006-013119 PROJECT MEETINGS 71-FA-8.1.pdf
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- WC2608 SWOPE Stormwater Basin Retrofit Project
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- Chester County, Pennsylvania
About this file
This is a project meetings specification document (Section 013119) prepared by West Chester University of Pennsylvania for the WC2608 SWOPE Stormwater Basin Retrofit Project, dated October 8, 2026. The specification establishes requirements for three types of project meetings: a Pre-Construction Conference to be held prior to any work commencing at the project site; periodic Progress Meetings to be conducted normally every two weeks during the contract duration, with frequency and schedule determined by the University in coordination with the Contractor; and Pre-Completion Meetings to be held prior to project completion for larger, more complex projects. The Pre-Construction Conference agenda must address a minimum of 29 topics including contract basics, key representatives, lines of communication, construction schedule and sequencing, change order and payment procedures, prevailing wage requirements, permits, equipment deliveries, quality control, environmental protection, security, and warranty requirements. Progress Meeting agendas must include review of meeting minutes, outstanding submittals, open requests for information, change orders, schedule status, and planned work for the following two weeks, with particular focus on resolving schedule delays. Pre-Completion coordination should address final work plans, utility tie-ins, furniture and equipment delivery, final inspection procedures, record drawings and operations manuals, and warranty requirements. The University will designate a party, normally the Professional, to record and publish records of all meetings.
No specific pricing, contract cost ranges, set-asides, or incumbent contractor information is contained in this specification document. The document serves as contractual requirements for project administration and communication protocols rather than procurement terms. The Pre-Construction Conference must include attendance by the Contractor's project manager and superintendent at minimum, with the University's Professional typically in attendance. All meeting attendees are required to focus on resolution of open items and issues, with particular emphasis on schedule recovery discussions if the project falls behind schedule. The specification requires commitment from all parties involved to implement any agreed-upon solutions or schedule revisions necessary to ensure completion within the contract time.
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Text version
WCU Project No. WC2608 SWOPE Stormwater Basin Retrofit Project
October 8, 2026
General Requirements for 71-FA-8.1 Section 013119 - Project Meetings
SECTION 013119
PROJECT MEETINGS
PART 1 - GENERAL
1.01 PRE-CONSTRUCTION CONFERENCE
A. A Pre-Construction Conference shall be held prior to any work taking place on site. The purpose of the Pre-Construction Conference is to acquaint the Contractor(s) with University contract administration and policies and to introduce the entire project team to each other.
B. The University will conduct the Pre-Construction Conference at the project site or other convenient location. Representatives of the University and the Contractor shall attend.
Representatives should be familiar with and authorized to conclude matters relating to the Contract and the work. At a minimum, the Contractor’s project manager and superintendent shall attend. The Contractor may have his major subcontractors, manufacturers, and suppliers in attendance at the Conference, although their attendance is not normally necessary. The University’s Professional will normally be in attendance at the Conference.
C. The agenda should include at least the following topics:
1. contract basics (price, duration/dates, etc.)
2. key representatives and organization of all parties
3. lines of communication
4. contracting authorities and agents
5. distribution of contract documents
6. distribution of university procedures and forms
7. coordination of prime contractors’ work
8. tentative construction schedule and critical work sequencing
9. review of critical contract clauses and requirements
10. procedures for requests for information
11. procedures for change orders
12. procedures for applications for payment
13. procedures for submittals
14. preparation of record drawings/documents
15. use of the premises
16. office, work, and storage areas
October 8, 2026
General Requirements for 71-FA-8.1 Section 013119 - Project Meetings
17. utilities
18. university and facility policies and access
19. working hours
20. permits and intergovernmental requirements
21. UCC coordination with the Department of Labor & Industry
22. prevailing wage and labor standards
23. equipment deliveries and priorities
24. quality control
25. disputes
26. environmental protection
27. security
28. housekeeping and clean-up
29. substantial completion and contract completion
33. warranties
D. The University will designate a party to record and publish a record of the Conference.
Normally this will be the Professional.
1.02 PROGRESS MEETINGS
A. Periodic Progress Meetings will normally be held every two weeks during the Contract duration, but the frequency and schedule will be determined by the University in coordination with the Contractor. The purpose of Progress Meetings is to review status of work to date and plan for future work.
B. Representatives of the University and the Contractor shall attend the Meetings.
Representatives should be familiar with and authorized to conclude matters relating to the Contract and the work. At a minimum, the Contractor’s project manager and/or superintendent shall attend. The University’s Professional will normally be in attendance at the Meeting.
C. The agenda should include at least the following:
1. review and approval or correction of minutes of the previous meeting
2. review of any special coordination or other meetings held since the previous Periodic Progress Meeting
3. review of outstanding submittals and late submittals
October 8, 2026
General Requirements for 71-FA-8.1 Section 013119 - Project Meetings
4. review of open requests for information
5. review of open change orders and change order requests
6. review of any tests or inspections that were not successful
7. review of progress, in relation to the Project Schedule, since the last Periodic Progress Meeting
8. review of work, in relation to the Project Schedule, planned for the next two weeks
9. review of other items of significance that could impact the project or progress
10. review of present and future needs of each Contractor and party present
D. In all cases, the Meeting attendees shall focus on a plan for resolution of open items and issues.
If the project is behind schedule, discussion shall include a determination of how construction that is behind schedule will be returned to schedule, and securing of commitments from parties involved to do so; such discussion shall include whether schedule revisions are required to ensure that current and subsequent activities will be completed within the contract time
E. The University will designate a party to record and publish a record of the Meeting. Normally this will be the Professional.
1.04 PRE-COMPLETION MEETINGS
A. Prior to the completion of a project, and particularly for larger, more complex projects, specific pre-completion coordination should be accomplished. The purpose of pre-completion coordination is to conduct detailed planning and coordination for the completion of the project, with the goal of ensuring the facility is totally operational and functional and prepared for occupancy in a timely manner. Pre-completion coordination may involve parties, other than the Separate Prime Contractors, who have input or actions required to make the facility ready for occupancy. Pre-completion coordination may take place during or in conjunction with Progress Meetings, or a separate meeting may take place.
B. Pre-Completion coordination may include, at least, the following:
1. plan for the final work by each Separate Prime Contractor
2. tie-ins for permanent utilities
3. delivery and staging of furniture and equipment onsite
4. final inspection procedures
5. items due to the University at completion (record drawings, O&M manuals, etc.)
6. warranty requirements and plan
PART 2 – PRODUCTS
(Not Used)
October 8, 2026
General Requirements for 71-FA-8.1 Section 013119 - Project Meetings
PART 3 – EXECUTION
(Not Used)
END OF SECTION 013119
| SECTION 013119 |
| PROJECT MEETINGS |
| PART 1 - GENERAL |
| 1.01 PRE-CONSTRUCTION CONFERENCE |
| D. The University will designate a party to record and publish a record of the Conference. Normally this will be the Professional. |
| 1.02 PROGRESS MEETINGS |
| E. The University will designate a party to record and publish a record of the Meeting. Normally this will be the Professional. |
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