PURPOSE
Various meetings are held on a regular basis to provide a platform for those parties involved in the delivery of the project to come together to discuss those items, issues, processes, procedures, etc. that are required to complete the project, as required by contract. These platforms will also provide a vehicle to identify and track the responsibility of those parties involved with specific issues and the status and progress of various items and issues. Some of the typical project meetings include Preconstruction, Weekly Construction Progress, Monthly Schedule Update, Partnering and City Construction Management Staff meetings.
In addition, meetings such as coordination meetings, change order negotiation meetings, Request for Equitable Adjustment (REA) resolution meetings, Notice of Non-Compliance (NNC) and Job Memorandum (JM) resolution meetings are commonly used for problem prevention and resolution.
The purpose of this procedure is to provide guidelines for conducting these meetings.
REFERENCES N/A RESPONSIBILITIES
Construction Manager (CM): The CM, or designee, is primarily responsible for meeting coordination, meeting notification, agenda preparation, meeting minutes preparation and distribution, and follow-up on issues that require action by the various participants of the meetings. The CM is also responsible for conducting these meetings.
Contractor: The Contractor's Project Manager and/or Superintendent is responsible for attending all required meetings, ensuring that the appropriate subcontractor, supplier, vendor, etc. is notified of required attendance (as necessary), and preparation and distribution of Contractor required documentation such as the Contractor’s Three-week Progress Schedule.
PROCEDURE
Pre-Construction Meeting
The Pre-Construction Meeting provides the project participants with a basic project orientation of the roles, responsibilities, processes and procedures, and frontend priorities for the project. The lines of communication and the project required processes and procedures for items such as subcontractor approval and/or substitution, payment process, Office of Contract Compliance requirements, Submittals, Requests for Information (RFIs), and change orders should be addressed in this meeting.
The Pre-Construction Meeting should be held within 15 working days after issuance of the Notice to Proceed. The attendees may include the following individuals or organization representatives:
Owner/Client Representative
Project Manager (PM)
Construction Manager (CM)
Project Engineer (PE)
Community Outreach Representative (if any)
Contractor’s Project Manager, Superintendent, major Subcontractors and Suppliers
Safety Coordinator (Contractor and/or City)
Bureau of Contract Administration/ Office of Contract Compliance (BCA/OCC)
Principal Construction Inspector, the Lead Inspector, and a representative from BCA’s Materials Control Division
City Scheduler
Designer representative
Utility representative (DWP, natural gas company, telephone company, etc.)
Other City agencies (Sanitation, Department of Transportation (DOT), Police, Fire, Building and Safety, etc.)
Other government agencies that have a direct influence on the execution of the project
The CM prepares the meeting Agenda (Attachment 16.6-1). After preparation of the Agenda, written notification of the meeting is distributed to required and requested attendees. The status of the attendee, either required or requested, should be indicated on the notification. The notice should also include a copy of the Agenda, and the time, place and date of the meeting. Preparation for the meeting should include a sign-in sheet and any required handouts and notes for the meeting. Meeting minutes should be prepared and processed as noted in Procedure 16.7.
Weekly Construction Progress Meetings
The Weekly Construction Progress Meetings are held to discuss general project status, specific problems related to construction, and outstanding items to be resolved. The attendees, at a minimum, should include:
CM
PE (as required)
Contractor (and major Subcontractors)
Lead Inspector
Community Outreach Representative (if any)
City Scheduler (as required)
Owner/Client Representative
The meeting Agenda is prepared (Attachment 16.6-2) and distributed at the meeting. The CM presides over the meeting and generally covers the following:
Contract Progress/Contractor’s Three-week Progress Schedule
Job Memos and outstanding Non-Compliances Issued - The CM should establish a timeline for resolving all outstanding items
Record Drawings
Change Orders (CO) - The CM should establish the responsible party and a time limit for processing each outstanding CO
Submittals - The CM should establish priorities for processing all unapproved submittals
Requests for Information (RFI) and Plan Clarifications (PCs) - The CM should establish the time limit for all unanswered RFIs
Construction Schedule
Housekeeping and Safety Issues
Old Business - The CM should establish the responsible party and a time limit for each outstanding item
New Business - The CM should establish the responsible party and a time limit for each outstanding item
General Discussion
Meeting minutes are processed as noted in Procedure 16.7 and distributed to all attendees.
Monthly Schedule Update Meeting
The Monthly Schedule Update Meetings are held to review and discuss required monthly submittals such as progress payments, schedules, and trade staffing levels. In addition, some of the issues and topics discussed in the Weekly Construction Progress Meetings may also be addressed in these meetings, if necessary. Construction Management staff and the Contractor may elect not to have a monthly meeting if the issues to be addressed in the monthly meeting are covered and addressed in the weekly meetings.
The attendees and procedures are the same as the Weekly Construction Progress Meeting noted above.
Partnering Meeting
Partnering meetings are utilized to follow up on action items established during formal partnering sessions (see Procedure 15.1). During these meetings, PM level and Sponsor level team members meet to review:
Monthly team evaluations
Project schedule
Partnering strategy
Outstanding issues
Issue specific action planning
Depending on the size of the project, it may be possible to combine this meeting with the Weekly Construction Progress meetings.
Construction Management Team Meeting
The Construction Management Team meeting is a tool for the CM team to manage a project with large scope or with complexity. The Construction Management Team Meeting is utilized to monitor progress and identify issues hindering construction of a specific project. The attendees should include the City’s Construction Management Team (PM, CM, PE, Support Staff). During these meetings, the Construction Management Team reviews and discusses the progress of the project, including schedule variances and problem areas; responsibilities are assigned and timeframes established for resolution of identified issues. The responsible parties report back in subsequent meetings on progress being made toward resolution of previously identified issues, and report any additional issues identified. Meeting minutes (if required) should be saved in e2020 under “other meeting minutes” folder.
Construction Management Staff Meeting
The Construction Management Staff Meeting is utilized to provide staff training and ensure uniformity in managing all of the construction projects within a Program or Division. The attendees should include the CMs, estimator(s), and scheduler(s). During these meetings, the Construction Management staff should discuss:
Safety items, including procedures and concerns
Current issues affecting the contracting community and understand how they may impact current and future construction projects
Lessons learned during construction and ways to prevent similar problems from recurring in the future
Other topics of interest to the Construction Management staff
Meeting minutes and attendance (if needed) should be recorded and distributed to participants
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