requirements contracts for engineering design and related services ...

1. OTHER AGENCIES AND JURISDICTIONS
(a) The Consultant shall provide full coordination with all relevant individuals, agencies, utilities, and jurisdictions that
have an interest in the project or are impacted by the project or its design, and shall execute the studies and designs
required under the tasks included in the Specific Requirements in full coordination with all such entities.
(b) The Consultant shall provide such surveys, plots, prints, copies of the preliminary design documents, technical
supplements, final design plans and contract documents, etc., as may be needed at conferences with the Commissioner
and the representatives of other agencies relative to the project, and shall attend such conferences as required by the
Commissioner.
The said surveys, profiles, reports, contract documents, etc., shall be approved or rejected by the Commissioner or
modified by the Consultant as directed by the Commissioner.
(c) The Consultant shall take cognizance of other agencies' projects under design or construction within the vicinity of
any project for which it is providing services, and shall coordinate the design proposals with the design(s) for such other
project(s), in accordance with information obtained during coordination of the Design Program.
2. MEETINGS
(a) The Consultant shall expeditiously meet with the parties involved in issue(s) arising from or impacting on a project,
to precisely and specifically identify the issue(s), to document prior actions, to obtain data and information, to identify
alternatives, to record findings, and shall function as Chairperson in arranging for and conducting meetings and
conferences as required.
(b) The Consultant shall generally perform all coordination with the various affected jurisdictions through personal
contact. Coordination limited solely to telephone contact shall be considered inadequate for the purposes of this Contract.
(c) It shall also be understood that for the purposes of this contract, written communication alone shall be deemed an
incomplete and inadequate strategy for "proper" coordination and problem resolution.
(d) The Consultant shall be responsible for the initiation of all actions regarding responses to requests to the
Department and to other agencies/jurisdictions/individuals, for the initiation of incremental reviews, approvals and
comments relative to the proposed design(s) or issue(s), including follow-up strategies, as required, and for the expeditious
resolution of design questions, issues and concerns, with a view toward meeting the contractual and/or project milestone
schedule.
(e) The Consultant shall be accountable to prepare specific and accurate draft and final minutes for meetings and
conferences required in the timely performance of contractual work. The draft minutes shall be prepared and circulated
among the interested parties within two (2) business days of the meeting. Upon receiving comments on the draft minutes
by the interested parties, the Consultant shall revise the minutes, where appropriate, and shall coordinate the approval and
distribution of final minutes.
3. CORRESPONDENCE
a) The Consultant shall be accountable to initiate, prepare, and distribute any correspondence necessary in connection
with the timely performance of contractual work, respond to inquiries and/or answer questions.
b) The Consultant shall prepare and mail either directly or under signature of the Commissioner, all correspondence
required for a successful and timely completion of contractual work. Each letter shall be "customized" to reflect the
specifics of the correspondence's purpose and function, and shall be "specific" to the inquiry and/or request being made.
Responses shall also be customized with specificity regarding the incoming question and/or inquiry, shall be logically
organized, professionally written, and shall be complete and thorough.
4. SCHEDULING AND PROGRESS REPORTING
NYC Department of Design and Construction
Infrastructure, October 2012
GR-9