Tab_25g_Attach_H_Pre-Construction_Checklist.pdf

Rev: 10/16

Project No. Contract No. Page 1

PRECONSTRUCTION CONFERENCE CHECKLIST & MINUTES

(Date, Time, Location of Meeting)

Project Title/Location:

Project Number:

Contract Number: SP4702- - -

FOR

Name of Contractor:

Index:

SECTION A - GENERAL CONDITIONS AND REQUIREMENTS

SECTION B - LABOR STANDARDS

SECTION C - OTHER TOPICS DISCUSSED

PRECONSTRUCTION CONFERENCE SIGNATURE SHEET

A. CONTRACTOR ACKNOWLEDGMENT STATEMENT

B. SIGNATURE OF PERSONS ATTENDING CONFERENCE

SECTION A - GENERAL CONDITIONS AND REQUIREMENTS

___ 1. INTRODUCTIONS: Introduce everyone attending including their name, organization, title, and role on the project.

A. FUNCTION & AUTHORITY of U.S. Government and private personnel:

(1) Contracting Officer(CO) - (Name/Phone/Fax)

(a) The only person who can bind the Government.

(b) The only person who can make changes to the contract.

(c) Another contracting officer may sign contract documents in the absence of the above contracting officer.

(2) Representatives of the Contracting Officer:

(a) Contract Specialist - (Name/Phone/Fax)

(b) Contracting Officer's Representative(COR)/ Construction Representative(CR) – Office: 614-692- Cell:

Government employee assigned overall coordination of the construction project.

CM - Individual who serves as the primary contact for the construction contractor and performs day-to-day project administration.

(c) The responsibilities and limitations of authority of the COR and the CR are specified in Section 00800 of the contract.

SP470219R0024 Attach H (example only)

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B. CONTRACTOR PERSONNEL:

(1) Project Manager - (Name/Phone/Cell/Fax/email).

(2) Construction Superintendent - (Name/Phone/Cell/Fax/email).

(3) After hours/emergency contact the following individual(s):

(Name/Phone/Cell/Fax/email).

___ 2. COMMUNICATIONS:

A. COMMUNICATIONS between the Government and the Contractor shall be conducted through the Construction Representative (CR) unless directed otherwise.

B. RFIs: Requests for Information (RFIs): All Requests for information shall be in written form to the CR. All responses from the Gov't shall be in writing. Contractor may use PDFs and send via email.

C. DAILY CONSTRUCTION REPORTS (a.k.a. Daily Reports):

(1) Include daily activities, potential delays, stoppages, equipment usage, problems, accidents, significant decisions, meetings, requests by Government or local authorities, etc.

(2) Complete daily and submit by noon the following business day. We prefer daily reports be sent via email attachment.

___ 3. SECURITY CLEARANCE REQUIREMENTS

A. ACCESS TO THE SITE: No contractor, contractor employee or subcontractor employee will be allowed to perform any work under this contract without prior clearance being obtained through the CR.

B. PERMANENT BADGES: Contractor shall fill out excel spreadsheet that will be provided to contractor upon request. Spreadsheet may either be printed and hand delivered or password protected (add password to spreadsheet and then call with the password). This will minimize exposure of personally identifiable information of contractor personnel. Contractor badges will be issued to be worn at all times while performing duties on-site.

C. VISITOR BADGES: a phone call to the CR with the legal name of the individual requiring access to the site within 24 hours of arrival. This badge is good for 2 week durations. If the employee will be working onsite longer than 30 days typically a permanent badge is issued.

___ 4. CONSTRUCTION SCHEDULE(a.k.a. PROGRESS SCHEDULE

A. SCHEDULE: Schedule shall be revised and submitted with monthly progress payments.

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___5. PERFORMANCE:

A. COMMENCEMENT, PROSECUTION & COMPLETION OF WORK (Specification Section 00800-Supplementary Conditions)

(1) Period of Performance _________ calendar days.

(2) Notice to proceed received: ___________.

(3) Completion date __________.

(4) Proposed start work date:__________.

(5) Proposed Mobilization date (if different from start work) _______________.

(6) Delays and time extensions. The contractor is responsible for the completion of project work within the time designated in the contract. Any failure to meet the schedule subjects him to liquidated damages (or actual damages when liquidated damages are not provided for by the contract).

Failure of the contractor to pursue the work diligently subjects him to termination for default. Only when delays are justified for the reasons stated in the contract can the contractor secure a time extension. The contractor's responsibilities for providing immediate notice of delays to the Government and for justifying delays to secure a time extension, should be emphasized.

B. WORKING HOURS:

(1) Working hours for this contract will be from _______ a.m. to ________ p.m. during the workday, except for weekends and established government holidays.

(2) For after-hours access to the building, explain access procedures.

C. CRITICAL WORK SEQUENCING/PHASING ISSUES (e.g.). Review specifics and applicability to this project:

(1) Hazardous materials abatement

(2) Long-Lead time equipment deliveries

(3) Time Constraint Issues:

(4) Coordination with local authorities

D. COORDINATION OF THE WORK:

(1) The Contractor is responsible for coordination of all elements of the work and every aspect of the coordination of the subcontractor’s work.

(2) The Contractor is required to have a competent construction supervisor in charge of the work at all times. Construction supervisor may be a Working Foreman.

___ 6. SITE ISSUES:

A. PRE-MOBILIZATION REQUIREMENTS:

(1) Security clearances approved.

(2) Safety plan approved.

(3) Environmental Plan approved.

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(4) Schedule of Values and Construction Schedule approved.

(5) Review Contractor's plan for mobilizing on site, including phasing, timing elements, crane operations, dumpster locations, coordination with local Gov't entities.

(6) Notify CO in writing that the required insurance has been obtained.

B. CONTRACTOR USE OF THE PREMISES:

(1) Confine operations to areas authorized. Discuss laydown areas, etc.

(2) Use of elevators; Use of established walkways, roadways

(3) Restroom facilities for Contractor Use.

(4) Telephones/Fax Machine: Contractor’s responsibility to provide his own phone/fax, as necessary.

(5) Welding and Burning Permits: Obtain permits from the Fire Department. Hot work permits are typically turned around the same day by DSCC Fire Department.Fire Inspector’s phone number is 614-692-2921

C. TEMPORARY FACILITIES -Operations and Storage Area]:

(1) Temporary Buildings(e.g. storage sheds,trailer) approved by CR.

(2) Utilities - Availiability and Use of Utility Services

a. Temporary connections/water, gas, electricity may be provided by government upon contractor’s request. Contractor shall provide layout to the Government for requested utilities.

(3) Loading Dock Facilities and Equipment deliveries: Describe procedures.

(4) Parking for Contractor Personnel: Parking space(s) to be designated for the

Contractor.

(5) Entry and Exit(a.k.a. access and egress) for equipment and materials.

(6) Locations and marking of underground utilities.

(7) dig permit for environmental office

D. ACCIDENT PREVENTION/SAFETY - Accident Prevention:

(1) Safeguard personnel and property

(2) Barricades, warning tape/signs.

(3) Protecting existing facilities/preserving existing vegetation - Protection of

Existing Vegetation, Structures, Equipment, Utilities, and Improvements

(4) Notification of injuries - dial 614-692-2111 OR 911. Inform the Government immediately if an accident occurs. Submit an accident report to the Government no later than 7 calendar days after the accident.

(5) Notification of Fires - 614-692-2111 OR 911

(6) Safe Work Practices: Comply with OSHA Standards 29 CFR 1910 general standards, and 29CFR 1926 construction standards; [also Specification Section 01546 - Safety and Health

(7) Contractor Safety and Health Plan

(8) Hazardous Materials locations; potential underground hazards.

E. PERMITS: May be required for site utility work that interfaces with local utility authority equipment. Contractor to verify requirements with local authorities and include costs in bid. Not required for building interior work in Federally owned facilities.

F. HOUSEKEEPING AND CLEAN UP

(1) Daily, police and clean-up the work and storage areas

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(2) Final Cleaning - leave work area in a neat, clean and orderly condition

G. UTILITY SERVICE INTERRUPTIONS (Section 01040)

(1) Prior to a service interruption, notify the CR in writing at least 14 calendar days in advance of the day of proposed interruption.

___7. SUBMITTALS:

A. GENERAL:

(1) Review Submittal timeliness classifications: "Initial Submittals," "Intermediate Submittals," " Closeout Submittals."

(2) The return of disapproved submittals and their resubmission is not a basis for time extension.

(3) Comply with "Submittal" paragraph procedures of the specifications sections.

(4) Submittal transmittals shall include the specification reference number.

B. SUBMITTAL REGISTER

(1) Submit the Submittal Register at the preconstruction conference.

___ 8. CHANGE ORDERS:

A. NEGOTIATION OF CHANGE ORDERS:

(1) Profit, overhead and commission ceilings.

(2) Government negotiations with the contractor will be conducted by the CM, the COR, or the Contracting Officer.

(3) Proposals in excess of $5,000 shall be accompanied by a complete itemized breakdown, including materials and labor for each element of the work.

(4) No work is authorized unless a change order is issued or a supplemental agreement is executed. A “change request” is a request for price proposal only; it does not authorize the work to be done. A change request is normally followed by a bilateral contract modification (supplemental agreement executed by both parties) setting forth the contract change and associated price adjustment. A “change order” is a unilateral contract modification issued by the Contracting Officer directing the contractor to perform changed work, prior to price agreement. A bilateral contract modification is expeditiously executed upon price agreement. Change orders are issued only if absolutely necessary to direct and authorize changed work.

___9. MISCELLANEOUS ADMINISTRATIVE ISSUES:

A. SPECIFICATIONS AND DRAWINGS: Compliance with specifications and drawings :

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(1) Contractor responsible for all subcontractors having all amendments and change orders.

(2) Any discrepancies in the plans and specs must be brought to the attention of the CO prior to installation of the work.

(3) Overlapping/conflicting requirements between specifications and drawings.

B. LIQUIDATED DAMAGES [Spec. Section 00800, 01040]

(1) $________ per calendar day (Section 00800) for failure to complete the project within the specified time period.

(3) No liquidated damages after substantial completion.

C. PROJECT RECORD DOCUMENTS (Section 01700)

(1) Record Drawings (a.k.a. "Red-line Drawings") - Keep on job site, updated and current. Use erasable, colored pencil; RED for additions, GREEN for deletions.

(2) As-Built drawings shall be reviewed monthly by the CR when a progress payment is submitted. If as-builts are not accurate the CO may retain a percentage of pay until corrections are made.

D. GOVERNMENT FURNISHED PROPERTY: Review applicability to this contract.

Review responsibility for inventory; delivery dates, etc.

E. MEETINGS/TELECONFERENCES:

(1) Pre-Construction Conference

(2) Construction Coordination Meetings: Discuss frequency, agenda, etc..

(3) Commissioning Meetings: (Spec. Section 15995): Attendees, pre-requisites.

___ 10. PAYMENTS:

A. PROGRESS PAYMENT REQUESTS

(1) Contractor shall submit a draft progress payment to the COR prior to submitting for payment in iRAPT, formerly Wide Area Workflow (WAWF).

The Government shall have 2 business days to review and provide comment.

(2) All progress payments must be submitted in iRAPT.

(3) Payment for materials not incorporated in work. Big dollar items, easily inventoried, easily tracked. Must document when incorporated in work.

Generally, won't pay for small parts, components and other items incidental to the work.

(4) Retainage

B. BONDS -

(1) Will pay lump sum with first progress payment.

C. PROMPT PAYMENT FOR CONSTRUCTION CONTRACTS. The Contractor shall pay the subcontracts for satisfactory performance not later than 7 days from

Project No. Contract No. Page 7 receipt of payment from the Government. If payment is not made, notify the Contracting Officer as to why payment is being withheld. If payments are held without cause, the Contractor shall pay interest to the subcontract at the rate established by the Secretary of the Treasury.

D. STORED MATERIAL POLICY:

(1) Payment for materials stored and protected in bonded warehouse/storage facility off-site require complete back-up documentation. Limited to large ticket items, not high quantity miscellaneous parts, fittings, fasteners.

(2) Pay request to include proof of payent to suppliers and/or subcontractors.

(3) Generally, won't pay for stored materials.

E. FINAL PAYMENT/CLOSEOUT. In addition to the requirements of paragraph "a" above, the final pay request shall be accompanied by a Release of Claims & Warranty Letter.

___11. WARRANTIES AND GUARANTEES :

A. One-year warranty in addition to any other warranties.

___12. TESTING, INSPECTION, FINAL INSPECTION, AND FINAL ACCEPTANCE :

A. TESTS: Tests to be performed prior to FINAL INSPECTION

(1) Review what testing is required by contract documents and when;

notification; test reports.

(2) Submit copies of all test reports.

B. FINAL INSPECTION for certification of SUBSTANTIAL COMPLETION:

(1) Final Inspection date must be coordinated far enough in advance to allow for correction of deficiencies prior to scheduled Substantial Completion date.

The Final Inspection must be requested in writing to the COR a minimum of 14 business days in advance.

(2) Pre-requisites for final inspection:

a. Start-up testing(a.k.a. functional performance testing or commissioning) complete.

b. Operations and maintenance manuals must be given to the Government and approved before instructions to government personnel can occur.

c. Training to Gov't personnel complete.

(3) Final Inspection procedures; expect the contractor to do his pre-final inspection before scheduling the final inspection with the Government. All punch list items shall be completed prior to the final inspection there should be no punch list.

C. FINAL ACCEPTANCE: All Contract requirements completed.

(1) Pre-requisites:

a. Punch list satisfactorily completed

b. Final clean-up, Record drwgs, warranties, spare parts, all completed.

c. Final payment with releases completed

(2) Final acceptance letter sent from CO to Contractor

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SECTION B - LABOR STANDARDS

_____ 1. You must report actual and/or potential labor disputes

_____ 2. Davis-Bacon Act, requirements and violations

a. List of subcontractors and completed Standard Forms 1413 - Due 14 calendar days after the award of the contract

b. Classification and wage rates must be conspicuously posted on the site.

c. Use of apprentices/trainees - Apprenticeship program must be approved by the Bureau of Apprenticeship and Training.

d. Weekly submission of payrolls and affidavits, Statement of Compliance - failure to comply may delay payment

e. Must pay at least once a week.

_____ 3. CONTRACT WORK HOURS AND SAFETY STANDARDS ACT

a. Time-and-a-half pay for hours worked in excess of 40 hours in a workweek.

b. Liquidated damages

_____ 4. COPELAND ACT

_____ 5. EQUAL EMPLOYMENT OPPORTUNITY

a. Post notices of EEO and handicap employment opportunity practices.

b. Affirmative action goals for minorities and women.

c. Affirmative action for disabled veterans and veterans of Vietnam era and the handicapped

_____ 6. FIELD CHECKS may be made by procurement personnel, inspectors, COR, and the Department of Labor.

a. Contracts 90 days or less: each trade interviewed at least one time prior to final inspection.

b. Contracts over 90 days: each trade interviewed at least once a month.

_____ 7. In accordance with EXECUTIVE ORDER 12989, ECONOMY AND

EFFICIENCY IN GOVERNMENT PROCUREMENT THROUGH COMPLIANCE

WITH CERTAIN IMMIGRATION AND NATURALIZATION ACT PROVISIONS,

Project No. Contract No. Page 9 the contractor is hereby notified of their responsibility to comply with immigration laws prohibiting the unlawful employment of aliens, and that we will report suspected infractions to the Immigration and Naturalization Service (INS), and that a determination by INS that the contractor is in violation may result in suspension and debarment.

SECTION C - OTHER TOPICS DISCUSSED

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PRECONSTRUCTION CONFERENCE SIGNATURE SHEET

A. CONTRACTOR ACKNOWLEDGMENT STATEMENT:

The above subjects have been discussed and explained to me and I have read and understand the provisions of the above cited contract and I am fully aware of my duties and responsibilities thereunder.

Signature of Contractor

Title

Date

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B. SIGNATURE OF PERSONS ATTENDING CONFERENCE

Name (Print) Signature Agency/Firm Phone

END OF PRECONSTRUCTION CONFERENCE CHECKLIST/MINUTES