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ST7301-CS 810320HOGAN & RASOR, Engineers · Planners · C;onsultants March 20, 1981 Mr. James R. Elium, III City Administrator Post Office Box 478 Coppell, Texas 75019 Re: Preconstruction Conference Paving and Drainage Improvements Esters Road - Cotton Road Coppell, Texas Dear Mr. Elium: This letter is to confirm the discussions of the precon- struction conference held on March 20, 1981, beginning at 9:00 a.m., at the City Hall in Coppell. Those persons attending this meeting were as follows: Mr. Eddie Burns Mr. Gary Atwood Mr Mr Mr Mr Mr Mr Mr Mr Warren Blackmon Daniel Flettinger C. L. Adams Jesse B. Ingram Austin Paving Company Austin Paving Company Austin Paving Company Austin Paving Company Austin Paving Company Austin Paving Company James R. Elium,III Administrator Scott Barnett Inspector Eduardo H. Pe~a Hogan & Rasor, Inc. Frank Rasor Hogan & Rasor, Inc. Contractor Contractor Contractor Contractor Contractor Contractor City City Engineer Engineer The purpose for this preconstruction conference was to dis- cuss the items of the proposed project pertaining to the con- struction schedule, layout and staking, personnel on site, com- munication, change orders, and such other items which, hopefully, will help establish the procedures for coordinating the project between all parties concerned during the progress of construction. From the outline of items that were to be discussed (letter to Austin Paving Company, dated March 12, 1981), the following comments were presented. 2730 Republic Bank Tower Oallas, Texas 75201 214/742-5B11 Date of Beginning Ac. tual Construction Austin Paving Company (Contractor) indicated their schedule is to proceed as soon as the notice to proceed is issued. Mr. Elium commented that the money from the sale of the bonds would probably be deposited by March 26, 1981. Assuming this is accomplished, a notice to proceed will then be issued on March 27, 1981, establishing the con- struction time to begin on April 6, 1981. Mr. Atwood delivered the contract documents for the project to the City for execution. The final binding and distribution will be subsequently handled by Hogan & Rasor, Inc. Priorities and Sequence of Work, Construction Staking and Restaking The Contractor will commence with the street excavation and storm sewer construction. The surveyor is to first contact Mr. Ingram (Mobile Phone - 658-0166) to establish the procedure for the layout and staking for the street excavation and discuss the schedule for the subsequent staking and layout. Other representatives of the Contractor that will later be contacted are Eddie Burns and/or Bill Province for the storm sewer installation. C. L. Adams will handle the coordination for the remaining part of the construction. Mr. Adams can be reached by telephone at 821-6729 or 630-5100. The surveyor to perform the field work will be Paul Spradling. The Contractor is to contact Frank Rasor or Ed Pe~a, at 742-5811, to arrange for the field work. If the Contractor should need to contact Mr. Spradling directly, he can be reached at 501/287-4242, 501/287-4313, or 214/465-4211. The surveyor will prepare and furnish cut sheets for the construction laMouts. Copies will be distributed to the Contractor, the City, and the Engineer. It was pointed out that the construction stakes required for each phase of the work would be performed one time as per the specifications. The Contractor was cautioned to use utmost care in preserving all construction stakes and control points that would be used for subsequent phases of the construction work. -2- No restaking will be done without prior approval of the City. The surveyor will provide right-of-way stakes where the Contractor is not to encroach on the adjacent private property. The church property, on the east side of Esters Road near Bethel Road, and the Texas Stocktab Company, on the east side of Esters Road, south of the railroad, are two properties that are not to be encroached. Where the Contractor must encroach on private property for purposes of per- forming construction operations (cleanup, equipment turning, excavation, forming, etc.), the City will assist the Contractor in securing permission from the property owners. Otherwise, all construction oper- ations must be contained within the existing right- of-way where it is possible to do so. 3. EqUipment and Material Deliveries The Contractor is planning to contact the Southern Pacific Railroad for a location of their concrete batch plant. The site selected will also be used for equipment and materials storage. Mr. Elium suggested contacting Mr. Ted Searcy, with the Southern Pacific Railroad, at 980-1752. 4. Procedures in ConstruCtion The west lane will be constructed initially. Forms are proposed to be used. A minimum of three cylinders will be taken within each 500-foot section of concrete pavement constructed. Also, the subgrade will be tested at a minimum of three locations within each 500- foot section of prepared subgrade. The Contractor proposes to use Haynes Holland Testing Co. for the materials and subgrade testing. Reports of each test made will be sent to the attention of Mr. Elium, and to Hogan & Rasor, Inc. Caution was expressed to the Contractor in crossing the two underground petroleum lines located near the railroad tracks. The Contractor indicated that the specified allowance of 280 consecutive calendar days appear to be adequate for completing the project. -3- 5. Personnel on Site The Contractor will initially have one crew on-site for the storm sewer construction. Other personnel will be added, as needed. A foreman and superintendent of construction will be on site at all times during the construction operation. Austin Paving Company does not propose to use any sub- contractors on this project. Coordination with Client, Local, State, Federal, and Other Agencies The Contractor's activities of construction shall all be coordinated through the City and the Engineer. Where construction is to be on State (Loop 635) maintained right-of-way, the Contractor shall contact the Highway Department prior to performing any work within their rights-of-way. A portion of the proposed improvements on Esters Road and Cotton Road have been financed with Dallas County funds; therefore, representatives of the County may be making periodic inspections of the construction work. No federal funds are directly'involved on this project. 7. Questions in Plans and Specifications None were asked by the Contractor. Alternate. Equipment and Materials The Contractor has requested to use fly-ash in the concrete mix. Mr. Elium expressed no objections. The Contractor will submit to the City and Engineer a batch mix design for the proposed concrete. The use of ceramic traffic barrier buttons in lieu of the cast-iron buttons, as specified, was discussed. The City and Engineer will consider this matter from the information to be submitted by the Contractor. Revisions to the Project, Change Orders Should a change or an addition to the project be re- quired, the Contractor and field representative of the City (Mr. Scott Burnett) will submit an outline of the nature of the work to the Engineer, along with the -4- estimated quantities and applicable unit costs. Hogan & Rasor, Inc. will, then, prepare the Change Order, accordingly. If an addition to the project is required for work that is already covered by an item in the bid schedule, and the increase in the work is not greater than the percentage allowed for increases in work (General Conditions), the added work will be included with the originally estimated quantity. The City's field re- presentative shall note on the daily construction re- ports such items that have been added to the project. 10. Clean-up and Maintenance During and Following Construction During the progress of construction, the Contractor is to keep the project limits clean and free, as possible, of excess material and debris. The excess quantity of excavated material may possibly be spread evenly over the adjacent properties. The City will assist the Contractor in contacting the property owners for permission to spread the excavated material. 11. Shop Drawing Submittals The Contractor will be submitting the concrete batch design for the City's and Engineer's review and ap- proval. The batch design should include the test re- sults on confirmation cylinders. 12. Inspection and Da~ly Construction Reports The City's field representative will be Mr. Scott Burnett, and the inspection of the project will be per- formed daily. Each day's construction activities will be recorded on a Daily Construction Report, indicating personnel and equipment on site, items of work being performed, quantities of materials installed, weather and project site conditions, and such other matters which will adequately describe the Contractor's work. The inspector and the Contractor's representative on the project will both sign the daily report and copies will be distributed as follows: City Hall - 1 copy Inspector - 1 copy Contractor - 1 copy Engineer - 1 copy 13. Monthly Progress Estimates The'inspector and the Contractor will prepare at the end of each month a summary of materials installed. These will subsequently be furnished to the Engineer for preparation of the monthly progress estimate. The monthly progress estimate is to be, then, fur- nished to the City by the Friday prior to the second Tuesday (City Council Meeting) of each month. Copies of the approved Monthly Progress Estimates will be distributed by the City. 14. Communication Field Construction Admini s tration Scott Burnett, Inspector james Elium, Administrator Hogan & Rasor, Inc. - Eqgineer Project Design - Project Administration - Ed Pe~a, Designer Frank Rasor, Engineer Austin Paving Company Field Construction Administration Daniel Flettinger C. L. Adams Eddie Burns Jesse Ingram Gary Atwood Warren Blackmon 15. R.O.W., Easements, Highway Permits, etc. The narrow and limited amount of right-of-way along the project area was again discussed. Emphasis was placed on the coordination with the property owners prior to encroachment on their properties. Where it is necessary for the Contractor to be o~ private property and the approval is granted by the property owner, the use of the property shall be kept to a minimum, both in time and area. After the use of the property, it shall be cleaned of all debris and restored to a con- dition satisfactory with the property owner. The City will contact the railroad for the permit to work within the railroad right-of-way. -6- 16. Other The Engineer will furnish additional copies of the plans and specifications as follows: Contractor - 8 sets City - 4 sets Very truly~s, C. ~/ Rasor, P.E. Ex~utive Vice President CFR:jc cc: Austin Paving Company Paul Spradling -7-