Page 296 - Urban Construction Project Management

Meetings and Communications 251
Exhibit 13-5
Party
Agenda Item Responsible Due Date Comments Sample agenda
for a project
1. Names of participants
meeting.
2. Review status of the
construction documents
3. Review procurement of long lead items
4. Review bid and award status
5. Review construction status
6. Review project schedule
7. Review project budget
8. Review status of open change orders
9. Review status of outstanding
requisitions
10. Review project status reports
11. Review status of progress payments
12. Review filings and permits
13. Review insurance program
14. Review shop drawing status
15. Review open Requests for
Information (RFI)
16. Review open Field Information
Memos (FIM)
17. Review status of controlled inspections
18. Review status of QC program
and punch list
19. Review project incident and safety
reports
20. Update open items list
21. Review any new business

Schedule Meeting

Schedule meetings should parallel the timing and process of the budget meetings. All
items that are budgeted must be scheduled and vice versa. The schedule should iden-
tify all major project milestones, preconstruction period, bid and award period, con-
struction period, project phasing requirements, project close-out, and owner’s items
such as furniture deliveries and move-in. Exhibit 13-7 is a sample agenda of a schedule
meeting.

Bid and Award Meeting
These meetings are held with each of the major subcontractors or contractors who are bid-
ding on the project. Once the bids are opened and leveled, the three responsive bidders (not
necessarily the lowest bidders) are called in to review their bids, the scope of the work,