SECTION 011423.

33

COMMUNICATION PROCEDURES

PART 1 - GENERAL

1.1 RELATED DOCUMENTS

A. This Section covers the requirements for communication purposes.

1.2 NOTICES AND OTHER COMMUNICATIONS

A. Notices shall be served as described in the Form of Contract

B. Wherever these Conditions provide for the giving of a Notice (including a Notice of
Dissatisfaction) or the issuing, providing, sending, submitting, or transmitting of
another type of communication (including acceptance, acknowledgment, advising,
agreement, approval, certificate, Claim, consent, decision, determination, discharge,
instruction, No-objection, record(s) of meeting, permission, proposal, record, reply,
report, request, Review, Statement, statement, submission or any other similar type of
communication), the Notice or other communication shall be in writing and:
1. paper-original signed by the Contractor's Representative, Company’s
Representative, or the authorized representative of the Employer (as the case
may be); or
2. an electronic original generated from any of the systems of electronic
transmission stated in the Contract Data (rf not stated, system(s) acceptable to
Company’s Representative), where the electronic original is transmitted by the
electronic address uniquely assigned to each of such authorized
representatives,
3. or both, as stated in these Conditions; and
4. if it is a Notice, it shall be identified as a Notice. If it is another form of
communication, it shall be identified as such and include reference to the
provision(s) of the Contract under which it is issued where appropriate;
5. delivered by hand (against receipt), or sent by mail or courier (against receipt),
or transmitted using any of the systems of electronic transmission under sub-
paragraph (1) above; and
6. delivered, sent or transmitted to the address for the recipient's communications
as stated in the Contract Data. However, if the recipient gives a Notice of
another address, all Notices and other communications shall be delivered
accordingly after the sender receives such Notice.
C. Where these Conditions state that a Notice or NOD or other communication is to be
delivered, given, issued, provided, sent, submitted or transmitted, it shall have effect
when it is received (or deemed to have been received) at the recipient's current
address under sub-paragraph (d) above. An electronically transmitted Notice or other
communication is deemed to have been received on the day after transmission,
provided no non-delivery notification was received by the sender.
D. All Notices, and all other types of communication as referred to above, shall not be
unreasonably withheld or delayed.
E. When a Notice or NOD or certificate is issued by a Party or Company’s
Representative, the paper and/or electronic original shall be sent to the intended
recipient and a copy shall be sent to Company’s Representative or the other Party, as
the case may be. All other communications shall be copied to the Parties and/or
Company’s Representative as stated under these Conditions or elsewhere in the
Section 011423.33
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Communication Procedures
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 Contract.

PART 2 - COORDINATION OF DESIGN ACTIVITIES

2.1 INSTRUCTIONS

A. Single points of contact (SPOC) shall be established with the contractor and the
Client. Each SPOC shall designate team members who shall be copied (the
“designated cc’s) on all correspondence between the SPOC’s
B. All communication initiated by the contractor for the Client shall be routed through the
SPOC. This procedure applies to all correspondence, including letters, emails,
meeting minutes, and technical transmittals (including but not limited to drawings,
documents, vendor data, commercial documents, etc.). The SPOC’s shall be
responsible for internal distribution (beyond the designated cc’s) within their
respective organizations.
C. Authors of email messages intended for further transmittal to the other party shall
preface the subject of the email with the prefix “CATRION...” and shall use care in
ensuring that the subject of the email describes the content of the email rather than
writing an email on a specific subject and using an email thread with a different
subject.
D. Documents may be transmitted as attachments to an email, uploading to an FTP site
or other document transfer apps such as OneDrive, WeTransfer, etc.
E. Submittals of Technical Drawings, Documents, and/or Queries shall contain the
submittal number in the Subject of the submittal email.
F. SPOC designees shall communicate directly once weekly to discuss any issues or
any changes that may be necessary to improve these and other procedures. The
time currently agreed for the SPOC weekly meetings is on Sundays at 1730h AST but
is subject to change as may be agreed by the SPOC’s. Meeting minutes shall be
prepared and distributed as agreed by the SPOC’s.
G. All correspondence, including reports and Minutes of Meeting, should be developed in
A3 or A4 size format.

END OF SECTION

Section 011423.33
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Communication Procedures
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