SAMPLE PRECONSTRUCTION CONFERENCE CHECKLIST & MINUTES

To be modified at the local level as appropriate

  1. General Information

Date, Time, Location of Meeting:

Grantee Name:

Grant Number:

Contractor Name/Company/Address/Phone/Fax/Email

Subcontractor Name/Company/Address/Phone/Fax/Email

Project Description and Location

Wage Decision(s) Type and Number:

Contract Amount:

Date of Contract Award:

Construction Start Date:

  1. Introductions

Introduce everyone attending including their name, organization, title, and role on the project. (Example- contracting officer, contract specialist, construction manager, project manager, construction superintendent) -Address function and authority, contact information

  1. Communications

A.Correspondence (Include Project Title, Project Number and Contract Number on ALL correspondence.)

B.Requests for Information

C.Construction Reports

D.Security Clearance (access to site, badges, documentation)

  1. Construction/Progress
  1. Construction Schedule (work elements, benchmark timelines)
  2. Performance
  3. Specification of time worked
  4. Proposed start dates
  5. Time-sensitive materials, deadlines, extensions
  6. Working hours(weekend, holidays, night work)
  7. Hazardous materials (e.g. lead paint)
  8. Equipment deliveries
  9. Coordination with local authorities and contractors
  1. Site Issues
  1. Security and Safety, Workers Compensation
  2. Liability Insurance
  3. Use of the premises, temporary buildings, storage
  4. Utility usage, parking availability
  5. Accident prevention, fire prevention, signs, tape, notification of injury
  6. Cleanup of area
  1. Administrative
  1. Submittals (procedures, timelines)
  2. Change Orders
  3. Specifications and Drawings
  4. Liquidated Damages
  5. Project Documents
  6. Meetings
  7. Payments Process
  8. Permits, Warranties, Guarantees
  9. Tests, Inspection
  10. Record Retention
  1. Labor Standards
  1. Applicability of Davis-Bacon to construction activity of project
  2. Additional classifications
  3. Report labor disputes, fringe benefits, complaint processing
  4. Contractor (and sub-contractor) responsibilities
  5. Davis-Bacon (requirements, violations)
  1. Location of posters, wage rates
  2. Use of apprentices/trainees
  3. Additional job classifications
  4. Payroll Form usage
  5. Weekly submission of payrolls and affidavits, Statement of Compliance - failure to comply may delay payment
  6. Overtime
  7. Fringe Benefits
  8. Review of Payrolls by Labor Officer
  9. Employee Interviews
  10. Maintaining documentation
  11. Conducting spot checks
  12. Monitoring and reporting
  13. Complaints
  1. Other Compliance Requirements
  1. Equal Employment (affirmative action, post notices, etc.)- review grantee’s Equal Employment and Procurement Plan
  2. Section 3 (Review CI’s Section 3 Technical Assistance Handbook for more information)
  3. Section 3 goals
  4. Section 3 Plan
  5. Section 3 Clause in contract (24 CFR Part 135.38)
  6. Training for new hires
  7. Reporting (HUD Form 60002)
  8. Limited English Proficiency
  9. Discuss the Language Access Plan and requirements to make information available to those who are LEP
  10. LEP reporting
  11. Fair Housing- Review any aspects of combating fair housing discrimination
  12. Environmental Mitigations- Review the environmental documents for any procedures, permits, follow-up, etc.
  1. Other Issues Discussed, Questions
  1. Acknowledgement of Agreement

Pre-Construction Attendee List (additional pages as needed)

Name / Title / Organization / Phone Number / Email

NC Community Investment and Assistance, Sample Pre-Construction Minutes Outline, June 2012Page 1