21 Items to Discuss during a Pre-Construction Meeting
Introductions and accountabilities
Introductions should be made, and the roles and responsibilities of each party should be clarified. This will ensure that everyone is on the same page and knows who to contact for specific issues.
Health and Safety requirements
Agree on health and safety requirements to ensure site safety for workers and visitors.
Site access and staging
Site access and staging should be discussed, including how the contractor will access the site and how materials will be delivered.
Temporary utilities and facilities
Temporary utilities and facilities, such as temporary power and water, should be discussed to ensure that the site is properly equipped for the construction process.
Site security
Site security should be discussed, including measures to prevent theft, vandalism, and unauthorized access to the site.
Traffic and pedestrian issues
Traffic and pedestrian issues should be discussed, including any potential impacts on the surrounding community and how they will be managed.
Contract and supporting documents
The contract and any supporting documents should be reviewed to ensure that all parties have signed and that no documents are missing.
Subcontractors
If there will be subcontractors working on the project, their roles and responsibilities should be discussed, and a plan for managing their work should be developed.
Submittals and shop drawings
The format and process for submittals and shop drawings should be discussed to ensure that they are submitted and reviewed in a timely manner.
Request for Information (RFI)
The format and process for RFIs should be discussed to ensure that all questions are answered promptly and accurately.
Construction schedule
The construction schedule should be reviewed, including the start date and the order of operations.
Work hours
Work hours should be discussed, including the standard workday, overtime requirements, and any work on weekends or holidays.
Consequences for delays
The consequences for delays in the schedule should be discussed, including any penalties or damages that may be incurred.
Applications for payment
The process for submitting applications for payment should be discussed, including the required documentation and the timeline for payment.
Payment terms and certification
Payment terms and certification should be discussed, including the process for certifying work and releasing payment.
Change orders and extra work
The process for submitting and approving change orders and extra work should be discussed to ensure that any additional work is properly documented and compensated.
Dispute resolution
Potential disputes should be discussed, and a process for resolving them should be established to minimize any delays or disruptions to the project.
Substantial completion
The requirements for substantial completion should be discussed to ensure that all parties understand what is required to reach this milestone.
Warranty and maintenance
Warranty and maintenance obligations should be discussed, including the process for submitting warranty claims and any ongoing maintenance requirements.
Closeout requirements
Closeout requirements should be discussed, including the process for submitting final documentation and completing any outstanding work.
Meeting rhythm
Finally, the frequency and format of ongoing meetings should be discussed, including weekly or bi-weekly meetings to review progress and address any issues that arise.
In conclusion, the pre-construction meeting is an important step in the construction process that sets the stage for the successful completion of the project. By discussing these 21 items, the owner, owner’s consultants, and contractor. Check out this pre-construction meeting check list.
Sean Ciampaglia
Sean has a Bachelor of Science in Mechanical Engineering from the University of Toronto. He is the General Manager at Geoscape Contracting, and has been actively managing projects in the land development industry for over 10 years. He realized in 2015 that there must be a better way to do contract administration in order to minimize mistakes and save contractors and consultants time on their paperwork. He's a father, an entrepreneur and habitual crossfitter. He enjoys roasting coffee beans and uses the pour-over method to brew his daily cup.
