PA9702-CS 990330MINUTES OF MEETING
Project: Coppell Aquatic & Recreation Center
Project No: 96051
Date: March 30, 1999
Purpose: Preconstruction Conference
Persons in
Attendance:
Gap/Sims
Brad Reid
R.D. Slayton
Larry Davis
Lee Stone
Jim Ragsdill
Garreth Campbell
Jerry K. Dunn
Jay Cashion
Jeffrey Koehn
Patrick Schoenfedlt
Karen Vaughn
Don Morris
Gary Beeman
Coppell Parks and Recreation
Coppell Parks and Recreation
Coppell Parks and Recreation
Coppell Construction Inspector
Coppell Building Inspector
Coppell Purchasing Department
Coppell, Risk Management Office
Hisaw & Associates General Contractors, Inc.
Hisaw & Associates General Contractors, Inc.
Hisaw & Associates General Contractors, Inc.
Brinkley Sargent Architects
Bdnkley Sargent Architects
Bdnkley Sargent Architects
Bdnkley Sargent Architects
Action by:
1, PROJECT REPRESENTATIVES: Introductions and designation of personnel representing
parties:
Owner: Brad Reid
Contractor: Jerry Dunn
Jay Cashion
Architect: Patdck Schoenfedlt
Gary Beeman
Testing Lab: Eugene Habour
Project Representative
Project Manager
Superintendent
Project Manager
Construction Administrator
Materials Testing Manager w/HSC Engineering
COMMUNICATION SEQUENCE:
Owner ~
Brad Reid
Architect
Don Morris or Patrick
Schoenfedlt
Consultants
Contractor
Jerry Dunn and Jay Cashion
Subcontractors
PROGRESS MEETINGS: Meetings will occur every other week. Determined that meetin s
wi occur on every other Tuesday at 9:00 AM, with the first meeting set for [VVed] April 1,~~,
1999 at 9:00 AM at the site. BSA shall conduct the meetings and produce the minutes.
Progress Meeting Minutes Format:
a. Current status will be identified for: Submittals; Supplemental Instructions, Proposal
Requests, and Change Orders
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b. Construction Progress, list of current work in progress and that planned for the next two
weeks.
c, Action items shall identify a particular issue and remain on the following minutes until
Owner, Contractor and Architect agree the issue has been resolved. Party to take action
is identified with each item.
4. CONTRACT: has been signed [as of Friday March 23""],
NOTICE TO PROCEED: to be issued by Jim Ragsdill with Thursday April I being the date to
start the Work. Contract time is 420 calendar days; so the date of substantial completion
shall occur on or before May 25th, 2000.
6, BONDING: Has been reviewed and accepted by owner; in contract package.
INSURANCE: Has been reviewed and accepted by the city; it is included in the contract
package. Brinkley Sargent requests that contractor amend the Certificate and list BSA as
additional insured's.
SCHEDULE OF VALUES: Submit for review on AIA G702 and Continuation Sheet AIA G703
per Section 01025 of the Project Manual, Major divisions of the work are as indicated in the
Project Manual as a guide to the contractor. Under each section breakout labor and matedal
separately, This needs to be done at least 20 days prior to submitting the first Application of
Payment,
APPLICATION FOR PAYMENT: AIA G702 and Continuation Sheet AIA G703 per Section
01025 of the Project Manual. Turn around time - Five (5) days in Architect's office plus
twenty (20) days minimum for Owners processing. Submit on or before the last last day of
each month. If applications are received by noon on Wednesday's they are processed each
week by that Friday.
Fax Rough (Pencil Copy) Draft for review five (5) days pdor to issuance of final copy. To
BSA, attn: Don Morris (972) 960-9751.
Need Schedule for Values 20 days prior to submitting first application for payment. Four (4)
notadzed copies of applications shall be submitted to Architect on or before the last day of
the month. Architect noted the requirement for a release of liens and payment of debts and
claims form be submitted by Contractor and all Subcontractors receiving greater than $5,000
on the previous month's application for payment. Checks to Contractor will be mailed.
Mr. Ragsdill to verify if electronic funds transfer is available; it is desired by H&A.
10. CONSTRUCTION SCHEDULE: Submit initial copy to the Architect no later than 15 days from
the Notice to Proceed as described in the Project Manual, Section 01300. Present the
schedule in the form of a network analysis in accordance procedures generally referred to as
Critical Path Method (CPM). Submit three (3) copies. Discussed completing project on time
and liquidated damages of $2000 per day. Discussed need to submit requests for additional
weather days along with each month's payment application. National Climatic Data will be
used as basis for additional time. Discussed need to promptly identify anything that Owner or
Architect is or is not doing which is adversely affecting progress. Reviewed that if timing of
incorporation of items into the work conflicts with recommended procedures that those items
need to be identified and discussed as soon as possible. Example, landscaping should be
incorporated at the recommended season. Owner and Architect will work with the Contractor
to exclude previously identified items from holding up substantial completion. Jerry Dunn
identified that structural steel is a potentially cdtical item time-wise for shop drawing submittal
and review.
Required reviews for the aquatic consultant will need to be determined and advanced notice
will need to be provided for scheduling; a list of those reviews are listed in the project manual.
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11.
SUBMITTALS and SHOP DRAWINGS: Submit per Project Manual, Section 01300. All
Submittals and Shop Drawings must be clearly identified with a unique specification number
and submittal number, subcontractor, area in the project to be used, and other pertinent data
for the Architect's review. Each submittal shall also include a stamp indicating that the
General Contractor has reviewed the item and that it meets the intent of the plans and
specifications. Submittals to be reviewed promptly; precise turn-around time not defined as
some items require coordination with other submittals; some take longer to properly review.
Contractor was urged to complete submittal process as soon as possible so resubmittals and
problems with obtaining materials can be promptly identified, preventing delay of the Work.
Contractor to identify if a submittal is critical time-wise, especially if several are submitted
together.
A location for the required masonry mock-up is to be determined. Mock-ups are covered in
section 01430 and are encouraged to be erected as soon as possible.
Proposed substitutions for alternate materials or methods should meet the requirements of
and Section 01300 of the Project Manual.
Brad Reid requests that 2 additional copies of all submittals be provided to him at the time of
submission.
12. CHANGE ORDER PROCESS:
13.
14.
15.
Amhitects' Supplemental Instructions (ASI): Instructions only; no modification in Contract
Sum of Days intended. If days or dollars are affected, the party affected needs to
immediately notify the Contractor, who is to notify the Architect, prior to doing the work.
Proposal Requests: For pricing only; not a direction to proceed with modifications to the
Contract.
Change Order Proposals shall all be addressed to the Architect. "COP's" may be in response
to an issued Proposal Request; an answer to a RFI; an answer to an ASI; or some other
event. Some items will be approved and the Contractor may be directed to proceed prior to
the Change Order being signed. The Architect, on all Change Order directives, will inform the
Contractor in writing.
Change Order: The actual contract modification device. Some items will be approved and
the Contractor directed to proceed pdor to the Change Order being signed; the Contractor will
be informed in writing by the Architect on all Change Order directives.
TIME DELAYS: Extensions of time on a calendar basis shall be submitted each month with
the application for payment as outlined in Section 01025.
INSPECTIONS: All notifications by General Contractor. Advance notification
(commencement of each phase or major division of work) to Architect. City inspections,
including any special tests by the Fire Marshal, are as required.
TESTING REQUIRMENTS: Testing Lab is HBC Engineering attention to Eugene Harbeur.
(Tel. 214-630-1010). Payment is directly by Owner. Refer to specification Section 01410 and
applicable specification sections for requirements.
Copies of reports to be sent to: Owner- Brad Reid; Don Mords- Brinkley Sargent Architects;
Mike Stenstrom- Turner Engineera; Jerry Dunn with Hisaw & Associates; one copy to Larry
Davis of the city's building inspection department; one copy to Lee Stone of the city's
engineering inspection department; and the concrate supplier [for concrate test results only].
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BSA 16.
DISTRIBUTION OF CONSTRUCTION DOCUMENTS: "Construction Issue" is planned to be
issued in the very near future. One copy paid for by Owner [per paregraph 6.1.3 of contract];
rest by Hisaw & Associates General Contractor. Brad Reid requested I full size set and one
half- size set of drawings; Jim Ragsdill requested one full size set of drawings and a project
manual.
H&A 17.
RECORD DOCUMENTS: Contractor to maintain one clean set of working drawings,
specifications, supplemental drawings, shop drawings, etc. Update as required. Record
drawings to be kept current and be easily accessed when needed for reference or
coordination purposes.
H&A 18.
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CONTRACTOR'S USE OF THE SITE:
Job site trailer to be located in a convenient manner to allow for the orderly execution of the
work.
Staging areas to be located as needed and appropriate. Need to be careful not to tear up the
adjacent ball field and Kid Country. Children playing nearby and the continued operations and
safety concerns for park users were identified.
Storage areas for materials to be located as needed and where appropriate. Staging will
probably shift; initially a portion of the east parking lot will be provided with staging shifting to
the south parking area after it is constructed.
A Texas Parks and Wildlife job sign to be located in an appropriate location next to the road.
Brad Reid to provide direction for this 'additonal' signage. Project sign has been erected.
H&A
19. CONTRACTOR CLOSEOUT: refer to specification sections 01700, 01710, 01720, 01730 and
01740.
H&A
20. SAFETY PROCEEDURES: The Contractor is to initiate, maintain and supervise all safety
precautions in connection with the Work. A clean site is typically a safe site.
H&A 21.
BUILDING PERMIT: The plans have been reviewed by the City, and the Permit is ready to be
picked up according to the Building Official, Contractor to promptly notify the architect of any
items required by the city [or other inspectors] on the permit set or as issues adse in the field.
H&A
22. LIST OF SUBS: H&A provided a list at the meeting.
23. A city construction inspector is anticipated; space for those operations in the contractor's
construction trailer will probably be sought.
The foregoing conveys our understanding of items discussed and conclusions reached dudng this meeting.
Minutes shall be accepted as submitted unless otherwise notified in wdting within ten days.
Copies:
Participants Mike Stenstrom- TEl Dave Cade - G&S Melissa Grimes- SW Jo~ge Gonzales - CSM
Dale DeClue- C/H Karen Vaughn - BSA 96051 C1 Eugene Hathour - HBC Engineering
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