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Pre-work Conference
Sample Checklist


Points to Cover and Things to Do


To review the contract requirements and develop a work progress plan.
To take into account details than cannot always be included in the particulars due to variations that may occur from the time of initiation until the work is started. Be careful not to add conditions that will require renegotiation of the contract.

Note: Problems that could arise in the contract can be prevented by paying careful attention to the discussions at the pre-work conference. The contractor must know the ground rules for performance and how the work will be inspected and evaluated.

This is one example format and listing of topics to cover at the pre-work conference. Local conditions may require that different topics be covered or emphasized.

Points to Cover and Things to Do

  1. Who will act as the contractor's representative? This representative may act for the contractor at the pre-work conference if they bear a signed authorization letter to this effect from the contractor. If the representative does not have a letter, do not conduct the pre-work and do not let them begin work.
  2. Who is the ministry officer administering the contract on behalf of the Forest Service? If an alternate ministry officer has been designated, explain why and under what circumstances the officer will assist in administering the contract.
  3. Confirmation of the starting date for the contract. If the contractor has not received a copy of the notification to commence work, give the contractor one.
  4. Arrangements for planting stock delivery or pick up.
    • frequency and dates
    • amount of stock/shipment
    • species and seedlots
    • give contractor copy of Pesticide Usage on Stock
    • contractors responsibilities/liabilities

    All stock given to or returned by the contractor must be recorded on "Record of Planting Stock Issued" or an FS 242. Contractor and ministry officer must sign for each transaction. This information is used to complete the payment certificate.

  1. Arrangements for field storage. The location and facilities should be approved by the ministry officer.
    • number on site, thawing of frozen stock, temperature in cartons should be 2-4°C in the reefer. Field storage try for less than 10°C. Lethal temperature for seedlings is difficult to determine in the field. Temperatures greater than 10°C need corrective action.
  1. Determine order of planting by unit. Finish one unit before commencing next unit.
  2. Obtain the contractor's address for correspondence regarding the contract during its term and the address (if different) where the cheque is to be mailed.
  3. Explain the inspection procedures:
    • sample plot system
      • determination of plantable spots (when too close or too wide spacing)
      • frequency of inspections
      • inter-tree spacing, spacing tolerance, and required density (explain minimum density clause)
    • creditable satisfactorily planted trees
      • demonstrate quality requirements (e.g., depth, spot selection)
    • unsatisfactorily planted trees (six criteria)
      1. spot selection
      2. screefing, scalping, clearing
      3. planting hole
      4. tree placement
      5. firmness
      6. position of stem or crown
    • confirm definition of a visible acceptable natural in terms of species, size, and condition, and explain the use of the influence tree (naturals and planted)
    • 704 calculations (excess, and planting quality %) and the minimum acceptable planting quality (85% before the tolerance is added). See FS 704 booklet and clause 5.1 of the Schedule A contract.
    • contractor's options on areas below 85%
      • reinspection (costs)
      • replant (usually not recommended) (at discretion of ministry officer)
      • continue planting (at discretion of ministry officer)
    • supply a copy of the FS 704 to the contractor
    • review or further clarification of acceptable plantable spots
    • designation of project units
  1. Discuss required planting tools.
  2. Discuss charges that may be levied:
    • excess
    • wasted trees - charges equal bid price plus 20 cents per tree for estimated number of seedlings lost
    • improper storage and handling
      • $50/infraction, $250/major infraction
      • discuss what is required (e.g., # in bags, crop trees, exposing roots to the air)
      • damaging roots with shovel during planting process
  1. Explain payment procedures including the 40-day holdback of 10%.
  2. Procedures for temporarily suspending work contract due to bad weather or other reasons.
    • termination with payment for work done and return of deposit
    • postponement and probable restart date, retention of deposit
    • procedures for returning unplanted trees
    • retention of deposit
  1. Special conditions:
    • disposal of stock containers - FS 767, Schedule A, section 4.9 of contract ($25 fine for each plastic carton not returned to Ministry of Forests)
    • fire tool requirements - submit FPR inspection report to ministry officer
    • transport of contractors personnel and equipment
    • camping and parking locations
    • site clean-up
    • camp standards - review Schedule D of contract
    • any other special conditions (e.g., screefing) - check contract for special clauses
  1. Ensure that the contractor has appropriate WCB coverage.
    • if verification of WCB registration cannot be produced, issue an FS 242 stating that planting cannot start until verification has been received
    • discuss WCB Occupational First Aid and WHMIS requirements and supply MSDS sheets if applicable
  1. Explanation of cancellation procedures.
    • for unacceptable planting quality (clause 5 of the FS 767)
    • for other defaults under the contract

    Have a copy (not original) of contract, a stop work order, and a notice to comply form with you.

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Copyright 1999 Province of British Columbia
Forest Practices Branch
BC Ministry of Forests
This page was last updated December 2000

Comments to: Tim Ebata <Tim.Ebata@gems8.gov.bc.ca>