Attachment 2e - AEDC Design Review Flow and Expectations.pdf

Facility Exhaust System

FA9101-25-R-B001

Attachment 2e

1.0 Design Review Kickoff Meeting Scheduled

1.1 Design review kickoff (KO) meetings shall be scheduled at least 10-working days prior as a placeholder for AEDC reviewers.

1.2 All design review meetings shall be scheduled in coordination with AEDC Primary

Project Point of Contact (POC) or AEDC designee.

1.3 A presentation of the design review material shall be made available two working days prior to the kickoff (KO) meeting.

1.4 The KO is the Awarded Contractor’s opportunity to prove to the Government how the design is meeting the project requirements via requirements traceability matrix.

1.5 The review period start date and end date shall be clearly stated in the KO presentation.

1.6 The design review will officially start after the KO meeting has concluded and the full design package to be reviewed is delivered.

2.0 Design Review Package

2.1 Between the time the KO meeting is scheduled and the KO meeting date, the

Awarded Contractor Primary POC or designee and the AEDC Primary POC or designee will discuss and review the contents of the design review package for completeness, readiness, and format, and ensure all deliverables are provided per the

Design Submittal Requirements.

2.2 If the package is incomplete, the KO meeting shall be scheduled no later than five working days after original meeting date.

2.3 The Design Review package shall meet all entry criteria with commentary where needed. Entrance into the subsequent design review is dependent upon completion of all deficiencies.

2.4 Entry criteria are defined in the design submittal requirements document.

2.5 The Design Review documents shall be prepared and submitted via DoD Safe to

AEDC Primary Project POC or AEDC designee.

2.6 The Awarded Contractor Primary POC or designee and the AEDC Primary POC or designee will discuss and agree on file formats for deliverables listed in the Design

Submittal Requirements.

3.0 Kickoff Meeting

3.1 The Awarded Contractor Primary POC or designee shall present design and data per the Design Submittal Requirements Document.

3.2 The KO meeting starts the review period.

3.3 Weekends and Government holidays are non-working days.

3.4 At this meeting the package, entry criteria, and exit criteria will be presented.

4.0 Review Period

4.1 AEDC stakeholders and other designated standard review period will be 10 working days. The Government may decide to shorten the review period depending on complexity of the material presented.

AEDC Design Review Flow and Expectations

Facility Exhaust System

FA9101-25-R-B001

Attachment 2e

4.2 All identified stakeholders will review and provide comments in the comment sheet provided by AEDC Primary POC or designee.

4.3 No additional design information will be added once the review period starts, unless the review period is extended with Government approval.

4.4 The review period ends COB on the 10th working day.

5.0 Comment Resolution

5.1 Once the review period ends, the AEDC Primary POC or designee will review all comments to verify the comments are clear and coherent.

5.2 The contractor will address all comments in good faith to the best of their knowledge and contract responsibilities.

5.3 The contractor will address all comments within 5-working days (i.e. accepted, incorporated, rejected, deferred, etc.) with explanation for commentor to understand disposition.

5.4 The AEDC Primary POC will redistribute comment sheet to stakeholders/reviewers and assure all comments are reviewed and accepted/rejected with explanation by original commentor. Five working days will be allowed for final comment resolution.

5.5 Comments that need additional time to resolve or show verification evidence will be transferred to 1565 form.

5.6 If the Awarded Contractor does not prove the design successfully meets the requirements, then the design review will result in a failure and the design must be resubmitted.

6.0 Closeout Meeting

6.1 The Closeout meeting is reserved to discuss unresolved comments for the contractor

Primary POC or designee/AEDC Primary POC or designee to develop path forward for resolution with appropriate stakeholders and contractor personnel. If no unresolved comments exist, this meeting can be cancelled.

6.2 This meeting shall be scheduled in coordination with AEDC Primary Project Point of

Contact (POC) or AEDC designee.

6.3 AF Form 1683 documents will be completed by the Government and will document approval/failure of the design review with appropriate entrance/exit criteria to proceed to the next design review. The AF Form 1565 documents any deficiencies within the comment sheet and path to closure, along with the schedule date of resolution.

6.4 Exit criteria are defined in the design submittal requirements document.

6.5 All previous review deficiencies must be resolved prior to entering the next design review cycle.

6.6 Meeting should be scheduled at least 5-working days prior as a placeholder for

AEDC reviewers.