Construction Kickoff Meeting Agenda
Construction Kickoff Meeting Agenda
Construction Kickoff Meeting Agenda
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)
1
Contractor personnel site and/or building access requirements; non-citizen access requirements for
prime and subcontractors
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)
Permits/Outages (Agency)
Utility service interruption permits approval
Utility reconnect permits approval (including hot-work permits)
Site personnel support for outages
2
Service interruption scheduling
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