UFC 4-214-02
24 July 2003
for additional definitions of these roles and responsibilities. The conference presents the best
opportunity for the Resident Engineer, PM, PA/PE, Government reviewers, and the Contractor to
establish working relationships and understandings necessary for the successful execution of the
project.
12-2.2 Timing. As soon as possible after contract award the conference should be held to facilitate
completion of design and establish the procedures for construction. Timing is important because it
affects the Contractor's schedule as discussed in Volume 2 Section 01012.
12-2.3 Resident Engineer. The Resident Engineer should run the conference, and define the roles of
the persons involved in the completion of design and construction. The Resident Engineer, who is
normally the ACO, should define the appropriate points of contact, method of communication,
transmission of materials, and the expected scheduling of submissions. In addition, the Resident
Engineer should invite other military and, if affected, non-DoD utility agencies to the meeting to brief
them on the expected process, the transmission of comments, and ground rules. Resident Engineer
responsibilities with respect to the pre-design / pre-construction conference are as follows.
12-2.3.1 Prepare meeting agenda.
12-2.3.2 Establish roles for the Contractor, in relationship to the responsibilities assigned to the
Contracting Officer (CO), Contracting Officer's Representative (COR), and Administrative Contracting
Officer (ACO). Define the single point of contact for the design review process and delineate the
activities of that individual. The role of the Government reviewers is to clarify design issues.
12-2.3.2 Review the design for construction procedures as they apply in the design-build process.
Clearly define the roles and responsibilities of the design-build Contractor.
12-2.3.3 Review the design and construction schedules and the required design submission contents.
Establish the due dates for design submissions, completion of review, and review conferences.
12-2.3.4 Follow-up with the Contractor to ensure responses to comments and minutes of the review
conferences will be distributed to all conference attendees within 10 days of the review conferences.
12-2.3 Project Manager. The PM should clearly define his/her role (e.g., that all design issues should
be coordinated through his or her office and formal directives will originate from his or her office and
be transmitted to the Contractor in writing through the ACO.) The contractor shall be reminded that
the only contractually binding directions can come from the Contracting Officer or the ACO, no other
Government staff may direct the contractor's activities. The PM should reiterate with all Government
reviewers, that they are tied to the RFP requirements and the Contractor's proposal in that order.
Design criteria and functional changes are to be avoided. The PM's support should include the
following actions, most of which may be performed by the PA/PE:
12-2.3.1 Prepare a memorandum to remind reviewing activities when design submissions are
scheduled to be submitted, reviewed, and completed.
12-2.3.2 Coordinate with the in-house USACE design review personnel and ensure that the
necessary human resources will be available when needed.
12-2.3.3 Receive and consolidate comments from the reviewing activities.
Forward copy of
comments to the Contractor for review prior to the review conference.
12-2.3.4 Reproduce comments for distribution to review conference attendees.
12-3 COMPLETION OF DESIGN.
12-2
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