013119 Meetings R2.pdf

PPPL Meetings August 2023

MEETINGS 013119 - 1

SECTION 013119 – MEETINGS

PART 1 GENERAL

1.1 SUMMARY

A. General:

1. The following applies to this section:

a. PPPL General Provisions for Non-Commercial Subcontracts Part G - Provisions & Conditions for Fixed Price Construction Subcontracts

b. Related requirements in other Subcontract Documents including, but not necessarily limited to the Drawings and the Specification Sections in the Project Manual.

2. Review these documents for coordination with additional requirements and information that apply to work under this Section.

3. Related Sections:

a. SECTION 013200 - SCHEDULES AND PROGRESS

DOCUMENTATION

b. SECTION 013514 - BUILDING INFORMATION MODELING

REQUIREMENTS

c. SECTION 014100 - QUALITY REQUIREMENTS

d. SECTION 015000 - TEMPORARY FACILITIES AND CONTROLS

e. SECTION 018113 - SUSTAINABLE DESIGN REQUIREMENTS

B. Section Includes:

1. Requirements for the Subcontractor’s scheduling and administering of pre-construction meetings and periodic progress meetings.

2. Specially called meetings throughout progress of the work.

3. Meetings for other purposes are covered elsewhere in the Subcontract

Documents.

1.2 REQUIREMENTS INCLUDED:

A. Schedule and administer pre-construction/preparatory, weekly progress, field engineering, safety, and specially called meetings throughout progress of the Work.

1. Prepare and distribute agenda for meetings.

2. Distribute written notice and agenda of each meeting four (4) working days in advance of the meeting date.

3. Make physical arrangements for meetings.

4. Preside at meetings.

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5. Subcontractor will conduct the meetings, prepare minutes, and provide presentation materials; include significant proceedings and decisions.

Items not concluded will be retained on the agenda and in the minutes until conclusion is recorded in subsequent minutes.

a. Unless otherwise specified, the subcontractor shall distribute electronic copies of minutes within two (2) working days of the date of each meeting or teleconference to PPPL to review and comment on, then modify meeting notes accordingly, and distribute to participants in the meeting, to parties affected by decisions made at the meeting, to the PPPL procurement specialist, project manager, construction manager, field construction manager, safety officer, design team, and third party consultants. Subcontractor shall upload all agendas and meeting minutes to the Construction Project Management (CPM) software.

b. Minutes shall include:

i. The title, date, time, and location of the meeting

ii. A list of attendees and contact information

iii. The agenda

iv. A list of major issues, and documentation of resolutions and exchanges

v. Identification of action items, owners, and need by dates,

vi. The effect of the meeting’s conclusions relative to subcontract schedule or cost.

vii. All relative attachments reviewed during the meeting

B. Representatives of Subcontractors, lower-tier subcontractors, and suppliers attending meetings shall be qualified and authorized to act on behalf of the entity each represents.

C. PPPL representatives will attend meetings to ascertain that Work is expedited consistent with Subcontract Documents and construction schedules.

1.3 PRE-CONSTRUCTION MEETING: PRE-KICK-OFF/KICK-OFF

A. PPPL will schedule a meeting after notice of award and prior to “Notice to Proceed” chaired by the PPPL Procurement Specialist and attended by PPPL PTR.

B. Attendance Required: Subcontractor Key Personnel (Project Manager, Superintendent, Safety Officer, Quality Assurance Professional at a minimum), PPPL identified lower tier subcontractors, and others required.

C. PPPL will record minutes and distribute copies for this meeting.

D. Agenda:

1. Designation of personnel representing the parties in subcontract

a. Org Charts

b. Contact Lists

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2. Distribution of subcontract documents

3. Review of Notice to Proceed/Kick-Off Deliverables:

a. Performance and Payment bonds

b. Certificate of Insurance

c. Construction Schedule

d. Schedule of values

e. Integrated Safety Management (ISM) Plan

f. Job Hazard Analysis (JHA)

g. List of chemicals that will be brought on site along with the SDS

h. Lower-tier subcontractors (of applicable)

i. OSHA qualified on-site Supervisor

j. Quality Assurance Program (QAP)

4. Discussion of procedures and processing of field decisions, submittals, substitutions, applications for payments, proposal request, change orders, request for information, and project closeout procedures

5. Scheduling, sequence of construction, and scheduling of inspection and testing

6. Submittals required for mobilization & temporary facilities and controls

7. Safety overview including site access, training/permit requirements, documentation/planning requirements, meeting requirements, etc.

8. Procedures for maintaining project record documents (as-builts)

9. Requirements for start-up of equipment & inspection/acceptance of equipment put into service during construction

1.4 SITE MOBILIZATION MEETINGS

A. Subcontractor shall schedule and preside over meetings prior to mobilizing onto the construction site. This is a readiness review to discuss all permits, sequence, and schedule for mobilizing equipment, materials, and other facilities necessary for the completion of the Work. The Subcontractor shall prepare a Logistics Plan to discuss construction operations and the impact to the surrounding site. Also see paragraph 1.10.

1.5 PPPL ES&H ORIENTATION

A. See Section 013100 ESH Requirements for information on orientation / training.

1.6 COORDINATION MEETINGS

A. Weekly coordination meetings will be arranged and conducted by the Subcontractor.

The purpose of these meetings will be to discuss progress of the work, jobsite safety, coordination issues, and other pertinent project concerns. Subcontractor shall be represented by its project manager and site superintendent. The Subcontractor’s safety professional, quality assurance professional, and MEP Coordinator (and periodically lower-tier subcontractors) shall be available if required by the project or requested by PPPL. Other attendees may include the AE, CM, the PPPL Procurement Specialist, Project Manager, Construction Manager, Field Construction

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Manager, Field Safety representative, site inspectors, and other PPPL personnel who may be affected by the work.

B. The Subcontractor shall prepare the agenda with coordination from PPPL and preside at meetings.

C. Preparation includes preparation of the 6 week look-ahead by the Subcontractor according to Section 013200 – Schedules and Progress Documentation.

D. Agenda:

1. Project safety

2. Review work completed, 6 week look-ahead schedule and project milestones

3. Review of RFIs, submittals and material lead times

4. Quality Assurance/Quality Control

5. Sustainability Requirements

6. Old Business

7. New Business

E. CM/GC shall record and prepare minutes of the meetings and distribute copies.

F. End-of-Month Coordination Meeting

1. The agenda for the last meeting of the month shall include review of overall project CPM schedule (including progress photos), significant issues of the Subcontractor (including safety update), significant issues of PPPL, Change Orders, and the Subcontractor’s Application for Payment, a summary of any unresolved disputes and a summary of any new Cost Proposals.

1.7 DAILY TAILGATE/TOOLBOX

A. Subcontractor’s Safety Plan shall include daily Tailgate/Toolbox meetings. And the subcontractor shall preside over and record/provide record documents for daily tailgate/toolbox meetings.

B. All workers are required to attend the daily meetings and confirm attendance by signing the daily work plan. No workers shall be allowed to perform any work without signing the daily work plan and prior to completion of the daily Tailgate/Toolbox meeting.

C. Lower-tier subcontractors are expected to participate in the general daily tailgate/toolbox meeting and have their own daily tailgate/toolbox coordination meeting.

D. Refer to PPPL ESHD 5008 Manual for information on Work Planning and Hazard Analysis. See Section 013100 ESH Requirements for further details.

https://slacspace.slac.stanford.edu/projects/CPC/PSLB/Published%20Documents/SECTION_013200_-_SCHEDULES_AND_PROGRESS_DOCUMENTATION.docx

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1.8 SAFETY STEWARDSHIP MEETINGS

A. Weekly meeting lasting approximately 30 minutes to discuss project safety issues from the past week and project safety issues for the coming weeks. In addition, project-to-date trends will be reviewed, including compliance with daily tailgate/toolbox meetings, safety performance review, problem areas, lower-tier subcontractor concerns, shutdown interfaces.

B. Required attendees include subcontractor project manager, superintendent, and safety representative. Additionally, any lower-tier superintendent or foreman as necessary or requested by PTR, PPPL Field Safety representative, PPPL Field Construction Manager, and PPPL Project Manager.

C. Preparation includes provision of the 6 week look-ahead by the Subcontractor according to Section 013200 – Schedules and Progress Documentation.

1.9 LOGISTICS IMPACT MEETING

A. A weekly meeting lasting approximately 30 minutes to discuss site logistics as they relate to ongoing activities at the PPPL. The Subcontractor shall prepare a summary of related project activities, such as roadway or building access disruptions, utility tie-ins/shutdowns, crane locations, etc. which impact the overall PPPL site. The Subcontractor shall prepare an updated Logistics Plan to review as required.

B. Required attendees include subcontractor, superintendent, & project manager, and safety representative. Additionally, as requested by PTR, PPPL Field Safety representative, PPPL Field Construction Manager, PPPL Project Manager, PPPL Security, and other impacted PPPL department representatives as necessary.

C. Preparation includes Site Logistics Plan by the subcontractor according to Section 015000 – Temporary Facilities & Controls.

D. The Subcontractor shall be responsible for preparing all documentation for review and shall record and distribute minutes to all appropriate parties.

1.10 COST MEETING

A. A biweekly (or weekly if required) meeting to review summary and status of allowances, forecasted changes, Potential Change Orders, Field Orders and Subcontract Modifications. This meeting may also be utilized to review work in place for monthly requisitions.

B. Required attendees include the subcontractor PM, PPPL PTR/PM, AE, and CM.

C. The Subcontractor shall be responsible for preparing all documentation for review and shall record and distribute minutes to all appropriate parties.

https://slacspace.slac.stanford.edu/projects/CPC/PSLB/Published%20Documents/SECTION_013200_-_SCHEDULES_AND_PROGRESS_DOCUMENTATION.docx https://slacspace.slac.stanford.edu/projects/CPC/PSLB/Published%20Documents/SECTION_013200_-_SCHEDULES_AND_PROGRESS_DOCUMENTATION.docx

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1.11 PRE-INSTALLATION MEETINGS

A. When required in individual specification sections, in the Quality Control Plan, or as determined by PPPL, Subcontractor shall convene a pre-installation/pre-mobilization meeting at the site prior to commencing work of specified section including:

1. BIM Coordination meetings to coordinate utility routing, clash detection, access requirements, etc. Refer to Section 013514 for additional information related to BIM Coordination meetings.

2. Dedicated coordination meetings for any and all utility outages and work planning.

3. Dedicated coordination meetings for Audiovisual installation.

4. Dedicated coordination meetings for Security component installation

(cameras, card readers, and door hardware).

5. Dedicated coordination meetings for IT and network cabling component installation.

B. Attendance is required by all personnel directly affecting, or affected by, work of the specific section including sub-tier foremen and superintendents.

C. The Subcontractor shall prepare agenda and preside at meetings to:

1. Review conditions of proposed installation, preparation, and installation procedures.

2. Review coordination with related work of other Subcontractors on site.

3. The Subcontractor shall record and distribute minutes.

1.12 GUARANTEES, BONDS AND SERVICE MAINTENANCE SUBCONTRACT REVIEW

MEETINGS

A. Refer to SECTION 017700 CLOSEOUT PROCEDURES

PART 2 PRODUCTS – NOT USED

PART 3 EXECUTION – NOT USED

END OF SECTION 013119