Meetings with contractors

Once a contract has been signed but before the contractor begins work, facility representatives should meet with contractor representatives to discuss details of how the contractor s HSE program will be implemented. Depending on the scope of the work, this meeting might include a review of the work site to increase the contractor s familiarization with location, personnel, site HSE requirements, and emergency action procedures. 

Establish regular safety coordination meetings with contractors hired for the project 6.1... 

Regardless of the approach your company selects, what s important is the assurance that contract personnel, by whatever means, are as conversant as your own employees with those aspects of your PSM system with which they interact. For this reason, you may wish to consider meeting with your key contractors to discuss the system and how it may affect their persoimel. As part of this discussion, you will want to review whatever training the contractor provides to determine if it meets your needs and is appropriate for the PSM system. If the system requires additional contractor training, you can then work out (either as a global policy or on a case-by-case basis) how best to provide it. 

There are generally two kinds of site meetings. One is where all parties are present and the other is where the professional team meets with the main contractor and then the main contractor organizes his own contractors meeting with his sub-contractors. The job itself will determine the kind of site meeting to be held. Ad hoc meetings... 

Conducting project meetings. This includes meeting with the lead agency, the support agency, and contractor personnel to discuss site issues and assign responsibilities for RI/FS activities. 

Holding weekly meetings with the contractor(s) and documenting all discussions and agreements through minutes. 

Correction Hold pre-bid and pre-award meetings with vendors to develop reasonable schedules. Get firm commitments and spread work over several shops. Work together with contractor s project manager to develop expediting and inspection schedules for major equipment. 

At the beginning of the project, sponsor a meeting with the Owner s auditor and the contractor s accountants to work out the details of the invoicing and payment procedures and required backup documentation. 

The number of engineers required to complete Phase 1 in time to meet the schedule exceeded the in-house capabilities and had to be supplemented with contractor s personnel. Consequently the selection of the EPC contractor was expedited in order to have personnel available for Phase 1 work. 

Trade shows provide excellent opportunities to seek out and meet contract manufacturers. Contract manufacturers operate exhibits where literature on their companies can be obtained for later evaluation. Talking with the exhibitor s personnel provides an opportunity to conduct preliminary discussions with contractors about the services they offer. You can determine on the spot whether or not a particular contractor will be suitable for your project. 

Agenda for First Meeting with Selected Contractor... 

Table 2 A sample agenda for an initial meeting with a contractor...

Objective Receive briefings from the Assembled Chemical Weapons Alternatives (ACWA) staff and contractor representatives concerning plans for the Blue Grass Chemical Agent Destruction Pilot Plant (BGCAPP) design and secondary wastes discuss and arrive at initial approach to task meet with public stakeholders expand report outline and identify further information needed. 

Objective Receive briefings and attend selected sessions of in-process review meeting of the ACWA staff and contractor representatives concerning plans for the Pueblo Chemical Agent Dcstraction Pilot Plant (PCAPP) design and secondary wastes meet with public stakeholders review initial drafts of report chapters and discuss additional information to be sought. 

Prior to beginning any construction, infection control, safety, and plant engineering personnel should request a meeting with the contractor s on-site management team. The contractor mnst... 

It is vitally important that the contractor(s) selected to perform the work understand the critical nature of the operation of a cleanroom or other industrial facility and the impact their activities may have on production. The construction manager or owner s construction coordinator should insist on periodic progre ss meetings with the contiactor(s) to update the schedule, discuss potential delays or problems and generally ensure a successfiil project through coordination and cooperation. 

The contractor prepares minutes of all meetings with the employer. 

The contractor prepares copies of all technical correspondence as well as of the technical part of the minutes of meetings with his subcontractors. 

The initial site meeting with each construction contractor... 

Once the construction contractor is working on site, there will be regular progress meetings with the EPCM contractor. On the same occasion parallel quality meetings can be held. Items can be selected from the above agenda to establish a... 

Meet with sub-tier contractor candidates to convey project safety issues/requirements 7.4... 

Attending pre-start meetings with other contractors... 

When permits to work are in use on a project or site, their use should be covered as part of the induction training of all workers on site, and during pre-start meetings held with contractors. 

Ensure that pre-start kick-off meetings are held with contractors and that adequate safety and health plans or method statements have been prepared by them which establish work methods and sequences of operations, together with the precautions to be adopted... 

Act as Chairman of the project Safety and Health Committee and ensure that safety and health are discussed and recorded as part of the agenda of all project and progress meetings held with contractors... 

The hospital project had regular liaison meetings with the facility management staff. The FM team was an important source of information and expertise on the building and its specialist systems. The facilities management s specialist contractors were used to make the necessary alterations to the hospital s services. The FM team were used as subcontractors for temporary works preparations for the phased decanting and department relocation. ... 

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