How to Fill Out and Submit ENG Form 4025-R: Shop Drawing Transmittal

ENG Form 4025-R is the transmittal sheet contractors use to send shop drawings, product data, samples, and manufacturer’s certificates of compliance to the U.S. Army Corps of Engineers for review on federal construction jobs. To fill it out, pull the item information from your Submittal Register (ENG Form 4288-R), complete Section I with a unique transmittal number, item descriptions, specification references, and the correct Submittal Description category, flag any variations from contract requirements, sign the contractor certification, and route the package through the Resident Management System (RMS 3.0) for government action. The blank PDF is available on the USACE Publications website.

Get the Submittal Register First

Before you touch the 4025-R, put the Submittal Register (ENG Form 4288-R) in front of you. The register is the master tracking sheet for every item your contract requires you to submit, and most of what goes on the 4025-R comes straight off it: contract number, item description, specification paragraph number, and the item number itself.1U.S. Army Corps of Engineers. ENG Form 4288-R Submittal Register

On design-bid-build projects, the government issues an initial register with the contract package, but it may not be complete. You are responsible for identifying anything else that needs to be added.2U.S. Army Corps of Engineers. ER 415-1-10 Contractor Submittal Procedures Keeping the two documents in sync from the start saves rework later, because the reviewer will cross-reference every transmittal against the register.

Completing Section I

Section I is titled “Request for Approval of the Following Items” and the contractor fills it in entirely. You’ll need your contract number, the specification sections covering the items being sent, and the matching item numbers from the register.3United States Army Corps of Engineers. ENG Form 4025-R Transmittal of Shop Drawings, Equipment Data, Material Samples, or Manufacturers Certificates of Compliance

Numbering the Transmittal

Each transmittal carries a unique number in two parts, separated by a dash. The first part is the specification section number. The second is a sequential count of submittals under that section. If a package comes back for corrections, add a decimal to the original number and count resubmittals from there. Transmittal 03 30 00-001 that gets returned becomes 03 30 00-001.1 on the next go-around.3United States Army Corps of Engineers. ENG Form 4025-R Transmittal of Shop Drawings, Equipment Data, Material Samples, or Manufacturers Certificates of Compliance

Item Numbers and Descriptions

The “Item No.” in each row must match the item number on the Submittal Register. That’s what keeps the two documents talking to each other. Write a clear description of what you’re sending. “16-gauge galvanized ductwork shop drawings” tells the reviewer what to expect; “ductwork” does not. List the governing specification paragraph number alongside it.

Picking the Right SD Category

Every item falls into one of eleven Submittal Description categories defined in UFGS 01 33 00. The category tells the reviewer what kind of document or physical item to expect and how to evaluate it.4Whole Building Design Guide. UFGS 01 33 00 Submittal Procedures

  • SD-01 Preconstruction Submittals — schedules, product lists, and other documents required before site work begins.
  • SD-02 Shop Drawings — drawings, diagrams, and fabrication instructions prepared for the project.
  • SD-03 Product Data — catalog cuts, performance charts, brochures, and warranty language.
  • SD-04 Samples — physical examples of materials or workmanship, including color samples and field mock-ups.
  • SD-05 Design Data — calculations, mix designs, and supporting analyses.
  • SD-06 Test Reports — lab or field test results.
  • SD-07 Certificates — manufacturer’s certificates of compliance and formal certifications.
  • SD-08 Manufacturer’s Instructions — written installation or application guidance.
  • SD-09 Manufacturer’s Field Reports — reports from a manufacturer’s representative documenting site visits.
  • SD-10 Operation and Maintenance Data — O&M manuals and maintenance procedures.
  • SD-11 Closeout Submittals — final documentation at project completion.

GA Versus FIO

The Submittal Register classifies each item as either Government Approved (GA) or For Information Only (FIO), and that classification carries onto the 4025-R. GA items need formal government review and approval before you proceed. They usually cover extensions of design, critical materials, and equipment whose compatibility with the overall system has to be verified. FIO items do not require approval; the government spot-checks roughly ten percent of them. Your QC manager still has to review and certify both types before anything leaves your office.5U.S. Army Corps of Engineers (Vicksburg District). Construction Quality Management for Contractors Module 5 Submittals

Flagging Variations

If any item intentionally deviates from the contract (a substitute manufacturer, an alternate material, a dimensional change), mark column h (“Variation”) with a “Y” and explain the reason in the Remarks block. Be specific. Spell out exactly what differs and why.6United States Army Corps of Engineers. ENG Form 4025 Transmittal of Shop Drawings, Equipment Data, Material Samples, or Manufacturers Certificates of Compliance Under UFGS 01 33 00, variations get at least fourteen additional working days of review time on top of the base period, so build that into your procurement schedule.4Whole Building Design Guide. UFGS 01 33 00 Submittal Procedures

Signing the Contractor Certification

Section II is titled “Approval Action” and holds signature blocks for both the contractor and the government’s approving authority. Before you send anything, you sign this certification: “I certify that the above submitted items had been reviewed in detail and are correct and in strict conformance with the contract drawings and specifications except as otherwise stated.”3United States Army Corps of Engineers. ENG Form 4025-R Transmittal of Shop Drawings, Equipment Data, Material Samples, or Manufacturers Certificates of Compliance

“Except as otherwise stated” is what ties the certification to any variations you flagged in Section I. If nothing is marked as a variation, you are vouching that everything conforms exactly. Your QC organization should have already worked through every item, because that internal review is what the government’s process leans on.

Submitting the Form Through RMS 3.0

The Resident Management System (RMS) 3.0 is the digital system of record for USACE construction administration, and it is where most submittals move.7U.S. Army Corps of Engineers. ER 1180-1-6 Construction Quality Management Your designated RMS administrator downloads the application from rms.usace.army.mil, creates a user account, and logs in with an email address and password. A CAC card is not required for contractor-mode access.8RMS Support Center. RMS Quick Reference Guide for Contractors

Inside the submittal module, build the transmittal, attach your technical documents and images, then sign using the “Create and Digitally Sign 4025” button. RMS authenticates the logged-in user and applies the digital signature. If you’d rather use a wet signature on a printed copy, the “Manually Attach Signed 4025” button lets you upload the signed page and identify the signer from your contractor staff list. Either way, RMS won’t move the transmittal to “Pending Government Receipt” until every required signature is in place.9RMS Support Center. Creating a Transmittal in Contractor Mode

How Long the Government Has to Respond

There is no single USACE-wide deadline for returning submittals. UFGS 01 33 00 leaves the review period as a fill-in field that each contract sets on its own. On Navy projects, the default is at least fifteen working days when the QC manager is the approving authority and at least twenty when the Contracting Officer is. Submittals needing a fire protection engineer review can take thirty working days or more.4Whole Building Design Guide. UFGS 01 33 00 Submittal Procedures Check Section 01 33 00 of your specific contract for the number that applies, and remember that variations add at least fourteen working days on top of it.

Reading the Action Codes When It Comes Back

When the government returns your 4025-R, the approving authority marks an action code in column i for each item. Six codes are possible, and misreading one can cost real money in wasted material orders or rework.3United States Army Corps of Engineers. ENG Form 4025-R Transmittal of Shop Drawings, Equipment Data, Material Samples, or Manufacturers Certificates of Compliance

  • Code A — Approved as submitted. Proceed with procurement and installation as proposed.
  • Code B — Approved, except as noted on drawings. Resubmission not required. Incorporate the reviewer’s notes into your work.
  • Code C — Approved, except as noted on drawings. Refer to attached comments. Resubmission required. The concept is accepted, but you must send a revised transmittal (using the decimal resubmittal numbering) before proceeding.
  • Code D — Will be returned by separate correspondence. The review is not finished. Do not treat this as approval.
  • Code E — Disapproved. Refer to attached comments. The item does not meet contract requirements. Correct the deficiencies and resubmit with a new transmittal.
  • Code F — Receipt acknowledged. Typically used for FIO items that do not require formal approval.

The distinction between Code C and Code E trips people up. Code C is still an approval; the idea is accepted, but the details need work and a fresh transmittal. Code E is a flat rejection meaning the proposed item does not comply. Ordering materials after a Code E, or after a Code C before you resubmit, puts you at risk of paying for removal and replacement out of your own pocket.

What Approval Does Not Do

Even a clean Code A does not shift contract responsibility to the government. The form’s own instructions state that approval “does not relieve the contractor from complying with all the requirements of the contract.”3United States Army Corps of Engineers. ENG Form 4025-R Transmittal of Shop Drawings, Equipment Data, Material Samples, or Manufacturers Certificates of Compliance If a submitted product turns out not to meet a specification the reviewer missed, you are still on the hook for correcting it. The 4025-R documents the government’s review. It is not a warranty that the item performs as required.