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WA8801-CS 890208GINN, INC. February 8, 1989 Mr. Jim Watts McLean Construction, Inc. P.O. Box 10759 Killeen, TX. 76547 CONSULTING ENGINEER RE: MINUTES OF PRECONSTRUCTION CONFERENCE MEETING FOR 24" CROSS-TOWN WATER LINE AND MISCELLANEOUS WATER LINE PROJECT Dear Mr. Watts: A preconstruction meeting was held on Monday, February 6, 1989 at the City Hall, City of Coppell. The following persons were in attendance: Mr. Jim Watts . Jim McLean M!2 Ron Farr Howard Pafford .. Richard Diano ~d~r. Per Birdsall Mr. Tommy Dickerson Mr. Tim Brancheau Mr. Roy Johnson Mr. Kevin Peiffer Mr. J.R. Richardson Mr. Gabe Favre McLean Construction McLean Construction Coppell-Inspection Coppell-Water Dept. Coppell-Parks Dept. Coppell-Street Dept. Explorer Pipeline TU Electric GTE Ginn, Inc. Ginn, Inc. Ginn, Inc. 817-634-4514 817-643-5204 214-462-9010 214-462-8495 214-462-8495 214-462-8495 817-994-3263 214-323-8910 214-318-0027 214-248-4900 214-248-4900 214-248-4900 The following items or subjects were mentioned or discussed: 1. Identification of Official Representatives of Owner, Contractor and other interested agencies: Owner: City of Coppell P.O. Box 478 Coppell, Texas 76019 (214) 462-0022 ~ Alan Ratliff, City Manager Russell Doyle, P.E., City Engineer' Steve Goram, Director of Public Works Engineer, 17103 Preston Road · Suite 100 · LB 118 · Dallas, Texas 75248 · Phone 214/248-4900 !' t~ml I '1 I McLean Construction February 8, 1989 Page 2 Engineer: Contractor: Ginn, Inc. Consulting Engineers 17103 Preston Road, Suite 100 Dallas, Texas 75248 (214) 248-4900 Gabe Favre, Project Manager J.R. Richardson, Project Field Representative McLean Construction Inc. P.O. Box 10759 4805 Trimmier Road Killeen, Texas 76547 (817) 634-4514 or 634-5204 Jim Watts Jimmy McLean 2. Responsibilitles of Engineer: -does not "supervise" the contractor's employees, equipment or operations. -will not dictate or advise as to means or methods of "Work" or safety regulations during the project...contractor expected to comply with all codes and safety practices related to this type of construction. -Ginn,Inc. will administer project, make field observations, review shop drawings, review and make recommendations to City on pay applications, provide all correspondence for project, make determinations on plans and specifications as required, act as representative of the City of Coppell. 3. Responsibilities of Owner: -abide by owner/contractor agreement -make payments based upon Engineer's recommendations ~d4t,',"/ cpcz4,~g,5 -does not have authority to makes changes in work without first going through proper channels. ~ gi~4q,~- ~'~,fr, a, T~F' JtT~'J~ (~G~~z-C~ McLean Construction February 8, 1989 Page 3 Responsibilities of Contractor: -reviewed owner/contractor agreement, be familiar with it -reviewed plans and specs/contract documents -have an understanding of the work to be completed 5. Responsibilities of any other agency contributing to the project: -other utilities are involved...but have no jurisdiction their facilities and being careful not to regarding this contract...need to cooperate with them in locating destroy -Continental pxpe and Explorer pipe will be involved...agreements have been prepared and signed by contractor, included in the contract documents. 6. Notice to Proceed: -notice to proceed is given as on or before February 13, 1989. -contract is 150 calendar days -completion date is therefore July 13, 1989 7. Liquidated damages: -liquidated damages are $500.00 per calendar day beyond contract completion date ' 8. Requests for extension of contract time: -will not be considered at the beginning of the project -will not be considered unless proper justification is provided -will have to be approved by the City Council as a change order -will have to be made in accordance with the contract documents 9. Procedures for making partial payments: -refer to specs Section 00810 page 7...on or before 10th of the month...all work up to last day of previous month...all McLean Construction February 8, 1989 Page 4 quantities must be verified with field representative prior to submitting in final form -5% retainage on this project -~ill usually go on the fourth Tuesday council meeting and be id shortly thereafter -if not in correct form, or quantities have not been verified, then it may be delayed -usually takes 1-2 days after it reaches our office -time in the field depends upon the amount of quantities and the time it takes to verify with the inspector lO. Guarantee or warranty on completed work: -one year from date of completion and final acceptance of owner...not the date of substantial completion ll. Other requirements of the contract and specifications which deserve special discussions by all parties: -Addenda 2 modifications have been incorporated into the plans -we have 3 sets of plans and specs for the contractor, any additional sets can be made at cost of printing -contractor will be paid on actual work and quantities incorporated into the work and not necessarily the exact numbers listed oD. the bid form...which was used for bid comparison only ork se~e'~nceTM must be submitted and reviewed by the engineer i0~._..t_o_.;~lng construction to -field engineering (stake out) is responsibility of contractor, bench marks are shown on the plans...dimensions and distances are also shown...we will require copies of all survey information -progre.ss meetin · sh~l be sch~e U ed by the cont.ractor....we meetings McLean Construction February 8, 1989 Page 5 -when submitting monthly pay applications...also submit monthly updated progress schedules...see specs -contractor shall submit weekly progress reports also...this is essential to the project ~op drawings...see specs for work requiring shop drawings and how to submit...usually takes one week turn around for review and distribution...but may take longer in some instances... -testing laboratory services...paid for by the engineer for initial testing...any re-testing will be requested and paid for separately by the contractor...Haynes and Hollon will be the testing lab, since they did the original report and recommendations...we will be testing trench backfill... -submit a concrete mix design for concrete to be used on this project -inspections...or rather resident project representative c~rv{ce~ are clearly written out in the contract documents.. our people will adhere to this section of the documents as ~o~Qly possible -maintain project record drawings in accordance with the specs...as-built drawings will be prepared by the contractor... -the excavation, fill and backfill are extremely important in construction of the water lines...review specs thoroughly trench excavation shall be done in strict accordance with the trench safety study guidelines -any area disturbed by construction, not receiving paving or some other type of treatment will be grassed...solid sod not hydro-mulched or seeded...this includes watering and mowing -concrete destroyed during construction shall be replaced as soon as possible, or interim paving shall be provided to provide safe passage for vehicles and people 12. Contractor,s schedule: -have contractor describe schedule in sufficient detail to enable the owner and engineer to plan their operations regarding fire, police and utility services McLean Construction February 8, 1989 Page 6 Equipment to be used by contractor: -type of equipment to be used by contractor...especially on Mac Arthur Blvd. section of project-concerned about weight, steel tracks tearing up existing streets -dirt hauling trucks (backfill material) concern about spilling material on existing streets are responsible for cleaning up. 14. Contractor,s plans for delivering materials to site: -what about pipe...where will it be placed and how far in advance? -where will you store backfill material? -where do you intend to place machinery after working hours? -work must be done between the hours of 8 a.m. and 6 p.m. 15. Subcontracts: -need names, addresses and phone numbers of subs...even though we will deal only with the general contractor 16. Schedule of materials delivery: -when will pipe be delivered and where/ -procedures to be adopted by contractor in accounting for and storing the materials...will it be placed on the pay applications as materials on hand? 17. Change orders: -any work not shown on the plans or specs and requiring addition or deletion of money or contract time will be considered only in the form of a change order... -minor field changes may be made...with consent of engineer and contractor as long as it does not require a change order or involves money. McLean Construction February 8, 1989 Page 7 18. Staking of work: -contractor must stake out all components of the project -engineer help in locating bench marks for control. 19. Project inspection and final acceptance of work: -the owner may require other inspections...when you get permit, please check with permit department. -final acceptance and approval of the work will be in accordance with the specs... 20. Labor requirements: -there is a prevailing wage scale rate on this project 21. Rights-of-way and easements: -~1 of the work, generally, is in the right of way of the City of C~lppell...temporary construction easements may be required by the contractor, dependent upon equipment requirements, space etc.,and 11 be the responsibility of the contractor -contractor will have to coordinate with the other utilities and the railroad and gas companies. 22. Project signs: ~/C~re pon ibility of the contractorj 23. Comments, questions etc. are the -Public Works requested 24 hours notice when notice for shutdowns occurs so that they may coordinate with homeowners...also requested that they turn all valves...Ginn, Inc. has forms for use on shutdowns, when required...on line location, City requested 24 hour notice also. -services along Mac Arthur are all copper services -Richard Diano concerned about irrigation/sprinkler controller along Mac Arthur McLean Construction February 8, 1989 Page 8 -Still working with City of Dallas on permit...we will get back with the contractor as soon as possible. -Parkway Boulevard...water line on west side may be deleted from this contract and done by others...we will have information soon. -question arose as to intent of 16" ductile iron pipe...whether /it required polywrap or not...specs give either/or situation..we will check into it and contact contractor. -contractor requested use of "easy" flange on 16" ductile pipe...we asked for information to be submitted. -contractor asked if the intent was to have insulation kits on the in-line valves...we indicated NO, not required. -contractor requested clarification on manhole covers, whether 300# or 275# would be acceptable...we requested that they submit information for review and comments. -contractor asked for type of meter boxes to be used...we indicated that they should submit something to review, but City standards would be acceptable. -contractor asked where United Concrete drawings were in the review process...we indicated they would be available in one week -Ginn, Inc. advised contractor to get us your needs for r~ons~r~ction_~ase~en~ ~equirem~nt_~s and we will work with you on -discussed the construction, lane closures etc. on Line B, MacArthur Boulevard section of the project...we asked contractor to provide details and requests when submitting construction schedule. -other miscellaneous items were discussed McLean Construction February 8, 1989 Page 9 Should you have any questions regarding any of the above, please do not hesitate to contact us. Please sign below and return one copy to us for our files. Sincerely, Gabe Favre cc: All attendees listed Steve Goram File 274/215 The above items are noted and concurred with, but understood not to be a modification of any existing contracts or agreements. Concurrence: McLean Construction, Inc. By: Title: Date: