Pre-Proposal Meeting Agenda
Project:
Date:
Time:
UT Project Manager:
Professional Service Provider:
UT Construction Coordinator:
Client:
Building Representative:
CP#
Meeting Location
Agenda:
ITEM
DESCRIPTION
1.
General Introductions and Route Sign-In Sheet (UT Contract Manager/UT
Job Order Contract Manager)
Note: Mandatory attendance is required for only CSP bidders/contractors to submit
a bid/proposal.
2.
Review legal requirements for submitting bids/proposals (UT Contract
Manager/JOC Contract Manager)
Note: JOC Proposal refer to JOC Master Contract
3.
Review HUB requirements (UT HUB Manager/JOC Contract Manager)
Note: JOC Proposal refer to JOC Master Contract
4.
Review ‘due date’ for submission of bid/proposal (UT Contract Manager/ UT
Job Order Contract Manager)
5.
Review format for acceptable bids/proposals
(UT Contract Manager/ UT Job Order Contract Manager)
6.
Review Scope of Work for the Project including certified tests and equipment
add-delete-modify log requirements.
(UT Project Manager and PSP)
7.
Review location of project, pre-approved staging area, dumpster location,
parking, lay down area and site preparation required. (UT Construction
Coordinator)
8.
Review general and special conditions such as safety, barricades, signage, noise
limitations, no work during exams or commencement, hours of work etc. (UT
Project Manager)
9.
Review required “Substantial Completion Date”. (UT Project Manager, UT
Contract Manager/JOC Contract Manager)
rev 07-09-12
File Location: H. Communication\Meetings
Page 1 of 2
10.
Conduct a question and answer period. (UT Project Manager)
11.
Tour Site (UT Project Manager, UT Construction Coordinator, Bidders,
Trades, UT Zone Rep, Design Consultants)
12.
Write responses in the form of Addendum to questions or clarifications from
bidders/contractors (attachment via email)
a. Legal contract questions (UT Contract Manager, UT Job Order Contract
Manager)
b. HUB questions (UT HUB Manager)
c. Technical and scope questions (UT Project Manager and PSPs)
13.
Issue Addendums to bidders prior to ‘due date’ of bids/proposals (UT Contract
Manager, UT Job Order Contract Manager)
Notes:
Attach Sign-In Sheet
Pre-requisite for a pre-proposal meeting:
1) The construction documents have been reviewed and approved by the client and users.
2) The construction documents have been reviewed for completeness, accuracy and constructability.
3) A hazardous material survey of the project area has been performed.
Who must attend?
General Contractors OR Job Order Contractors, UT Project Manager, UT Construction Coordinator,
UT Contract Manager, Professional Service Providers (aka Architect, Engineer etc.), In-house
Architect/Engineers if designer.
rev 07-09-12
File Location: H. Communication\Meetings
Page 2 of 2