(A) A preconstruction conference (pre-con) shall be held for the project prior to the beginning of construction. Note that the contract may be signed at the pre-con. The CE should be familiar with all project documents and terms of the contract prior to the pre-con meeting. Special attention should be given to the following items:
(1) Project staffing list including normal business and emergency contact phone numbers for key staff members of the DOE, contractor, subcontractors, emergency or other designated agencies;
(2) List of material suppliers, materials management process;
(3) Plan notes;
(4) Completion date;
(5) Interim completion dates;
(6) Special uses of “As Per Plan” reference items;
(7) Proposal notes;
(8) Phasing requirements;
(9) Special provisions;
(10) Addenda;
(11) Change order review and claims resolution processes;
(12) Status of utility relocations, especially those that need to be addressed immediately to avoid delays with the project;
(13) Prevailing wage requirements and procedures;
(14) EEO responsibilities, nondiscriminatory hiring requirements, and requirements under the on- the-job training program;
(15) DBE goals and procedures; and
(16) Protection and restoration of property.
(B) The purpose of the pre-con meeting is to discuss details on the constructing of the project, bid proposal, specifications, plans, method of payment, and contractor’s progress schedule. Other items that should be discussed are the necessary utility adjustments, railroad permits and requirements, availability of right-of-way, maintenance of traffic, special provisions and responsibilities of the DOE and the contractor. At this meeting, the involved parties must express any and all concerns regarding the construction project.
(C) The CE should facilitate the pre-con as well as prepare and distribute minutes and an attendance sign-in sheet to those who attend the meeting. The attendees at the pre-con meeting should include the CE and designated staff, the contractor, Prevailing Wage Coordinator, and EEO Contract Compliance Coordinator/Officer (as needed) and any other departments or agencies that have involvement in the project including utilities. The CE should obtain a list of contacts for all parties involved with the project prior to the pre-con meeting. This list is useful in the future for timely resolution of problems which surface during the project construction.
(D) The contractor shall provide a progress schedule, list of material sources, list of subcontractors, and a list of haul roads and designated local detours. The contractor needs to request permission from the DOE for both the use of local roadways to be used for hauling materials and equipment to and from the project, and designated local detours.
(Ord. 131-05, passed 10-17-2005)