Attachment 7 - Appendix 4 Project Scheduling.pdf

Schedule Requirements for Construction and Design/Construction

PRE-CONSTRUCTION SCHEDULE REQUIREMENT

Prior to the start of work, prepare and submit to the Contracting Officer a Baseline Design Schedule and Baseline Construction Schedule in the form of a Network Analysis Schedule (NAS) Bar Chart Schedule in accordance with the terms in Contract Clause FAR 52.236-15 Schedules for Construction Contracts, except as modified in this contract. The approval of a Baseline Construction Schedule is a condition precedent to:

a. The Contractor starting demolition work or construction stage(s) of the contract.

b. Processing Contractor's invoice(s) for construction activities/items of work.

c. Review of any schedule updates.

Submittal of the Baseline Design and Construction Schedule, and subsequent schedule updates, is understood to be the Contractor's certification that the submitted schedule meets the requirements of the Contract Documents, represents the Contractor's plan on how the work will be accomplished, and accurately reflects the work that has been accomplished and how it was sequenced (as-built logic).

SCHEDULE FORMAT

Network Analysis Schedule (NAS)

Use the critical path method (CPM) to schedule and control project activities. Prepare and maintain project schedules using Microsoft Project 365 compatible versions. The scheduling software that will be utilized by the Government on this project is Microsoft Project 365 by Microsoft, Inc.

Notwithstanding any other provision in the contract, schedules submitted for this project must be prepared using Microsoft Project. Submission of data from another software system where data conversion techniques or software is used to import into Microsoft Projects scheduling software is not acceptable and will be cause for rejection of the submitted schedule. Importing data into the scheduling program using data conversion techniques or third-party software is cause for rejection of the submitted schedule.

Within 15 calendar days after approval of the Initial Schedule or approval of the final design for a design build project, submit to the Contracting Officer a final NAS schedule.

Activity Requirements

a. At a minimum, identify the following in the schedule:

(1) Design and Construction time for major systems and components

(2) Each activity assigned with its appropriate Responsibility Code

(3) Each activity assigned with its appropriate Phase and Area Codes

(4) Major submittals and submittal processing time

(5) Major equipment lead time

b. Build the Schedule as follows:

(1) Show design periods, submittals, Government review periods, material/equipment delivery, utility outages, on-site construction, inspection, testing, and closeout activities. Government and Contractor on-site work activities must be driven by calendars that reflect Saturdays, Sundays and all Federal and Local Holidays as non-work days for 5-day work week calendars.

6-day work week calendars must reflect Sundays and all Federal and Local Holidays as non-work days. 7-day work week calendars must reflect all Federal and Local Holidays as non-work days unless otherwise agreed to by the Contracting Officer. Total work hours/day for all defined calendars is set to 8 unless otherwise agreed upon.

(2) With the exception of the Contract Award and End Contract milestone activities, use of open-ended activities is not allowed; each activity must have predecessor and successor ties.

No activity must have open start or open finish (dangling) logic. Minimize redundant logic ties.

Once an activity exists on the schedule it must not be deleted or renamed to change the scope of the activity and must not be removed from the schedule logic without approval from the Contracting Officer. While an activity cannot be deleted, where said activity is no longer applicable to the schedule but must remain within the logic stream for historical record, it can be changed to a milestone. Document any such change in the milestone's "Notebook," including a date and explanation for the change. The ID number for a deleted activity must not be re-used for another activity.

(3) Assign each activity its appropriate Responsibility Code and Area Code, indicating location and responsibility to accomplish the work indicated by the activity, Phase Code, and Work Location Code. Include anticipated tasks to be assigned Government responsibility.

(4) Date/time constraints or lags, other than those required by the contract, are not allowed unless approved by the Contracting Officer. Include as the last activity in the contract schedule, a milestone activity named "Contract Completion Date".

(5) Include the following Contract Milestones:

(a) Include as the first activity on the schedule a start milestone titled "Contract Award", which must have a Mandatory Start constraint equal to the Contract Award Date;

(b) Include Interim or Phased Completion Milestones required by the Contract or as approved by the Contracting Officer.

(c) Include Facility Turnover Planning Meeting Milestones.

(d) Include an unconstrained finish milestone on the schedule titled "Substantial Completion". Substantial Completion is defined as the point in time the Government would consider the project ready for beneficial occupancy wherein by mutual agreement of the Government and Contractor. Government use of the facility is allowed while construction access continues to complete remaining items (e.g., punch list and other close out submittals).

(e) Include an unconstrained finish milestone on the schedule titled "Projected Completion". Projected Completion is defined as the point in time the Government would consider the project complete. This milestone must have the Contract Completion Date (CCD) milestone as its only successor.

(f) Include as the last activity on the schedule a finish milestone titled "Contract Completion (CCD)" with constraint type "Must Finish No Later Than". Calculation of schedule updates must be such that if the finish of the "Projected Completion" milestone falls after the contract completion date, then negative float will be calculated on the longest path and if the finish of the "Projected Completion" milestone falls before the contract completion date, the float calculation must reflect positive float on the longest path. This milestone must be set to 5:00 pm.

(6) Provide lead time for major equipment.

Activity Identification

a. Identify Government, Construction Quality Management (CQM), Construction activities planned for the project and other activities that could impact project completion if delayed.

b. Identify administrative type activity/milestones including pre-construction submittal and permit requirements prior to demolition or construction stage.

c. Create separate activities for each Phase, Area, Floor Level, and Location the activity is occurring.

d. Do not use construction category activity to represent non-work type reference (Such as, Serial Letter or Request for Information) in NAS.

e. Place non-work reference within Microsoft Project activity details notebook. Activity categories included in the schedule are specified below.

Responsibility Code

Assign each activity its appropriate Responsibility Code indicating responsibility to accomplish the work indicated by the activity, Phase Code and Work Location Code.

Microsoft Project Settings and Parameters

Use the following MS Project settings and parameters in preparing the Baseline Schedule:

a. The Network must have a minimum of 30 construction activities.

b. No on-site construction activity may have durations in excess of 20 working days.

c. Critical is defined as having zero days of Total Slack. Within the Baseline Schedule no more than 20 percent of the activities shall be critical.

d. Logic: include the following setting: File, Options, Schedule tab - Split in-progress tasks -must be selected.

e. Status Date gridline is displayed in the Gantt Chart view.

f. Task Type is set to Fixed Work for "boots-on-the-ground" construction activities.

g. Task Type is set to Fixed Duration for design activities, submittals, Government reviews, procurement, material/equipment delivery, and utility outages.

h. "Effort Driven" is turned ON for Fixed Duration tasks.

i. Time Periods established for the project are set to 8 Hrs/Day, 40 Hrs/Week and 20 days/month.

j. Week starts on Monday must be selected.

k. Default start time is set to 8am (0800) or regularly scheduled daily start time.

l. Default end time is set to 5pm (1700) or regularly scheduled daily finish time.

Cost Loading Microsoft Project Schedules

Assign material, labor, and equipment costs to their respective Construction Activities. Assign material and equipment costs, for which payment will be requested in advance of installation, to their respective procurement activity (i.e., the material/equipment on-site activity).

Evenly disperse overhead and profit to each activity over the duration of the project. Cost loading must total to 100 percent of the value of the contract.

Software Settings

a. Resource Sheet

(1) Resource Name: Enter each code and resource for the project

(2) Type: Set to "Material"

(3) Material Label: Enter units of measurement for each resource

(4) Std. Rate: Enter unit cost for each resource

(5) Accrue at: Set to "Prorated"

b. Assigning Resources to Each Activity

(1) Select each activity in Gantt Chart

(2) Assign resources, Resource Tab

(3) Select each resource and enter the quantity of the units; then, assign the resource(s) to the activity

c. Baseline for Earned Value Calculation, File Tab, Options, Advanced, Default task Earned Value method:

Set to "Physical Percent Complete" or as directed by the Contracting Officer

Tabular Reports

Tracking Gantt Schedule with Cost Table

Submit a Tracking Gantt Schedule with each schedule update showing activity baseline cost, cost percent complete, and Budgeted Cost of Work Performed (BCWP), as directed by the Contracting Officer.

Earned Value Over Time Report

a. With each schedule submission, submit Earned Value Over Time Report S-Curves indicating Planned Value to the contract completion date based on projected early and late activity finish dates and Earned Value.

b. Revise Earned Value Over Time Report S-Curves when the contract is modified, or as directed by the Contracting Officer.

Bar Chart Schedule

The Bar Chart must, as a minimum, show work activities, submittals, Government review periods, material/equipment delivery, utility outages, on-site construction, inspection, testing, and closeout activities.

Schedule Submittals and Procedures

Submit Schedules and updates in hard copy and on electronic media that is acceptable to the Contracting Officer. Submit an electronic back-up of the project schedule in an import format compatible with the Government's scheduling program.

SCHEDULE MONTHLY UPDATES

Update the Design and Construction Schedule at monthly intervals or when the schedule has been revised. Keep the updated schedule current, reflecting actual activity progress and plan for completing the remaining work. Submit copies of purchase orders and confirmation of delivery dates as directed by the Contracting Officer.

a. Narrative Report: Identify and justify the following:

(1) Progress made in each area of the project.

(2) Longest Path: Include printed copy on 279 by 432 mm 11 by 17-inch paper, landscape setting.

(3) Date/time constraint(s), other than those required by the contract.

(4) Listing of changes made between the previous schedule and current updated schedule including added or removed activities, original and remaining durations for activities that have not started, logic (sequence, constraint, lag/lead), milestones, planned sequence of operations, longest path, calendars or calendar assignments, and cost loading.

(5) Any decrease in previously reported activity Earned Amount.

(6) Pending items and status thereof, including permits, changes orders, and time extensions.

(7) Status of Contract Completion Date and interim milestones.

(8) Current and anticipated delays (describe cause of delay and corrective actions(s) and mitigation measures to minimize).

(9) Description of current and future schedule problem areas.

For each entry in the narrative report, cite the respective Activity ID and Activity Name, the date and reason for the change, and description of the change.

CONTRACT MODIFICATION

Submit a Time Impact Analysis (TIA) with each cost and time proposal for a proposed change. TIA must illustrate the influence of each change or delay on the Contract Completion Date or milestones.

No time extensions will be granted nor delay damages paid unless a delay occurs which consumes all available Project Float and extends the Projected Finish beyond the Contract Completion Date.

a. Each TIA must be in both narrative and schedule form. The narrative must define the scope and conditions of the change; provide start and finish dates of impact, successor and predecessor activity to impact period, responsible party, describe how it originated, and how it impacts the schedule. The schedule submission must consist of three native files:

(1) Fragnet used to define the scope of the changed condition

(2) Most recent accepted schedule update as of the time of the proposal or claim submission that has been updated to show all activity progress as of the time of the impact start date.

(3) The impacted schedule that has the fragnet inserted in the updated schedule and the schedule "run" so that the new completion date is determined.

b. For claimed as-built project delay, the inserted fragnet TIA method must be modified to account for as-built events known to occur after the data date of schedule update used.

c. TIAs must include any mitigation, and must determine the apportionment of the overall delay assignable to each individual delay. Apportionment must provide identification of delay type and classification of delay by compensable and non-compensable events.

The associated narrative must clearly describe analysis methodology used, and the findings in a chronological listing beginning with the earliest delay event.

(1) Identify and classify types of delays as follows:

(a) Force majeure delay (e.g., weather delay): Any delay event caused by something or someone other than the Government (including its agents) or the Contractor, or the risk of which has not been assigned solely to the Government or the Contractor. If the force majeure delay is on the critical path, in absence of other types of concurrent delays, the Contractor is granted an extension of contract time, classified as a non-compensable event.

(b) A Contractor-delay: Any delay event caused by the Contractor, or the risk of which has been assigned solely to the Contractor. If the contractor-delay is on the critical path, in absence of other types of concurrent delays, Contractor is not granted extension of contract time, and classified as a non-compensable event. Where absent other types of delays, and having impact to project completion, provide a Corrective Action Plan, identifying plan to mitigate delay, to the Contracting Officer.

(c) A Government-delay: Any delay event caused by the Government, or the risk of which has been assigned solely to the Government. If the Government-delay is on the longest path, in absence of other types of concurrent delays, the Contractor is granted an extension of contract time, and classified as a compensable event.

(2) Use functional theory to analyze concurrent delays, where: Separate delay issues delay project completion, do not necessarily occur at same time, rather occur within same monthly schedule update period at minimum, or within same as-built period under review. If a combination of functionally concurrent delay types occurs, it is considered Concurrent Delay, which is defined in the following combinations:

(a) Government-delay concurrent with Contractor-delay: Excusable time extension, classified non-compensable event.

(b) Government-delay concurrent with force majeure delay: Excusable time extension, classified non-compensable event.

(c) Contractor-delay concurrent with force majeure delay: Excusable time extension, classified non-compensable event.

(3) A pacing delay, reacting to another delay (parent delay) equally or more critical than paced activity, must be identified prior to pacing. Contracting Officer will notify Contractor prior to pacing. Contractor must notify Contracting Officer prior to pacing. Notification must include identification of parent delay issue, estimated parent delay time period, paced activity(s) identity, and pacing reason(s). Pacing Concurrency is defined as follows:

(a) Government-delay concurrent with Contractor-pacing: Excusable time extension, classified compensable event.

(b) Contractor-delay concurrent with Government-pacing:

Inexcusable time extension; classified non-compensable event.

3-WEEK LOOK AHEAD SCHEDULE

Prepare and issue a 3-Week Look Ahead schedule to provide a more detailed day-to-day plan of upcoming work identified on the Construction Schedule. Key the work plans to activity numbers when a NAS is required and update each week to show the planned work for the current and following two-week period. Additionally, include upcoming outages, closures, preparatory meetings, and initial meetings. Identify critical path activities on the Three-Week Look Ahead Schedule. The detail work plans are to be bar chart type schedules, maintained separately from the Construction Schedule on an electronic spreadsheet program and printed on 216 by 279 mm 8-1/2 by 11-inch sheets as directed by the Contracting Officer. Activities must not exceed 5 working days in duration and have sufficient level of detail to assign crews, tools and equipment required to complete the work. Deliver an electronic file of the 3-Week Look Ahead Schedule to the Contracting Officer no later than 8 a.m. each Monday, and review during the weekly or biweekly CQC Coordination or Production Meeting.

CORRESPONDENCE AND TEST REPORTS

Correspondence (e.g., letters, Requests for Information (RFIs), e-mails, meeting minute items, Production and QC Daily Reports, material delivery tickets, photographs) must reference Schedule Activities that are being addressed. Test reports (e.g., concrete, soil compaction, weld, pressure) must reference Schedule Activities that are being addressed.

ADDITIONAL SCHEDULING REQUIREMENTS

Any references to additional scheduling requirements, including systems to be inspected, tested, and commissioned, that are located throughout the remainder of the Contract Documents, are subject to all requirements of this section.

PRICE AND PAYMENT PROCEDURES

Schedule of Prices

Submit a schedule of prices for approval on forms furnished by the Government. The ini�al schedule of prices may be preliminary for construc�on ac�vi�es un�l the design is developed.

Include a detailed breakdown of the contract price with quan��es and unit prices for each work ac�vity or definable feature of work. Include general condi�ons, profit, and overhead costs within the unit prices. Break down into design and construc�on is required. The Con-tractor may invoice for bonds once the Government has approved the bonds, however, no other requests for payment will be processed without an approved schedule of prices and baseline schedule.

Contractor requests for payment must conform and will be processed in accordance with the requirements of FAR 52.232-5 and FAR 52.232-27.

a. Content of Invoice: Requests for payment in accordance with the terms of the contract must consist of the following: (If NFAS Clause 5252.232-9301 is present in the contract, documents must be provided as atachments in Wide Area Workflow (WAWF). The maximum size limit per atachment is less than 2 megabytes, but there are no limits on the number of atachments. If a document cannot be atached to WAWF due to system or size restric�ons it must be provided as instructed by the con-trac�ng officer). If NFAS Clause 5252.232.9301 is not present in the contract, follow the invoicing in-struc�ons provided in the contract.

1. Contractor's Invoice on GPOI supplied forms, must show in summary form the basis for arriving at the amount of the invoice.

2. Contractor's Es�mate for Voucher/ Contract Performance Statement, showing in detail:

the es�mated cost, percentage of comple�on, and value of completed performance for each of the construc�on categories stated in this contract.

3. Affidavit to accompany invoice.

4. Updated copy of submital register.

5. Updated copy of progress schedule. Furnish as specified in Appendix 4.

6. Updated copy of red-line drawings

7. Contractor Safety Self Evalua�on Checklist (original)

8. Final release (for final payment only).

b. Payment:

1. Payment will be made on Contractor's submission of itemized requests and will be sub-ject to reduc�on for overpayments or increased for underpayments from previous payments.

The Government may withhold payment or reduce payments for the following:

a. Defects in material or workmanship.

b. Claims the Government may have against the Contractor under or in connec�on with this contract.

c. Contractor's failure to submit an updated schedule.

d. Payroll viola�ons.

e. Unless otherwise adjusted, repayment to the Government upon demand for overpayments made to the Contractor.

2. Payments may be made for materials, stored off construc�on sites, under the following condi�ons:

a. Materials to be considered for progress payment prior to installa�on must be located and stored within 20 miles (30 km) by streets and roads of the construc�on site.

b. Materials adequately insured and protected from the� and exposure. Payment requests for offsite materials must include the consent of surety.

c. Materials not suscep�ble to deteriora�on or physical damage in storage or in transit to the job site are acceptable for progress payments. Items such as steel, ma-chinery, pipe and fi�ngs and electrical cable are acceptable, but items such as gypsum board; glass, insula�on and wall covering are not.

d. Materials in transit to the job or storage site are not acceptable for payment.

e. Condi�ons specified in FAR 52.232-5(b) Payments Under Fixed Price Construc- �on Contracts and Sec�on G.3. of the Request for Proposals.