J.10 Pre-Construction Agenda and Checklist - DOT Form F4220.3.doc
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About this file
This is a DOT Form F 4220.3 Pre-Construction Conference Agenda and Checklist, a standardized template used to document discussions between government representatives and contractors prior to construction work commencement. The form serves as a checklist to ensure all critical contractual and operational requirements are addressed before work begins.
The checklist covers 24 major topic areas including government representation and authority, project commencement and completion schedules, progress reporting and liquidated damages, change order procedures, correspondence protocols, contractor superintendence, coordination with other contractors and utilities, subcontractor requirements, payment terms and retainage, shop drawings and equipment submissions, inspection and acceptance procedures, material storage and disposal, work layout and surveying responsibilities, trade coordination, government-furnished property and salvage materials, protection of existing structures and personnel security clearances, labor compliance (Equal Opportunity, Davis-Bacon Act, Contract Work Hours Standards Act, apprenticeships, payroll records, Copeland Act, and wage withholding), delay notifications, small business subcontracting programs, local regulatory compliance, safety and accident prevention, cleanup requirements, notice to proceed date, and contract completion date. Each agenda item is documented with checkboxes to confirm discussion with the contractor, and the form concludes with certification signatures from both contractor and government representatives, along with space for remarks. This template is not specific to any particular contract requirement but is a standard procedural document used across FAA construction projects.
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Text version
DEPARTMENT OF TRANSPORTATION
PRECONSTRUCTION CONFERENCE AGENDA AND CHECKLIST
I. CONTRACT NO.
II. CONTRACTOR
III. CONFERENCE HELD AT
IV. DATE
V. CONTRACT DESCRIPTION AND LOCATION
VI. (1) CONTRACTING OFFICER, (2) CONTRACT ADMINISTRATOR, (3) CONTRACTING OFFICER’S REPRESENTATIVE
NAME
TELEPHONE NO.
(1) (2) (3)
| VII. Place “X” in appropriate box if item is discussed with contractor. |
| “X” |
1.
GOVERNMENT
REPRESENTATIVES
A. CONTRACTING OFFICER (Name and title)
FORMCHECKBOX
B.
AUTHORIZED REPRESENTATIVE (Name and title)
FORMCHECKBOX
2.
STATUS
A.
COMMENCEMENT, PROGRESS, AND COMPLETION OF WORK
FORMCHECKBOX
3.
PROGRESS
| A. SUBMISSION FOR APPROVAL |
| FORMCHECKBOX |
SCHEDULE
| B. ITEMS TO BE INCLUDED |
| FORMCHECKBOX |
C.
COMPLIANCE WITH PROGRESS SCHEDULE AND ACTION BY CONTRACTING OFFICER IF CONTRACTOR FAILS TO
MAINTAIN PROGRESS
FORMCHECKBOX
D.
LIQUIDATED DAMAGES
FORMCHECKBOX
4.
CHANGES
A.
AUTHORITY
FORMCHECKBOX
5.
CORRESPONDENCE
A.
NORMALLY, ALL CORRESPONDENCE WILL BE ADDRESSED TO THE CONTRACTING OFFICER WITH A COPY TO HIS
REPRESENTATIVE
FORMCHECKBOX
6.
SUPERINTENDENCE
BY CONTRACTOR
A.
NAME AND TELEPHONE NUMBER OF REPRESENTATIVE
NAME:
TELEPHONE NO:
FORMCHECKBOX
7.
OTHER CONTRACTS
A.
COOPERATION WITH CONTRACTORS AND OTHER GOVERNMENT EMPLOYEES
FORMCHECKBOX
| B. USE OF ROADS AND UTILITIES |
| FORMCHECKBOX |
| C. COORDINATION BETWEEN CONTRACTORS |
| FORMCHECKBOX |
8.
SUBCONTRACTORS
A.
PERCENTAGE ITEMS OF WORK PERFORMED BY PRIME CONTRACTORS OWN FORCES
FORMCHECKBOX
| B. STATEMENT AND ACKNOWLEDGMENT, FAA Template 21, FOR EACH SUBCONTRACT. 3.6.2-22 “SUBCONTRACTS” |
| FORMCHECKBOX |
C.
CONTRACTUAL RELATIONS BETWEEN SUBONCTRACTORS AND GOVERNMENT
FORMCHECKBOX
9.
PAYMENT TO
A.
RETAINED PERCENTAGE
FORMCHECKBOX
CONTRACTOR
B.
PAYMENT FOR MATERIAL AND EQUIPMENT ON SITE
FORMCHECKBOX
C.
STORAGE AND PROTECTION
FORMCHECKBOX
| 10. SHOP DRAWINGS |
| A. |
SUBMITTAL OF SHOP DRAWINGS
FORMCHECKBOX
| B. SUBMITTAL OF EQUIPMENT LAYOUT |
| FORMCHECKBOX |
| C. RESPONSIBILITY OF CONTRACTOR TO ALERT GOVERNMENT IF ITEMS ARE NOT FULFILLING CONTRACT |
| FORMCHECKBOX |
REQUIREMENTS
FORMCHECKBOX
| 11. INSPECTION |
| A. |
RIGHT TO REJECT DEFECTIVE MATERIAL OR WORKMANSHIP
FORMCHECKBOX
B.
NO REPRESENTATIVE IS AUTHORIZED TO CHANGE ANY PROVISION OF THE CONTRACT
FORMCHECKBOX
C.
PRESENCE OR ABSENCE OF INSPECTOR SHALL NOT RELIEVE CONTRACTOR FROM REQUIREMENT OF CONTRACT
FORMCHECKBOX
D.
ACCEPTANCE OF WORK
FORMCHECKBOX
E.
SPECIFICATIONS GOVERN WHEN DIFFERENCES EXIST BETWEEN DRAWINGS AND SPECIFICATIONS
FORMCHECKBOX
| 12. OPERATIONS AND |
| A. |
STORAGE AREAS TO BE AUTHORIZED OR APPROVED
FORMCHECKBOX
| STORAGE |
| B. |
DISPOSAL AREAS
FORMCHECKBOX
| 13. LAYOUT OF WORK |
| A. |
GOVERNMENT ESTABLISHED BASE LINE AND BENCH MARK
FORMCHECKBOX
B.
CONTRACTOR RESPONSIBILITY FOR LINE AND GRADES
FORMCHECKBOX
| VII. Place “X” in appropriate box if item is discussed with contractor |
| “X” |
14.
COORDINATION
A.
CONTRACTOR TO COORDINATE VARIOUS TRADES
FORMCHECKBOX
OF TRADES
B.
CONTRACTOR TO COORDINATE SHOP DRAWING AND LAYOUT OF VARIOUS TRADES
FORMCHECKBOX
15.
GOVERNMENT-FURN.
A.
DELIVERY, INVENTORY, AND ACCEPTANCE
FORMCHECKBOX
PROPERTY AND
B.
STORAGE AND PROTECTION
FORMCHECKBOX
SALVAGED MATERIAL
C.
SALVAGE MATERIAL - SERVICEABLE OR UNSERVICEABLE
FORMCHECKBOX
16.
PROTECTION OF
A.
PROTECTION OF EXISTING STRUCTURES, UTILITIES, WORK AND VEGETATION
FORMCHECKBOX
MATERIAL AND WORK
B.
PERSONNEL SECURITY CLEARANCE AND IDENTIFICATION (IF APPLICABLE)
FORMCHECKBOX
17.
LABOR
A.
EQUAL OPPORTUNITY
FORMCHECKBOX
B.
DAVIS-BACON ACT (Including Labor Department wage determination)
FORMCHECKBOX
C.
CONTRACT WORK HOURS STANDARDS ACT - OVERTIME COMP.
FORMCHECKBOX
D.
APPRENTICES
FORMCHECKBOX
E.
PAYROLL RECORDS AND PAYROLLS
FORMCHECKBOX
F.
COPELAND (“And-Kickback”) ACT
FORMCHECKBOX
G.
WITHHOLDING OF FUNDS TO ASSURE WAGE PAYMENT
FORMCHECKBOX
H.
SUBCONTRACTING - TERMINATION
FORMCHECKBOX
18.
NOTICE OF DELAYS
A.
NOTICE TO CONTRACTING OFFER OF ACTUAL AND POTENTIAL LABOR DISPUTES
FORMCHECKBOX
| B. OTHER ACTUAL AND POTENTIAL DELAYS |
| FORMCHECKBOX |
19.
SMALL BUSINESS
A.
CONTRACTOR DESIGNATES LIAISON OFFICER
FORMCHECKBOX
SUBCONTRACTING
B.
MAINTAINS RECORDS AVAILABLE FOR REVIEW
FORMCHECKBOX
PROGRAM
C.
NOTIFIES CONTRACTING OFFICER IF SMALL BUSINESS IS NOT SOLICITED FOR SUBCONTRACTS
FORMCHECKBOX
20.
COMPLIANCE
A.
COMPLIANCE WITH LOCAL RULES AND REGULATIONS
FORMCHECKBOX
21.
SAFETY
A.
ACCIDENT PREVENTION
FORMCHECKBOX
B.
CLEANING-UP
FORMCHECKBOX
| 22. NOTICE TO PROCEED |
| A. DATE |
| FORMCHECKBOX |
| 23. DATE OF CONTRACT COMPLETION |
| A. DATE |
| FORMCHECKBOX |
24.
OTHER ITEMS
| FORMCHECKBOX |
(Add as necessary)
| FORMCHECKBOX |
(Key to previous items,
| FORMCHECKBOX |
if applicable)
| FORMCHECKBOX |
| FORMCHECKBOX |
| FORMCHECKBOX |
| FORMCHECKBOX |
| FORMCHECKBOX |
| FORMCHECKBOX |
CERTIFICATION: The preceding items marked by “X” have been discussed.
SIGNATURE FOR THE CONTRACTOR
SIGNATURE FOR THE GOVERNMENT
REMARKS (Continue on attached sheet(s), if necessary)
OMB Control No. 2120-0595 (DOT F4220.3) FAA Template No. 12 (8/97) OMB Control No. 2120-0595 (DOT F4220.3) FAA Template No. 12 (Reverse) (8/97)
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