LETTER TO (SANITIZED) FROM GARY L. KLINEDINST

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP89-00244R001002470005-8
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 10
• Document Creation Date: December 22, 2016
• Document Release Date: April 20, 2010
• Sequence Number: 5
• Publication Date: September 23, 1985
• Content Type: LETTER

STAT
AL
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01W
U.S. Department Eastern Direct 1000 North Glebe Road
of Transportation Federal Division Arlington, Virginia 22201
Federal Highway
Administration
New Building Project Office
Central Intelligence, Agency
Washington, D.C. 20505
Enclosed for your information is a copy of the preconstruction
minutes for Project 1A58, George Washington Memorial Parkway,
which was held on September 6, 1985.
Please advise if you are not in agreement with the contents of
the minutes.
Sincerely yours,
Gary L. Klinedinst
Division Engineer
Enclosure
September 23, 1985
Reply to: HC-15
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PRECONSTRUCTION CONFERENCE MINUTES
Project: 1A58, George Washington Memorial Parkway
Date Held: September 6, 1985
Where: Room 304, 1000 North Glebe Road,
Arlington, Virginia 22201-4799
1. INTRODUCTION
The purpose of the conference was to discuss the project, answer any
questions that may arise, become familiar with the individuals involved, and
emphasize any special requirements or project peculiarities. This conference
is not intended to make any changes in the plans or specifications. Although
certain provisions will be discussed, it does not mean that other provisions
are less important, and all are applicable in the contract.
2. ATTENDEES
Representing the Contractor:
Elbert Smith, Superintendent
Suresh Patel, Engineerident
Roger Gosalia, Vice President
Representing National Park Service:
Paul Stoehr, Landscape Architect, George Washington Memorial Parkway
Hillard Ratliff, Chief of Maintenance, George Washington Memorial Parkway
Ted Hillmer, Civil Engineer, National Capital Region
Representing the Federal Highway Administration:
Stephen P. Boch, Construction Operations Engineer
Representing The Central Intelligence Agency:
Logistics Officer
Representing the U.S. Park Police:
Norbert Bonjo, Sergeant
3. GOVERNMENT REPRESENTATIVES
This is a U.S. Department of Transportation contract. The Contracting Officer
is: .
Gary L. Klinedinst
Division Engineer
Eastern Direct Federal Division
Federal Highway Administration
1000 N. Glebe Road
Arlington, Virginia 22201
Telephone: [phone]
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Mr. Klinedinst has delegated most of the responsibility for contract
administration to:
William G. Bartenstein
Construction Engineer
Eastern Direct Federl Division
Federal Highway Administration
1000 North Glebe Road
Arlington, Virginia 22201-4799
Telephone: [phone]
The Contractor is notified that the Project Engineer is Charles Burke, Federal
Highway Administration, telephone to be furnished.
The Construction Operations Engineer for this project is Stephen P. Boch, whose
address and telephone are the same as shown above for the Construction Engineer.
Mr. Boch is the immediate supervisor of the Project Engineer and is responsi-
ble for coordinating the engineering and administrative support for the project.
The Contractor should coordinate all his activities with the FHWA Project
Engineer. The FHWA will handle any further coordination required through
John Byrne, Superintendent, George Washington Memorial Parkway, National Park
Service.
4. STATUS
Commencement--See subsections 101.02 and 108.02 of FP-79. The Contractor
submitted a progress schedule at this time. Work is expected to begin
once a signed contract is received.
This contract must be completed by December 6, 1985, except capstone placement,
landscaping and seeding which shall be completed by April 30, 1986. If the
beginning of work is substantially delayed while waiting on a signed contract
the December 6, 1985, date will be extended accordingly. The contract provides
for liquidated damages in the amount of $500 per calendar day in accordance
with Section 108.07. Contract time is to be counted through final cleanup as
specified on H-1 of the Special Contract Requirements.
5. CONTRACT MODIFICATIONS AND DIRECTIVES
The Government's right to order changes within the general scope of the contract
is set forth in Federal Acquisition Regulation (FAR), Clause 52.243-4, sub-
section 101.02 contains definitions of contract modifications, directives, and
supplemental agreements. Payment provisions for changed quantities are made in
subsection 109.07 and payment provisions for force account work are contained in
subsection 109.08.
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There are two kinds of Contract Modifications (CM):
(1) A change order is a CM issued unilaterally; that is, the Contractor
has not agreed to the basis of payment for the work and to the effect
on contract time.
(2) A supplemental agreement is a CM issued bilaterally; that is, the
Contractor has agreed to the basis of payment for the work and to the
effect on contract time. It is expected that most CM's will be supple-
mental agreements to be valid. For example, acceptance of value
engineering proposals, settlement of claims, and effecting changes out-
side the scope of the contract.
Directives
A directive is a written notification to the Contractor which implements
work or actions which are provided for in the contract and are such that
they do not warrant a Contract Modification. For example, pipe culvert
order lengths, changes in footing elevations, work under a contingent item,
price adjustments, suspensions of work, and notice of unacceptable work
or material are some but not all types of directives.
6. SPECIFICATIONS
The project is to be built under the FHWA Standard Specification FP-79, as
amended and supplemented by the project Special Contract Requirements. All
the contract documents are intended to be complementary and to describe and
provide for the completion of the work. In case of discrepancy, the order of
preponderance is shown in Section 105.04 of the Special Contract Requirements.
7. CORRESPONDENCE
Correspondence to the FHWA should be addressed to Mr. Bartenstein at the
above Arlington, Virginia, address. It would be helpful if a copy could be
sent to the Project Engineer at the same time.
Correspondence from the FHWA will be addressed to:
MTI Construction Company
6029 Dix Street, N. E.
Washington, D.C. 20019
The Contractor requested two copies of all correspondence.
8. SUPERINTENDENCE BY CONTRACTOR
See Clause 52.236-6(FAR). The Contractor has assigned Ron Williams as
Superintendent on this project.
9. OTHER CONTRACTS
See Clause 52.236-8 and Section 108.04. No other known contracts are underway
in this area. The National Park Service will remove shrubbery and trees prior
to commencement of work in the median.
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4.
10. SUBCONTRACTING
See Section 108.01. Contractor must perform work with his own forces
amounting to not less than 15 percent of the original contract amount.
He may subcontract any portion of the remainder. Written consent from the
Government is not required.
Within 10 days of the award of a subcontract, the Contractor shall furnish the
Engineer a certification that the aggregate total sublet does not exceed the
limit and that all required contract and labor clauses have been incorporated
into the subcontract. In addition, the following informtion shall be sub-
mitted for the Government's records:
(a) Name and address of proposed subcontractor.
(b) Statement regarding small business, 8(a) certification, woman-
owned, nd minority status of proposed subcontractor.
(c) List of items to be subcontracted, quantity and contract value.
(d) Percentage breakdown of bid items if only partially subcontracted.
Contractor was given forms for submitting the information above and for
certifying incorportion of contract and labor clauses in all contracts.
No subcontracts may be entered into with a subcontractor who is on a debarred
bidder's list maintained by any Government agency.
The Government has no direct contractual relationship with a subcontractor.
The prime contractor is liable and responsible for any action or inaction
on the part of a subcontractor and the subcontract does not relieve the
Contractor of his liability under the contract and bonds.
The Contractor's attention was called to the EEO requirement, (Clause 52.222-23
(FAR), that he has to provide written notification of any subcontracts in
excess of $10,000 to the Regional Director of the Office of Federal Contract
Compliance Programs, Department of Labor. Gateway Building, Room 1310,
3535 Market Street, Philadelphia, Pennsylvania 19104. He is to provide the
informtion requested by this provision.
11. LABOR COMPLIANCE
The governing specifications-regarding labor standrds provisions are bound in
the contract booklet as follows:
Minimum Wage Schedule (see page F-21 Special Contract Require-
ments).
Labor Standards Provisions
FAR - Clause 52.222-26 Equal Opportunity
- Clause 52.222.36 Employment of the Handicapped
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The minimum wage schedule should be examined by the Contractor to ascertain the
need for additional classifications of laborers and mechanics and submitted to
the Department of Labor on Form FHWA 1140 which were furnished him.
Equal Employment Opportunity
Equal employment opportunity is a requirement of the law. Responsibilities are
outlined in the following contract provisions:
FAR - Clause 52.222-26 Equal Employment Opportunity
- Clause 52.219-8, 52.219-13 Utilization of Minority and Women Owned
Business Concerns
- Clause 52.222-36 Employment of the Handicapped
- Clause 52.222-35 Disabled Veterans and Veterans of the Vietnam Era.
Affirmatiove Action Compliance Requirements for Construction
-Clause 52.222-27 (Executive Order 11246).
EEO Policy: Policy must be posted on the project bulletin board along with
the EEO Poster furnished by the FHWA.
EEO Officer: The FHWA has been advised in writing that Sheila Grant is the EEO
Officer. Her name and the company policy will be posted on the
project bulletin board.
Reports: Contractor was given Form EEO-1, including instructions, and
Form CC-257 (submitted monthly) for submission to Department
of Labor.
Inspection: The Contractor is subject to inspection both on job site and at
home office by a Federal Highway Administration EEO Officer.
Payrolls Record and Payrolls
(a) Two certified copies of each weekly payroll must be submitted by
the prime contractor and each subcontractor within 7 days of
the payment date thereof.
(b) Payrolls must be completed, including Social Security number. The
employee's address must be shown on first appearance on payroll.
Payrolls should be given to the project engineer.
(c) Prime contractor is responsible for the submittal of payrolls by
subcontractors.
Violations of acts may result in withholding, termination of contract, debarment
and/or criminal prosecution.
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6.
Posters and Forms
The Contractor was given posters required to be placed on the bulletin board.
Examples of forms required to be submitted were also distributed.
12. NOTICE OF DELAYS
The FAR Clause 52.249-10 enumerates some but not all of the delays beyond the
control of the Contractor for which he will not be responsible. It is incumbent
on the Contractor to timely notify the Engineer of any delays or potential delays
which may impede completion of the work.
13. COMPLIANCE
The Contractor and his employees are subject to the laws and regulations of
the State and local jurisdictions. Section 107 of FP-79 delineates some of
these responsibilities.
14. CONTRACTOR--SAFETY REQUIREMENTS
(a) Subsection 107.20 of FP-79 provides that the Contractor is
bound by all Federal, State, and local safety regulations.
Other pertinent sections of Standard Specifications are
107.01, 107.07, 107.14, and 108.09.
(b) There are no known potential hazardous conditions on the job
sites other than shown on the plans.
(c) The Contractor was advised that Federal laws and regulations,
as well as the contract, make the Contractor, responsible for
health and safety of his employees.
(d) The same requirements apply to all subcontracts.
(e) There may be State and local laws, ordinances, and codes that
apply. The Contractor is to keep himself informed and comply
with these. Representatives of U.S. Department of Labor or
State officials may conduct safety and health inspections.
(f) The Contractor is to have and maintain a company accident
prevention program which includes inspections by competent
persons of his organization.
(g) The Contractor was advised of the requirements for handling
and care of Hazardous Materials provided in Clause 52.223-3.
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15. PROGRESS PAYMENTS
Progress payments are normally made monthly if earnings are $1,000 or more.
An estimate cutoff date of the 25th of each month was established at this
time. If the Contractor wishes to delay this cutoff date at all, a written
request needs to be delivered to the Project Engineer. Our project records
supporting payment are open for the Contractor's inspection at any time.
The contract has a retent provision in Clause 52.232-5 FAR. Normally,
retent will not be held if progress is considered satisfactory. Payment
for stockpiled materials on or off the site can be made upon satisfactory
proof of ownership and test results. Payment for partially completed work
will be made. The Project Engineer has guidelines for percentage allowance
on uncompleted items. The Government will, upon request, reimburse the
Contractor for premiums paid for performance and payment bonds. This
payment will be deducted from the final estimate. Contractor was given the
form for information required for electronic transfer of progress payment.
16. MATERIALS TESTING AND ACCEPTANCE
FHWA would like to know the Contractor's proposed sources of materials as soon
as possible to perform preliminary tests as required. The FHWA will either
sample and test all of the materials used on the project or accept on
certification. Commercially manufactured items will normally be accepted on
certification. Previous recent testing by other agencies such as the State
Highway Department may be acceptable. The Contractor and the Project Engineer
will get together as to the specific requirements for accepting the various
materials involved. Certified materials will be subject to testing if deemed
necessary.
The Contractor was urged to submit all pertinent information for the hot
bituminous mixes as soon as possible so as not to delay any required testing
or evaluation. Forms were given to the Contractor to use when submitting
asphalt and concrete mixes for approval. The Contractor asked if two asphalt
mixes could be approved. He was informed that we would only approve one due
to the time and cost involved in approving the mix.
17. CONSTRUCTION DETAILS
On September 7, 1985, the limits of the staging area will be laid out.
The Contractor was asked to order an additional Road Construction Ahead and End
Construction sign to be erected on the southbound lanes of the parkway.
The Contractor was also reminded after the milling is completed existing drop
inlets will need to have cold mix asphalt placed around them.
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8.
Preconstruction Conference
Project 1A58, George Washington Memorial Parkway
Date:
September 6, 1985
Affiliation
Telephone
Stephen P. Boch Construction Opns. Engr.
EDFD - FHWA
557-0960
Paul J. Stoehr Landscape Architect
NPS/GWMP
285-2560
Hillard G. Ratliff Ch. of Maint., GWMP
GWMP
285-2561
Smith, Elbert Supt., MTI
MTI
396-2800
Suresh Patel Engr., MTI
MTI
396-2800
Roger Gosalia Vice President
MTI
396-2800
Logistics Officer
CIA
Norbert A. Bonjo Sergeant
U.S. Park Police
492-6293
Ted J. Hillmer, Jr. NCR, Park Engr.
NPS
426-6955
Roger Phillips
U.S. Park Police
492-6993
STAT
STAT
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