Consultant Contractor

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Kick Off Meeting Agenda

Record Reference: Date: ….…/………/……………

Project Details: Project Number:
Project Name:
Client: PMC:
The Engineer: Contractor:

Name Position Organization Phone E-mail

1. Introduction
1.1. Project team list, identify authorized representative and contact directory
1.2. Contactors team list and contact directory
1.3. Contractors’ organization structure (off-site & on-site)

2. Project Insurances& Bonds Requirement (Needs to be listed specifically and reiterated with
details)
2.1. Contractors’ insurances (written confirmation in place prior to start on site, copy of
policies and receipt of premium within days prescribed in the Contract)
2.1.1. Third Party Liability Insurance
2.1.2. All Risk Policies
2.1.3. Workmen’s Compensation Insurance (Plant & Machinery Insurance)
2.1.4. Others as per contract
2.2. Bonds
2.2.1. Performance Bond
2.2.2. Retention Bond
2.2.3. Advance Payment Bond
2.2.4. Others as per contract
2.3. Contract requirements (i.e., Sign off document, BOQ, etc.)

3. Building Permit
3.1. Design NOC’s (The Engineer to handover copies of valid NOCs to the Contractor)
3.2. Construction NOC’s and Building Permit (requirements and discussion)
3.2.1. Update by the Contractor and explanation of plans
3.2.2. Permits Fees Payment

4. Working Hours
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 Consultant Contractor
4.1. Contractors’ hours of work Logo Logo
4.2. Project teams hours of works
4.3. The Engineers Overtime

5. Site Mobilization and Logistics plan (submission as stipulated in the contract)

5.1. Site Demarcation
5.2. Access and egress
5.3. Site set up
5.4. Lay down areas
5.5. Hoarding / advertising
5.6. Access gates and security
5.7. Communication system
5.8. Method statement
5.9. Lifting and Cranage Schedule
5.10. Traffic Management Plan
5.11. Temporary Water and Power load schedule
5.12. Site labor facilities

6. Quality
6.1. Employer’s Basic QA/QC Requirements for Construction Projects)
6.2. Contractor’s Quality Plan (Project Specific).
6.3. Document management system.
6.4. Quality Resources.
6.5. Quality Meeting.
6.6. Quality Reporting and KPIs.

7. Health, Safety, & Environment (HSE)

7.1. Suppliers Registration with the relevant Sector Regulatory Authority (SRA)
7.2. Requirements prior to mobilization Key HSE Requirements for Contractor’s Plan:
7.2.1. Contractor’s Health, Safety, and Environmental Plan (Project Specific)
7.2.2. Work equipment & plant documentation
7.2.3. Provision of HSE coordinator
7.2.4. Training for workforce
7.2.5. Emergency response plan
7.3. Weekly HSE meeting – (SSMC will attend biweekly or Monthly)
7.4. Weekly Contractor & Consultant Joint HSE inspection by Construction & HSE
team (SSMC will
join biweekly or Monthly)
7.5. Monthly HSE reporting

8. Communication Protocol

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8.1. Systems Logo Logo
8.2. Procedures & Protocols
8.3. Responsibility/ Authority Matrix

9. Programme
9.1. Baseline Programme – (Resource Loaded). Major milestones to be identified.
9.2. Schedule of all submissions
9.2.1. Shop Drawing submittals
9.2.2. Material submittals
9.2.3. Specific Method Statements
9.2.4. Sub-Contractors
9.3. Resource histogram- Machinery and Manpower
9.4. look ahead programme
9.5. Testing and commissioning
9.6. As-built drawings
9.7. O&M Manuals
9.8. Warranties & Guarantees
9.9. Spares
9.10. Office Relocation and Demobilization

10. Meetings and Reporting

10.1. Senior Management meetings
10.2. Progress meetings
10.3. Commercial meetings
10.4. Technical meeting
10.5. Safety meeting
10.6. QA/QC meeting
10.7. Progress reports
10.8. Progress Photographs
10.9. Commercial reports
10.10. Daily reports, etc.

11. Commercial
11.1. Breakdown of Preliminaries
11.2. Cash flow
11.3. Invoicing
11.4. Monthly Statement Format
11.5. Change Control Process
11.6. Nominated sub-contractor as applicable
11.7. Provisional sums and PC rates

Distribution:
SEHA / SSMC PMC The Engineer Contractor

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