Attachment 1 -013205 Scheduling Juba Electrical Upgrades Final.pdf

JUBA COMPOUND ELECTRICAL UPGRADE JUBA,

SOUTH SUDAN

SECTION 013205

PROJECT SCHEDULING

PART 1 GENERAL

1.01 SUMMARY

A. This Section addresses the management process of executing, controlling, and reporting project work.

B. The Contractor’s Project Execution Schedule (PES) is the working schedule and the key legal document representing the plan for executing all work under the Contract.

At all times, the Contractor must comply with FAR 52.236-15.

C. The term PES, as used in this Section, refers to any and all stages of the schedule.

The specific terms of IPES and BPES are used to identify a particular stage in the development of the PES.

D. The means and methods implied in the PES for accomplishing the contract work are the sole responsibility of the Contractor.

E. The provisions in this Section cover all schedule documents and scheduling practices under the Contract whether they are referred herein or not.

1.02 RELATED DOCUMENTS

A. Other general conditions of the Contract, including Federal Acquisitions Regulations (FAR) clauses by reference or as amended in Contract sections B through J, and other Division 1 sections of these Contract Specifications apply to requirements of this Section. This Section in turn applies to the Contract Drawings, all other Division 1 Specifications, and to Contract Technical Specifications.

B. Section 011005, Construction Execution and Coordination, for information on format and content of the submittal register, project procurement log, and materials tracking schedule.

C. Section 013305, Construction Submittals, for procedures for submitting PES versions and other deliverables described in this Section.

D. Section 015005, Temporary Facilities and Controls, for information related to the design, construction, and removal of temporary facilities.

E. Section 017705, Closeout Procedures, for information related to closeout activities.

F. Section 019115, Commissioning, for information related to development of a commissioning plan and schedule to be incorporated into the PES.

1.03 DEFINITIONS and ACRONYMS

A. General

1. GFE – Government Furnished Equipment

2. GFCI – Government Furnished and Contractor Installed

3. GFGI – Government Furnished and Government Installed

4. CRP – Consolidated Receiving Point

5. G&A – General and Administrative

6. VAT – Value Added Tax

7. REA – Request for Equitable Adjustment

8. NTP – Notice to Proceed

9. LNTP – Limited Notice to Proceed

10. FNTP – Final Notice to Proceed

B. Schedule related:

1. PES - Project Execution Schedule

2. IPES - Initial Project Execution Schedule

3. BPES - Baseline Project Execution Schedule

4. PES Updates – IPES or BPES updates

5. As-Built PES – Final PES Update

6. Current PES Update – Last accepted PES Update

7. CPM - Critical Path Method

8. WBS – Work Breakdown Structure

9. Task - An activity with duration

10. Milestone – A zero-days duration event in the PES

11. Fragnet – Part of the PES represented by a series of activities

12. Original Data – Initial planned data

13. Actual Data – Past record data

14. Resources – Labor, material, and equipment required to complete a project

15. Equipment - A resource used by the Contractor to construct the project

16. Materials (Supplies) - Resources purchased to be built into the Project, including electrical and mechanical equipment

17. Labor – Human resources

18. Open End – an activity having no logic predecessor or successor

19. Loose End – an activity having no logic links to either its start end or its finish end

20. FS – Finish-to-Start activity link

21. SS – Start-to-Start activity link

22. FF – Finish-to-Finish activity link

23. SF – Start-to-Finish activity link

1.04 PURPOSES of the PES

A. To provide a complete information and reference plan of execution of the Project.

B. To be the only plan of execution that is developed and updated throughout the project period of performance.

C. To assure coordination of the Contract Work between USAID representatives, contractor’s staff and personnel, subcontractors, material suppliers, and all other parties associated with the project work.

D. To provide short-term look-ahead plans of execution for control management.

E. To record and report actual performance progress.

F. To forecast final project completion and completion of future work based on actual performance to date.

G. To evaluate any time impact associated with unforeseen conditions, unexpected events, contract modifications, performance delays, etc.

H. To be an impartial tool to evaluate REAs.

I. To be the basis for evaluation of the work completed and the preparation of progress payments.

J. To become part of the As-Built Documents of the Contract.

1.05 SUBMITTALS

A. Must be submitted and reviewed in accordance with the requirements of Section

013305, Construction Submittals.

B. Must be certified by the Contractor’s Project Manager (PM) and in accordance with certification procedures described in Section 013305, Construction Submittals.

C. Submit the following as prescribed above:

1. Initial Project Execution Schedule (IPES)

a. To COR and CO within 30 days following the Contract Award.

b. Submittal is a prerequisite to the CO issuing any LNTP or NTP for Design.

c. Submittal is a prerequisite to the Contractor’s first Application for Progress

Payment.

2. Baseline Project Execution Schedule Update (BPES)

a. To COR and CO before CO issues any LNTP or NTP for construction

b. Acceptance of the BPES is a prerequisite to the CO issuing the FNTP for construction.

3. Project Execution Schedule (PES) Updates

a. Following acceptance of the IPES and the BPES, monthly PES update submissions are required commencing with the completion of the first monthly period

b. The Data Date of the PES Updates must be consistent with the Closing Date of the Applications for Progress Payment

c. The Final PES Update must become the As-built PES.

d. Acceptance of the As-built PES is a prerequisite to:

1) Final Acceptance Certification

D. The Contractor must provide a list of all necessary project permits prior to Full NTP.

1. The Contractor must update the status of these permits in conjunction with each monthly schedule update.

E. If the Contractor does not submit acceptable schedules within the times prescribed above, the CO may withhold funds from progress payments in accordance with FAR Section 52.232.

F. Every PES submittal must include the following:

1. Printed copies (as directed by COR) of:

a. Narrative Report

b. Updated Procurement Log

c. Bar charts of the following schedule fragnets

1) Critical Path Progress Report

2) Next Period Look-Ahead

3) Labor resource histogram and cumulative curve

4) Cost histogram and cumulative curve

2. Two (2) Compact Discs (CD) containing:

a. An executable backup file of the current PES with a proper and unique file name different from any previously submitted

b. Copies of the printed reports submitted in Portable Document Format (.pdf), each scaled to the same size as the printed report

c. Each CD must have a printed label that includes:

1) Project name

2) Post name

3) Schedule file name

4) Contractor name

5) Data Date

6) Security classification, if required

1.06 GOVERNMENT REVIEW PROCESS

A. For all submittals identified in this section, the USG must review the schedule and supporting documentation for contract compliance. Formal submittal disposition will be issued within 15 calendar days after receipt of all required information.

B. The COR will review the updated PES to verify the accuracy of the on-site work progress – activities started, completed, and on-going and their respective completion percentages.

C. Consistent with the USG disposition of “acceptance” of an IPES, BPES, or PES Update, acceptance does not modify or imply a modification to the terms of the Contract.

D. The COR may request additional information as a result of the review process, and the Contractor must comply with such request.

E. The COR may request the Contractor to participate in any meeting necessary to reach a mutual agreement on any PES, PES report, PES update, and revisions of these items.

F. If any of the required contractor submissions are returned for correction, addition, or revision; then they must be resubmitted, as prescribed above, within 15 calendar days after the request for resubmission.

G. Government direction to the Contractor for revision and resubmission of a PES update must not preclude the contractor from preparing and submitting the next PES update on time.

H. PES review comments and acceptance or rejection by the USG of any PES version does not relieve the Contractor of his responsibility for the accuracy and feasibility of the PES or of his obligation to achieve the dates of Substantial Completion and Final Project Completion of the Work. USG acceptance does not expressly or impliedly warrant, acknowledge, or admit the reasonableness of the activities, logic, durations, etc., of the PES.

1.07 PROJECT CONTROLS

A. The Contractor must:

1. Be responsible for the preparation of the required schedules and related documents in compliance with the provisions of this Section.

2. Be responsible for Project coordination procedures of this Section throughout the construction period of the Contract.

3. Provide prompt response to COR inquiries about the status of the Project, or any subject related to the progress of the Project.

4. Work in close cooperation with the Contractor’s subcontractors and suppliers relative to the development and implementation of the PES.

B. The Government will be permitted to review the Contractor’s work progress at any time through direct contact with the Contractor staff and have full access to the

PES.

PART 2 PRODUCTS (NOT USED)

PART 3 EXECUTION

3.01 SCHEDULING SOFTWARE

A. Any commercially available, construction related scheduling software product capable of producing and maintaining a CPM schedule in compliance with all the principles of good scheduling practice and with the provisions of this section. The Contractor must utilize a software compatible with USAID systems.

The Contractor must coordinate with the COR to conform compatibility.

B. The PES must concur with all the principles, concepts, and definitions in this Specification Section, regardless of the methods and terminology used by the software selected.

C. The scheduling software must be of a type that is compatible with the USG operating system at the time of installation, currently Microsoft Windows 10.

3.02 SCHEDULE DEVELOPMENT

A. The detailed PES must include tasks and milestones representing the entire

Contract Scope of Work including:

1. General requirements

2. Complete Design

3. Submittals (see Division 1, Section 013305)

4. Procurement of long lead and important items

5. Shipping of long lead and important items

6. Mobilization (see Division 1, 011005)

7. Construction (see Division 1, 011005)

8. Commissioning (see Division 1, Section 019115)

9. Closeout and Demobilization (see Division 1 Section 017705)

B. Baseline schedule development:

1. Whether the IPES or the BPES, the baseline schedule must be developed in accordance with all provisions herein included unless it is specifically indicated.

2. The baseline must be fully Cost-loaded to the full Contract Amount less any included VAT. Details of the Cost-load provisions are included below in this Section.

3. The baseline must be resource-loaded. Details of the Resource-load provisions are included below in this Section.

4. The baseline must use days as the unit basis for development.

5. The Total Float (Slack) of all activities must not exceed 120 days.

6. The baseline schedule must include at least three calendars applicable to each activity as it is indicated below in this Section.

7. The baseline must include at a minimum the milestones listed below in this

Section.

8. The baseline must include considerations for local weather and climate seasons.

9. Constraints must be avoided; otherwise; the presence of constraints in the schedule must be indicated and justified in the Narrative report.

10. Lags and Leads are prohibited.

11. Open-Ends and Loose-Ends are not permitted.

12. SS, FF and SF links must be avoided. If used, the Contractor must indicated it in the Narrative report and confirm that the schedule is free of Circular Loops, Open-Ends, and Loose-Ends.

13. Retained Logic must be logic applicable to the baseline schedule.

14. Activity Codes must be assigned to all activities. Details of the minimum Activity

Codes required are indicated below in this Section.

15. For the IPES this level of detail applies only to activities with Early Dates before the first 60 days after FNTP.

16. Float available in the schedule, at any time, must not be considered for the exclusive use of either the Government or the Contractor.

17. In the event the IPES or BPES calculates an early completion date of the last activity prior to the contract completion date, the contractor must identify those activities that it intends to accelerate and/or those activities that are scheduled in parallel to support the Contractor’s “early” completion. The last activity must have a late finish constraint equal to the contract completion date and the schedule will calculate positive float. The Government will not approve an early completion schedule with zero float on the longest path. The Government is under no obligation to accelerate activities for which it is responsible to support a proposed early contract completion.

18. The baseline schedule is the reference plan of execution and must remain invariable throughout the duration of the project unless changes to the plan arise. Provisions to change the baseline schedule are included below in this Section.

C. PES Updates:

1. The updating process of the IPES and BPES is limited to the input of Actual

Data; any other addition or deletion must be treated as a change to the baseline. Provisions to change the baseline schedule are included below in this Section.

2. Actual Data is considered only Actual Dates, Actual Durations, Actual Resources, Actual Costs, and Actual Percentages of Completion.

3. For Control purposes. Activity percentage of completion must be identical to Cost percentage of completion.

4. Any activity or sequence of activities added to the schedule as a result of alleged constructive changes made by the Government may be added to a copy of the current schedule, subject to the approval of the CO only. Assign activity codes for these activities with a Contract Changes/REA Code. Key the code values to the Contractor’s numbering system, Approval to add these activities does not necessarily mean the Government accepts responsibility and, therefore, liability for such activities and any associated impacts to the schedule, but rather the Government recognizes such activities are appropriately added to the schedule for the purposes of maintaining a realistic and meaningful schedule.

D. Narrative Report:

1. All PES submissions must include a Narrative Report

2. The narrative report must include: a description of activities along the 2 most critical paths where the total float is less than or equal to 20 work days, a description of current and anticipated problem areas or delaying factors and their impact, and an explanation of corrective actions taken or required to be taken. The narrative report is expected to communicate to the Government, the Contractor’s thorough analysis of the schedule output and its plans to compensate for any problems, either current or potential, which are revealed through that analysis Identify and explain why any activities that, based on their calculated late dates, should have either started or finished during the update period but did not. The Narrative report must also describe any out of sequence work activities that have occurred during the reporting period, the reasons therefore and the effect of this out of sequence work on the remaining unfinished work.

E. Milestones:

The PES must include at a minimum the following milestones as applicable:

1. Contract Award

2. LNTP for Design

3. NTP for Design

4. LNTP for Construction

5. Substantial Completion (Operational Capability) of ACF CAA

6. FNTP

7. Training Plan Submission

8. Commissioning Plan Submission

9. Commissioning Milestones

10. O&M Manual Submission

11. Systems Manual Submission

12. Accreditation Check List Completion

13. Substantial Completion for each building and major area of construction

14. Project Substantial Completion

15. Final Commissioning Report Submission

16. Project Completion

17. Final Acceptance

F. Cost Loading:

1. Every activity that implies cost must be cost-loaded

2. The Total Budgeted or Total Planned Cost of the PES must coincide with the

Total Contract Amount less any included VATs.

3. G&A Costs must be distributed proportionally to all cost-loaded activities.

4. Assign cost values (based on supplier invoice, shipping invoice, taxes and other indirect costs) to materials stored on site, or in an approved off site facility, for which the Contractor will request payment. A cost loaded activity, signifying site arrival and Government verification, must be included as a successor to the shipping activity for all such materials.

a. Materials delivered on the site but not installed, including completed preparatory work and off-site materials to be considered for progress payment must be major high cost, long lead, special order, or specialty items, not susceptible to deterioration or physical damage in storage or in transit to the construction site.

b. Examples of materials acceptable for payment consideration include, but are not limited to, structural steel, non-magnetic steel, non-magnetic aggregate, equipment, machinery, large pipe and fittings, precast/pre-stressed concrete products, plastic lumber, e.g., fender piles/curbs). And high- voltage electrical cable.

c. Materials not acceptable for payments include consumable materials such as nails, fasteners, conduits, gypsum board, glass, insulation and wall coverings.

5. The following activities must NOT be cost loaded:

a. Procurement activities

b. Manufacturing activities

c. Shipping activities

6. The following type of activities must NOT be cost loaded:

a. Summary activities

b. Hammocks activities

c. Level of Effort activities

d. Milestones

e. Flags

G. Resource Loading:

1. All construction activities must be resource-loaded

2. All resources must be defined and quantified in every activity

3. Labor resource must be defined by trade and quantified by labor-day units

4. Equipment resource must be defined by type and quantify by day units

5. Materials resource must be defined and quantified as applicable according to the nature of the activity.

H. Cost Histogram and Cumulative Curve:

1. Every baseline schedule submittal must include:

a. The complete monthly basis Histogram of the projected Late Dates Costs

b. The complete Cumulative Cost Curve of the projected Late Dates Costs

2. Every schedule update submittal must include:

a. The complete monthly basis Histogram of the Actual Dates Costs and projected Early Dates Costs

b. The complete Cumulative Cost Curve of the Actual Dates Costs and projected Early Dates Costs

I. Labor Histogram and Cumulative Curve:

1. Every baseline schedule submittal must include:

a. The complete monthly basis Histogram of the projected Late Dates Total

Labor input

b. The complete Cumulative Curve of the projected Late Dates Total Labor input

2. Every schedule update submittal must include:

a. The complete monthly basis Histogram of the Actual Dates Total Labor input and projected Early Dates Total Labor input

b. The complete Cumulative Cost Curve of the Actual Dates Total Labor input and projected Early Dates Total Labor input

J. Calendars:

1. All activities performed in United States must be based on a 5-day calendar that includes all Federal US Holidays.

2. All procurement and shipping activities must be based on a continuous 7-day calendar with no holidays.

3. All constriction activities must be based on a 6-day calendar that includes US and local holidays.

4. Any additional calendar used must be identified in the Narrative report.

K. Activity Codes:

All activities must include, at minimum, the following codes:

1. Type of Work: Design, Submittals, Procurement, Construction

2. CSI Division

3. Work Area: Subdivided as needed for easy identification

4. Responsibility

5. Contract Modification: As applicable

6. Phase: As applicable

3.03 PES IMPLEMENTATION

A. The Current PES Update and the BPES must be available at the construction site at all times.

B. The Contractor must conduct weekly meetings with USAID at the construction site to review the PES in relation to the progress of the Project.

C. During construction the Contractor must display at all times a full size, current, short term schedule available to all Contractor personnel.

D. The process of updating the PES must be limited to entering actual data to the baseline.

3.04 REVISING THE BASELINE

A. Revising the Baseline must only be allowed subsequent to the Data Date of the

Current PES Update.

B. Acceptance of any revision to the current PES is prerequisite to any logic changes to the PES update.

C. The BPES is the Plan of Execution and must be kept unaltered at all times under normal conditions. In the event that changes are required due to change of conditions such as contract modifications, or other unforeseen situations, the Contractor must request revising the Baseline.

1. The Contractor must propose the revision to the COR and CO for review and acceptance.

2. This proposal must include a narrative of reasons and a list of all the changes with descriptions and justifications.

3. The Revised BPES must be developed and proposed on the Current PES

Update keeping the same Data Date.

4. Once the changes are accepted by the CO, the Revised BPES will be applicable to the subsequent PES Updates. Only the CO can approve changes.

3.05 PLAN OF RECOVERY OR PLAN OF MITIGATION

A. The COR, with approval from the CO, can request the Contractor to submit a Plan of Recovery or a Plan of Mitigation due to any special situation.

B. The Plan of Recovery or the Plan of Mitigation must consist of a detailed description of actions to be taken to achieve the targets of the PES. These actions do not necessarily imply any alteration of the PES. The Contractor then must submit a narrative description of the Plan.

C. In the event that the Revision of the Baseline is required, the Contractor must proceed in accordance with the provisions for Revising the Baseline. Upon acceptance of the COR, the Revise Baseline then must implemented and can be named the Recovery schedule or the Mitigation schedule.

3.06 TIME IMPACT ANALYSIS (TIA)

A. The purpose of the TIA is to identify and evaluate the impact of a particular event or situation on the completion of the Project.

B. Past Events:

If the event or situation subject to analysis occurred in the past, the TIA will require the following:

1. A fragnet from the PES Update before the subject event or situation, identifying and filtering the activities related to it, and the Substantial Completion milestone

2. A fragnet with the same activities and Substantial Completion milestone from the PES Update following the occurrence of the event ,or situation

3. A narrative description comparing the two fragnets to demonstrate that the slippage of Substantial Completion was only due to the event or situation subject of the analysis.

4. Similar fragnets of other PES versions and copies of any related documents such as daily reports, meeting minutes, correspondence, etc. to support of the analysis.

C. Projected Events:

If the event or situation subject to analysis has not occurred but can be projected in the PES, then the TIA will require the following:

1. A fragnet from the Current PES Update identifying and filtering the activities related to the event or situation, and Substantial Completion milestone.

2. A Revision of the Baseline in accordance with the provisions above to include the anticipated conditions of the subject event or situation.

3. A narrative description comparing the two schedules to demonstrate that the slippage of Substantial Completion will occur due only to the event or situation subject of the analysis.

4. Similar fragnets of other PES versions and copies of any related documents such as daily reports, meeting minutes, correspondence, etc. to support of the analysis.

3.07 PAYMENT APPLICATION

A. Approval is dependent on

1. Percent complete verification of all progressed activities

2. Determination of the Actual Cost from the approved PES Update for the current month

3. Submission of all required documents as detailed in “1.05 Submittals” above.

3.08 PROCUREMENT LOG

A. The Contractor must prepare a Procurement Log to assist in planning, executing, and monitoring Project construction. The long lead and major systems equipment items must be incorporated into the PES and all procurements must be linked as predecessors to the appropriate construction activities.

B. The Procurement Log must, at a minimum, contain the following for each listed item:

1. Specification section and paragraph number

2. Item description

3. Date needed for construction

4. Quantity needed for construction

5. Item source (vendor or contractor name or Government Furnished

Equipment (GPE)

6. Contractor purchase order date

7. Scheduled shipping date

8. Scheduled job site arrival date

9. Shipping method (surface or air)

10. Classification (secret or unclassified)

11. Actual ship date

12. Actual arrival date

13. Date of foreign port customs clearance

14. Quantity actually received

15. Rejections

END OF SECTION