Construction Kickoff Meeting
Agenda
ESPC Process Doc. P4-01
r. 4-8-15
Responsibility: PF
Construction Kickoff Meeting Agenda
Introductions
Welcome by site person or contracting officer
Introductions and roles of each person in the post-award phase
Objectives of the meeting
Organization and Communications (Agency/ESCO)
Function and authority of key agency personnel
Function and authority of ESCO key personnel
Roles and responsibilities of agency and ESCO
o Emergency notification process
o Communication protocols (process, emails, approvals, etc.)
Reporting Requirements/Post Award Deliverables (Agency/ESCO)
Ensure understanding of deliverables (i.e., design and construction package submittal)
Approvals required prior to construction release – review/approval of submittals and drawings.
o Confirm requirements for Notice to Proceed (NTP)
Scope changes
Deliverables
o Site safety plan
o Quality control plan
o Bonding and insurance
o Updated organizational chart (if needed)
o Updated implementation schedule
Contract Clauses (Agency/ESCO)
General and construction contract clauses
o Ensure understanding of all relevant post-award clauses associated with the construction
portion of the task order requirements (i.e., payroll records, subcontractor requirements,
labor reporting/Davis Bacon protocols)
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
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
Design/Construction (ESCO)
Construction Schedule
1
Design and design review schedule
Schedule for design/construction update meetings
Project status reports
Plan of the Day (POD)/Plan of the Week (POW) meetings during construction (see page 2 sample
agenda)
Engineering drawing approval requirements (prior to construction)
Equipment data sheets, submittal review and approval process
Specification review and approval process
Project charter and partnering session
Weekly meetings
Environmental Health & Safety 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
Outages/Permits (Agency)
Utility service interruption permits approval
Utility reconnect permits approval (including hot-work permits)
Site personnel support for outages
Service interruption scheduling
Low voltage outage permits
Planned Agenda for POD/POW Meetings (ESCO)
Objective
Safety
Quality control (expectations/documentation)
Commissioning
Measurement and verification
As-built drawings
Acceptance
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
Look-Ahead Schedule (30, 60, 90 days)
