Pre-Construction Meeting Minutes

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Virgil Chandler
6 years ago
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1 Meeting Date: April 5, 2016 Pre-Construction Meeting Minutes Project Name: 13E1D Plaza Deck Replacement Van Vleck Hall University of Wisconsin - Madison Madison, Wisconsin Attendees: Attendance sign-in sheet is attached at the end of these minutes. Pertinent information from meeting agenda handout: Project Number: Include on all , forms of transmittal, letter. Specification Manual (& Drawings) Mailed to Agency & Contractor. WRITE SITE COPY ON THE COVER, and circle it. This must be on site at all times. STATE GUARANTEE Two (2) Inspections Required of the Roofing Contractor per the Five (5) Year State Guarantee. To get 1 st pay request; 1) Contractor - Download Cost Breakdown / Schedule of Values to WisBuild 2) Recycle/Waste Management Plan- 1 st & (final submittal for final pay request) 3) Reimbursable Labor Rate Worksheet - 1 st submittal requirement in WisBuild for 1 st payment 4) DFD to sign, date, 1 st submittal, approved - both at pre-con meeting, or give to AE. RECEIVE and REVIEW CONTRACTOR SUBMITTAL PACKAGE 1) Review initial submittals, sign/date & distribute at meeting, or give to AE. 2) Review the final submittals required prior to final payment. Documents/paperwork required on site to allow work to start or continue: 1) Specifications. 2) Drawings. 3) Asbestos test submittal is required prior to start of work. 4) Facility emergency phone number information. 5) All of the approved submittals. 6) Manufacturer s product technical and safety information (In Contractor vehicle-on site). 7) MSDS paperwork, (for all products on site) (In Contractor vehicle-on site). a) Supply the Facility Representative with copies of all MSDS paperwork for all (liquid type) products used in the work. This information shall be set via as a PDF file or given to the Facility Representative at the pre-construction meeting. Notice to Proceed (NTP) was issued: 10/15/2015. NTP start date: 5/23/2016 Completion date: 8/26/2016. Contractor s tentative start date: : 5/23/2016 Completion date : 8/26/2016. Quality Assurance: Manufacturer representative 1 st or 2 nd day visit.

2 Preconstruction Meeting Minutes Project # 13E1D April 5, 2016 Page 2 of 5 Working Hours: Normal working hours per the specifications are 7:30am 5:00pm. Contractor may wish to mobilize prior to 7:00 AM and/or work later than 5:00 PM. The Facility must give their approval as to hours other than those indicated or previously approved. 1) If extended hours are approved the contractor should not conduct activities that may create a nuisance noise. Work may not continue beyond dusk. Security Office may require notification of early and/or late work schedule. AGENCY INFORMATION FOR CONTRACTOR Facility Representative Main & Emergency Contact Name & Number: Matt Collins, ) NOTICE: UW Madison requires a 5-day initial mobilization notice - ADA (Multi UW functions/events must be coordinated prior to Contractor arrival). How many workers will be on this project? A: 5 or 6 workers on site at any time. Contractor Take digital pics of your set up and travels areas. ROOF ACCESS Facility keys are not required to obtain access to the roof. All access is from the exterior. Foreman will be required to meet with the Facility Representative prior to start of work to verify the proper staging area. Travel & Set-Up Area, Storage Area: On the east side of the work area as discussed after the preconstruction meeting. Construction vehicle parking: Parking shall be in the fenced area with A90 parking permits. Contractor vehicle fluid leaks must be repaired. Contractor shall repair all damage finishes. Contractor reminded to have a bag of dry compound on site. Contractor: Identify the vehicles and equipment to be on site. The Facility will designated the area Construction vehicles may be located to accomplish the work. This information may be located in the Specification or will be addressed at the pre-construction meeting. Worker personal vehicle parking: Contractor will be required to purchase parking permits for these vehicles. Fence: Contractor is required to fence off staging, setup and storage areas, and as required at building entries and walk-ways involved in their approved areas to prevent the public from accidental entry into the construction area. All fencing shall be movable, no part of the fence system shall be driven into the ground or paving.

3 Preconstruction Meeting Minutes Project # 13E1D April 5, 2016 Page 3 of 5 Toilets: Contractor shall provide a portable toilet. This toilet may be kept on the ground in the fenced areas or on the roof at the project area. Water & 110 Electrical: These are available on-site and the Facility personal will identify locations. Contractor shall provide GFI breaker(s) to plug into all Facility service locations. Contractor will also use generator for equipment. Watertight: The Contractor must assure that there is a watertight roof deck/system at the end of each work -day. Roofing shall be removed and replaced per specification instructions. Temporary roof membrane installations are not acceptable. Drain clamping rings shall be sealed and secured in place overnight. The Facility personal are asked to avoid entering the roof area involved after the Contractor has left the site. Facility personal may talk to the Foreman to get their questions answered prior to contacting others. Cleaning and Waste Disposal: Contractor shall keep the work areas and adjacent sites clean and remove debris on a regular/daily basis. Storage of debris on the ground or roof will not be allowed. There should be nothing left laying around that could be stepped on, picked up or blown around. Fire Extinguisher: One on roof area and one at fenced in storage area. Phones: Contractor shall not use facility telephones. PRIOR TO COMPLETION Contact the Facility Representative and DFD Project Manager ( ) 48-hrs prior to completion and demobilization from the site (including all metal work). a) The Facility Representative will review the condition of the grounds, building wall envelope, interior and exterior travel routes and roof levels that they are free of debris, spillage, mares or other obvious damage to the State properties as a result of this project activity. b) The DFD Project Manager will review the work accomplished during this time frame, if possible or when convenient after the Contractor has demobilized from the site. CONTRACTOR OFFICE CLOSE OUT INFORMATION FINAL SUBMITTALS: Required prior to final pay request approval. Projects are requested to be closed ASAP after Contractors last day on site. SEND ALL (Required) SUBMITTALS TO AE ALL AT THE SAME TIME & INCLUDE A COVER SHEET OF ALL ITEMS SENT Mail all original final submittals to the AE. The final waste (2 nd submittal) management report needs to be signed by AE & sent back to Contractor for uploading to help desk. 1) Settlement certificate (WisBuild).

4 Preconstruction Meeting Minutes Project # 13E1D April 5, 2016 Page 4 of 5 2) Wage rate affidavit (WisBuild). 3) State Roof Guarantee. 4) Membrane Warranty as indicated in the specifications. 5) Plaza composition digital photo s per specification requirements. 6) Asbestos or other contaminated material waste manifest. 7) Recycle and waste materials quantity submittals. 8) Digital Photo s Information required on ALL Guarantee, Warranty, Asbestos Results paperwork listed above: 1) DFD Project Number. 2) State Agency. 3) Roof Areas Replaced. 4) Building WisBuild Number (0048), Bldg. Name & Address. (Agency to provide address.) 5) Contractor shall inform manufacture warranty provider of info required on warranties. THE CONTRACTOR IS THE QUALITY CONTROL FOR THE PROPER AND COMPLETE INSTALLATION OF ALL WORK REQUIRED BY THIS PROJECT. Punch list work shall be performed and verified as complete by Contractor foreman. The contractor shall inspect all phases of the installation of the work and verify that all work has been installed per construction documents. Contractor caused damages to State or private property shall be reported to the Facility Representative as they occur, be rectified, corrected or repaired prior to Contractor demobilization. Contractor shall notify the Facility Representative when the manufactures representative is scheduled to be on site conducting review of the new roof system, to obtain the warranty required. FUTURE WORK ON THE ROOF AREA: This Contractor shall be notified of and involved in any and all future construction projects or activities on the roof areas by mechanical, plumbing, electrical, or energy system projects that will penetrate the roof system or add weight. Outside independent source installations such as satellite, radio and associated antennas or other communication devises and their cable trays shall not be placed nor installed on the roof system nor penetrate the roof system. This Contractor shall be included in DFD or Agency project specification for the first five (5) years (the State guarantee period), the manufacturer for the remainder of the manufacturer warranty period to avoid losing the NDL labor & materials warranty covering the roof system installed by this project. Roof material & metal color: Agency to sign, date selection chart.

5 Preconstruction Meeting Minutes Project # 13E1D April 5, 2016 Page 5 of 5 Additional Discussion: General Contractor: LLI Construction Limestone masonry sub-contractor: B&B Restoration Plaza deck coating sub-contractor: Surf Prep Inc. UW Contact: Matt Collins Any design related issues, contact Ben Ringle, SEG Any changes in cost, contact Dave Bartelt, DFD Send all submittals electronically in PDF to Ben Ringle at SEG. The submittals will not be turned around until they are all in. Do not use RFI s. Deal with any questions and changes through conversation and then go straight to Change Orders (CO s) to keep project moving. No activities are planned in the building that require quiet work during periods of time: o No classes in Van Vleck for the summer o Some faculty will be in the building o Grinding will occur in July Reminder to Contractors: take digital photos of before existing conditions for your own protection. Contractor will have company pickup trucks or box trucks on site. All will need A90 parking permits. No vehicles are allowed on the deck area. UW will be responsible for signage and rerouting when exit doors need to be blocked. Contractor to coordinate directly with UW. The coating manufacturer s rep is to be on site on the 1 st or 2 nd day of installation. Contractor to coordinate. Contractor s safety plan: o Osha 30 certified o Fencing and edge protection will be installed o Fall protection will be utilized near edges o MSDS of all materials will be given to UW o Safety briefing for all new workers to the site will be done Mock ups will be built as outlined in the spec. Issued: 4/26/2016 Ben Ringle, AIA Project Manager Specialty Engineering Group, LLC 122 E. Olin Avenue suite 190 Madison, WI M: bringle@str-seg.com CC: All attendees Russ Mohns, SEG STR-SEG File

(To be printed on Professional s Letterhead) PRE-CONSTRUCTION MEETING AGENDA (Professional to provide attendance sign-up sheet

(To be printed on Professional s Letterhead) PRE-CONSTRUCTION MEETING AGENDA (Professional to provide attendance sign-up sheet Project Name: UM Project # Design Professional: Meeting Place: Meeting Time: