Preconstruction Meeting

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Spec Book Section 102
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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).

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.

Guide For Conducting Preconstruction Meetings

In advance of the meeting, check to see if all interested parties, as listed, have been invited to the meeting:

  • Contractor.
  • Subcontractor(s).
  • Designer.
  • Soils Engineer.
  • Traffic Engineer.
  • Utility Engineer.
  • Region Materials Engineer/Supervisor.
  • Representatives of Utility Companies.
  • Representatives of Counties and Municipalities.
  • Representatives of Railroad Companies.
  • Real Estate.
  • FHWA Area Engineer (when applicable).

Introduction of those present and designation of recording secretary.


Recording of minutes. Attendance record - names, companies represented, address, telephone number.


Project description.


Designation of Supervisors:

  • MDOT Engineers and assistant Engineers.
  • Contractor’s project manager.
  • Contractor’s Safety Supervisor/24 hour call number.
  • Contractor’s EEO Officer.
  • Contractor Quality Control administrator (when applicable).


  • Addenda.
  • Complete proposal.



Real Estate:

  • Status.
  • Condition.
  • Changes.
  • Buildings.
  • Unsecured parcels - ROW date.

Utilities and Railroads:

  • Progress Clause for removal and relocation.
  • Temporary crossings.
  • Notification of public utilities three full working days prior to excavation according to P.A. 53, 1974 (Miss Dig).

Municipalities or Counties Affected:

  • Utilities.
  • Haul routes.
  • Hauling hours or other construction restrictions due to traffic and anti-noise ordinance.
  • Safety measures.
  • City ordinances - local laws.
  • Special use permits/mining permits.
  • Prior approval by state health for construction or relocation of sanitary sewers.
  • Water main and sanitary sewer permits obtained by owning municipality.

Testing Order (see subsection 105.01 of the Standard Specifications for Construction) Form 501:

  • Avoid last minute testing request; place request with Region Materials Engineer/supervisor.
  • Contractor responsible for untested material.


  • Soils recommendations.
  • Grade checks.
  • Special grading requirements, undercuts, muck holes etc.


  • Signs.
  • Maintaining traffic and traffic safety.
  • Traffic regulations and requirements.
  • Project identification signs (erected before work commences).
  • Dust control.
  • Cooperation with local traffic authorities.

Progress Clause:

  • Progress Clauses in proposal.
  • Road.
  • Bridge.
  • Signatures - Prime Contractor and Subcontractors (if required).
  • Liquidated damages - extension of time and revision of Progress Clause, incentives/disincentives or A+B clauses.
  • Critical path network (if required).

Construction Safety Program/Safety Issues:

  • Safety program discussed - shall be per subsection 104.07.B of the Standard Specifications for Construction and submitted prior to starting on-site work.
  • Supervisor designated records and forms required for accidents.
  • Contractor’s use of personal protective devices.

Work Order and Contract Modifications:

  • Authorized representative of prime Contractor to sign authorizations and work orders.
  • Prior approval for extra work.
  • Notification for claims - prior to undertaking work if the extra reimbursement is requested.

Labor Compliance - Refer to the Labor Compliance Manual for details of labor standard provisions of the contract and discuss:

  • Posting of wage schedules and required posters.
  • Submission of payrolls and records.
  • Prime Contractor’s responsibility for wage compliance of himself and his Subcontractors.

OJT/EEO/DBE Requirements:

  • DBE participation required.
  • On-The-Job Trainees, Form 1151 (where applicable).
  • Brief statement reminding Contractor that he has EEO requirements to meet.


  • Special agreements.
  • Contractor’s use of public/private/MDOT property by agreement/authorization.
  • Navigable streams.
  • Anti-contamination requirements for preservation of trout streams and lakes in recreation areas.
  • FHWA.
  • Pay quantities.
  • Policy letters.
  • Post construction project review meeting/Partnering Meeting.
  • Dust control of hot mix plants and crushers.
  • Shift work - advance notice.
  • Staking by MDOT - advance notice.
  • Gratuities - directives prohibiting.
  • Documentation requirements.
  • Design/Construction Package Evaluation, Form 285-2 (rating by Resident Engineer and low bidder).
  • PA 320 over-width restrictions and AAA slowdown notifications.

Erosion Control (soil erosion and sedimentation/NPDES) and prompt temporary/permanent restoration.


Any other subject pertinent to the project, but not yet discussed.


Comments “for the record” by any participants or general discussion.

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