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Project Kick-Off for Large Complex Projects

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 Large Complex Projects
January 11, 2021

Project Kick-Off for Large Complex Projects

Key Points
• Large complex projects require strong foundations.
• A day at the beginning of a project is just as valuable as a day at the end.
• Strong project foundations are built during project kick-off, which typically is considered the first 90
days of a project.
• Vertical kick-off is enabled by the use of a dedicated kick-off team.
• Project kick-off should consider lessons learned on other projects.

Introduction
This Executive Insight addresses project kick-off for three general types of contracts:

1. Pure design or engineering contracts typically performed for the owner.

2. Design/build (D/B) contracts performed for the owner, but recognizes that engineering may be
undertaken by an engineering subcontractor within the D/B team.
3. Pure construction contract.

The underlying philosophy in this Executive Insight is one of a vertical kick-off built on strong
foundations. The use of a dedicated project kick-off team is recommended. In this Insight, the potential
scope of such a team is reflected by items presented in italics. The scope may be larger or smaller; the
italicized highlights are intended to suggest possibilities and to underscore the concept of a project kick-
off team.

The kick-off period may be thought of as the first 90 days at the beginning of the project, although in
some fast-track projects this period may be significantly shorter. At the bid stage a project kick-off
schedule should be prepared as a sanity check on the overall schedule and as a way to confirm scope
has been comprehensively addressed.

The table in this Insight is best read column by column for the particular contract type envisioned.

Contracts and projects have an infinite variety, and as such this should be viewed as a starting point.

This Insight is best used in conjunction with the various lessons learned NAC Executive insights.

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 Select Project Kickoff Activities for Various Contract Types

Design/Engineering Project Design/Build Project Construction Project

Alignment with Owner Confirm owner’s strategic Confirm owner’s SBOs with Confirm owner’s SBOs with
business objectives (SBOs) owner’s executive. owner’s executive.
with owner’s executive.
Confirm agreement with Confirm agreement with Confirm agreement with
SBOs by internal SBOs by internal SBOs by internal
stakeholders. stakeholders. stakeholders.
Confirm agreement with Confirm agreement with Confirm agreement with
SBOs by key external SBOs by key external SBOs by key external
stakeholders and note gaps. stakeholders and note gaps. stakeholders and note gaps.
Agree SBO-focused key Agree SBO-focused KPIs. Agree SBO-focused KPIs.
performance indicators
(KPIs).
Involve owner in Involve owner in Involve owner in
communication of SBOs to communication of SBOs to communication of SBOs to
project team. project team. project team.
Agree and document Agree and document Agree and document
required owner approvals required owner approvals required owner approvals
and timeframes (per and timeframes (per and timeframes (per
contract). contract). contract).
Agree and document Agree and document Agree and document
required submissions (per required submissions (per required submissions (per
contract) and distribution to contract) and distribution to contract) and distribution to
owner staff. owner staff. owner staff.
Agree management Agree management Agree management
reporting format based on reporting format based on reporting format based on
standard project reports. standard project reports. standard project reports.
Agree invoicing process, Agree invoicing process, Agree invoicing process,
including timing, format and including timing, format and including timing, format and
handling of exceptions. handling of exceptions. handling of exceptions.
Agree change order Agree change order Agree change order process,
process, required process, required required documentation,
documentation, and documentation, and and requirements for timely
requirements for timely requirements for timely disposition.
disposition. disposition.
Submit and confirm Submit and confirm Submit and confirm
satisfaction with required satisfaction with required satisfaction with required
bonds. bonds. bonds.
Submit and confirm Submit and confirm Submit and confirm
satisfaction with required satisfaction with required satisfaction with required
technology (process and/or technology (process and/or technology (process and/or
execution technologies) execution technologies) execution technologies)
licenses and corporate licenses and corporate licenses and corporate
documentation. documentation. documentation.
Submit and confirm Submit and confirm Submit and confirm
satisfaction with required satisfaction with required satisfaction with required
insurance certificates. insurance certificates. insurance certificates.

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 Select Project Kickoff Activities for Various Contract Types
Confirm completion and Confirm completion and Confirm completion and
satisfaction with any forms satisfaction with any forms satisfaction with any forms
or agreements incorporated or agreements incorporated or agreements incorporated
in proposal or contract. in proposal or contract. in proposal or contract
Agree and document any Agree and document any Agree and document any
owner governance owner governance owner governance
processes not otherwise processes not otherwise processes not otherwise
addressed. addressed. addressed.
Alignment with JV Issue and obtain agreement Issue and obtain agreement Issue and obtain agreement
Partners (if any) on JV Board charter, on JV Board charter, on JV Board charter,
reporting, and powers reporting, and powers reporting, and powers
reserved. reserved. reserved.
Define any JV Board Define any JV Board Define any JV Board
subcommittees, roles, and subcommittees, roles, and subcommittees, roles, and
responsibilities. responsibilities. responsibilities.
Issue updated JV agreement Issue updated JV agreement Issue updated JV agreement
to all JV members. to all JV members. to all JV members.
Establish JV banking Establish JV banking Establish JV banking
relationships and relationships and relationships and
signatories. signatories. signatories.
Execute any agreed to JV Execute any agreed to JV Execute any agreed to JV
insurance programs. insurance programs. insurance programs.
Establish and issue policy on Establish and issue policy on Establish and issue policy on
JV Board communication JV Board communication JV Board communication
with owner. with owner. with owner.
Establish and issue policy on Establish and issue policy on Establish and issue policy on
JV Board communication JV Board communication JV Board communication
with project team. with project team. with project team.
Establish JV policy on Establish JV policy on Establish JV policy on
external communications. external communications. external communications.
Execute any multi-party Execute any multi-party Execute any multi-party
labor agreements (limited labor agreements. labor agreements.
for engineering only
contracts).
Identify any third party Identify any third party legal Identify any third party legal
legal counsel for JV. counsel for JV. counsel for JV.
Establish audit policy and Establish audit policy and Establish audit policy and
select outside audit firm. select outside audit firm. select outside audit firm.
Establish and issue JV safety Establish and issue JV safety Establish and issue JV safety
policy. policy. policy.
Review and confirm project Review and confirm project Review and confirm project
risk register from JV risk register from JV risk register from JV
perspective (JV Risk perspective (JV Risk perspective (JV Risk
Register). Register). Register).
Assign and mobilize key Assign and mobilize key Assign and mobilize key
members of project team. members of project team. members of project team.
Authorize and deploy Authorize and deploy Authorize and deploy
Project Kick-Off Team. Project Kick-Off Team. Project Kick-Off Team.

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 Select Project Kickoff Activities for Various Contract Types
Establish and implement Establish and implement Establish and implement
intellectual property rights intellectual property rights intellectual property rights
agreement. agreement. agreement.
Best practices and lessons Best practices and lessons Best practices and lessons
learned reviewed learned reviewed learned reviewed
Project Management Prepare prime contract Prepare prime contract Prepare prime contract
Standup and Initiation summary, obtain JV Board summary, obtain JV Board summary, obtain JV Board
or company concurrence or company concurrence or company concurrence
and issue to project team. and issue to project team. and issue to project team.
Conduct initial project kick- Conduct initial project kick- Conduct initial project kick-
off meeting. off meetings. Initial meeting off meeting.
with entire D/B team
followed by separate
meeting of design and
construction teams.
Establish project team Establish project team Establish project team
communication protocol communication protocol communication protocol and
and initial distribution lists. and initial distribution lists. initial distribution lists.
Conduct listening session Conduct listening session Conduct listening session
with owner staff on project with owner staff on project with owner staff on project
background to uncover any background to uncover any background to uncover any
otherwise undisclosed otherwise undisclosed otherwise undisclosed
concerns or information. concerns or information. concerns or information.
Establish schedule of face- Establish schedule of face- Establish schedule of face-
to-face meetings with to-face meetings with to-face meetings with
owner. owner. owner.
Schedule and conduct initial Schedule and conduct initial Schedule and conduct initial
Project Steering Committee Project Steering Committee Project Steering Committee
(JV Board) meeting. (JV Board) meeting. (JV Board) meeting.
Best practices and lessons Best practices and lessons Best practices and lessons
learned reviewed learned reviewed learned reviewed
Technology Selection Identify and confirm Identify and confirm Identify any proprietary
selection of any proprietary selection of any proprietary process technologies to be
process technologies process technologies used including any usage
(whether owner or third (whether owner or third limitations and intellectual
party provided) to be used party provided) to be used property requirements.
including any usage including any usage
limitations and intellectual limitations and intellectual
property requirements. property requirements.
Identify any engineering Identify any engineering Identify any proprietary
provider process provider process process technologies to be
technologies specifically technologies specifically used including any usage
included under contract with included under contract with limitations and intellectual
owner and any limitations or owner as part of the property requirements.
intellectual property design/build contract and
requirements. any limitations or
intellectual property
requirements.
Identify and confirm Identify and confirm Identify and confirm
selection of any project selection of any project selection of any project
management/ management/ management related

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 Select Project Kickoff Activities for Various Contract Types
design/engineering related design/engineering related proprietary or third party
proprietary or third party proprietary or third party licensed technology
licensed technology licensed technology (hardware and software) to
(hardware and software) to (hardware and software) to be used.
be used in any engineering be used in any engineering
analysis, design analysis, design
development, building development, building
information model (BIM), information model (BIM),
GIS, asset management GIS, asset management
system and project system and project
management system. This management system. This
includes any specialized includes any specialized
hardware for collection hardware for collection
(laser scanning, drones, (laser scanning, drones,
LIDAR, etc.), storage LIDAR, etc.), storage
(cloud, remote and backup) (cloud, remote and backup)
and access and and access and
communication. communication.
Identify and confirm Identify and confirm
selection of any selection of any construction
construction or construction or construction management
management related related proprietary or third
proprietary or third party party licensed technology
licensed technology (hardware and software) to
(hardware and software) to be used in construction
be used in construction activities. This includes any
activities. This includes any specialized proprietary
specialized proprietary hardware and systems for
hardware and systems for physical construction of the
physical construction of the project.
project.
Identify and confirm and Identify and confirm and Identify and confirm and
initiate implementation of initiate implementation of initiate implementation of
any cybersecurity any cybersecurity any cybersecurity
requirements for the project. requirements for the project. requirements for the project.
Scope Prepare project scope Prepare project scope Prepare project scope
summary delineating items summary delineating items summary delineating items
not in scope and who is not in scope and who is not in scope and who is
responsible and issue to responsible and issue to responsible and issue to
client for concurrence; issue client for concurrence; issue client for concurrence; issue
to project team as baseline to project team as baseline to project team as baseline
scope upon client scope upon client scope upon client
concurrence. Advise JV concurrence. Advise JV concurrence. Advise JV
Board or company Board or company Board or company
management of any management of any management of any
variance from proposal. variance from proposal. variance from proposal.
- Issue Change Control Issue Change Control Issue Change Control
Process to project team. Process to project team. Process to project team.
Change control process is
with respect to prime
contract with owner.
Change control with respect

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 Select Project Kickoff Activities for Various Contract Types

to engineering subcontract
to constructor will use a
compatible and supporting
process. D/B contractor
needs to pay attention to
timeliness of notices since
clock may begin with notice
to contractor by engineer.
- Document all elements Document all elements Document all elements
required for a “complete” required for a “complete” required for a “complete”
project which are not within project which are not within project which are not within
the prescriptive scope and the prescriptive scope and the prescriptive scope and
confirm they are to be confirm they are to be confirm they are to be
provided by the owner or provided by the owner or provided by the owner or
through another contract. through another contract. through another contract.
Similarly confirm scope
completeness if a
performance- or outcomes-
based scope.
Project Kick-Off Issue client with a schedule Issue client with a schedule Issue client with a schedule
of project startup/kick-off of project startup/kick-off of project startup/kick-off
approvals required. approvals required. approvals required.
Engineering subcontract
may require additional
approvals from contractor
who is their direct client.
Risk Review and update risk Review and update risk Review and update risk
register and issue as project register and issue as project register and issue as project
baseline. Advise JV Board or baseline. Advise JV Board or baseline. Advise JV Board or
company management of company management of company management of
any variance from proposal. any variance from proposal. any variance from proposal.
Identify high impact events Identify high impact events Identify high impact events
for risk tracking whether for risk tracking whether for risk tracking whether
provision has been made in provision has been made in provision has been made in
risk assessment or not. risk assessment or not. risk assessment or not.
Similarly track even if Similarly track even if Similarly track even if
mitigated by contract or mitigated by contract or mitigated by contract or
insurance. Rerun risk insurance. Rerun risk insurance. Rerun risk
analysis with a “fat tail” analysis with a “fat tail” analysis with a “fat tail”
distribution. distribution. distribution.
Create or update Create or update Create or update
assumption register linked assumption register linked assumption register linked
to project baselines. to project baselines. to project baselines.
Identify and address any Identify and address any
Black Elephants Black Elephants
Schedule Update startup 30-, 60-, 90- Update startup 30-, 60-, 90- Update startup 30-, 60-, 90-
day schedule; initiate day schedule; initiate day schedule; initiate rolling
rolling 90-day schedule rolling 90-day schedule 90-day schedule

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Select Project Kickoff Activities for Various Contract Types
Establish and confirm Establish and confirm Establish and confirm
baseline schedule and initial baseline schedule and initial baseline schedule and initial
staffing plan. staffing plan. staffing plan.
Ensure sufficient granularity Ensure sufficient granularity Ensure sufficient granularity
around any actions required around any actions required around any actions required
to support early to support early to support early deliverables
deliverables or decision deliverables or decision or decision points.
points. points. Concurrent
engineering with
construction changes the
sequence of design.
Identify permits, ROW, and Identify permits, ROW, and
utility relocations required utility relocations required
by each construction by each construction
package and program and package and program and
schedule each item as a schedule each item as a
separate task. separate task
Prepare submission Prepare submission
schedule to each affected schedule to each affected
agency and utility to ensure agency and utility to ensure
awareness of timing of awareness of timing of
packages to be submitted packages to be submitted
and their priority. and their priority.
Update contract Master Update contract Master Update contract Master
Schedule, reflecting any Schedule, reflecting any Schedule, reflecting any
changes since original changes since original changes since original
submission including any submission including any submission including any
changes in seasonality. changes in seasonality. changes in seasonality. Issue
Issue as Schedule baseline. Issue as Schedule baseline. as Schedule baseline.
Initiate review of schedule Initiate review of schedule Initiate review of schedule
precedencies and precedencies and precedencies and
concurrencies. concurrencies. concurrencies.
Initiate development of Initiate development of Initiate development of
progressively detailed Work progressively detailed WBS progressively detailed WBS
Breakdown Structure (WBS) identifying major work identifying major work
identifying major work packages and deliverables packages and deliverables
packages and deliverables
Add any schedule-related Add any schedule-related Add any schedule-related
assumptions to assumption assumptions to assumption assumptions to assumption
register for tracking. register for tracking. register for tracking.
Ensure all required/desired Ensure all required/desired Ensure all required/desired
reviews (EH&S; reviews (EH&S; reviews (EH&S;
Constructability; O&M; Constructability; O&M; Construction means and
stagegate; risk; FMEA) are stagegate; risk; FMEA) are methods) are reflected on
reflected on project reflected on project project schedule and any
schedule and any client schedule and any client client review periods and
review periods and review periods and approval/concurrence clearly
approval/concurrence approval/concurrence delineated.
clearly delineated. clearly delineated.

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 Select Project Kickoff Activities for Various Contract Types

Prepare calendar of client- Prepare calendar of client- Prepare calendar of client

required approvals and required approvals and required approvals and
timing on a rolling basis. timing on a rolling basis. For timing on a rolling basis.
engineering client, this
includes both contractor
and owner.
Estimates (engineering; Review and update Review and update Review and update estimate
CAPEX) estimate for any gaps or estimate for any gaps or for any gaps or deficiencies.
deficiencies. deficiencies.
Initiate development of a Initiate development of a Initiate development of a
detailed estimate of indirect detailed estimate of indirect detailed estimate of indirect
costs/out-of-pocket costs/out-of-pocket costs/out-of-pocket
expenses born by the expenses born by the expenses borne by the
project. project. project.
Review risk and contingency Review risk and contingency Review risk and contingency
amounts in light of updates amounts in light of updates amounts in light of updates
to other project baselines. to other project baselines. since bid submittal.
Reviews include those
related to both the
engineering effort as well as
the overall D/B contract.
Establish project cost Establish project cost Establish project cost
baseline. baseline. baseline.
Add key estimate Add key estimate Add key estimate
assumptions to assumption assumptions to assumption assumptions to assumption
register for tracking. register for tracking. register for tracking.
Allocate budgets to Allocate budgets to Allocate budgets to
responsible organizational responsible organizational responsible organizational
elements of subcontractors. elements of subcontractors. elements of subcontractors.
Execution Issue Project Charter and Issue Project Charter and Issue Project Charter and
consolidated project consolidated project consolidated project
baseline. baseline. Project baseline baseline.
will include both an
engineering baseline,
including an expanded basis
of design as well as all
elements of a construction
baseline.
Prepare and issue project Prepare and issue project Prepare and issue project
execution plan and execution plan and execution plan and
execution processes. execution processes. These execution processes.
will include an overall D/B
plan, which may
incorporate the engineering
equivalent. Alternately,
engineering may issue its
own plan and processes for
dealing with engineering
aspects and defining how it

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 Select Project Kickoff Activities for Various Contract Types

will operate with respect

under its subcontract.
Update and issue Update and issue RACI Update and issue RACI
Responsible, Accountable, matrix. This will include matrix.
Consulted, Informed (RACI) engineering activities as
matrix. well as construction
activities and may reflect
elements of review or
approval from the
engineering parent
organization.
Establish project reporting Establish project reporting Establish project reporting
and reports process and and reports process and and reports process and
procedures; initiate project procedures; initiate project procedures; initiate project
controls manual; initiate controls manual; initiate controls manual; initiate
project control. project control. Reporting project control.
and control of engineering
activities may include
elements beyond what is
only required in the D/B
context.
Issue safety and ethics Issue safety and ethics Issue safety and ethics
statements and implement statements and implement statements and implement
required training; initiate required training; initiate required training; initiate
any required safety manual. any required safety manual. any required safety manual.
Conduct initial project team Conduct initial project team Conduct initial project team
alignment sessions. alignment sessions. alignment sessions.

Conduct initial Value Conduct initial Value Conduct initial Value

Improvement Workshop. Improvement Workshop. Improvement Workshop.

Project Administration Obtain/establish project Obtain/establish project Obtain/establish project

office (if any). office (if any). office (if any).

Standup project IT system Standup project IT system Standup project IT system

and processes; create and and processes; create and and processes; create and
issue digital technology issue digital technology issue digital technology
plan; issue list of approved plan; issue list of approved plan; issue list of approved
software and obtain software and obtain software and obtain
necessary licenses; create necessary licenses; create necessary licenses; create
any required user accounts. any required user accounts. any required user accounts.
Implement any required Implement any required Implement any required
project intranet. project intranet. project intranet.

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Select Project Kickoff Activities for Various Contract Types
Initiate any external website Initiate any external website Initiate any external website
development and obtain any development and obtain any development and obtain any
owner approvals. owner approvals. owner approvals.
Prepare and implement a Prepare and implement a Prepare and implement a
cybersecurity plan. cybersecurity plan. cybersecurity plan.
Standup document control Standup document control Standup document control
processes and procedures. processes and procedures. processes and procedures.
Establish log and tracking Establish log and tracking Establish log and tracking of
of any owner-provided of any owner-provided any owner-furnished
materials. materials. For the materials, tools or
engineering subcontractor equipment.
this would include anything
furnished to them by the
design-builder.
Standup project purchasing Standup project purchasing Standup project purchasing
organization, process, and organization, process, and organization, process, and
procedures. procedures. procedures.
Negotiate and execute any Negotiate and execute any Negotiate and execute any
early/ long lead early/ long lead early/ long lead
procurements including pre- procurements including pre- procurements including pre-
agreed subcontractors agreed subcontractors agreed subcontractors
Implement project safety Implement project safety Implement project safety and
and security during initial and security during initial security during initial
standup mobilization if standup mobilization if standup mobilization if
required. required. required.
Standup BIM model Standup BIM model process, Obtain necessary hardware,
process, procedures, and procedures, and access software, and system access
access requirements and requirements and privileges to utilize project BIM model.
privileges for the Common for the Common Data Ensure appropriate privilege
Data Environment. Environment. levels and mutually
protective IP agreements.
Update staffing plan and Update staffing plan and Update staffing plan and
initiate recruitment initiate recruitment initiate recruitment
Draft initial Project Draft initial Project Draft initial Project
Orientation Guide Orientation Guide Orientation Guide
Establish any project Establish any project Establish any project specific
specific labor agreements or specific labor agreements labor agreements or
contracts required or contracts required contracts required
Implement time collection Implement time collection Implement time collection
processes and procedures. processes and procedures. processes and procedures.
Initiate any surveying or Initiate any surveying or Initiate any surveying or
boring contracts. boring contracts. boring contracts.
Standup and implement Standup and implement Standup and implement
billings and payments until billings and payments until billings and payments until
final organization in place. final organization in place. final organization in place.
(In JV this may initially be (In JV this may initially be (In JV this may initially be
done by managing partner). done by managing partner). done by managing partner).
Establish process and
procedures for any
engineering subcontractor
billings.

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 Select Project Kickoff Activities for Various Contract Types
Identify any contract Identify any contract Identify any contract
required notice or action required notice or action required notice or action
requirements and educate requirements and educate requirements and educate
project team. project team. project team.
Prepare first client notice Prepare first client notice Prepare first client notice
(when required) (when required). In D/B (when required).
arrangement this would
include notice to D/B
contractor for changes
outside of scope directed by
contractor, whether
originating from or a result
of owner directed or caused
changes.
Establish and implement Establish and implement Establish and implement any
any document classification any document classification document classification
system (confidential; system (confidential; system (confidential;
proprietary; secret; proprietary; secret; proprietary; secret;
privileged legal document; privileged legal document; privileged legal document;
trade secret). trade secret). trade secret).
Initial identification of Initial identification of Initial identification of
training needs. training needs. training needs.
Implement knowledge Implement knowledge Implement knowledge
management including management including management including
establishment of project establishment of project establishment of project
library with all available library with all available library with all available
project information. project information. project information.
Separately, various D/B
players will require access
to their respective parent
knowledge management
systems.
Best practices and lessons Best practices and lessons Best practices and lessons
learned reviewed learned reviewed learned reviewed
Stakeholders Confirm responsibilities Confirm responsibilities Confirm responsibilities with
with respect to with respect to respect to stakeholders with
stakeholders with owner stakeholders with owner owner and obtain
and obtain concurrence on and obtain concurrence on concurrence on
understanding. understanding. understanding.
Compile/issue master Compile/issue master Compile/issue master
stakeholder list including stakeholder list including stakeholder list including
contact information. contact information. contact information.
Prepare summary of Prepare summary of Prepare summary of
stakeholder commitments stakeholder commitments stakeholder commitments
made by owner and obtain made by owner and obtain made by owner and obtain
owner concurrence. owner concurrence. owner concurrence.
Create register of issues by Create register of issues by Create register of issues by
stakeholder noting common stakeholder noting common stakeholder noting common
issues and conflicts. issues and conflicts. issues and conflicts.

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 Select Project Kickoff Activities for Various Contract Types

Develop strategy and initial Develop strategy and initial Typically, an Owner
plan for stakeholder plan for stakeholder responsibility but as
engagement and confirm engagement and confirm required develop strategy
roles and responsibilities roles and responsibilities and initial plan for
with owner. with owner. stakeholder engagement
and confirm roles and
responsibilities with owner.
Prepare stakeholder Prepare stakeholder As required, prepare
information above for both information above for both stakeholder information
internal and external internal and external above for both internal and
stakeholders. stakeholders. external stakeholders.
Schedule initial stakeholder Schedule initial stakeholder Schedule initial stakeholder
listening sessions with all listening sessions with all listening sessions with all
stakeholders. stakeholders. stakeholders, in conjunction
with other owner-driven
stakeholder activities.
Best practices and lessons Best practices and lessons Best practices and lessons
learned reviewed learned reviewed learned reviewed
Engineering Establish an expanded basis Establish an expanded basis Review engineering basis of
of design (Business Basis of of design (Business Basis of design for construction-
Design). Design). impacting elements.
Establish quality Establish quality Review quality of design
requirements, QC, and QA requirements, QC, and QA documents received and
processes. processes. initiate addressing any
systemic issues.
Establish design margin Establish design margin Review adequacy of design
tables. tables. margins for transient/
temporary loads during
construction, startup, or
commissioning.
Establish required BIM Establish required BIM Access to required BIM
environment with attendant environment with attendant environment with attendant
policies, process, policies, process, policies, process, procedures
procedures and privileges. procedures and privileges. and privileges. Integrate/
interface any contractor
specific BIM tools or
programs.
Review design libraries and Review design libraries and Identify any reused design
catalogs for potential design catalogs for potential design elements and availability of
reuse. reuse. pre-existing construction or
erection plans or lessons
learned.
Prepare initial draft of Prepare initial draft of Prepare initial draft of
project standards. project standards. project and construction
standards; go-bys,
instructions, and checklists.
Develop interface Develop interface Develop interface
management matrix. management matrix. management matrix or
confirm items on an owner-
provided matrix.

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 Select Project Kickoff Activities for Various Contract Types

Identify long lead Identify long lead Identify long lead

equipment. equipment. equipment and initiate
procurement or, if
separately ordered by
owner, confirm status.
Best practices and lessons Best practices and lessons Best practices and lessons
learned reviewed learned reviewed learned reviewed
Construction Procure and install project
signage.
Best practices and lessons Best practices and lessons Best practices and lessons
learned reviewed learned reviewed learned reviewed
Establish value of time. Establish value of time.
General Conditions Prepare and issue initial site Obtain final General
general arrangements. Arrangements to facilitate
construction planning.
Initial site traffic plan Initial site traffic plan
Initial laydown, storage, and Initial laydown, storage, and
warehousing plan and warehousing plan and
implementation. implementation.
Initial plan and Initial plan and
implementation for implementation for
administrative/ office administrative/ office
facilities. facilities.
Initial plan and layout of Initial plan and layout of
shop and maintenance shop and maintenance
facilities. Implement as facilities. Implement as
required. required.
Initial project logistics plan Initial project logistics plan
and offsite areas and offsite areas
Initial labor and crew- Initial labor and crew-
related facilities plan and related facilities plan and
implementation. implementation.
Estimate of Indirect Field Estimate of Indirect Field
Costs prepared or updated Costs updated
Initial fleet plan and
procurement.
Initial site fencing and Initial site fencing and
security implemented. security implemented.
Plan temporary site services Temporary site services
implemented (water, waste implemented (water, waste
(solid and liquid), (solid and liquid),
commissary). commissary).
Project HSE stood up and Project HSE stood up and
operational operational
Time control for craft in Time control for craft in
place. place.
Construction Planning Cataloging and review of
engineering drawings noting
status and quality
Onsite access to BIM model

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 Select Project Kickoff Activities for Various Contract Types

Initial construction work

areas and work package
definition
Construction equipment
plan
Rough grading plan
complete and rough grading
initiated
Foundation excavation plan
initiated
Modularization strategy Modularization strategy
initiated. initiated.
Supplier prequalification/ Supplier prequalification/
shop audit plan shop audit plan
Initiate startup and
commissioning plan.
Initiate system turnover
identification and packaging.
Establish turnover
documentation
requirements.
Construction Construction technology Construction technology
Technology plan initiated. plan completed.
Materials testing plan
completed and vendors
engaged
Construction Initiate initial clearing and Initiate initial clearing and
grubbing grubbing
Identify and protect Identify and protect
surveying and other surveying and other
monuments. monuments.
Identify and initiate Identify and initiate
additional borings and soil additional borings and soil
testing testing
Establish initial Establish initial
environmental controls environmental controls
(dust, noise, erosion and (dust, noise, erosion and
pollution) pollution)
Rough grading initiated Rough grading initiated
Temporary roads and Temporary roads and
parking lots well underway parking lots well underway
Utility trenches identified
and initiated where possible
Offsite power being
mobilized.
Initial safety training Initial safety training
underway (continuous) underway (continuous)
Construction Initiate design of temporary
Engineering works.

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 Select Project Kickoff Activities for Various Contract Types

Develop cut and fill plan.

Summary/Conclusion
The table in this Executive Insight provides a starting point for defining and guiding activities to be
undertaken as part of project initiation. It presumes that a relatively robust set of planning has occurred
during the pre-contract/bid period and that the owner and project team are not beginning with a blank
sheet of paper. While the table is constructed from the perspective of a third party service provider, it is
adaptable to those situations where the owner is undertaking design activities (preliminary through
final) or even direct construction (partial/force account to full facility construction).

The table does not specifically consider joint ventures, but other Executive Insights look at special
considerations in joint ventures. Joint ventures may occur with the owner, designer, and construction
elements.

About the Author

Bob Prieto was elected to the National Academy of Construction in 2011. He is a senior executive who is
effective in shaping and executing business strategy and a recognized leader within the infrastructure,
engineering, and construction industries.

Although the author and NAC have made every effort to ensure accuracy and completeness of the
advice or information presented within, NAC and the author assume no responsibility for any
errors, inaccuracies, omissions or inconsistencies it may contain, or for any results obtained from
the use of this information. The information is provided on an “as is” basis with no guarantees of
completeness, accuracy, usefulness or timeliness, and without any warranties of any kind
whatsoever, express or implied. Reliance on any information provided by NAC or the author is
solely at your own risk.

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