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ST0003-CS080731 Page 1 of 1 Ken Griffin - Please review 'Verizon timeline' From:Ken Griffin     To:Keith Marvin     Date:7/31/2008 9:55 AM     Subject:Please review 'Verizon timeline'     Attachments:Verizon timeline.doc       Keith   I expanded some of the dialogue but I may not be accurate in my recollections.   Please review and let's talk.   ken g file://C:\Documents and Settings\radloo\Local Settings\Temp\XPgrpwise\48918C27City_...12/31/2009 ST 00-03 Coppell Road (Cooper Lane to Sandy Lake Road) Timelines: 60% plans provided to utility companies during quarterly utility coordination meeting on 10/21/2004. 1 Parcel of ROW not yet acquired rd Estimated construction to start 3 quarter 2005 Note: Plans provided so Utility Companies can review and provide information back to City on location of existing utilities so the plans can be revised to show them or plans revised to miss them. Project timelines discussed during 08/23/05 Utility Coordination Meeting. 1 Parcel of ROW not yet acquired rd Estimated construction to start 3 quarter 2006 Project timelines discussed during 03/07/06 Utility Coordination Meeting. 1 Parcel of ROW not yet acquired rd Estimated construction to start 3 quarter 2006 Project timelines discussed during 08/14/07 Utility Coordination Meeting. No additional ROW required. 95% plans distributed. These plans reflect any feedback we received from the Utility companies and should show exactly where there are conflicts that remain that need to be resolved. Estimated construction to start 1st quarter 2008 Verizon did not attend this meeting. I then sent a letter to Trinidad Aguirre with the agenda & attachments. Project timelines discussed during 01/24/08 Utility Coordination Meeting. No additional ROW required. 100% signed, sealed plans distributed. These are the final plans that will be put out to bid. Any conflicts must be resolved before construction starts. Utility companies were notified at the meeting that the design was complete and we would advertize for bids in February, and award a contract at the March 26, 2008 City Council Meeting. Because the project was adjacent to an elementary school, it was noted that construction would actually begin in mid to late May or early June. We needed to meet this schedule to take advantage of the summer break from school. There were about 3 to 4 months of time built in for utility companies to relocate their utilities. Verizon indicated that the relocations were in design, and that construction would take three months, and they would be clear by the time we needed to start. Project timelines discussed during 03/13/08 Utility Coordination Meeting. This meeting was critical because we had opened bids on March 6, 2008 so there was no more guessing if we were going to actually start the project. . The utility companies were told that we were going to award the contract at the April 8, 2008 city council meeting. It was also noted that the contractor would be released to begin work on the project near the end of May. Again, this timeline still provided about 2 ½ months for utility companies to relocate. Met with Olen Steele to discuss Verizon relocation designs on 3/28/08. Proposed relocations appeared to completely ignore the improvements shown in the construction plans as most of the proposed relocations were shown to be in conflict with much of the proposed drainage and utilities shown on the 100% city plans. Mr. Steele noted that should not be a problem as the person relocating Verizon utilities would make adjustments in the field if they encountered any conflicts. This obviously wouldn’t work because our improvements were not in the ground yet. If Verizon relocated as proposed, then, at a minimum, all of the relocations would need to be relocated again once we started placing our improvements or they could be damaged. Permit was returned with comments. Revised permit turned in to city on 4/22/08. I spoke with John Pyles, designer and returned permit with comments and conflicts to resolve on 4/28/08. Again, the plans turned in were in conflict with our proposed improvements. At this point we offered to work with the designer if they were having difficulty reading our construction plans. City contractor begins work on project on 6/2/08. Project timelines discussed during 06/10/08 Utility Coordination Meeting. Atmos Gas, and Oncor Electric have been permitted and in the process of relocations. Verizon has yet to resubmit the permit for approval. During the first few weeks of work the city contractor experienced difficulties with Verizon line locates. The contractor expended much time potholing lines that were marked but were not found, and on 2 occasions cut Verizon lines that had been mis-marked. In one instance the line locate was as much as 20 feet from the actual location. In another instance the locator indicated there was no line crossing the contractors work area from a Verizon hand hole, and there was a line that was cut by the contractor. City meets with Rick Trevino, Mid-America, and Olen Steel on 6/18/08 to discuss coordination of work on Project. Permit for relocations on Coppell Road submitted and approved on 6/19/08. Weekly coordination meetings begin with Verizon relative to Coppell Road project on 6/26/08. Coordination meeting on 7/24/08 Verizon indicates they may have a conflict with another line. The also indicate that the splicers have approximately 500 man-hours worth of work to do before old conflicting lines can be removed. The city contractor will be at a point within the next 3-5 weeks that the existing Verizon lines will be in direct conflict with the roadway excavation. Obviously, shutting down a project that has been turned to one way and is in front of a school that will open shortly is not an acceptable option when there has been ample time for relocations to be completed. During the coordination meeting today (7/31/08) it was noted that the placing crew will be complete by the end of August, and that the splicing crew will need 4-6 weeks to complete the splicing after the placing is complete. The city requested that the placers complete that work that is in direct conflict with the roadway excavation first. We also requested that the splicers begin tying in those cables while the placers are completing the other work. ST 00-03 Coppell Road (Cooper Lane to Sandy Lake Road) Timelines: 60% plans provided to utility companies during quarterly utility coordination meeting on 10/21/2004. 1 Parcel of ROW not yet acquired rd Estimated construction to start 3 quarter 2005 Note: Plans provided so Utility Companies can review and provide information back to City on location of existing utilities so the plans can be revised to show them or plans revised to miss them. Project timelines discussed during 08/23/05 Utility Coordination Meeting. 1 Parcel of ROW not yet acquired rd Estimated construction to start 3 quarter 2006 Project timelines discussed during 03/07/06 Utility Coordination Meeting. 1 Parcel of ROW not yet acquired rd Estimated construction to start 3 quarter 2006 Project timelines discussed during 08/14/07 Utility Coordination Meeting. No additional ROW required. 95% plans distributed. These plans reflect any feedback we received from the Utility companies and should show exactly where there are conflicts that remain that need to be resolved. Estimated construction to start 1st quarter 2008 Verizon did not attend this meeting. I then sent a letter to Trinidad Aguirre with the agenda & attachments. Deleted: D Project timelines discussed during 01/24/08 Utility Coordination Meeting. No additional ROW required. 100% signed, sealed plans distributed. These are the final plans Deleted: is that will be put out to bid. Any conflicts must be resolved before construction starts. Deleted: on this project Utility companies were notified at the meeting that the design was complete and we would Deleted: . We will advertize for bids in February, and award a contract at the March 26, 2008 City Council Meeting. Deleted: B Because the project was adjacent to an elementary school, it was noted that construction would Deleted: anticipate actually begin in mid to late May or early June. We needed to meet this schedule to take advantage of the summer break from school. There were about 3 to 4 months of time built in for Deleted: of utility companies to relocate their utilities. Verizon indicated that the relocations were in design, Deleted: March 26 and that construction would take three months, and they would be clear by the time we needed to Deleted: Construction will begin May start. 1, 2008. Deleted: All utilities should be Project timelines discussed during 03/13/08 Utility Coordination Meeting. relocated prior to this time.¶ This meeting was critical because we had opened bids on March 6, 2008 so their was no more Deleted: thay guessing if we were going to actually start the project. . The utility companies were told that we Deleted: they were going to award the contract at the April 8, 2008 city council meeting. It was also noted that Deleted: B the contractor would be released to begin work on the project near the end of May. Again, this Deleted: timeline still provided about 2 ½ months for utility companies to relocate. Deleted: were opened on this project on March 6, 2008. We anticipate Met with Olen Steele to discuss Verizon relocation designs on 3/28/08. Proposed relocations appeared to completely ignore the improvements shown in the construction plans as most of the Deleted: award proposed relocations were shown to be in conflict with much of the proposed drainage and Deleted: The utilities shown on the 100% city plans. Mr. Steele noted that should not be a problem as the Deleted: ill person relocating Verizon utilities would make adjustments in the field if they encountered any conflicts. This obviously wouldn’t work because our improvements were not in the ground yet. If Verizon relocated as proposed, then, at a minimum, all of the relocations would need to be relocated again once we started placing our improvements or they could be damaged. Permit was returned with comments. Revised permit turned in to city on 4/22/08. I spoke with John Pyles, designer and returned permit with comments and conflicts to resolve on 4/28/08. Again, the plans turned in were in conflict with our proposed improvements. At this point we offered to work with the designer if they were having difficulty reading our construction plans. City contractor begins work on project on 6/2/08. Project timelines discussed during 06/10/08 Utility Coordination Meeting. Atmos Gas, and Oncor Electric have been permitted and in the process of relocations. Verizon has yet to resubmit the permit for approval. City meets with Rick Trevino, Mid-America, and Olen Steel on 6/18/08 to discuss coordination Deleted: Trevinio of work on Project. Permit for relocations on Coppell Road submitted and approved on 6/19/08. Need some information here about the locates in the field being incorrect 1) the mismark by 20 feet and 2) the statement there were no utilities across the street when there were. Weekly coordination meetings begin with Verizon relative to Coppell Road project on 6/26/08. Coordination meeting on 7/24/08 Verizon indicates they may have a conflict with another line. Deleted: verizon The also indicate that the splicers have approximately 500 man-hours worth of work to do before old conflicting lines can be removed. City was requested to not work while the splicers performed their work??????? Obviously, shutting down a project that has been turned to one way and is in front of a school that will open shortly is not an acceptable option when there has been ample time for relocations to be completed.