Structural Steel Pre-detailing Meeting

SEAC/RMSCA Steel Liaison Committee

Revised January 20, 2010
The following is a proposed pre-detailing meeting agenda which may be used to improve communications
at the beginning of a structural steel project. This paper has been prepared by the SEAC/ RMSCA Steel
Liaison Committee with input from Front Range Engineers, Fabricators, Detailers, Erectors and Testing
Agencies. The proposed pre-detailing meeting agenda should be tailored to meet the specific needs of the
project prior to distributing it to the meeting participants. To ensure that the meeting will occur, it is
recommended that the Engineer of Record (EOR) add language to Part I of the Steel Specification similar
to the following:
Pre-detailing Conference: Contractor shall schedule and hold a pre-detailing meeting to
coordinate specification and shop drawing issues prior to the first shop drawing submittal.
Attendees shall include the Contractors project manager, the Detailer, the Fabricator, the
Erector, the EOR and representative from the Owner provided Testing Agency.
It is also suggested the Architect be invited. The customized agenda should be distributed approximately
one week prior to the meeting to allow all participants to prepare. The following timing considerations are
suggested when scheduling the meeting:
1.
2.
3.
4.

All participants have had the Contract Documents long enough to become familiar with the
project and its typical details.
The Fabricator has had time to prepare a preliminary schedule of submittals and a plan for
fabrication.
The Erector has had time to consider a preliminary plan of erection and sequencing for the
project.
The meeting should occur prior to the first submittal of shop drawings, excluding anchor bolts and
embedded plates.

Structural Steel Pre-detailing Meeting Sample Agenda

I.

General Contractor Coordination of Steel Frame

A. Discuss the path of communication and documentation. Direct contact between the
Fabricator and the EOR is preferred, with copies to the Contractor,
B. Identify the current version of Contract Documents and make sure everyone is
working from them.
C. Discuss routing of shop drawings during the review process. It is preferred that one
bootleg copy be sent directly to the EOR.
i.
The Contractors processing/ review time must be included in the overall
review schedule.
ii.
The Design teams review time may possibly be reduced if prior notice is
given.
D. For remodel projects, identify the schedule for field measuring/ exploratory
demolition.
E. Identify dates of ordering mechanical equipment, pre-engineered stairs, skylights,
etc. and when the appropriate cut sheets will be available.

i.

Determine the strategy for verification/ fabrication/ installation of opening

frames and other components requiring coordination with other trades.
ii.
The Contractor must assign an individual to be responsible for coordinating
the collection and distribution of this information.
F. Identify the process for issuing changes, revisions and future drawing packages.
II.

Design Team Input Concerning Coordination

A. EOR is to discuss the design overview/ statement of intent.
B. Establish a regular meeting or conference call schedule for ongoing communication.
Establish deadlines and the process to address unresolved issues.
C. Review completeness status of the Contract Documents. Define areas that will be
revised, value engineered or completed later.
D. Review unique or complex details.
E. Review critical tolerances.
F. Discuss the expectations of the Owner provided Testing Agency. Discuss the
schedule of shop inspections, if required.

III.

Detailing, Submittals and Project Planning

A. Discuss the design/ detailing/ connection standards for the project.
B. Will the submittals be electronic or paper? If paper, the quantity of prints to be
submitted needs to be established. To help expedite the review time, one hard copy
can be reviewed and the necessary copies can be made after the review is returned.
C. Discuss the schedule for Detailer release dates.
D. Identify the critical dates needed for submittal reviews by the EOR. It is preferred that
a schedule with the Detailer release and required approval return dates be
distributed.
i.
Define which submittals are critical and give the EOR ample notice of the
date the shop drawings will be delivered.
ii.
Request a quick turn-around only when necessary.
E. Identify design submittal requirements for connections to be designed by the
Fabricator.
F. Identify all designed by contractor items.
G. The Contractor and Erector should review site access and the erection scheme,
sequence and scheduling.
H. Review proposed changes to shop drawings and/ or contract documents regarding
OSHA subpart R requirements.

IV.

Non-conformance/ Fit-up/ Quality Control/ Erection Conditions

Identify and introduce the site/ shop Special Inspectors on the project.
Define the backup supervisor for the Special Inspector.
Identify the location in the jobsite trailer for the discrepancy lists.
Review the extent and quantity of testing.
Identify methods for resolving disputes between Fabricator/ Erector and the Owner
provided Testing Agency.
F. Define pre-approved fixes and identify the limits of applicability.
G. Identify procedures and the format required to submit resolution of nonconformance
requests. Submittal of the proposed repair detail with the nonconformance request is
preferred.
H. Identify assumptions of design as they apply to stability of the structure during
erection.
A.
B.
C.
D.
E.

V.

Details/ Questions on Construction Documents The following list can also serve
as a good checklist by the EOR for review of the shop drawings.
A. Identify any missing or conflicting grid dimensions.
B. Identify and clarify any un-dimensioned members in the Contract Documents shown
such as equally spaced, 6-0 o.c. maximum, coordinate location with.

C. Identify the edge of slab or edge of deck locations where dimensions are not shown.
D. Identify missing top of steel elevations.
E. Discuss the extent and location of section cuts. Clarify what happens at transition
between two details.
F. Request missing criteria needed for connection design such as reactions, brace
forces or connection concept.
G. Request alternate connection details.
H. Request alternate column splice locations and details.
I. Identify framing conditions which conflict with connection types shown or specified.
J. Tie down mechanical equipment support, roof opening frames, deck support, etc.
Where information is needed, establish a schedule and contacts to resolve.
K. Identify the finish on exposed steel and surface preparation requirements for
painting.
L. Present initial layouts for typical bay outriggers, kickers and other secondary framing
for review by the EOR.
VI.

Actions as a Result of the Meeting

A. How and when will changes and decisions made in the meeting be distributed to the
team?
B. Meeting minutes are to be taken and distributed by the Contractor.
C. Create an action list for all unresolved communication. Assign responsibility for each
item. The Contractor is to assign a coordinator to track the action list.