Module 4: POST-AWARD ORIENTATION (PRECONSTRUCTION
CONFERENCES AND THE
COORDINATION MEETING (MUTUAL UNDERSTANDING MEETING - NAVY)
Objectives: After completing this module, you will be able to:
• State the objective of the Post-Award Orientation/Preconstruction
• State the purposes of the Coordination Meeting or the Mutual Understanding
A. General: There are three, and possibly four, conferences/meetings held prior to
the commencement of physical work. The first covers all aspects of the contract
and is called the Post-award Orientation Conference/ Preconstruction
Conference. The Preconstruction Conference is required by FAR 52.236-26.
The second is the Preconstruction Safety Conference required by FAR
52.236-13I. The third covers Construction Quality Management and is called
the Coordination Meeting or the Mutual Understanding Meeting (Navy). These
meetings are a specific contract requirement. The fourth, optional meeting in
NAVFAC contracts, is the QC Plan meeting which can be requested by the
contractor/QC Manager or called by the ROICC. The meeting is held to clarify
requirements for the development of the QC Plan.
B. The Post-award Orientation Conference/Preconstruction Conference:
• The Post-award Orientation Conference/Preconstruction Conference is
conducted as soon as possible after contract award and prior to the
commencement of any physical work. The objective of the Post-award
Orientation Conference/Preconstruction Conference is to review the
contract clauses to include accident prevention, administrative
requirements, personnel requirements, and procedural matters. This
conference is very important because it establishes the ground rules for
administering the contract.
• Contractor quality control normally is not discussed in detail at this
conference. The subject is so important it deserves special attention and
the personnel attending may not be involved in the day-to-day on-site
activities. The degree of quality control-related discussion depends largely
on the scope and magnitude of the contract and on the individuals from
each organization that are present.
• This meeting is scheduled, convened and conducted by the Government.
It is a Government responsibility to take detailed minutes of the
conference and provide copies to all participants.
C. The Preconstruction Safety Conference:
• This meeting is held to review and discuss the contractor’s safety program.
If possible, it should be held after the initial receipt of the contractor's
Accident Prevention Plan (APP).
• To achieve a mutual understanding with the contractor or his/her APP.
D. The Coordination Meeting or the Mutual Understanding Meeting
• This meeting is scheduled, convened and conducted by the Government.
Normally, this is the area, resident, project engineer or the SGE,
AROICC/AREICC and QA Representative. As with the Preconstruction
Conference, this meeting must be held before any physical work begins.
• The purposes of the Coordination Meeting or the Mutual Understanding
Meeting (Navy) are:
- To achieve a mutual understanding with the contractor of his/her role
in quality control.
- To review the QC Plan with the contractor. The Government must
receive and review the QC Plan before the meeting. Acceptance of
the plan can be accomplished after the meeting.
- To establish a good working relationship between the Government
and the contractor.
• Personnel, both Government and contractor, who will be directly involved
in construction quality management should be present. They will be
working together on a day-to-day basis on the quality management aspects
of the project, and they need to come to mutual understandings before the
project actually begins. If subcontractors are to be involved in quality
control, their responsible personnel should also attend, so that they can
receive the information they need “first-hand.”
• The Coordination Meeting or the Mutual Understanding Meeting (Navy)
will normally include a full spectrum of CQM requirements. A sample
Coordination Meeting or the Mutual Understanding Meeting Navy Agenda
is included at the end of this module.
• It is the Government’s responsibility to take detailed minutes of the meeting
and provide copies to all participants. It is vital that everything of
importance is included in these minutes, since verbal understandings tend
to be remembered differently by different individuals. If any disagreement
occurs between the government and the contractor, the minutes will prove
invaluable. These minutes must be signed by both the contractor and the
NOTE: NAVFAC - QC Manager's responsibility to take meeting minutes.
E. QC Plan Meeting:
The purpose of the QC Plan meeting is to develop a mutual understanding of the
QC Plan requirements prior to plan development and submission.
1. What is the objective of the Post-award Orientation Conference/Preconstruction
2. Why is the Post-award Orientation Conference/Preconstruction Conference
3. Who schedules, convenes, and conducts the Coordination Meeting or the
Mutual Understanding Meeting (Navy)?
4. What are the primary purposes of the Coordination Meeting or the Mutual
Understanding Meeting (Navy)?
5. Who attends the Coordination Meeting or the Mutual Understanding Meeting
COORDINATION MEETING OR THE MUTUAL UNDERSTANDING MEETING
A. Area/Resident Engineer or ROICC/SGE
B. Project Engineer or AROICC/AREICC
C. Quality Assurance Personnel
D. Contractor Personnel
II. CQC Specifications
III. Contractor Quality Control System
A. Quality Control Staff
1. "Chain of Command"
2. Individual Responsibilities
1. Scheduling (ENG Form 4288R) Updates
2. ENG Form 4025R
3. Follow-up of Disapprovals
2. Who Performs/Qualifications
3. Lab Approval
4. Documentation with Auditable Trail
D. Quality Control Daily Reports
1. Contractor Name and Address
2. Project Name, Contract Number, Location, Date, and Report
4. Contractor/Subcontractor Area of Responsibility
5. Materials/Equipment Delivered to Job Site
6. Record any Preparatory, Initial, and Follow-up Phase activities
held. Note results of surveillance or necessary corrections.
7. Testing Performed and Results Noted
8. Verbal Instructions Received
9. Controversial Issues
10. Signed by the QC Manager
E. Definable Features of Work
F. Three-Phases of Control System
a. Shop Drawings
b. Work to be built upon
d. Control Testing
e. Government Furnished Equipment (where applicable)
f. Sample Panels
g. Construction Methods
h. Safety and Activity Hazard Analysis
j. Notification of Government Representative
a. Contract required with respect to quality
b. Corrective measures
d. Notification of Government Representative
e. Safety and Activity Hazard Analysis
a. Continuing Quality
b. Corrective Measures
G. QC Plan
1. Correct Deficiencies
a. Procedure to be followed when deficiencies are discovered.
3. Changes to the Plan
a. Required to revise plan if something proves to be incorrect
after construction begins.
b. Proposed changes must be submitted in writing to
Area/Resident Engineer or ROICC and accepted.
4. Administration of the QC Plan is the sole responsibility of the
H. Punch-Out Inspection
1. Deficiencies noted by QC Manager
2. Corrected prior to Pre-final/Final Inspection
I. Pre-final/Final Inspection
1. Conducted with contractor, Government, and using agency or
2. Additional punch-list items noted.
3. Payment withheld until corrected.
IV. Government Quality Assurance
VI. Safety meetings held today reported on the daily report.
CONSTRUCTION QUALITY MANAGEMENT