GSA 013120 Small Projects CPM Schedule Specs May 2019.docx

Project Name Project Location PCN #

[Div 1 Reviewer/Writer Instructions: 1. Comments in [ ] are guidance for spec. writers to consider. Delete in final version.]

[When editing to your specific project requirements consider the added costs you may incur. Be practical and only specify what you really need.]

SECTION 013120 - CRITICAL PATH METHOD SCHEDULING FOR SMALL PROJECTS [Use this section on projects valued above Simplified Acquisition Threshold (SAT ) and up to prospectus level]

PART 1 GENERAL

1.3 DEFINITIONS

PART 2 SOFTWARE PRODUCT

PART 3 EXECUTION (For a complete listing of Part 3 subsections see the end of this specification)

PART 1 GENERAL

1.1 SUMMARY

The Contractor shall use a Critical Path Method (CPM) Project Schedule to plan, coordinate, and perform the Work. The Project Schedule shall be a rational, reasonable and realistic plan for completing the Work, and conform to the requirements specified in this specification section and elsewhere in this Contract. The Project Schedule shall depict all activities necessary to complete the Work, including, as applicable, all submittal and submittal review activities, all procurement activities, and all field activities, including mobilization, construction, start-up, testing, balancing, commissioning, punch-list and tenant moves. Activities shall be sufficiently detailed and limited in duration to enable proper planning and coordination of the Work. The activities shall allow effective evaluation of the reasonableness and realism of the Project Schedule, accurate monitoring of progress, and reliable analysis of schedule impacts.

1.2 SCHEDULER REQUIREMENTS / QUALIFICATIONS [When specifying the scheduler’s qualifications and experience consider the size, complexity and duration of your project.]

A. Within five (5) Working Days after the Contractor receives award date from the Contracting Officer (CO), the Contractor shall provide written notice to the CO naming a scheduling representative in the Contractor’s organization who shall be responsible for coordinating with the GSA during the preparation and maintenance of the Project Schedule.

B. The Contractor's scheduler shall possess demonstrated proficiency in CPM schedule methodology on projects of similar size, scope, and complexity of the one specified in the Contract Documents.

C. If the Contracting Officer rejects the proposed scheduling representative, the Contractor shall submit a different candidate, at no additional cost to the Government. The Contractor shall not change the scheduling representative without the prior written consent of the Contracting Officer.

D. The Contractor agrees that if the Contracting Officer provides written notice to the Contractor that the scheduling representative is not performing the duties to the satisfaction of the Government, the Contractor shall change such representative at no additional cost to the Government. Within ten (10) Working Days of receipt such written notice, the Contractor shall propose a new scheduling representative for approval by the Contracting Officer. Until the Contracting Officer approves of any such replacement, the Government reserves the right to reject any Project Schedule.

1.3 DEFINITIONS

1. Activity - An element of the Work or task performed during the course of the project. Each schedule activity shall be a clearly defined, manageable and monitorable task depicting an estimated duration. Each activity shall be limited to one trade unless approved by the Contracting Officer.

2. Baseline Schedule - The original work plan approved by the Contracting Officer depicting the Contractor’s plan to prosecute the work. The Baseline Schedule becomes the schedule upon which progress is monitored.

3. Constraint - A scheduling restriction imposed on an activity to affect the start date, finish date or Float.

4. Critical Path - The sequence of activities that represents the longest path through a project, which determines the shortest possible project duration.

5. Critical Path Method (CPM) - A scheduling technique using activities, durations, and interrelationships/dependencies (logic), such that all activities are interrelated with logic ties from the beginning of the project to the completion of the project. Estimates the minimum project duration and determines the amount of scheduling flexibility on the logical network paths within the schedule model.

6. Data Date - The date to which progress is updated. In most scheduling software, the data date represents the next day of work and all progress is updated through the day prior to the data date.

7. Float – The amount of time an activity can be delayed in a project network without causing delay to subsequent activities (Free Float) or the Substantial Completion date (Total Float).

8. Free Float - The amount of time that an activity can be delayed without delaying the early start date of successor activities.

9. Total Float - The amount of time an activity (or chain of activities) can be delayed without affecting the Substantial Completion date.

10. Float Suppression - The masking of available Float through the use of constraints, unreasonable logical relationships or unreasonable durations.

11. Fragnet – A subset group of interrelated activities representing only a portion of the CPM schedule.

12. Network Plan - The entire database of activities, logic, durations, and all items relating to any activity input into the scheduling software and is the complete representation of the Project Schedule prepared using the CPM and graphically shown in a time-scaled form. The network shows the sequence and interdependence of the activities, and planned and actual progress by activity, required for complete performance of the Work.

13. Project Schedule - Any schedule submitted by the Contractor to the Government, including but not limited to Baseline Schedule, and all subsequent Schedule Updates, Recovery Schedules, and As-Built Schedule.

14. Recovery Schedule – A schedule depicting the Contractor's plan for recovery of time lost on the project.

15. Retained Logic - The remaining duration of a progressed activity is not scheduled until the logical relationships of all predecessors are satisfied. With Progress Override, network logic is ignored and the activity can progress without delay.

16. Schedule Update - A schedule in which the Contractor will reflect project progress on a monthly basis and updated from the prior data date to the current data date.

17. Status – The progress of work which can be applied at any level of work breakdown structure. Information on the progress of work or an action.

18. Time Impact Analysis - A schedule delay analysis procedure to demonstrate a revision or proposed revision to the Substantial Completion date against the current approved Project Schedule.

19. Work(ing) Day - A Work(ing) Day is a calendar day scheduled for active prosecution of the work.

PART 2 SOFTWARE PRODUCT

The Project Schedule shall be produced using widely used, industry standard, commercially available computer software that is capable of generating and monitoring a CPM schedule. Examples of widely used commercially available software include but not limited to Microsoft Project® and Primavera P6.®

PART 3 EXECUTION

3.1 - GENERAL REQUIREMENTS

The Project Schedule shall provide the proposed sequence to perform the work and dates contemplated for starting and completing all schedule activities. The Project Schedule is to include all work as identified within the scope of this contract. The Project Schedule should be a forward planning tool as well as a project monitoring tool.

3.2 - PAYMENT TO CONTRACTOR

3.2.A - Basis of Payment to Contractor Requests for payment shall be based upon the current approved Schedule Update. The Contractor's overall progress along with progress for discrete activities will be used to determine the amount to be approved for payment requests.

3.2.B - Payment Rejection The Contractor’s failure to meet the requirements of this specification justifies the Contracting Officer’s (i) withholding approval of any Project Schedule and (ii) rejecting, in whole or in part, any payment request.

3.2.C - As-Built Schedule Along with the final request for payment, the Contractor shall submit an As-Built Schedule documenting actual start and actual finish dates for all activities, and logic ties between all activities to show the actual sequence in which the work was performed.

3.3 - PROJECT SCHEDULE DETAILED REQUIREMENTS

3.3.A - Level of Detail The Project Schedule shall satisfy the minimum level of detail described below.

3.3.B - Activity Durations Activity durations shall be in units of whole Working Days and scope of work shall be limited to one trade each. Except for submittal and procurement activities, durations shall not exceed __ Working Days. [PM to determine appropriate number of Working Days based on overall project duration. As a maximum, no work tasks should exceed 20 Working Days ]

3.3.C - Design and Permit Activities Include design and permit activities with the necessary conferences, follow-up actions, and design package submission dates. Include the design schedule to show the sequence of events involved in carrying out the design tasks within the specified contract period. The design schedule shall be provided at a detailed level sufficient in identifying all major design tasks, including those that control the flow of work. Include review and correction periods associated with each item.

3.3.D - Long Lead Items Include activities associated with critical submittals and their approvals, procurement, fabrication and delivery of long lead materials, equipment, fabricated assemblies and supplies. Long lead procurement activities are those with an anticipated procurement sequence of over ____ calendar days [Enter calendar days as applicable based on project size and material or equipment with long lead times to be purchased]. Indicate intended submittal dates, and depict the review period as defined in this specification and elsewhere in the Contract Documents.

3.3.E - Construction Activities The Project Schedule shall include all activities associated with construction including but not limited to permits, mobilizations, inspections, close-out, start-up, testing and balancing, commissioning, and turnover.

3.3.F - Government Activities Account for government activities that could impact progress, including but not limited to: approvals, acceptances, design reviews, inspections, Government Furnished Equipment (GFE), move coordination, lease expirations and Notice to Proceed (NTP) for phasing requirements.

3.3.G - Activity Coding All activities shall at a minimum be coded by Phase, Area, and Responsibility (trade/subcontractor).

3.3.H - Contract Milestones and Constraints Include contractual milestone events as defined in the Contract Documents including, but not limited to, phased work, work restrictions/access/shift work, and work identified by GSA as being performed by separate contractors. The Contractor is prohibited from assigning milestones that are not consistent with key dates in the Contract Documents.

No Float constraint techniques shall be used without specific written approval from the Contracting Officer.

The last activity in the schedule must be a finish milestone titled “End Project”. Constrain the Project Schedule to the Contract Completion Date in such a way that if the schedule calculates an early finish, then the Float calculation for the “End Project” milestone reflects positive Float on the longest path. If the schedule calculates a late finish, then the Float calculation for the “End Project” milestone reflects negative Float on the longest path.

3.3.I - Calendars Establish a schedule calendar as it relates to durations for activities. For example calendars should identify proposed number of working days per week, holidays to be observed, weather affected activities such as roofing or landscaping that normally cannot occur in the winter/fall months.

3.3.J - Logic The project schedule shall include interrelationships (logic) and sequencing for all activities.

Only two open ended activities are allowed; the first activity may have no predecessor logic, and the last activity “End Project” may have no successor logic. For each activity, at least one successor must have a finish relationship (finish to start or finish to finish).

3.3.K - Added and Deleted Activities [GSA Project Manager to determine if this requirement is necessary] Do not delete activities from the Project Schedule or add new activities without approval from the Contracting Officer. The Schedule Update shall identify all deleted or added activities.

3.3.L - Lags, Leads, and Relationships The Contractor shall limit the use of Start to Start (SS) and Finish to Finish (FF) relationships to allow Project Schedule detail to be fully developed.

Lags must be reasonable, not used in place of realistic durations, and not be in place to artificially absorb Float or to replace proper schedule logic.

Leads (negative lags) and Start to Finish (SF) relationships are prohibited.

3.3.M - Retained Logic Schedule calculations must retain the logic between predecessors and successors (“retained logic” mode) even when the successor activity(s) start(s) and the predecessor activity(s) has not finished (out-of-sequence progress). Software features that in effect sever the tie between predecessor and successor activities when the successor has started and the predecessor logic is not satisfied (“progress override”) are prohibited.

3.3.N - Percent Complete Update the percent complete for each activity that has started, based on the assessment of work in place. Activities which are complete but for remaining minor punch list work and which do not restrain the initiation of successor activities may be declared 100 percent complete to allow for proper schedule management.

3.3.O - Remaining Duration Update the remaining duration for each activity based on the number of estimated Working Days it will take to complete the activity.

3.3.P - Ownership of Float Float available in the schedule may not be considered for the exclusive use of either the GSA or the Contractor.

3.3.Q - Early Substantial Completion Schedule The Contractor shall have the right to submit a schedule for approval showing Substantial Completion earlier than the substantial completion date set forth in this Contract. The Government may approve such a schedule if it: (a) provides a realistic forecast for early completion; (b) otherwise satisfies all of the requirements set forth in the Contract Documents; and (c) is at no additional cost to the Government. In the event the Government opts to approve an early Substantial Completion schedule, the Contracting Officer is entitled, but is not required, to issue a unilateral, no-cost modification to the Contract to adjust the contractual Substantial Completion date.

GSA is under no obligation or duty to aid, assist, or otherwise adjust its performance, including but not limited to accelerating work items, to ensure that the early Substantial Completion date (as adjusted) is met. The Contractor’s early Substantial Completion schedule shall include all indirect costs through the Contract Completion date.

If the Government approves the early Substantial Completion schedule and a unilateral modification is not issued, the time between the forecast early Substantial Completion date and the date required by this Contract for Substantial Completion will be considered Float (see Section 3.3.P).

3.4 - PROJECT SCHEDULE SUBMISSIONS AND REVIEWS

GSA's comments, reviews, or approvals of a Project Schedule do not relieve the Contractor of responsibility for the accuracy or feasibility of the Project Schedule, or for meeting any of the completion dates set forth therein. In addition, any such comment, review, or approval does not create a warranty on the part of the Government, whether expressed or implied, or constitute a Government acknowledgement of or admission of the reasonableness of the activities, logic, or durations as set forth by the Contractor in the Project Schedule.

3.4.A - Baseline Schedule Submission and Review Within Working Days after NTP, the Contractor shall submit a detailed proposed Baseline Schedule. The proposed Baseline Schedule shall have a data date no later than NTP. [GSA Project Manager to determine number of days. Should be no later than 10 Working Days. If the region issues multiple NTPs, specify whether the Working Days runs from the initial, construction, or other NTP.]

The GSA will review the proposed Baseline Schedule and provide comments to the Contractor within __ Working Days [PM to determine necessary review period.] of receipt of submittal and, if needed, will arrange for a Baseline Schedule review meeting with the Contractor for discussion of the schedule. The Baseline Schedule, when approved, shall become the basis for the next periodic Schedule Update submitted by the Contractor.

In the event that GSA provides comments or otherwise rejects the Baseline Schedule, the Contractor shall, within five (5) Working Days of receipt of the comments or rejection, revise the Baseline Schedule and resubmit the Baseline Schedule for review and approval.

Upon approval of the Baseline Schedule, the progress of activities will be used as a basis for assessing the timeliness of the Contractor’s performance.

Until the Contracting Officer approves the Baseline Schedule, the Contracting Officer may withhold approval of any payments.

3.4.B - Schedule Update Submission and Review Unless a shorter period for updates is specified by the Contracting Officer, the Contractor shall provide monthly Schedule Updates at a date mutually agreed upon between the Contracting Officer and the Contractor until Contract Completion is achieved. [FYI: The Schedule Update is also required to be submitted in conjunction with the payment request. GSA has to review the entire payment application package within the timeframes under the Prompt Payment Act and FAR payment clause.]

3.5 - SUBMISSION REQUIREMENTS

The Baseline Schedule and every Schedule Update shall include:

3.5.A - Electronic Version of Project Schedule One (1) electronic version uploaded into ePM [Coordinate with national ePM program manager and regional ePM team for latest guidance and requirements]. One (1) electronic version in native format (that is, the format generated from scheduling software). The electronic version shall be in a compressed format.

3.5.B - Schedule Charts and Diagrams [Project team to determine necessity of charts. Remove those not required.] Provide _[determine number of copies, if needed] sets of hard copy charts. The following lists typical charts that will be requested:

Gantt Chart [Project team to determine formatting of chart. For example, sorted by phase, area, early start etc.] A graphical representation of incomplete schedule activities. The following information shall be shown on the prints: Activity ID, Activity Description, Original Duration, Remaining Duration, Percent Complete, Early Start, Early Finish, Baseline Duration, Baseline Start, Baseline Finish, Total Float.

Critical Path Show all activities on the critical path.

3.5.C - Narrative Report The Narrative Report shall discuss the critical path and progress achieved since the previous schedule update. Identify and explain any critical path variances or changes.

3.6 - REQUESTS FOR TIME EXTENSIONS

At no additional cost to the Government, the Contractor shall provide a Time Impact Analysis (TIA) in accordance with this section to justify any request for a time extension to extend the Substantial Completion date. The Government will not consider any requests without a TIA.

3.6.A - Written Narrative Provide a detailed, written narrative that clearly sets forth the cause(s) of the delay and conclusively establishes the Contractor’s entitlement to an extension of time. The narrative shall at a minimum: (i) explain the reason for the schedule revision; (ii) set forth the number of days of delay to Substantial Completion and impact to Contractual Completion; (iii) discuss all impacted schedule activities;

3.6.B - Fragmentary Network (Fragnet) The TIA shall include the Contractor’s proposed schedule revisions illustrating the impact in fragnet form. Unless otherwise requested by the Contracting Officer, the status analysis shall compare the progress of work in the most recently GSA approved project schedule update against the approved Baseline Schedule.

3.6.C - Submission Timeframe The Contractor shall not be entitled to an extension of time if the Contractor fails to submit a TIA to the Contracting Officer within ten (10) Working Days from the time the Contractor knew or should have known of the circumstances, causes, events, or similar actions giving rise to the delay(s).

3.6.D - Time Extension If the Contracting Officer issues a contract modification extending the Substantial Completion date, the Contractor shall incorporate the extension into the Project Schedule with the next Schedule Update

3.7 CHANGE MODIFICATIONS

When the Contractor submits any change modifications to the Contracting Officer that will/may require a schedule revision, the Contractor shall prepare and provide a TIA: (1) as part of the Contractor’s response to a request for a proposal from the Contracting Officer; and (2) as otherwise requested by the Contracting Officer. The TIA shall include: (1) a written narrative as set forth in 3.6.A; (2) a fragnet as set forth in 3.6.B; and (3) conform to the submission timeframe identified in 3.6.C.

3.8 - FAILURE TO ACHIEVE PROGRESS

If the Schedule Update shows negative Float due to Contractor performance, the Contractor shall take any and all steps necessary to improve its progress at no additional cost to the Government. The Contracting Officer may require the Contractor to provide a Recovery Schedule along with a detailed, written plan.

3.8.A - Recovery Schedule If a Recovery Schedule is requested, the Contractor’s submission shall be consistent with the reporting requirements as set forth in Section 3.5 Submission Requirements.

END OF SECTION

Part 3 Index

3.2.A Basis of Payment to Contractor 3.2.B Payment Rejection 3.2.C As-built Schedule

3.3.H Contract Milestones and Constraints 3.3.I Calendars 3.3.J Logic 3.3.K Added and Deleted Activities 3.3.L Leads, Lags, and Relationships 3.3.M Retained Logic 3.3.N Percent Complete 3.3.O Remaining Duration 3.3.P Ownership of Float 3.3.Q Early Substantial Completion Schedule

CRITICAL PATH METHOD SCHEDULING – For Small Projects Updated May 2019 013120 - 1