Audio Sessions Session 5 MEETINGS Education Program Certified Construction Contract Administrator (CCCA) Preparatory Course 2011 The Construction Specifications Institute www.csinet.org This presentation is protected by US and International copyright laws. Reproduction, distribution, display and use of this presentation without written permission of the speaker and The Construction Specifications Institute is prohibited. The Construction Specifications Institute 2011 1 AIA The Construction Specifications Institute is a Registered Provider with The American Institute of Architects Continuing Education Systems. Credit earned on completion of this program will be reported to CES Records for AIA members. Certificates of Completion for non-aia members available on request. This program is registered with the AIA/CES for continuing professional education. As such, it does not include content that may be deemed or construed to be an approval or endorsement by the AIA of any material of construction or any method or manner of handling, using, distributing, or dealing in any material or product. Questions related to specific materials, methods, and services will be addressed at the conclusion of this presentation. 2 1
Learning Objectives To understand the purpose and frequency for each type of meeting To explain the procedures and administration for meetings To be familiar with the purpose and agenda for progress meetings To explore the purpose, timing, participants, agenda for preinstallation meetings The Construction Specifications Institute 3 A. Procedure and Administration of Meetings Session Outline STUDY GUIDE: Subject Matter Area No. 5 5% 1. Location and facilities 2. Schedules 3. Participants 4. Administration 5. Minutes MEETINGS B. Types of Meetings 1. Progress meetings a. Participants b. Agenda 2. Preinstallation meetings a. Purpose b. Timing c. Participants d. Agenda 3. Closeout meetings 4. Other meetings The Construction Specifications Institute 4 2
MEETINGS STUDY GUIDE AREA NO. 5 The Construction Specifications Institute 5 PROCEDURE AND ADMINISTRATION OF MEETINGS STUDY GUIDE: Submit Matter Area No. 5 - A. 1. Location and facilities 2. Schedules 3. Participants 4. Administration 5. Minutes The Construction Specifications Institute 6 3
Have PAL Purpose - Agenda - Limit on time Have a published agenda Controlled discussions to stay on topics Convene and adjourn on a pre-determined schedule Contribute to team approach Meetings Effective Meetings 4 7 Procedures and Administration Division 01 specifications Types of meetings to be held during construction Establish administrative and procedural requirements Frequency Participants Meeting administration Topics for discussion Divisions 02 through 49 specifications Meetings required prior to installation of certain products Coordination meetings 4.1 8 4
Participants Effective meetings involve individuals appropriate for issues on agenda Attendees have authority to represent their respective interests binding decisions my be required and agreements reached may have legal implications for all parties involved Decisions and commitments should recorded in minutes 4.1.3 9 Administration One individual designated to preside over meeting to maintain focus and order and responsible for Preparing agenda Distributing agenda prior to meeting Convening and adjourning on time Ensuring that minutes are distributed in timely manner Contract documents normally establish who will perform this function 4.1.4 10 5
Minutes One primary participant assigned to take minutes that record Date and time Location Weather conditions at time of meeting List of attendees and contact information Late arrivals and early departures should be noted Should follow agenda and be in format that allows easy identification of actions required of each participants 4.1.5 11 Minutes Timely distribution of minutes should be made to each participant and others affected by decisions made Opportunity should be made for each participant to respond to accuracy of minutes Corrections and comments should be distributed in same manner Interpretation of documents discussed during meeting are followed up with written documentation Written minutes are not contract documents 4.1.5 12 6
TYPES OF MEETINGS STUDY GUIDE: Submit Matter Area No. 5 - B. 1. Progress meetings a. Participants b. Agenda 2. Preinstallation meetings a. Purpose b. Timing c. Participants d. Agenda 3. Closeout meetings 4. Other meetings The Construction Specifications Institute 13 Progress Meetings Concerns progress of the work Provides forum of matters pertinent to timely completion of work can be discussed For complex projects or projects of short duration, daily or weekly meetings may be necessary Regular progress meetings facilitate coordination and administration of project 4.2.2 14 7
Minutes of previous meetings Progress and schedule Material and equipment Deficiencies Requests for interpretation Progress payments/ applications Progress Meetings Agenda Changes and modifications Record documents Sustainable project items Action items Other new issues Date and time for next meeting 4.2.2 15 Pre-installation Meetings Purpose Review and clarify installation procedures, phasing, and coordination of participants and processes Focuses on specific concerns and does not relieve Contractor s responsibility to coordinate the work Have the right people at the meeting! 4.2.4 16 8
Pre-installation Meetings Purpose Usually based on nature of installation, complexity, and interrelationship of installation with other work Helps participants understand complexities of proper installation of certain materials and products according to contract documents Form of quality assurance specified in PART 1 GENERAL of a specification section 4.2.4 17 Pre-installation Meetings Timing Normally convened at least one week before installation Earlier scheduling might be required for Complex installations To verify that supporting substrates or services are properly in place 4.2.4 18 9
Pre-installation Meetings Agenda Ascertain access to the work Review conditions of proper installation and environmental conditions Identify conditions detrimental to installation Review preparation procedures, including protection of adjacent work Verify installer s receipt and understanding of installation instructions Review submittals, installation procedures, and sequence Continued on following slide 4.2.4 19 Pre-installation Meetings Agenda Continued from previous slide Review coordination with other work such as substrates, connections, transitions, and existing and surrounding conditions Evaluate delivery schedule and progress schedule Observe a sample installation Convey required protection procedures Evaluate, document, and approve field samples and mockups 4.2.4 20 10
Closeout Meetings Used to review requirements for completion of contract and to obtain submittal of necessary final documents Separate meetings may be necessary for Substantial completion Final completion Warranty reviews Review of closeout procedures should be held at initial progress meeting As project nears completion, review of requirements for substantial completion helps facilitate smooth conclusion 4.2.5 21 Closeout Meetings Issues likely to be addressed Starting systems Testing, adjusting, and balancing Demonstration and training Contractor s inspection of work Indoor air quality procedures Commissioning procedures Contractor s preparation of initial punch list Procedure to request A/E s inspection to determine date of substantial completion Completion time for correcting defective work Continued on following slide 4.2.5 22 11
Closeout Meetings Continued from previous slide Completion time for correcting defective work Inspection by AHJ s Certificate of use or occupancy and transfer of insurance responsibilities Partial release of retainage Final cleaning Preparation for final inspection Closeout submittals Contractor s demobilization of site Operations and maintenance 4.2.5 23 Other Meetings May be scheduled on an as-needed basis Contractor may schedule meetings to address Internal management Organization Operation Coordination Safety issues Continued on following slide 4.2.6 24 12
Other Meetings Continued from previous slide Owner may schedule meetings to address coordination with Separate contractors Keying/equipment Select colors Coordinate move-in plans Training Complex activities or equipment May be scheduled to coordinate sustainability issues 4.2.6 25 Commissioning meetings When: Start 6 months before Substantial Completion twice a month and then weekly. Purpose: to coordinate commissioning activities with the actual work and insure that a commissioning plan is being developed to meet specification requirements. Attendees: General Contractor MEP subcontractors and their subcontractors Commissioning agent (who prepares the commissioning detailed plan and schedule who may be someone on the contractor s staff) MEP subcontractor s staff or a hired party Owner s building MEP operator s staff (to acquaint them with the building equipment and operation) Architect s MEP consultants when requested. 26 13
Schedule Review Meeting When: held before the monthly payment meeting. Purpose: To review the actual progress of the work in relationship to the published construction schedule, to discuss any delays in the critical path and to attempt to establish who is responsible for the delayed time and to propose and discuss any logic changes that the contractor may need to employ to correct errors in the schedule or to compensate for ahead of schedule or behind schedule activities. The contractor should update the schedule based on this review for use in the following month. Attendees: the Contractor and Owner and the Architect if requested. 27 Payment Review Meeting When: Monthly. Purpose: To review the work in place, agree on progress and the amounts of payment due for each Schedule of Values item. Attendees: Contractor, owner and architect. Often the MEP subcontractors meet directly with the MEP designers to agree to the progress and payment due for the MEP parts of the project. This information is then provided to the contractor, owner and architect for inclusion in the overall monthly progress payment request. 28 14
MEP Coordination Meeting(s) When: Generally weekly. Purpose: to coordinate MEP shop drawings with architectural or structural elements before submission to the architect so as to minimize conflicts between building elements. Attendees: contractor, MEP subcontractors and their subcontractors where applicable. MEP designers may be asked to attend. 29 Cost Review & Negotiation Meeting(s) When: Held whenever there are sufficient unresolved cost issues to warrant the meeting. On larger projects this can end up being weekly. Purpose: To review all unsettled cost issues to resolve entitlement for payment and the amount of the payment including requests for time extensions and costs associated with the extensions if compensable. Attendees: Contactor, owner and architect. Subcontractors and consultants related to a particular issue may also be asked to attend. 30 15
Contractor Only Meeting(s) When: varies includes weekly and daily meetings Purpose: To coordinate the work among the contractor s organization and subcontractors. Examples of these meetings include: Contractor staff meetings held weekly to coordinate the work with the contractor s engineers and foreman Contractor subcontractor meeting (held before the weekly jobsite meeting with the architect) to coordinate the work and the schedule with subcontractor s foremen and the contractor s superintendent(s) Safety meetings held daily, weekly and monthly and attended by all personnel on the site. The architect and consultants may be asked to attend some of these meetings in order to receive safety instruction before entering the site. 31 A. Procedure and Administration of Meetings 1. Location and facilities 2. Schedules 3. Participants 4. Administration 5. Minutes Review Outline STUDY GUIDE: Subject Matter Area No. 5 MEETINGS B. Types of Meetings 1. Progress meetings a. Participants b. Agenda 2. Preinstallation meetings a. Purpose b. Timing c. Participants d. Agenda 3. Closeout meetings 4. Other meetings The Construction Specifications Institute 32 16