![](media/image1.png)PRE-CONSTRUCTION CONFERENCE SUBJECTS

  ---------------- ------------------------------------------------------
  DATE:            

  PARK:            

  PROJECT:         

  CONTRACT NO.:    

  PMIS NO.:        
  ---------------- ------------------------------------------------------

**ROLES & RESPONSIBILITIES**

**A. CONTRACTING OFFICER'S LINE OF AUTHORITY:**

> Only the CO may approve changes to the contract drawings or the
> specifications, issue Change Orders or enter into supplemental
> agreements, make adjustments in the contract price and/or time for
> completion, issue orders to suspend or resume work, issue notices to
> proceed or notices of final acceptance, make decisions under the
> Disputes or Differing Site Conditions clauses, issue cure notices
> and/or terminate contracts for default or convenience, and approve
> final payment.

The working relationship and responsibilities of the Contracting Officer
(CO), Contracting Officer's Authorized Representative (COR),
Construction Management Representative (CMR), Contractor, Contractor
Representative, AE Consultants and Park Superintendent are outlined
below.

-   The Contractor has been or will be notified in writing by the CO of
    the name and responsibilities of the COR.

-   The Contractor will consult with and receive instructions from the
    COR **only** as designated in writing by the CO.

-   On projects where AE consultants provide construction review, the
    contractor **will not** contact these AE consultants directly unless
    authorized to do so, in writing, by the COR. Should the AE be
    requested to furnish any information regarding this project, they
    will refer all such requests to the COR.

Key personnel for this project:

  ------------------------------ ----------------------- ----------------
  **Contracting Officer:**                               NPS-DSC-CS

  E-mail:                                                

  Telephone:                                             

  Fax:                                                   

                                                         

  **Contract Specialist:**                               NPS-DSC-CS

  E-mail                                                 

  Telephone:                                             

  Fax:                                                   

                                                         

  **Contracting Officer's                                NPS-DSC-DC
  Representative:**                                      

  E-mail                                                 

  Telephone:                                             

  Fax:                                                   

                                                         

  **Project Manager:**                                   NPS-DSC-DC

  E-mail                                                 

  Telephone:                                             

  Fax:                                                   

                                                         

  **CM Representative:**                                 Company Name

  E-mail                                                 

  Telephone:                                             

  Mobile:                                                

  Fax:                                                   

                                                         

  **Park Point of Contact:**                             Park Name

  E-mail                                                 

  Telephone:                                             

  Mobile:                                                

  Fax:                                                   

                                                         

  **Contractor Point of                                  President
  Contact:**                                             

  E-mail                                                 

  Telephone:                                             

  Mobile:                                                

  Fax:                                                   

                                                         

  **Contractor Point of                                  Project
  Contact:**                                             Executive

  E-mail                                                 

  Telephone:                                             

  Mobile:                                                

  Fax:                                                   

                                                         

  **Contractor Point of                                  Project Manager
  Contact:**                                             

  E-mail                                                 

  Telephone:                                             

  Mobile:                                                

  Fax:                                                   

                                                         

  **Contractor Point of                                  Site Project
  Contact:**                                             Manager

  E-mail                                                 

  Telephone:                                             

  Mobile:                                                

  Fax:                                                   

                                                         

  **Contractor Point of                                  Site
  Contact:**                                             Superintendent

  E-mail                                                 

  Telephone:                                             

  Mobile:                                                

  Fax:                                                   
  ------------------------------ ----------------------- ----------------

**THE PARK**

**A. PARK SERVICE RULES AND REGULATIONS**:

> The Contractor shall conduct his operations in conformance with the
> rules and regulations promulgated by the Secretary of the Interior for
> the National Park Service (NPS). [\_\_\_\_(Contractor's
> Name)]{.underline}\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ must also conform to
> appropriate regulations as the park superintendent may require
> including but not limited to the following:

+-----------------------------------------------------------------------+
| *Discuss with the park superintendent before the pre-construction     |
| conference their requirements and who should lead the discussion for  |
| the park. Edit accordingly.*                                          |
+-----------------------------------------------------------------------+
| -   *Include medical emergency processes, availability of emergency   |
|     numbers, contacts, etc.*                                          |
+-----------------------------------------------------------------------+
| -   *Information on park permits, burning construction waste, rules   |
|     of the road, alcohol use, housekeeping, firearms, pets, natural   |
|     and cultural resource concerns.*                                  |
+-----------------------------------------------------------------------+
| -   *Include bridge, access road and site constraints.*               |
+-----------------------------------------------------------------------+
| -   *Questions and public relations.*                                 |
+-----------------------------------------------------------------------+

**THE CONTRACT**

# DOCUMENTS REQUIRED UNDER CONTRACT:

> In our letter scheduling this conference, it was stated that the
> following documents were required to be submitted prior to scheduling
> this meeting. Documents that are unacceptable at this time are:

  ------------------- ------------------------------------------- -----------------------
  *Discuss only the                                               
  items that are                                                  
  unacceptable at                                                 
  this time. Describe                                             
  the deficiencies                                                
  and obtain a                                                    
  resubmittal date                                                
  from the                                                        
  contractor. Refer                                               
  to Division 1                                                   
  Specifications and                                              
  be prepared to                                                  
  explain contract                                                
  requirements and                                                
  consequences of                                                 
  non-conformance.*                                               

  *1.*                *Letter Designating Contractor Project      
                      Superintendent*                             

  *2.*                *Construction Progress Schedule*            

  *3.*                *Schedule of Values*                        

  *4.*                *Accident Prevention Plan*                  

  *5.*                *List of Subcontractors*                    

  *6.*                *Written Statement from Each Subcontractor  
                      Certifying Compliance with Labor Standards  
                      Clauses*                                    

  *7.*                *Satisfactory Evidence Liability Insurance  
                      Coverage and Workman's Comp*                

  *8.*                *Storm Water Pollution Prevention Plan*     

  *9.*                *Waste and Recycling Plan (If Required)*    

  *10.*               *Quality Control Plan*                      

  *11.*               *Others (LEED Requirements, etc.)*          
  ------------------- ------------------------------------------- -----------------------

**B.** **SUBCONTRACTORS:**

The Contractor, through his on-site superintendent, will be responsible
for the control and coordination of the work performed by his or her
subcontractors. Instructions to subcontractors regarding the work being
done will be given to them through the Contractor\'s on-site
superintendent only. Therefore, the presence of the Contractor\'s
on-site superintendent is required on the job site during all working
hours. The Prime Contractor will perform the specified percentage of
work according to the requirement set forth in the contract clause FAR
Section I., 52.236-01, PERFORMANCE OF WORK BY THE CONTRACTOR. (For 8(a)
contracts refer to FAR Section I, 52.219-14, LIMITATIONS ON
SUBCONTRACTING.)

**C. LABOR LAW APPLICATION:**

1\. **Minimum Wage Rates:** This contract is subject to the provisions
of the Davis-Bacon Act. The minimum hourly rates and fringe benefits (or
cash equivalents) contained in the wage determination section of the
contract are to be paid to the laborers and mechanics performing on-site
work specified in the contract not less than once a week.

2\. **Posting of Minimum Wage Rate:** Contract Minimum Wage Rates shall
be posted at the site of the work in a place conspicuous to employees
working on the project.

3\. **Unlisted Classification:** If the labor classification of a person
employed is not listed in the wage rate schedule, procedures are
outlined in the labor standards clauses of the contract for determining
the correct wage rate. A *Standard Form 1444, Request For Authorization
Of Additional Classification And Rate* must be completed for each
unlisted classification and submitted to the CO for processing.
(***Handout #1).***

4\. **Overtime:** According to the Labor Standards clauses of the
contract.

5\. **Apprentices:** Refer to labor standards clauses. The apprentice
program **must be** an approved Federal or State approved program.

6\. **Nondiscrimination in Employment:** Refer to the applicable clause
of the contract. **The importance of compliance with affirmative action
and equal employment opportunity requirements cannot be
overemphasized.**

7\. **Employee Interviews:** Construction Management Representative
(CMR)/COR will conduct interviews periodically with the Contractor\'s
employees on the job, collecting information necessary to ensure
compliance with labor standards clauses as required by the Federal
Acquisition Regulations (FAR). At least one interview will be conducted
for each trade employed by the Prime Contractor, and for at least one
employee of each Subcontractor. The Construction Management
Representative (CMR)/COR will complete a *Standard Form 1445, Labor
Standards Interview* form for each employee interviewed. Completed SF
Forms 1445 will be submitted to the CO. ***(Handout #2).***

8\. **Physical Inclusions:** The labor standards clauses of the Prime
Contract must be physically included as a part of each subcontract. The
Contractor must provide a *Standard Form 1413, Statement and
Acknowledgement* from each Subcontractor attesting to such inclusions.
Subcontractors cannot begin work on site until the form has been
submitted. ***(Handout #3).***

**D.** **MODIFICATIONS:**

The contract clauses reserve the right of the CO to make contract
modifications. Processing a proposed modification with a minimum of
delay is essential. The COR will furnish the Contractor with the details
of the proposed modification including revised plans and specifications
if necessary. If any monetary adjustment and/or additional contract time
is involved, a detailed cost proposal will be required to be submitted
within a specified period, usually not to exceed ten (10) days.

> To permit the CO to decide quickly whether a proposal is acceptable,
> it is essential that any proposal comply with the following basic
> requirements:

1\. The proposals must be in detail, itemizing material, equipment,
labor, overhead, profit, and bond markup. Each item must be listed at
its estimated cost to the Contractor. Labor must be itemized by craft
and the hourly rate paid. Labor burden percentages will be established
at the time the first modification is negotiated. The Corps of Engineers
equipment rates will be used for all modifications.

2\. If a modification includes the deletion of work from the contract,
the Contractor will be required separately to justify all costs for work
performed on the deleted item (if any) and any cancellation costs for
materials ordered but not used in the work.

3\. All contract time extensions must be justified and supported in
detail in the proposal.

4\. **No modification work will be started until the CO has issued an
approved modification or signed written directions.**

**E.** **PAYMENTS TO THE CONTRACTOR:**

As a general policy the National Park Service makes progress payments
monthly as the work proceeds. At a convenient time each month the
Contractor will discuss the work progress with the Construction
Management Representative (CMR)/COR and submit an agreed to payment
application to the CO. Payments for materials delivered to the site or
off the site may be made as covered in the terms of the contract. If the
Contractor does not receive payment within the contract specified time
he should request that action be taken to determine the status of the
payment.

**The cutoff date for processing payments will be the *[[\_\_(insert
date)]{.underline}\_\_]{.mark}* of every month.**

**[Progress payments may be affected for the following
reasons]{.underline}:**

1\. No payments will be made for **defective and/or rejected work** that
is not corrected. Payment will also not be made for any **work that is
built upon rejected work.**

2\. **Payroll submissions** are not kept up-to-date and discrepancies in
payrolls are not promptly corrected or reconciled. See item F below.

3\. Progress payments may be reduced if **as-constructed drawings are
not maintained and up-to-date.** The A/E Project Inspector, upon
submittal of the progress payment, will verify the status of the
drawings.

4\. Payment will not be made for work completed without **approved
submittals and/or satisfactory test results.**

5\. Payment will not be made unless all **CQC Reports (Daily, Test,
Accessibility Inspection)** are properly completed, up-to-date and
furnished to the CO. Accessibility Inspections must be conducted in a
timely manner.

6\. If the Contractor requests payment for bond or permits, he must
provide evidence of payment to the surety company.

**F. PAYROLL REPORTS:**

The Prime Contractor and all his Subcontractors are to furnish to the
COR one copy of all payrolls covering payments to laborers and mechanics
for on-site work within seven days after the regular payment date of
each weekly payroll. Payrolls may be submitted on a *Department of Labor
Form WH-347.* ***(Handout #4).*** Payrolls shall also be submitted with
a signed statement that Federal Labor Standards requirements have been
complied with. This may be done by completing the \"Statement of
Compliance,\" on the reverse side of *WH-347*. Only one copy of each
payroll and completed "Statement of Compliance" is required. Failure to
furnish payrolls in a timely manner may result in progress payments
being delayed or partially withheld.

Payrolls should be prepared as follows:

1\. Number payrolls consecutively.

2\. Date each payroll (on final payroll, insert \"Final\" after a date).

3\. Show the contract and package number; give a brief description of
work and name and location of the project.

4\. The Prime Contractor\'s payrolls need to show only its name.
Subcontractor\'s payroll should show both his and the Prime
Contractor\'s names. Sub-subcontractor payrolls should show all three
names, etc.

5\. Show the correct name for each employee (show address and social
security number on a one-time basis).

6\. Insert employees' labor classification exactly as shown in the wage
determination. If an apprentice is employed, show apprenticeship period
and state that the apprentice is registered. Before employment of an
apprentice, evidence of registration must be furnished.

7\. In cases where an employee works in more than one classification,
show the exact number of hours worked and the exact rate paid for each
classification. However, at the option of the Contractor, the employee
may be paid the highest of the rates for the period during which
different classifications of work were performed by the employee, thus
eliminating the need for a breakdown.

8\. The exact number of straight time hours worked and exact number of
overtime hours worked must be properly broken down.

9\. Indicate whether or not fringe benefits are paid to the employee or
to a fund.

10\. Compute total earnings based on the straight time rate for straight
time hours worked and on the overtime rate for overtime hours worked.
Include fringe benefits at a straight time rate for each hour worked
straight time and overtime.

11\. Show total earnings.

12\. Show the exact amount for FICA and withholding tax deductions.

13\. If other deductions are made, they must be authorized and carefully
itemized.

14\. If deductions are made which require approval by the Secretary of
Labor, a letter of approval from the Secretary must accompany an initial
payroll on which such deductions are shown.

15\. A statement that Federal Labor Standards requirements have been
complied with must accompany each payroll submission.

> 16\. If fringe benefits are paid to a union or a fund, a statement as
> to their distribution must accompany each payroll submission. If
> fringe benefits are paid in cash to the employee, this must be shown.
>
> 17\. **Incorrect or improperly prepared payrolls are not returned.
> T**he Contractor will be notified of errors and required to furnish
> supplemental payrolls correcting deficiencies. Supplemental payrolls
> must have consecutive letter suffixes, beginning with "A," added to
> the original number.

**G. CONTRACT TIME:**

The time for completion of the work of this project is
***[???]{.underline}*** consecutive **calendar day**s from the Notice to
Proceed date.

H.  **LIQUIDATED DAMAGES**:

> Liquidated damages will be assessed according to the clause of the
> contract entitled "Liquidated Damages -- Construction" FAR 52.211-12.

**I. DISPLAY OF HOTLINE POSTERS**

> FAR Clause 52.203-14 Display of Hotline Posters applies to all
> contracts in excess of \$3,000,000. Downloadable hotline posters as
> well as instructions for obtaining a hard copy poster are available at
> http://www.doioig/gov/hotline.

**J. NOTICE TO PROCEED**

The Notice to Proceed date is hereby mutually agreed upon and
established to be on
[\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_]{.mark}***.***

**TECHNICAL ISSUES**

A.  **CORRESPONDENCE-GENERAL PROCEDURE**:

> The Contractor will address all correspondence to the Contracting
> Officer, but mail items to the Construction Management Representative
> (CMR)

**Address all correspondence to: Mail all correspondence to:**

+-----------------------------------+-----------------------------------+
| ##  *(I                           | ## *(Insert Company Name)*        |
| nsert Name)*, Contracting Officer |                                   |
+-----------------------------------+-----------------------------------+
| > National Park Service           | > CM Representative's Name        |
+-----------------------------------+-----------------------------------+
| > 12795 W. Alameda Parkway        | > Street Address                  |
+-----------------------------------+-----------------------------------+
| > Post Office Box 25287           | > Post Office Box                 |
+-----------------------------------+-----------------------------------+
| > Denver, CO 80225-0287           | > City, State Zip Code            |
+-----------------------------------+-----------------------------------+

> Prior to start of on-site construction phase of this contract, mail
> all correspondence to:

+-----------------------------------+-----------------------------------+
| ## Attn: *(Insert Name)*          | ## Con                            |
|                                   | tracting Officer's Representative |
+-----------------------------------+-----------------------------------+
| > National Park Service           |                                   |
+-----------------------------------+-----------------------------------+
| > 12795 W. Alameda Parkway        |                                   |
+-----------------------------------+-----------------------------------+
| > Post Office Box 25287           |                                   |
+-----------------------------------+-----------------------------------+
| > Denver, CO 80225-0287           |                                   |
+-----------------------------------+-----------------------------------+

> Not more than a single subject will be dealt with in any letter. All
> correspondence will include the name of the park, project title,
> subject (such as request for proposal number), modification number,
> contract number, and package number. The CO or designated COR will
> reply to correspondence from the Prime Contractor only.

+--------------------------+-------------------------------------------+
| > **CONTRACTOR'S         |                                           |
| > ADDRESS**              |                                           |
+--------------------------+-------------------------------------------+
| > Contractor Name        |                                           |
+--------------------------+-------------------------------------------+
| > Attn:                  |                                           |
+--------------------------+-------------------------------------------+
| > Street Address         |                                           |
+--------------------------+-------------------------------------------+
| > City, State Zip Code   |                                           |
+--------------------------+-------------------------------------------+
| > E-mail:                |                                           |
+--------------------------+-------------------------------------------+
| > Telephone:             |                                           |
+--------------------------+-------------------------------------------+
| > Mobile:                |                                           |
+--------------------------+-------------------------------------------+
| > Fax:                   |                                           |
+--------------------------+-------------------------------------------+

> All oral instructions or rulings given by the CO or the COR to the
> Contractor will be confirmed in writing. Similarly, for his or her own
> protection, the Contractor should confirm in writing any oral
> communications received from the COR concerning the contract work.

**B. ACCEPTANCE/REJECTION OF WORK:**

> The Contractor will monitor all operations to ensure compliance with
> all of the requirements of the contract documents. In instances of
> non-compliance, the COR will inform the **Contractor, in writing, of
> the deficiencies** and the Contractor will correct the deficiencies as
> soon as possible and before proceeding with any more work associated
> with the deficiency.

**C. CONSTRUCTION MEETINGS:**

Construction meetings will be held weekly with the Prime Contractor and
his major Subcontractors to review the upcoming scheduled week\'s work,
the status of all the required shop drawings, and to help resolve any
existing or potential construction problems***. (For this project,
construction meetings will be held every [[\_\_\_\_\_\_\_(Insert Day of
the Week and Time\_\_\_\_\_\_\_\_\_\_]{.underline}]{.mark} in the
Construction Management Representative's office see -- Handout #5).***

**D. SUBMITTALS (Shop Drawings, Samples, Manufacturer's Data, Reports,
etc.):**

*CM-16 Form, Transmittal -- National Park Service* will be used to
transmit all Submittals ***except those required by Division 1.***
**Transmittals and shop drawings will be numbered consecutively for the
life of the contract.** **Re-submittals of the same item will have
consecutive letter suffixes, beginning with \"A," added to the original
number.** It is important that shop drawings, samples, lists and
descriptive data be transmitted as early as possible to the Construction
Management Representative (CMR)/COR to allow time for their required
review and approval. To speed up this process, the Contractor must
ensure that the submittal is clearly marked, as described below, and the
transmittal form properly and completely filled out.

> **Shop Drawings**: Four (4) copies of all shop drawings are required,
> with a signed copy of the CM-16 on each. One signed original of the
> CM-16 with comments and shop drawing will be returned to the
> Contractor. The Contractor will reproduce additional copies for his or
> her own use. Should the shop drawing be disapproved, the Contractor
> will make the necessary corrections on the returned copy and resubmit.
>
> **Manufacturer\'s Data**: Four (4) copies of all manufacturers'
> catalog cut sheets are required. The original signed transmittal Form
> CM-16 and a copy of the marked up data will be returned to Contractor.
> The Contractor will reproduce additional copies for his or her own
> use. Should the cut sheet be disapproved, the Contractor will make the
> necessary corrections and resubmit.

The Government will supply a rubber stamp with the specified project
information. The Contractor shall place the stamp on every sheet of all
submittals. He shall also stamp each submittal item certifying that he
has reviewed the submittal. The identification stamp will be placed in
the lower right-hand corner of all submittals that have pertinent
information.

The submittal is generally in one of three forms:

1\. **Shop Drawings:** Include the following information with each copy
of shop drawings:

> a\. Date
>
> b\. Date of revisions (when applicable)
>
> c\. Contractor's certification that shop drawing has been checked for
> compliance with contract documents.
>
> d\. Details of fabrication, assembly and erection including
> connections and engagement to contiguous work.
>
> e\. Materials used.
>
> > f\. All required dimensions.

2.  **Cut Sheets (Manufacturers' Data):** Submit only pertinent pages;
    mark each copy of standard printed data to identify specific
    products proposed for use.

3.  **Samples:** Samples shall be large enough to illustrate clearly the
    functional characteristics and full range of color, texture, or
    pattern.

All submittals are to be referenced to the section and paragraph of the
specification to which they pertain. If there is more than one structure
in the project, state the structure in which the proposed
material/component is to be installed. For each item proposed as an
"approved equal", submit supporting data. **A request for approval of an
equal should be clearly noted in the Comments section of the CM-16.**
This indicates that the Contractor has investigated the proposed item
and determined that it is equal or superior in all aspects to that
specified. Any work done or orders for materials or services placed
before approval shall be at the Contractor's own risk.

**E. NPS FINAL ACCESSIBILITY:**

The NPS Accessibility Inspector will conduct a Final Accessibility
Inspection for compliance with the requirements of ABAAS. All
deficiencies will be added to the Final Punch List.

**F. PROJECT RECORD DRAWINGS AND OPERATION AND MAINTENANCE MANUALS:**

> In accordance with the applicable requirements of the Contract
> Documents directing the work of this project requires the Contractor
> is to prepare and maintain a set of project record drawings marked-up
> to show any changes or modifications. The project record drawings
> shall be kept current and shall be made available for inspection by
> the Construction Management Representative (CMR) at the time of the
> Contractor\'s monthly payment request. The project record drawings
> shall be transmitted to the COR at the completion of construction as
> part of the closeout submittals. The Contractor shall also be required
> to prepare and furnish operation and maintenance data manuals for the
> materials and equipment furnished on the project. The required
> operation and maintenance data may include, in addition to the
> manufacturer\'s standard printed operation and maintenance
> documentation, custom-written operation and maintenance descriptions,
> filled out equipment data sheets, final material and equipment lists
> and schedules, vendor-generated as-built drawings, test reports, and a
> subcontractor list. The Contractor shall submit completed operation
> and maintenance data before requesting a final inspection. If the data
> is not substantially complete, the final inspection may be delayed.

**G. SATURDAYS, SUNDAYS, FEDERAL HOLIDAYS AND NIGHT WORK:**

Work on Saturdays, Sundays, federal holidays, or at night may be
performed only with prior consent of the CO with concurrence by the
park. A 48-hour advance written request will be submitted to the CO for
approval in accordance with the clauses of the contract.

**H. REFERENCE MATERIALS:**

The Contractor will have appropriate reference materials on-site for
review as required by the Contract (e.g., UBC, ACI, NEC, etc.).

**I. VALUE ENGINEERING (Not applicable to Design-Build Contracts)**

This contract is subject to value engineering changes as set forth in
the contract clause entitled, "Value Engineering -- Construction" FAR
52.248.3.

**JOBSITE TOUR**

All attendees of the pre-construction conference will be taken on a tour
of the jobsite. Contractor material storage areas and locations for the
Construction Management Representative (CMR)/CO's field office and other
structures required may be discussed and designated during the jobsite
tour.

**HANDOUTS:**

All attendees of the pre-construction were provided copies of the
following Handouts:

  --------- ------- ---------------------------------------------------------
  Handout   **1**   *SF Form 1444, Request For Authorization Of Additional
  \#                Classification And Rate*

  Handout   **2**   *SF Form 1445, Labor Standards Interview*
  \#                

  Handout   **3**   *SF Form 1413, Statement And Acknowledgement*
  \#                

  Handout   **4**   *DOL Form WH-347, Payroll*
  \#                

  Handout   **5**   Weekly Progress Meeting Agenda
  \#                

                    
  --------- ------- ---------------------------------------------------------