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
Investors in People: CIOB achieves gold
Reflecting a commitment to employees and members.
Scratching beneath the surface; a guide to selection.
ECA 2024 Apprentice of the Year Award
Entries open for submission until May 31.
UK gov apprenticeship funding from April 2024
Brief summary the policy paper updated in March.
For the World Autism Awareness Month of April.
70+ experts appointed to public sector fire safety framework
The Fire Safety (FS2) Framework from LHC Procurement.
Project and programme management codes of practice
CIOB publications for built environment professionals.
The ECA Industry Awards 2024 now open !
Recognising the best in the electrotechnical industry.
Sustainable development concepts decade by decade.
The regenerative structural engineer
A call for design that will repair the natural world.
Buildings that mimic the restorative aspects found in nature.
CIAT publishes Principal Designer Competency Framework
For those considering applying for registration as a PD.
BSRIA Building Reg's guidance: The second staircase
An overview focusing on aspects which most affect the building services industry.
Design codes and pattern books
Harmonious proportions and golden sections.
Introducing or next Guest Editor Arun Baybars
Practising architect and design panel review member.
Quick summary by size, shape, test, material, use or bonding..