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 5.3.6
Responses to Government Review Comments and Proposals
The A/E shall respond to all government review comments and proposals in
writing. Complete sentence responses are required. Responses such as "yes",
"agree", "will comply", etc. are not acceptable. All comments must be
incorporated or resolved by the next design submission. The A/E shall forward
2 copies of responses to government design review comments and to Value
Engineering Proposals, if applicable, to the DM in accordance with the Design
Milestone Schedule of the Appendix "A" but, in no case later than 15 working
days after A/E receipt of such comments or proposals. When comments from
different reviewers are returned separately to the A/E, the DM shall notify
the A/E of the due date for submission of the response to all comments.
5.3.7
Minutes
The A/E shall submit 2 copies of minutes to meetings, telephone conversations,
inspections and discussions with government personnel or others concerning the
project during design to the DM and 1 copy of such minutes to all other
participants in accordance with the Design Milestone Schedule of the Appendix
"A". Minutes for events not listed in the Design Milestone Schedule shall be
submitted to the DM and all participants within 5 working days following the
event. The A/E shall submit 2 copies of minutes for events during
construction to the ROICC and 1 copy of such minutes to the DM and all other
participants within 5 working days following the event. The minutes shall be
brief and concise and address the salient points of each event. Technical
problems, special unforseen circumstances, recommended/agreed resolutions to
problems and issues involving an impact on the cost of the A/E contract,
design schedule or the project's ESTIMATED COST OF CONSTRUCTION (ECC) shall be
highlighted. Documentation of relatively trivial events, which have little or
no impact on the progress of the project, are not required.
5.4
Design Schedule
Dates for
design submissions, meetings, presentations, reports, comments, A/E
responses
and minutes to meetings shall be in accordance with the Design
Milestone
Schedule of the Appendix "A". Submission dates are the dates on
which the
submission is to be received by all reviewing components including
NORTHDIV.
Dates for design submissions, meetings, presentations, reports, comments, A/E
responses and minutes to meetings shall be adjusted with respect to actual
contract award dates and negotiated modifications to the A/E contract. During
the course of the contract, if a particular submission, meeting or
presentation is deemed unnecessary, or otherwise requires modification, an
adjustment in contract price will be made and a contract modification issued.
5.5
A/E Invoices and Payments
Shortly after award of the A/E contract, an invoicing procedures information
package will be forwarded to the A/E by NORTHDIV. This package contains
guidance and forms for preparing and submitting invoices for payments of A/E
services rendered under the contract. Payments will be made in accordance
with the Contract Clauses titled "Payments Under Fixed-Price Architect-
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