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ST8201-CS 880523 (2)GINN, INC. CONSULTING ENGINEERS May 23, 1988 Mr. Steve Goram, Director of Public Works City of Coppell P.O. Box 478 Coppell, TX 75019 Re: Denton Tap Road Improvements from Belt Line Road to Sandy Lake Road; and from Sandy Lake Road to Denton Creek, Coppell, Texas. Dear Mr. Goram: We are transmitting the minutes of the preconstruction conference for the subject projects. As you can see, we have.expanded the Agenda format to include the notes pertaining to each item of discussion. If you have any questions, please call. Sincerely, Project Engineer 17103 Preston Road · Suite 100 · LB 118 · Dallag Texas 75248 · Phone 214/248-4900 PRECONSTRUCTION CONFERENCE MINUTES DENTON TAP ROAD IMPROVEMENTS FROM BELT LINE ROA~ TO SANDY LAKE ROAD: AND DENTON TAP ROAD IMPROVEMENTS FROM SANDY LAKE ROAD ON C PART ONE INTRODUCTION All attendees were introduced and their work affiliations stated. PROJECT SCOPE A general description of the work to be accomplished on each project was presented. CONSTRUCTION SCHEDULE AND SEQUENCE A. UTILITY ADJUSTMENTS/RELOCATIONS The general discussion began with the statement that all of the known utilities operating their facilities within the Denton Tap Rd. R.O.W. have been kept continually informed of the City's intentions regarding the improvement of Denton Tap Rd. to a six lane divided thoroughfare. All of those same utilities had been invited to this conference. Lone Star Gas, Texas Utilities, and the City of Coppell Water Department were not in attendance. General Telephone Co. is in the process of hiring a contractor to perform their relocations. GTE's top priority work is the Grapevine Creek and they will need to coordinate closely with L.H. Lacy to accomplish this work ASAP since this is also an important area for L. H. Lacy to begin their bridge and channel improvement work. GTE will open bids on Wednesday May 19, 1988 for their work. Texas Utilities has several power poles to relocate. L. H. Lacy Co. will contact Texas Utilities (Glen Fabian or Tim Brancheau) to set up a meeting with them to discuss T.U.'s expedient relocation of power poles that conflict with the Road Improvements. Ginn, Inc. has recently sent marked plans to T.U. showing the locations of power poles which probably have to be relocated. DENTON TAP ROAD IMPROVEMENTS - PRECONSTRUCTION CONFERENCE PAGE 1 Paragon Cable has one underground crossing on the north side of Bethel Road which they are preparing to relocate. They have not received any notice from T.U. regarding relocation of any of the poles that Paragon is on. Farris King of C. R. McCreary indicated that power pole relocations may affect the location of the service connection for the bridge lights. He has heard nothing from T.U. regarding this. The attendees were made aware that the Contractor, L. H. Lacy, is responsible for contacting the utilities to schedule any relocations or to have facilities exposed for measurement. The utilities present were urged to respond to L. H. Lacy in a timely manner. The utilities were also urged to coordinate their relocation efforts with L. H. Lacy. Since Lone Star Gas Co. was not in attendance, L. H. Lacy must contact them concerning locating and possibly relocating their distribution facilities which may be in conflict with the proposed improvements. Ginn, Inc. stated that the anticipated effective date for a "Notice to Proceed" is June 1, 1988, contingent upon securing a Temporary Construction Easement from the property owner for the property located south of Grapevine Creek and west of Denton Tap Road. B. TEMPORARY ACCESS AND DETOURS Detours and temporary access drives will be constructed by L. H. Lacy during the course of the projects in order to provide maximum access for all adjacent properties and maintenance of two way traffic throughout the projects. That being the case the utilities were asked to conduct their work accordingly. COMMUNICATION It was emphasized that all jobsite communication be directed to L. H. Lacy Co., who is in charge of the site, and any communication to Ginn, Inc. or the City will come through L. H. Lacy. Walter Ellison of Ginn, Inc. requested that all Contractor and utility supervisory personnel provide him with telephone nnmhers at which they can be reached during non-working hour emergencies. Mr. Ellison stated that he would provide L. H. Lacy with a copy of the City of Coppell's policies and procedures for utility relocations. DENTON TAP ROAD IMPROVEMENTS - PRECONSTRUCTION CONFERENCE PAGE 2 GTE was asked to provide Ginn, Inc. with two copies of their proposed relocation/lowering plans, and keep Ginn, Inc. and L. H. Lacy informed of their progress. ADJOURN PART ONE (EVERYONE EXCEPT CONTRACTOR, GINN, INC., SUBC0NSULTANTS, AND TESTING PERSONNEL MAY LEAVE) PART TWO CONSTRUCTION SEQUENCE AND SCHEDULE L. H. Lacy was asked to submit their proposed schedule and any planned variances to the suggested sequence of construction to Ginn, Inc. as soon as possible. Ginn, Inc. asked that the schedule be in bar chart form and that L. H. Lacy also submit a cash flow projection for the projects as soon as possible. SUBMITTALS Ginn, Inc. is working on a list of shop drawings and submittals which L. H. Lacy will have to submit for review. One item mentioned here was the alternate trench safety system, which is proposed to be a trench box. Ginn, Inc. will require that the trench box meet the design requirements of the alternate trench safety systems as specified on the drawings, and that the shop drawings be sealed by a registered professional engineer (Texas registration). The same requirements will also pertain to the temporary retaining wall at the Grapevine Creek Bridge. PAY REQUESTS Pay requests will be handled in accordance with the provisions of Division 1, except that the number of copies to be submitted has been changed to 7, at the request of the City of Coppell. L. H. Lacy has offered to computerize the pay request forms. Ginn, Inc. will transmit the standard pay request forms to L. H. Lacy in order that they may try to computerize them. .SPECIFIC ITEMS OF CONCERN GTE's conduit lowering at Grapevine Creek is of utmost importance to the project, and L. H. Lacy must work closely with them to accommodate the lowering in order to proceed with the project in an orderly manner. It is also very important to monitor the location of the lowered facilities so that during the balance of L. H. Lacy's work, including the 8" waterline relocation, will not result in an interruption of GTE's service to their customers. DENTON TAP ROAD IMPROVEMENTS - PRECONSTRUCTION CONFERENCE PAGE 3 Farris King of McCreary mentioned that L. H. Lacy, T.U. and Ginn, Inc. must meet to discuss the details of the electrical services to the bridge lighting systems. Stan Reed of Reedcon, Inc., the Structural Engineering Consltutant, mentioned that the grades on the existing bridge deck of the Cottonwood Branch Bridge will have to be checked closely by the Contractor prior to beginning construction, in order to determine if the proposed grades on the widening will match in an acceptable manner. John H. Haynes and Associates, Inc. will perform the trench safety inspections and will have the final decision on any matters concerning the safety or appropriateness of the trenching on the projects. L. H. Lacy was asked to try to coordinate their trench efforts with the trench safety inspection effort in order to avoid disputes. Personnel on the projects should report any problems concerning trench safety immediately to the trench safety inspector, or Ginn, Inc. construction review personnel if the trench safety inspector is not on site. L. H. Lacy is considering the use of cement modified subgrade in lieu of lime treatment. L. H. Lacy needs to submit their proposal, including technical data supporting its use, and cost and time savings data to Ginn, Inc. as soon as possible so that it can be evaluated in plenty of time to allow its use in the case that it is acceptable. John H. Haynes and Associates will review the technical data and make their recommendation to Ginn, Inc. Ginn, Inc. will review the cost and time savings to the City of Coppell. Ginn, Inc. emphasized the importance of L. H. Lacy's verification of the horizontal and vertical location of all known underground utilities which may be in conflict with the improvements included in the scope of work of these projects. As noted in the Special Provisions to Item 100, there will be no payment for preparation of Right-of-Way until the Contractor has verified the above mentioned locations of existing underground utilities and provided Ginn, Inc. with drawings detailing all conflicts. Ginn, Inc also requested that L. H. Lacy have the Ginn, Inc. field office in full operation at the site prior to beginning any "pay item" work. DENTON TAP ROAD IMPROVEMENTS - PRECONSTRUCTION CONFERENCE PAGE 4