Pre Contract Meeting Report 2

• Front Elevation

  Media

• Property Name

• Site Address
  Address

• Project Reference Number:

• Work Summary

• Submitted Tender price:

• Contractor

• Weather at time of visit

• Visit Date

  Date

• Who was on site?

• Prepared by

Asbestos

• Is there an asbestos report/ register available?

  Select Yes No The site was constructed after 2000, so it assumed that there are no asbestos containing materials.

  • Yes
  • No
  • The site was constructed after 2000, so it assumed that there are no asbestos containing materials.

• If any stakeholder identifies materials that they feel contain asbestos then they should immediately stop works in the location and take the appropriate measures in line with HSE recommendations. The contract administrator should also be notified.

Lead

• Is there lead present on site?

  Yes

  No

  N/A

• If any stakeholder identifies materials that they feel contain lead then they should immediately stop works in the location and take the appropriate measures in line with HSE recommendations. The contract administrator should also be notified.

  Yes

  No

  N/A

Welfare facilities

• Welfare facilities

Services

• Services

  Select The contractor has free use of communal water and power. The contractor will need to arrange for their own water. The contractor will need to arrange for their own power. Other

  • The contractor has free use of communal water and power.
  • The contractor will need to arrange for their own water.
  • The contractor will need to arrange for their own power.
  • Other

• Arrangement for services

  Yes

  No

  N/A

Fire

• Follow FP site procedures – put in RAMS

Construction Phase Plan

• Contractor to be issue to CA prior to start on site.

• Contractor to issue RIsk assessment and method statements to CA prior to start on site - Contractor to provide site specific, enhanced Covid-19 RAMS for the works for checking and approval prior to Works Order being issued.

• F10 notification

  Select The construction project is NOTIFIABLE as it is expected to last longer than 30 working days and have more than 20 workers working at the same time at any point on the project or. exceed 500 person days The construction project is NOT notifiable as the construction work not expected to: last longer than 30 working days and have more than 20 workers working at the same time at any point on the project or. exceed 500 person days

  • The construction project is NOTIFIABLE as it is expected to last longer than 30 working days and have more than 20 workers working at the same time at any point on the project or. exceed 500 person days
  • The construction project is NOT notifiable as the construction work not expected to: last longer than 30 working days and have more than 20 workers working at the same time at any point on the project or. exceed 500 person days

Access Equipment

• Scaffolding

  Select Scaffolding to be erected with overhang. Spreader plates to be used – double board over entrance area – double height first lift to prevent people climbing onto the scaffolding. Other

  • Scaffolding to be erected with overhang. Spreader plates to be used – double board over entrance area – double height first lift to prevent people climbing onto the scaffolding.
  • Other

• Scaffolding Detail

• MEWPS

  Yes

  No

  N/A

• Other

During Works (Workmanship)

• Temporary protection: Safety signage – Dust sheets, barrier protection.

• Dealing with queries; DM to be contacted regarding issues dealing with on site issues/access. CA to be contacted regarding issues in dealing with specification and variations.

• Weather tightness: Building to be left weather tight at all times.

• Record of condition: Surveyor & contractor to take photographs – contractor should pass any photographs to the surveyor at the end of the works.

Statutory Approvals:

• Building Regulations

  Yes

  No

  N/A

• Planning consents

  Yes

  No

  N/A

• Listed building consents

  Yes

  No

  N/A

Services

• Electric

• Water

• Other

• Site Meetings

  Select To be held on site at the development. Other

  • To be held on site at the development.
  • Other

• Sub-contractors

Action Points

• Aims & objectives of the meeting: Familiarisation of the project and introductions.

• Overview of the works

• Start Date

  Date

• Works Order to be raised with FirstPort’s Major Works team by RS following receipt and approval of satisfactory Contractor’s Construction Phase Health & Safety Plan (PCHSP) with Covid-19 enhancements.

• Completion date

  Date

• Programme of works

  Select Programme of works to be issued by the contractor prior to works commencement. Programme of works received from the contractor.

  • Programme of works to be issued by the contractor prior to works commencement.
  • Programme of works received from the contractor.

• Phasing of works (Single etc)

Key Contacts

• Regional Manager

• Area Manager

• Contractor

• Sub- Contractor (s): Any sub-contractors will be notified to Contract Administrator.

• Technical

• Contract Administrator

• CDM Principle Designer

Site Set up

• Parking

• Compound

• Skips

Site rules

• Radios: No loud music

• No smoking on site

• No foul language

• Residents privacy to be respected

• Tidiness

• No Load noise before 9am

• Earliest Start time

  Date

• Latest Finish time

  Date

• Weekend Working

  Yes

  No

  By Prior Arrangement

• Site specific rules

• Security

• Name boards/adverts: No Named boards on site

• Site tracking: All operatives must sign into the site in a log book held in the contractors compound. Toolbox talks etc must also take place.

Contractors Payments and Variations

• JCT contracts

  Select The works to be undertaken in line with JCT 2016 - Minor Works Building Contracts. Whilst contracts will not be issued formally, the payment and contractual obligations are implied. Monthly valuations to be agreed between the CA and the contractor.

  • The works to be undertaken in line with JCT 2016 - Minor Works Building Contracts. Whilst contracts will not be issued formally, the payment and contractual obligations are implied. Monthly valuations to be agreed between the CA and the contractor.

• Who is the client?

  FirstPort Property Service Ltd

• Valuations & materials on site

  Select Monthly One full payment upon completion

  • Monthly
  • One full payment upon completion

• Defect Liability Period

  6 Months

  12 Months

• Retention

  2.5%

  5%

  10%

  No Retention to be held

• a) VAT – Normal rate.
  b) CIS – Client is classed as a contractor.
  

• Contractor valuation to be issued to CA for review. Once approved and a valuation provided to the contractor by CA, contractor can then place this valuation along with their invoice onto Coupa. Once on Coupa, the development can then sign off to pay. Contractor may require to be shown how the system works and will require a log in. the orders etc come through this online system.

• Contingency sums

• Provisional sums

• Dealing with variations; Issue quote & take photo’s and issue to CA for written agreement. CA to issue A.I.
  
  All instructions to be via the CA.
  
  

• Notice for snagging: 1 week prior to practical completion.

Completion

• Final inspection

  Date

• Health and safety file/certificates: Contractor to issue certificates & OM manuals upon completion.

• Rectification period

  6 Months

  12 Months

• End of rectification period inspection

  Date

• Date of next meeting:

  Not yet known

  Date of next meeting known

• Date of next meeting

  Date

• Any other business

Site Photographs

• Progress / activity on site since previous report

Building Name/ Number

• Name of Building/ No.

• Working areas

  Select Basement 1 Basement 2 Ground Floor First Floor Second Floor Third Floor Fourth Floor Fifth Floor Sixth Floor Seventh Floor Eighth Floor Ninth Floor Tenth Floor Eleventh Floor Twelfth Floor Thirteenth Floor Fourteenth Floor Fifteenth Floor Sixteenth Floor Seventeenth Floor Eighteenth Floor Additional Floor Roof Elevations Curtilage Other

  • Basement 1
  • Basement 2
  • Ground Floor
  • First Floor
  • Second Floor
  • Third Floor
  • Fourth Floor
  • Fifth Floor
  • Sixth Floor
  • Seventh Floor
  • Eighth Floor
  • Ninth Floor
  • Tenth Floor
  • Eleventh Floor
  • Twelfth Floor
  • Thirteenth Floor
  • Fourteenth Floor
  • Fifteenth Floor
  • Sixteenth Floor
  • Seventeenth Floor
  • Eighteenth Floor
  • Additional Floor
  • Roof
  • Elevations
  • Curtilage
  • Other

• Basement 1 photographs and site notes

  Media

• photographs and site notes

  Media

• Ground Floor photographs and site notes

  Media

• First Floor photographs and site notes

  Media

• Second Floor photographs and site notes

  Media

• Third Floor photographs and site notes

  Media

• Fourth Floor photographs and site notes

  Media

• Fifth Floor photographs and site notes

  Media

• Sixth Floor photographs and site notes

  Media

• Seventh Floor photographs and site notes

  Media

• Eighth Floor photographs and site notes

  Media

• Ninth Floor photographs and site notes

  Media

• Tenth Floor photographs and site notes

  Media

• Eleventh Floor photographs and site notes

  Media

• Twelfth Floor photographs and site notes

  Media

• Thirteenth Floor photographs and site notes

  Media

• Fourteenth Floor photographs and site notes

  Media

• Fifteenth Floor photographs and site notes

  Media

• Sixteenth Floor photographs and site notes

  Media

• Seventeenth Floor photographs and site notes

  Media

• Eighteenth Floor photographs and site notes

  Media

• Additional Floor photographs and site notes

  Media

• Roof photographs and site notes

  Media

• Elevations photographs and site notes

  Media

• Curtilage photographs and site notes

  Media

• Other photographs and site notes

  Media
External Decorations/ Maintenance

• External Works area

  Select Front Elevation Rear Elevation Left Hand Side Elevation Right Hand Side Elevation Other Elevation External General Undercroft

  • Front Elevation
  • Rear Elevation
  • Left Hand Side Elevation
  • Right Hand Side Elevation
  • Other Elevation
  • External General
  • Undercroft

• Front Elevation photographs

  Media

• Rear Elevation photographs

  Media

• Left hand side Elevation photographs

  Media

• Right Hand side Elevation photographs

  Media

• Other Elevation photographs

  Media
Individual Room/ Area

• Room Name

• Room Notes

• Photographs

  Media
Apartment/ House

• Name/ Number of house

• Rooms

  Select Kitchen Bathroom 1 Bathroom 2 Bathroom 3 En-suite 1 En-suite 2 En-suite 3 En-suite 4 Bedroom 1 Bedroom 2 Bedroom 3 Bedroom 4 Bedroom 5 Bedroom 6 Bedroom 7 Bedroom 8 Bedroom 9 Bedroom 10 Bedroom 11 Bedroom 12 Living Room Dining Room Airing Cupboard Closet 1 Closet 2 Closet 3 Closet 4 Study Balcony 1 Balcony 2 Balcony 3 Toilet 1 Toilet 2 Toilet 3 Toilet 4 Other Other 2 Other 3

  • Kitchen
  • Bathroom 1
  • Bathroom 2
  • Bathroom 3
  • En-suite 1
  • En-suite 2
  • En-suite 3
  • En-suite 4
  • Bedroom 1
  • Bedroom 2
  • Bedroom 3
  • Bedroom 4
  • Bedroom 5
  • Bedroom 6
  • Bedroom 7
  • Bedroom 8
  • Bedroom 9
  • Bedroom 10
  • Bedroom 11
  • Bedroom 12
  • Living Room
  • Dining Room
  • Airing Cupboard
  • Closet 1
  • Closet 2
  • Closet 3
  • Closet 4
  • Study
  • Balcony 1
  • Balcony 2
  • Balcony 3
  • Toilet 1
  • Toilet 2
  • Toilet 3
  • Toilet 4
  • Other
  • Other 2
  • Other 3

• Kitchen Photographs

  Media

• Bathroom 1 Photographs

  Media

• Bathroom 2 Photographs

  Media

• Bathroom 3 Photographs

  Yes

  No

  N/A

• En-suite 1 Photographs

  Media

• En-suite 2 Photographs

  Media

• En-suite 3 Photographs

  Media

• En-suite 4 Photographs

  Media

• Bedroom 1 Photographs

  Media

• Bedroom 2 Photographs

  Media

• bedroom 3 Photographs

  Media

• Bedroom 4 Photographs

  Media

• Bedroom 5 Photographs

  Media

• Bedroom 6 Photographs

  Media

• Bedroom 7 Photographs

  Media

• Bedroom 8 Photographs

  Media

• Bedroom 9 Photographs

  Media

• Bedroom 10 Photographs

  Media

• Bedroom 11 Photographs

  Media

• Bedroom 12 Photographs

  Media

• Living Room Photographs

  Media

• Dining Room Photographs

  Media

• Airing Cupboard Photographs

  Media

• Closet 1

  Media

• Closet 2 Photographs

  Media

• Closet 3 Photographs

  Media

• Closet 4 Photographs

  Media

• Study Photographs

  Media

• Balcony 1 Photographs

  Media

• Balcony 2 Photographs

  Media

• Balcony 3 Photographs

  Media

• Toilet 1 Photographs

  Media

• Toilet 2 Photographs

  Media

• Toilet 3 Photographs

  Media

• Toilet 4 Photographs

  Media

• Room Name

• Room Name

• Room Name

External works

• Working area

• Photographs of working area

  Media
Driveway and Parking areas

• Works update

• Works Photographs

  Media
Garage Works

• Garage (s) no./ location

• Photographs of Garage (s)

  Media
Window Works required per development

• Location of window (s)

• Photographs of windows

  Media
Door works

• Location of door (s)

• Door Photographs

  Media
Roof Works

• Roof work location

• Works update

• Roof photographs

  Media

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Variations

• Is a variation to the contract required?

  Yes

  No

• Variation Requested

• The contractor will require official approval to proceed in the form of a contract instruction or formal email correspondence. The contract administrator will need to review all variation requests.

Action plan following this visit

• Please provide details of any actions / choices that are required in order to progress the repairs, when this needs to be done and who needs to action this.
  
  If actions are required then tap on the "Add Action required" button. For each additional action either hit that button again or tap the "+ Add" button.

Action required

• What needs to be done next in order to move this repair forward?

• Specify the person / party responsible for this action

  Surveyor

  Drying contractor

  Reinstatement contractor

  Owner/ Occuiper

  Other

• Person (s) responsible for the action.

• When does action need to be taken by?

  Date

Sign Off

• Add signature

  Sign

Contract Administrator

• Contract Administrator information

  Select Malcolm Rogers Robert Schwier Tony Mathews Tim Holland Jonathan Wrangle-Sanders Michael Cornwell Robert Boulter James Gadsby Oliver Wingfield Oliver Loxley Marc Coleman Kevin Young Ryan Earnshaw Jamie Hallam Micaela Saunders Mark Sweeting Gary Lam

  • Malcolm Rogers
  • Robert Schwier
  • Tony Mathews
  • Tim Holland
  • Jonathan Wrangle-Sanders
  • Michael Cornwell
  • Robert Boulter
  • James Gadsby
  • Oliver Wingfield
  • Oliver Loxley
  • Marc Coleman
  • Kevin Young
  • Ryan Earnshaw
  • Jamie Hallam
  • Micaela Saunders
  • Mark Sweeting
  • Gary Lam

• Phone Number:

  07736487494

• Email Address:

  robert.schwier@firstport.co.uk

• Phone Number:

  07517850546

• Email Address:

  TMathews@firstport.co.uk

• Phone Number:

  07752786409

• Email Address:

  Tim.Holland@firstport.com

• Phone Number:

  07968708174

• Email Address:

  Select jonathon.wrangle-sanders@firstport.co.uk

  • jonathon.wrangle-sanders@firstport.co.uk

• Phone Number:

  07701377218

• Email Address:

  Select Michael.Cornwell@firstport.co.uk

  • Michael.Cornwell@firstport.co.uk

• Phone Number:

  07814481712

• Email Address:

  robboulter@mainstaygroup.co.uk

• Phone Number:

  07802338166

• Email Address:

  James.Gadsby@firstport.co.uk

• 07395601340

• Email Address:

  Select oliver.wingfield@firstport.co.uk

  • oliver.wingfield@firstport.co.uk

• Phone Number:

  07756503508

• Email Address:

  oliver.loxley@firstport.co.uk

• Phone Number:

  07709511445

• Email Address:

  Marc.Coleman@firstport.co.uk

• Phone Number:

  07716084122

• Email Address:

  Kevin.Young@firstport.co.uk

• Phone Number:

  07599200468

• Email Address:

  Ryan.Earnshaw@firstport.co.uk

• Phone Number

  07548111136

• Email Address:

  jamie.hallam@firstport.co.uk

• Phone Number:

  07548 108 439

• Email Address:

  Select micaela.saunders@firstport.co.uk

  • micaela.saunders@firstport.co.uk

• Phone Number:

  07731 989268

• Email Address

  mark.sweeting@firstport.co.uk

• Phone Number:

  07548773677

• Email Address:

  gary.lam@firstport.co.uk