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

AGENDA

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 about.shtm about.shtm

DBE FORMS Bid Blank (form # ) 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 that was previously entered, Increasing or decreasing certified DBE subcontract amounts.

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

“PROMOTING PARTNERSHIPS FOR A HIGHER LEVEL OF DBE SUCCESS” State DBE Supportive Services Team :  Construction Estimating Institute (CEI)  Southern Florida Minority Supplier Development Council (The Council ) DBE SUPPORTIVE SERVICES

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 FDOT EEO Contract Compliance Workbook mplianceWorkbook.shtm mplianceWorkbook.shtm FDOT D5 Website stricts/dist5.shtm stricts/dist5.shtm Home.html FDOT State Construction Office

RECAP  Agenda  Information  Meeting

What questions do you have ??

EXAMPLES

THANK YOU FOR YOUR PARTICIPATION

CONTACT Numbers and Ronda Daniell Phyllis Butler