STATEWIDE INITIATIVE
•TO BE CONSISTENT
•TO BE PREDICTABLE
•TO BE REPEATABLE
PRECONSTRUCTION
CONFERENCE
CPAM 3.1
Phyllis Butler and Ronda Daniell, Presenters
OBJECTIVE
Prepare for Preconstruction
Conference by completing
an agenda in accordance
with the Construction
Project Administration
Manual Section 3.1.
GOALS
Find the agenda
Research needed
What information is
required
Provide a format for use
WHY MUST WE HAVE
ONE?
To coordinate construction
activities of the contractor
with the interest of various
other affected parties.
WHAT IS A PRECONSTRUCTION
CONFERENCE?
• A meeting held between all the interested parties prior
to any construction work on the project.
• Name some people that might be there:
•
•
•
•
•
•
•
•
•
Contractor
Department
County/City
Utilities
Engineer of Record
Sub-contractors
Design Project Manager
Materials
Resident Compliance Specialist
WHERE WOULD YOU
START?
Section 3.1 of the CPAM
Set of Plans
Contract
Construction Information and Monitor
http://infonet.dot.state.fl.us/
AGENDA
CONTRACT
CONTRACT
CONTRACT
CONTRACT
NOTICE TO PROCEED
CALCULATE TIME
PLANS
MEETING SCHEDULES?
• Project Administrator
• When?
• After notice of award and prior to any work being
performed.
• Why is that?
• So everyone has enough time to get to a meeting.
Should give about 14 days to set up a meeting
WHAT ELSE IS THERE?
• Letters
• On what?
• Plan errors, Omissions
and/or Ambiguities
• DRB member ( What?)
Dispute Review Boards
• Date, time and location of
meeting
MORE????
• List of items the contractor needs to bring with
him/her
• EEO- Discussed in a moment
• Erosion control and storm-water
prevention plan
• MOT plan
• Schedule
• List of Equipment (WHY) model and
dates
• Qualifications of MOT supervisor
• Vehicle registration
• QC Plan
• Notice to DEP
• List Subcontractors
MEETING DATE
• Need an agenda (CPAM Guide-dance Document
3-1-A )
• Meeting is recorded
• Typewritten minutes to all attendees
• Recording of meeting is retained as part of the project
records
• With in how many days?
• 14
• One final note: We have to state in the very beginning
of the meeting, what?
• This meeting is being audio or video recorded and will
become part of the construction project records.
WHAT IS IN THE AGENDA?
• Project Description
• Delineation of Lines
of Authority
• Proposed Starting
dates
• Utilities
• Errors and Omissions
• MOT plan
• Schedules
• Business or
community impacts
• Hurricane or
Emergency Plan
• Partnering
• DRB
• Insurance
• QCP
AGENDA
• Materials
• Lines of
Communication
• Monthly
Certifications
• Sublets
• Stock piled
Materials
• Time extension
and Claims
• Unpaid bill
• CPPR
• Labor and
Burden Rates
• EEO
EMPLOYMENT EQUAL OPPORTUNITY
(EEO)
WHAT A CONTRACTOR
NEEDS
EEO REQUIREMENTS…
• Bulletin Boards
• Supervisory and Personnel Office Meeting Minutes
• EEO Officers
• Company Wide Reports
• Nonsegregated and Nondiscrimination Certification
• How is EEO Policy being disseminated to employees
(validated)?
• Recruitment Efforts (applicant logs, ads, etc…)
Federal Contract
Requirements
FEDERAL HIGHWAY
ADMINASTRATION 1273
• The FHWA 1273 (1994 version), must be in all contracts
let prior to August 9, 2012
• The FHWA 1273 (May 2012 version) must in all contracts
let after August 9, 2012
Disadvantaged
Business
Enterprise
(DBE)
DISADVANTAGED BUSINESS
ENTERPRISE
• FDOT has a Race-Neutral DBE Program, which means FDOT
believes the overall goal can be achieved through the normal
competitive procurement process.
• The current Statewide Goal for Florida is 8.6%. Starting
October 1, 2014 the new Statewide Goal for Florida will be
9.91%.
• Individual goals are not assigned to contracts. Availability goals
are assigned to contracts.
• The Department encourages all contractors to implement their
DBE/AA Policy Plan, which is to solicit and obtain bids and quotes
from certified DBEs.
DBE / AA POLICY PLAN
• Only the prime contractor must have an FDOT
approved DBE/AA Policy Plan.
• Approval of plan is required prior to the awarding
of the contract.
• Plan must be renewed every three years or when
changes are made.
• There is a sample plan available on the FDOT forms
website
• http://www.dot.state.fl.us/proceduraldocuments/
about.shtm
DBE FORMS
• Bid Blank (form #375-020-17) has the DBE Availability
Goal assigned to the contract. DBE Availability Goal is
what the Department believes the DBE percentage can
be realistically achieved on the project based on the
number DBEs associated with different types of work
that will be performed on the project.
• Bidders Opportunity List is to be entered into the EOC
system.
DBE COMMITMENT
• Purpose is to assist the Department tracking and
reporting the planned or estimated DBE utilization.
• Submitted into the EOC prior to the Pre-Construction
Meeting.
• Revisions must be entered into the EOC system.
DBE COMMITMENTCONTINUED
• Revisions are required for :
• Adding a certified DBE that was not
initially entered,
• Deleting a certified DBE that will not be
working on the project that was
previously entered,
• Increasing or decreasing certified DBE
subcontract amounts.
DBE UTILIZATION REPORT
DBE UTILIZATION REPORT
WHY BECOME A DBE?
• If you are socially and economically disadvantaged, it
is a way for your company to participate in the pursuit
of work.
• Being a DBE-certified firm helps to “level the playing
field” for your company.
• All contractors on FDOT contracts have agreed to solicit
and obtain bids from DBE firms when considering
subcontracting work.
• It’s free to be a DBE.
• Assistance from Department’s DBE Service Provider is
available to you at no charge.
BEST PRACTICES: FOR PROJECT
ADMINISTRATOR/PROJECT
OVERSIGHT REGARDING THEIR
CONTRACT DBE COMMITMENT
• Know your DBE Availability Goal on your contracts
• Each month check with your RCS to see what the current DBE percentage is on
your contract.
• Before your progress meetings talk with your RCS to see if there is any concerns
with the Prime Contractor meeting their DBE commitment. Make DBE an item on
your agenda.
• If you see any potential Subcontractors/Trucking Companies that have the
potential to become DBE Certified, let you RCS Know.
• Communicate with your Contractors regarding their efforts to utilize DBEs before
the project begins and throughout the life of the project
•
• Remind Contractors to keep EOC data updated.
LETTER
FROM
DCE
DBE SUPPORTIVE SERVICES
State DBE Supportive Services Team :
Construction Estimating Institute (CEI)
Southern Florida Minority Supplier
Development Council (The Council)
“PROMOTING PARTNERSHIPS FOR A HIGHER LEVEL OF
DBE SUCCESS”
EQUAL OPPORTUNITY
COMPLIANCE (EOC)
SYSTEM
DBE PAYMENTS
• Contractors are required to enter DBE payments
monthly into the Equal Opportunity Compliance System
(EOC).
• DBE payments entered into the EOC will be totaled to
determine the DBE’s final participation percentage.
INCENTIVE FOR MEETING
YOUR CONTRACT
DBE COMMITMENT GOAL
• If you meet or exceed the DBE percentage, and you
consistently record payments to all DBEs into EOC on a
monthly basis, you will earn bonus points on the final
CPPR.
• Based on the DBE Commitments reported to the Equal
Opportunity Office, prime contractors receive a letter
grade, A+ thru F. The grading scale is applied to all
prime contractors with contract awards totaling $1.5
million or more. Prime contractors with awards below
the $1.5 million will do not receive a letter grade except
those earning an A+ or A grade.
KNOW YOUR RESIDENT LEVEL
•FDOT
Resident
Compliance
Specialists
KNOW YOUR
•FDOT District
Office
Contacts for
Compliance
IMPORTANT LINKS
• FDOT Equal Opportunity Office
• http://www.dot.state.fl.us/equalopportunityoffice/
• FDOT EEO Contract Compliance Workbook
• http://www.dot.state.fl.us/equalopportunityoffice/ContractCo
mplianceWorkbook.shtm
• FDOT D5 Website
• http://www.dot.state.fl.us/publicinformationoffice/moreDOT/di
stricts/dist5.shtm
• Home.html
• FDOT State Construction Office
• http://www.dot.state.fl.us/construction/
RECAP
Agenda
Information
Meeting
What
questions do
you have??
EXAMPLES
http://infonet/
THANK YOU FOR YOUR
PARTICIPATION
• CONTACT Numbers and Email
• Ronda Daniell (ronda.daniell@dot.state.fl.us)
• 352-620-3005
• Phyllis Butler (phyllis.butler@dot.state.fl.us)
• 321-634-6088