ESBD_452864_1774290690863_ATTACHMENT G.B - Ellington Field (EF) Coordination And Meetings.pdf
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- Attached to
- EXTEND BARRIER ACCESS ROADS ELLINGTON AFB
- Solicitation number
- TMD25-ANG-WJ-24150011
- Issued by
- Harris County, Texas
About this file
This document is a specification attachment for coordination and meetings procedures related to a construction project at Ellington Air Force Base in Houston, Texas. The file outlines the contractor's responsibilities for managing project coordination, including scheduling, submittals, utility verification, and mechanical and electrical work routing. Key procedural requirements include a pre-construction meeting to be scheduled by the Project Manager after Notice of Award, during which the contractor must submit subcontractor lists, product lists, schedules of values, construction schedules, and safety plans. Progress meetings are required at maximum monthly intervals, with bi-weekly meetings preferred, and must be documented with meeting minutes provided to all participants within three working days. Pre-installation meetings are required for specific work sections and must be scheduled with the Project Manager notified four days in advance. The document also establishes mandatory attendance requirements, including the job superintendent, major subcontractors and suppliers, and the Project Manager as appropriate.
The execution section of the specification requires the contractor to examine and verify existing site conditions and substrate surfaces for acceptability prior to commencing work, confirm that existing substrates are capable of supporting structural attachments, and verify that utility services are available with correct characteristics and locations. The contractor must prepare all substrate surfaces by cleaning, sealing cracks and openings, and applying manufacturer-required primers, sealers, or conditioners before applying new materials. This attachment functions as standard contractual language establishing coordination protocols and does not contain pricing information, funding sources, set-asides, or other financial terms.
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Text version
ATTACHMENT G.B - ELLINGTON AFB (EF) COORDINATION AND
MEETINGS
PART 1 – GENERAL
1. SUMMARY
A. This Section includes:
a. Coordination
b. Preconstruction meeting
c. Progress meetings
d. Pre-installation meetings
e. Examination
f. Preparation
2. COORDINATION
A. Coordinate scheduling, submittals, and Work of the various sections of the Project
Manual to assure efficient and orderly sequence of installation of interdependent construction elements, [with provisions for accommodating items installed later].
B. Verify utility requirements and characteristics of operating equipment are compatible with building utilities. Coordinate work of various sections having interdependent responsibilities for installing, connecting to, and placing in service, such equipment.
C. Coordinate space requirements and installation of mechanical and electrical work which are indicated diagrammatically on Drawings. Follow routing shown for pipes, ducts, and conduit, as closely as practicable; place runs parallel with line of building.
Utilize spaces efficiently to maximize accessibility for other installations, for maintenance, and for repairs.
D. In finished areas [except as otherwise indicated], conceal pipes, ducts, and wiring within the construction. Coordinate locations of fixtures and outlets with finish elements.
E. Coordinate completion and cleanup of Work of separate sections in preparation for
Substantial Completion.
F. After Owner occupancy of premises, coordinate access to site for correction of defective Work and Work not in accordance with Contract Documents, to minimize disruption of Owner's activities.
3. PRE-CONSTRUCTION MEETING
A. The Project Manager will schedule a meeting after Notice of Award.
B. Agenda:
a. Distribution of Contract Documents
b. Submission of list of Subcontractors, list of Products, schedule of values, and proposed construction schedule.
c. Designation of personnel representing the parties in Contract
d. Procedures and processing of field decisions, submittals, substitutions, applications for payments, proposal request, Change Orders, and Contract closeout procedures
e. Scheduling
f. Safety plan submittal
ELLINGTON FIELD, HOUSTON, TX 21 May 2024
4. PROGRESS MEETINGS
A. The Contractor will in Coordination with the Project Manager:
a. Schedule and administer meetings throughout progress of the Work at maximum monthly intervals, every 2-weeks is preferred.
b. Make arrangements for meetings, prepare agenda with copies for participants, and preside at meetings.
c. Review coordination with related work
d. Provide written documentation of the meeting minutes for review and acceptance by all present within 3 working days of each meeting.
B. Attendance Required: Job superintendent, major Subcontractors and suppliers, the
Project Manager as appropriate to agenda topics for each meeting.
C. Agenda:
a. Review minutes of previous meetings
b. Review of Work progress
c. Field observations, problems, and decisions
d. Identification of problems which impede planned progress.
e. Review of submittals schedule with emphasis on Critical Path Items and status of submittals
f. Review of off-site fabrication and delivery schedules
g. Maintenance of progress schedule
h. Corrective measures to regain projected schedules.
i. Planned progress during succeeding work period.
j. Coordination of projected progress
k. Maintenance of quality and work standards
l. Effect of proposed changes on progress schedule and coordination
m. Other business relating to Work.
5. PRE-INSTALLATION MEETING
A. When required in individual specification sections, convene a pre-installation meeting at work site prior to commencing work of the section.
B. Require attendance of parties directly affecting, or affected by, work of the
C. specific section.
D. Notify the Project Manager four days in advance of meeting date.
E. Contractor will prepare agenda and preside at meeting:
a. Review conditions of installation, preparation, and installation procedures
b. Provide written documentation of the minutes of the meeting within 3 working days of each meeting.
PART 2 – EXECUTION
1. EXAMINATION
A. Verify that existing site conditions and substrate surfaces are acceptable for subsequent Work. Beginning new Work means acceptance of existing conditions.
B. Verify that existing substrate is capable of structural attachment of new Work being applied or attached.
ELLINGTON FIELD, HOUSTON, TX 21 May 2024
C. Examine and verify specific conditions described in individual specification sections.
D. Verify that utility services are available, of the correct characteristics, and in the correct location.
2. PREPARATION
A. Clean substrate surfaces prior to applying next material or substance.
B. Seal cracks or openings of substrate prior to applying next material or substance.
C. Apply any manufacturer required or recommended substrate primer, sealer, or conditioner prior to applying any new material or substance in contact or bond.
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