UFGS Project Schedule Requirements [Section ] WED by David Long

Transcription

1 [Section ] WED by David Long

2 [Section ] Disclaimer The information contained in this presentation and discussion is not a formal or official Government interpretation or enforcement policy of the Project Schedule requirements (section ) of the Unified Facilities Guide Specification (UFGS) and should not be used as justification or defense for your Project Schedule structure, approach, or quality. Each government Project Delivery Team (PDT) is unique in its make up and project management style, therefore, will have differing interpretation, enforcement, and implementation of these requirements. The intent of this presentation and subsequent discussion is to provide some insight to developing an acceptable project schedule based on 20+ years of experience with DOD and DOE construction and design/build projects.

3 [Section ] ************************************************************************** USACE / NAVFAC / AFCEC / NASA UFGS (August 2008) Change 1 08/13 Preparing Activity: USACE Superseding UFGS (July 2007) UNIFIED FACILITIES GUIDE SPECIFICATIONS References are in agreement with UMRL dated October 2013 ************************************************************************** SECTION PROJECT SCHEDULE ************************************************************************** NOTE: This guide specification covers the requirements for the preparation and maintenance of the project schedule for construction projects or design build construction projects.

4 3.1 General Requirements schedule the sequence in which the Contractor proposes to perform the work and dates on which the Contractor contemplates starting and completing all schedule activities. including the design and construction sequences is the responsibility of the Contractor. Provide a schedule that is a forward planning as well as a project monitoring tool. The Project Schedule is the contractor s schedule. Use the appropriate calendars for the work to be performed. Plan the work, work the plan. Includes both the design and construction as one integrated schedule.

5 3.1.1 Approved Project Schedule Use the approved Project Schedule to measure the progress of the work and to aid in evaluating time extensions. Make the schedule cost loaded and activity coded. The schedule will provide the basis for all progress payments. To Measure Progress of work performed To evaluate time extensions (Time Impact Analysis) Cost loaded and activity coded Basis for all progress payments

6 3.1.2 Schedule Status Reports on at least a monthly basis. If, in the opinion of the Contracting Officer, the Contractor falls behind the approved schedule the Contracting officer may require the Contractor to increase the number of shifts, overtime operations to submit for approval any supplementary schedule At least monthly (usually associated with monthly progress payment) Recovery schedule and plan including at the contractor s cost Added shifts or resources Overtime work Days per week

7 3.2 Basis of Payment and Cost Loading Use the schedule as the basis for determining contract earnings during each update period and therefore the amount of each progress payment. Failure of the Contractor to provide all required information will result in the disapproval of the preliminary, initial and subsequent schedule updates. The schedule is your Schedule of Value and forms the basis of your progress payments The preliminary and initial approved baselines are the basis of providing the cost loading requirements of the contract. All progress updates most include all approved cost and schedule modifications.

8 3.2 Basis of Payment and Cost Loading (con t) Activity cost loading shall be reasonable, as determined by the Contracting Officer. The aggregate value of all activities coded to a contract CLIN shall equal the value of the CLIN on the Schedule. Cost loading at the activity level. Cost loaded activities must have a deliverable value to the Government or at a point at which a value can be determined. All activities must be coded to a CLIN and the roll up of these activities must always add up to current approved CLIN value.

9 3.3 Project Schedule Detail Requirements The computer software system utilized to produce and update the Project Schedule shall be capable of meeting all requirements of this specification. Failure of the Contractor to meet the requirements of this specification will result in the disapproval of the schedule. (highlight and italics added) Critical Path Method Level of Detail Required Scheduled Project Completion & Activity Calendars Interim Completion Dates Default Progress Data Disallowed Out of Sequence Progress Negative Lags and Start to Finish Relationships Calculation Mode Milestones

10 3.3.1 Critical Path Method Use the Critical Path Method (CPM) of network calculation to generate the Project Schedule. Prepare the Project Schedule using the Precedence Diagram Method (PDM). Provide a time based network of activities based on predecessor (and successor) relationships (PDM). Provides a deterministic Longest Path and Total Float based on the network relationships (CPM).

11 3.3.2 Level of Detail Required Develop the Project Schedule to an appropriate level of detail. Failure to develop the Project Schedule to an appropriate level of detail, as determined by the Contracting Officer, will result in its disapproval. an appropriate level of detail. as determined by the Contracting Officer Work with the PDT to establish an appropriate level of detail for progress payment and working schedule for your project team. Network of activities must: Cover the entire scope of work, provide definitive tasks with a clear deliverable value in a definitive sequence of performance.

12 3.3.2 Level of Detail Required (con t) The Contracting Officer will consider, but is not limited to, the following characteristics and requirements to determine appropriate level of detail: Activity Duration Design and Permit Activities Procurement Activities Mandatory Tasks Government Activities through.12 Activity Coding

13 Activity Durations Reasonable activity durations are those that allow the progress of ongoing activities to be accurately determined between update periods. Less than 2 percent of all non procurement activities shall have Original Durations (OD) greater than 20 work days or 30 calendar days. Procurement activities are defined herein. No more than 2% of non procurement activities can have an OD greater than 1 reporting cycle. Activities should not span over more than two update cycles and with the ability to be accurately progressed between update cycles. Use steps to better define % completes for longer activities.

14 Design and Permitting Activities design and permit activities with the necessary conferences and follow up actions and design package submission dates. showing the sequence of events involved in carrying out the project design tasks sufficient to identify all major design tasks, control[s] the flow of work. include review and correction periods associated with each item. Each Design Package(s) should include, but not limited to: Prepare Design Internal Review and QA Process Government Review Period (as specified) Resolution Conference (as specified) Incorporation of Review Comments NTP for construction and/or Procurement or next design phase.

15 Design and Permitting Activities (con t) design and permit activities with the necessary conferences and follow up actions and design package submission dates. showing the sequence of events involved in carrying out the project design tasks sufficient to identify all major design tasks, control[s] the flow of work. include review and correction periods associated with each item. Design package submissions, reviews, and corrections requirements are typically defined in the RFP or SOW under Design After Award. May include (or some sub set of) the following phases: Initial Design Conference (10% or Design Charrette) Preliminary Design (35%) Pre Final Design (65%) Final Design (100%) Corrected Final Design (IFC)

16 Design and Permitting Activities (con t) design and permit activities with the necessary conferences and follow up actions and design package submission dates. showing the sequence of events involved in carrying out the project design tasks sufficient to identify all major design tasks, control[s] the flow of work. include review and correction periods associated with each item. Design fast tracking requirements are also defined in the RFP or SOW under Design After Award. Typically the following is allowed: Civil/Utilities can go from Charrette to Pre final or Final Foundation and Structural can go from Charrette to Pre final or from Preliminary to Final. Architectural, Mechanical, Electrical, Plumbing, and Life Safety must proceed through each required submission.

17 Procurement Activities The schedule must include activities associated with long lead materials, equipment, fabricated assemblies and supplies. Long lead procurement activities are those with an anticipated procurement sequence of over 90 calendar days. A typical procurement sequence includes the string of activities: submit, approve, procure, fabricate, and deliver. (highlighting added) Should include any key (critical) deliverable construction element. Should also include your time and activities needed to secure the Sub/Vendor contract. Fabrication and/or delivery activity should: be a predecessor to all appropriate work activities be cost loaded relative to the value to the Government if it can be secured & inspected.

18 Mandatory Tasks The following tasks must be included and properly scheduled: As part of the design phase: Submit/Review/Acceptance for each design package submission Submit/Review/Acceptance of MEP layout drawings (w/pre final) Submission/Acceptance of TAB Specialist design review reports. Submission/Approval of Fire Protection Specialist.

19 Mandatory Tasks (con t) The following tasks must be included and properly scheduled: Building Automation Systems commissioning consistent with ECB (or later) (extended commissioning), including at a minimum the following Red Zone tasks: TAB Plan and Results Air and Water Balancing HVAC Commissioning Controls and Testing Plan Submission Controls Testing (including PVT & FVT) such as: Fire Alarm, Access Controls, Mass Notification, Elevator Certification, Energy Management, and any other building systems that links to the HVAC and Life Safety systems. Applicable for each phased turnover

20 Mandatory Tasks (con t) The following tasks must be included and properly scheduled: As part of each construction turnover (Red Zone): Submit/acceptance O&M Manuals Submit/acceptance As built Drawings (after submit, review, and acceptance of redline drawings) Submit/Approval Form DD 1354 (Transfer of Property) Contractor s Pre Final Inspection Punchlist corrections Government s Pre final Inspection Punchlist corrections Government s Final Inspection Government's acceptance (BOD)

21 Government Activities Show Government and other agency activities that could impact progress. These activities include, but are not limited to: approvals, design reviews, environmental permit approvals by State regulators, inspections, utility tie in, Government Furnished Equipment (GFE) and Notice to Proceed (NTP) for phasing requirements. Show all Government or other agencies activities that could impact or constrain the schedule, such as: State / Local / Base permitting requirements Interim inspections (rebar and in beds/above ceiling & in wall MEP) Utility Tie in/road closures notification & inspections Government furnished and/or installed materials or equipment (GFE/GIE).

22 3.3.3 Scheduled Project Completion The schedule interval shall extend from NTP date to the required contract completion date. The contract completion activity (End Project) shall finish based on the required contract duration in the accepted contract proposal, as adjusted for any approved contract time extensions. The first scheduled work period shall be the day after NTP. POP = NTP to contract completion date First work (deliverable) activity (excluding submit Performance Bond) shall start on NTP +1day End Project milestone ( ) shall be constrained to the approved Contract Complete Date and is the only activity with no successor. Start Project or Contract NTP ( ) milestone shall be constrained to the NTP date and is the only activity with no predecessor.

23 3.3.3 and Activity Calendars Schedule activities on a calendar to which the activity logically belongs. Activities may be assigned to a 7 day calendar when the contract assigns calendar day durations for the activity If the Contractor intends to perform physical work less than seven days per week, schedule the associated activities on a calendar with non work periods identified [weekends/holidays] Schedule activities on the calendar you plan to work it. Work on Government installation should be scheduled on a 5 day/week, normal work hours per day, with federal holidays unless otherwise stated in the RFP or SOW or clearly stated in your proposal as an exception. Off site work should schedule on a 5 day/week, normal work hours per day, with your company s holidays. Can use a 7 day no/holiday calendar on contract specified durations in calendar days.

24 3.3.3 [and more] Assign the Category of Work Code Weather Sensitive Installation to those activities that are weather sensitive. Original durations must account for anticipated normal adverse weather. The Government will interpret all work periods not identified as non work periods on each calendar as meaning the Contractor intends to perform work during those periods. Weather sensitive activities (see CATW Coding) should either: Include in original duration appropriate weather days for normal adverse weather or be assign a weather calendar including the normal adverse weather days as will as holidays and other non work days. Any day in any calendar not designated as a nonworkday is viewed by the Government as a workday. [i.e., if you schedule it on a 7 day no holiday calendar they expect you to work it 7 days per week and holidays. If you do not use it you lose it in an TIA or justification for a schedule extension.]

25 Schedule Constraints [and Open Ends] The schedule shall have no constrained dates other than those specified in the contract. The use of artificial float constraints such as "zero fee float" or "zero total float are typically prohibited. Do not use constraints unless specifically specified in the RPF/SOW or authorized, in writing, by the KO. Ask if they will allow zero free float or zero total float or as late as possible constraints. Avoid virtual open ended activities i.e., an activity without any FS or FF successor or FS or SS Predecessor

26 Early Project Completion [if the] Preliminary or Initial project schedule calculates an early completion date of the last activity prior to the contract completion date, [document] the Contractor's "early" completion. [Constrain the last activity to a late finish] equal to the contract completion date and the schedule will calculate positive float. Your baseline (proposed) schedule shall not show a negative float but can show a positive float, However, the Government will not approve an early completion schedule with zero float on the longest path and is under no obligation to accelerate activities for which it is responsible to support a proposed early contract completion. Ownership of Float (section 3.10) Float available in the schedule, at any time, shall not be considered for the exclusive use of either the Government or the Contractor.

27 3.3.4 Interim Completion Dates Constrain contractually specified interim completion dates to show negative Float Include as the first activity for a project phase an activity called "Start Phase X Include as the last activity for a project phase an activity called "End Phase X Include a hammock [LOF or WBS Summary] type activity for each project phase called "Phase X where "X Identify all contractual defined project phases or hard interim milestones. Each phase shall have a start and finish milestone constrained appropriately as contractually specified so a positive/negative float for the phase is calculated. Each phase shall have a summary activity showing the Phase POP (typically in calendar days).

28 3.3.9 Milestones The schedule must include milestone activities for each significant project event including but not limited to Use milestones to provide a summary of key Project phases start/finish and key points in the design and construction process. Such as, but not limited to. Fast track design packages Design phasing and complete Foundation/substructure construction completion Superstructure construction complete Building Dry in or Enclosure complete Permanent power compete utilities in service Ready for facility systems commissioning Commissioning complete

29 3.3.5 Default Progress Data Disallowed Activity [AS and AF] dates assigned during the updating process shall match those dates provided from Contractor Quality Control Reports. Updating of the percent complete and the remaining duration of any activity shall be independent functions. Disable program features which calculate one of these parameters from the other. The Contractor s Daily Quality Control Reports (not the schedule) are the basis of your schedule progress dates. Failure to match can result in rejection of you progress schedule and payment. Use Physical % Complete and manually enter Remaining Durations, Actual Start / Finish Dates.

30 3.3.6 Out of Sequence Progress Activities that have progressed [Out of Sequence] will be allowed only on a case by case basis subject to approval by the Contracting Officer. corrections to eliminate or justify not changing the sequencing for approval prior to submitting an updated project schedule. Correct out of sequence progress that continues for more than two update cycles Either fix or justify all Out of Sequence conditions. Document all such changes for approval by KO Approved Changes Verification Include only those project schedule changes in the schedule submission that have been previously approved by the KO. 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.

31 3.3.8 Calculation Mode Schedule calculations shall retain the logic between predecessors and successors even when the successor activity starts and the predecessor activity has not finished. ["progress override ] will not be allowed. Use retained logic mode only See Out of Sequence Progress above if correction is needed Take advantage of this to push the completion of an activity out.

32 3.3.7 Negative Lags and SF Relationships Lag durations contained in the project schedule shall not have a negative value. Do not use Start to Finish (SF) relationships. Negative Lag (Leads) are not allowed. Start to Finish Relationships not allowed. Limit the use of Lags: Split the Predecessor active up to allow for a realistic FS relationship instead of a SS relationship with a large lag. Use a non deliverable (resource or cost loaded) time based activity as a predecessor in place of a Lag.

33 3.4.5 Standard Activity Coding Use the activity coding structure defined in the Standard Data Exchange Format (SDEF) in ER , Appendix A. This exact structure is mandatory, even if some fields are not used. The SDEF format is as follows: Activity Code Field Code Length Description Comments 1 WRKP 3 Workers per Day Not included in RESP 4 Responsible Party (See ) 3 AREA 4 Area of Work (See ) 4 MODF 6 Modification/RFP/REA (See ) 5 BIDI 6 Bid Item (CLIN or SubCLIN) (See ) 6 PHAS 2 Phase of Work (See ) 7 CATW 1 Category of Work (See ) 8 FOWx n/a Feature of Work (See ) [Required for USACE Modified for NAVFAC Typically not required by AFCEC]

34 Activity Responsibility Coding (RESP) Assign responsibility Code for all activities to the Prime Contractor, Subcontractor or Government agency responsible for performing the activity. Activities shall not have more than one Responsibility Code. Unacceptable code values are abbreviations of the names of subcontractors. (highlighting added) Code all activities; examples of acceptable code values are: GOVT for Government s PDT activities DOR for Designer of Records ELEC for Electrical Sub/Vendors MECH for Mechanical Sub/Vendors FIRE for fire Alarm and Suppression Sub/Vendors CIPC for Cast in place Concrete Sub/Vendors [NOTE: Subcontractor abbreviations are not acceptable. If you need this define a Sub contract code (SUBC)]

35 Activity Work Area Coding (AREA) Assign Work Area code to activities based upon the work area in which the activity occurs. Not all activities are required to be Work Area coded. A lack of Work Area coding will indicate the activity is not resource or space constrained. Define area with respect to: space and/or trade constraints or/and specific phased turnover or/and construction/design groupings. NAVFAC uses LOC1 and LOC2 in addition to AREA [NOTE: Not required to code every activity, however, if structured compatible with the PHAS code and the RESP Code and assigned to all activities it can provide a variety of alternate WBS or groupings for your Design, Procurement, and Construction team members as well as for your Sub/Vendors and Government s PDT.]

36 Contract Line Item (CLIN) Coding (BIDI) Code all activities to the CLIN on the Contract Line Item Schedule to which the activity belongs. An activity shall not contain more than one CLIN Item Code. CLIN Item code all activities, even when an activity is not cost loaded. Should be keyed (equal) to the PDT s CLIN numbering system. Code all activities (forms the SOV for Payment) Code all RFP or RFI marker activities to the appropriate CLIN potentially affected Do not assign a GOVT RESP Code Value or cost value until an approved modification is issued. Not typically called out for NAVFAC contracts

37 Contract Change/RFP/REA Coding (MODF) Assign Activity code to any activity or sequence of activities added to the schedule as a result of a Contract Modification [or potential modifications], when approved by the Contracting Officer, with a Contract Changes/REA Code. Key all Code values to the Government's modification [or RFP] numbering system. An activity shall not have more than one Contract Changes/REA Code. Should be keyed (equal) to the PDT s Modification and RFP numbering system. Assign a MODF code value to every original contract award scope activity. Added appropriately coded marker and work activities for constructive or potential change having potential cost/schedule impact (see BIDI). Not typically called out for NAVFAC contracts.

38 Phase of Work Coding (PHAS) Assign Phase of Work Code to all activities based upon the phase of work in which the activity occurs. [design/construction] phases proposed by the Contractor to allow [groping] by fast track design and construction Packages separately defined performance periods Each activity shall be identified with a single project phase and have only one Phase of Work code. Code all activities Use to group design, procurement, construction, turnover, fast track design and construction element as proposed. Align with the AREA Code alternate grouping for design and construction team and the PDT.

39 Category of Work Coding (CATW) Assign Category of Work Code to all Activities based upon the category of work to which the activity belongs. Category of Work Code must include, but is not limited to: [see below]. Assign a Category of Work Code to each activity. Each activity shall have only one Category of Work Code. Code all activities; including but not limited to: Design, Design Submittals, Design Reviews, Review Conferences, Permits, Construction Submittals, Construction Submittal approvals, Acceptance, Procurement, Fabrication, Delivery, Weather Sensitive Installation, Non weather Sensitive Installation, Start up, and Test and Turnover. These code values in connection with RESP are used by the Government to help schedule their resources. Weather Sensitive and Non sensitive helpful to align activities with a weather based calendar. Not required for NAVFAC

40 Feature of Work Coding (FOWx) Assign a Definable Feature of Work Code to appropriate activities based on the definable feature of work to which the activity belongs. Definable Feature of Work is defined in Specification Section QUALITY CONTROL. Code appropriate deliverable activities of value to the Government. Must align with the FOW as defined in the Quality Control Plan (Typically in line with the Submittal Register which is often based on the CSI Format 2004.) NAVFAC: Work Item Code instead of FOWx QCS/RMS: P6 use FOW and limit the code value description to 30 characters. P3 and MS Project use FOW1, FOW2, FOW3 and enter values up to 10 characters for each.

41 Nest Session Section 3.11 Transfer of Schedule Data into RMS/QCS How to Cost Load a schedule for USACE s QCS/RMS OR Understanding the SDEF

42 Coming Next Year Section 3.4 Project Schedule Submissions Section 3.5 Submission Requirements Section 3.6 Periodic Schedule Update Meeting Section 3.7 Request for Time Extensions Section 3.8 Directed Changes Section 3.9 Weekly Progress Meetings

43 Thank you Q & A