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ST9302-CS 980721 (2)JUL 24 '98 07:48AM KIMLEY-HORM FT WORTH Sandy LakeRoad Pre-BidMeeting Notes P. Meeting Time: 2:00 P.M., Tuesday, July 21, 1998 Meeting Place: Coppell City Hall, 255 Parkway Blvd., 2~ Floor Conference Koom I. Before the meeting, J.P.. Wilson, Gifford-Hill-American, Inc.'s Senior Sales Kepresentafive, stated his concern over PVC and PE water pipe being smaller I.D. than the specified sizes. II. a) b) c) d) Meeting Agenda Jim l~¥sdill, City of Coppell Purchasing Agent, said that any addendum must be issued at least 4 days prior to the bid opening. Addendum will be issued prior to August 1, 1998. Jun Battad, DW'V Engineer, wiIl fax his comments to KHA tomorrow to include with~ Addendum. Item No. 2 of the pre-bid Agenda should read as "Qualification Requirements", not "Pre- qualification R~uirements". 2 or 3 low bidders must submit financial statement, expense record, and equipment schedule within 5 days after the bid opening Utility shutdowns wilJ be coordinated with DWi, UTK~, Coppell, and Flower Mound. Item No. 6 - City obtained permission from property owner at Sra. 16+68 (right) to reconstruc~ stockade fence on top of retaining wall. f) Item No. ? - East encl of project wii~ ti~ into paving plans from Sverdr#p (not available yet), Final quantities may be a~ected. This Dallas Count)' project may be revised so that the City of Coppell can construct Sand Lake Road through MacArthur ~lvd. on the east end of the project. Dallas County will be involved with inspection of this part of the project ~ncludiug: g) Paving Drainage Sewer Line Relocation and Traffic Si§halS However, this may be assigned as a change order or bid as a separate project. Item bio. 8 - Moore Road / Sandy lake Road intersection will be constructed as part of this project. 24 '98 07:48~M KIMLEY-HORM FT WORTH P.~/5 Lake Ro~d Pre-Bid M~ti~ Not~s, July 21, 1998, Pag= 2 III. Contractor comments to questions. a) Phased construction for filling borrow ditches is subsidiary to the project (no additional payment for this item will be made). b) Potholing for the existing D.W.U. 30" water main is included as a separate bid item. d) e) 0 g) h) Contractor shall provide a construction trailer for the project, and shall include space for the City's Project Representative. Two possible sites for the trailer are the T.I/. R.O.W. and Gordon Hood tract. Normal working hours for the City Project Representative are Monday through Friday 8:00 A.M. - 5:00 P.M. Ex~ended working hours are usually approved by the City, provided that the noise ordinances are met. Overtime pay for inspection will be paid by the Contractor at a rate of $30~our, 4 hours minimum, including weekends and , holidays. The City will either hire an inspector (via contract services) or use one of the current inspectors assigned for development and capital improvement projects. Prevailing wage rates will be included in the Addendum. All water used by the Contractor will be purchased from the City, The Contractor must pay a deposit for the construction meter and pay monthly commercial rates for the water used. (Water used for filling water mains must also be purchased.) DWV Bid Form will be revised to show only each Bid Item's total price; the material and labor costs will be removed from the Bid Form. Computerized Bid Forms must include bid prices in both words and figures; Contractor shall sign Bid Affidavit and submit 2 copies of the Bid Form (1 original and 1 copy). i) DWU Bid Form will be revised to include both mobilization and move-in/move-out bid items. J) City of Coppell will pay for initial construction testing. The testing lab has not yet been selected. k) Temporary Pavement: 1) Detour Lane widths --- 10' minimum 2) Temporary pavement thickness = 6" base 4. 2" HMAC Contractor must maintain in a driveable, safe condition. 3) No designated let~ turn lanes will be required. JUL 24 '98 07:49AM KIMLEY-HORM FT WORTH P.4/5 Sandy Lake Road Pr~-Bid Meeting Notcs, ]ruly 21, 1998, Pag~ 3 4) Markings, buttons, signs, painting will be included as part of the traffic control plan submittal to the City. 5) Concrete barriers will be included as a separate Bid item in the Addendum. 1) Coppell award recommendation will go to the City Council for approval on August 25. The work start date will be approximately October 1. m) Franchise Utility Relocations: Companies have been notified to relocate, south side transmission poles, (TO) north side distribution lines (T~), and gas lines at Moore Road (Lone Star Gas.) n) DWIt award recommendation will go to the City council August 12. The financial details and agreement have been finalized between the 2 cities. o) there are no minority / women' $ business requirements on this project. p) there are no areas along Sandy Lake Koad for a concrete batch plant. T,V. will probably not allow this on their R.O.W. (Texas Air Control Regulations must be met). q) City's testing does not alleviate Contractor's responsibility for their own quality control. r) the addendum will address the contract award based on all or part of the alternate bid items (lime vs cement stabilization, drilled shafts eliminated for spread on footing retaining walls) s) Contractor will state time required to complete project. This will also be a selection determination. t) this project will be high-profile: (news coverage, ribbon cutting ceremonies, etc.) u) Debris in proposed concrete channel area will be removed by the Contractor. v) Concrete channel will stop at the location designated as a future landscaping pond. w) Pay requests usually receive a 5-day turnaround period at the City. No interest can be charged for late payments a~ applicable to State laws. x) Contractor shall submit traffic control plans, and sequence of construction schedules to the City of review. y) Field changes may be necessary due to new development along Sandy Lake road (streets, driveways, water/sewer lines, drainage, etc.) JUL 24 Bl? 355 50?0 '98 08:01AM KIPS-HORN FT WORTH ~ P,5/5 Sandy Lake Road Pm-Bid Meeting Notes, July 21, 1998, Page 4 No earthwork cross-sections are currently available, old sections and survey data are available to the Contractors upon request. This information is only application for phasing development by thc Contractor. aa) the .typical road section per City Standards will be included in the addendum. bb) Temporary fencing will be necessary at the Hcrtz/S.L.R.S.W. corner (dog kennels) cc) All tree removal must be coordinated with the city in advance. All trees approved for removal must be disposed of as soon as possible at, er cutting. dd) The areas on the plans designated as straight sidewalks are limited by right-of-way width. ce) No fly ash will be allowed in concrete mix designs. ff~ Contractor must submit traffic control plan designating week-end road closings and high early strength concrete for intersection construction.