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MEETING MINUTES
City of Grapevine, TX
TO:
Meeting Attendees
FROM: Lorna Gibson
MEETING LOCATION: Coppell City Hall
MEETING DATE: December 17, 2003
MEETING TIME: 11:00 am
PROJECT: Bass Pro Drive/Bethel Road
SUBJECT: Interlocal Agreement & Construction
The following represents my understanding of the events and items discussed. Provide
wriffen notification within 10 business days after receipt of the meeting minutes to note
items of clarification or correction. A revised copy will be issued noting these items.
Meeting Attendees:
.Company.:
Ken Griffin
Jerw Hedge
Stan Laster
Lorna Gibson
City of Coppell
City of Grapevine
City of Grapevine
City of Grapevine
Discussion:
1. Coppell will not sign an agreement with D/FW Airport concerning tax shadng and D/FW
will not grant the request for RQW from Coppell unless they sign the agreement.
Therefore, Coppell is looking at eliminating free right turn lanes and reducing or
eliminating medians to avoid having to get ROW from D/FW. Also placing the back of
curb at or near the ROW line is a possibility. A final roadway section will need to be
determined, It is possible that Grapevine will need to reduce the roadway section in
Grapevine Jf ROW is not obtained from DIFW for the project or if Coppell changes the
cross section that they are using.
2. Coppell will sell bonds in April or May 2004, bid their portion of the project in April or
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May 2004 and start construction in June 2004.
Coppell is agreeable to biding both the Grapevine section and the Coppell section as
one project and combining the two sets of plans into one plan packet with one set of
bid quantities. There will be an internal estimate of the quantities for both sections with
separate takeoffs. Grapevine will put money up at the stad of the project with Coppell
and Coppell will manage the project and contract, process change orders, and provide
inspections services. An intedocal agreement will be drafted by Grapevine for this
project.
Coppell has qualification requirements that the contractor will need to meet. Grapevine
will have our attorney check the bonding company,
Several design criteria and bidding criteria were discussed:
· Grapevine uses a .5000 PSI mix for the pavement while Coppell uses a minimum
5 ~ sack mix. Grapevine runs lime series or pH series for the subgrade and Coppell
uses a standard 45 Ib/sy application rate. The subgrade requirements will need to
be agreed upon prior to the completion of the plans and specifications.
· Access will be provided to businesses at afl times.
· Trench safety plans will be submitted by the contractor.
· The design engineer sets the survey control and then it is the contractor
responsibility to maintain the control and provide all additional survey work,
· Coppell has not heard of any environmental concerns but part of their project
impact jurisdictional waters.
· Coppell has designed their culvert crossings for the 25 year storm. -
· The contractor will be responsible for providing record drawings and provide a 2
year 50% maintenance bond naming both Coppell and Grapevine.
Liquidated damages per NOTCOG will apply to the project.
· The plans will be sold by the design engineer at a price sufficient to cover printing
costs.
o The bids will be addressed, accepted and opened by Coppell. A pre bid meeting
will be held in Coppell and any pre bid questions will be directed to the purchasing
agent at Coppell, A 5% bid security will be required.
· Coppell has recluirements to determine if a bidder is qualified and has criteria to
establish business, location and experience of the contractor.
Action Items:
1. Grapevine will draft and forward the interlocal agreement.
2. Determine final roadway cross section.
3, Determine subgrade requirements.
xc: File