01 31 19 - Project Meetings.pdf
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- Attached to
- 2027 Sewer System Improvements Project
- Solicitation number
- Not on record
- Issued by
- Dauphin County, Harveys Lake Borough, Pennsylvania
About this file
This document is a project meetings specification section for construction contract administration, applicable to Capital Region Water's 2027 Sewer System Improvements Project in Pennsylvania. The specification establishes procedures for two types of meetings: a preconstruction meeting to be scheduled by the Engineer after Notice to Proceed and prior to work commencement, and progress meetings scheduled at maximum monthly intervals throughout the project. The preconstruction meeting requires attendance from the Engineer, Owner, Resident Project Representative, governmental agency representatives, major subcontractors, and the Contractor's authorized representative. The agenda encompasses 21 items including contract times, site access, permits, shop drawings, subcontractor coordination, prevailing wage requirements, insurance, safety protocols, and payment procedures. Progress meetings require attendance from the Contractor's job superintendent, Engineer, and Owner, with a minimum agenda covering work progress, schedule maintenance, submittal status, and quality standards. The Engineer is responsible for recording and distributing minutes within five days of each meeting to all participants and affected parties.
The specification provides that contractors acknowledge through bid submission that monthly meetings represent the maximum required interval, with no separate or additional payment for more frequent meetings. Both meeting types require the Contractor's representative to possess authority to make binding decisions on behalf of the Contractor regarding procedures, operations sequencing, and time schedules. The Engineer maintains control of meeting administration and documentation, ensuring coordination among all project stakeholders and establishing a formal mechanism for decision-making and communication throughout the construction period.
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Text version
01 31 19 - Project Meetings
1.0 General
1.1. Section Includes
A. Preconstruction meeting.
B. Progress 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, Resident Project Representative, appropriate governmental agency representatives, major Subcontractors, 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.
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 maximum monthly intervals. By the submission of their bid, the Contractor acknowledges that this shall be the maximum interval of such meetings, and no separate or additional payment shall be made to the Contractor for meetings held on a more-frequent basis.
B. Attendance Required: Contractors and job superintendent, Engineer, and Owner:
1. Contractor’s 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.
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 five days after meeting, to Engineer, Owner, and those affected by decisions made.
2.0 Products - Not Used.
3.0 Execution – Not Used.
END OF SECTION
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