SECTION 95 PRECONSTRUCTION MEETING

I. GENERAL
As soon as possible after the contract has been awarded, a preconstruction meeting is held with the
Contractor and interested parties involved in the contract to discuss the contract scope, work plan and
schedule and review administrative procedures necessary to begin work. Preconstruction meetings
held prior to award must be recorded as a permissible contact in accordance with the Procurement
Lobbying Law. The Office of Construction should be contacted prior to scheduling a preconstruction
meeting before contract award to determine if there are any unresolved issues which would affect either
the contract award or the start of work. Prior to the preconstruction meeting, the EIC and inspection
staff should review the contract documents and visit the contract site in order to be well informed of the
requirements and existing conditions.

The following should be invited to attend the meeting:

1. Regional Construction Engineer (as required)
2. Construction Area Supervisor
3. EIC
4. Regional Compliance Specialist (unless a separate Civil Rights Prconstruction Meeting is held)
5. Regional Construction Safety Coordinator
6. Regional Construction Support Staff (as required)
7. Resident Engineer, if Consultant Inspected
8 Contractor Representatives (chosen by the Contractor)
- Company Principal
- Superintendent
- Safety Officer
- Others as desired
9. Agencies actively involved during the Design Process, (as required - i.e., NYSDEC, ACOE)
10. Utility Company Representatives
11. Local Officials (particularly if local funding is involved - check with Design Project Manager)
12. Project Manager
13. Project Designer
14 Regional Construction Safety Coordinator
15. Railroad representatives (as required)

he Construction Supervisor or the EIC may be assigned the responsibility for the meeting agenda
and/or conducting the discussions. A written set of meeting minutes must be kept and provided to all
participants with a copy to the contract file.
Specific topics to discuss and the level of detail depend on the complexity of the contract and the
experience of the Contractor. It is not necessary to discuss repetitive topics with experienced
Contractors, or those with multiple awards. During the development of the meeting agenda and
participant list, the need for separate or additional meetings for specific topics such as utility
coordination, safety and health requirements, environmental considerations, etc., should be considered.
This will require additional effort to coordinate and keep all interested parties informed, but will avoid a
large or lengthy meeting.

II. PRECONSTRUCTION MEETING TOPICS

The following topics, as a minimum, should be discussed at each preconstruction meeting. Additional
topics should be added for individual contracts as required.

1. Introductions / Sign-In Sheet

2. Purpose of Meeting / Contract Description

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Contract Administration Manual
 SECTION 95 PRECONSTRUCTION MEETING
3. Insurance Requirements ('107-06)
a. Certificates of Insurance (No work allowed within the contract limits without required insurance)

4. Contractor's Work Plan and Schedule

a. Progress Schedule ('108-01)
b. Scheduled Completion Date and Extension Of Time ('108-02)
c. Failure To Complete Work On Time, Engineering Charges and Liquidated Damages ('108-03)
d. Delay Provisions (§108-04)
e. Seasonal Shut-Down (§108-07)

5. Administrative/Correspondence Procedures

6. Availability of Right of Way (105-15)

a. Temporary Occupancy uses
b. Temporary Easement uses
c. Releases
d. Anticipated Availability (Projections)

7. Labor and Employment ('102-10)

a. Overtime Dispensation Process
b. Labor Affidavits (Forms AC 2947 and AC 2948 available on the Office of Construction website.)
c. Prevailing Wage Rates & Certified Payrolls

8. Bulletin board posters and notices (Section 96)

9. Subletting or Assigning the Contract ('108-05)

a. Subcontractor Approval Procedure
b. Subcontracting Limitations (50% Rule)
c. Subcontract Requirements

10. Utility Coordination ('105-06)

a. Coordination with utilities schedule
If the contract documents do not include completion dates for all utility relocations, the
Contractor should be requested to determine the impact of those utilities on the proposed
schedule and provide critical dates for the relocations. These dates should be considered when
preparing the Notice to the Utility Company.

11. Construction Equipment

a. Load Restrictions ('105-12)
b. Equipment usage approvals
c. Equipment storage areas/locations

12. Construction Materials

a. Source of supply and Fabricators ('106-01)
b. Quality Requirements and Material Safety Data Sheets (MSDS) ('106-02)
c. Plant Accepted Materials - Plant Approvals and Foreign Materials (§106-03)
d. Quality Assurance Procedures - contract records, conformity with contract documents
e. Buy America (§106-11)
f. Material Storage (§106-06)

13. Shop drawing procedures ('105-16)

- Submittal, Review and approval procedures.

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 SECTION 95 PRECONSTRUCTION MEETING
14. Special Conditions/Notes
a. Special problem areas

15. Safety & Health Requirements ('107-05)

a. Project Safety and Health Plans (Corporate and Site Specific)
b. Drug and alcohol policy
c. Emergency Contact(s)
d. Personal Protective Equipment (PPE), Hard hats, Vests, etc.
e. Fall Protection
f. Working Over Water
g. Electrical Safety
h. Hazardous Materials
i. Equipment Safety (Vehicle Operations, etc.)
j. Lifting (Operations requiring formal lift plans, competent person(s), etc)
k. Confined Spaces
l. Excavation Safety (techniques, competent person(s), etc.)

16. Maintenance & Protection of Traffic (Section 619)

17. Laws, Permits and Licenses ('107-01)

18. Environmental Considerations

a. ECOPAC/ Sensitive areas / Permits / Issues
b. Mining permits ('107-08)
c. Water Quality Protection ('107-12, Section 209)
d. Managing Surplus Material and Waste ('107-10)
e. Hazardous Waste ('107-10, et al.)
f. Cultural Resources
g. Contract specific requirements

19. Contract Payment Procedure ('109-06)

a. Need timely certified payrolls and Contractor Report of Contract Payments (Form AAP 21).

20. Extra Work, Force Account Work, FCO, Orders-on-Contract (§109-05)

21. Disputed Work ('105-14)

22. Changed Conditions

a. Federal Clauses ('104-03/04/05)
b. Notice and Recordkeeping (10 day rule) (§104-06)
c. Delay Provisions (§108-04)
b. May be used by either Contractor or the State

23. Contract Start-up

a. Field Office location & phone number
b. Building and Fire Code Conformance
c. Sanitary System Approval
d. Potable Water Supply
e. Cleaning Schedule

24. Questions / Other Topics

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 SECTION 95 PRECONSTRUCTION MEETING
III. CIVIL RIGHTS PRECONSTRUCTION MEETING
A separate Civil Rights meeting is frequently scheduled and conducted by the Regional Compliance
Specialist (RCS) with the Contractor=s Civil Rights representatives and others as required. If a separate
meeting is scheduled by the RCS, a written letter notification will be sent to the Contractor.

The following people should be invited to attend the Civil Rights Preconstruction Meeting:
1. Regional Compliance Specialist
2. EIC
3. Contractor Corporate EEO Officer
4. Contractor D/M/WBE Officer
5. Contract Site EEO Representative

IV. CIVIL RIGHTS PRECONSTRUCTION MEETING TOPICS

The Contractor should provide a copy of Form AAP 15 Contractor=s Designation of Affirmative Action
Representatives to the RCS, with a copy to the EIC, and a copy of Form AAP 35 Workforce and
Training Utilization Schedule.

1. General Requirements (FA Contracts - FHWA 1273, Non FA Contracts §102-08)

a. EEO Statement/Policy (Corporate)
b. Sexual Harassment Policy
c. Affirmative Action Plan
d. Discrimination / Sexual Harassment Complaint Procedure
e. Subcontracts must include all pertinent required provisions.
f. Contractor=s Bulletin Board Posting Requirements (Section 96)

2. EEO ('102-11)
a. Workforce and Training Utilization Schedule (AAP-35)

3. D/M/WBE Utilization ('102-12)

a. D/M/WBE Schedule of Utilization (AAP-19)
b. AAPHC 89 (Part 1) for each firm listed on AAP-19
c. Trucking Plan (If D/M/WBE Utilization Plan includes trucking)
d. Partial Items (Partial in scope, not quantity)

4. Civil Rights Reporting Requirements (§105-21)

a. Monthly Electronic Report
b. Monthly Contractor Report(s) of Contract Payments (AAP 21)
c. Training Report (AAP 26) (If contract contains Training Requirements item)
c. Annual EEO Report (FHWA 1391) - Last payroll period for the month of July

EXHIBITS
A Meeting Sign-In Sheet
B Meeting Minutes Shell

Page 4 New York State Department of Transportation May 2006

Contract Administration Manual
 SIGN-IN SHEET
PRECONSTRUCTION MEETING D______

Location ___________________ Date ________

Name (Please Print) Title Representing Phone E-Mail

* NOTE: NYSDOT e-mail addresses follow the pattern: [Initial&LastName]@dot.state.ny.us

May 2006 New York State Department of Transportation Exhibit 95A

Contract Administration Manual
 MEMORANDUM
DEPARTMENT OF TRANSPORTATION

TO: ______________, Regional Construction Engineer

FROM: ______________, Engineer-in-Charge, D _____

SUBJECT: PRECONSTRUCTION MEETING MINUTES

DATE:

A preconstruction meeting for the above referenced contract was held, and attendees are listed on the
attached sign-in sheet. The following minutes were taken at the meeting to document the issues that
were discussed:

Exhibit 95B New York State Department of Transportation May 2006

Contract Administration Manual