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b.On-site communication procedures: Project Manager/Construction Manager will assist <br />the Project team to prepare and issue communication procedures to endeavor to ensure <br />effective team functioning during construction, including: <br />•Project directory <br />•Communications flow chart <br />•Contractor correspondence files <br />•Chain of responsibility and authority <br />•Submittal flow chart and logs <br />•Field orders <br />•Coordination meetings <br />•Quality assurance/quality control <br />•Substitutes <br />•Directives and reports <br />•Cost and schedule performance data. <br />c. Project site meetings: The Project Manager/Construction Manager will assist the <br />project team to organize, conduct, and record regularly scheduled meetings involving <br />Project Manager/Construction Manager, the Contractor’s supervisory personnel, the <br />Architect, and appropriate City personnel. The purpose of the meeting is to: <br />•Review progress and discuss short-term and long-range plans for Contractor. <br />•Discuss and resolve scheduling/coordination problems. <br />•Obtain answers and clarifications to any questions. <br />•Review and resolve monthly payment requests, specifically noting concurrence <br />with the Architect on the Contractors’ invoices. Ensure proper format and <br />documentation is submitted. <br />•Coordinate long-lead procurement. <br />•Resolve any other issues brought to the Project team. <br />d. Contract documentation procedures: The Project Manager/Construction Manager will <br />assist the project team to establish systems for receiving, handling and distributing the <br />following: <br />•Contract documents <br />•Contractor request for information <br />•Change order and construction change directives <br />•Submittals-receipt and approvals <br />•Unforeseen conditions <br />•Claims <br />•Meeting minutes <br />•Project reports <br />•Daily field reports <br />•Payment requests and payment reports