4T03 SITE HANDOVER MEETING MINUTES Date: Minutes: File Reference PROJECT TITLE: DESCRIPTION: SITE NUMBER: PRO

ORMA MINUTES O THE PROJECT HANDOVER MEETING Date: Ti!e: P"a#e: P$esent: Messrs: A'&"&(ies: Confirmation of Financial Data and Progress PROGRESS INANCIAL DATA P$&)e#t Va"ue: Including Contingencies Excluding Contingencies: R R Project Starting date: Project Completion date: Dist$i%uti&n:

Budget Breakdown Fees : O er!ead Costs Project "alue R R R

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INTRODUCTION: DESCRIPTION O PROJECT

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PROJECT TEAM -P"ease $e#&$. .etai"s at /i$st P$&/essi&na" Tea! Meetin(0

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Project Manager ,PMIn.o Super isor / Construction Manager ,SupIn.o 0esigner / Ci il and Structural Engineer In.o 1rc!itects In.o 3uantit4 Sur e4or In.o Contractor ,Cont*In.o

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PROJECT &*+ &*) &*& &*# &*2 &*5 Project 1mount Project 'ando er 0ate Commencement 0ate Project Period Project Completion 0ate Concept design and Prelim 0esign In.o In.o Cont* Cont* Cont* Cont* Cont* Cont* Cont* Cont Cont* Cont : : : : : R

1re t!e concept and preliminar4 design reports complete and a aila6le7 3+1 &*8*+ &*8*) &*8*& &*8*# &*8*2 &*8*5 &*8*8 &*8*? &*8*@ &*8*+% &*8*++ &*8*+) Te#2ni#a" .etai"s 'as t!e Contract 1greement 6een completed* 9uarantee Insurance :orkman;s compensation* <etter o. good standing* Pu6lic lia6ilit4* R===** Million co er to 6e pro ided* 1ll risks co ered re>uired* Plant and Mac!iner4 ( Cop4 o. 6lanket polic4 outstanding* 1ppro ed drawings <ocal 1ut!orit4 appro al re>uired* <ocal 1ut!orit4 Building Inspector 1ppro al Building Permit Re>uired Project Meeting Minutes $!ese minutes s!all .orm part o. t!e Project and s!all 6e prepared 64 t!e Project Manager* $!e Project Manager is to keep t!e original*

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P$&)e#t Site Cont* Cont* Cont* PM PM

Meeting Place to 6e agreed and set up Fencing and Securit4 to site Sign6oard to 6e erected and details to 6e pro ided 64 PM <ocation o. site o..ices to 6e agreed a.ter t!e meeting Ser ices to site*( details to 6e pro ided 64 PM Boundar4 Beacon* I. existing .ences are taken down t!e4 need to 6e pegged and reinstated to t!eir original position w!en re>uired 64 PM*

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Benc! Mark to 6e pointed out on t!e site Setting out* Contractor re>uested to 6ring discrepancies to PM;s attention*

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Ser ices 0eposit .or sidewalks and ru66le to 6e paid w!ere re>uired 3+4 &*+% &*++ &*+) &*+& &*+# &*+2 &*+5 Site Meetin(s Contractor to esta6lis! site o..ice Cont* PM to c!air all meetings* PM Site Minutes to 6e distri6uted wit!in & da4s a.ter meeting* PM Su6 Contractors to 6e present onl4 on in itation* In.o Meetings to 6e !eld weekl4 commencing at %@:%%* In.o PM and Cont* to 6e on site at %?:&% .or tec!nical matters* In.o 1ll people attending site meeting must 6e empowered

to take decisions on 6e!al. o. t!eir organiAations &*+8 &*+? Su6(contract meetings to 6e c!aired 64 contractor* Cont*

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Claims ot!er t!an inclement weat!er to 6e su6mitted wit!in In.o

+# da4s and agreed at t!e next site meeting*

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Schedule of plant and labour to be submitted at each site meeting Cont

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SHE5 an. IR #*+ #*) #*& Sa.et4 Statistics ,$a6le- to 6e presented 64 contractor site meetings In.o 1ccident/Incidents , ta6le and discussion- at site meetings In.o Manpower/ Mo6iliAation Return ,$a6le- at site meetings In.o

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E>uipment Return ,$a6le- at site meetings In.o En ironment/'ousekeeping In.o Contactor Sa.et4 1wareness In.o In.o In.o In.o

$ool6ox $alk $opic .or week to 6e prepared 64 t!e contractor Sa.et4 meetings to 6e reported on Sa.et4 $raining Modules ,$a6le- at site meetings #*8

Industrial Relations topics/status to 6e co ered at site meetings In.o

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COMMUNICATIONS 6+* C&$$es'&n.en#e In.o PM Cont* In.o

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1ll communications must 6e directed t!roug! PM* PM to issue all/an4 ariation orders* 1 triplicate ,num6ered- site instruction 6ook to 6e on Site Contractor to attend Project Management w!en re>uired* IN ORMATION 5*+ 5*) 5*& 5*# 5*2 5*5 $!e PM to issue & copies o. all documents and drawings PM

Current drawing register to 6e issued 64 PM at eac! site meeting* PM Contractor to c!eck drawings .or discrepancies and ad ise PM Cont* Site 0iar4 6ook ,triplicate- to 6e kept on site In.o Full set o. documents and drawings to 6e pro ided .or Contractor;s 1gent PM Full set o. drawings to 6e 6roug!t to meeting Bo* +* PM

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COST ENGINEERING

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Certi.icate to 6e issued mont!l4C wit! aluation 6e.ore +#t! In.o Certi.icates to 6e a aila6le 64 )%t!* In.o Onl4 PM;s ariation orders accepted as a 6asis .or ariations* In.o Retention Fund to 6e agreed 6e.ore site meeting Bo +* In.o Bo da4 works permissi6le on t!is Contract wit!out PM appro al In.o PM to prepare mont!l4 cost report* PM Cession o. materials on site ( ?% D pa4ment* In.o Ro4alties a..ida it to 6e completed 64 contractor .or an4 natural materials Cont*

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5UALIT8 CONTROL ?*+ ?*) ?*& ?*# ?*2 ?*5 ?*8 ?*? ?*@ ?*+% ?*++ ?*+) 3ualit4 Plan and Sc!edule to 6e issued 64 contractor and appro ed PM Samples o. material and source to 6e su6mitted 64 site meeting + Cont* Protection o. materials on site to 6e ade>uate and appro ed 64 PM In.o Site $ec!nical 3ueries to 6e presented at site meetings ,ta6le .ormat Cont* Site Concessions to 6e presented at site meetings ,ta6le .ormatCont* Site BCR;s ,ta6le .ormat- to 6e discussed at site meetings In.o 9eneral In.o <ist o. su6(contractors to 6e su6mitted 6e.ore site meeting Bo + Cont* )# !ours notice to 6e gi en to t!e PM .or t!e co ering up o. work* Cont Mr / Ms*************** s!all act as Contractor;s 1gent* Cont PM !as responsi6ilit4 .or all >ualit4 and super isor4 aspects* PM Roads surrounding t!e site to 6e kept clean at all times* In.o

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Plum6ing and electrical su6 ( contractors to 6e registered Cont* <ong lead materials to 6e ordered timeousl4* Cont

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PROJECT PROGRAMME @*+ @*) @*& @*# @*2 @*5 @*8 @*? Contractor to su6mit Programme wit!in +# 0a4s Cont* Contractor to prepare lead(time sc!edule* Cont* Milestone Completion 0ates ,Planned ersus actualIn.o $!ree :eek <ook 1!ead Sc!edule to 6e prepared .or eac! meeting In.o :ork done .or pre ious week to 6e assessed at eac! meeting In.o :ork Planned .or next week to 6e re iewed at eac! meeting In.o 0ela4s in.luencing t!e program/progress to 6e discussed at eac! meeting In.o 1ctions to mitigate dela4s to 6e resol ed at eac! meeting In.o

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5uesti&ns95ue$ies $aise. %: C&nt$a#t&$ 5uesti&ns95ue$ies $aise. %: Mana(in( C&nt$a#t&$ - HMG9CLIENT0 Te#2ni#a" Matte$s GENERAL +&*+ +&*) +&*& +&*# +&*2 +&*5 Bo camp .or workers to 6e allowed on t!e site* Cont* E1s BuiltF 0rawings to 6e prepared continuousl4 as work proceeds Cont* Existing damage at t!e site to 6e listed 6e.ore work starts ,picturesPM Exposing o. ser ices* Cont* Sample o. materials 1S1P* Cont* 9ood >ualit4 stressed* In.o

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NE;T MEETING

Bext Meeting : 0ate: $ime:

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CIRCULATION

GGGGGGGGGGGGGGG Contractor

GGGGGGGGGGGGGGG Client Project Manager

GGGGGGGGGGGGGGGGG Consultant

COMPI<E0 BH:GGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGG

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Annex 1 Site Handover Checklist

Pro ides a c!ecklist o. elements to 6e included wit!in t!e minutes Contract Bum6er:* * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * Contract title: * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * ** 0escription o. contract: * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * **************************************************************************** **************************************************************************** ***************
N&te: + ) $!e exact content o. t!e site !ando er c!ecklist is dependent on t!e contracting strateg4 t!at is adoptedC t!e .orm o. contract t!at is used and t!e speci.ic re>uirements o. t!e contract* $!e !eadings in t!e c!ecklist s!ould .orm t!e !eadings o. t!e minutes o. t!e site !ando er meeting

TIME AND COST PARAMETERS

,Record accepted contract priceC contract completion dateC p!ased completion dates and price adjustment .ormulaC i. an4C and associated parameters, PROJECT TEAM

,Identi.4 and record t!e contact particularsC as rele ant o. t!e .ollowing persons: Client;s representati e Emplo4er;s representati e / Project Manager / Engineer / Principal agent / 1gent Pro.essional team ,1rc!itectC Ci il EngineerC Electrical EngineerC Mec!anical EngineerC 3uantit4 Sur e4orC Structural Engineer etc Resident Engineer / Super isor Contractor Su6contractors3 PROGRAMME

,State re>uirements .or programme su6missionC updating etc4 COMMUNICATIONS

,Esta6lis! lines o. communication and means o. communicationC as rele ant6 SITE RECORDS

,1gree on met!od .or capturing o. and nature o. site records i. not stated in contract re>uirements7 DRA<INGS

,Esta6lis! re>uirements .or drawing registersC appro al proceduresC priorities 1 OUTSTANDING DOCUMENTATION

,Identi.4 documents t!at need to 6e su6mitted or lodged wit! t!e emplo4er in accordance wit! t!e pro isions o. t!e contract and esta6lis! time .rames .or doing so*-

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APPROVAL PROCEDURES

,Identi.4 6odies / persons w!o need to appro e aspects o. t!e works and document t!e procedures relating t!ereto4 HANDOVER PROCEDURES OR COMPLETED <OR=S

,Esta6lis! !and o er and commissioning procedures*0 SITE ESTABLISHMENT

,Pro ide an4 inputs to t!e contractor t!at are re>uired in terms o. t!e scope o. workC eg pointing out o. an4 6enc!marksC agree on t!e location o. site .acilitiesC sign 6oards and t!e like-* *, 5UALIT8 CONTROL

,Esta6lis! testingC appro al and sign o.. proceduresC as appropriatePrincipal 1gent *3 SITE MEETINGS

,Esta6lis! .re>uenc4 o.C attendance re>uirementsC enueC timeC distri6ution listC etc*4 MEASUREMENT AND CERTI ICATION DATES

,1gree measurement and certi.ication dates i. not stated in t!e contract*6 LABOUR9 COMMUNICATION MATTERS

,Clari.4 arrangements .or recruiting o. la6our / noti.ication o. a..ected residents in accordance wit! t!e pro isions o. t!e contract-

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