AG-3198-S-16-166P_-_Attachment_III_-_PROGRESS_SCHEDULE_SPECIFICATION.pdf

AG-3198-S-16-166P

Attachment III

PROGRESS SCHEDULE SPECIFICATION

Gantt (Bar) Chart (Small projects)

1.1 DESCRIPTION

The Contractor is responsible for scheduling all work in accordance with the Contract Documents. A single schedule shall logically incorporate all work activities for the entire project, including the work relating to the

Design, Operations and Reports Phases, as applicable to the project, in accordance with the Performance Work

Statement (PWS).

The Schedule is a tool to manage the project, both for the Contractor and Government. It will also be used for planning work, to measure project progress, and to evaluate time extensions.

The Contractor will use the Critical Path Method (CPM) to satisfy the time application.

The Schedule shall include all definable features of work, Government Deliverables, and appropriate Milestones, as applicable to the PWS. The definable features of work are all the work activities to accomplish the project.

The Government Deliverables are defined as Contract Milestones or Requested Deliverables, stated in the PWS.

The appropriate Milestones will be used to measure progress and for payment applications.

1.2 SUBMITTALS - SCHEDULE(S)

Prepare and submit to the Contracting Officer a baseline schedule, as specified herein.

Unless otherwise indicated, the baseline schedule and monthly progress schedule updates shall be approved by

Contractor’s Quality Control Representative, in accordance with the project Quality Control Plan. To ensure

Quality Assurance, the Government request, for review and approval, the following schedule submittals:

SCH#1- Preliminary baseline schedule shall be presented to the Government at the Post Award Kick-Off meeting. The Government review period for the preliminary baseline schedule will be 5 business days from the Kick-Off Meeting.

SCH#2- Final baseline schedule shall incorporate all Government comments and submit within 5 business days after receiving Government comments.

SCH#3- Monthly Progress Schedule Update shall be submitted on the 1 st of Every Month and shall accompany

Each Progress Invoice, whenever submitted. If a monthly invoice is not submitted, the Monthly

Progress schedule is STILL REQUIRED and shall accurately reflect the projects’ current status.

The Government review period for each monthly schedule submittals will be 10 business day.

Monthly Government comments shall be incorporated on the following monthly schedule, unless otherwise indicated by the Contracting Officers Representative.

1.3 SCHEDULE ACCEPTANCE

The baseline schedule must incorporate all the requirements of the contract documents. The acceptance of the baseline schedule is a condition precedent to processing the Contractors Pay Request.

The baseline schedule data date is equal to the date the contract signed date. The monthly schedule update data date shall be equal to the first of every month.

The Government review comments on the Contractor’s schedule (s) shall not relieve the Contractor from compliance with requirements of the Contract Documents.

Submittal of the baseline schedule and subsequent schedule updates shall be understood to be the Contractor’s

Quality Control Representative Approval of the following:

1. The schedule (s) meets all of the requirements of the contract documents,

2. The schedule (s) represents the Contractor’s plan on how the work shall be accomplished,

3. The schedule (s) shall accurately reflect the work progress that has been accomplished,

4. The schedule (s) shall reflect how the work was sequenced.

5. The schedule (s) shall clearly depict Critical Path in each corresponding schedule submittal.

1.4 SCHEDULE FORMAT

The schedule format to satisfy the Critical Path Method (CPM) shall consist of a minimum of the following:

(a) Gantt Chart (Bar Chart)

1. The Gant Chart shall have a legend clearly depicting the Critical Path and Critical Path Milestones. The schedule shall have (1) Critical Path and if more than (1) Critical Path is submitted a narrative must be submitted explaining the reason. Critical is defined as having zero float of Total Float. “Near Critical” is defined as having Total Float of 1 to 14 calendars.

2. The Gant Chart include all definable features of work activities and Contract Milestones described in the

PWS. No activity shall consist of a duration exceeding 20 working days.

3. The Gant Chart calendar shall reflect Government Deliverables and activities that reflect Government comments shall reflect Saturdays, Sundays, and Federal Holidays as Non work days.

4. The actual start and actual finish dates on activities in the schedule updates shall match the dates on the

Contractors weekly or biweekly reports, as applicable.

5. The Gantt Chart title descriptions shall clearly indicate the contract document #, project name, data date, Contractor’s Quality Control Representative, and schedule submittal (prelim, final baseline or monthly).

1.4.1 Schedule Activity Properties

The schedule shall clearly identify all definable features of work activities in the entire project, in accordance with the PWS.

Once an activity exists on the schedule it may not be renamed to change the scope of the activity.

If an existing activity is deleted it must be reported on the monthly NAS updated with an explanation for its removal. The Activity ID number for a deleted activity shall not be re-used for another activity.

1.4.1.1 Contract Milestones and Constraints

The Baseline Schedule shall have the following Contract Milestones and Constraints:

a. Contract Award Date: The Contractor shall include, as the first activity on the schedule, a start milestone having a Mandatory Start constraint equal to the Contract Award date.

b. Contract Completion Date: The Contractor shall include as the last activity on the schedule a finish milestone having a Mandatory Finish constraint equal to the Contract Completion Date (CCD).

1.4.2 Required Monthly Tabular Report

The following report shall be included with each monthly update submittals:

a. Narrative Report: Identify and justify the following:

1. Monthly progress update;

2. Monthly progress update in the Critical Path;

3. Changes in the following:

a. Added or deleted activities.

b. Logic

c. Milestones

d. Critical Path

4. Pending Items and status thereof, including change orders, and time extensions.

5. Current and anticipated delays (describe cause of delay and corrective action (s)).

6. Description of current and future schedule problems areas.

7. Status of Contract Completion Date and interim Milestones.

1.5 SUBMISSION AND ACCEPTANCE

Payment for completed work is dependent on an accepted schedule for that portion of work condition precedent to processing of the Contractor’s pay request for that progress invoice.

1.5.1 Monthly Schedule Update

Contractor shall submit a monthly schedule update at a monthly interval with or without progress invoice throughout the life of the project. If a monthly progress invoice is not submitted, the monthly schedule update is still required to show current progress status of the project. The monthly NAS update shall be submitted to the following email address: contractor_schedules@fns.usda.gov.

Each monthly schedule update submittal shall include the following items:

a. Schedule (s) shall be printed in color on letter size paper and in PDF file format.

b. Reports Listed in paragraph entitled “Required Tabular Reports.”

c. Submit the schedule native data files and its PDF format electronically or by data disk.

1.6 CONTRACT MODIFICATIONS AND TIME EXTENSION REQUEST

Submit a Time Impact Analysis (TIA) with each Contract Modification and/or Time Extension Request, if applicable. Provide detail cost and time impact for the proposed change. The TIA shall illustrate the influence of each change or delay on the Contract Completion Date. No time extension 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 shall be in both narrative and Gantt chart schedule demonstrating the delay impact. The TIA shall indentify the milestones on the Critical Path and predecessors to the new activities and demonstrate the impacts to successor activities. The Contractor shall submit the impacted schedule.

b. The TIA schedule submitted with proposal shall show all activity progress as of the date of the proposal.

If the impact to the schedule occurs prior to the proposal submission, the TIA schedule shall be updated to show all activity progress as of the time of the impact to a current status. If the proposed change does not impact the Contract Completion Date, no TIA shall be required.

c. Schedule data files submitted electronically or data disk containing the TIA Schedule in PDF and its back up native file.

The TIA’s schedule, reflecting the Conformed Contract Modification completion date, shall be considered the new approved baseline schedule. If the completion date in the TIA schedule does not match the Conformed

Contract Modification completion date, the TIA’s schedule shall be updated to accurately reflect the new conformed CCD.

The monthly schedule updates will respectively progress from the new approved baseline schedule.

1.7 FLOAT

Project Float is the length of time between the Contractors’ projected completion Date and the Contract

Completion Date Milestone. Project Float available in the schedule, at any time shall not be for the exclusive use of either the Government or the Contractor.

mailto:contractor_schedules@fns.usda.gov

1.8 THREE WEEK LOOK AHEAD SCHEDULE

The Contractor shall prepare and issue a 3 Week Look Ahead Schedule to provide a more detail day to day plan of the upcoming work weeks. The work plan shall be keyed to the Activity ID identified in the monthly schedule update. The 3 Week Look Ahead Schedule shall identify the upcoming Critical Path activities.

Provide an electronic copy in PDF format of the 3 Week Look Ahead Schedule to the Contracting Officers

Representative, no later than 8 AM each Monday. The weekly schedule will be reviewed during the, weekly or biweekly, Contractor’s production meeting, whichever is applicable.