Pre-contract meeting for construction contracts
The pre-contract meeting is an important meeting that takes place after the contractor has been appointed but before work commences on site. It is an opportunity for the project team to meet (perhaps for the first time) and to plan the construction stage.
The pre-contract meeting is chaired by the contract administrator and is an opportunity to:
- Make introductions and issue contact details (perhaps a project directory).
- Clarify roles, responsibilities and lines of communication.
- Agree meeting schedules, meeting structures and attendees.
- Hand over outstanding documents (such as insurance certificates and bonds) and issue outstanding information (which may including any variations made since the contract was awarded).
- Issue nomination instructions.
- Discuss the contractor's master programme, including incorporation of works outside of the main contract, inspections, commissioning and testing.
- Discuss the role of the project team members (including site inspectors).
- Agree procedures for monitoring, issuing, receiving and reviewing information (including the information release schedule if there is one, and its relationship with the contractor's master programme). This may include a distribution matrix.
- Agree site access procedures and issues.
- Agree site induction procedures and other health and safety issues.
- Agree procedures for dealing with queries.
- Agree procedures for issuing instructions.
- Hand over contractor's procurement schedule.
- Mobilisation schedule and status.
The meeting should be minuted so that there is a clear record of the procedures agreed and decisions made. These minutes may form part of the contract documents, subject to agreement by both parties.
See also: Consultant team start-up meeting and Specialist contractors start-up meeting.
[edit] Related articles on Designing Buildings Wiki
- Construction phase plan.
- Contract administrator.
- Contract documents.
- Contract negotiations.
- Contract strategy.
- Contractor's master programme.
- Handover to contractor.
- Health and safety.
- Information release schedule.
- Possession.
- Pre-contract management.
- Site inspectors.
- Site layout plan.
- Site waste management plan.
Featured articles and news
Artificial intelligence and project management
Two new research reports published by APM.
Association for Project Management membership offer
50% off APM Associate membership for Designing Buildings users.
Building safety, a shifting landscape for professionals
A commentary from the insurance perspective.
In brief with further links.
Walter Segal: self-built architect
A definitive book on a pioneer of green architecture.
Funding for heritage on the high street
Using heritage as a catalyst for reviving historic centres.
Commonwealth Heads of Government Meeting update.
Declaration prioritising sustainable urbanisation adopted.
A small hidden, often distant but key building component.
Some brief words about the actuator.
CIAT Chief Executive steps down.
After 34 years at the Institute.
Volunteer opportunity launched by the ICE
To support the next generation of engineers.
Provisional findings show illegal cartels in the industry.
CIAT reporting from the Competition and Markets Authority.
Making sustainable construction number one priority.
The future of construction report.
Interview with ECA CEO.
Many provisions came into force on June 28, 2022.
With room to expand.
An information packed session at the BSRIA conference.
Refurbishment, Energy Efficiency, Indoor air and process.
Considering building acoustics with the AT Journal.
Why building acoustic considerations must be non-negotiable.
Create a profile, write informed product articles and share.
Aluminium Composite Panels (ACP) is one example.
Top 50 Women in engineering 2022.
Inventors and innovators at ICE.
Life, death and art at the Stuart court. Book review.
Real estate, place adaptation and innovation.
Review and comment on the revised draft before July 11.
We are indeed now 10 years old, so go on and be bold !
Write about something you know, help us build and grow !
IHBC's 25th anniversary 2022 Aberdeen School.
A blended event and triumphant return.
New Construction Leadership Council Co-Chair selected.
Mark Reynolds succeeds Andy Mitchell as Co-Chair of CLC