SAN FRANCISCO PUBLIC UTILITIES COMMISSION WATER SYSTEM IMPROVEMENT PROGRAM CONSTRUCTION MANAG EMENT PROCEDURES

Transcription

1 SAN FRANCISCO PUBLIC UTILITIES COMMISSION WATER SYSTEM IMPROVEMENT PROGRAM CONSTRUCTION MANAG EMENT PROCEDURES SECTION: WSIP CONSTRUCTION MANAGEMENT APPROVED: PROCEDURE NO: 061 DATE: 04AlI09 TITLE: MANUAL TIM ESHEET AND INVOICE PROCESSING REVISION NO.: Policy The Manual Timesheets and Invoices approval process for WSIP CM Consultant services shall conform to this CM procedure. This procedure applies to all personnel working on the Water System Improvement Program (WSIP) to the extent that their work is affected by these WSIP Construction Management (CM) Procedures and does not conflict with specific SFPUC policies or the contract under which the Work is executed. 2.0 Description This procedure describes the process for preparing, reviewing, submitting and approving the CM Consultant's Manual Timesheets and Invoices for payment. 3.0 Definitions 3.1 Task Order and Subtasks The signed project contract document (P-500) Appendix A provides the Task Order and Subtask Orders scope of work description, refer to Attachment for typical CM Task Order Budget Structure Task Order is developed to define the scope of work and a budget to authorize work by the CM Consultant. Task 1, Regional Services, used for Regional CM Contracts and not used for project specific CM Contracts. WSIP Construction Management Procedure No. 061, Rev. 0, Page 1 of 10

2 Example of Task I Task 1 Regional Construction Management Services Subtask 1.1 Regional Construction Manager Subtask 1.2 Regional Construction Compliance Subtask 1.3 Regional Construction Communications Subtask 1.4 Regional Office Tasks 2, 3, 4, etc. will be used for Construction Contracts. Example of Task 2 Task 2 Bay Division Pipeline East and Bay Division Pipeline Peninsula. Subtask 2.1 Pre-Construction Services Subtask 2.2 Construction Contract Administration Subtasks are break-down components of specific task activities. These subtasks are coded to designated activities performed by the CM Consultant on their weekly Timesheets. These Subtasks pertain to Task 2 onward. Subtask 1 Subtask 2 Subtask 3 Subtask 4 Subtask 5 Subtask 6 Subtask 7 Pre-Construction Services Construction Contract Administration Quality Assurance Services Contracts Management Services Project Controls Services Environmental Compliance Monitoring and Support Services Other Direct Charges (ODC) 3.2 Timesheets Subtasks are scope of work related to every contract, refer to Attachment for typical Subtasks. The Timesheets are manual method for recording project labor charges on a weekly basis to a specific subtask order account codes. These labor charges are sent to the SFPUC Infrastructure Budget & Administrative Services for processing A typical example of weekly Timesheet should include the following information; WSIP Construction Management Procedure No. 061, Rev. 0, Page 2 of 10

3 Company Name: Employee Name: Employee Number: Employee Position Subtask Description: Task Number: Subtask Number: Day of Week: Hours per Day: Employee Signature: Signature Date: Supervisor Approver: Regional CM - City Capillary Construction Bill Sherman 0731 Tunnel Constructability Reviewer Pre-Construction Thursday! Feb. 12, B. Sherman Feb. 13, 2009 R. Lee S. Grant The CM Consultant submits Timesheets on Weekly basis The Exception Timesheets are those which supersede previously submitted Timesheets or those which were not submitted for previous cut-off period. 3.3 ADPICS The Advances Purchasing and Inventory control System (ADPICS) is a City-wide procurement management system module of FAMIS, designed to specifically address the purchasing, receiving, inventory control, and accounts payable activities of the SFPUC. 3.4 Consultant Financial Management Database (CFMD) The WSIP Consultant Financial Management Database (CFMD) is a software database which is reconciled to the City accounting system used by the Infrastructure Budget & Administration Services (IBAS) to track and electronically store CM Consultant's Timesheet information, billing rates and labor data. 3.5 Workflow Process The Workflow process is the SFPUC intranet based information tracking system for the entry, review and approval of contract documents and task orders. 4.0 Responsibilities 4.1 Construction Management CM Consultant The Project Construction Management (CM) Consultant prepares, reviews and approves the staff Timesheets for submittal to the IBAS of SFPUC. WSIP Construction Management Procedure No. 061, Rev. 0, Page 3 of 10

4 4.2 Infrastructure Budget & Administrative Services (IBAS) The Infrastructure Budget & Administrative Services personnel administer the collection of the timesheets for review and approval routing; and then enter the invoice information into the WSIP CFMD system for payment routing request The Timesheets are collected from the CM Consultant on weekly basis The Timesheets are submitted to the Regional CM for approval by IBAS on bi-weekly basis All Timesheet compliance requirements must be verified by IBAS. 4.3 Regional Construction Manager (RCM) - City The SFPUC Regional Construction Manager reviews and approves the individual CM Consultant's Timesheets collected and submitted by the Infrastructure Budget & Administrative Services. 4.4 Regional Project Manager (RPM) The SFPUC Regional Project Manager reviews and approves the CM Consultants Invoice information in Workflow Process. The RPM has the overall budget responsibility for the project contract. 5.0 Implementation Notes: Attachment 061-1: refers to procedure sections 5.1 through 5.4. Attachment : refers to procedure sections 5.5 through Timesheet Submittal The CM Consultant submits the weekly Timesheets and Exceptions Timesheets to the IBAS personnel. 5.2 IBAS Timesheets Review and Approval The IBAS facilitates and coordinates the SFPUC approvals and resolves Timesheet issues The IBAS submits Timesheets on bi-weekly basis to Regional CM for approval. WSIP Construction Management Procedure No. 061, Rev. 0, Page 4 of 10

5 5.3 RCM- City Timesheet Review and Approval The Regional CM reviews and approves Timesheets, and then returns Timesheets to IBAS. 5.4 IBAS Timesheet Processing The IBAS personnel returns approved Timesheets to CM Consultant on bi-weekly basis the IBAS personnel create approved Timesheet file and Exceptions Timesheet file for bi-weekly data upload into WSIP Consultant Financial Management Database (CFMD) The IBAS personnel enter Timesheet Information into WSIP CFMD System. 5.5 CM Consultant Submits Invoice The CM Consultant submits monthly invoice for payment request to I BAS Monthly submittal invoice documents include HRC Form 7 (request distribution) and HRC Form 9 (payment to sub-consultants). 5.6 Invoice Review and Compliance Verification The IBAS personnel down-loads "Pro Forma" Invoice Report for comparison with CM Consultant's submittal The IBAS personnel verify "Other Direct Changes" (ODC) compliance per contract document terms and conditions The IBAS personnel verify HRC Forms submittal compliance per contract document terms and conditions The IBAS personnel resolve invoice issues and routes for approvals via Invoice Workflow Process. 5.7 RCM-City Invoice Approval The Regional CM reviews, and then approves or rejects the Invoice request If the Regional C M approves the request, then RCM forwards the invoice to the RPM. WSIP Construction Management Procedure No. 061, Rev. 0, Page 5 of 10

6 5.8 RPM Invoice Approval The Regional PM reviews, and then approves or rejects the Invoice request If the RPM approves the request, then RPM forwards the Invoice to the IBAS. 5.9 IBAS Transmittal The IBAS personnel prepare Payment Transmittal The IBAS sends Transmittal to Accounting for payment processing. 6.0 Other Procedural Requirements CM Procedure No. 010, Application for Payment 7.0 References None 8.0 Attachments Process I: Manual Timesheet Processing Flow Chart Process II: Timesheet Upload, Invoice Compliance and Invoice Approval Flow Chart CM Task Order Budget Structure - Typical WSIP Construction Management Procedure No. 061, Rev. 0, Page 6 of 10

7 Attachment I Process I: Manual Timesheet Processing Consultant Financial Management Database CM Consultant submits Regular Timesheets and Exceptions Timesheets (weekly) IBAS facilitates SFPUC approvals and resolves issues and forwards Timesheets to RCM (bi-weekly) IBAS returns approved Timesheets to CM Consultant (bi-weekly) IBAS creates approved Timesheets File and Exception Timesheets File for data upload (bi-weekly) Attachment Process II: Timesheet Upload, Invoice Compliance, and Invoice Approval LEGEND IBAS - Information Budget & Administrative Se,vices RCM - Regional Construction Manager Regular Timesheets - Labor hours performed during normal billing cycle Exception Timesheets - Labor hours performed outside of normal billing cycle WSIP Construction Management Procedure No. 061, Rev. 0, Page 7 of 10

8 Attachment Process II: Manual Timesheet Upload, Invoice Compliance, and Invoice Approval Consultant Financial Management Database Attachment Process I: Manual Timesheet Processing CM Consultant submits Invoice IBAS uploads approved Timesheet File and Exception Timesheet File to WSIP CFMD IBAS actions; 1. produces Pro Forma Invoice Report 2. compares to Invoice submitted by CM Consultant 3. verifies ODC Compliance and HRC documents 4. enters approval request into Workflow Process Revise and Resubmit IBAS prepares payment transmittal and sends to SFPUC Accounting LEGEND IBAS - Information Budget & Administrative Sen/ices RCM - Regional Construction Manager RPM - Regional Project Manager CFMD - Consultant Financial Management Database WSIP Construction Management Procedure No. 061, Rev. 0, Page 8 of 10

9 Attachment Page 1 of 2 CM Task Order Budget Structure Sub- Task B Activity Description of Services PRE-CONSTRUCTION PHASE Pro-Construction Services Pros ide Pre-Cooslroctson Services Revieuv desiga essgineer construclina sclsedutes/sequencing 2 Provide constructabilily rcvicsv uf construction bid docunsenls Reviesv ni 65 % and 95% Revieuv and cvumsevl on 100% prier to Bid and Auvurd Reviesv und cnnusrsent on Contractors QC requirement Appendix. WS!P CM Plan A Reference Revresv and curmoent on Contractors required sabmittats -- 3 Provide Bid & Award Phase Assistance Provide support for the construction contract Pre-Bid Conference Procurement strategies Provide construction cnnlract requirements for project Constructive Manager field offices Provide Regional Offices Rev 0 Rev! Tnta! 6 Provide assistance svilts permits and Rights-of-Way Provideprojecl CM Plan in accordance svith WSIP CM Ptaa 2, Provide Resource Loaded Tusk Plan for CM Consultant Services Public Outreach Esuvironmesslal Mitigation Monitoring and Reporting Plan Risk Marrsgrmenl Plan ,04 12 Safity plus ,00 Prepare and Submit CM Safely Ptan Pruvide QA Plan in accordarsce svitb WSIP CM Plan 2.2, CONSTRUCTION PHASE 2 Construction Contract Administration Preside Contract Adotinmstration Services Implement CM Safely Plan 2.2,02.02 Contractor Safely Program ,01 Accident Reporting and Safely Records Construction Management Information System (CMIS) Provide CM Contracts Management 2, Assist SFPUC uvith Public Outreach Efforts Administer security program requirements Assist SFPUC soith the implementation of the PLA 2,2,07.00 Project Labur Plan 2,2,07.0! Pm-Job Conference Local Area Emplaymens Substance Abuse Testing ,04 7 CM Adosinistootion Coordinate Regional field office Mobilization and Demabilizasion Coordinaln Project office Mobilizaliosu/Drmobilieslion Manage SPPUC purctsasest materials Manage, Monitor and mitigate Risk Management Plan Partsteriog Pre-Cosustruction Coisferruce Cunslrisclioo Status Mroling Coutractur's Mnuthly Appticalinas for Payment and Progress Rrpnrls Submittal Management Requcat for Information (RPI) Management Rrqnestn for Substitution Management Contract Drasving, Specificatinn, and Record Drawing Control Claims Management Dispute Reviesv Advisar and Disputes Reviesv Board Pragress and Status Reporting Value Enginmring SFPUC Operations and Mnintnssance Coord'mnliou System Shuldosvn Mansgemenl and Conrdinalinn Provide Testing and Startnp Management Services Spare Parts and Wanaaties Provide Maraagement nf Acceptance of the Work and Closeout Pmuvide Support for Pcojecl Administration for Closeout and Turnover 2.2, , , ,2.08, , , , , Quality Assurnnce Services Pruvide Quality Asstnrance Services Qunlily Control Requirements Quality Assurance Requirements Quality Assurance Inspection Materials Testing Survey Contra! Quality Recurds and Docmnentation , , WSIP Construction Management Procedure No. 061, Rev. 0, Page 9 of 10

10 Attachment Page 2 of 2 4 Contracts Management Services Pros do Contracts Management Sen Ices Change Management Change Processing Change Log Cost aod Schedule Trending Time Adjustnsenl Proposal Cost Proposal Enviroonsestal Impact Analysis Conlract Change Order Procrssing Claims Processing 2.2, ,2.10,01 2, , Prnjret Contrnts Services Provide Pacjecs Ccnteoln Services Document Contents and Records Mnnngemrnl SFPUC Masses Pcojecl Schedules SFPUC Prn-Pnrchasrd Mulerints end Equipment Schedules Schedule Manngrmrnl Cnntrnrtecs Schedule Requirrments Baselier Schedule Reriesv and Approval Montldy Schedule Updates Recovety Schedules 4 Week Lank-Ahead Schedules Revisions to the Appruved Schedule Schedule Anulysis and Variance Reporting Construction Cast Control Porecauhing of Cast and Schedule 6 Environmental Compliance Monitoring and Support Services Peas ide Ens monosenlal Conipliasace Monitoring and Support Services Envirceanental Requirements Eovieoiaoeolal Training Euvieonnsenlal Ccmplionce Coordinatiess Dnriog Construction Supplemrntat Environmental Compliance Plans Constnaclion Environmental Compliance Innpection and Monitoring Beviroumental Reviesv of Changes Eeviromnenlal Compliance Decumentutinu and Records Permit Compliance Monitoring Post Construction Aclivilies Regulatory Agencies Inspections , , , , ,2, , , , ODC 'ODC Total Regiceal office Prnjrcl nffice Sub consultant Labor Markup (place holder only) Sob consultant Lahor Markup Totals WSIP Construction Management Procedure No. 061, Rev. 0, Page 10 of 10