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ST8505-CS 870205INC. Meeting Place: Date: Time: Project Location: CONSULTING MINUTES OF BELT LINE ROAD PRE-CONSTRUCTION CONFERENCE EN ':iNEERS Coppell City Hall - Council Chambers FebruarYl0:00 a.m. 5, 1987 Belt Line Road (From IH635 North to Denton- Tap Road) Coppell, Texas Attendees: See attached list. Minutes: Introduction by Mr. H. Wayne Ginn. Stated contract has been awarded. Referenced importance of this project to City. Introduced Kevin Peiffer as project engineer, Butch Ellison as manager of field operations, and Randy Fleming as chief inspector. Asked all parties involved to cooperate in completing and finishing this project on time. Mr. Ginn offered his assistance if required. Mr. Ginn turned meeting over to Kevin Peiffer. Kevin Peiffer covered ground work for the project. Responsi- bilities of Ginn, Inc. are: (1) Administer project (2) Observe construction for conformance to plans/specifications (3) Review payment applications and make recommendations to City of Coppell for payment. Intent of this meeting is not to answer technical questions. Contractor should review plans/specifications and address technical questions to Randy Fleming for his interpretation. All directives for this project will be from Ginn, Inc. only unless it is an emergency. All subcontractors should communicate through the general contractor. City staff should communicate through Ginn, Inc. Two main concerns on this project are: (1) Public safety (2) maintain two-way traffic at all times, that's for all construction, either work per this contract or work by utility companies. Emergency telephone numbers will be provided by City (see end of minutes). Kevin Peiffer stated this project is a 540 calendar day project. Notice-to-Proceed has been issued for construction to begin on or before Monday, March 2, 1987, with completion date of Monday, August 22, 1988. No work is permitted on Sundays per the contract unless received written permission from the Engineer. Liquidated damages for this project are $1000.00 per calendar day. Kevin Peiffer stated that there will be a ribbon cutting ceremony on Saturday, February 14, 1987. No major items of work should commence prior to this ceremony. 17103 Preston Road · Suite 100 · LB 118 · Dallas, Texas 75248 · Phone 214/248-4900 Meeting was turned over to Ed Bell to briefly outline construction sequence proposed for this project for benefit of City staff and utility companies to ask questions, etc. Tom Bethune, Ed Bell Construction, reviewed construction sequence briefly. Kevin Peiffer asked if there were any questions from City staff or utility companies to Ed Bell or vice versa. No response. Bill Bettis, Lone Star Gas (Transmission), then stated that they lowered their existing 10" line near the bank property where it crosses Belt Line Road. Kevin Peiffer stated to Ed Bell that verification of this utility (10" line) would still need verified in the field to determine whether or not it is now clear of proposed improvements. Roy Johnson, GTE, requested being contacted by Ed Bell to verify any conflicts that may exist. Tom Bethune responded by stating Mike Robbins of Ed Bell was the person to contact. He would be their Project Superintendent. Kevin Peiffer resumed meeting and discussed procedures to be used by Ed Bell Construction Company for this project. Ail communication for this project shall be through Randy Fleming (i.e. field problems, pay applications) (Shop drawings should be sent directly to the office.) e No extra work or design changes can be authorized from the field. Must come from Ginn, Inc. office, either Mr. Wayne Ginn or Kevin Peiffer in writing. Maintain access to all properties along project at all times. Stay off private property without written permission from Owner. 4. Inspection and testing: need 24 hours advance notice. Initial testing City pays. Retest Contractor pays. On retests, inspector will notify you in writing of failed test results and its Contractor's responsibility to schedule retest with lab, then provide Randy Fleming with results. e On water lowerings: provide 24 hours notice to City but only after Randy Fleming verifies all the materials are on-site and the Contractor appears ready. Contact Public Works Administra- tion at 462-0022 (ext. 251) and ask for the Administration Secretary. If that person is unavailable, then ask for the Water Utilities Foreman. If they are unavailable, try back later. Do not leave messages with the receptionist scheduling shutoffs. Must schedule with designated individuals stated herein. 0 e Only City to operate water valves. Traffic signals: submit relocation requests in writing to Randy Fleming with date relocation is needed by and details. Engineer will coordinate with signal person and follow-up correspondence verifying this request completed. Detours/Barricades/Switching traffic: Need plan submitted one week prior for review by Randy Fleming prior to any work. Keep City (Police and Fire) informed on dates of opening detours. Police Lt. Charles W. Daniel interjected that they would like to be involved in the review of detours and barricades along with Ginn, Inc. before work commences on them. To contact him to set up a meeting for this, call 462-1580 or 462-1144. Kevin Peiffer responded that this would not be a problem and that we would hold a meeting on-site in future when issue is addressed. 10. Construction easement at lake was granted by Texas Utilities Generating Company for whatever reasonable distance is needed out into the lake in order to build cofferdams needed for storm drainage construction. Texas Utilities Generating Company has shown their cooperation to City by doing this and we ask Contractor to do the same for them by controlling their own people and keeping trash and debris out of the lake. This will not be tolerated. 11. Concrete cylinders: Taken at Randy Fleming's request by Contractor and witnessed by Randy Fleming. Lab will pick. Interim time care of cylinders is responsibility of the Contractor. 12. Payment procedure: Submit by 10th for work through last day of previous month. Paid by City within 30 days thereafter. Only pay for work meeting plans and specifications. 13. Submit cash flow and construction schedules prior to March 2, 1987, start date. Submit revised updated construction schedules each month with pay application per Division I of specifications. Kevin Peiffer asked if there were any questions. None. Kevin Peiffer then asked Ed Bell where their intended source of water is for this project. Do they need a City water meter? What is the intended use for this water (ie. achieve density, concrete mix, etc.)? Ed Bell said that they would use City water for some work and also use their well water on their property for the concrete. Kevin Peiffer stated that a sample would be needed of their well water and the test results presented to our office for review. The City will also need to certify and approve Ed Bell's water meter they intend to use for this project. Kevin Peiffer stated we have received some shop drawings and apologized for apparent slow response on returning them. Due to a suspended contract and efforts needed to secure construction easement at the lake first, the review of these drawings is not yet complete. Response time in future will be better and they will be returned in a more timely fashion. Kevin stated shop drawings are required on all cast-in-place and pre-cast structures. No payment shall be made or inspections done on items that have not had shop drawing review and comments on. Kevin Peiffer asked Tim Sullivan if he has acknowledged the Notice-to-Proceed yet. Tim replied no. Randy Fleming stated Ed Bell is responsible for as-built drawings, submittals, etc., per the contract and will be required as part of contract close-out prior to final payment. Kevin asked if anyone had questions. 11:00 a.m. None. Meeting adjourned at After meeting adjourned the following events occurred: Payment application form given to Ed Bell Construction Company. Following emergency telephone numbers and names were provided. Ed Bell Construction Co. (main office) Mike Robbins, Project Superintendent (home) Tom Bethune, Manager Contract Admin. (home) 214-556-1475 214-850-2753 214-539-9037 Coppell City Hall (main #) 214-462-0022 Police, Fire, & Ambulance 911 (if using local phone only) 214-462-1144 (cellular phones or outside (462) C0ppell area) Good only until April 1, 1987. After April 1, 1987, there will be a new (462) number to call. Is not being released publicly until April 1, 1987. Public Works Department 214-462-0022 Ext 251 M-F 8a.m.-5p.m. 214-462-1144 Weekends or evenings ATTENDANCE ROLL A. J. Johnston Tom Bethune Mike Parent Mike Robbins Tim Sullivan B.D. Harkins Mr. Thomas Johnny Heine Roy Johnson Ward Hendrickson Glenn Fabian Freeman Jarrell Henry Myatt Michael McCormack Mark Person Jimmy Clack Randy Rogers ~[eve Goram Steve Morton Shohre Daneshmand Lt. C. W. Daniel Wayne Ginn Butch Ellison Randy Fleming Kevin Peiffer Ed Bell Construction Co. Ed Bell Construction Co. Ed Bell Construction Co. Ed Bell Construction Co. Ed Bell Construction Co. B & J Excavating B & J Excavating Mel's Electric General Telephone SW Bell Telephone Texas Power & Light Co. Texas Utilities Stripe-A-Zone Pavestone Company Stimson Rogers and Clack Rogers and Clack City of Coppell City of Coppell City of Coppell City of Coppell Police Dept. Ginn, Inc. Ginn, Inc. Ginn, Inc. Ginn, Inc.