013200 Schedules and Progress Documentation R2.pdf

PPPL Schedules and Progress Documentation August 2023

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SECTION 013200 – SCHEDULES AND PROGRESS DOCUMENTATION

PART 1 – GENERAL

1.1 SUMMARY

A. The work under this subcontract will be planned, scheduled, executed, and reported using Critical Path Method scheduling (hereinafter referred to as CPM). The Subcontractor’s schedule will be developed using a CPM schedule demonstrating complete fulfillment of all subcontract requirements. The schedule shall be kept up-to-date in accordance with the requirements of this section and utilized in planning, coordinating, and performing the work under this subcontract (including all activities of lower-tier Subcontractors, equipment vendors, and suppliers). The schedule will be in precedence format, computer generated and updated, and the controlling schedule document utilized for managing work and measuring performance.

B. It is expressly understood and agreed that the time of beginning, the rate of progress, and the time of completion of the work are of the essence to this Subcontract. Therefore, the primary objectives of CPM scheduling are to insure the adequate planning, scheduling, and execution of the work so it may be performed in an orderly and expeditious manner within the Schedule of Dates stipulated by the Subcontract, to provide optimum coordination of the work, to establish the basis for measuring and monitoring Subcontractor progress, to detect problems for the purpose of taking corrective action, to provide a mechanism or tool for determining and monitoring such corrective actions, and to be used as a tool to assess the Subcontractor’s schedule of values, payment schedule, and progress payments.

1.2 DEFINITIONS

A. Activity - Any portion or element of work, action, and/or reaction that is precisely described, readily identifiable, and is a function of a logical sequential process.

B. Subcontractor’s Schedule - Represents the approved plan against which the Subcontract’s actual performance – with respect to accomplishing the work scope contained within each detail activity – is measured. Once the schedule is approved by PPPL, it will be considered baselined. At this time, the dates, resource costs, activity codes, work breakdown structure, and activity descriptions are no longer subject to any changes unless these changes are part of a documented and approved change control process (see Section 1.12 Schedule Revisions).

C. Float Time - Float is defined as the amount of time between the early start date and the late start date, or the early finish date and the late finish date, of any activity in the project schedule. Total float is defined as the amount of time any given activity or path of activities may be delayed before it will affect the project completion time.

D. Network Diagram - Graphical representation of relationships that exist between different activities of the schedule drawn to time scale.

E. Percentage Complete - The physical percentage of completion, NOT the resource or duration percentage complete.

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F. Precedence Method - Scheduling system where relationships between activities are expressed from start or finish of an activity to start or finish of the succeeding activity, with minimal use of lags. Leads shall not be used, and if lags are used, they shall be documented in a log. Preference is to create lag activities in lieu of lags.

G. Remaining Duration - Shall be equal to the factor of the remaining percentage of completion times the original as-planned duration, or as approved by PPPL.

H. Supplemental Schedules - Those schedules that are not part of the baseline schedule hierarchy (working and baseline). They are often used for day-to-day operational planning and management, and as the name suggests, simply supplement the baseline and working schedules, but are not under configuration control. This category would include “what-if” schedules generated to evaluate potential alternate management options.

I. Recovery Schedule - A recovery schedule may be required when the critical activities are not being completed on the dates set forth in the schedule. Such a schedule must indicate how the Subcontractor intends to complete the project within the allotted time and what resources will be used to accelerate the work so that it can be completed on time.

J. Critical Path - The critical path is simply all the tasks that determine the end date in your project schedule. PPPL/Project defines the critical path as any activity with 0 days of total float.

K. Schedule of Values - Detailed schedule apportioning of the Subcontract sum among all activities in Subcontract Schedule or PPPL approved equivalent. The Schedule of Values is the basis for all Invoices.

L. Schedule of Dates - The dates that correspond to the relevant Schedule of Values

M. Payment Schedule - The Payment Schedule is the schedule of payments to the Subcontractor in accordance with the approved Schedule of Values

1.3 REQUIREMENTS

A. Software: The Subcontractor shall utilize Oracle Primavera P6

1.4 SUBMITTALS

A. SUBCONTRACTOR’S SCHEDULE: As soon as practical, but no later than fifteen (15) calendar days following Subcontract Award, the Subcontractor shall submit to PPPL a Near Term schedule showing the first ninety (90) days of activity with the remainder of the plan resource loaded in summary activities. In addition, as soon as is practical, but no later than six weeks or forty-two (42) calendar days following Subcontract Award, the Subcontractor shall submit to PPPL a baseline CPM schedule in precedence format for the entire Subcontractor's work scope. In CM/GC project delivery method, schedules shall be submitted with design packages as required by the Statement of Work. The Subcontractor's schedule is a necessary tool for the proper execution of the Subcontractor's work and against which all progress shall be measured. The schedule shall be used by the Subcontractor and PPPL as the basis for evaluating changes and claims and for evaluation of Application for Payment. The Schedule of Values and the

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Payment Schedule shall be developed supporting the values indicated in the baseline schedule and organized in accordance with the PPPL WBS.

B. CONTENT: The Near Term and CPM schedules shall meet the following criteria:

1. Subcontractor’s schedule shall be cost loaded.

2. The following should be depicted for each activity in the schedule:

a. Activity descriptions and identification codes shall be clear and concise.

b. The beginning and end of each activity shall be readily verifiable.

c. All activity starts and finishes must be tied into the schedule by logical relationships.

d. Activity numbers shall be unique and shall not change as revisions are made to the schedule.

e. Activities shall be assigned to a Work Breakdown Structure (WBS) consistent with the PPPL WBS to be provided to the Subcontractor.

f. Activity codes requirements will be provided to the Subcontractor and may be used to:

i. Define specific performance responsibility by discipline or

Subcontractor;

ii. Define concise work areas;

iii. Identify phase of each activity;

iv. Identify the Specification Section for the activity.

g. The durations of activities shall be expressed in whole working days.

3. The level of detail of the schedule shall be a function of the complexity of the work involved. Generally, no activity shall have a duration of less than five (5) work days or longer than twenty (20) work days without prior acceptance by PPPL. All durations shall be the result of definitive manpower and resource planning by the Subcontractor and lower-tier Subcontractors to perform the work in consideration of the requirements of the Subcontract. The twenty (20) work day limitation is not intended to impede or restrict Subcontractor's flexibility to properly plan and schedule the work.

4. The schedule shall be based on and incorporate the WBS and provide a complete and detailed sequence of operations of the work within the time limits specified in the subcontract including specified mandatory milestone dates.

5. Schedules shall indicate the relationship and time frames in which the various phases of the work will be made substantially complete and turned over to PPPL as indicated in the Subcontract Documents.

6. Schedules shall depict major components of the work and the sequenced relationships between major components and subdivisions of major components.

7. For all major equipment and materials fabricated or supplied for this project, the schedule shall show a sequence of activities including:

a. Preparation & submission of all submittals (NTP, project specific plans, safety, product data, shop drawings, samples, etc.)

b. Review and approval of all submittals (allow for one resubmittal)

c. Material lead-times

d. Shop fabrication

e. Testing of equipment and materials

f. Delivery

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g. QA/QC Inspections (including mock-ups)

h. Preparation, submission, review, and approval of Close-out documents

(warranties and O&M manuals)

i. Training

8. Responsibility Codes for each activity shall be identified with a single performing organization including interfaces with the work of other Subcontractors or agencies (i.e., Subcontractor, lower-tier Subcontractors, suppliers, utilities, PPPL agencies, etc.).

9. Total planned value shall equal the total subcontract value. Activities shall have an assigned dollar value (cost loading) that shall cumulatively equal the subcontract Amount and be consistent with the Schedule of Values.

10. The Subcontractor may be required to provide Resource requirements (labor by craft, commodity, type, equipment, services, etc.) for activities at or near the critical path. However, at a minimum the Subcontractor shall be prepared to discuss Resource requirements for activities at or near the critical path.

11. All scheduled activities shall utilize a five (5) day, one shift, work week calendar including established holidays, unless approved by PPPL otherwise. All work to be scheduled on a different calendar, to account for weather – for example, must be pre-approved by PPPL and the calendar(s) must be provided to PPPL for incorporation into PPPL’s Primavera P6 system.

12. The schedule shall indicate a completion date for the project that is no later than the project's required completion date. All activity durations shall be given in work days.

13. The schedule shall contain constraints only for Subcontract milestones including the completion date. No other constraints shall be used.

14. Monthly anticipated adverse weather days and holidays shall be considered and included in the planning and scheduling of all-weather affected work activities in order to complete all work within the Subcontract Dates. Projected days lost shall be based on historical data available from the National Oceanic and Atmospheric Administration (NOAA) for the region.

15. Subcontractor shall ensure that the schedule represents an accurate, efficient, reasonable, and feasible plan and method for accomplishing the work throughout the time of performance. While PPPL will review the Subcontractor’s Schedule, the schedule itself is the Subcontractor's, who has full responsibility for its preparation, content, revisions, and updating in accordance with the requirements of the Subcontract Documents.

16. Abbreviations shall be fully described in a legend attached to the schedule.

1.5 FORM:

A. The Subcontractor shall submit the schedule in native electronic data form, utilizing Primavera P6 scheduling software. The Subcontractor shall have the capability of furnishing data reports or sorts using formats/layouts acceptable to PPPL.

1.6 REVIEW AND ACCEPTANCE

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A. PPPL will review the Subcontractor's schedule submittals, for sound logic, constructability, and adherence to plans and specifications. PPPL will assume that the Subcontractor has accurately correlated the schedule in its entirety and its individual elements to the Subcontractor's and lower-tier Subcontractor's as-bid project execution plans including but not limited to subcontracts, purchase orders, delivery dates, crew strategies, etc. Non-conformance of any of the Subcontractor or lower-tier Subcontractor project execution plans to the Subcontract Documents shall not relieve the Subcontractor or his lower-tier Subcontractor of any of the requirements of the Subcontract Documents. Acceptance by PPPL of the Subcontractor's schedule is advisory only and shall not relieve the Subcontractor of the responsibility for accomplishing the work within all the subcontract requirements, including but not limited to, each and every subcontract-required Milestone and Completion date. Omissions and errors in the approved schedule shall not excuse performance which is not in compliance with the subcontract. Approval by PPPL in no way makes PPPL an insurer of the schedule's success or liable for time or cost overruns flowing from its shortcomings. PPPL hereby disclaim any obligation or liability by reason of PPPL’s approval of or acquiescence to the schedule.

1.7 WEEKLY PROGRESS MEETING

A. As necessary, normally no more than once every week, a meeting will be held to assess the progress achieved by the Subcontractor during the previous work period. The Subcontractor shall submit a bar chart indicating progress for the previous period (the Weekly Schedule Report) and the activities scheduled for the succeeding 3 periods [the Short Interval Schedule (SIS)].

1.8 PROGRESS REPORTING, CHANGES AND THE USE OF FLOAT

A. Once each month, one week prior to the end of the month or as agreed by PPPL, prepare and submit to PPPL a working schedule file (XER or other approved schedule software format) showing current progress and all approved changes in network logic, including but not limited to changes as the result of change orders and any changes in subcontract completion dates which have been approved by PPPL within this section since the last revision of the baseline schedule. If the Subcontractor desires to make changes in its method of operating and scheduling, the Subcontractor shall follow the procedures set out in Paragraph 1.12, Schedule Revisions of this Section.

B. In addition to the foregoing, submit a typewritten narrative report once each month with the updated schedule describing the actual work accomplished during the reporting period and causes of any variances from the baseline (positive or negative).

C. In addition to the above, the Subcontractor may be required to submit at PPPL’s request, a Critical Items Report - The Critical Items Report identifying items by cause and impact that are or will seriously affect the Subcontractor's progress or ability to perform work in accordance with the current schedule.

D. Float is not time for the exclusive use or benefit of either PPPL or the Subcontractor, but must be used in the best interest of completing the project on time. Once an activity has been started the Subcontractor shall continue the work on that activity as scheduled until it is completed unless discussed with and approved by PPPL. PPPL reserves the right to request a report on such circumstances that delay the start of activities or require their suspension. PPPL may require the Subcontractor to proceed utilizing the early dates if the circumstances are not justified in PPPL's opinion. PPPL will not be responsible for

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delays caused by the Subcontractor not proceeding per the early start dates or suspending the work if such actions were within Subcontractor's control. If in PPPL’'s opinion the delay/suspension is justifiable, PPPL shall authorize the Subcontractor to prepare a supplemental or ‘what if’ schedule for PPPL's approval including all activities in the Subcontractor schedule necessary to clearly represent the impact. Pursuant to the float sharing requirements as set forth above, (1), use of float suppression techniques such as preferential sequencing, special lead lag logic restraints, extended Activity durations or imposed dates and (2), use of float time disclosed or implied by the use of alternate float suppression techniques shall be shared to the proportionate benefit of PPPL, PPPL’s CM, Architect, Engineer, Subcontractors, and lower-tier Subcontractors.

The Subcontractor shall revise the Subcontractor's schedule as reasonable to mitigate the impact of delays to the project with no change in subcontract price. Extensions of time for performance required under the General Requirements pertaining to equitable time adjustment will be granted only to the extent that the equitable time adjustment exceeds total float in the activity or path of activities affected at the time notice to proceed was issued for the change.

1.9 PAYMENTS TO SUBCONTRACTOR

A. If the Subcontractor fails to submit the interim or baseline schedule within the time prescribed, or the updated monthly schedule within the time requested, PPPL may withhold approval of progress payment estimates until such time as the Subcontractor submits the required schedules.

B. All revisions to the schedule shall be submitted as construction progresses. Any revisions to the schedule must be approved by PPPL. The subcontractor must provide a progressed schedule monthly with the Pay Application. If progress is not satisfactory a recovery schedule will be required with the monthly Pay Application and/or per the Div. 1 schedule requirements.

1.10 RESPONSIBILITY FOR COMPLETION

A. If, in the opinion of PPPL, the Subcontractor falls behind the progress schedule, the Subcontractor shall take any and all steps necessary to improve Subcontractor's progress at no additional cost to PPPL, including cost impacts to other Subcontractors, agencies or PPPL directly caused by Subcontractor's delay, including but not limited to the increase manpower in such quantities and crafts as will substantially eliminate the lag in scheduled progress, increase the number of working hours per shift, shifts per working day, working days per week, or the amount of equipment, or any combination of the foregoing, sufficiently to substantially eliminate lag in scheduled progress; and/or resequencing of activities to achieve maximum practical concurrent accomplishment of work activities.

B. PPPL may also require the Subcontractor to submit for approval and at no additional cost to PPPL such supplementary Recovery Schedules as may be deemed necessary to demonstrate the manner in which the approved schedule will be regained during the immediate subsequent pay period or, if PPPL agrees, subsequent pay periods.

C. PPPL and the Subcontractor will meet for the normal monthly update to determine the effectiveness of the Recovery Schedule and to determine whether the Subcontractor has regained compliance with the schedule. If, in the opinion of PPPL, the Subcontractor is still behind schedule, the Subcontractor, in conjunction with PPPL will prepare another

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Recovery Schedule at the Subcontractor's expense, to take effect during the immediate subsequent pay period or, if PPPL agrees, subsequent pay periods.

D. Failure of the Subcontractor to comply with the requirements of PPPL under this paragraph shall be grounds for determination by PPPL that the Subcontractor is not executing the work with such diligence as will ensure completion within the time specified. Upon such determination PPPL may terminate the Subcontractor's right to proceed with the work, or any separable part thereof, in accordance with the applicable provisions of the subcontract.

1.11 SCHEDULE REVISIONS

A. Should the Subcontractor, desire to change the Subcontractor's plan, the Subcontractor shall submit the Subcontractor's requested revisions to PPPL along with a written statement of the revisions including a description of the logic for rescheduling the work, methods of maintaining adherence to intermediate milestones, specific dates, and the reasons for the revisions. If the requested changes are acceptable to PPPL, they will be incorporated into the schedule in the next reporting period, unless a subcontract modification is required. No change to historical (previous period) data is allowed.

B. When PPPL orders changes which have the potential to substantially impact the schedule of Dates, a supplemental ‘what if’ schedule of the new and existing activities directly affected by the change will be prepared by the Subcontractor and provided with the Subcontractor's price proposal or extra work tabulation as required to PPPL for concurrence or revision as PPPL deems necessary. After the schedule has been approved by PPPL, it will be incorporated into the schedule by the Subcontractor.

Change Order logic will affect only those activities and performance dates directly concerned. Adjustments in scheduled intermediate completion dates or for the Subcontract as a whole, will be considered only to the extent that there is insufficient remaining float to absorb these changes. No changes will be made to historical (previous period) data.

C. Neither the updating or revision of the Subcontractor's schedule, nor the submission, updating, change or revision of any report or schedule submitted to PPPL by Subcontractor under this Section, nor PPPL’s review or nonexistence of any such report or schedule shall have the effect of amending or modifying, in any way, the Schedule of Dates or modifying or limiting in any way Subcontractor's obligations under this subcontract.

D. Should the Subcontractor desire to change logic links in Subcontractor's plan, Subcontractor will clearly notify PPPL of each individual change.

1.12 TIME OF COMPLETION

A. If the Subcontractor should desire or intend to complete the work earlier than the Schedule of Dates, PPPL shall not be liable to the Subcontractor for any costs or other damages should the Subcontractor be unable to complete the work before the early milestone completion dates or before the Schedule of Dates. Approval by PPPL of a schedule which indicates completion prior to Schedule of Dates shall be for the convenience of the Subcontractor and shall not change any of the subcontract requirements including but not limited to the Schedule of Dates. All subcontract requirements shall be consistent with and applicable only to the completion of the work in accordance with the Schedule of Dates required by the subcontract unless PPPL and Subcontractor otherwise agree by issuance of the appropriate Change Order.

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B. The updated schedule submitted by Subcontractor shall not show a completion date later than the Schedule of Dates, subject to any time extensions approved by PPPL. If Subcontractor believes Subcontractor is entitled to an extension to the Schedule of Dates under the Subcontract Documents; the Subcontractor shall submit to PPPL a formal time extension request as required by the subcontract and a detailed narrative justifying the time extension requested. The time extension request shall include schedule forecasts that predict the actual Project Completion Date, and any separable portions thereof specified by PPPL plus a forecast of the actual achievement of any milestones listed in the Schedule of Dates. PPPL shall have no obligation to consider any time extension request unless the Subcontractor is in full compliance with the requirements of the Subcontract Documents. PPPL shall not be responsible or liable to Subcontractor for any constructive acceleration due to failure of PPPL to grant time extensions under the Subcontract Documents or should the Subcontractor fail to substantially comply with the submission requirements and the justification requirements of this subcontract for time extension requests. The Subcontractor's failure to perform in accordance with the schedule shall not be excused, nor be chargeable to PPPL because Subcontractor has submitted time extension requests.

1.13 COORDINATION

A. The Subcontractor shall coordinate the Subcontractor's work and that of lower-tier Subcontractors in maintaining orderly progress toward completion of the work as scheduled. Coordination shall include entities which may be under subcontract with PPPL such as the A/E, C/M, Independent Testing Agency, etc.

B. The Subcontractor shall coordinate the Subcontractor’s work and that of lower-tier Subcontractors with other subcontractors on PPPL’s site (separate projects, maintenance, etc.) in maintaining orderly progress toward completion of the work as scheduled.

C. Failure of lower-tier Subcontractors to meet their schedule shall not be justification for an extension of time, except where such failure causes, in the opinion of PPPL, an unreasonable delay in the Subcontractor's Work, in which case the provisions regarding extensions of time and extra work shall apply.

1.14 FAILURE TO PERFORM SCHEDULING TASKS

A. Should the Subcontractor fail to substantially comply with the provisions of the Subcontract Documents relating to planning, scheduling, reporting, and execution of the work as called for in the schedule, PPPL shall have the right, at PPPL’s option, to retain the services of scheduling consultants or experts (including attorneys, if necessary, in PPPL's opinion) to prepare a schedule in accordance with the Subcontract Documents.

This schedule will be used to allow PPPL to evaluate the program of the Work by the Subcontractor and to determine whether the Subcontractor is substantially complying with the Subcontract Documents. This schedule will be used to direct such action on the part of the Subcontractor as permitted by the Subcontract Documents, and as required to ensure that the Subcontractor will comply with such schedule. All costs incurred by PPPL in preparing this schedule shall be charged to the Subcontractor's account and/or deducted from any monies due to the Subcontractor. If the Subcontractor fails to substantially comply with the scheduling and execution of the work requirements of the Subcontract Documents, the Subcontractor hereby agrees in such instance to comply with such schedules as PPPL develops or direct activity sequences and durations as PPPL may reasonably require, without additional cost to PPPL (subject only to cost

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adjustments for such changes in the work as PPPL may direct), to ensure completion within the Schedule of Dates.

1.15 SUBCONTRACTOR COVENANTS AND GUARANTEES

A. Subcontractor covenants and guarantees that Subcontractor will not:

1. Misrepresent to PPPL its schedule and all its components or Subcontractor's actual execution of the work.

2. Utilize schedules materially different from those made available by Subcontractor to

PPPL, any lower-tier Subcontractor or separate Subcontractors for the direction, execution, or coordination of the Work.

3. Prepare schedules, updates, revisions, or reports for the work which are not feasible or realistic; or which do not accurately reflect the actual intent or reasonable and actual expectations of the Subcontractor and its lower-tier Subcontractors.

1.16 PAYMENT FOR SCHEDULING

A. The cost of performing all work incidental to preparing the Project Construction Schedule, including preparation, execution, updates, maintenance, revisions, and adjustments shall be included in the Bid Proposal.

PART 2 – PRODUCTS

(Not Applicable)

PART 3 – EXECUTION

(Not Applicable)

END OF SECTION 013200