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Incomplete submittals containing insufficient data for a complete Government review, as determined by the COR, will not be considered to be a submittal for meeting the RSN due date. The unsatisfactory progress status will apply if the required submittal date was missed as a result of the incomplete submittal.
The unsatisfactory progress status will continue until the Contractor’s submittal(s) or resubmittals are approved.
For any occurrence of unsatisfactory progress, the Contracting Officer may retain a maximum of 10 percent of the amount of the payment until satisfactory progress is achieved. When the work is substantially complete, the Contracting Officer may retain from previously withheld funds, and future progress payments, that amount the Contracting Officer considers adequate for protection of the Government, and shall release to the Contractor all remaining withheld funds.
The Contractor is responsible for coordinating all submittals, ensuring their accuracy and completeness, and ensuring their compliance with the contract requirements, prior to submission to the Government. The Government considers it reasonable to assume the cost of initially reviewing a submittal and the first resubmittal thereof, if necessary. The cost of the Government’s review of any subsequent submittals for the same RSN will be at the expense of the Contractor. Accordingly, at the sole discretion of the Contracting Officer, there will be deducted from the contract price a nonrefundable amount equal to the review charges assessed to the cognizant Government project office by the reviewing Reclamation office. Currently those charges vary between $74 and $116 dollars per hour, depending upon the complexity of the submittal and the level of expertise required to perform the review.
Please note that Government review and/or approval of submittals may not find all the deficiencies within the submittal. The Contractor is responsible for ensuring that the submittals are complete, accurate, and meet all of the specification’s requirements.
b. List of submittals. Table 1A lists the submittals required by these specifications except those submittals which are required conditionally, required by entities other than the Bureau of Reclamation, or which are periodic in nature. Any submittal required to be submitted by the Contractor, but which is not listed in the table, shall be submitted in accordance with the applicable requirements of this solicitation/contract. In case of a conflict between the requirements of this paragraph and the requirements included elsewhere in this solicitation/contract, the more stringent requirements shall govern
c. Submittals. Each item in Table 1A has been assigned an RSN (Required Submittal Number). The "Submittals required" column of the table specifies the material to be submitted for each RSN. All of the material specified for an RSN will be considered a complete set; and where the material required for an RSN is specified as separate or distinguishable parts, a complete set shall include all parts. Only complete sets shall be submitted.
The number of complete sets to be submitted, and the location to which they are to be sent, shall be in accordance with the "No. of sets to be sent to:" column of the table, except as provided below for sets of original material.
When an RSN involves submittal of original (non copied) material, all original material, or as much thereof as is necessary to form a complete set, shall be included in just one complete set. This "originals" set shall be sent to the proper address, given in subparagraph e. below, as determined by the "Responsible code" column of the table and the following:
(1) CO indicates Contracting Officer.
(2) CE indicates Construction Engineer.
(3) TSC indicates Technical Service Center.
The "originals" set shall be counted as one of the complete sets required to be submitted under the "No. of sets to be sent to:" column of the table.
For each RSN, the Contractor shall submit complete sets of required submittal material under the cover of a transmittal letter. At the Contractor's option, complete sets for more than one RSN may be submitted under cover of the same transmittal letter, provided they have the same responsible code designation as shown in the table. The Contractor's transmittal letter shall include:
(1) Reference to Bureau of Reclamation contract/specifications numbers and title.
(2) Identification of responsible code as shown in the table.
(3) Complete list of RSNs for which material is being submitted.
(4) For each RSN, number of complete sets and list of materials included.
(5) For each RSN, identification of the submittal as an initial submittal or a resubmittal.
Each drawing submitted by the Contractor shall have the Contractor's or supplier's title and drawing number on it. Drawings and data shall be labeled with the Bureau of Reclamation contract number, bidding schedule item number, and the Required Submittal Number (RSN).
Where submittal of an electronic drawing file is required, the file shall be in DWG, DXF, or other approved format that is readable and revisable by the most current version of AutoCAD. The contractor shall also submit any files necessary to print the drawing such as pen weights, configuration files, etc. The files shall be submitted on CD’s or other approved media. The file format and the media type must be approved by the COR before the drawing submittal is made.
Manufacturer's data for commercial products or equipment, such as catalog cut sheets, shall be clearly marked to indicate the items to be furnished. The data shall be sufficiently comprehensive to identify the manufacturer's name, type, model, size, and characteristics of the product or equipment, as well as to fully demonstrate that the product or equipment meets the requirements of these specifications.
Sample and color selection submittals shall include complete manufacturer's product and color identification. Samples shall be representative of the product to be installed. A "set" of samples shall include the type and quantity of materials specified in the referenced paragraph. Color chips shall be sample paint representations; ink color reproductions will not be acceptable. Each sample, sample kit, set of color chips, or color chart shall be labeled with the Bureau of Reclamation solicitation number and title.
When color or pattern selection is required for architectural products, the Government will select the color or pattern after approval of the product.
Submittals requiring certification by a registered professional shall be signed and sealed.
d. Review of submittals furnished for approval. The time required for review of each submittal or resubmittal furnished under an RSN for approval will not begin until the Government receives complete sets of all the submittal materials required for that particular RSN. The number of calendar days required for review of drawings or data submitted or resubmitted for approval will include the date the drawings or data are received by the Government, and will extend through the date of return mailing to the Contractor.
Except as otherwise provided in the specifications for specific submittals, the Government will require 40 calendar days for review of each submittal or resubmittal furnished by the Contractor for approval, and this review time will apply to each separate submittal or resubmittal whether the submittals are approved, not approved, or returned for revision.
If the Government uses time in excess of the specified number of calendar days for review of any submittal or resubmittal, additional time, not to exceed the excess time, will be added to the time allowed the Contractor for completion of the work affected by such excess time, to the extent it is demonstrated that the excess time caused delay. If the Government's review of two or more separate submittals or resubmittals is late and results in concurrent days of excess time, such days will be counted only once in computing an extension of the completion date. Further, if the Contractor fails to make complete approval submittals in the sequence and within the time periods specified in this solicitation, and thus precludes the Government from approving or considering for approval such submittals within the specified calendar day period, then the Contractor shall not be entitled to an extension of time allowed for completion of the work.
Unless otherwise specified, one set of the submittals required for approval will be returned to the Contractor either approved, not approved, or conditionally approved, and will be marked to indicate changes, if required. Submittals that are not approved or that require changes or revisions shall be revised and resubmitted for approval, and shall show changes and revisions with revision date. All requirements specified for the initial submittal shall apply to any resubmittals required. Unless otherwise specified, all submittals which are to be resubmitted shall be resubmitted by the Contractor within 40 calendar days after the Contractor has received the Government's comments.
e. Addresses. The Contractor shall send the submittals to the applicable addresses listed below as required by Table 1A.
The Contractor shall also send a copy of the transmittal cover letter to each of the addresses listed below that are not sent the submittal except the Contractor shall send two copies of transmittal cover letters to the Construction Engineer.
Submittals shall be sent as required by Table 1A to:
(1) Contracting Officer, Bureau of Reclamation, 125 South State Street, Room 6107, Salt Lake City UT 84138 1147.
(2) Construction Engineer, Bureau of Reclamation, Four Corners Construction Office - Farmington, 2200 Bloomfield Highway, Farmington NM 87401 8110.
(3) Technical Service Center, Bureau of Reclamation, Attn 86 68160, 6th and Kipling, Building 67, Room 152, Denver CO 80225 0007.
f. Cost. Unless otherwise specified, no separate payment will be made for preparing and furnishing submittals to the Government, and the cost thereof shall be included in the prices bid in the schedule for the applicable items of work requiring the submittals or other items of work.
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