01 31 19 - Project Meetings.pdf
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- Solicitation number
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- Lancaster County, Pennsylvania
About this file
This is a project meetings specification document prepared by Herbert, Rowland & Grubic, Inc. for the Elizabethtown Area Water Authority's Water Main Replacement Project Phase 4 (Contract No. WR-4). The specification outlines the procedural requirements for three types of meetings: preconstruction, progress, and coordination meetings. The preconstruction meeting must be scheduled by the Engineer after Notice to Proceed and prior to work commencement, with mandatory attendance from the Engineer, Owner, and Contractor representatives authorized to make binding decisions. The preconstruction agenda includes twenty-one items covering critical project elements such as engineer status, resident project representative designation, communication procedures, contract times, site access, permits, work schedules, shop drawings, prevailing wage requirements, insurance, and safety protocols. Progress meetings must occur at minimum monthly intervals throughout the work duration, with required attendance from contractors, job superintendents, the Engineer, and Owner, supplemented by subcontractors and suppliers as appropriate. The progress meeting agenda focuses on reviewing previous minutes, assessing work progress and quality standards, identifying scheduling impediments, and coordinating submittal status. Additionally, coordination meetings must be held as needed with other contractors, personnel, and subcontractors to ensure effective work coordination.
The specification establishes that the Engineer will prepare and distribute meeting minutes to all participants within seven days of progress meetings, ensuring documentation of decisions and procedures affecting project execution. The document provides no specific pricing terms, set-asides, incumbent information, or funding details, as it functions solely as an operational procedural specification for construction administration and project coordination. The specification does not define contract term or renewal options, as these elements are governed by separate contract documents. This section represents standard construction industry practice for formal project management and stakeholder communication on municipal infrastructure projects.
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Text version
01 31 19 – PROJECT MEETINGS
Herbert, Rowland & Grubic, Inc. 01 31 19 - 1 009280.0426
SECTION 01 31 19 – PROJECT MEETINGS
PART 1 - GENERAL
1.1 SECTION INCLUDES
A. Preconstruction meeting.
B. Progress meetings.
C. Coordination meetings.
1.2 PRECONSTRUCTION MEETING
A. Engineer will schedule and preside over meeting after Notice to Proceed and prior to commencement of Work at the site.
B. Attendance Required: Engineer, Owner and Contractor.
1. Contractor representation: person vested with the authority to make necessary decisions on behalf of the Contractor, and such decisions shall commit the Contractor to the agreed procedures, sequence of operations and time schedules.
C. Agenda:
1. Engineer's Status During Construction.
2. Resident Project Representative (RPR).
3. Project Communication Procedures.
4. Contract Times.
5. Project Site: Access and Rights-of-Way.
6. Permits and Approvals.
7. Field Engineering.
8. Changes in the Work procedures.
9. Work Schedule.
10. Shop Drawings.
11. Substitutions.
12. Job Conference Schedule.
Herbert, Rowland & Grubic, Inc. 01 31 19 - 2 009280.0426
13. Payment Applications.
14. Temporary Utilities.
15. Emergency Phone Numbers.
16. Field Office Facilities.
17. Subcontractors.
18. Prevailing Wage and Payroll Certifications.
19. Insurances.
20. Steel Products Procurement Act Certifications.
21. Safety and OSHA.
22. Control of Work.
D. Engineer will record minutes and distribute copies to participants, with copies each to Contractor(s), Owner, and those affected by decisions made.
1.3 PROGRESS MEETINGS
A. Engineer will schedule and administer meetings throughout progress of the Work at minimum monthly intervals.
B. Attendance Required: Contractors and job superintendent, Engineer, and Owner.
Subcontractors and suppliers, as may be appropriate to agenda topics for each meeting, only with Engineer’s approval or request.
1. Contractors’ representative shall be vested with the authority to make any decisions on behalf of the Contractor, and such decisions shall commit the Contractor to the agreed procedures, sequence of operations and time schedules
C. Minimum Agenda:
1. Review minutes of previous meetings.
2. Review of Work progress.
3. Planned progress during succeeding work period.
4. Maintenance of Progress Schedule.
5. Field observations, problems, and decisions.
6. Identification of problems impeding planned progress.
Herbert, Rowland & Grubic, Inc. 01 31 19 - 3 009280.0426
7. Review of submittal schedule and status of submittals.
8. Coordination of projected progress.
9. Maintenance of quality and work standards.
10. Other business relating to Work.
D. Engineer will record minutes and distribute copies to participants within seven days after meeting, and those affected by decisions made.
1.4 COORDINATION MEETINGS
A. In addition to other meetings specified in this Section, hold coordination meetings with other Contractors, personnel, and Subcontractors to ensure coordination of Work.
PART 2 - PRODUCTS - Not Used
PART 3 - EXECUTION - Not Used
END OF SECTION 01 31 19
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