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Pre-Paving Meeting

Pre-Paving Meeting Agenda

Instructions for Use
Fill out any standard items or information you have before the meeting. It is encouraged that you also share this information with the contractor. You may fill in parts of the form before the meeting in the form itself OR add your information, download the file, and import it back in when you are ready to complete the rest of the form during the meeting.

This is not an official TxDOT document.
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Project Information

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Enter the official project name exactly as listed in contract documents.
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Provide the full name of the prime contractor responsible for the project.
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This should match the trial batch location. If it does not match, confirm whether the difference needs to be documented.

Project Personnel Matrix

Review project personnel: Check all positions that apply. Include contact phone/email and appropriate certifications for testing. Also check boxes for who should be on notification (text/email/chat) for regular test and project information and who should be on notification for out-of-specification test results.
Include? Contact Information Name Phone Email Certifications Regular Test Notice Out of Spec Test Notice In Attendance at Pre-Pave meeting
Area Engineer:
Designer:
Pavement Designer:
TxDOT PM:
Senior Inspector:
TxDOT 1A:
TxDOT 1B:
TxDOT APS:
CEI 1A:
CEI 1B:
Contractor PM:
Contractor Superintendent:
Plant:
Contractor 1A:
Contractor 1B:
TxDOT (Level 2):
Contractor (Level 2)/QCM:
Profiler:
Trucking Foreman:
Traffic Control CRP:

Production

1.1 Quality Control Plan. Has project-specific quality control plan been submitted by the Contractor and approved by the Engineer?
Review submitted Contractor QC Plan. Discuss the specific areas that may be a challenge on this project and develop solutions/contingency plans. For example, weather, equipment breakdown, accidents, traffic delays, production goals, density, segregation, texture, striping, and ride. What is the plan for daily debriefing?
1.2 Date for next Pre-Pave Meeting?
1.3 Materials and Mix Design Matrix
Discuss mix types, quantities, correction factors, layers, lift thicknesses, and yield targets. Discuss differences in mix types and challenges that may arise from different types/specs/thicknesses. Discuss change of designs due to aggregate source (new design required) and binder source change (Hamburg test verification). Copy Bid Code/Information from plans in table below. One Bid Code per line. Discuss exempt and miscellaneous production locations and add in notes section below.
Bid Code / Description / Quantity Mix Design Submitted? Mix Design Number Correction Factors Completed? Trial Batch Complete Layer Yield Target
QC Lab QA Lab Consultant Lab
1.4 Project Production Testing
Discuss roles and responsible parties, certification status, timelines, operational tolerances, reporting schedule, and notification method (email, chat, text, etc.) for sharing results. Discuss Tex-222-F (new in 2026) sampling and splitting, number of samples/splits (QC/QA/Referee), minimum sample size, sample box/bag – thickness. Immediately report any test results that require the Contractor to suspend production or fails to meet the specification requirements. Discuss timeline.
Sampling and Testing Matrix
Drop down and add by applicable spec(s).
Mix Item Tests and Certs P&P Testing Frequency Operational Tolerances Reporting Schedule
1.4.1. All production testing notification list – See Project Personnel Matrix
1.4.2. In case of suspension or failing test, notify the following personnel – See Project Personnel Matrix
1.5 Referee Testing
The Contractor may request referee testing if a “remove and replace” condition is determined based on Engineer's test results, or the difference between Contractor and Engineer test results exceed the operational tolerances. The Contractor has 5 working days to request the testing. Discuss Prime/Subcontractor requests and discuss who is authorized to request referee testing.
1.6 Name and email of authorized person(s)/title requesting referee sampling.
1.7 Additional Production Related Comments

Construction Procedures

2.1 Typical Section
Using a plan set, discuss existing and proposed typical sections. Highlight any sections of transitions that may be challenging in the field. Review items that need to be addressed before final surface. This is the section you take your time in, to really lay out the project. Pull up the plans on the tv or projector, discuss contractor ingress/egress plans, where they are going to start, and how they plan to attach the intersections and shoulders (now or at a later date). Discuss each layer including planing/milling and potential drop-offs between shifts. How to determine and fix any irregularities in the project that need attention before final surface. When will the pavement be put into final configuration before surface and what needs to be done prior to surface. Location of repairs. Recommend riding the job beforehand to identify current conditions, issues, conflicts, etc. Items, quantities, materials, applications, etc. When you save this completed form in Project Wise, be sure to also add in any documents that include your plan sheet or other necessary references for your typical section in Project Wise.
2.2 Placement Widths, Lanes, and Joints
Use the Pavement Marking/Striping Plan sheets. This is where your paving widths are determined. Discuss the plan for paving each section so that there are no longitudinal joints in the wheel path, lane strips are offset, and gore sections have the best appearance as well. See above (2.1) and discuss lift thickness, offsets, and edge conditions (to maintain density to edge). TCP and temporary striping in this section. Discuss straightness of longitudinal joints and smoothness of transverse joints.
2.3 Daily Production Rates
Discuss anticipated production targets, lot sizing, sublot sizing, exempt production, and any production considerations that may impact testing, acceptance, scheduling, or ride quality.
2.4 Ride Schedule
This should be discussed in the pre-construction meeting as well as the pre-pave. Verify ride schedule is appropriate for project. Take the time to discuss and re-evaluate the schedule before surface is placed. This needs to be last item discussed in this section. Good for discussing expectation on timeframe and TCP for profiling. May have multiple ride schedules – make sure this is discussed. Review Plans and General Notes to verify ride schedule for project. Note: Some projects may have different ride schedules in different lanes. Additional Points to discuss: The department and/or contractor’s target IRI and how to best achieve that target. How to handle short sections, leave-outs, turn lanes, etc. How to handle IRI deficient sections or localized roughness (Per the Item specification). Concerns about the ride schedule (for example curb and gutter, manholes, traffic, lack of bid items to achieve a good ride).
View Ride Schedule Guidance
2.5 Prime, Tack Coat, Bonding Course, and Underseal Items
In the box below, copy items related to prime, tack, bond, and seal courses. Very important section. Needs to properly lay out what is expected of the contractor. From sampling, to the rate, and having an open discussion on what is the rate in the plans the proper rate that needs to be shot. Discuss actual vs residual rates. Discuss alternatives or issues. Discuss tacking on a weathered versus fresh underseal. Discuss when/where shear bond cores will be taken.
Prime-Tack-Bond-Seal Matrix
Bid-Code / Description / Quantity MPL Approved? Gallons Shot Rate Sampling Point Other
2.6 Placement Rate of Hot Mix (Yield)
Discuss whether TxDOT wants thickness yield, the designated slope in the plans, or smoothness. Open discussion to help everyone understand some jobs are so out of whack you cannot achieve all of them. This is perfect time to reevaluate the ride schedule depending on the answer. Discuss how yield will be calculated and how often. Multiple lifts required? What about matching curbs and structures? Review Target Yield in Materials and Mix Design Matrix.
2.7 Procedures for Edge Tapers, Intersections, and Driveways
Break down the driveways, intersections, and have open discussion on what all is expected. Sequence of construction for intersections, main lines, driveways, etc. Different mix types and what’s going where. Is there an elevation change between mixes? Looking at transitions, milling, and butt joints. Off-duty officers, police presence, and having the right people there. Having the right number of driveways needs to be included on the plan. Are they placing the stub of the driveway or a separate paving operations (continuous vs. separate operation)? Are shoulders placed with the same line or is it a separate process/different mix, etc.? Impact of driveway stub on ride or mainline ride. Shoulder construction using belly-dumps and MTVs and off-set paving. Not dumping shoulder mix on the finished surface and picking it up.
2.8 Traffic Control Plan
Review Traffic Control Plans (TCP) and discuss potential challenges. Discuss ingress and egress of haul trucks and focus on employee and traffic safety. Do we have the CRP name and phone number? Need to list this information (add to initial list of contacts). Nighttime or interstate work – possibility of having off-duty law enforcement on-site. Are additional signs needed available on site? Temporary striping (paint, tabs, or tape). Manual signal operations in intersections (who is going to do it? Have they been notified? Do they have the key?). When you save this completed form in Project Wise, be sure to also add in any documents that include your traffic control plan or other necessary references for your traffic control plan in Project Wise.
2.9 Review Applicable Specifications and Special Provision
Discussion of what spec we are using. If there are any specific provisions, review where it’s going to go and what it’s going to do. What’s out of the ordinary? What does it actually do and what’s the point?
Specification / Item SP Number / Reference
2.10 General Notes
Copy and paste your general notes below. Review general notes: Discuss how to proceed with the backfill items immediately after surface is placed. Does the drop off exceed the allowable depth? Discuss exceptions and difficulties such as intersections. Enter below agreements on contingency plans, large events, calendar issue, or specific products or issues.
2.11 Submit Paving Schedule to Area Office (by Thursday of each week)
Enter contact person and email address. Need to discuss the options or ability to discuss it or change it.
2.12 Haul Trucks
Review importance of haul truck supply and condition (Waterproof tarps on all loads, Clean Beds, Proper release agent).
2.13 Paving Equipment
Review all paving equipment to be used on the project. Discuss primary equipment, backup equipment, rolling pattern, MTV usage, truck types, tarps, intelligent compaction, and contingency plans for equipment breakdowns.

Weather, Temperature, and Rejected Loads

2.14 Review Weather Conditions
Discuss plan and discuss time changes for impending weather, temperature, and who can make the call to not start or when to stop. Contingency plan for weather (rain, temperature changes, etc.). What do you do when you have loads on the way?
2.15 Mix Temperature Delivered to Paver
Review importance of steady delivery and uniform mix temperature. Review steps to monitor Item XXX-4.7 in specs and make corrective action to ensure the mix delivered to the paver does not drop below 280°F. (Warm Mix Asphalt target temperature discharge range is 215°F and 275°).
2.16 Rejected Loads
Review maximum temperature specification. Discuss method for measuring mix temperature in truck or windrow.

Surface Irregularities, Attendees, and Action Items

2.17 Surface Irregularities
This is a good opportunity to have a discussion on what TxDOT is looking for and what is their expectation is for texture and a good looking pavement.
2.18 Daily Debrief
Any Safety/Traffic Control Issues? What was the plan today? Did we achieve it? Why or why not? Ride the job Daily – Check the joints. Discuss Test Results – Plant mix properties, Temperatures, In-Place Air Voids, Segregation Profile, Density Profile, Longitudinal Joint Profiles all ok? Any trends? Results shared with plant? All reports and documents turned in timely? What is the plan tomorrow? Anticipate any issues?
2.19 Award Winning Pavement
This is a good opportunity to discuss the commitment to delivering an award-winning pavement and meeting the criteria established for industry and TxDOT quality recognition programs.

Review project expectations related to ride quality, smoothness, texture, joint construction, appearance, density, consistency, traffic handling, and overall workmanship. Is this a good candidate to achive a TxDOT/TXAPA pavement award?

Discuss any project-specific challenges that may impact award-level pavement performance and identify proactive solutions before paving operations begin.
View TxDOT / TXAPA Awards Criteria
3.0 Action Items