ACEC-NH/NHDOT CQI Committee Meeting Minutes

Meeting Minutes for January 15, 2021

Meeting Location: Zoom Virtual Meeting
Day/Time: Friday (1:00 pm – 2:30 pm)

In Attendance:

Bill Oldenburg, NHDOT (Chair)
Mike Long, MJ
Ted Kitsis, NHDOT
Alex Koutroubas, ACEC
CR Willeke, NHDOT
Michelle Marshall, FHWA
Darren Blood, GM2
Marty Kennedy, VHB (Scribe)
Loretta Girard Doughty, NHDOT
Chris Mulleavey, HTA
Rob Faulkner, CHA

Unable to Attend:

Jim Marshall, NHDOT

 

1. Meeting Minutes: The meeting minutes from the last meeting were accepted.
2. Assigned Scribe for Meeting: Marty Kennedy
3. Topics for Discussion:
   • Escalation Rate
     • Bill reminded the committee that the NHDOT’s current calculation, which is
       based on the US Bureau of Labor Statistics Data yields 2.25%, which would
       round down to a 2.0% cost escalation. He received internal Department push back
       on the suggestion of using the 2.25% plus 1% as discussed at our last meeting.
       Bill ran a sensitivity analysis using a $1.7 M project stating that the difference
       between a 2.0% and a 2.25% factor would be only $5 K and the difference
       between a 2.0% and a 3.0% factor would be only $20 K. Unless there’s another
       acceptable standardized method the consultant members can propose, the
       Department is prepared to implement the lower escalation rate. Consultants to get
       back to the Department within the next couple of weeks if there are other
       methods.
   • Brainstorming Meeting Topics
     • Marty suggested that with this being our first meeting of the year, we
       establish our top priority for 2021. It was suggested and agreed that our
       top priority would be to work together discussing and implementing
       actions aimed at efficiently advancing NHDOT projects. There will be
       other topics to discuss, but we’ll be sure to allocate sufficient time on each
       agenda to this priority.
     • The agenda will include start and end time for each agenda item.
     • Subcommittee reports should be brief (2 min each). If there’s the need for
       a longer discussion on a subcommittee matter, it should be placed on the
       agenda as a standalone discussion item.
     • As the year proceeds, we’ll monitor our progress on implementing actions
       to advance NHDOT projects.
     • Bill Oldenburg and one consultant member (Mike Long) to work together
       on preparing the agenda for each meeting.
     • Will consider changing the day and time of the meeting. Bill will check
       the schedules of others.
   • Sub-Consultant Self-Certification Form
     • Bill noted that the new form is being instituted – being pushed out
       internally first.
   • Consultant Manual by ACEC
     • Bill will be providing this committee copies of the manual for review –
       appendix to be provided on-line. We’ll get one month, then the document
       goes to FHWA. Final step is the Commissioner’s signoff.
   • Commissioner Town Hall
     • Date and time not yet set. Bill to check with Commissioner on potential
       late February date – 1 hour.
   • Consultant Notes Posting for Non-NHDOT Services
     • Bill was contacted by SRPC for eligibility list of consultants so they can
       send out an RFP for on-call services. Bill explained to the SRPC that the
       Department doesn’t maintain an eligibility list but agreed to post their RFP
       on the NHDOT’s website. Bill asked if ACEC had any concerns with
       using the list in this way. No concerns were raised.
4. Committees:
   • Contracts – Darren noted that the subcommittee continues to progress on a
     standard scope of work – next meeting Feb 19th.
   • Bridge – Loretta noted that the subcommittee did meet and are continuing to
     update the Bridge Manual – updating one chapter at a time. D-B Manual is
     complete, no more discussion needed.
   • Highway – Jim was not present today – no report.
5. LPA: CR asked consultants on the committee if there might be any potential issues
   when laying out alignment during construction when the Construction Engineer is a
   different firm from the Design Engineer. The committee members didn’t see a big issue.
   C&I contracts require a licensed surveyor. Ted noted that on NHDOT projects their
   surveyors provide layout of project control, but the Contractor is required to layout the
   project. NHDOT RE’s then are provided GPS equipment that they use to provide a sense
   that the project is being constructed correctly. It was noted that when LPA project
   documents reference the NHDOT specifications, they need to pay close attention to this
   initial layout requirement as NHDOT survey crews will not be providing this control
   layout.
6. Other Items: Ted noted that Construction School will take place virtually (Zoom Meeting) for
   January 26th through January 29th. Consultants are welcome to register. Zoom
   meeting can accommodate up to 500 attendees.
7. Next Meeting: February 19, 2021. (Subsequently changed to February 17, 2021)