The Contract will normally set out arrangements in relation to formal meetings between the Authority and the Contractor. It may prescribe the frequency, the attendees and/or the agenda for the meetings. If it does not, then these will need to be agreed with the Contractor and should be documented in the Contract Management Manual.
The WIDP Contract (Clause 8) requires the parties to follow a defined Liaison Procedure (Schedule 18), centred on a Liaison Committee with responsibility for:
• reviewing the performance of the Contract;
• strategic discussions about the Contract; and
• consideration of issues relating to planning, construction, the Services, Authority Changes and other matters to be agreed at the project level.
Examples of other matters that WIDP have seen explicitly identified include:
• ensuring that the objectives of the Contract are met over the full term of the Contract;
• ensuring an ethos of working in partnership is developed and maintained;
• ensuring effective communication is taking place at all levels; and
• considering the impact of any changes in legislation.
The Liaison Committee is intended to provide the focal point for communications between the primary stakeholders. The WIDP Contract (Schedule 18) requires it to meet at least monthly during the pre-operation period and at least quarterly during the service period.