Job Book 9th Edition - Book - Page 262
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Stage 5 > Construction: Supplementary Material: 5/SM3
5/SM3: Pre-contract meeting
(actions for the contract administrator)
This meeting, sometimes referred to as the pre-start meeting, is crucial.
The site inspectorate may have already been briefed at separate meetings, or the
briefing could form part of the initial project team meeting. At the meeting, all
personnel will be introduced, and lines of communication can be unequivocally
identified and defined. This is the first opportunity for all the project team
members to meet and for effective working arrangements to be established.
It is essential for the person identified as the contract administrator to know the
full range of contractual requirements of the project, and to be alert to potentially
difficult areas. As chairman of the meeting, this person must establish mutual
confidence and see that different viewpoints are aired and accommodated
before the project gets under way.
he business of the meeting is likely to cover a wide range of topics and it is
T
important to start with a clear agenda and stick to it. For a specimen agenda,
see Figure 5/1.
Agenda items at pre-contract meeting
Introductions
• Introduce the representatives who will regularly attend progress meetings
and clarify their roles and responsibilities. The client, the contractor and the
design team may wish to introduce themselves.
• Briefly describe the project and its priorities and objectives, and any
separate contract which may be relevant (e.g. preliminary, client’s own
contractors).
• Indicate any specialists appointed by the client (e.g. for quality control, for
commissioning) for this contract.
Contract
• Describe the present position with regard to preparation and signature of
contract documents.
• Hand over any outstanding Technical Design and variation instructions.
Review the situation for issuing other important information.
• Request that insurance documents be available for inspection immediately;
remind the contractor to check specialist subcontractors’ indemnities.
Check whether further instructions are needed for special cover.
• Confirm the existence, status and use of the Information Release Schedule, if
used. Establish the procedure for agreeing adjustments to the schedule
should they be necessary.
