Meeting Minutes For s1

Meeting Minutes for Post Award Conference

Fort Gillem Enclave Force Protection (Access Control Point) Project # W9128F-09-R-0085

Meeting Location: Ft. Gillem Fire Dept. Conference Room – Atlanta, GA Meeting Time & Date: October 15, 2009; 8:30 a.m.

Attendees: See attached copy of the sign-in sheet

1. Team member introductions. 2. Opening words by T. Tom Dickens, P.E. whom is the ACE’s COR rep for this project. a. Reminded all to take a team approach to the project. b. Turned over meeting to Slone Associates, Inc for Design Charet. 3. Opening words by Santiago a. Gave a quick over view of topics to be covered during the charet. Agenda shown on screen. (a copy of agenda is attached to meeting minutes for reference)

4. Civil Engineer’s presentation: a. Overall review of the proposed site design given by Jim Mullins at JJG. b. Reviewed slide of a aerial photo with proposed b. Jim noted that the storm drainage design was same as shown in the RFP because the ACE’s design did not require any design modifications. c. Jim requested confirmation of the dumpster enclosure location. The corps will comment on this at time of first plan review. d. Jim requested surveyed locations and inverts for all existing utilities. Govt. responded that our project team should contact George ______? whom works at the Outside Plant Division. Michael Hutt also offered to furnish a CD of CAD file containing locations of all the U/G utilities. He asked that Santiago request the CD through T. Tom Dickens.

of 5 e. Jim noted that there could be a potential conflict with foundation for the new guard house and existing U/G lines shown on RFP plan. He was told previously that due to reaction time requirements for the gate barrier, the Guard House could be shifted a maximum of 5 feet to the north if this would lessen the conflict. Further study of this condition may be needed once he reviews the utility plans forthcoming.

5. Other Civil Design Discussions: a. There is no DSL services available within the project. Contractors should plan on using cell phones for telecommunications and air cards for wireless data communications on-site. b. All requests for flagging existing U/G utility locates during construction phase of project should be submitted to Ivan ______? Ivan will route to appropriate party. Field markings of utilities are generally completed within 2 weeks of the request date. c. Michael Hutt noted that the existing fire suppression line on the site had been installed in 2005. The fire line is constructed with 8” Sch. 80 PVC and is about 24” below surface. He mentioned there could be a forthcoming scope change request from the ACE changing the proposed fire line tie-in location point from where it is shown on RFP to a new tie-in point on a 8” fire line running along Hood Ave. d. On Hood Ave., no communication cables are to be removed. e. Reviewed slide of aerial photo. Redline showed approx. routing of the new perimeter fencing. New permanent fencing will traverse old air strip and cross over some roadways. No gates were specifically requested at roads or runway. Extensive discussions about leaving opening in fence or possibly adding gates at intersection of North 20th Street & K Street occurred but no decisions were determined. Further thought from a security perspective will need to be done before any action is taken. f. Mike Hutt warned that fence line at northern boundary will cross some existing U/G sanitary lines from an old treatment plant located at north side of new fence. He also recommended that the new fence lines which run parallel with roads should be installed about 12 feet from edge of road pavement to avoid any conflicts with U/G utilities. g. Also discussed road detours around the site. Blue line on aerial photo slide showed possible detour. The consensus at meeting seemed to confirm the proposed detour on slide was best option. Govt. will be handling traffic control for alternate detours around our site. h. The building demo is under a separate contract to be done by others. Exact dates for demolition of buildings # 704 & 817 were not known at this time but govt. believed he oSlone Associates, Inc has assumed the demo will be done prior to initial site work. It was communicated that the Bldg demo needs to be done before start of our work to avoid conflicts with early site fill and grading operations. Refer to item 6E of these minutes for related topic.

of 5 i. Two options for construction site access were discussed at length. Option 1: Use existing Gate on Flanker Road. This gate is primarily used by delivery truck traffic. PROS: gate is existing CONS: truck traffic can back-up which could cause problems for concrete delivery and dirt haulers. POSSIBLE FIX: Pre-schedule concrete pours and dirt deliveries during off- hours and/or extend gate hours. Option 2: Contractor installs perimeter fence around entire construction site to completely isolate construction site from the secured area of the fort. PROS: This would create a temporary construction entrance that is not subject to security access requirements. CONS: The temporary security fence would need to comply with strict security specs of the permanent fencing. (i.e. 7’-0” high with 3 strands of barb wire) Cost of temp fencing could be expensive. If this becomes viable option, Contractor will provide a proposed plan for pre-approval showing fence layout along with staging plan for contractor(s). j. It was noted that timber harvesting will be occurring from January to March of next year which will increase traffic on Flankers Road. k. It was noted that there will be two other contractors performing construction projects concurrently.

6. Reviewed projector slides of the 3D color renderings for each of the proposed building structures along with the corresponding floor plans. a. Visitor Control Center (VCC) 1. Govt. clarified that there were no specific red brick color requirements since this structure was not in close proximity to other existing brick buildings. 2. Govt. clarified that there were no specific green color for roof panels. They will select paint color during the submittal process. 3. Major McClinton, Jr. suggested that a swing gate or lift gate be added at the visitor counter to provide a separation barrier between the waiting area and processing room. b. ID Check Canopy 1. No questions asked or comments made. c. Truck Shelter 1. The floor plan shown on slide presentation must be updated to show columns along the north side of structure being repositioned onto the raised concrete curb per previous RFP discussion comments. d. Vehicle Shelter 1. No questions asked or comments made.

of 5 e. Gatehouse 1. Govt. requested dark bronze color for the storefront door and window frames. 2. Govt. expressed concerns that there were no bollards in current design to protect the electrical transformer and emergency generator. 3. Govt. asked for clarification if the emergency generator was to be powered by natural gas or diesel. The electrical engineer responded that it was to be a diesel fuel generator. 4. Govt. expressed concern that no fuel containment area was shown for emergency generator fuel tank in case of a fuel leak. It was clarified by electrical engineer that the belly tank was constructed with double walls.

7. LEED Discussions: a. The two structures that will be designed for LEED silver designation are the VCC and Gate House. b. Contractor will complete appropriate worksheets to demonstrate that structures in item “a” above are LEED silver certifiable but these structures will not actually be “certified” per the terms listed in the RFP. 8. Design Production Schedule a. The Notice to Proceed (NTP) was issued today. b. The contract duration for the D/B project is 530 days. c. Reviewed schedule in detail. (copy attached for reference) d. A more detailed breakdown of this schedule will be provided. e. Slone Associates, Inc needs to send a formal letter addressed to Ivan ______? Notifying him of the specific date that the demolition of both buildings # 704 & 817 must be completed before it will delay the project schedule.

9. Misc. Items of Discussion: a. The application for the Land Disturbance Permit (LDP) must be signed by the “Owner” prior to submitting it to the State for approval. Ivan ______? requested that this application be sent to him so he can obtain the appropriate signature for this document. b. Govt. using Doctor Checks for the submittal review process. c. All RFIs should be submitted as an Bidder Inquiry ??? d. Mike Hutt mentioned that there has been a recent suggestion that the chapel building be saved and relocated rather than being demolished. No further information was available at this time.

of 5 10. MEP Design Clarifications: a. Per RFP requirements, there are to be 12 pairs of communication cables in base contract scope. During meeting govt. IT reps requested 6 pair cable be pulled to the VCC and 12 pair cable be pulled to the Gate House communications room. b. Per RFP requirements, there are to be eight 4 inch conduits. These eight conduits run from MH 736 and stub-up into the Communications Room 105 of the Gatehouse. Govt. IT reps requested during the meeting that two (2) conduits be stubbed up in the VCC and four (4) conduits be stubbed up in the Gate House. c. Govt. IT reps indicated that any U/G conduits crossing under roadways and paved parking lots must be concrete encased with minimum 24” of soil over the encasements.

11. Final comments by Santiago: a. Weekly conference calls for coordination updates will be scheduled for Thursdays. Those present at today’s meeting were tentatively agreeable to this day for the conference call. Slone Associates, Inc will firm up exact time for the conference calls via email. b. Conference calls should be limited to a 1 hour duration. Santiago will issue a weekly agenda in advance. He will advise team members of a 1- 800 # to be used for these conference calls.

**************** END OF MEETING MINUTES ****************

These minutes have been prepared to provide documentation of the major discussions that occurred during the meeting. Please review these minutes at your earliest convenience. Advise Slone Associates, Inc, in writing, within three (3) business days of any errors or omissions that you feel need to be addressed. Otherwise, the record of these minutes will stand as is and it will be assumed that all the participants are in full agreement.

Prepared by: Santiago Iturralde Date: 10/20/09

Distribution: All attendees SA job file

Attachments: (1 page) copy of meeting agenda ( 1 page) copy of meeting sign-in sheet ( 1 page ) copy of design schedule