ST9301A-CS 980514 DALLAS COUNTY
PUBLIC WORKS
May 14, 1998
Mr. Ken Griffin, P.E.
City Engineer
City of Coppell
P.O. Box 478
Coppell, Texas 75019
Re: Sandy Lake Project 91-838
(Coppell City Limits to Carrollton City Limits)
Transmittal of Pre-Construction Meeting Notes
Dear Mr. Griffin:
Enclosed are meeting notes from the Pre-Construction Meeting held May 11, 1998
for your records and use. We are sorry your city was not represented. All parties
expressed a desire to keep the public informed of project progress. If you have
any questions, please advise.
Sincerely,
· Mears, P.E.
Project Engineer
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file:coppre.trn
411 Elm Street, 4t~ Floor Dallas, Texas 75202 (214) 653-7151
PRECONSTRUCTION CONFERENCE MEETING NOTES
SANDY LAKE ROAD
PROJECT 91-838
May 11, 1998
A. WORK ORDER DATE:
The goal is for May, 1998. What date is mutually agreeable? It was mutually agreed
that a Work Order Date would be set for Monday, May 18, 1998 on the condition
that the Field Office is operable.
B. UTILITIES: ALL REPORTED TO BE CLEAR EXCEPT GTE. ANY COMMENTS
OR USEFUL INFORMATION TO BE ADDED BY THE FOLLOWING.9
1. Lone Star Gas:
2. TU Electric:
a. One pole is clear but close (10'+/-) to 66" storm sewer outfall with deep
cut. There was discussion of possibly sliding the pipe over some. This
would be accomplished by a field change. Forrest also pointed out
that there is come exposed conduit near the building on the knoll
which comes off of the new pipeline which is not on the plans. He
believes it is electrical conduit.
3. GTE:
a. Previous correspondence from GTE had indicated that underground cable
and aerial line to Bait Shop would be clear by April. To date, facilities
are still not clear. Bill Shelby reports that all underground facilities are
clear. There remains an adjustment on an aerial line. Bill had been
told that there was a ROW issue to resolve. Also, he pointed out that
there is a metering circuit which is fed from Carrollton which may
have to be removed or rolled to Coppell. Richard Barina of DWU will
coordinate with GTE. Bill said that once the ROW issue is resolved,
it will take 2-3 weeks to move the aerial. Alberta mentioned that
Dallas County ROW is clear in that area. John Meat's requested that
GTE and DWU be present at the first field meeting and everyone look
at the conflict on the ground. Bill was told that when removing the
Manhole he needs to provide 95% compaction.
4. Cable:
5. Dallas Water Utilities: Richard said regarding the 36" pipeline to be
relocated he needs a weeks notice.
6. City Water and Sanitary Sewer: Everyone was reminded that this is a Dallas
County administered project and all instructions to Contractor will be
directed to and through Dallas County personnel.
7. Emergency and routine utility contacts:
All utility companies are requested to provide the name and phone number for
personnel as well as telephone numbers for which the appropriate persons can be
reached during non-working hours emergencies and on weekends.
GTE = Bill Shelby
DWU = Richard Barina
8. UTILITY COMPANIES MAY BE EXCUSED AT THIS TIME:
C. CONTRACT ADMINISTRATION:
1. Status of executing the contract: Two fully executed contracts delivered to
Rosbel Ramos.
2. Have all paperwork items indicated in correspondence dated February 24, 1998
been accomplished? (Review items)
3. Insurance Certificate: Must be kept current.
4. EPA "NOTICE OF INTENT"; status of getting the paperwork submitted:
ALSO REMINDER ABOUT ANY SUBCONTRACTORS WHO MUST ALSO
CERTIFY UNDERSTANDING OF THE PLAN.
5. Discussion of estimate procedures and reminder about required monthly form the
contractor must provide. Janet Norman explained the monthly estimate
processing procedures. PD-7 certificate due on Friday and payment can be
picked up after 3 P.M. two weeks later (Friday). She also advised that
holidays will have an adverse effect on that schedule.
D. CITY PARTICIPATION:
The Cities of Coppell and Carrollton have committed substantial financial and personnel
resources to the successful completion of this project from its inception. The CRies will,
through Dallas County's field representatives, inspect work relating City facilities.
However, all orders, instructions and approvals to the contractor must and will come
through Dallas County.
PRECONSTRUCTION CONFERENCE
PROJECT 91-838
Page Two
E. CONSTRUCTION:
1. SUGGESTED CONSTRUCTION SEQUENCING:
Does contractor anticipate a need to request something different than what is
indicated in the plans? Peter Sturdivant delivered two copies of the project
schedule.
2. TRAFFIC CONTROL OFFICER: Contractor's designated individual to
immediately handle any correction, change or adjustment is? Forrest Scott. John
said that no traffic control plan submittal was required. Eddie Ramos
expressed concern that some phases of the construction overlap. They may
need to drain the lake as soon as possible.
3. MAINTENANCE OF TRAFFIC AND ACCESS TO RESIDENCES:
Sandy Lake Road and access to all properties must remain open at all times.
Exceptions to this will be considered only upon written requests. Written
requests must and will be handled through Dallas County. In no instance,
however, will the safety and convenience of the public be sacrificed for the
convenience of the Contractor. John especially wants staff to maintain contact
with the bait shop owner. Forrest said that he had already been in contact.
4. JOB SUPERINTENDENT:
It should be emphasized that the project superintendent must be a full time
employee of Ramex Construction Co., Inc. and be available on the project as well
as being capable and if necessary to have the authority to carry out appropriate
directives from Dallas County promptly. Forrest Scott
5. SPECIAL PROVISION TO ITEM 100:
Contractor is reminded of the requirements of this special provision which
indicates the contractor's responsibility to identify vertical and horizontal location
of underground utilities that may be in conflict. Included in Preparation of Right
of Way.
6. MATERIAL TESTING:
Any discussion relative to scheduling of testing services, contractor's cost for
PRECONSTRUCTION CONFERENCE
PROJECT 91-838
Page Three
overtime, scheduling procedures, etc. County schedules all testing. Alberta
Robinson expressed the desire to go to Commissioners Court this week with
the testing contract. Forrest asked if the bedding material was tested and the
reply was no. Peter asked if Dallas County required certifications from
suppliers and John said no. Eddie asked if TEAM would have a full time
person on the job. Answer: no. Dallas County will try to give TEAM 24
hours notice. TEAM is asked to be present at the pre-paving conference.
Eddie asked if not having a testing contract would affect Pioneer's testing
prior to mix design. This is the Contractor's responsibility. Pioneer is ready
to do trial batches. John said for them to go ahead as soon as possible.
7. TRENCH SAFETY:
Reminder about the precautions, inspections and paperwork required in special
specification 4010. Ramex needs to submit a plan signed (sealed) by an
engineer.
8. FIELD OFFICE:
Status of acquisition and installation. Ramex expects to get power this week.
The phone was promised on 5/12 but they still have to run lines from
Stemmons. Peter asked if they should block long distance on the phone.
James Walsh requested that they not block long distance. Dallas County
personnel have procedures in place to pay for long distance calls which are
only made in emergency. Forrest believes that the field office will be
operational by the middle of next week.
9. BULLETIN BOARD:
To be used to display required Workers Compensation information. May also be
used for posting Partnering Mission Statement, EPA notice of intent, etc.
Status/schedule for installation:
10. PROJECT SIGNS'
Status/schedule for installation: Project signs will be in place by the end of the
week.
PRECONSTRUCTION CONFERENCE
PROJECT 91-838
Page Four
11. WEEKLY PROGRESS CONFERENCES:
Weekly Progress Meetings, Tuesdays at 1:00 p.m., at the jobsite will be
conducted by the Dallas County's Project Engineer. Representatives of the Cities
of Coppell and Carrollton are requested to participate. Field representatives of
Dallas County Public Works Department and of Ramex Construction Co., Inc.
are required to participate weekly.
12. PARK CONSTRUCTION:
Any discussion relative to construction elements or schedule of park construction.
Bob Schantz said that the transformer is still there. Forrest said that the
finished plans show the transformer on an island in the parking lot. Bob said
that he knows some trees will have to go to tree heaven. He will get with
Ramex on the event scheduling.
G. PARTNERING:
1. Partnering will be renewed, at least monthly.
2. Partnering report cards will be discussed monthly, twice monthly at beginning of
project.
H. PUBLIC NOTIFICATIONS:
1. Copy of courtesy letter to adjacent property owners attached for comment.
2. Talk to property owners regularly. John stressed that Contractor and County
personnel talk to everyone and let the know what is happening on the project.
I. COMPLAINTS:
1. Number one rule in complaint management: Don't get them in the first place.
2. Number two rule in complaint management: If you do get them follow through
of complaint/incident investigation and action is necessary.
3. Number three rule in complaint management: Do not assume someone else is
taking care of it.
PRECONSTRUCTION CONFERENCE
PROJECT 91-838
Page Five
4. Copy of complaint form attached for comment.
5. Please provide John Mears with copy of completed form after the complaint is
handled.
K. CORPS PERMIT:
1. Are Corps Permit provisions understood?
2. A compliance report must be submitted each October 1 by Dallas County.
3. Does a meeting need to be set up with a Corps representative?
Eddie asked if there was any paper work required for them to drill the piers.
John said that we have to demonstrate that we are complying with the
permit. The COE does not have to pre-approve as long as we comply.
Alberta said that if the Contractor desired a variance from the Ozone Action
Day, it would be considered on a "single instance" basis with regard to the
impact on the travelling public.
Forrest had a question regarding an easement. Lance Charriere had a
question regarding a traffic signal foundation which is indicated in the
specifications but not shown on the plans. Also, there was a question
regarding a lighting panel in the parking lot. Bob said that as there was a
building by the parking lot he would rather that the wiring go to the building
rather than have another panel outside.
Meeting notes prepared by Janet Norman.
91-838:'d~d~tlng no~s
DALLAS COUNTY
Department of Public Works
SANDY LAKE ROAD PROJECT 91-838
PRE-CONSTRUCTION MEETING
Monday, May 11, 1998