Atch01SOOItem04ProjectSchedule.doc

CXTFC CSS Section 01310

DEFENSE THREAT REDUCTION AGENCY

Test Fielding Branch, Construction Engineering Division (CXTFC)

1680 Texas Street, Southeast

Kirtland AFB, NM 87117

SPECIFICATIONS FOR CONSTRUCTION AND SUPPORT SERVICES

SECTION 01310

PROJECT SCHEDULE

28 August 2007

1. GENERAL

1.1 PROJECT SCHEDULE - A Project Schedule as described below shall be prepared for this contract. The scheduling of construction shall be the responsibility of the Contractor. Contractor management personnel shall actively participate in its development. Subcontractors and suppliers working on the project should also contribute in developing and maintaining an accurate Project Schedule. The approved Project Schedule shall be used to measure the progress of the work, to aid in evaluating time extensions, and to provide the basis for all progress payments.

1.2 COORDINATION - Coordinate construction operations to ensure efficient and orderly installation of each part of the Work. Coordinate construction operations, included in different Sections, that depend on each other for proper installation, connection, and operation. The Contractor shall coordinate construction operations with those of other contractors on site and ensure efficient and orderly execution of the Work.

1.3 BASIS FOR PAYMENT - The schedule shall be the basis for measuring Contractor progress. Lack of an approved schedule shall result in an inability of the COR to evaluate Contractor progress for the purposes of payment. Failure of the Contractor to provide all information, as specified below, shall result in the disapproval of the entire Project Schedule submission and the inability of the COR to evaluate Contractor progress for payment purposes. In the case where Project Schedule revisions have been directed by the COR and those revisions have not been included in the Project Schedule, the COR may hold retainage up to the maximum allowed by contract, each payment period, until revisions to the Project Schedule have been made.

1.4 PAYMENT - Separate payment will not be made for providing and maintaining an effective Project Schedule.

2. PRODUCTS - Not Used in this Section.

3. CONTRACTOR SUBMITTALS

3.1 SUBMITTALS - When required by the delivery order, the Contractor shall submit to the COR for Government approval, the following Project Schedules:

3.1.1 Preliminary Project Schedule - One paper copy of the schedule showing codes, values, categories, numbers, items, etc., as required shall be submitted for COR approval.

3.1.2 Initial Project Schedule - Three paper copies of the schedules and one copy on data disk(s), showing codes, values, categories, numbers, items, etc., as required shall be submitted for COR approval within 10 working days of receipt of contract notice to proceed.

3.1.3 Periodic Schedule Updates - One paper copy of the updated schedule showing codes, values, categories, numbers, items, etc., at weekly progress meetings or as required.

3.1.4 Schedule of Values - Three paper copies showing codes, values, categories, items, etc., as required shall be submitted for COR approval within 10 days of receipt of contract notice to proceed.

3.2 SUBMITTAL FORMATS

3.2.1 Paper Copies - A printout of the activity listing by activity number in ascending order by Early Start or Actual Start date is required with the initial project schedule and each update thereafter.

3.2.1 Data Disks - The automated scheduling software utilized by the Contractor shall be capable of direct data input or some system of input to the scheduling system used by the Government (currently using "Microsoft Project") or shall be capable of exporting input data to an ASCII text file. Data disk(s) containing direct entry data or current ASCII file shall be provided with the Initial Schedule, Monthly Updates, and all revisions or requests for revisions. The Contractor will be responsible for the accuracy of this data and successful data transfer to the Government. In the event of faulty disk(s), the Contractor will be responsible for replacement.

4. EXECUTION

4.1 PROJECT SCHEDULE - The computer software system utilized by the Contractor to produce the Project Schedule shall be capable of providing all requirements of this specification and be compatible for data transfer with Microsoft Project 98. Failure of the Contractor to meet the requirements of this specification shall result in the disapproval of the schedule. Manual methods used to produce any required information shall require approval by the COR.

4.1.1 Level of Detail Required - With the exception of the initial and preliminary schedule submission, the Project Schedule shall include an appropriate level of detail. Failure to develop or update the Project Schedule or provide data to the COR at the appropriate level of detail, as specified by the COR, shall result in the disapproval of the schedule. The COR will use, but is not limited to, the following conditions to determine the appropriate level of detail to be used in the Project Schedule.

(1) Activity Durations - Contractor submissions shall be required to follow the direction of the COR regarding reasonable activity durations. Reasonable durations are those that allow the progress of activities to be accurately determined between payment periods. A rule of thumb is that less than 2 percent of all non‑procurement activities' Original Durations shall be greater than 20 days.

(2) Procurement Activities - Tasks related to the procurement of long lead materials or equipment shall be included as separate activities in the project schedule. Examples include, but are not limited to: submittals, approvals, procurement, fabrication, delivery, installation, and start‑up.

(3) Government Activities - Government and other agency activities that could impact progress shall be shown. These activities include, but are not limited to: approvals, inspections, utility tie‑in, Government Furnished Equipment (GFE), notice to proceed for phasing requirements, Quality Control testing, and Range closure impacts.

(4) Workers Per Day - All activities shall have an estimate of the average number of workers per day that are expected to be used during the execution of the activity. If no workers are required for an activity, in the case of activities related to procurement, for example, then the activity shall be identified as using zero workers per day. The workers per day information for each activity shall be identified by the Workers Per Day Code.

(5) Responsibility - All activities shall be identified in the project schedule by the party responsible for performing the work. Responsibility includes, but is not limited to, the subcontracting firm, contractor work force, or government agency performing a given task. Activities shall not belong to more than one responsible party. The responsible party for each activity shall be identified by the Responsibility Code.

(6) Modification or Claim Number - Any activity that is added or changed by contract modification or used to justify claimed time shall be identified by a mod or claim code. Activities shall not belong to more than one modification or claim item. Each modification or claim activity shall be identified by the Mod or Claim Number which will be provided by the Government.

(7) Proposal Item - All activities shall be identified in the project schedule by the Proposal Item to which the activity belongs. An activity shall not contain work in more than one proposal item. The proposal item for each appropriate activity shall be identified by the Proposal Item Code.

(8) Phase of Work - All activities shall be identified in the project schedule by the phases of work in which the activity occurs. Activities shall not be allowed to contain work in more than one phase of work. The project phase of each activity shall be by the unique Phase of Work Code.

4.1.2 Scheduled Project Completion - The schedule interval shall extend from notice‑to‑proceed to the contract completion date on a calendar day basis.

(1) Project Start Date - The schedule shall start no earlier than the date that the Notice to Proceed (NTP) was acknowledged. The Contractor shall include as the first activity in the project schedule an activity called "Start Project". The "Start Project" activity shall have a constraint date equal to the date that the NTP was acknowledged and a zero day duration.

(2) Constraint of Last Activity - Completion of the last activity in the schedule shall be constrained by the required completion date identified in the task order. Calculation on project updates shall be such that if the early finish of the last activity falls after the task order required completion date, then the float calculation shall reflect a negative float on the critical path. The Contractor shall include as the last activity in the project schedule an activity call "End Project". The "End Project" activity shall have a constraint date equal to the required task order completion date for the project and a zero day duration.

(3) Early Project Completion - Contractor shall specifically address each of the activities noted at every project schedule update period to assist the COR to evaluate the Contractor's ability to actually complete prior to the contract completion date

4.1.3 Default Progress Data Disallowed - Actual Start and Finish dates shall not be automatically updated by default mechanisms that may be included in scheduling software systems. Actual Start and Finish dates on the schedule shall concur with those on Government Inspector’s Daily Logs. Improper Actual Start and Finish dates will result in the inability of the COR to evaluate Contractor progress for payment purposes.

4.1.4 Out‑of‑Sequence Progress - Activities that have posted progress without predecessors being completed (Out‑of‑Sequence Progress) shall be allowed only by the case‑by‑case approval of the COR. The COR may direct that changes in schedule logic be made to correct any or all out‑of‑sequence work.

4.1.5 Negative Lags - Lag durations contained in the project schedule shall not have a negative value.

4.2 PROJECT SCHEDULE SUBMISSIONS - The Contractor shall provide the submissions as described below. The data disk, reports, and network diagrams required for each submission are contained in paragraph 4.3 SUBMISSION REQUIREMENTS.

4.2.1 Preliminary Project Schedule Submission - The Preliminary Project Schedule, defining the Contractor's planned operations shall be submitted for approval with the Contractor's proposal. The approved preliminary schedule shall be used for payment purposes not to exceed 90 calendar days after Notice to Proceed.

4.2.2 Initial Project Schedule Submission - The Initial Project Schedule shall be submitted for approval within 10 calendar days after receipt of contract notice to proceed. The schedule shall provide a reasonable sequence of activities which represent work through the entire project and shall be at a reasonable level of detail.

4.2.3 Periodic Schedule Updates - At weekly progress meetings, the Contractor shall submit periodic schedule updates. These submissions shall enable the COR to assess Contractor's progress. If the Contractor fails or refuses to furnish the information and project schedule data which, in the judgment of the COR or authorized representative, is necessary for verifying the contractor's progress, the Contractor shall be deemed not to have provided an estimate upon which progress payments may be made.

4.2.4 Schedule of Values - The Contractor shall submit within 10 calendar days after receipt of contract notice to proceed and with the Initial Project Schedule, a schedule of values that shall be used throughout the project for all activities contained in the schedule. The schedule of values submitted shall list the values for each activity on the schedule and relate its value to those in the Contractor’s proposal. Activity values shall represent the same information throughout the duration of the contract, unless a change or modification is issued by the Contracting Officer. Once approved with the Initial Project Schedule submission, changes to the schedule of value must be approved by the COR.

4.3 SUBMISSION REQUIREMENTS - The following items shall be submitted by the Contractor for the initial submission, and every periodic project schedule update throughout the life of the project:

4.3.1 Data Disks - Where required, one data disks containing the project schedule shall be provided in the format specified. The Contractor is responsible for disk quality.

(1) File Medium - Required data shall be submitted on 3.5 disks, formatted to hold 1.44 MB of data, under the MS‑DOS operating system.

(2) Disk Label - A permanent exterior label shall be affixed to each disk. The label shall indicate the type of schedule (Initial, Update, or Change), full contract number, project name, project location, data date, name and telephone number of person responsible for the schedule.

(3) File Name - Each file submitted shall have a name related to either the schedule data date, project name, or contract number. The Contractor shall develop a naming convention that will insure that the names of the files submitted are unique and in sequence. The Contractor shall submit the file naming convention to the COR for approval.

4.3.2 Approved Changes Verification - Only project schedule changes that have been previously approved by the COR shall be included in the schedule submission. The Narrative Report shall specifically reference, on an activity by activity basis, all changes made since the previous period and relate each change to documented, approved schedule changes.

4.3.3 Schedule Reports - The format for each activity for the schedule reports listed below shall contain: Activity Numbers, Activity Description, Original Duration, Remaining Duration, Early Start Date, Early Finish Date, Late Start Date, Late Finish Date, Total Float. Percent Complete, Actual Start, and Actual Finish Dates shall be printed for those activities in‑progress or completed.

4.3.4 Earnings Report - A compilation of the Contractor's Total Earnings on the project from the Notice to Proceed to the most recent Progress Meeting is required. This report shall reflect the Earnings of specific activities based on the agreements made in the field and approved between the Contractor and COR at the most recent Progress Meeting. Provided that the Contractor has submitted a complete schedule update, this report shall serve as the basis for determining Contractor Payment. Activities shall be grouped by proposal item and sorted by activity numbers. This report shall sum all activities in a proposal item and provide a proposal item percent complete and sum all proposal items to provide a total project percent complete.

4.3.5 Network Diagram - The network diagram shall be required on the initial schedule submission and on weekly schedule update submissions. The network diagram shall depict and display the order and interdependence of activities and the sequence in which the work is to be accomplished. The COR will use, but is not limited to, the following conditions to review compliance with this paragraph:

(1) Continuous Flow - Diagrams shall show a continuous flow from left to right with no arrows from right to left. The activity or event number, description, duration, and estimated earned value shall be shown on the diagram.

(2) Project Milestone Dates - Dates shall be shown on the diagram for the start of the project, any contract required interim completion dates, and contract completion dates.

(3) Critical Path - The critical path shall be clearly shown.

4.4 PERIODIC PROGRESS MEETINGS - Progress meetings to discuss payment and progress shall include a weekly on‑site or as required by the COR. During this meeting the Contractor will describe, on an activity by activity basis, all proposed revisions and adjustments to the project schedule required to reflect the current status of the project.

4.4.1 Meeting Attendance - The Contractor's Site Superintendent shall attend the regular progress meeting.

4.4.2 Update Submission - A complete update of the project schedule containing all previously approved revisions shall be submitted at the weekly progress meeting. The Contractor shall include any revisions or adjustments approved at the meeting in the next week’s submission.

4.4.3 Progress Meeting Contents - Update information, including Actual Start Dates, Actual Finish Dates, Remaining Durations, and Cost to Date shall be subject to the approval of the COR. The following is a minimum set of items which the Contractor shall address, on an activity by activity basis, during each progress meeting.

(1) Start and Finish Dates - The Actual Start and Actual Finish dates for each activity currently in progress or completed.

(2) Time Completion - The estimated Remaining Duration for each activity in progress; calculations must be based on Remaining Duration for each activity.

(3) Cost Completion - The earnings for each activity started. Payment shall be based on earnings for each in‑progress or completed activity. Payment for individual activities shall not be made for work that contains quality defects. A portion of the overall project amount may be retained based on progress. The Contractor shall identify any tasks which the budget is in jeopardy.

4.5 REQUESTS FOR TIME EXTENSIONS OR ADDITIONAL FUNDS - In the event the Contractor requests an extension of the task order completion date or cost to complete, he shall furnish such justification, project schedule data and supporting evidence as the COR may deem necessary for a determination as to whether or not the Contractor is entitled to an extension of time or additional funds under the provisions of the task order. Submission of proof of delay, based on revised activity logic, duration, and costs (updated to the specific date that the delay occurred) is obligatory to any approvals.

4.5.1 Justification of Delay - The project schedule must clearly display that the Contractor has used, in full, resources and all the float available for the work involved with this request. The COR's determination as to the number of allowable days of contract extension or funds, shall be based upon the project schedule updates in effect for the time period in question and other factual information. Actual delays that are found to be caused by the Contractor's own actions, which result in the extension of the schedule, shall not be a cause for a time extension to the task order completion date or additional costs to the Government.

4.5.2 Submission Requirements - The Contractor shall submit a justification for each request for a change in the task order completion date or cost to complete based upon the most recent schedule update at the time of the Notice to Proceed or constructive direction issued for the change. Such a request shall be in accordance with the requirements of other appropriate Contract Clauses and shall include, as a minimum:

(1) A list of affected activities.

(2) A brief explanation of the causes of the delay or shortfall.

(3) An analysis of the overall impact of the change proposed.

(4) A sub‑network of the affected area.

4.6 DIRECTED CHANGES - If a modification is issued, the Contractor shall submit proposed schedule and schedule of value revisions to the COR within 10 days of the modification being issued. The proposed revisions to the schedule will be approved by the COR prior to inclusion of those changes within the project schedule. The Contractor shall include these revisions in the next weekly project schedule update.

4.7 OWNERSHIP OF FLOAT - Float available in the schedule, at any time, shall not be considered for the exclusive use of either the Government or the Contractor.

5. TESTING - Not used in this Section.

- END OF SECTION -

CSS-01310-1

Attachment 5

CSS-01310-6

Attachment 5