01310 Progress Schedules_Rev2_w-Bar.pdf

USDA R&D FACILITY – ALBANY, CA JACOBS No. 25KT8810 TASK ORDER No. 53-3K15-1-0616 RECOVERY-MAJOR RENOVATIONS, PHASES 3-6

Jacobs ISSUED FOR FINAL SUBMITTAL February 22, 3010 USDA, Recovery-Major Renovations, Phases 3-6 Page 1 of 9 Rev. 2 Section 01310, Progress Schedules

SECTION 01310

PROGRESS SCHEDULES

PART 1 GENERAL

1.1 PROGRESS SCHEDULE

A. Prepare and maintain a detailed cost loaded Progress Schedule. The Schedule shall be the Contractor's working schedule and used to plan, organize and execute the work, record and report actual performance and progress, and show how the Contractor plans to complete all remaining work. The Schedule will also be used to validate contractor pay requests.

B. The Critical Path Method (CPM) of network calculation (using Microsoft Project or

Primavera) shall be used to generate the Project Schedule. The Contractor shall provide the Project Schedule in the Precedence Diagram Method (PDM).

C. Contractor may submit his standard, modified CPM format to the Government for approval. CPM shall be generated, updated or plotted via a computer-based system.

1. Sequence of Listings: The chronological order of the start of each item of Work

2. Scale and Spacing: To provide space for notations and revisions

3. Sheet Size: Minimum ANSI C (22-inch x 17-inch).

D. Show complete sequence of construction by activity, with dates for beginning and completion of each element of construction.

1. Identify each item by major Specification Section number

2. Identify work of separate stages or separate floors and other logically-grouped activities

3. Provide sub-schedules to define critical portions of entire Schedule

4. The CPM Schedule indicating Construction Sequence shall be submitted with the Contractors Bid.

E. Show accumulated percentage of completion of each item, and total percentage of Work completed, as of the first day of each month.

F. Provide separate schedule of submittal dates for shop drawings, product data, samples, and other information listed in the specification Sections under the article, submittals, including Government-furnished products, and dates the reviewed submittals shall be required from the Government. Show decision dates for selection of finishes. Provide order, submittal approval, shipment and installation data in the Progress Schedule for

USDA, Recovery-Major Renovations, Phases 3-6 Page 2 of 9 Rev. 2 Section 01310, Progress Schedules long-lead and other major equipment items including, but not limited to, Air Handling Units (AHU), Fan Coil Units (FCU), and Variable Air Volume boxes (VAV), Cold Rooms, Growth Rooms, Growth Chambers, Cold Laboratories, Dryer, Autoclaves, and Bridge Crane.

G. The approved project Progress Schedule is to be established as the project baseline schedule and shall not to be altered for the duration of the project.

H. The Progress Schedule shall identify (pre-construction submittal to the Government) all work activities involved in the project that will impact existing occupied spaces of the facility. Activities that impact existing occupied spaces identified as special activities shall be shown on the baseline Progress Schedule.

I. Prior to submission of the baseline Progress Schedule, the Contractor shall conduct a schedule development session onsite, with all major subcontractors (more than 5% of contract value) and the Government. The Contractor’s scheduler shall facilitate the session. As a minimum, the scheduler shall facilitate the development of activity coding;

establishment of procurement, government, and construction activities; activity relationship; and reports to be used during the project. All costs associated with the session are to be borne by the Construction Contractor. Once the schedule is submitted and accepted by the Government, it shall be considered the “baseline schedule”. Each major subcontractor shall submit a statement certifying their concurrence with the Contractor’s proposed baseline schedule. Each certifying statement shall be made on the subcontractor’s letterhead.

J. The Contractor will not be permitted to begin any work activities on site, except for mobilization, until the submission and approval of an acceptable baseline schedule, including accompanying subcontractor certifications.

K. Contractor compensation will be based on Schedule performance. Additional compensation will be negotiated only for time extensions beyond the period of performance indicated by the Government in the original Contract. If the Contractor submits an early completion Schedule, the Government may unilaterally commit the Contractor to an early completion date.

1.2 RELATED SECTIONS

A. Section 01200, Project Meetings.

B. Section 01370, Schedule of Values.

C. Section 01400, Quality Control.

1.3 UPDATES TO SCHEDULE

A. All Schedules shall be updated as indicated in this Section to reflect current construction status and shall be provided in a Primavera or Microsoft Project electronic format, as well as in a PDF format.

B. In addition to the required Schedule updates, the Schedule shall be updated when any of the following conditions are met:

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1. When delay in completion of any work item or sequence of work items results in an estimated extension of Project completion by 20 working days.

2. When delays in submittals or deliveries or work stoppages are encountered which make replanning or rescheduling of the work necessary.

3. When, in the opinion of the Government, the Schedule does not represent actual prosecution and progress of the work.

C. All updates to the Schedule shall include a written narrative addressing construction progress, problem areas, logic changes, mitigation measures/recovery plans, and approved change orders incorporated into the project scope.

1.4 QUALIFICATIONS

A. The Contractor shall designate a part-time Scheduler that will be responsible for the development, preparation, and maintenance of an accurate, computerized Network Analysis Schedule. Part time is defined as the scheduler performing on-site coordination, attending monthly project meetings, and updates. The Scheduler shall have previously developed, created and maintained at least 2 previous computerized, cost-loaded schedules of similar size and complexity of this contract. A resume outlining the qualifications of the scheduler shall be submitted for acceptance to the Contracting Officer within 7 days after award of the contract. If at a later date, the Contracting Officer considers the Contractor's Scheduler to be incompetent or objectionable, the Contractor will propose a new Scheduler, meeting the qualification requirements. Payments will not be processed until an acceptable Scheduler is provided.

B. The Scheduler shall have at least 10 years experience developing construction project schedules with scheduling software programs that the contractor intends to use.

1.5 FORMAT FOR PRELIMINARY, BASELINE AND UPDATE SCHEDULES

A. There are three phases of control: Preparatory, Initial, and Follow-up. For each Definable Feature of Work identified in the Contractor's Quality Control Plan, include an activity for the Preparatory Phase. The Initial Phase and Follow-up Phase will be represented by the Construction Activities in the schedule.

B. Required Reports: The Contractor will prepare and include with each schedule update a

Monthly Schedule Report which shall, at minimum, include the following:

1. Comparison of the current (or extended) contract completion date to projected contract completion date.

2. General description of the work started, finished or progressed in each area of the project during the past month.

3. General description of critical path work performed during prior month, any delays or problems encountered, and responsibility for delays or problems.

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4. General description of future critical path work to be performed next month.

5. Discussion of future critical path activities, and any schedule issues or concerns affecting future critical path work.

6. Specific identification of any Government or Architect activities which affect next month’s critical or near critical activities.

7. Explanation for any schedule slippage in completion dates (identification of delayed areas and activities, and cause of delay).

8. Any submittal or procurement problems or delays.

9. Identification of any inclement weather or “dry-out” delay days.

10. Identification of any areas experiencing loss of float that are of concern, and explanation for loss of that float.

11. Identification of any schedule resequencing or mitigation of delay undertaken by contractor.

12. Identification of all schedule changes transmitted to Government that month.

13. Identification of all approved schedule changes which were incorporated into the monthly update.

14. Discussion and explanation of recovery schedule, if applicable.

15. To the greatest extent possible, except for general descriptions or discussions, references to specific activity IDs shall be provided in the monthly reports.

1.6 SUBMITTALS

A. Preliminary Meeting: At the Pre-Construction Conference, the Contracting Officer, Contractor and major subcontractors shall participate in a preliminary meeting to discuss the proposed schedule and requirements of this section prior to submission of the schedule. The definition of a "major subcontractor" is one that exceeds 5 percent of the contract value.

B. Schedule Development Session: Prior to the submission of the Schedule, the Contractor shall conduct a Schedule Development Session. This may follow the Pre-Construction Conference. The Schedule Development Session shall include an expert scheduler/ planner. The Contractor's choice of Schedule Development Session scheduler/planner is subject to the acceptance of the Contracting Officer. The scheduler/planner shall facilitate the session at the WRRC site in Albany, California. The Contractor is responsible for providing the necessary equipment for the session which, as a minimum, includes a personal computer (PC), a computer display projector to facilitate group viewing, and a printing device. During the session the facilitator shall provide all

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As a minimum, the scheduler/planner shall facilitate development of activity coding and work breakdown structures; establishment of procurement, government, and construction activities; activity relationship; resourcing; budgeted costs; and reports to be used during the project. Government representatives will attend the session as well as the Architect/ Engineer, facility users, major subcontractors (those which exceed 5 percent of the contract value), and the Contractor's home and field project management staff. All costs associated with the Schedule Development Session are to be borne by the Construction Contractor.

C. Schedule Submittals (Preliminary, Baseline, Monthly Updates):

1. Within 7 days after the Award of Contract, the Contractor shall provide evidence to demonstrate the competency in the use of CPM scheduling, including evidence of the use of cost-loaded CPM scheduling on two projects of similar value and complexity. Failure of the contractor to satisfy the Government of its CPM scheduling competency, the Contractor shall be required to employ a qualified CPM schedule consultant who regularly performs these services and who in the opinion of the Government possesses the capacity and qualifications required. Submit the complete CPM schedule within 15 calendar days after contract award. As part of this submittal, provide the Project Name that will be used by the Contractor to identify initial schedule submittals, updates, changes, etc. Include 1 copy of the Schedule on a compact disk. The Contractor must have in-house scheduling capabilities (hardware and software, inclusive of plotter) on-site, or readily accessible in a local area office. The Contractor must have the capacity and capability of supporting the project by producing schedule-related data within 2 days of request by Architect/Engineer or Government.

2. Within 7 days after Notice to Proceed: Submit the Contractor’s authorized representative and their qualifications.

3. Within 21 days after Notice to Proceed: Submit Preliminary Project Schedule

(PPS).

4. Within 60 days after Notice to Proceed: Submit Baseline Project Schedule

(BPS).

5. Within 67 days after Notice to Proceed: Submit cost-loaded schedule data.

6. Submit an MSU (Monthly Schedule Update) each month which accurately indicates the actual progress of the work during the prior month. The MSU shall comply with all applicable portions of this specification. The “data date” (or date through which progress is reported) shall be identified on all update reports and schedule plots. For cost-loaded schedules, the data date shall be the progress billing cut-off date (typically the 25th of the month). Schedule updates shall be submitted within 5 days after billing percentages are approved for payment.

7. Submit in accordance with Section 01330, Submittal Procedures.

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D. Review and Evaluation: After the Government's review, the Contractor shall meet with the Government’s representative to discuss the review and evaluation of the schedule submittal. Revisions necessary as a result of this review shall be resubmitted for acceptance within 10 calendar days after the meeting.

E. Accepted Schedule: Once review comments are resolved and the network has been accepted by the Government, the Contractor shall within 5 calendar days furnish up to 12 copies of the following (actual number of copies to be clarified after contract award):

1. Schedule

2. Required reports

4. Cash Flow Report indicating the cash flow based upon both the early and late start schedules.

5. Each major subcontractor's statement certifying their concurrence with the

Contractor's Accepted Schedule. Each certifying statement will be made on the subcontractor's letterhead.

6. Data disks containing the project schedule shall be provided for the initial submission and every periodic project update. Data shall be submitted on compact disk(s). A permanent exterior label shall be affixed to each disk submitted. The label shall indicate the type of schedule (Preliminary, Baseline and Monthly Updates), full contract number, Project Name used to identify project in scheduling software, contract name & location, data status date, diskette number with total number of diskettes in set, software name and version used to run the schedule, and the name and telephone number of person responsible for the schedule.

F. For major revisions, updates or changes to the network diagrams, once accepted by the Government, the Contractor shall submit these same diagrams and reports.

G. Acceptance by the Government of the Contractor's Baseline Project Schedule is advisory only and does not relieve the Contractor of the responsibility for accomplishing the work within each and every Contract-required milestone and completion date. Omissions and errors in the accepted Progress Schedule does not excuse performance, which is not in compliance with the Contract. Acceptance by the Government in no way makes the Government an insurer of the Progress Schedule success or liable for time or cost overruns flowing from its shortcomings. The Government disclaims any obligation or liability by reason of Government acceptance of or acquiescence to the Progress Schedule.

1.7 PRELIMINARY PROJECT SCHEDULE (PPS)

A. The PPS shall indicate a detailed plan for the work to be completed in the first 90 days of the contract, including planned mobilization of plant and equipment; sequence of early operations; and procurement of materials and equipment. Work beyond first 90 days shall be shown in a summary-level bar chart manner.

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B. The PPS will be temporarily used to record and monitor the progress of the work until the Baseline Project Schedule has been completely developed and accepted. Recorded data on the Preliminary Project Schedule shall be incorporated into the Baseline Project Schedule during the first monthly update.

C. The Government’s representative will review the PPS within 7 days for general conformance with the requirements of the contract. Contractor shall incorporate any review comments into the preparation of the Baseline Project Schedule (BPS).

1.8 BASELINE PROJECT SCHEDULE (BPS):

A. Within 60 days after the Notice to Proceed, Contractor shall submit a detailed BPS presenting an orderly and realistic plan for the completion of the entire project. The PBS shall be in full conformance with the requirements of this specification.

B. Baseline schedule submittals must be accompanied by signed subcontractor certifications indicating framing, drywall, MEP and casework subcontractors’ approval for their scheduled submittal, procurement and construction activities.

C. The Contractor shall submit the proposed BPS, less cost-loaded data, within 60 days after NTP. The Government will commence a review to ascertain any significant schedule problems or lack of compliance with these specifications. Absent any notice from the Government of such problems or compliance issues, the Contractor shall submit cost-loaded data within 15 days after the BPS was submitted, or within 75 days of NTP.

D. The government will review the proposed BPS with cost loading for conformance with all the requirements within the Contract. Within 30 days after the BPS is submitted, or 15 days after receipt of cost-loaded data, the Government will accept the contract schedule or will return it with comments. If the proposed schedule is returned with comments, Contractor shall revise the schedule to incorporate the comments. The schedule shall be resubmitted for acceptance within 10 days. The accepted BPS shall become the Contract Construction Schedule.

1.9 MONTHLY SCHEDULE UPDATES (MSU)

A. At monthly intervals the Contractor, Government representatives, Architect/Engineer, and major subcontractors will meet to jointly update the Project Schedule and agree on percentage of payment for each activity progressed during the update period. The purpose of the meeting is to determine progress payment amounts for each activity.

Because progress payment applications will be used, in part, to update the schedule, this meeting is expected to be a rigorous evaluation of the actual progress of the project., allow all parties to evaluate project status at the data date, provide a complete and accurate update of procurement and construction progress, create an historical record of the project and establish prediction of completion date(s) based upon current status. The Contractor is responsible to gather all supporting documentation propose the update data for the schedule and record the meeting minutes. All progress payment amounts will be derived from and tied to the cost-loaded schedule activities.

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B. After Government approval of the Contractor’s monthly payment application, the Contractor will within 5 days prepare and submit the monthly schedule update. The Contractor will submit at monthly intervals a report of the actual construction progress by updating the required reports. Meeting to updating the schedule and the submission of an error free, acceptable updated schedule to the Government is a condition precedent to the processing and payment of the Contractor's pay request. As a minimum, the following actions will be accomplished during the meeting:

1. Identify activities started and completed during the previous period and enter the

Actual Start and Actual Finish dates.

2. Show estimated duration (in workdays) to complete each activity started but not completed (remaining duration).

3. Indicate percentage of cost payable for each activity.

4. Reflect changes in the Schedule. All changes (i.e., duration changes, logic changes, new logic, conformed change orders, new activities, changes due to Conformed Modifications, changes in work sequence, etc.) shall be recorded and a note added to the activity log field. The log shall include as a minimum, the date and reason for the change, and description of the change.

5. Submit five copies of a Narrative Report describing:

a. Progress made in each area of the project;

b. Changes in the following; activities, original durations, logic interdependencies, milestones, planned sequence of operations, critical path, and resource and loading;

c. Pending items and status thereof, including permits, change orders, and time extensions;

d. Status of Contract Completion Date and interim milestones;

e. Current and anticipated delays (describe cause of the delay and corrective action(s)); and

f. Description of current and future schedule problem areas. Each entry in the narrative report will cite the respective Activity ID and Activity Description.

9. A monthly schedule update meeting shall be held on a mutually agreed date, but no later than 10 days after the submittal of the MSU. The Contractor’s designated schedule representative shall attend, along with the Contractor’s project management and supervision. The intent of these monthly meetings is to address and resolve all schedule issues for the prior month. The Government requires the MSU no later than 7 days prior to the monthly schedule meeting.

The Government may waive or postpone the monthly meetings(s) if project progress and the monthly update submittal are satisfactory and if no significant schedule issues need to be resolved.

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PART 2 PRODUCTS

Not used.

PART 3 EXECUTION

3.1 Contractor to provide USDA with two licenses and media for the software program (Primavera or

Microsoft Project) to be used for scheduling the project. The licenses/programs are to be provided to USDA at the project kickoff meeting and will be retained by USDA or its assignees at the conclusion of the project.

END OF SECTION 01310