Preconstruction Meeting
The Michigan Department of Transportation (MDOT) has conducted preconstruction meetings prior to the award of construction contracts for numerous years. These meetings were held after the confirmed low bidder was announced and prior to award by the Contract Services Division. After discussion with industry, MDOT construction staff and a brief survey of several other states, MDOT will be moving the preconstruction meeting to occur after award of the construction contract. This change in timing will allow preconstruction meetings to occur closer to the actual start date of the project which provides for several benefits including; additional preparation time for both parties, detailed discussions at the preconstruction meeting to resolve any issues or challenges, and reduced duplicate documentation as agreements, partnerships, and contractor submittals are finalized closer to the preconstruction meeting. The new preconstruction meeting timing process will commence with the April 4, 2014, letting on all projects let by MDOT (MDOT and local agency).
This change in timing will require a slight modification in documentation by the associated Construction/Project Engineer on each contract. The Construction/Project Engineer must send an e-mail or paper letter correspondence to the confirmed low bidder requesting submittal (paper or electronic) of Form 1130, Progress Schedule. Form 1130 is to be directed to the attention of the Construction/Project Engineer for review, feedback or approval, and submittal to the Contract Services Division (CSD). The Construction/Project Engineer must submit an approved progress schedule to CSD in order for the contractor to receive award of the contract. Lack of timely submittal by the contractor or the Construction/Project Engineer will delay contract award per subsection 102.15 of the Standard Specifications for Construction. After contract award, the Construction/Project Engineer is to coordinate a preconstruction meeting directly with the awarded contractor.
Preconstruction meeting minutes are to be recorded by the Construction\Project Engineer or their representative, sent to all attendees, and placed in projects ProjectWise construction folder in file 107 Preconstruction and Progress Meetings.
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In advance of the meeting, check to see if all interested parties, as listed, have been invited to the meeting:
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Introduction of those present and designation of recording secretary. |
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Recording of minutes. Attendance record - names, companies represented, address, telephone number. |
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Project description. |
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Designation of Supervisors:
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Proposal:
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Subcontractors. |
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Real Estate:
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Utilities and Railroads:
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Municipalities or Counties Affected:
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Testing Order (see subsection 105.01 of the Standard Specifications for Construction) Form 501:
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Soils:
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Traffic:
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Progress Clause:
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Construction Safety Program/Safety Issues:
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Work Order and Contract Modifications:
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Labor Compliance - Refer to the Labor Compliance Manual for details of labor standard provisions of the contract and discuss:
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OJT/EEO/DBE Requirements:
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Miscellaneous:
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Erosion Control (soil erosion and sedimentation/NPDES) and prompt temporary/permanent restoration. |
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Any other subject pertinent to the project, but not yet discussed. |
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Comments “for the record” by any participants or general discussion. |