Sec 01321 PROJECT SCHEDULING.pdf

RENOVATION OF 2 BELL UNITS 5 AND 6 – LATEEF JAKANDE STREET, IKOYI LAGOS, NIGERIA

SECTION 01321 – PROJECT SCHEDULING XJ-US-0011

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SECTION 01321

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 his working schedule and is the key legal document representing his plan for executing all work under the Contract.

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 detailed in the PES for accomplishing the contract work are the sole responsibility of the Contractor.

1.02 RELATED DOCUMENTS

A. Other general conditions of the Contract 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, B. Contract Sections C, E, and F for information related to design deliverables including the Design Development and Construction Document submittals.

C. Contract Section F for information related to deliverables to be included as tasks and milestones in the PES.

D. Contract section G for additional information related to cost-loading.

1.03 DEFINITIONS and ACRONYMS

A. Scheduling Software

1. MS Project - the scheduling software program developed by Microsoft Corporation

2. Primavera - Software developer now owned and supported by Oracle Corporation

3. CD-ROM - Compact Disc - Read Only Memory

4. DVD – Digital Video Disk

B. U.S. Federal Government

1. USG - United States Government

2. DOS - Department of State

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C. U.S. Department of State

1. CO - Contracting Officer

2. COR - Contracting Officer Representative

3. PD/COR - Project Director or the Contracting Officer Representative who are often one in the same

4. PD - Project Director

5. CM - Construction Manager

6. GC - General Contractor

7. PM - Project Manager

8. GFE – Government Furnished Equipment

9. GFCI – Government Furnished and Contractor Installed

10. GFGI – Government Furnished and Government Installed

11. G&A – General and Administrative Costs

12. VAT – Value added tax that is a consumption tax but more complex than a sales tax

13. Front End Loading – assigning inordinately high values to cost loaded activities occurring early in the project while severely under valuing costs assigned to activities occurring late in the project

D. Scheduling Terminology

1. PES - Project Execution Schedule

2. IPES - Initial Project Execution Schedule

3. BPES - Baseline Project Execution Schedule

4. CPM - Critical Path Method

5. Activities – tasks of work with duration or milestones signifying event nodes

6. Critical - An activity or milestone that has a total float of zero or less

7. Total Float (TF) - the number of days an activity can be delayed without delaying the end date of the project

8. Data Date (DD) - the status date of the schedule before which all work is complete and after which all work is to be completed or started

9. Substantial Completion - See definition in Section E.2.1. of the Contract

10. Activity - basic unit of work of a project schedule with assigned duration and cost

11. Task - the same as an activity and used in Microsoft Project

12. LNTP - Limited Notice to Proceed

13. FNTP - Final Notice to Proceed

14. Equipment - a resource used by the Contractor to construct the project

15. Materials (Supplies) - all items purchased to be built into the project, including electrical and mechanical equipment

16. Activity Code – part of a coding structure to group activities into similar categories for organizing, summarizing, and producing reports and graphics

17. Longest Path – the longest complete path through a schedule from the first activity to the final activity that determines the earliest end date of the project

18. Critical Path – identical to the Longest Path at the start of a project but as the project progresses it becomes the most critical path starting at the Data Date and ending at the final scheduled activity and determines the end date of the project

19. FS – Finish-to-Start activity link

20. SS – Start-to-Start activity link (limited use)

21. FF – Finish-to-Finish activity link (limited use)

22. SF – Start-to-Finish activity link (NOT Allowed)

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23. TF – Total float

24. EV – Earned Value = Budgeted Cost of Work Performed (BCWP) based on the accepted BPES

25. TIA – Time Impact Analysis

1.04 PURPOSES of the PES

A. To provide a complete plan of project administration, design, procurement, and construction activity execution for information and reference

B. To be the only schedule that is developed and updated throughout the project Period of Performance

C. To assure coordination of the Contract Work between the Contractor and the 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 progress performance

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

G. To evaluate any time impact associated with unforeseen conditions, events, Contract Modifications, and performance delays

H. To be the basis for evaluation of the Work completed and the preparation of the Contractor’s monthly payment application.

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

1.05 SUBMITTALS

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

01331, Construction Submittals.

B. Shall be certified by the Contractor’s Project Manager (PM) in accordance with certification procedures described in Section 01331, Construction Submittals.

C. Submit the following as prescribed above:

1. Initial Project Execution Schedule (IPES)

a. To Project Director/Contracting Officer Representative (PD/COR) within

30 days following the Contract Award.

b. Submittal is a prerequisite to the CO issuing the LNTP-Design

c. Acceptance must occur before acceptance of the Contractor’s first application for payment.

d. The accepted IPES shall be used to develop the BPES.

2. Baseline Project Execution Schedule Update (BPES)

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a. To PD/COR before CO issues the Limited Notice to Proceed (LNTP) for construction

b. Acceptance of the BPES is a prerequisite to continuing construction beyond the first 60 days of detailed construction activities in the IPES and a prerequisite to the CO issuing a FNTP-Construction.

c. Acceptance of any revision to the currently accepted BPES is prerequisite to any logic changes of the PES Update

3. Project Execution Schedule (PES) Updates

a. Submit to the PD/COR monthly following acceptance of the IPES and the BPES

b. Acceptance of the PES Updates is a monthly prerequisite to approving the Contractor’s Pay Application.

c. The Final PES Update shall become the Final PES.

d. Submittal of the As-built PES is concurrent with the Contractor’s Request for Inspection for Substantial Completion.

e. Acceptance of the Final PES is a prerequisite to:

1) Release of Final Payment

2) Final Acceptance Certification

D. Every PES submittal shall include the following

1. Three (3) printed copies (or as directed by PD/COR) of:

a. Monthly Narrative Report

b. Updated Procurement Log

c. Bar charts of the following schedule layouts

1) Critical Path showing a BPSE target and the previous month target

2) Activities in progress and those completed during the reporting period

3) Activities in progress and those scheduled to start during the upcoming reporting period (one month look-ahead)

d. A cost histogram and cumulative cost curve for planned and actual cost data.

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. Electronic copies of all reports submitted in printed copy and submitted in Portable Document Format (.pdf) and each scaled to the same size as the printed report

c. Each CD shall have a printed label with

1) Project name

2) Schedule file name

3) Contractor name

4) Data Date

5) Security classification, if required

1.06 GOVERNMENT REVIEW PROCESS

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A. The United States Government (USG) shall accept or reject in writing, within 15 calendar days after receipt of all required information, any submission by the Contractor under this Section.

B. Under no circumstances does USG “acceptance” of a BPES or PES update, modify or imply a modification to any part of the construction Contract or Contract Period of Performance.

C. The PD/COR may request additional information as a result of the review process, and the Contractor shall comply with such request.

D. The PD/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.

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

F. 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 shall:

1. Be responsible for the preparation of the required schedules and related documents in compliance with the provisions of this Section, or as requested by the PD/COR.

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

3. Work in close cooperation with the Contractor’s designer, 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 and have full access to the PES.

PART 2 PRODUCTS (NOT USED)

PART 3 EXECUTION

3.01 SCHEDULING SOFTWARE

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A. Any commercially available, construction related scheduling software product capable of producing and maintaining a CPM schedule in compliance with all the principles of the good scheduling practice and the provisions of this Section.

B. All scheduling provisions in this section are based on the methods and terminology used by Primavera Project Planner, P3 version 3.1. The PES shall concur with all the principles, concepts, and definitions in this Specification Section 01321, regardless of the methods and terminology used by the software selected.

D. If the Contractor selects scheduling software different than Primavera Project

Planner or Microsoft Project; the Contractor shall provide the Government three (3) copies of the software with the required licenses and training in the use of the software.

E. The scheduling software shall be of a type that is compatible with the USG operating system at the time of installation.

3.02 SCHEDULE DEVELOPMENT

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

Scope of Work to include:

1. Early project administration and general requirements

2. Design

3. Submittals

4. Procurement of long lead and important items

5. Shipping of long lead and important items

6. Mobilization

7. Construction

8. Closeout and Demobilization

B. IPES development

1. First developed schedule, submitted within 30 days of Contract Award, from which there is no waiver

2. First 60 days of construction in detail

3. Remainder of Project Performance Period in summary

4. Cost load to the full Contract amount less any included VAT

5. The duration of all schedule activities is to be measured and scheduled in

“days” as the time unit.

6. The duration of construction work activities is not to exceed 14 working days

7. Provide sufficient detail to show a logical critical path beginning with the first schedule activity and ending with the final schedule activity.

8. Use “Calendars” to define resources or tasks having a varying standard work week. For example, the time for procurement, manufacturing, and shipping is generally uncontrollable and is best scheduled using a 7-day work week calendar.

9. Construction is scheduled on a 6-day work week.

10. All calendars are to provide for holidays (U.S. and local, as required) and any scheduled non-work periods.

11. A critical activity is any activity with a total float of zero or less

C. BPES development (includes all rules for IPES development)

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1. Developed from the IPES

2. Entire schedule developed in detail

3. All work activities (excluding milestones) cost loaded

4. All activities, except first and last, must have at least one predecessor and one successor relationship link

5. Minimize redundant relationship links

B. PES Updates

1. The updating process of the IPES or the BPES is limited to the input of actual data. Any other addition or deletion is considered a change to the baseline.

2. The end of the month update shall be used to determine the pay application values.

3. Actual data shall not be changed or altered on future PES updates.

E. Required Milestones – those below must appear; additional milestones by Contractor or PD/COR may be added

1. Contract Award

2. LNTP-Construction

3. Construction Document Submittal

4. Construction Document Back-check Submittal

5. FNTP

6. Submit Logistics & Installation Plan

7. O&M Manual Submission

8. Substantial Completion for each area of construction

9. Substantial Completion

10. Project Completion

11. Final Acceptance

E. Required Activities and Other Milestones for

1. Administrative such as obtaining permits, bonds, insurance, etc.

2. Design development, design reviews, design security certification, as applicable, through Diplomatic Security, and construction documents preparation

3. Mobilization and demobilization

4. Approval required by regulatory agencies or other third parties

5. Deliveries of materials

6. Start-up

7. Contract Section F deliverables & submittals (Part F.9)

8. Construction execution submittals – the preparation, certification (as applicable), submittal, and acceptance

9. Major materials, equipment, and specialty items – the procurement, manufacture or fabrication, and delivery

10. Subcontractor work

11. Close-out according to requirements of Division 1, Section 01771

12. Phased or total USG occupancy

3.03 PES IMPLEMENTATION

A. A current PES shall be maintained at the construction site at all times.

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B. The Contractor shall conduct regular meetings with the OBO management staff at the construction site to review short-term look-ahead fragnets of the PES.

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

3.04 REVISING THE BASELINE

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

B. The IPES and BPES are the Plan of Execution and shall 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, changes during the design period, or other unforeseen situations, the Contractor shall request revising the Baseline.

1. The Contractor shall propose the revision to the PD/COR for review and acceptance. This proposal shall include the list of all the changes to be implemented including descriptions and justifications.

2. The Revised Baseline shall be implemented into the PES only after acceptance by the PD/COR.

3.05 PLAN OF RECOVERY

A. The PD/COR can request the Contractor to submit a Plan of Recovery due to any special situation.

B. The Plan of Recovery shall 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. In the event that a revision of the Baseline is required, the Contractor shall proceed in accordance with the provisions for Revising the Baseline.

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, then the TIA will require the following:

1. A fragnet from the IPES or BPES, identifying and filtering the activities related to the past event, or situation, and the Substantial Completion milestone

2. A second fragnet, identifying and filtering the same activities and the Substantial

Completion milestone, from the PES Update following the occurrence of the event ,or situation

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

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

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 identifying and filtering in the Baseline (BPES or IPES) the activities related with the event or situation and the Substantial Completion milestone.

2. A second fragnet identifying and filtering the same activities and the Substantial Completion milestone in current the PES Update.

3. If the event or situation implies Revising the Baseline the Contractor shall produce a third fragnet with same activities and the changes to the Baseline.

4. A narrative description of the comparison of the two or three PES fragnets to demonstrate that the slippage of the Substantial Completion is due to only the event or situation subject of the analysis.

5. Similar fragnets of other PES versions and/or copies of related management documentation such as daily reports, minutes of meetings and correspondence as required in support of the analysis.

3.07 PAYMENT APPLICATION

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

3.08 PROCUREMENT LOG – Not Used

END OF SECTION