Construction Kickoff Meeting Agenda
ESPC Process Doc. P4-01
Rev. 11-14-18
Responsibility: PF
Construction Kickoff Meeting Agenda
(minimum topics required to be covered are listed)
Introductions/Roles
Welcome by agency
Introductions and roles of each person in the construction phase
Objectives of the meeting
Designate a meeting note taker
Organization and Communications (Agency/ESCO)
Function and authority of key agency personnel (CO, COR, other) (identify name of individuals)
Function and authority of ESCO key personnel (identify names of individuals)
Roles and responsibilities of agency and ESCO
o Emergency notification process
o Communication protocols (process, emails, approvals, etc.)
o ESCO subcontractor oversight expectations
o Team leads for M&V, witnessing, commissioning, and inspections (identify names)
o Written agreement if needed (e.g., tri-party) clarifying responsibilities (personnel and costs)
Reporting Requirements/Post Award Deliverables (Agency/ESCO)
Ensure mutual understanding of TO requirements and deliverables
Deliverables (refer to IDIQ contract Attachment J-4)
o Updated organizational chart (if needed)
o Updated implementation schedule
o Commissioning report (should include point-to-point testing results)
o Post-Installation M&V report
o Davis-Bacon report (payroll statements)
o Notification of utility interruption
o Operation work procedure
o Maintenance work procedure/maintenance work requirements and checklist
o O&M manuals and spare parts lists
o As-built drawings
o Training
Contract Clauses (Agency/ESCO)
General and construction contract clauses
o Ensure understanding of all related post award clauses associated with the construction
portion of the delivery order requirements (e.g., payroll records, subcontractor
requirements, Buy American Act)
o Inspection and acceptance clauses at DOE IDIQ Section E and others added by agency (FAR
52.246-2,4,12,13,16)
Government furnished property & contractor furnished material (applicable or not applicable)
Site Specific, Facility Access & Security Requirements (Agency/ESCO)
Project office/siting approval
Contractor personnel site and/or building access requirements; non-citizen access requirements for
prime and subcontractors
1
Security badging process and badging/ lower-tier subcontractor list
Escorts – process and coordination
Restrictions/allowable equipment (e.g. cell phones, laptops and radios)
Vehicle access approval requirements
On and off-hour access
Keys (If applicable)
Vehicle licensing /registration
Staging/lay-down yard and/or office space allocations for contractors
Construction (ESCO)
Construction schedule
Schedule for construction update meetings
Project status reports
Plan of the Day (POD)/Plan of the Week (POW) meetings during construction (see page 3, example
Agenda for POD/POW Meetings)
Equipment data sheets
Submittal schedule, coordination of submittal reviews, and approval process
Preparing reviewers to ensure review readiness (ensure understanding of ESPCs)
Project charter and/or partnering sessions (as needed)
Weekly meetings (include subcontractors when beneficial)
Changes and contract modifications (plan and implications)
Safety & Environmental Planning (Agency/Site Staff)
Site-specific safety plan, worker licensing and certifications
Burn permit approval requirements
Safety training
Hazardous materials
o Either stored or as a part of the facility, have been located and identified
o Site specific requirements for hazardous material handling identified
o Asbestos, MSDS, PCB’s, lead based paint, etc.
Site injury reporting and response requirements
Environmental permits prior to construction
Site characterization testing, mitigation of adverse conditions, hazard monitoring (e.g., asbestos)
Quality Control and Quality Surveillance
ESCO quality control plan (DOE IDIQ C.5.3)
o Implementation progress
o Testing/witnessing/other Issues
o Changes
Agency Surveillance
o Verify that contract requirements are fulfilled and document performance
o Inspections (do not relieve the contractor of responsibility)
Permits/Outages (Agency)
Utility service interruption permits approval
Utility reconnect permits approval (including hot-work permits)
Site personnel support for outages
Service interruption scheduling
2
Low voltage outage permits
Lock-out/tag-out procedures
Excavation/penetration permits (include indication of digging equipment) and marking boundaries
Acceptance
Timing
Procedures
Roles and authority
Example Agenda for Plan-of-Day (POD)/Plan-of-Week (POW) Meetings (ESCO)
Objective
Look ahead schedule (30, 60, 90 days)
Safety
Quality control (expectations/documentation)
Commissioning
Measurement and verification/witnessing (government and ESCO should understand purpose)
As-built(s)
Training
Crane movements and locations reviewed for overhead hazards
Construction start coordination requirements
Long lead times
Worker certifications (welding, electrical, etc.) up-to-date
Site debris and removal
Punch list
Testing/inspection/acceptance (including acceptance procedures by ECM)
