ACEC-NH/NHDOT CQI Committee Meeting Minutes

Meeting Minutes for September 18, 2020

Meeting Location: Virtual Zoom Meeting
Day/Time: Friday (2:00 pm – 3:00pm)

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

Unable to Attend:

Rob Faulkner, CHA

 

  1. Meeting Minutes: The meeting minutes from the last meeting were accepted.
  2. Assigned Scribe for Meeting: (DOT even months/ACEC odd months) – Chris Mulleavey
  3. Topics for Discussion:
    • Partnering Meeting Oct. 2, 2020 – Agenda Discussion
      • Bill O. mentioned training needs to acquire PDH’s have been difficult due
        to Covid restrictions. ACEC mentioned that there are a number of
        websites on-line that provide this service to engineers i.e. RedVector
      • Not a lot of ideas for additional agenda items other than standard updates,
        Bill O. will also mention some issues they are dealing with for electronic
        submissions in that consultants are password protecting their documents as
        file as file size limitations. ACEC suggested that they develop specific
        guidelines to be used for consultant electronic submittals.
      • Michelle M. suggested mentioning Everyday Counts Six is being rolled
        out soon by FHWA.
    • Winter Conference Jan. 15, 2021 – Agenda Discussion
      • The conference is planned to be virtual at this time
      • Bill O. will reach out to Kevin Nyhan for environmental topics, mentioned
        Permit requirement updates and MS4 as possibilities.
    • Tech Conference April 2021 – Discussion
      • Hope to have conference in person but will have backup plan for virtual
        meeting. Bill O. and Alex K. to get the committee together to start
        planning.
    • Consultant Selection Manual – Update Status
      • No change from last meeting Bill O. working out kinks for on-line version
        and then submit to Contracts sub-committee for review of updates.
  4. Status of Subcommittees:
    • Consultants Contracts Subcommittee (Darren)
      • Standardized Scope of work/Fee Matrix: Darren reviewing with
        Committee.
      • Darren thanked Loretta for volunteering staff to write up sections which
        will speed up the process. Working on Part A will review at next meeting
        scheduled for Oct.1, 2020 then onto Part B.
    • Bridge Subcommittee (Loretta)
      • Design Manual Update -Held meeting Friday Sept. 11.
      • The Updated Manual is being reviewed internally.
      • Estimating Committee is developing a guidance document for estimating
        projects.
      • The Bridge Sub-Committee notes can be viewed on-line at the NHDOT’s
        website.
    • Design-Build Manual (Loretta)
      • Is complete and going through internal review process. Once complete
        will be posted on NHDOT’s website for consultant’s use.
    • Highway Subcommittee (Jim Marshall)
      • Design Manual update – Committee will be meeting in 2 weeks, working
        on design submission checklists and aligning them with standardized
        scope, design manual chapter 8 revision is with Policy and Records then
        onto FHWA.
      • “Working on Design Report to document from beginning to end”
  5. LPA Topics (CR W.):
    • DOT managed on-call solicitation out also evaluating Pre-Qual list that
      Municipalities can utilize for consultant selection for LPA.
    • Working on a lot of procedural processes in the background for LPA.
    • Planning on LPA training virtually in the November/December time frame.
  6. Other Items:
    • Question raised from Mike L. regarding proper invoicing around the DOT Fiscal
      year ending. Bill O. That the only fiscal year ending that needs to be adhered to is
      the DOT’s which ends June 30th. The DOT cannot pay an invoice the spans two
      Fiscal years. Ie. June 30 is the stop then new Fiscal year begins July 1.
  7. Next Meeting – Thursday, October 16, 2020

ACEC-NH/NHDOT CQI Committee Meeting Minutes

Meeting Minutes for July 16, 2020

Meeting Location: NHDOT Commissioner’s Conference Room/Zoom
Day/Time: Thursday (8:00 am – 9:00am)

In attendance:

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

 

  1. Meeting Minutes: The meeting minutes from the last meeting were accepted.
  2. Assigned Scribe for Meeting: (DOT even months/ACEC odd months) – Marty Kennedy
  3. Topics for Discussion:
    • COVID-19 Contract Addendum Language
      • The Department had begun distributing a Special Contract Provision for
        COVID-19 that states that any disruption, delay, or other impact associated
        with COVID-19 was foreseeable and therefore does not excuse the
        Consultant’s performance under the agreement.
      • Bill explained that language came directly from the AG’s office. This was
        primarily about contractors suppling goods to the state, but the term
        “Consultant” was inserted into the document.
      • Consultants’ concern is that although the language protects the state, it does
        not protect the consultant. The language puts the consultant in a position of
        being responsible for meeting a schedule regardless of whether the
        Governor was to invoke a workplace shutdown order.
      • Bill agreed language was one-sided and agreed to take concerns back to
        AG’s office.
      • More discussion on this to come.
    • Discuss SW Cole Question – Geotech sub that does Design and CE&I on same project
      • Regarding the Department’s policy that the same firm can not do both the
        design work and the construction inspection on the same project, SW Cole
        asked the Department if that policy pertained to subs.
      • Following some discussion, Bill felt that it was permissible for a
        subconsultant to do work on both the design and CE&I as long as they
        where overseen by someone else – the Prime.
    • CE&I Field Rate
      • Following up on a discussion from last month’s meeting on whether a field
        overhead rate must be used for construction inspection, Bill checked with
        Audit. Doesn’t appear to be a major issue. There was some discussion that
        an office rate can be used if there was no field office or if the inspector
        regularly works out of the consultant’s regular office. Most use office rate
        now.
    • Construction Services – Part C Agreement?
      • Under Part A consultant’s surveyor records existing ROW. Under Part B
        consultant’s surveyor prepares acquisition plans. How does the Department
        pay the consultant to place bounds when it can be many years later until the
        work is done?
      • Currently there is no opportunity for the designer to assist or respond to
        questions if an issue arises.
      • May consider an on-call for PE at beginning of Part C that would cover
        survey, shop drawing reviews, etc.
  4. Next Meeting: Discussed changing the day of our monthly meeting because Bill has
    another regular 9:00 am meeting and our meetings always get cut short and we rarely get
    through all agenda items. Following the meeting, the date of our regular meetings was
    changed to the 3rd Friday of the month at 1:00 pm. Our next meeting is scheduled for
    Friday August 21st.