PRE-CONSTRUCTION MEETING AGENDA

Project Name: CP Number:

Project Manager: Construction Coordinator:
PSP: Contractor:
Date/Time of Pre-Con Meeting Place of Meeting:
Delivery Method: BID CSP CMR SOLE SOURCE JOC P.O.
Stakeholders Invited:

I. Introduce Attendees and Route Sign-In Sheet

II. Brief Project Scope Overview (Project Manager/Professional Service Provider)
III. Schedules and Submittal Requirements (Project Manager)
A. Project Period Timelines (Review Notice to Proceed and Completion Dates)
B. Due date of Construction Performance Schedule and Schedule of Values to PM, PSP, and
CC
C. Due dates of Shop Drawings and Sample Requirements to PM and PSP for review
D. Review Material Storage requirements for project
E. Discuss Long Lead Items and a schedule for purchasing to prevent schedule delays
F. Contractors company Safety Manual due to PM, PSP and Coordinator within 7 calendar days
after receipt of Contract and no later than 14 calendar days after receipt of Notice to Proceed
G. Equipment Commissioning Schedule (if applicable)
H. Posting of Prevailing Wage Rates or Davis Bacon Wage Rates (if applicable) viewable to
employees at job site UGC 2.2.1.
IV. Site and Safety Issues (Construction Coordinator)
A. Contractor must comply with OSHA requirements and the AGC, Article 7 - Construction Safety.
1. Violations will be documented by the Construction Coordinator and forwarded to the Project
Team
2. Repeated violations may result in legal notification (See Contract Appendix I)
3. OSHA 30-Hour Training: All Superintendents and PMs for the Contractor must submit proof
of completion of OSHA 30-Hour training (certificate) to the U.T. Contract Manager and the
Manager of Construction Coordination prior to being assigned to a U.T. project
B. PPE Requirements:
1. Hard hats, safety shoes, and safety glasses are required at all times while on the job site and
other PPE such as gloves and safety vests as required by the Contractor having site
jurisdiction
2. Client operations and access Contractor should always have extra PPE on site for
approved site visitors however contractor shall have the right to refuse entry to the site for
any visitor not in conformance to the Contractors safety requirements as posted
C. Accident Reporting/Investigations: Report all accidents or incidents to the Construction
Coordinator and PM immediately and follow up with an Incident report within 48 hours after the
incident. If needed, an Incident Report form will be provided to the Contractor for their use
D. Outages:
1. Lock Out/Tag Out of all Energized Systems: Contractor is responsible for their own Lock
Out/Tag Out and will submit a color photo via email with a time and date stamp of the lock out
to the Construction Coordinator
2. Fire Alarm Outages or Disables MUST be approved through the Construction Coordinator
within a minimum of 48 hours advance request, and work may not be approved until the
Construction Coordinator receives approval from supporting departments and/or the building
manager
3. Utility Outages typically require a minimum of 7 days notice however approval may
take longer depending on the scope of the outage.
E. Job Site Binders: All projects require a binder on site at all times containing:
1. All Safety Data Sheets (SDS) for every product used on this project

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 2. All Contractor, subcontractor, and superintendent names and emergency contact phone
numbers
3. Daily Job Hazard Analysis with dates and attendee names at the Pre-Work (Job Box)
meetings held prior to start of work for each shift
4. Site Specific Safety Manual including Contractors Shelter in Place and Evacuation plans
F. Path of Egress Concerns (if applicable):
G. Hazardous Materials:
1. Procedures in the event of hazardous or chemical spills (CALL EHS 512-471-3511 and
CONSTRUCTION COORDINATOR and PM IMMEDIATELY)
2. Asbestos, Mold, PCBs, or Lead Paint procedures when Contractor suspects evidence of such
on the job site
3. Disposal of Fluorescent light bulbs
4. Contractor must comply to Appendix II Potentially Noxious Compounds and Odorous
Chemicals as found in the AGC Article 7 on pages 32,33, 34
H. Site Protection:
1. Site signage requirements and exterior fencing signage requirements
2. Construction protection and protection of surrounding areas
3. Proper cleaning of tools and equipment to include concrete spoil disposal or truck clean-out
4. Dumpster protection: covering and improper disposal of spoils in dumpsters
5. Storm Water Run-Off Protection: Requirements (if applicable for landscape, exterior,
and/or roof projects)
6. Grease Trap Requirements: (if applicable including labeling on plumbing lines for new and
existing lines where labeling is not visible
a. Review rules and inspection jurisdiction if new or existing trap is modified
b. See SOP: Grease Interceptor (Trap/Pretreatment Device Design and Construction)
I. Job Site Access:
1. Work Hours: U.T. typical work hours are Monday through Friday, 6:00 a.m. to 6:00 p.m.
confirm site hours and access
2. After-Hour-Work permission and notification requirements
3. Review Material Storage requirements for project
4. Parking and staging approvals and locations (hand out parking permits)
5. Review Lock and Key process and Proximity Card access requirements
6. Elevator use and required protection
7. Maintenance and use of sanitary facilities
8. Access to adjoining spaces and occupant notification requirement
9. Worker identification badge requirements
10. Conduct and appropriate attire requirements
11. U.T. is a Tobacco-Free Campus: Tobacco in any form is prohibited
12. Noise/Work Control:
a. Quiet Time prior to Final Exams, Testing Periods and special events are as follows on
this projects Dates: ______________________________________________________
b. Commencement Requirements and Dates: ___________________________________
J. Other: Contractor is responsible for maintenance of updated, current plans on the job site
K. Distribute Contractors Guide to Working Successfully at U.T. (Online Version found at:
http://www.utexas.edu/pmcs/services/construction.html)
V. Construction Administration (Project Manager)
A. Lines of Communication and Routing requirements
B. Responsibility for maintenance and distribution of meeting minutes, agendas, and logs
C. Identify required inspections and reporting results by PSP or 3rd party inspector
D. Request for Information (RFI) process including timeliness or response and reviews
E. Submittal process, timeliness of response and approved copy distribution
F. Change Order process and anticipated timelines (including HUB requirements) for processing
G. Contractor liability for non-approved work in place
H. Payment application process (including HUB reports, updated construction schedule or rules for
single payment submittal if project meets criteria in AGC)
I. Location and schedule for weekly or bi-weekly project meetings
VI. Project Close Out Requirements per Article 12 of the UGC (Project Manager)
A. Operation and Maintenance manual in prescribed electronic format NO HARD COPIES
B. As-Built Documents PDF on a CD (Unless PSP is contracted to provide CADD)
C. Contractors Letter of Warranty (including manufacturers warranties)

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 D. Shop Drawings and format requirements
E. Equipment Add/Delete Log requirements
F. Consent for Surety of Final Payment
G. Contractor Affidavit of Bill Paid
H. Keys returned to Lock and Key Services
I. Certificate of No Asbestos Containing Materials signed accordingly
VII. Stakeholder Concerns:
VIII. Emergency Contacts:
- AFTER HOUR BUILDING EMERGENCIES OR SYSTEM FAILURES: CALL 512-471-2020. If you do
not receive an answer from the 512-471-2020 number call the alternate number 512-471-
3935.
- DURING WORK HOUR BUILDING EMERGENCIES OR SYSTEM FAILURES: CALL
COORDINATOR/PM, OR 512-471-2020 IF NEITHER RESPONDS IMMEDIATELY
- CHEMICAL/TOXIC FUMES/BLOOD BORNE SPILL: CALL EHS 512-471-3511 AND
COORDINATOR/PM
- NON-EMERGENCY POLICE SITUATIONS: CALL 512-471-4441 OR FROM A UNIVERSITY
LANDLINE DIAL: 1-4441 (Contractor must list this information on their site signage)
- POLICE/MEDICAL EMERGENCY OR FIRE CALL: 911 (Contractor must list this information on
their site signage)
IX. IMPORTANT DATES TO KNOW:
2017
November 22-25 UT holiday (Thanksgiving)
December 9 Fall Commencement
December 11 Last class day
December 12-13, 17 Quiet Days
December 13-16, 18-22 Finals
December 21 Residence halls close at 9:00 a.m.
December 22 January 2 UT holiday (Winter break)
2018
January 12 Residence halls open at 9:00 a.m.
January 15 UT holiday (MLK Day)
January 16 First class day
March 3 Explore UT
March 12-17 Spring Break
March 28-31 Texas Relays
May 4 UT Remembers
May 4 Last class day (except Law School)
May 2-5, 7-12 Finals for Law School
May 7-8, 13 Quiet Days
May 9-12, 14-15 Finals
May 19 Campus clean-up for May 20th, 21st
May 16 Residence halls close at 9:00 a.m. (Undergrad Students)
May 18-19 Graduation ceremonies
May 20 Residence halls close at 9:00 a.m. (Grad Students)
May 28 Memorial Day-UT Holiday
June 2 Residence Halls open for Summer Semester
June 7 Summer Classes begin
July 4 Independence Day Staff Holiday
July 13-14 9 Week Final Exams
August 18 Final Exams
August 21 Residence halls close for summer at 9:00 a.m.

Long Session Calendar: Summer 2017 Spring 2018

Summer Session 2018

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