Meeting Minutes > SCDOT/CAGC Joint Cooperative Committee

Attendees:
Jim Triplett, United Infrastructure Group
Marty McKee, Thrift Development Corp.
Ted Geddis, Sloan/Eastern Bridge
Scott Fant, Sloan Construction Co.
Ken Atkinson, Palmetto Corp.
Grady Wicker, Eagle Construction Co., Inc.
Mark Ashmore, Ashmore Bros. Inc.
Ben Whetstone, C. R. Jackson/Satterfield
Danny Shealy, SCDOT
Dennis Gardner, SCDOT Dist. 3
Lee Neighbors, SCDOT Dist. 2
Patti Gambill, SCDOT
Robbie Isgett, SCDOT Dist. 1
Bryan Jones, SCDOT Dist. 1
Leland Colvin, SCDOT
Robert Morgan, SCDOT Dist. 5
Ed Eargle, SCDOT
Milt Fletcher, SCDOT
Todd Steagall, SCDOT
Charles Matthews, SCDOT
David Glenn, SCDOT Dist. 6
Tim Henderson, SCDOT Dist. 6
Steve Ikerd, FHWA

The meeting was called to order by Danny Shealy with introductions.

Old Business

Going Paperless Update - Danny Shealy

SCDOT District 3 is using SharePoint. The "paperless" committee is considering a trial use of SharePoint in all Districts starting with the Sub/Hauler Request Forms. If successful, SharePoint will be considered for other submittals.

SCDOT uses many forms the contractor cannot access on the Extranet and contractor generated forms that are nearly identical to the SCDOT forms are not being accepted. Danny asked for a list of the needed forms and will look into making them available. Marty McKee suggested the Road and Bridge Subcommittees prepare the list of forms needed and then report back to the Joint Committee. All agreed.

CPM Schedules -Template for smaller Projects - Update

Pattie Gambill reported the scheduling committee met to review the best and easiest method for SCDOT to obtain scheduling information needed. There is a "minimum" scheduling template under review but will require more narrative to explain projects delays and/or weather delay assessments.

The final template should be ready for the March 2010 letting. It may be used on projects that have not started yet but are already let.

Danny Shealy added the SCDOT will start looking at the activities and items tied to the Notice to Proceed date. The Certificate of Insurance is the main item that holds up a project NTP.

Revised Checklist of NTP Project Submittals - Update

Todd Steagall provided a handout of the pre-construction checklist which will be put on Extranet with the other forms. This list will be checked against the RCE list to be sure it includes all necessary items for NTP. The checklist will be sent with all contracts and the goal is to have one checklist for both the contractor and SCDOT. Any comments must be back to DOT by November 30.

Status of US 17 Ace Basin Extension - Update

Danny reported there is no extension and RFP's are due at 2:00 PM November 19, 2009.

New Business

Allowance of Innovative/Alternative Technical Concepts in Design /Build Procurements

Jim Triplett noted that Design-Build procurements in SC are trending towards being very prescriptive such that there is little room for innovation. Request for Proposals often allow SCDOT standards only, which eliminates the opportunity for new innovative methods, materials, and products. The SCDOT can confirm if an alternative or innovative ideas is acceptable in pre-proposal confidential meetings with the proposers, which is being done in some other states.

Jim suggested the SCDOT provide broader criteria and performance boundaries and then allow the proposers to develop and provide solutions within those boundaries. To avoid unacceptable innovative ideas from being proposed, the SCDOT could review such ideas in confidential pre-proposal meetings and grant or deny acceptability on a case by case basis.

It was noted that any changes in the RFP that were needed to allow an innovative idea would not be confidential, i.e. the change in RFP would be published to all proposers, but the innovative idea would not be directly revealed.

Marty McKee suggested we look at the process being utilized by some other states and their approach to setting product/performance criteria.

Ted Geddis added there is a short period of time for SCDOT to review and accept new designs prior to submission of proposals and that we would need to allow a little more time in the procurement process.

Milt Fletcher commented that SCDOT has tried this on some projects and had failures. There are a lot of variables between states. SCDOT does look at other states and consider what they are doing and how it has worked. We need a process in place and time for it to work. Also, we have to consider maintenance.

If you change a spec you have to open to all bidders to compare bids.

Jim added that unique/innovative ideas are our intellectual property and should remain confidential and not be published to all bidders, just as our unique methods and productions rates are considered confidential.

Danny Shealy stated there is no dedicated unit in SCDOT that specializes in design/build procurement and is involved in every design-build project.

Mark Ashmore mentioned the I-385 project which was mandated to be concrete pavement along with the pavement design and asphalt alternatives were not allowed, so innovation and competition was limited. If the RFP allowed both asphalt and concrete, SCDOT would see first hand which alternative provided the best overall solution. SCDOT can set the criteria for strength, life, etc. and then leave it up to the proposers to develop and price asphalt and concrete alternatives to meet the criteria.

Milt noted that criteria for maintenance/long term performance would be needed in this case.

Highway Division Meeting for 2010

Sammy Hendrix announced the CAGC Highway Division meeting will be June 24-27, 2010 at Myrtle Beach.

Safety

Jim Triplett made a formal request to adopt safety as a topic on the agenda for all future Joint Committee meetings. It is important and this way we can review safety problems or trends in our industry. Ed Eargle added it should also be on the agenda for the subcommittees as that is where more input is likely. All agreed.

Upcoming Projects in 2010

A breakdown of the type projects would be helpful to the contractors for planning purposes with the scope of work itemized into percentages for the major categories such as grading and drainage, bridges, paving, etc.

It was noted that what is on the SCDOT website is all that is available at this time.

Engineering Conference Agenda

The conference will be held March 24 and 25, 2010. CAGC has provided a list of topics to Andy Leaphart and will talk to Tony Chapman. Jim Triplett and Sammy Hendrix will follow up with Andy to assist as needed.

Subcommittee Reports

Roadway

Marty McKee reported they did not meet in October. A task force has been formed for Recycling/Reclamation Process. Todd Steagall will get this group together soon.

Bridge

Ted Geddis reported they did not meet in October. Submittals and CPM Schedules have been topics of discussion and they are also continuing to look into deck rideability issues.

Project Development

No Report

Utility

No Report. Senator Martin stated he thinks underground utility needs to be addressed.

Supplier

The committee met this month. Milt Fletcher and Scott Fant reported a new rebar coupler spec has been sent to the Bridge committee for review.

Also new 407 and 408 specs are under reviews.

Steel and cement prices are falling. Quarries are running critical products only so there could be some product availability issues in the future.

Jim Triplett noted there were signs of an increase in China infrastructure work in late 2010 or early 2011, so the demand on American resources could rise along with the prices.

Other Business

Sammy Hendrix reported that cities and counties are charging contractors licensing fees to get more money. There are no tiers and generals and subs are being charged the same amounts.

CAGC is trying to see where it is happening and will go to the legislature if necessary. DOT projects are exempt from these in some states.

Danny Shealy noted they stopped one project due to the high fees and the cost it would have added to the project.

It was noted that some counties have enacted local ordinances after projects are bid so the contractor was not able to include these fees in the estimate.

Sammy also reported that a 10 cent federal gas tax increase is anticipated.

The next meeting is January 28, 2010.