Minutes of Meeting

Project Name

MOE SCHOOL PROJECT / RIYADH -111 (G5-C44,C58,C67,C68)

Subject

Kick-Off Meeting

Venue

TBC Office Riyadh

Date

November 06 , 2016

File/ref number

MOM # 01

Participants

Maan Sarakbi, Feras Nakshbandi, (TBC)

Ayman Soub, Mahmoud, Mario, Eyad, Darrag, Sameh, Michael Coyne (AECOM)
Maen Sharaf, Lotfy Saad, Alaa Ramdan, Amr Sonbol, Abdalla Elalim, Mohamed
Yahia, Reda Al-Jarwan, Moustafa Amaout, Anwar Mohamed, Abdelgany Ahamd,
Eltayeeb Hamid, Yosri Arif Mohamed Mostafa (Al-Rajhi Development Co. Ltd)

Apologies

None

Distribution:

As above

No

Time

10:00 AM to 11:30 AM

Item

Action

1.0

SAFETY MOMENT

1.1

Smoking is prohibited at TBC Facilities and Project Sites Offices

INFO

1.2

AECOM HSE MGR has informed about the importance of safety

for all (TBC, AECOM & AL-RAJHI)

INFO

1.3

TBC PM has emphasized to the Contractor about the giving more

attention for residents, neighborhood, tidy work site, minimize noise
and avoid the interrupt to the neighborhood and always maintain
enough light at the site areas.

INFO

1.4

AECOM HSE MGR has emphasized to the Contractor all the

equipments used at the site should be certificated

INFO

1.5

AECOM PM has emphasized to the Contractor that no smoking at

the site area, and there shall be a designated smoking area for
smokers.

INFO

1.6

AECOM HSE MGR has emphasized to the Contractor that the

erection of the scaffolding needs prior approval.

INFO

1.7

AECOM PM has emphasized to the Contractor that the Red Card

will be used to stop any unsafe work activities on the site.

INFO

2.0

INTRODUCTION

2.1

TBC PM & AECOM PM has done the introduction of the project

INFO

2.2

Introduction of all entities team members took place.

INFO

2.3

Contractor to submit an official letter regarding the Key Personnel

Contract details

RAJ

3.0

SCOPE OF WORK

3.1

TBC PM and AECOM PM briefed Project Description / Scope of

Work

4.0

CONTRACT & COMMERCIAL

4.1

Form of Contract

INFO

4.2

Letter of Award

INFO

1 of 5

Date

ASAP

INFO

Kick-Off Meeting with Al-Rajhi Development Co Ltd

No

Item

Action

Date

4.3

Another meeting was held in regard of Sites Handing Over, and it

th
was agreed to sign the SHO Certificates on Sunday 13 October,
2016. In parallel TBC will write a letter to ENDECO to remove
TBC/ACM/RAJ 12/11/2016
temporary facilities from Okaz Site, AECOM called ENDECO PM on
spot to assure evacuation ASAP.

4.4

Al-Rajhi has confirmed that they have already submitted the

Performance Bonds / Bank Guarantee

INFO

4.5

AECOM PM has cleared that Contractor shall submit all the

Insurance Requirements Insurance Policy Certificates (within 10
days of SHO)

RAJ

23/11/2016

4.6

AECOM PM has confirmed the Contractor to share the TBC

approved list of sub-contractors and suppliers, also encouraged to
submit other suppliers which compiles to the standard of TBC
specifications.

AECOM

07/11/2016

4.7

TBC PM & AECOM PM has emphasized the Contractor to submit

the revised BOQ within 30 days from the date of signing the
Contract (31/10/2016). Measured quantities will be based on
Tender Drawings, and cleared the importance to complete the
revised BOQ as mentioned above to better track the project
financially.

RAJ

30/11/2016

TBC PM & AECOM PM has explained to the Contractor about the

IPC procedure and the forms to be used and upload in Proliance for
4. 8
quick processing with all supporting documents and hard copy for
the record.
4.9

TBC PM clarified that the Contractor is entitled for advance

payments as per the Contract. Contractor PM cleared that the AP
will be 10% and might apply for another 5% depends on their
progress at site and as agreed with TBC.

4.10

AECOM PM has clarified that the Interim Payments will be

according to the contract.

INFO

INFO/RAJ

INFO

AECOM PM has clarified that the payments for material on site

should be as per the contract and further emphasized that all the
4.11
materials should be approved by the Consultant (AECOM) at least
45 days from the day of delivery and installation.

INFO

AECOM PM has clarified that the retention and AP recovery will be

as per the contract

INFO

TBC PM & AECOM PM has explained to the Contractor about the

change order process variations and early warnings. Further
4.13 emphasized about the RFI, cost and time impact. No work without
prior approval (time as per contract) full details of the Variation
Order and breakdown impact on the major contract schedule.

INFO

4. 12

4.14

ASAP

TBC PM has explained to the Contractor about the final account

settlement and release of bank guarantees as per the contract.

INFO

TBC PM & AECOM PM has explained to the Contractor about the

importance of adaptation of Value Engineering, and confirmed that
they will set a meeting with Al-Rajhi core team in this regard to
4.15
assure the best implementation in proper project time, and
confirmed that letter will be sent to the Contractor in regard of the
21 VE items approved by TBC.

AECOM

09/11/2016

AECOM PM has advised the contractor to submit the potential

4.16 users list of personnel for arranging the Proliance access accounts
and training schedule

RAJ

09/11/2016

2 of 5

Kick-Off Meeting with Al-Rajhi Development Co Ltd

No

Item

Action

AECOM PM has informed the contractor that weekly meeting will

4.17 take place as soon as sites handed over, and welcomed them to
Swaidi office till they complete their offices.

Date

INFO

5.0

CONTRACTORS MATTERS

5.1

TBC PM & AECOM PM has explained to the Contractor about the

work timing :
CORE TEAM
Saturday to Wednesday : 08.00 AM to 4.30 PM (without break)
Thursday : 08.00 AM to 1.30 PM
SITE TEAM
Saturday to Thursday : 07.00 AM to 4.00 PM (with 0ne hour break)
ALRAJHI needs to work for more hours get prior approval from
AECOM.

INFO

5.2

Bundling Strategy is not applicable.

INFO

5.3

TBC PM & AECOM PM has emphasized to submit the Mobilization

Plan at the earliest possible.

RAJ

ASAP

5.4

TBC PM & AECOM PM has emphasized to submit the Material

Logistic Plan at the earliest possible.

RAJ

ASAP

5.5

TBC PM & AECOM PM has emphasized to submit the Temporary

Site Facilities Plan at the earliest possible.

RAJ

ASAP

5.6

AECOM PM cleared that the Project Signage shall be fixed on place

(within 30 days of SHO).
AECOM will provide a sample for the Contractor.

RAJ/ACM

13/12/2016

5.7

TBC PM has informed that TBC will provide Contractor with an

authorization letter to deal with the Government entities, and
advised to start working with SCECO sonly.

TBC/RAJ

ASAP

5.8

AECOM PM has will share an Info Graphic design prepared by

TBC, which clearly indicates the various steps to get the approval
from SCECO

AECOM

08/11/2016

5.9

AECOM PM has emphasized the Contractor to have a proper

logging system records in the site offices with a an access post.
Safety is the top most priority.

RAJ

ASAP

6.0

CONTRACTORS MATTERS

6.1

TBC PM will provide a copy of the building permits. Accordingly,

AECOM PM will send to ALRAJHI.

6.2

All Supporting documents for approval /visas shall be provided to

TBC

7.0

SUPERVISION CONSULTANTS MATTERS

7.1

TBC PM briefed the Consultant scope of service and cleared that

AECOM will be the Engineer and Ayman Soub will be the Engineer
representative.

INFO

7.2

AECOM PM cleared that Construction Supervision Plan was agreed

with TBC

INFO

7.3

AECOM PM has emphasized to the Contractor that the deployment

schedule was agreed with TBC and based on the number of
projects.

INFO

7.4

AECOM PM has cleared that all Consultant team CVs where

provided to TBC for approval

INFO

3 of 5

TBC/AECOM 09/11/2016
INFO

Kick-Off Meeting with Al-Rajhi Development Co Ltd

No

8.0

Item

Action

Date

HEALTHY AND SAFETY

Safety is everyones responsibility

INFO

8.1

AECOM PM has informed the Contractor that after 15 days from

site handing over date the Contractor should submit HSE plan. TBC
PM requested AECOM to share an approved SP with Al Rajhi if
requested.

RAJ

8.2

AECOM PM has informed the Contractor that Third party

Certificates for equipments and operators should be submitted prior
any operation.

RAJ

8.3

TBC PM already clarified the measures of working in neighborhood

noise restrictions, dust control and environmental impact

INFO

8.4

AECOM PM has informed the Contractor that the emergency plan

is very important and including all the emergency phone numbers
which including the project HSE team , nearby hospital numbers
and location map for the nearest hospital.

INFO

9.0

QUALITY ASSURANCE & CONTROL

Quality is everyones responsibility

INFO

9.1

AECOM PM has informed the Contractor that the Project Specific

Quality Assurance and Quality Control Plan should be submitted at
earliest

RAJ

9.2

AECOM PM has explained the Contractor about the importance and

the risk of issuing NCR. Further explained the NCR will have a
negative impact on the IPC. AECPM PM has encouraged the
contractor to resolve the issues by site instructions only. Proper logs
should be maintained for all WIR, MIR, SI etc.

INFO

9.3

TBC PM & AECOM PM clarified that the vision is to mitigate

Snagging and De-snagging / at the time of Handingover

INFO

28/11/2016

ASAP

10.0 COMMUNICATIONS AND PROCEDURES

10.1 ALRAJHI was requested to submit their Organization Chart

RAJ

10.2

TBC PM has briefed about the Communication via emails and

letters

INFO

10.3

AL RAJHI was requested to submit Personnel involved, contact

telephone numbers and addresses

RAJ

10.4

TBC PM insisted the importance to submit the Emergency

procedures, services and contacts

INFO

ASAP

ASAP

11.0 DOCUMENT CONTROL REVIEW

11.1

TBC PM and AECOM PM clarified the this project will be using a

Web based Project Management System - Proliance

INFO

12.0 SCHEDULES
AECOM PM emphasized the Contractor that Baseline Schedule
12.1 should have been submitted (Within 15 days from the awarding
notice )
12.2

TBC PM cleared that Primavera P6 shall be used for schedule

reporting during the life cycle of the project.

12.3 High Level Schedule (Level-02) with major milestones

RAJ
INFO
INFO

Narrative Summary Scheduling Methodology, Phasing of work,

Planning / Bundling Strategy

INFO

12.4.1 WBS Structure Uniformat, WBS Codes & levels, activity codes

INFO

12.4

4 of 5

02/11/2016

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Item

Action

Date

etc.
12.4.2 Baseline Schedule : A detailed cost and resource loaded schedule

INFO

12.4.3 Manpower Histograms and S-Curves (Based on Baseline Schedule)

INFO

12.4.4 Cash flow Histograms and S-Curves (Based on Baseline Schedule)

INFO

12.4.5 Contractors Manpower and Equipment Productivity Rates

INFO

12.4.6 Weekly Progress updated schedule (Level-04)

INFO

12.4.7 Updated Manpower Histograms and S-Curves Planned vs Actual

INFO

12.4.8 Updated Cash flow Histograms and S-Curves Planned vs Actual

INFO

12.4.9 Two week Look ahead Schedule

INFO

12.4.10

All the Schedules should be submitted with the required document

submittal form.

INFO

12.5 Material Procurement and Delivery schedule

RAJ

12.6 Complete list of long lead items with anticipated lead time

RAJ

13.0 REPORTING METHODS AND PROCEDURES

13.1 AECOM PM has shared TBC approved form for Daily Report

INFO

13.2 AECOM PM has shared TBC approved form for Weekly Report

INFO

13.3 AECOM PM has shared TBC approved form for Monthly Report

INFO

AECOM PM will share all the TBC approved forms with the
Contractor

ACM

13.4

09/11/2016

14.0 SUBMITTALS
14.1 List of Technical Submittals

INFO

14.2 List of the Deliverables

INFO

15.0 PROGRESS MEETINGS

15.1

Weekly Progress Meetings Frequency acceptance & distribution

of MOM

15.2 List of the Deliverables

INFO
INFO

16.0 ANY OTHER BUSINESS

16.1

AECOM PM has proposed that the main site office should be in AlGhadir Project, depends on Contractor Logistic Plan

INFO

Al-Rajhi PM has requested to start the four projects with a gap of

one month each. TBC PM and AECOM PM has refused and
16.2
requested to start all the projects at the same time, and requested
amendment to the schedules submitted with Contract.

RAJ

TBC PM has explained the Contractor to make separate group for

each project to avoid any conflicts and mentioned about the site
16.3
status of the four projects and confirmed that TBC will send a letter
to ENDECO to dismantle their temporary facilities

RAJ

16.4

5 of 5

TBC PM has emphasized the contractor to prepare all the letters

essential for Municipality approval.

RAJ

ASAP

ASAP

Kick-Off Meeting with Al-Rajhi Development Co Ltd