Common use of Meetings and Liaisons Clause in Contracts

Meetings and Liaisons. a) Meetings and liaisons between the Client and the Consulting Engineer Meetings between the Client and the Consulting Engineer are formal occasions. The Client shall perform the duties of chairperson and the Consulting Engineer the secretarial services. The Consulting Engineer shall submit draft minutes to the Client for review before distribution which shall not be later than 14 (fourteen) calendar days after the meeting. Meetings and liaisons shall be scheduled according to the Consulting Engineer’s approved programme to discuss and record the progress of the Services. Draft copies of all reports, design and tender documents submitted for review shall be discussed at specially convened meetings prior to their finalisation. Attendance at the meetings and liaisons shall include joint venture members and/or Targeted Enterprise(s) (if any), sub-Service Providers and the designated key persons except for the hand-over meeting where the Client shall also perform the duties of secretarial services. A key person shall not be substituted by another Consulting Engineer employee unless express permission for this has been sought from and approved by the Client in writing. The Client shall have the right to delay a meeting because of the non-availability of a key person and any delay costs so incurred shall be for the account of the Consulting Engineer. i) Project hand-over meeting The date of the meeting will have been fixed and notice for it and an agenda included with the letter of acceptance of the Consulting Engineer’s offer. The Consulting Engineer shall come to this meeting prepared by his desktop assessment of the project details. The meeting provides a platform for the Consulting Engineer to explain in detail how he intends going about the design development with specific reference to the methods, manuals and systems he will apply. For example, the relevant chapters dealing with pavement composition and behaviour, materials testing, standards, materials utilisation, design, etc. contained in the South African Pavement Engineering Manual (SAPEM) and the supporting suite of TMH and TRH publications have significance. The Consulting Engineer shall identify those he thinks are relevant and anticipates he will use in developing the project design. In addition, the Consulting Engineer shall explain and demonstrate his awareness of the encompassing social, natural, economic, safety and statutory environment within which the project is situated and how each impact on it. Further, the Consulting Engineer shall demonstrate his understanding of the Topographical survey and Land Acquisition process and the critical aspects that would give rise to material delays in the project proceeding to the Design and Construction Phase. This meeting also provides the opportunity for administration details to be finalised. Included among these, but without providing limits to what may be required shall be: − Signing and initialling of the contract document. − Confirmation of prescribed insurance cover, including that of joint venture members (if any). − Confirmation of vendor registration. − Delivery of a compact disc (CD) containing all relevant forms and procedures needed for effective project administration.

Meetings and Liaisons. a) Meetings and liaisons between the Client and the Consulting Engineer Service Provider Meetings between the Client and the Consulting Engineer Service Provider are formal occasions. The Client shall perform the duties of chairperson and the Consulting Engineer Service Provider the secretarial services. The Consulting Engineer Service Provider shall submit draft minutes to the Client for review before distribution which shall not be later than 14 (fourteen) calendar days after the meeting. Meetings and liaisons shall be scheduled according to the Consulting EngineerService Provider’s approved programme to discuss and record the progress of the Services. Draft copies of all reports, design and tender documents submitted for review shall be discussed at specially convened meetings prior to their finalisation. Attendance at the meetings and liaisons shall include joint venture members and/or Targeted Enterprise(s) (if any), sub-Service Providers and the designated key persons except for the hand-over meeting where the Client shall also perform the duties of secretarial services. A key person shall not be substituted by another Consulting Engineer Service Provider employee unless express permission for this has been sought from and approved by the Client in writing. The Client shall have the right to delay a meeting because of the non-availability of a key person and any delay costs so incurred shall be for the account of the Consulting EngineerService Provider. i) Project hand-over meeting The date of the meeting will have been fixed and notice for it and an agenda included with the letter of acceptance of the Consulting EngineerService Provider’s offer. The Consulting Engineer Service Provider shall come to this meeting prepared by his desktop assessment of the project details. The meeting provides a platform for the Consulting Engineer Service Provider to explain in detail how he intends going about the design development with specific reference to the methods, manuals and systems he will apply. For example, the relevant chapters dealing with pavement composition and behaviour, materials testing, standards, materials utilisation, design, etc. contained in the South African Pavement Engineering Manual (SAPEM) and the supporting suite of TMH and TRH publications have significance. The Consulting Engineer Service Provider shall identify those he thinks are relevant and anticipates he will use in developing the project design. In addition, the Consulting Engineer Service Provider shall explain and demonstrate his awareness of the encompassing social, natural, economic, safety and statutory environment within which the project is situated and how each impact on it. Further, the Consulting Engineer Service Provider shall demonstrate his understanding of the Topographical survey and Land Acquisition process and the critical aspects that would give rise to material delays in the project proceeding to the Design and Construction Phase. This meeting also provides the opportunity for administration details to be finalised. Included among these, but without providing limits to what may be required shall be: − Signing and initialling of the contract document. − Confirmation of prescribed insurance cover, including that of joint venture members (if any). − Confirmation of vendor registration. − Delivery of a compact disc (CD) containing all relevant forms and procedures needed for effective project administration.

Meetings and Liaisons. a) Meetings and liaisons between the Client and the Consulting Engineer Service Provider Meetings between the Client and the Consulting Engineer Service Provider are formal occasions. The Client shall perform the duties of chairperson and the Consulting Engineer Service Provider the secretarial services. The Consulting Engineer Service Provider shall submit draft minutes to the Client for review before distribution which shall not be later than 14 (fourteen) calendar days after the meeting. Meetings and liaisons shall be scheduled according to the Consulting EngineerService Provider’s approved programme to discuss and record the progress of the Services. Draft copies of all reports, . design and tender documents submitted for review shall be discussed at specially convened meetings prior to their finalisation. Attendance at the meetings and liaisons shall include joint venture members and/or Targeted Enterprise(s) (if any), . sub-Service Providers and the designated key persons except for the hand-over meeting where the Client shall also perform the duties of secretarial services. A key person shall not be substituted by another Consulting Engineer Service Provider employee unless express permission for this has been sought from and approved by the Client in writing. The Client shall have the right to delay a meeting because of the non-availability of a key person and any delay costs so incurred shall be for the account of the Consulting EngineerService Provider. i) Project hand-over meeting The date of the meeting will have been fixed and notice for it and an agenda included with the letter of acceptance of the Consulting EngineerService Provider’s offer. The Consulting Engineer Service Provider shall come to this meeting prepared by his desktop assessment of the project details. The meeting provides a platform for the Consulting Engineer Service Provider to explain in detail how he intends going about the design development with specific reference to the methods, . manuals and systems he will apply. For example, . the relevant chapters dealing with pavement composition and behaviour, . materials testing, . standards, . materials utilisation, . design, . etc. contained in the South African Pavement Engineering Manual (SAPEM) and the supporting suite of TMH and TRH publications have significance. The Consulting Engineer Service Provider shall identify those he thinks are relevant and anticipates he will use in developing the project design. In addition, . the Consulting Engineer Service Provider shall explain and demonstrate his awareness of the encompassing social, . natural, . economic, . safety and statutory environment within which the project is situated and how each impact on it. Further, the Consulting Engineer shall demonstrate his understanding of the Topographical survey and Land Acquisition process and the critical aspects that would give rise to material delays in the project proceeding to the Design and Construction Phase. This meeting also provides the opportunity for administration details to be finalised. Included among these, but without providing limits to what may be required shall be: − Signing and initialling of the contract document. − Confirmation of prescribed insurance cover, including that of joint venture members (if any). − Confirmation of vendor registration. − Delivery of a compact disc (CD) containing all relevant forms and procedures needed for effective project administration.

Meetings and Liaisons. a) Meetings and liaisons between the Client and the Consulting Engineer Service Provider Meetings between the Client and the Consulting Engineer Service Provider are formal occasions. The Client shall perform the duties of chairperson and the Consulting Engineer Service Provider the secretarial services. The Consulting Engineer Service Provider shall submit draft minutes to the Client for review before distribution which shall not be later than 14 (fourteen) calendar days after the meeting. Meetings and liaisons shall be scheduled according to the Consulting EngineerService Provider’s approved programme to discuss and record the progress of the Services. Draft copies of all reports, design and tender documents submitted for review shall be discussed at specially convened meetings prior to their finalisation. Attendance at the meetings and liaisons shall include joint venture members and/or Targeted Enterprise(s) (if any), sub-Service Providers and the designated key persons except for the hand-over meeting where the Client shall also perform the duties of secretarial services. A key person shall not be substituted by another Consulting Engineer Service Provider employee unless express permission for this has been sought from and approved by the Client in writing. The Client shall have the right to delay a meeting because of the non-availability of a key person and any delay costs so incurred shall be for the account of the Consulting EngineerService Provider. i) Project hand-over meeting The date of the meeting will have been fixed and notice for it and an agenda included with the letter of acceptance of the Consulting EngineerService Provider’s offer. The Consulting Engineer Service Provider shall come to this meeting prepared by his desktop assessment of the project details. The meeting provides a platform for the Consulting Engineer Service Provider to explain in detail how he intends going about the design development with specific reference to the methods, manuals and systems he will apply. For example, the relevant chapters dealing with pavement composition and behaviour, materials testing, standards, materials utilisation, design, etc. contained in the South African Pavement Engineering Manual (SAPEM) and the supporting suite of TMH and TRH publications have significance. The Consulting Engineer Service Provider shall identify those he thinks are relevant and anticipates he will use in developing the project design. In addition, the Consulting Engineer Service Provider shall explain and demonstrate his awareness of the encompassing social, natural, economic, safety and statutory environment within which the project is situated and how each impact on it. Further, the Consulting Engineer Service Provider shall demonstrate his understanding of the Topographical survey and Land Acquisition process and the critical aspects that would give rise to material delays in the project proceeding to the Design and Construction Phase. This meeting also provides the opportunity for administration details to be finalised. Included among these, but without providing limits to what may be required shall be: − Signing and initialling of the contract document. ; − Confirmation of prescribed insurance cover, including that of joint venture members (if any). ; − Confirmation of vendor registration. ; − Delivery of a compact disc (CD) containing all relevant forms and procedures needed for effective project administration.