Contract No: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
Date: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Project Title:
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Project Location:
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**[NOTE TO THE CO AND EPM]{.underline}:**

***The Pre-Construction Conference Agenda must be discussed and agreed
upon by all interested parties (CO, EPM, RPR, LM, AOE, A-E, and the
Construction Contractor) before finalizing the document and conducting
the Pre-Construction Conference. The Pre-Construction Conference agenda
must be edited for each project specific. The CO will chair the
conference or may delegate the chair to the EPM.***

1\. **PURPOSE/OBJECTIVE**

> The purpose of this meeting is to establish lines of communications,
> authority, and responsibilities, clarify procedures to be followed
> during construction, and discuss items of mutual interest as required
> by the Contract Documents. Administration of the construction contract
> for this project will be performed by (A-E, name) with USDA. The
> pre-construction conference will in no way change the contractor's
> responsibility to follow the requirements of the contract documents.

2\. **PRE-CONSTRUCTION MEETING AGENDA**

> 2.1 [Introductions and Sign In]{.underline}

2.2 [Introductory Remarks, Project Acknowledgements, and Research
Program]{.underline} [Overview]{.underline}

2.3 [Points of Contacts]{.underline}

2.3.1 Construction Contractor (CC)

2.3.2 Construction Management A-E and Construction Inspector:

(CM &CI)

2.3.3 Design Architect-Engineer Firm (A-E)

2.3.4 Contracting Officer (CO)

2.3.5 Contracting Officer's Representative (COR)

2.3.6 Engineering Project Manager (EPM)

2.3.7 Research Program Representative (RPR)

2.3.8 Location Monitor (LM)

2.3.9 Area Office Engineer/Facility Engineer (AOE/FE)

2.4 [Roles and Responsibilities]{.underline}

2.4.1 Research Program Representative (RPR) [(INSERT NAME)]{.underline}

> The RPR serves as a resource to the Project Team, and is expected to
> notify the Contracting Officer (CO), the EPM and the Contracting
> Officer's Representative (COR) if he/she becomes aware of unusual or
> important circumstances pertinent to the construction project. The RPR
> has no responsibility for construction inspection or supervision.

2.4.2 Contracting Officer (CO) [(INSERT NAME)]{.underline}

> The CO is the legal Government representative to the Contractors.
> He/she is authorized to enter, administer, and terminate contracts on
> behalf of the Government. The CO is the only member of the Project
> Team with the authority to obligate Government funds or change the
> contract. The CO is responsible for ensuring that the contract
> performance complies with all contractual provisions, including, but
> not limited to, scope, budget, and schedule. The CO is responsible for
> ensuring adequate contract performance and contract management,
> overseeing and conduct negotiations, and other actions necessary to
> protect the Government's interest.

2.4.3 Engineering Project Manager (EPM) [(INSERT NAME)]{.underline}

> The EPM will serve as the lead point of contact and shall disseminate
> information to the appropriate Project Team members for their action
> and involvement, and also to the contractors for day-to-day business,
> working within the terms of the contract. It is the responsibility of
> the EPM to see that all Project Team members are kept advised of the
> actions, plans, and progress of the project.

2.4.4 Contracting Officer's Representative (COR) [(INSERT
NAME)]{.underline}

> The assignment as COR is made at the beginning of the project by an
> official designation letter from the CO outlining the
> responsibilities, authority, and limitations. The COR is responsible
> for interpreting technical data in the A-E, construction, and CIC
> contracts. The COR is responsible for the review of progress and pay
> requests for these contracts and making acceptance/rejection
> recommendations to the CO. The COR may approve minor changes to the
> project that do not affect the program requirements, price, scope, and
> performance time of the contracts.

2..4.5 Area Office Engineer (AOE) [(INSERT NAME)]{.underline}

> The AOE will provide assistance to the Project Team and is invited to
> participate in progress meetings, equipment testing, and final
> inspections. The AOE may serve as the COR on some projects.

2.4.6 Design A-E, Construction Phase (A-E) [(INSERT FIRM)]{.underline}

> The A-E firm is the principal interpreter of the technical intent of
> the drawings. The A-E shall review and approve/disapprove shop
> drawings as meeting/not meeting the intent of the design, and provide
> recommendations for approval/disapproval for those items which require
> CO approval, and forwarding them to the CO and COR. The A-E shall
> monitor and inspect construction as specified in their Task
> Order/Contract to assure conformity with the requirements of the
> design. In the event any difference may arise between the A-E and the
> construction contractor, the A-E shall immediately inform the CO and
> the COR providing details of pertinent facts and his/her
> recommendation of actions to be taken.

2.4.7 Construction Inspector (CI) [(INSERT NAME)]{.underline}

> When CI is required, the A-E shall provide a qualified inspector for
> proper control during all times of the construction-monitoring phase
> as specified in the A-E's contract, whether it be full-time or part
> time. The inspector shall examine the construction to assure
> conformance to the design intent, perform quality assurance functions,
> witness tests and record results. The function of the inspector is to
> observe, record, maintain requisite documentation, and refer actions
> to the A-E for interpretation of conformance to design intent and to
> the CO and COR for those items which require contract interpretation.
>
> 2.4.8 Location Monitor (LM) [(INSERT NAME)]{.underline}
>
> The LM is an ARS representative at the construction site and is
> formally designated by the CO, the LM serves as a point of contact for
> the A-E, Construction Inspection Contractor (CIC), or the Construction
> Contractor to provide information regarding location rules and
> regulations.

2.5 [Team Remarks and Expectations]{.underline}

2.5.1 Project Overview: The RPR will provide research program overview,
program objectives, and expectations.

2.5.2 Design Architect-Engineer: Design intent, design philosophy, and
over all design overview.

2.5.3 A-E, Construction Phase: Project Inspection, quality assurance,
and commissioning.

2.5.4 Construction Contractor: Contract execution, construction
methodology, and sequence.

2.6 [Contract Requirements]{.underline}

2.6.1 Regular work Hours \_\_\_A.M. to \_\_\_P.M. Monday-Friday, notify
CO at least 7 calendar days prior to schedule any work outside regular
work hours.

2.6.2 Severe weather (CO/EPM must edit as per location specific or
delete the paragraph).

2.6.3 Contract Performance period, in accordance with the contract
terms, this contract shall be completed within \_\_\_ calendar days
after receipt of NTP.

2.6.4 Interruption to Government operation and schedule construction.

2.7 [Notice To Proceed (NTP) will be issued after receipt and approval
of]{.underline}:

2.7.1 Performance and Payment Bonds

2.7.2 Insurance Certificates, maintain the following insurance coverage
as a minimum:

2.7.3 Comprehensive General liability: \$500,000 per occurrence

2.7.4 Automobile liability: \$200,000 per person, \$500,000 per
occurrence for bodily injury, \$20,000 per occurrence for property
damage.

2.7.5 Worker compensation in the amount required by Federal and State
workers compensation and occupational disease laws.

2.7.6 Employer's liability coverage of \$100,000.

2.7.7 Progress and payment schedule: The Schedule of Values may use ARS
Form 371/372 or the AIA Document G702/G703, based on a cost loaded
Network Analysis Schedule (NAS). Three (3) copies shall be submitted to
the A-E/CIC for review, and verification. The A-E shall forward payment
recommendations to the CO for final approval. Information will come from
the Contractor's Schedule of Prices. Subdivisions shall be mutually
agreeable to by CO and A-E firm.

2.7.8 Statement and Acknowledgement (Form SF 1413) from each
subcontractor.

2.7.9 NTP -- (Date)

2.7.10 Groundbreaking Ceremony

2.7.11 Completion Date

2.8 [On-Site Construction Start]{.underline}: Prior to construction
start the following submittals must be submitted to the CO for approval:

2.8.1 Quality Control Plan, Section 01XXX

2.8.2 Have a meeting on Quality Control mutual understanding,

Section 01XXX

2.8.3 Obtain digging permit

2.8.4 Environmental Protection Plan, Section 01XXX

2.8.5 The Preliminary Network Analysis must be reviewed and approved.

2.8.6 Submit resumes for key personnel to the CO for approval: Project
Manager, Superintendent, Quality Control Manager, Scheduler, Safety
Officer, etc. (review the contract document for personnel requirements).

2.8.7 Construction site plan showing construction trailer location,
staging area and other major construction site components.

2.8.8 Accident Prevention Plan/Safety Plan, Section 01XXX.

2.8.9 Waste Management Plan, Section 01XXX

2.8.10 Storm Water Management and Sediment Control Permits,

Section 01XXX.

2.8.11 The construction contractor (CC) shall provide to the CO a list
of contract personnel of the general and subcontractors, who will be
emergency contacts, including address, and telephone numbers for use in
an emergency. As changes occur and additional information becomes
available, the CC shall update the list.

2.9 [Contract Administration]{.underline}

2.9.1 The CO has the overall contract administration responsibility
regarding contractual matters. During his/her absence, this
responsibility will be delegated to personnel designated to act in
his/her capacity.

2.9.2 Correspondences relative to the interpretation of the contract
documents shall be addressed to the CO with copies to the EPM, COR, and
the A-E. All questions pertaining to payrolls, labor provisions, bonds
etc., shall be sent to the CO. (Sample list attached)

2.9.3 Superintendent: Adequate full-time supervision of the contractor's
employees and subcontractors is required at all times. The Government
will not take the responsibility of acting for the prime contractor's
superintendent.

2.9.4 Housekeeping: During construction, the contractor shall dispose of
the resultant dirt and debris each workday and keep the premises clean.
Dust control measures will be enforced.

2.9.5 Utilities: The contractor shall provide all temporary utilities
required for construction and until beneficial occupancy or Government
accepting the facility. If it is agreeable with the LM and the COR, the
contractor may use location utilities; however, the contractor shall be
responsible for connection and disconnection expenses. Contractor shall
coordinate through the LM and give 2 weeks notice.

2.9.6 Toilet Facilities: The contractor shall provide toilet facilities
for all his employees including subcontractors. Toilet facilities shall
comply with State and local regulations and shall be maintained in neat
sanitary condition. The location of such accommodations will be subject
to the LM approval.

2.9.7 Responsibility of Subcontractors: The prime Contractor is
responsible for all actions of their subcontractors. The Government has
no contractual relationship with subcontractors or suppliers.

2.9.8 The Contractor shall keep an updated record drawings and
specifications on site at all times. The Contractor also shall keep all
approved shop drawings and submittals on site at all the times.

2.9.9 Liquidated Damages: Refer to Section xxx of the contract,
\$\_\_\_\_\_ per each calendar day.

2.9.10 Delays: Any requests for time extensions shall be accompanied by
an explanation with supporting proof. The contractor is expected to
complete the project for acceptance and occupancy within the contract
period. We emphasize the importance of completely documenting and
notifying the CO of any cause for delay, before the delay actually
occurs.

2.9.11 Project Sign and Construction Office Trailer or Building: The
contractor shall coordinate sign locations with the LM. The construction
office should be located as conveniently as possible, yet not
interfering with the work progress. A project sign is not a contract
requirement and, if agreed to, shall be at the contractor\'s expense.

2.9.12 Construction Entrance and Staging Area: The contractor shall
coordinate construction entrance and staging area locations with the LM.
The construction entrance shall be constructed as per local/State codes
and standards.

2.9.13 Request for Information Process (RFI): All RFI's will be numbered
sequentially and submitted to the A-E with copies to the CO, EPM, and
COR. Verbal communications for technical clarifications and field
directions may be referred directly to the CI and the COR. Discrepancies
not readily resolved shall be referred to the CO, EPM, and COR. Only the
CO can make changes to the contract amount, period of performance, and
specifications.

2.9.14 Field Conditions - Changes

2.9.14.1 Minor: The COR is authorized to make minor changes to meet
field conditions not involving price, scope, performance period, or
other contract terms. The CO shall be promptly notified if an emergency
occurs.

2.9.14.2 Major: Major changes, which affect the contract price, terms,
or conditions, specifications, and performance period must be approved
by the CO and documented by change order signed by the CO.

2.9.15. Access to the Site: Government engineers and contracting
personnel shall be allowed access to the project at all times while work
is in progress. Others may visit the site only with permission of the
COR or LM. The CO, COR, or LM shall be informed of all suspected
unauthorized Individuals or other suspicious activity.

2.9.16 EEO requirements and posters shall be Permanently displayed on
job site.

2.9.17 Payrolls: It is the responsibility of the prime contractor to
review contractor and subcontractor\'s payrolls to ensure that they are
properly prepared. Payrolls are due weekly to the CI/A-E. Final payment
will not be made until all payrolls have been submitted. The CI/A-E will
perform a cursory review of payroll compliance with the DOL Wage
Determination on a monthly basis, and perform cursory periodic labor
interviews on monthly basis. The CI/A-E will forward the reviewed
payroll and associated documentation with recommendation to the CO for
final approval and processing.

> **[NOTE TO THE CO AND EPM]{.underline}:**
>
> ***Payment Procedures: The CO and EPM must discuss the Schedule of
> Values (Section 01370). The Schedule of Values will subdivide the
> contract effort into defined phases or area of building, specification
> section, materials, equipment, labor, bond, and general conditions
> items. The Schedule of Values may use ARS form 371/372, the AIA
> Document G702/G703, based on cost loaded Network Analysis Schedule
> (NAS). Information will come from the Contractor's Schedule of Values.
> Subdivisions shall be mutually agreeable to by Contracting Officer and
> A-E firm.***

2.10 [Application for Payment Procedures]{.underline}

2.10.1 The Contractor shall complete and sign Contractor's Request for
Payment Transmittal ARS Form 371 or Application and Certificate for
Payment AIA Document G702, along with a Schedule of Values identifying
the work accomplished to date using ARS Form 372, AIA Document G703, or
a cost loaded Network Analysis Schedule in sufficient detail to allow
ease of verification. Schedule of values must be tied to the work
completed and schedule. The CO prior to any payment being made shall
approve the initial schedule of values and NAS.

2.10.2 A "draft"copy and backup will be prepared for A-E review on the
first of the month.

2.10.3 The A-E shall review all requests for payment by the CC.

2.10.4 Upon review and agreement of the facts, a final application will
be typed, including adjustments and signed by the Contractor. Final
application shall be submitted within three (3) calendar days after the
draft is approved. The subcontractors' and suppliers' applications will
be attached.

2.10.5 The A-E shall review the CC's certified payroll, and assure
compliance with all wage and labor requirements. The A-E shall
immediately notify the CC and the CO through the EPM of delinquent
payrolls or errors and omissions found during review.

2.10.6 The A-E will submit an approval recommendation within three (3)
workdays and forward to the CO with copy concurrently to the COR.

2.10.7 The COR will review and recommend approval/disapproval and
submits to the CO for approval.

2.10.8 The CO is responsible for approval and processing payment
request.

2.10.9 The Government will make payment to the Contractor on a schedule
consistent with the Prompt Payment Act. Payments will be made by the
Electronic Funds Transfer (EFT) procedure. Upon award the contractor
shall contact the Miscellaneous Payment Section at the National Finance
Center (NFC) to initiate the enrollment process of the Vendor Express
Program (VEP). The VEP will assign a number to contractor for payment
under the EFT. NFC can be reached at 1-800-421-0323.

2.10.10 Final payment

2.10.10.1 The final payment request shall be accompanied by the Final
Release Form which shall contain the Contractor's Corporate Seal. A
corporate officer shall sign the release and be certified by a corporate
secretary.

2.10.10.2 Release of claims - Before final payment, the contractor must
release the Government from claims. This release states:

> "For and in consideration of the receipt of final payment in the
> amount of \$\_\_\_\_\_ under and pursuant to Contract
> No.\_\_\_\_\_\_\_\_\_, the undersigned hereby releases the Government
> from any and all obligations whatsoever arising under said Contract.
>
> Signature \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ Date \_\_\_\_\_\_\_\_\_

2.10.10.3 Withholding Payments:

2.10.10.3.1 Contractor will not request any payment for work not in
compliance with Contract Documents.

2.10.10.3.2 The Government may withhold payment if work is not in
compliance with Contract Documents, Federal or State Laws/Regulations,
or has reason to believe that the balance of the work will not be
completed within the contract time.

2.10.11 Payment for Stored Material and Equipment

2.10.11.1 The CO must approve payment for material and equipment stored
off-site in advance. The CO will require certificates of property
insurance or require items to be stored in a bonded or insured
warehouse. If the CO approves requests; amount may be included in
Application for Payment.

2.10.11.2 The Government retains the right to enter the premises where
the materials and equipment are stored for verification, inspection,
checking, auditing, or for any purpose considered necessary to protect
the Government interest.

2.10.11.3 The Contractor must also provide updated inventory indicating
which items are still in storage, which items were removed from storage,
and under which application payment it was included.

2.11 [Contractor Quality Control (CQC) and Quality Control (QC)
Personnel]{.underline}

2.11.1 The CQC plan shall be based on the three-point inspection
procedure, initial, follow up, and final phases.

> 2.11.2 The CQC organization shall include Quality Control System
> Manager (QCSM) to ensure the safety and contract compliance. The QCSM
> qualifications shall be submitted to the Government for approval. The
> QCSM shall have a minimum of \_\_\_\_ year's construction experience
> similar to the subject contract. Failure to submit the appropriate
> experience will be the basis to stop the work on site until the
> contractor provides the appropriate experienced personnel.
>
> 2.12 [A-E Construction Inspector and A-E Role]{.underline}
>
> 2.12.1 The CI shall conduct \_\_\_\_ visits weekly.
>
> The CI will have a resident office located on the site.
>
> 2.12.2 The A-E shall provide submittal review, monitor and inspect
> work, note unsafe conditions to the contractor, maintain a project
> diary, make recommendations on time extensions and changes, and
> compare as built data and drawings.
>
> 2.13 [Record Drawing and Specifications]{.underline}
>
> 2.13.1 As-Built Drawings
>
> 2.13.1.1 The Contractor's QCSM is required to ensure the as-built
> drawings and specifications required by Section 01770 "Closeout
> Procedure," are kept current on a daily basis and marked to show
> deviations, which have been made from the contract drawings.
>
> 2.13.1.2 The QCSM at the completion of the work shall furnish a
> certificate of compliance prior to submission to the CO.
>
> 2.13.2 Record Drawings and Specification
>
> 2.13.2.1 The A-E shall review the CC's as-built drawings and
> specifications to assure accuracy.
>
> 2.13.2.2 The A-E shall provide a set of record drawings on mylar and a
> set of paper specifications, and also on electronic media CD, using
> the design documents and the as-built provided by the Contractor. The
> A-E will stamp the term "Record Documents" and date and sign all
> sheets of the mylar and the title page of the specifications.
>
> 2.13.3 Operations and Maintenance Manuals
>
> 2.13.3.1 On or before completion of project construction, the
>
> A-E shall give to the facility director/manager, a package of all
> operation and maintenance data, and manuals received from the
> Contractor, after first verifying their completeness and accuracy.
>
> 2.13.4 Contract Close Out Process. Refer to Section C.8.3.10 and
> C.8.3.11 for construction close-out process, in accordance with
>
> A-E Statement of Work version 2.7.