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:
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Contractor
Department
County/City
Utilities
Engineer of Record
Sub-contractors
Design Project Manager
Materials
Resident Compliance Specialist
WHERE DO 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?
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Project Description
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Proposed Starting dates
Delineation of Lines of
Authority
Utilities
Errors and Omissions
MOT plan
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Schedules
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Hurricane or Emergency Plan
Business or community
impacts
Partnering
DRB
Insurance
QCP
AGENDA
• Materials
• Lines of
Communication
• Monthly
Certifications
• Sublets
• Stock piled
• Time extension and
Claims
• Unpaid bill
• CPPR
• Labor and Burden
Rates
• EEO
EMPLOYMENT EQUAL OPPORTUNITY
(EEO)
WHAT A CONTRACTOR NEEDS
EEO REQUIREMENTS…
• Bulletin Boards
• EEO Officers
• Company Wide Reports
• Non-segregated and Nondiscrimination Certification
• How is EEO Policy being distributed to employees (validated)?
• Recruitment Efforts (applicant logs, ads, etc…)
Federal Contract
Requirements
FHWA 1273
FDOT COMPLIANCE IMPLEMENTATION
• To take advantage of
FHWA funding, the
State of Florida must
develop and enforce a
construction contract
compliance program in
accordance with
FHWA 1273
 Florida’s program is outlined in:
• FDOT Procedure 275-020-02-f
• Construction Contract Compliance
Workbook
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 9.91%.
DISADVANTAGED BUSINESS ENTERPRISE
• 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.shtmm
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 COMMITMENT- CONTINUED
• 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.
• Increasing or decreasing 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 CONTRACT
DBE COMMITMENT GOAL
• If you meet or exceed the DBE percentage, and record
payments to all DBEs into EOC on a monthly basis, you
will earn bonus points on the final CPPR..
KNOW YOUR RESIDENT LEVEL
•FDOT Resident
Compliance
Specialists
KNOW YOUR
•FDOT District
Office Contacts
for Compliance
IMPORTANT LINKS
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FDOT Equal Opportunity Office
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FDOT EEO Contract Compliance Workbook
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http://www.dot.state.fl.us/equalopportunityoffice/
http://www.dot.state.fl.us/equalopportunityoffice/ContractComplianceWorkbook.shtm
FDOT D5 Website
•
http://www.dot.state.fl.us/publicinformationoffice/moreDOT/districts/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