirements of the Contract
Documents, which are consistent with or reasonably inferable from the overall
intent of the Contract Documents.
C. Authorize minor variations in the work, which shall be binding on Contractor and
Owner.
d. Review shop drawings, change orders and payment requests.
e. Determine actual quantities and classifications of unit and lump sum price work.
f. Be initial interpreter of the requirements of the Contract Documents and judge of
the acceptability of the Work. Claims, disputes, and other matters relating to
acceptability of the work are initially referred to Engineer.
4. Engineer will not:
a. Be responsible for Contractor's means, methods, techniques, procedures of
construction, or safety precautions or programs.
b. Be responsible for Contractor's failure to perform or furnish the Work in
accordance with the Contract Documents.
C. Supervise or direct Contractor's furnishing or performance of the Work.
d. Provide resident inspection on a daily basis.
VIII. OWNER'S RESPONSIBILITIES:
Owner will:
a. Issue communications to Contractor through Engineer or Resident Inspector.
b. Make payment for work based on Engineer's recommendations as provided in
the Agreement.
C. Issue notices to tenants when appropriate to inform them when work will proceed
in areas that affect their operations.
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2. Owner may, as provided in the General Provisions:
a. Suspend or stop work.
b. Terminate services of Contractor under certain circumstances.
C. Request changes in the work.
3 Owner is not responsible for Contractor's safety procedures or programs.
IX. CONTRACTOR'S RESPONSIBILITIES:
1. Contractor is responsible for:
a. Competent and efficient supervision of work.
b. Scheduling, means, methods, techniques and sequences of construction.
C. Directing and supervising subcontractors.
d. Providing competent superintendent, and sufficient personnel and equipment
required to perform the work.
e. Comphance with all laws, regulations; obtaining necessary permits.
f. Initiating, maintaining, and supervising safety precautions and programs in
connection with the work.
2. Contractor shall:
a. Coordinate his work with other contractors working at the airport.
b. Keep construction area clean and free of debris.
C. Produce Submittals in a timely manner, including shop drawings and
certifications.
d. Maintain record drawings and submit as-builts.
3. The contractor shall be thoroughly familiar with and make his personnel and
subcontractor's thoroughly familiar with the general project regulations cited in the plans
and in the specifications.
X. PROGRESS MEETINGS:
1. Weekly progress meetings will be scheduled on-site Thursdays, starting December
17 at 2:00 pm. Refer to Section 01040.
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XI. SUBMITTALS:
1. Submit required submittals sufficiently in advance of construction to allow Engineer
time to review and approve. No work requiring Engineer's prior review will be allowed
until submittals are approved. Submit shop drawings (6 copies minimum) to Engineer.
2. Refer to Section 01300 for more detailed information on submittal requirements.
XII. PAYMENT REQUESTS:
1. See Section 01150, Measurement and Payment.
2. Contractor must submit certified payrolls with each pay request.
4. Subs and Contractor will agree on quantities at the end of each day. These will be
summarized on monthly pay requests.
5. Submit 2 originals of pay request to LPA (prefer email of a draft prior).
6. All will attempt to make payment to the contractor within 10 days of receiving a pay
application.
7. Waivers of Lien and Consent of Surety forms are required at the time the request for
Final Payment is sent in for processing.
XIII. CHANGE ORDERS:
1. The procedure for requesting change orders is specified in the General Provisions,
according to the City of Sebastian procedure.
2. Owner or Engineer may request changes in the work.
XIV. SAFETY/SECURITY:
1. Refer to the Project Layout Plan and Section 01030 for details on airfield safety and
security.
2. Note that the revised safety during construction circular has been attached to the contract
documents: AC 150/5370 -2E -Operational Safety on Airports During Construction.
XV. GENERAL DISCUSSION AND QUESTIONS:
Contractor must provide 48-hour notice prior to beginning any work that requires a
Notice -to -Airmen (NOTAM), such as switching barricades, going into Phase 2,
mobilization, etc.
2. The access gates must be kept secure at all times. West will daisy chain the lock. Gates
will be left open during the day and it will be your responsibility to open it up and close it
at night (45:07).
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3. Survey of the project was not completed. Old area mapping at pre -design. Station Base
Line is based on the ALP RW end points. Those are officially published coordinates with
FAA that was surveyed at one point. Runway centerline is based on those two points and
they must be established. Surveyor will get two coordinates and will find them end to end.
It may or may not match up exactly with the markings, but it will need to be established
as the new centerline. Tie-ins to adjacent taxiway markings may vary slightly and
therefore should be adjusted and approved by project representative. When tying in
markings with the other runways and taxiways, there may need to be adjustments.
Surveyor is familiar with airport surveying.
4. Discussed survey requirements at completion of project
XVL OTHER
1. Pruitt was not at the meeting. They have been substituted with PowerCore. Chris will
give Rob a summary of their resume.
2. Generators do not work. Chris anticipates generators arriving this week. Generators
will be mounted on a trailer. Trailer is all one unit. The 37 has been discontinued, but it
should not make a difference.
3. Trucks for milling: same company as dump trucks.
4. Access to Electrical vault should be coordinated with John and Gary.
5. Storage container location: Chris will coordinate with John.
6. Milling: Contractor going to mill the pavement full depth all at once. Separating
asphalt from rock would take twice as long. Specs allow milling 6 inches.
7. Concrete cased cans: cannot come out. Contractor going to saw cut around the
cansso they do not lift up. Finished product will be a yellow cover where the can was.
8. Concrete trench is a cap over the conduit. It appears to be more of a slurry than any
structural concrete. In some cases, it is on top of the conduit and in some cases the
trench collapsed in.
9. Change Order 1 is waiting for approval.
10. Contractor is pulling Electrical submittals together. Hillers recommended West test all
electrical equipment that is to remain. Record any equipment that is not working and
discuss with engineer immediately.
Minutes Prepared by Rob Hambrecht If you have any additions, deletions or revisions to these minutes
please contact me at 407-306-0200, or email rhambrecht(aylpacrouo.com.
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