APPENDIX VI

PRECONSTRUCTION CONFERENCE CHECKLIST

FACILITIES DIVISION, ENGINEERING AND ARCHITECTURAL SERVICES

Project No. Date

Title

Name of Client Agency Address

Cit y / State / Zip Code

*
Name of Using Agency Address
City / State / Zip Code

*
Name of Contracting Agency Address
City / State / Zip Code

Name of Consultant Address

City / State / Zip Code

Name of Contractor Address

City / State / Zip Code

Location of Conference

1. Identification of Office Representatives:

Person Phone Fax
Email

Client Agency ____________________________ _____________ ____________ ______________________

Using Agency ____________________________ _____________

____________ ______________________

E&AS PM ____________________________ _____________ ____________ ______________________

Consultant ____________________________ _____________ ____________ ______________________

Site Rep ____________________________ _____________ ____________ ______________________

Other ____________________________ _____________ ____________ ______________________

Other ____________________________ _____________ ____________ ______________________

Other ____________________________ _____________ ____________ ______________________

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2. Communications:

___2a) All instructions to the Contractor, whether verbal, written, or by telephone will be given
by (______________). No other instructions shall be recognized. Any verbal instructions
shall be confirmed in writing to the Contractor. Minor clarifications may be confirmed in
site reports, or meeting minutes.

___2b) Questions or solutions shall be transmitted through ( ) only.

___2c) All correspondence shall be identified by the Project Title, and Contract Number .

3. Responsibilities of the Owner's Governing Body: The Contracting Authority is the

Department of Enterprise Services, Division of Engineering and Architectural Services (E&AS)
which is acting for its Client Agency _____________________________________________. All contract
authorization and responsibility will be managed by the E&AS Project Manager. (e.g. Change
Orders)

4. Completion Time of Contract: Does everyone understand Contract Requirements and

methods of computing? (Contract Completion Date is calendar days after

written notice to proceed.

(i.e., NTP + calendar days = Completion Date month/date/year .)

5. Other requirements of the Contract Documents which deserve special discussion by

all parties:

___a) Security Requirements:

___b) Hazardous Materials Removal (e.g. PCB, or asbestos):

___c) Construction Waste Management:

6. MWBE/Affirmative Action Requirements: It is the Contractor's responsibility to comply with

the Contract Provisions, and file all required reports.

7. Apprenticeship participation for the project will be %. Reporting will be done on a monthly
basis as part of the monthly invoice process. All subcontractors’ reports need to be compiled
into one form that is submitted with the invoice. (see example in invoice packet)

8. The "Intent to Pay Prevailing Wages" shall be posted on the jobsite, in an area accessible
to all employees:

Comments:(Ref. Section 5.04 in the General Conditions)

9. Change Orders: (Procedures and Approvals which must be obtained prior to implementation
of changes in the field). (Ref. Part 7 in the General Conditions)

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___a) Change Orders may originate as a request of the agency ( ) or as
a change necessary due to omissions, or latent conditions.

___b) If a change is necessary, the ( ) shall specify the extent of the change,
and obtain a cost proposal from the Contractor.

___c) Any increase or decrease of costs in the Contract price shall be submitted in accordance
with Part 7 of General Conditions.

___d) One original of the Change Order Proposal or Field Authorization with original signatures
is required. Four copies are requested, one each for the A/E, E&AS, Agency, and
contractor.

___e) Field Authorization: The F.A. may be used to authorize the Start of the Change Order
work, if immediate approval of the change is necessary to maintain the project schedule,
protect property, or for health and safety reasons.
___f) Undisputed Claims: A law passed in 2009 (HB1195) requires public agencies to promptly
issue change orders for the undisputed part of authorized changes. A change order
must be issued within 30 days after the undisputed part of any satisfactory work has
been completed.

10.Payments

___a) Prior to application of the first payment request, the Contractor must furnish a Schedule
of Values for the work to (___________________), in accordance with Part 6 of the General
Conditions. Labor & Industries "Intent to Pay Prevailing Wages" form must be attached
to the first invoice voucher. All filing fees for Labor & Industries Prevailing Wages forms
are included in the Contractor's bid, as called out in Part 5.04 of the General Conditions.

Comments: The Schedule of Values shall include line item "Project Closeout" which
includes completion of O & M Manuals, training, as-built drawings, punchlist work,
corrective action, etc.

___b) Requests for payments shall be made on State Voucher Forms in accordance with the
Instructions, which are attached to the "Notice to Proceed" transmittal to the General
Contractor. The "Invoice Voucher" (A-19 Form) must be accompanied by the "Application
and Certificate for Payment on Contract".

___c) If payment is requested for materials stored on jobsite and not incorporated into the
work, the "Application for Payment" must be accompanied by the "Certificate of
Materials Stored on Jobsite".

___d) Payment for materials stored "Offsite" shall be in accordance with Part 6.03 Paragraph
"D" of the General Conditions.

___e) Retainage: 5% Retainage is withheld for protection of sub-contractors, materialmen, and

workers performing on this contract, and in accordance with Parts 6.04 and 6.06 of the
General Conditions. Please note, these funds are not retained for the State's use for
punchlist and contract completion. The schedule of values "PROJECT CLOSEOUT" item is
established for this purpose.

Comments: Note: Contractor receives 100% sales tax on amount earned to date at time
of Billing. Five percent of the amount Earned to Date LESS Washington State Sales tax is
retained as noted above.

___f) Payment request forms must be checked and approved by the Contractor and the
(____________) and signed in the spaces provided. ALL FOUR (4) copies of the Application
for Payment and Invoice Vouchers must contain Original Signatures.

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___g) Signature on the invoice vouchers by the contractor certifies that payment has been
received by sub-contractors and suppliers for work and materials provided in the
previous month's pay period.

Comments: New "Vendor's Certificate Statement" on A-19 Form - VENDOR'S

CERTIFICATE . I hereby certify under penalty of perjury that the items and totals listed
herein are proper charges for materials, merchandise or services furnished to the State
of Washington; that all goods furnished and/or services rendered have been provided
without discrimination on the grounds of race, creed, color, national origin, sex or age:
that prevailing wages have been paid in accordance with the prefiled statement or
statements of intent on file with the Department of Labor and Industries as approved by
the industrial statistician: and that all sub contractors and/or suppliers have been paid
less earned retainage as their interest appeared in the last payment received.

___h) A Change Order shall not be included in a monthly payment request until the Contractor
has received an Owner-signed copy:

Comments: ALL OUTSTANDING Field Authorizations (FA's) and Change Order Proposals
(COP's) must be converted to Change Orders (CO's) PRIOR to their billing.

11.General Comments: (Establish Monthly Cut-off Dates)

CONSTRUCTION MANAGEMENT AGENDA:

12.Permits, Fees, Testing

___a) The actual cost of the GENERAL BUILDING PERMIT and the public utility hook-up fees will
be a direct reimbursement to the Contractor or paid by the Owner. (See General
Conditions, Part 5, and Supplemental Conditions 5.02).

___b) All other inspection fees and permits shall be provided by (THE CONTRACTOR) or as
otherwise called for in the Contract Documents. (e.g.: Electrical, Boiler, Fire, etc.)

___c) Pursuant to Section 5.02 of the Supplemental Conditions The General Contractor, when
permits are procured, shall submit copies of each required and valid permit required on
the project to the Owner’s representative for purposes of tracking start and expiration
dates and required inspection times for each permit. Nothing in this part shall be
construed as imposing a duty upon the Owner or A/E.

____d) Special Testing Services: (e.g. - Paint Testing, Thermograms for Building Envelopes,
etc.).

Paid by ( ).

Comments:

___e) "Air Balancing" services shall be provided by the (

).

___f) General Testing (e.g. Concrete Cylinders, Slump, Soil Compaction, etc.) services shall be
as called for in the Technical Specifications. Testing shall be within the intervals
specified, and be paid for by (__________________________). The State reserves the right to
hire an independent testing firm at any time for its own information, and performing its

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own tests. The General Contractor shall give (___________________) sufficient notice
(i.e._________________ hours) for the testing laboratory to conduct tests as specified.

13.Project Inspection:

___a) Introduce Site Representative ( ).

___b) Define Scope of Work, Lines of Authority, and Lines of Communication: .

14.Rights-of-Way, Easements, and Access:

___a) Explain any portion of the project site or facility not available to the Contractor .

___b) Define Routes of Site Access and Egress: (Security requirements, noise, speed or time
limitations?)

___c) Note requirements for facilities occupancy and needs for routine operations on site.
(e.g. - Areas occupied, state vehicles, normal delivery truck patterns)

___d) Coordination with Railroads, Highway Departments, City/Town Municipalities, Power,

Sewage, etc.

15.Staking of Work: Define responsibilities of the surveyor and the Contractor. Line and grade
to be furnished by ( ). (Locations of Bench Marks?)

16. Submittal Data:

___a) The Contractor shall submit a list of sub-contractors to ( ) for

approval in accordance with Section 5.210 of the General Conditions.

___b) The Contractor shall submit a list of materials to the (_______________________) for
approval (List of Materials).

___c) The Contractors shall submit shop drawings to the (_______________________) for approval
in accordance with Section 4.03 in the General Conditions. Define Shop Drawings and
Submittal Procedures:

___d) The Contractors shall submit a Construction Waste Management Plan per Division I.

17.Contractor's Schedule: Section 3.02 and Specifications Section (_____________________).

___a) Analyze the construction schedule requirements in sufficient detail to enable the owner
to plan his operations: (Consideration must be given to the activities of the facility and
the operations of other contractors on-site).

___b) Major Equipment, Building Materials (Procurement), and all subcontractors shall be
represented on the schedule in sufficient breakdown and detail.

___c) Date required for first schedule submission (_____________________________). Submit

schedule with first material submittal.

18. Materials:

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___a) Establish Contractor's plans for delivering materials to the project site. (Protection and
storage of materials? Notification? Approvals by whom? Location of laydown area?)

___b) LABELING & IDENTIFICATION: In order to avoid delay and confusion at facilities, require
ALL suppliers to label shipments with proper identification:

Project No.

Contract Title

Facility Address

Contractor's Name

19. Utilities:

___a) Guidelines for the Contractor's use of State utilities during construction phases. (Power,
water, sewer, etc.) Section 5.14 in the General Conditions.

___b) Notify appropriate Utilities a minimum of 48 hours prior to any disruptions to existing
utilities (Power, water, sewer, security systems, fire systems, steam, etc.).

___c) Call 1-800-424-5555 48 hours before you dig. Mark "Locate" areas with white paint.

___d) Fire Protection - (Sprinkler or Smoke Detection Systems): Procedures for:

Activation or Deactivation

False Alarms

Fires and Welding

20. Construction Progress Meetings. Set up times and intervals for construction
progress meetings.

Day: , Time: , Location: .

21. Drawings:

___a) The Contractor shall have a set of all "approved" drawings on site at all times (e.g. -
Shop Drawings, Stamped Electrical Drawings, etc.) per Section 4.02.

___b) The Contractor is reminded of the importance of maintaining "As-Built" drawings during
construction. These drawings shall be made available onsite for periodic review during
the project, and be submitted to ( ) at the
completion of the work.

22.Safety and Sanitary Regulations. Pursuant to Section 5.07 Supplemental Conditions the
General Contractor shall submit a site-specific safety plan in accordance with the State
Department of Labor & Industries regulations. The Safety Plan shall be reviewed at each
regularly scheduled progress meeting with emphasis on items that will occur before the next
regularly scheduled progress meeting. Nothing in this part shall be construed as imposing a
duty upon the Owner or A/E to prescribe safety conditions relating to employees, public, or
agents of the Contractor.

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The contractor shall comply with all state sanitary regulations.

23. Prior Occupancy (Section 6.08 of the General Conditions). The Owner has the right
to occupy portions of the project prior to the final acceptance. Guarantees of work for those
portions of the work shall be dealt with as provided for in Section 6.08.

24. The Contractor is responsible for all coordination and layout of his work, and
that of his sub-contractors; to insure that all rough-in and installation of mechanical, electrical,
structural, and all other related systems is accomplished in such a manner to allow the
completion and final operation of the project as intended in the Contract Documents.

25. The Contractor is responsible for advising his sub-contractors and vendors
of the applicable items discussed at this conference.

26. New Items:

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