Pre Job Conference

Pre Job Conference

Pre Job Conference Cover (Excel) | Contract Work Assignments (Excel)

As part of the Ontario Construction Secretariat Tripartite initiative it has been determined that communication and consistency of approach to various project aspects would benefit all concerned parties.

The Pre Job Conference has been identified as a proven method of insuring a project has a smooth start by identifying and addressing any concerns that may be present.

The following guidelines have been collected from various organizations and are provided to enable a consistent and thorough approach to this important task. In addition to the guidelines, templates have been prepared which may be modified as necessary depending on the practices in different locations.

Please keep in mind the depth of detail related to the various items below should be directly related to the size and complexity of the scope of work. The WWDGBCTC is ready at any time to facilitate these meetings between our contractors and our Union affiliates.

Why Hold a Pre Job Conference?

Provides the opportunity for all parties to review the project at the same time with the same information
The contractor can present the complete overview of the project including any special conditions, management and supervision
Present the jurisdictional mark up and work assignment
Opens early lines of communication to establish a positive relationship from the outset
Who Should Attend?
A representative of each building trade
Owner / client representative as required
A representative from each sub contractor (depending on size and complexity of scope)
Contractor’s project management team particularly key site supervision and safety co-coordinator

When to Schedule Conference?

As soon as reasonably possible after contract award and prior to starting work
Consider a two stage approach if necessary; a preliminary meeting regarding mobilization etc. and a follow up in depth meeting
Subsequent meetings may be required a scope details are issued

WHAT SHOULD BE DISCUSSED? (in no particular order)

Project Overview / Description – Provide a clear description of the work in sufficient detail to insure an understanding of the work.

Schedule – Interim completion dates and key commissioning dates- we typically refer to these as “milestones” they include;
Mobilization date
Interim completion dates for components of the work
Key commissioning dates
In service (start up) dates
Target completion date

Safety Procedures – Present the overall safety program with the emphasis on prevention related to the site and scope, orientation procedures and highlight any special safety conditions.

Workforce– Provide the estimated requirements from each trade and workforce loading relative to the overall schedule.

Parking Facilities – Describe the specific location of parking lots and bussing arrangements.

Security – Describe the Owner’s property and site specific procedures including if the Owner has reserved the right to spot check all vehicles and individuals entering or leaving the property. Provide the consequences of failing to follow procedures. Describe the system for check in /check out (brass, time card, swipe card etc.).

Organization Chart – Provide a chart showing the names and roles of key project and site management / supervision. Provide the site office phone numbers, particularly for absenteeism call in. Include the cell phone numbers for all key personnel.

Sanitary Facilities – Provide the details of washroom / wash up services and their location for both male and female personnel. Appropriate PPE and hand sanitizer.

Hiring Procedures – Describe any requested changes to the normal practice for any of the trades. Detail any minimum qualifications required of any trade when hiring (e.g. welding certificates, equipment training). Describe any site conditions that may pose a health risk to workers such as food allergies.

Work Rules – Detail the Contractor’s company policies, the Owner’s policies and any site specific rules such as corrective action, harassment, absenteeism, theft, safety and provide a written copy of each wherever possible.

Hours Of Work – Describe the planned shifts, work days and start / quit times. Note any exceptions such as sandblasting / painting performed on the off shift. Describe the planned breaks and note exceptions such as trades or crews may be staggered giving
the reasons.

Jurisdictional Mark Up / Work Assignments

Prior to the Pre Job Conference;
Review the pertinent collective agreements.
Research any trade agreements.
Research any decisions of record relative to possible overlap or conflict.
Research any local practices for the geographic location.
Prepare supporting documentation for contractor / client practices.
Prepare justification for assignments related to economy and efficiency.
Using the attached templates with as much detail and reference as possible to the scope of work document make the proposed work assignments.
Every attempt should be made to send the proposed work assignments to all parties.
Insure sub contractors are attending and prepared to present their work assignments.
Prepare any handouts necessary related to Items above.

Pre job Conference Cover

Contact Work Assignments