text: ITEM 639.1022 01 – CPM (CRITICAL PATH METHOD) PROGRESS SCHEDULE - Type 2 DESCRIPTION This work shall consist of preparing, maintaining and submitting a Progress Schedule using the Critical Path Method on Primavera P6 software, or newer release, which demonstrates complete fulfillment of all work shown in the contract documents. All work to prepare, and maintain the CPM Progress Schedule shall be performed using the scheduling software application provided by the Department on network servers and accessed through the Internet with Department provided user accounts. The Contractor shall regularly revise and update the Progress Schedule, and use it in planning, coordinating, and performing all work. Schedule activities shall accurately depict the entire scope of work to be performed to complete the project including, but not limited to, all work to be performed by the Contractor, subcontractors, fabricators, suppliers, consultants, the Department, and others, contributing to the project. DEFINITIONS Activity - A discrete, identifiable task or event that usually has an expected duration, has a definable Start Date and/or Finish Date, and can be used to plan, schedule, and monitor a project. Activity, Controlling - The first incomplete activity on the critical path. Activity, Critical - An activity on the critical path. Actual Start date- At the activity level, the Actual Start date represents the point in time that meaningful work actually started on an activity. Actual Finish date - At the activity level, the Actual Finish date represents the point in time that work actually ended on an activity (Note: in some applications areas, the activity is considered "finished" when work is "substantially complete."); at the project level, the Actual Finish date represents the point in time that the Contractor completes all work on the project and it is accepted by the Engineer. Backward Pass – Calculation of the late start and late finish dates for each activity, based on the start or finish dates of successor activities as well as the duration of the activity itself. Also known as the second pass. Baseline Progress Schedule @ Award- The Progress Schedule submitted by the Contractor and accepted by the Department that shows the plan to complete the construction contract work. The Baseline Progress Schedule @ Award represents the Contractor's plan at the time of contract Award for completing the Project. Bid Date – The date the contract is let and there is an announcement by the Department of an apparent low bidder. Completion Date, Contract - The date specified in the Contract for completion of the project or a revised date resulting from properly executed time extensions. Completion Date, Scheduled - The date forecasted by the Progress Schedule for the completion of the Project. Constraint - A schedule restriction imposed on the Start or Finish date(s) of an activity that modifies or overrides an activity's relationships. Progress Schedule Delay - An event, action, or other factor that delays the critical path of the Progress Schedule and extends the time needed for completion of the construction project. Page 1 of 29 11/12/2009 ITEM 639.1022 01 – CPM (CRITICAL PATH METHOD) PROGRESS SCHEDULE - Type 2 Contemporaneous Period Analysis Method – A technique for evaluating schedule delays or time savings. The analysis period for the purpose of these provisions shall be the period covered in each regular progress update to the schedule, as they coincide with contract payments to the Contractor. Contractor Owned Float Activity – The activity that documents time saved on the critical path by actions of the Contractor. It is the last activity prior to the contract Completion Date milestone activity. Contractor Start Work date – The actual date the Contractor starts field work of a contract pay item, which is entered as a Start milestone activity in the schedule. Contractually no work may start until after the contract is awarded by the Office of State Comptroller, and the Contractor has received a Notice to Proceed from the Contract Management Bureau. Should the Contractor choose to show activities in the schedule that reflects their plan of work prior to the contract award, the Department does not incur any liability and such work being performed between the bid date and the contract award date shall be considered at risk work. Critical Path – In the Progress Schedule the critical activities shall be those activities being on the longest path. In a project network diagram, the series of activities which determines the earliest completion of the project. The critical path will generally change from time to time as activities are completed ahead of or behind schedule. Critical Path Method (CPM) – A network analysis technique used to predict project duration by analyzing which sequence of activities (which path) has the least amount of scheduling flexibility (the least amount of float). A scheduling technique utilizing 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. Early dates are calculated by means of a forward pass using a specified start date. Late dates are calculated by means of a backward pass starting from a specified completion date (usually the forward pass's calculated project early finish date). Data Date – The date entered in the Project Details, in the Dates tab, which is used as the starting point to calculate the schedule. For the Baseline Progress Schedule @ Award submission the Data Date shall be the contract Award Date; for Monthly Progress Schedule submissions, the Data Date shall be the date up to which the Contractor is reporting progress (generally the last working day for the corresponding contract payment period, and for Weekly Status Reports the Data Date shall be the Saturday of that week). If the Contractor submits a Baseline Progress Schedule @ Bid submission, the Data date shall be the date of the schedule submission to the Engineer and not prior to the bid date. Everything occurring earlier than the data date is "as-built" and everything on or after the data date is "planned." Deliverable – Any measurable, tangible, verifiable outcome, result, or item that must be produced to complete a project or part of a project. Often used more narrowly in reference to an external deliverable, which is a deliverable that is subject to approval by the Department. Duration, Original - The original estimated number of working days (not including holidays or other non- working periods) in which the work task associated with the activity is expected to be performed. (The number of calendar days may be different based on the calendar assigned to the activity.) For certain activities such as concrete curing, or others approved by the Engineer, the calendar shall reflect no non-working days. Duration, Remaining - The estimated time, expressed in working days (not including holidays or other non- working periods), needed to complete an activity that has started but has not finished. Early Dates – The earliest date an activity can start or finish based upon logic and durations. Calculated by the software application when scheduling the project. Page 2 of 29 11/12/2009 ITEM 639.1022 01 – CPM (CRITICAL PATH METHOD) PROGRESS SCHEDULE - Type 2 Early Completion Date(s) - A progress schedule shall be considered to have an early completion date when the schedule submitted by the Contractor indicates an anticipated completion date(s) that is/are earlier than the specified contract milestone date(s), which includes: (i) the Scheduled Completion Date appearing as the "Finish" date in the Project Details, in the Dates tab, is earlier than the current contract Completion Date as of the Data Date of the progress Schedule. (ii) the Finish Date of any interim Milestone activity, that describes an item of work in the contract with a required completion date, is earlier than the date specified in the contract as of the Data Date of the progress Schedule. This includes, but is not limited to, B-Clock activities, activities subject to Incentive/Disincentive provisions, activities subject to specific Liquidated Damages provisions, and Lane Rental activities. Enterprise Project Management Database (EPMD) – The Department's database of construction project Progress Schedules. Final Baseline Progress Schedule @ Award - The original plan against which the Contractor's progress is measured. The Final Baseline Progress Schedule @ Award represents the original plan at the award of the contract, of what is expected to happen. Once the Final Baseline Progress Schedule @ Award is accepted by the Engineer it is saved and used as a basis to compare against Progress Schedules Updates. Float Suppression - Utilization of zero free float constraints which allows an activity to start as late as possible by using all its' available free float. This technique allows activities to appear more critical than if the activity's total float was based on early dates. Assigning zero free float prevents true sharing of total float between Department and the Contractor. Examples of float suppression techniques include preferential sequencing (arranging the critical path through activities more susceptible to State caused delay), extending activities durations, incorporating several activities that actually require a half day or less of effort with Finish to Start relationships but showing each as full day durations where one activity would be appropriate, manipulating calendars, or any other such methodology. Float, Free - The amount an activity can slip without delaying the immediate successor activities. Free Float is the property of an activity and not the network path. Float, Total - The amount of time an activity (or chain of activities) can be delayed from its early start without delaying the contract completion date. Float is a mathematical calculation and can change as the project progresses and changes are made to the project plan. Total Float is calculated and reported for each activity in a network, however, Total Float is an attribute of a network path and not associated with any one specific activity along that path. Fragnet – A subdivision of a project network diagram usually representing some portion of the project. Global data – Data classified by Primavera software as Global, including Project Codes, Global Activity Codes, Global Calendars, Resource Calendars, Global Filters, Resources, Global Reports, User Defined Fields and Unit of Measure. Global Activity Codes are used to organize project activities across the enterprise project structure according to specific categories, such as the Code Value STG1 for Stage 1 under the Global Activity Code STAGE. Whereas Project Activity Codes are used to organize project activities for a specific project only. Initial Baseline Progress Schedule – The Contractor's schedule prior to submittal to the Engineer of the Baseline Progress Schedule @ Award, that reflects the Contractor's plan to perform work during the time period while the full Baseline Progress Schedule is being developed, reviewed and accepted. Page 3 of 29 11/12/2009 ITEM 639.1022 01 – CPM (CRITICAL PATH METHOD) PROGRESS SCHEDULE - Type 2 Key Plans - Key Plans are graphic representations made by the Contractor's project Scheduler on paper copies of the appropriate contract plan sheets that reflect the Contractor's planned breakdown of the project for scheduling purposes to efficiently communicate the Contractor's activity coding scheme to State scheduling staff. The key plans prepared by the Contractor shall clearly define the boundaries of the work for each designated Area, the operations contained in various Stages of work, and work in the Work Zone Traffic Control (WZTC) Phases. The alphanumeric codes on the key plans shall match the code values for the activity code "Area", "Stage", and "WZTC Phase" in the Progress Schedule. Late Dates – "Drop dead dates". The latest an activity can start or finish without delaying the day of completion. Calculated by the computer during the backward pass. Longest Path - The sequence of activities through the Progress Schedule network that establishes the Scheduled Completion Date Look-Ahead Schedule – Commonly a one or two week time segment generated from the accepted Progress Schedule that forecasts the work planned for the one or two week period following the Data Date, and includes any major materials to be delivered and any lane closings or anticipated shifts in WZTC. Milestone – An activity with zero duration that typically represents a significant event, usually the beginning and end of the project, milestones set forth in the contract proposal, construction stages, a major work package, or the contract interim time-related clauses. Narrative Report - A descriptive report submitted with each Progress Schedule. The required contents of this report are set forth in this specification. Open End - The condition that exists when an activity has either no predecessor or no successor, or when an activity's only predecessor relationship is a finish-to-finish relationship or only successor relationship is a start-to-start relationship. Predecessor - An activity that is defined by Schedule logic to precede another activity. A predecessor may control the Start Date or Finish Date of its successor. Progress Schedule – A general Primavera P6 Schedule as defined by this Specification. Progress Schedule Update – Changes to the Progress Schedule that reflect the status of activities that have commenced or have been completed, including the following items: (a) Actual Start date and or Actual Finish date as appropriate; (b) Remaining Duration for activities commenced and not complete; and (c) Suspend or Resume dates for activities commenced and not complete. Progress Schedule Revision – Revisions to the Progress Schedule ensure it accurately reflects the current means and methods of how the project is anticipated to progress, including modifications made to any of the following items: (a) changes in logic connections between activities; (b) changes in constraints; (c) changes to activity descriptions; (d) activity additions or deletions; (e) changes in activity code assignments; (f) changes in activity resource assignments; and (g) changes in calendar assignments. Project Scheduler – The person that is responsible for developing and maintaining the Progress Schedule. Projects Planned Start Date – The date entered in the Project Details, in the Dates tab, that reflects the Contractor's planned start of work (based on contract requirements, and reasonable expectation for a Notice to Proceed) at the time the bid was submitted to the Department. Page 4 of 29 11/12/2009 ITEM 639.1022 01 – CPM (CRITICAL PATH METHOD) PROGRESS SCHEDULE - Type 2 Projects Must Finish By Date – A date constraint entered in the Project Details, in the Dates tab, that reflects the Contract Completion Date set in the Contract Documents or through a formal contract extension of time. Recovery Schedule – A schedule depicting the plan for recovery of significant time lost on the project. This separate CPM schedule submission shall provide the resolution and include appropriate changes in network logic, calendar adjustments, or resource assignments. Relationships - The interdependence among activities. Relationships link an activity to its predecessors and successors. Relationships are defined as: Finish to Start - The successor activity can start only when the current activity finishes. Finish to Finish – The finish of the successor activity depends on the finish of the current activity. Start to Start – The start of the successor activity depends on the start of the current activity. Start to Finish – The successor activity cannot finish until the current activity starts. Resources, Contract Pay Item – Contract Pay Item resources shall be identified as a Material resource type. When required, Contract Pay Item resources are developed for each Pay Item in the contract, with the Resource ID matching the contract Pay Item and the Resource Name matching the description of the contract Pay Item. Resources, Equipment – Equipment resources shall be identified as a Nonlabor resource type. A unique identifier shall be used in the Resource Name or Resource Notes to distinguish this piece of equipment from a similar make and model of equipment used on the project. Resources, Labor – Labor resources shall be identified as a Labor resource type. Labor Resources shall identify resources that encompass direct labor at the Crew level. Scheduling/Leveling Report – The report generated by the software application when a user "Schedules" the project. It documents the settings used when scheduling the project, along with project statistics, errors/warnings, scheduling/leveling results, exceptions, etc. State Business Days – Monday through Friday, with the exception of State Holidays. State Owned Float Activity – The activity that documents time saved on the critical path by actions of the State. It is the last activity prior to the Completion Date activity and any Contractor Owned Float activity. Substantial Completion - the day, determined by the Engineer, when all of the following have occurred: 1. The public (including vehicles and pedestrians) has full and unrestricted use and benefit of the facilities both from the operational and safety standpoint, and 2. All safety features are installed and fully functional, including, but not limited to, illumination, signing, striping, barrier, guard rail, impact attenuators, delineators, and all other safety appurtenances, and 3. Only minor incidental work, replacement of temporary substitute facilities or correction or repair remains for the Physical Completion of the Contract, and 4. The Contractor and Engineer mutually agree that all work remaining will be performed without lane closures, trail/sidewalk closures, or further delays, disruption, or impediment to the public. Successor - An activity that is defined by Schedule logic to succeed another activity. The Start Date or Finish Date of a successor may be controlled by its predecessor. Page 5 of 29 11/12/2009 ITEM 639.1022 01 – CPM (CRITICAL PATH METHOD) PROGRESS SCHEDULE - Type 2 Time Impact Analysis - A technique to demonstrate the comparison of a time impact of a Progress Schedule revision prior to a change in the Contract work, against the current accepted Progress Schedule. Also known as a "What-If" analysis. Weekly Status Report – The report generated weekly from the updated Progress Schedule in an electronic Adobe Acrobat PDF format that reflects a Data Date for that Progress Schedule Update period. The report shall be formatted to fit ANSI Size D paper (610 mm x 914 mm) (24 inch x 36 inch), listing all work activities from the data date to contract completion, using the NYSDOT Status Report Layout, sorted by Early Start Date, Total Float in increasing order, showing the Activity ID, Activity Description, Original Duration, Remaining Duration, Total Float, Early Start date, Early Finish date, Start date, Finish date and Calendar ID. Work Breakdown Structure (WBS) - A deliverable-oriented grouping of project elements, which organizes and defines the total scope of the project. Each descending level represents an increasingly detailed definition of project components or work packages. Work Package - A deliverable at the lowest level of the work breakdown structure. A work package contains activities. Working Day - A Working Day is a calendar day scheduled for active prosecution of the work. CONSTRUCTION DETAILS A. Project Scheduler: The Contractor shall designate an individual, entitled the Project Scheduler, who will develop and maintain the construction progress schedule. The Project Scheduler shall be present at the Preconstruction Schedule Meeting, prepared to discuss, in detail, the proposed sequence of work and methods of operation, and how that information will be communicated through the Progress Schedule. The Project Scheduler shall attend all meetings, or receive meeting minutes that outline schedule related issues of those meetings, which may affect the CPM schedule, including but not limited to those between the Contractor and their Subcontractors and between the Contractor and the Department. The Project Scheduler shall be knowledgeable of the status of all aspects of the work throughout the length of the Contract, including but not limited to: original contract work, additional work, new work, and changed conditions of work. B. Scheduling Software: The State will provide Primavera P6 software, or newer release, and computer system for use by the Engineer to review the schedules submitted by the Contractor. The Department has installed Primavera P6 software, or newer release, on internet accessible servers for use by the Department's construction inspection staff. Appropriate Department personnel, Consultants, and Contractors will also have access to these schedules on the Department's Enterprise Project Management Database (EPMD). The Department will determine the location to store the project schedule files on the EPMD, and will provide the Contractor the naming convention for all progress schedule submissions. The Contractor shall submit Request for Access Forms to the Regional Construction Engineer for each proposed Primavera user to obtain the User ID's and Passwords for access to software and data on the Department's network servers. The form can be downloaded from the following web page https://www.nysdot.gov/main/business-center/contractors/construction-division/primavera, or can be provided by the Department's Construction Supervisor. These forms may submitted any time following the contract letting date and announcement by the Department that the Contractor is the apparent low bidder. The Department will process these requests and should generally provide the User ID's and Passwords within two weeks of receipt by the Regional Construction Engineer. Upon approval and authorization by the Regional Construction Engineer, required User ID's and passwords will be provided to the Contractor (for the Project Page 6 of 29 11/12/2009 ITEM 639.1022 01 – CPM (CRITICAL PATH METHOD) PROGRESS SCHEDULE - Type 2 Scheduler plus one other person) to obtain secure Internet access to the Primavera software and project schedule data. If the Contract is not awarded to this Contractor, the Contractor's access to this project will be removed. Department provided User Id's and Passwords are assigned to specific individuals and shall not be shared with any other users. The Department will provide the Contractor either a Preliminary Construction Schedule or a project schedule template for the Contractor's use in developing their CPM Progress Schedule. The Contractor shall develop, update, and revise the Progress Schedules using Primavera P6 software that has been loaded on the Department's network servers and the Contractor shall store all Progress Schedule files on the Department's network servers. The Department will generally not "Import" or accept Progress Schedule files from any other computer system. However, the Department may consider a request to Import a Baseline Progress Schedule developed by the Contractor prior to the contract Letting Date using Primavera P6 that meets the requirements of this specification, if the request is made by the apparent low bidder to the Department within two weeks of the Letting Date with a copy of the file attached. The schedule file shall not contain any User Defined fields, all Calendars assigned to activities must be project level Calendars not Global or Resource Calendars, all Activity Codes shall be project level and not Global or EPS level Activity Codes, no Resources shall be assigned to activities, and no Project Codes shall be assigned. Access rights within the Primavera network solution will be created and maintained by the Department. As this software is an enterprise application, the Department will be the sole entity to modify the EPS structure, the OBS Structure, Project Codes, Global Activity Codes, Global Calendars, User Defined Fields, Security Profiles, Admin Categories, and Admin Preferences. TABLE 1 – Schedule Filename convention Progress Schedules 1st Version 2nd Version 3rd Version Initial Baseline Progress Schedule D26####-1IB D26####-2IB D26####-3IB Baseline Progress Schedule @ Award D26####-1BPS D26####-2BPS D26####-3BPS Final Baseline Progress Schedule @ Award D26####-1FB D26####-2FB D26####-3FB Month #1 Progress Schedule Submission D26####-1SU1 D26####-2SU1 D26####-3SU1 Month #2 Progress Schedule Submission D26####-1SU2 D26####-2SU2 D26####-3SU2 As-Built Progress Schedule (Last Progress Schedule) D26####-1AB D26####-2AB D26####-3AB 1st Time Impact Analysis D26####-1TIA1 D26####-2TIA1 D26####-3TIA1 1st Recovery Schedule D26####-1RS1 D26####-2RS1 D26####-3RS1 Primavera software and schedule data on the Department's EPMD will generally be available for the Contractor's use at all times unless system maintenance (i.e. backups, upgrades, etc) is being performed. System maintenance will generally be conducted over short time periods between the hours of 10 PM – 6AM, Monday - Friday and on weekends. The Department does perform regular backup of data contained in the EPMD, and will make every effort to restore the latest historical copy of schedule submissions in the event of any data failure of the EPMD. The Contractor shall also be responsible for exporting copies of project progress schedules, recovery schedules, TIA schedules, after data modifications have been made as their backup of these submissions. In the event a Contractor's authorized user cannot access the software from 6AM to 10PM Monday through Friday, the Contractor shall provide written notification to the Engineer. Project schedules are developed from the Contractor's knowledge of the project, and the means and methods represented in those schedules are based on the Contractor's understanding of the contract documents, and the Contractor's past experience, which are unique to the Contractor. Schedule activity data and logic are therefore the intellectual property of the Contractor and will not be made available to other Contractors. All other schedule data, and all Enterprise data residing on the network servers, are the sole property of the Department. Page 7 of 29 11/12/2009 ITEM 639.1022 01 – CPM (CRITICAL PATH METHOD) PROGRESS SCHEDULE - Type 2 C. Preconstruction Schedule Meeting: The Contractor shall contact the Regional Construction Engineer after notification they are the apparent low bidder, but no later than two (2) State Business Days following the notice of contract award to schedule a Preconstruction Schedule Meeting. The purpose of this meeting will be to discuss all essential matters pertaining to the satisfactory scheduling of project activities, and to resolve any known questions regarding interpretation of the contract requirements for this work. The Project Scheduler shall be prepared to discuss the following: 1. The proposed hierarchal Work Breakdown Structure (WBS) for the Progress Schedules. The Project Scheduler shall provide a paper copy at the meeting. 2. The proposed project calendars. 3. The proposed project activity codes, and various code values for each activity code. The Project Scheduler shall provide a paper copy at the meeting. 4. Specifics of any contract Time-Related Clauses (A+B Bidding, Incentive/Disincentive, Liquidated Damages, Lane Rental, etc.); 5. The Contractor's schedule methodology to be employed, proposed work sequence and any proposed deviations from the contract plans with respect to Staging or Work Zone Traffic Control phasing. 6. The Key Plans shall be provided at the meeting. 7. The factors that the Contractor determines to control the completion of the project and any milestone activity completion dates contained therein. 8. The Project Scheduler shall provide an outline for the content of the Narrative report for future Progress Schedule submissions. 9. Schedule submission protocol for Final Baseline Progress Schedule @ Award and Monthly Progress Schedule submissions. The Engineer will be available to answer questions regarding scheduling, including: the availability of Department supplied electronic file(s) containing sample project schedule information, sample progress schedule narratives, Special Notes for CPM Scheduling, and required standard format for CPM Progress Schedules for contract work. The Contractor shall schedule meetings as necessary with the Engineer to discuss schedule development and resolve schedule issues, until the Final Baseline Progress Schedule @ Award is accepted by the Engineer. The Contractor is encouraged, but not required, to submit an Initial Baseline Progress Schedule that demonstrates a sample of how the Project Scheduler's proposed alphanumeric coding structure and the activity identification system for labeling work activities in the CPM progress schedule will conform to the detailed requirements of this specification. The review and comment by the Engineer of the sample schedule should assist the Project Scheduler in assuring the first submittal of the Baseline Progress Schedule @ Award will be in general conformance with the requirements of the specification and other contract requirements, and that major rework of the Baseline Progress Schedule @ Award will not be required. This submission shall reflect the Contractor's anticipated plan to complete the contract work in accordance with the contract documents, as envisioned by the Contractor at the time of contract bid. This submittal may be made anytime following notice to the Contractor that they are the anticipated low bidder on the contract. Critical items for this review should include but are not limited to: the proposed WBS for subsequent progress schedules; the proposed project Calendars; project Planned Start date; project Must Finish By date; major milestone activities (i.e. - Award, Notice to Proceed, Contract Completion); and between fifty to one hundred summary activities for the major work deliverables of the contract (i.e. - pave EB from STA x to STA y, construct roundabout 1, construct bridge xyz, etc) that have assigned Activity Ids, Activity Descriptions, Activity Durations, Predecessors, Successors, and Activity Relationships. These summary activities will be broken down into, or supplemented with, individual work activities for the baseline submission. If any Crew resources are included, the composition of the staffing (the number and titles of the various staff) shall be Page 8 of 29 11/12/2009 ITEM 639.1022 01 – CPM (CRITICAL PATH METHOD) PROGRESS SCHEDULE - Type 2 listed in the Notes tab of the Crew resource, and the composition of the crews shall be included in the narrative. To the extent practicable, the Initial Baseline Progress Schedule should include administrative and procurement activities to be accomplished during the contract; planned submittal, review, and approval dates for shop drawings, working drawings, fabrication drawings, and contractor supplied plans, procedures, and specifications. If the Contractor proposes deviations to the construction staging or Work Zone Traffic Control Plans shown on the contract documents, then the Contractor must present a second Baseline Progress Schedule submission that reflects these proposed changes. Any submission of a Initial Baseline Progress Schedule should be accompanied by a written Narrative that provides details of the Calendar assignments of working days versus non-working days, outlines the sequence of planned operations to complete the project work, and provides the proposed Activity Codes and Code values to be assigned to activities in future submissions of project progress schedules. The Engineer will review the logic diagram, coding structure, activity identification system, and Narrative; and provide comments for required changes by the Project Scheduler for implementation in the submission of the Baseline Progress Schedule @ Award. The Engineer will provide written comments on major deficiencies within five (5) State Business Days of receipt. The Department reviews Initial Baseline Progress Schedules solely for format, and will not consider any submission of an Initial Baseline Progress Schedule for approval as an Early Completion Schedule. The Contractor shall schedule meetings as necessary with the Engineer to discuss schedule development and resolve schedule issues, until the Baseline Progress Schedule at Award is accepted by the Engineer. D. Progress Schedule: 1. General In addition to the attributes of the Progress Schedule provisions as set forth in §108-01, the Contractor shall prepare, furnish, and maintain a computer-generated Progress Schedule using the Critical Path Method (CPM) utilizing Primavera scheduling software on the Department's network servers. The CPM Progress Schedule shall be prepared based on the principles defined by the latest issue of the Construction Planning & Scheduling Manual published by the Associated General Contractors of America, except where superseded by the contract documents such as the CPM Special Notes and this specification. The Contractor and the Department shall use the Progress Schedule to manage the work, including but not limited to the activities of subcontractors, fabricators, the Department, other involved State agencies and authorities, other entities such as utilities and municipalities, and all other relevant parties involved with the project. No work other than installation of the Engineer's Field Office, mobilization, procurement and administrative activities, installation of construction signs, installation of erosion and pollution protection, clearing and grubbing, field measurements, and survey and stakeout will be permitted to start until the Baseline Progress Schedule @ Award has been submitted to the Engineer, and the Engineer determines there are no deficiencies consistent with those identified in paragraph E.1. The Contractor will be the sole entity allowed to physically modify the following data within the progress schedule: activity IDs; activity descriptions; activity durations; relationships between activities; successors and predecessors, actual start and actual finish dates of activities; planned start and planned finish dates of Page 9 of 29 11/12/2009 ITEM 639.1022 01 – CPM (CRITICAL PATH METHOD) PROGRESS SCHEDULE - Type 2 activities; and activity resources (with the exception that activities assigned resources labeled to reflect Department personnel may be changed to reflect specific individuals, or job roles, within the Department). The Department may modify certain data associated with the progress schedule to ensure conformance to the Department's Enterprise Project Management standard schedule format. This means that the Department may: create additional layouts, filters and reports; create and edit additional user defined custom data fields; assign Project Codes; add and assign additional project Activity Codes; add and assign additional Cost Account Codes; add and assign additional Resource Codes; enter data in Notebook tabs; modify calendar ID's (although not the calendar itself); etc; that do not alter the established activities or schedule logic of the Contractor. The Engineer shall communicate to the Project Scheduler the types and scope of changes planned to be made to the progress schedules prior to the implementation of those changes. The Contractor shall not delete or modify any schedule data entered by the Department without prior approval by the Engineer. The schedule data added by the Department shall be incorporated into future schedule submissions of the Contractor. The Contractor shall develop the Progress Schedule using, to the maximum extent practicable, the Global Activity Codes (DOT GLOBAL) and Resources (NYSDOT Pay Item Resources) identified in the Department's Primavera enterprise solution. Any schedule "Layouts", "Filters" and "Report" formats that the Contractor develops for the various Progress Schedules submissions to the Engineer shall be saved and made available to all other users of the project schedule with a name that includes the contract D#. The Department may make copies of the progress schedules to perform what-if type analysis, which may involve any type of modification to those copies of the schedules. The purpose of the Progress Schedule shall be to: ● ensure adequate planning and staffing during execution of the work by the parties to the contract; ● ensure communication and coordination of activities among all affected parties; ● assist the Contractor and the Department in monitoring the progress of the work, and evaluating proposed changes to the contract and/or requests for additional time to project completion; ● establish a standard methodology for time adjustment analysis based on the principles of the Critical Path Method of scheduling, for use in time-related dispute resolution; ● determine appropriate extensions or reductions of Contract Time. In scheduling and executing the work, the Contractor shall: a) Sequence the work commensurate with the Contractor's abilities, resources and the contract documents. The scheduling of activities is the responsibility of the Contractor. b) Ensure that Progress Schedules prepared by the Project Scheduler for submission to the Department are in compliance with the Contract. The intent should be that Schedule submissions and accompanying Narratives are timely, complete, accurate, and in compliance with the Contract. c) Communicate all Contract changes, and decisions or actions taken by the Contractor and all subcontractors, fabricators, etc, that effect the Progress Schedule to the Project Scheduler in a timely manner to allow appropriate development, maintenance, and update of the Progress Schedule. d) Include all work contained in the Contract and all work directed in writing by the Engineer. Work activities directed by the Engineer to be added to the Contract shall be included in the next Monthly Progress Schedule submission. e) Assure that Progress Schedule Updates reflect the actual dates that work activities started and completed in the field. f) Break a schedule activity into multiple activities to reflect a discontinuity in the work if a work activity is suspended in the field and restarted at a later date, and the break between when the work was suspended to when it was resumed is significant compared to the original activity duration. Page 10 of 29 11/12/2009 ITEM 639.1022 01 – CPM (CRITICAL PATH METHOD) PROGRESS SCHEDULE - Type 2 g) Ensure the Progress Schedule contains all work constraints and Milestones defined in the Contract. h) Schedule the work using such procedures and staging or phasing as required by the Contract. Work designated as part of separate stages may be performed concurrently with other stages where allowed by the Contract or where approved by the Department. Failure by the Contractor to include any element of work required by the Contract in the accepted progress schedule does not relieve the Contractor from its responsibility to perform such work. Errors or omissions on schedules shall not relieve the Contractor from finishing all work within the time limit specified for completion of the contract. 2. Baseline Progress Schedule @ Award a) The Contractor shall ensure the schedule accurately reflects the proposed approach to accomplish the work outlined in the Contract documents and conforms to all requirements of this specification. b) The schedule shall define a complete logical plan that can realistically be accomplished, to execute the work defined in the Contract. c) The schedule shall comply with the work constraints and milestones defined in the Contract as well as all other contractual terms and conditions. The schedule shall be consistent in all respects with the specific interim Time-Related Contract Provisions, and any order of work requirements of the contract documents. The schedule shall meet all interim milestone dates and shall not extend beyond the contract completion date. This submission shall reflect the Contractor's plan at the time of contract award, and prior to the start of any work. No negative float is allowed in the Baseline Progress Schedule @ Award submission. d) Detailed Schedule Requirements - As a minimum, the Contractor shall address the following in the Baseline Progress Schedule: i) Defining Project details and defaults – Within the Dates tab, the "Planned Start" shall be either the Letting Date or the contract Award Date, the "Data Date" shall be the date of Contract Award, the "Must Finish By" date shall be the contract Completion Date. Within the Settings tab, define the Critical Activities as the "Longest Path". The Project Scheduler role does not have security privileges to change this data in the project Details tab, so requests for changes to this data needs to be forwarded to the email@example.com; include in your request the contract Dnumber and the ProjectID. ii) Sufficient activities shall be included to assure that there is adequate planning for the entire project. The appropriate number of activities will be largely dependent upon the nature, size, and complexity of the project. In addition to all site construction activities, network activities shall include: activities necessary to depict the procurement/submittal process including shop drawings and sample submittals; the fabrication and delivery of key and long-lead procurement elements; testing of materials, plants, and equipment; settlement or surcharge periods activities; sampling and testing period activities; cure periods; activities related to temporary structures or systems; activities assigned to subcontractors, fabricators, or suppliers; erection and removal of falsework and shoring; major traffic stage switches; activities assigned to the Department and other involved State agencies and authorities, including final inspection; activities to perform punch list work; and activities assigned to other entities such as utilities, municipalities, County government/agencies, and other adjacent contractors. The schedule shall indicate intended submittal dates, and depict the review and approval periods as defined in the Contract Documents for Department review. The following activities shall be incorporated into the Progress Schedule: Page 11 of 29 11/12/2009 ITEM 639.1022 01 – CPM (CRITICAL PATH METHOD) PROGRESS SCHEDULE - Type 2 Activity Duration (Min) Follows Logic Responsibility Activity Description ID Tie 00001 Contract Letting Date 0 - Start Milestone ---- SS NYSDOT 00005 Preconstruction Schedule Meeting 1 Working Day 00001 SS NYSDOT 00010 Preconstruction Meeting 1 Working Day 00001 SS NYSDOT 00011 DMWBE Goals Submitted 00001 SS Contractor 00015 DMWBE Goals Approved 15 Working Days 000011 FS NYSDOT 00020 Contract Award Process 45 Calendar Days 00001 SS NYSDOT 00025 Contract Award Date 0 - Finish Milestone 00020 FF NYSDOT 00030 Submit Proof of Insurance 1 Working Day 00001 SS Contractor 00035 Notification to Proceed 1 Working Day 00025, 00030 FS NYSDOT 00040 Submit Safety & Health Plan 1 Working Day 00001 SS Contractor 00045 Approve Safety & Health Plan 20 Working Day 00040 FS NYSDOT 00050 Contractor Starts Contract Work 0 - Start Milestone 00035, 00045 FS Contractor 00055 Set Up Engineer's Field Office 00035 FS Contractor 00060 Prepare & Submit Baseline Progress See Note 1 00005 FS Contractor Schedule @ Award 00065 Review Baseline Progress Schedule See Note 2 00060 FS NYSDOT @ Award 00070 Accept Baseline Progress Schedule 1 Working Day (see 00065 FS NYSDOT @ Award Note 3) 00075 Mobilization 20 Working Days 00050 SS Contractor 00100 Field Work Begins 0 duration 00050, 00055, Contractor 00060 09000 Substantial Completion 0 duration See definition FS Contractor 09010 Other Agency Inspection 20 Working Days 09000 FS Others 09020 NYSDOT Inspection 20 Working Days 09000 FS NYSDOT 09030 Punchlist work 20 Working Days 09020 FS Contractor 09040 Demobilization 10 Working Days 09020 FS Contractor 09100 Project Acceptance by the Engineer 0 duration 09040 FS NYSDOT Note 1 – Use Timeframe required in Table 2 column 1 of specification for Item 639.1022 xx. Note 2 – Use Timeframe required in Table 2 column 2 of specification for Item 639.1022 xx. Note 3 – Acceptance Date should not exceed Timeframe from Notice of Award required in Table 2 column 3 of specification for Item 639.1022 xx. Page 12 of 29 11/12/2009 ITEM 639.1022 01 – CPM (CRITICAL PATH METHOD) PROGRESS SCHEDULE - Type 2 The Logic Tie shown shall be used as a relationship to the predecessor activities contained in the column named Follows. iii) Work Breakdown Structure (WBS) - A multi level hierarchal WBS shall be incorporated. The levels (nodes) shall include, but not be limited to: Level 1 - is the project level; Level 2 - shall have three nodes; Preconstruction Activities, Construction Activities, and Post Construction Activities; Level 3 - Preconstruction activities shall have two sub nodes; Submittals/Shop Drawing Activities, and Procurement /Fabrication Activities); - Construction activities shall be broken into nodes for various geographic "Areas" of work within the project limits; Level 4 - the Areas of work shall have sub nodes for the various Stages of work; Level 5 - the Stages of work shall have sub nodes for the various highway features: bridges, highway segments, interchanges, intersections/roundabouts, etc; Level 6 - the highway features should be broken into their components (a bridge into components such as Piles, Substructure, Superstructure), and a highway segment into components such as pavement, drainage, earthwork, lighting, traffic signals, etc. An example Work Breakdown Structure is shown below in Figure 1 FIGURE 1 Page 13 of 29 11/12/2009 ITEM 639.1022 01 – CPM (CRITICAL PATH METHOD) PROGRESS SCHEDULE - Type 2 iv) Activity ID - Include a unique identification number for each activity. Activity ID numbers shall not be changed, or reassigned. v) Activity Name - Clearly and uniquely define each activity name with a description of the work that is readily identifiable to inspection staff and the progress of each activity can be measured. Each Activity shall have a narrative description consisting at a minimum of a verb or work function (i.e. form, pour, excavate, etc), an object (i.e. slab, footing, wall, etc), and a location (i.e. STA, bridge or retaining wall number, street, etc). The work related to each Activity shall be limited to one Area of the contract, one Stage of the contract, one WZTC Phase of the contract, and one Responsible Party of the contract. vi) Milestone Activities - Include activities for all contract milestones that define significant contractual events such as Contract Award, Notice to Proceed, Contractor Start Work, Substantial Completion, Physical Completion, Contract Completion, and coordination points with outside entities such as utilities, State agencies, Authorities, municipalities, Time-Related Contract Provisions, etc. All milestone activities in the schedule shall be assigned the standard Global calendar named 'NYSDOT Milestone/Curing 365 Day / 8 hour", this calendar should also be assigned to any activities for concrete curing. • The Contract Award milestone shall have a primary constraint of "Finish On" and the date of Contract signature by the State Comptroller, • The Contract Completion milestone shall have a primary constraint of "Finish on or before" and the contract Completion Date. • The Contractor Start Work" Start milestone activity, that will eventually reflect the actual date the Contractor started work authorized under the contract. vii) Activity Durations – Define the Original Duration of each activity in units of whole work days, except for activities of less than one day duration which should be shown in units of tenths of a day. Except submittal/procurement activities, durations shall not exceed 15 work days unless approved by the Engineer. Durations for Department submittal reviews shall meet the requirements set forth in the contract documents. If requested by the Engineer, the Contractor shall justify the reasonableness of planned activity time durations. viii) Activity Relationships - Clearly assign predecessors and successors relationships to each activity, and assign appropriate logic ties between activities (Finish to Start, Start to Start, Finish to Finish, etc). Do not have any open ended activities, with the exception of the first activity and last activity in the schedule. An activity may only appear once as a predecessor or successor to another specific activity, but may be assigned as a predecessor or successor to many different activities. Do not include inappropriate logic ties with Milestone activities (i.e. – a finish milestone activity, and a predecessor assigned with a Finish to Start logic tie; or a start milestone, and a successor assigned with a Finish to Start logic tie). Lag time may not exceed 10 days. The Contractor shall not use negative Lag times. ix) The Contractor shall assign the "Contract Award Date" activity as a predecessor to all Review and Approval type activities to be performed by Department staff. x) Activity Constraint Dates – The Contractor shall not have any constrained activities, with the exception of contractual dates, unless the Engineer accepts such constraints in writing. Milestone activities shall be included for the Contract Award which shall have a primary constraint of "Finish On" and the date of contract signature by the State Comptroller, and for the Contract Completion which shall have a primary constraint of "Finish on or before" and the contract completion date indicated in the contract documents. Only contractual/owner-designated constraints are allowed unless specifically authorized by this specification or the Engineer. xi) Activity Dates – With the exception of contract Milestone dates, "Actual Start" and "Actual Finish" dates and "Planned Start" and "Planned Finish" dates, activity dates shall be calculated by the project scheduler tool within the Primavera software. No Actual Start or Actual Finish dates Page 14 of 29 11/12/2009 ITEM 639.1022 01 – CPM (CRITICAL PATH METHOD) PROGRESS SCHEDULE - Type 2 shall be entered in the Baseline Progress Schedule @ Award, with the exception of activities that were completed prior to the Contract Award. xii) Calendars - Use clearly defined calendars that account for expected seasonal weather conditions (including winter shutdown periods) and environmental permit requirements, for the planning and scheduling of activities. Do not incorporate an activity with a description of "Winter Shutdown" that requires constraints. Provide the working days per week, holidays, the number of shifts per day, and the number of hours per shift by using the Calendar modifier in the P6 software. Incorporate any seasonal restrictions to the work within calendars assigned to activities. ● Calendars related to specific resources (i.e., a specific person or piece of equipment) shall be established as Resource Calendars, with the Calendar name clearly identifying the resource. ● All other calendars developed by a Contractor shall be established as Project Calendars, with the calendar name including the contract D# and describing the function (i.e., D260000 - Asphalt Calendar, D260000 - Concrete Calendar, D260000 - Landscape Calendar, D260000 - Painting Calendar, D260000 – Contractor's 5 Day/8 Hour Workweek). All work activities of the Contractor shall be assigned to Project Calendars. ● Any Global calendars used in the progress schedule shall be those established by the Department. There are only two Global Calendars developed and maintained by the Department for use by Contractor's, they are the following: • NYSDOT Milestone/Curing 365 Day / 8 hour • State Business Days, 5 Day Work Week w/State Holidays, Field Changes desired for these calendars shall be forwarded to email@example.com, and if appropriate these changes will be performed by the Office of Construction system admin staff. This will be accomplished by making a copy of the existing Global calendar, then the new calendar will be renamed and modified as necessary. ● Activities for shop drawing reviews and other approvals by Department personnel shall be assigned the Department's standard Global – "State Business Day, 5 Day Work Week w/State Holidays, Field" Calendar that reflects all holidays observed by the State. xiii) Clearly define significant interaction points between the Contractor, the Department, and other entities including but not limited to: Federal, State and local agencies/authorities; and utilities. All activities of the Department, utility companies, adjacent contracts, and other entities that affect progress and influence any contract required dates including durations shall be shown in the schedule. This includes dates related to all Permits or Agreements. The schedule shall give special consideration to sensitive areas such as road closures and parklands and shall indicate any time frames when work is restricted in these sensitive areas as outlined in the permits issued by the regulatory agencies, and provided in the contract documents. xiv) Activity Resources – The Contractor will generally not be required to develop Labor resources, Equipment resources or Contract Pay Item resources in the Resource Dictionary, or assign them to schedule activities. The Contractor may be required by the Engineer to assign Labor and Equipment resources if submitting a Progress Schedule when contract milestone activities are projected to have Early Completion dates, as described in paragraph I of this specification. The Contractor will not be required to assign costs to resource assignments in the schedule. The Department will assume when reviewing the schedule that the Contractor's resources are unlimited; unless the Contractor either assigns equipment, labor and contract pay item resources to each activity in the schedule (and performs resource leveling), or indicates in the schedule narrative what resource limitations are present. If labor, equipment and contract pay item resources are not assigned to activities in the schedule, it shall be the Contractor's responsibility to assure the activity logic in the schedule properly reflects their resource limitations. If labor and equipment resources are not assigned to activities in the schedule, and the Contractor anticipates multiple crews for the same schedule activity, these resources shall be documented in Page 15 of 29 11/12/2009 ITEM 639.1022 01 – CPM (CRITICAL PATH METHOD) PROGRESS SCHEDULE - Type 2 the schedule narrative. As an activity can have only one responsible party, no activity shall involve multiple crews comprised of the Contractor and a subcontractor, or multiple subcontractors. xv) Activity Codes – The Contractor shall include a well-defined activity coding structure that allows project activities to be sorted and filtered. Activity Codes shall include, but not be limited to: Responsible Party; Stage; Area of Work; Type of Work; Subcontractor; and additionally as required by the Engineer to meet the needs of the specific contract work to facilitate the use and analysis of the schedule. ● No Global Activity Codes shall be incorporated in any progress schedule submission to the Engineer except those established by the Department. ● The Global activity codes established by the Department shall be used to the maximum extent practicable. The Contractor shall assign the appropriate activity code values to each activity in the progress schedule for the following Global Activity Codes that are in the Department's enterprise database: 1) RESPONSIBLE PARTY (DOT GLOBAL) 2) STAGE (DOT GLOBAL) 3) AREA (DOT GLOBAL) 4) TYPE OF WORK (DOT GLOBAL) 5) PAY ITEM (DOT GLOBAL) 6) CHANGED (ADDED/DELETED) WORK (DOT GLOBAL) 7) TIME Related Clauses (DOT GLOBAL) 8) DELAY (DOT GLOBAL) ● Additional Activity Codes developed for specific projects shall be established as Project Activity Codes. xvi) Activity Code Values – Each Activity Code shall be broken down into various Activity Code Values that are then assigned to activities. For example, the Activity Code "Stage" shall include a hierarchal arrangement of Activity Code Values as shown below in Figure 2: FIGURE 2 Page 16 of 29 11/12/2009 ITEM 639.1022 01 – CPM (CRITICAL PATH METHOD) PROGRESS SCHEDULE - Type 2 xvii) Activity Code Assignments - For each activity, within the activity details the Contractor shall assign Activity Code values to identify the "Responsible Party" (i.e. – Contractor, NYSDOT, Utility Co, Municipality) for the work to be performed (one and only one responsible party shall be assigned to each activity), the "Stage" of the contract for the work that will be performed, the "Area" where the work is to be performed, the "WZTC Phase", and the Type of Work (i.e. - Procurement, Paving, Embankment, Excavation, Electrical, Signing, etc). For activities included in work governed by time-related contract provisions, the appropriate "Time Related" activity code shall be utilized. For activities included in work added and/or changed within an Order- On-Contract, the appropriate "Added/Changed Work" code shall be utilized. For all work activities performed by the Contractor or subcontractors/fabricators/suppliers, "Contactor" shall be designated as the Responsible Party. If the Contractor wants a separate activity code to enable sorting the activities of subcontractors, fabricators, or suppliers a separate "Subcontractor" code shall be utilized. xviii) Interim Milestone Dates with Liquidated Damages and Special Time-Related Contract Provisions (i.e. – A+B Bidding, Incentive/Disincentive provisions, Lane Rental) – Each time- related contract provision in the contract shall be represented in the progress schedule by having a start and finish milestone, with appropriate predecessors and successors assigned to all schedule activities considered part of that time-related contract provision work including the start and finish milestone activities. In addition, the Start milestone for the time-related contract work shall have predecessors and/or date constraints assigned that include those defined in the contract documents, and the Finish milestone for the time-related contract work shall have successors and/or date constraints assigned that include those defined in the contract documents. All schedule activities associated with each specific time-related contract provision shall be assigned to a separate node within the project WBS and the WBS node description shall be labeled accordingly, in addition these activities shall be assigned the appropriate Time-Related Clauses (DOT GLOBAL) activity code value. A Level Of Effort activity shall be used for each time related contract provision (i.e - "Incentive 1 Duration" or "B Clock 1 Duration"), this activity shall have the Start Milestone as a predecessor with a SS relationship and the Finish Milestone as a successor with a FF relationship and the duration of this activity shall be calculated when the project is scheduled. xix) Narrative - Include a narrative in Microsoft Word and/or Adobe Acrobat format that describes: ● The Contractor's general approach to construct the Work outlined in the baseline schedule. Address the reasons for the sequencing of work and describe any resource limitations, potential conflicts, and other salient items that may affect the schedule and how they may be resolved. ● If not provided in the contract plans, or if modified by the Contractor, provide copies of the appropriate contract plan sheets marked up as Key Plans, to correlate values on the contract plans (for Area of Work, Stage of Work, and WZTC Phase) to the Contractor's planned breakdown of the project (ie- Activity Codes, Activity Descriptions) for scheduling purposes. ● The justification(s) for each activity with a duration exceeding 15 working days. ● The reason for any lags assigned to any activities. ● The justification(s) for Contractor imposed activity constraints proposed in the schedule. ● A list of calendars which have been used in the schedule, along with the general reason for their use. ● The project critical path and challenges that may arise associated with the critical path. ● Anticipated coordination issues related to work activities by other entities, that require additional information from or action by the Engineer. ● Appendix 1 to the narrative shall be the "Schedule Log" report created when the project was scheduled. Page 17 of 29 11/12/2009 ITEM 639.1022 01 – CPM (CRITICAL PATH METHOD) PROGRESS SCHEDULE - Type 2 ● Appendix 2 to the narrative shall be an electronic schedule plot (Adobe Acrobat format) using the Global Layout named "Baseline Schedule submission", with activities sorted by Start Date in ascending order, Grouping of activities by WBS, and only the "Longest Path" filter applied. This plot shall provide a clear critical path from the Data Date to the last activity in the schedule. xx) List of Submittals – The Contractor shall submit with the Progress Schedule a list of all Submittals (i.e. - Shop Drawings, required permits, Erection/Demolition plans, Heath and Safety Plan, etc.) generated from the Baseline Progress Schedule for review and approval by the Engineer. The Contractor shall use a Filter to limit the schedule activities shown in the report to only the prepare/submit, and review/approve activities related to submittals. For construction contracts that utilize Primavera Contract Manager, Shop Drawing submittal activities in the Progress Schedule shall be at the Submittal Package level. The report shall be in Adobe PDF format and transmitted to the Engineer by email. e) Schedule Submission i) Within the timeframe indicated in Table 2 column 1, submit one electronic copy of the Baseline Progress Schedule @ Award in a Critical Path Method (CPM) format for the Engineer's review and acceptance. T TABLE 2 (in State Business Days) hTimeframe from receipt of Timeframe for Timeframe from Notice of Award to Notice of Award to Submission T Engineer's acceptance by the Engineer not to exceed of complete Baseline Schedule. h Review (Column 3) e (Column 1) (Column 2) 10 10 40 ii) The Engineer will review the schedule and return it, accept it with comments, or reject it within the timeframes indicated in Table 2 column 2, following the date of receipt of the Contractor's submission. iii) If the schedule is returned with comments, the Contractor shall address all comments and revise the schedule as necessary. The Contractor shall complete the Final Baseline Progress Schedule @ Award and obtain the acceptance of the Engineer within the timeframe required in Table 2 column 3. iv) If the schedule is accepted by the Engineer without any comments, the Contractor shall copy the schedule and rename it for submission as the Final Baseline Progress Schedule @ Award. v) In no way does the Baseline Progress Schedule modify the contract documents. vi) The Contractor shall assign appropriate Activity Codes and provide custom Layouts, Filters, and/or report formats necessary to allow the Engineer to generate a report from the each Progress Schedule submission of all submittals required under the contract (i.e., shop drawings, required permits, erection/demolition plans, etc). The list shall show scheduled submission date, review date, and acceptance date for each submittal and identify the earliest activity affected by each of these submittals. This list shall be generated from each Progress Schedule submission until all such activities are completed. 3. Final Baseline Progress Schedule @ Award a) If the Baseline Progress Schedule @ Award is returned to the Contractor with comments, the Contractor shall make a copy of the schedule and rename it as the Final Baseline Progress Schedule @ Award with comments addressed and revisions made as necessary. The Contractor shall complete the Final Baseline Progress Schedule @ Award and obtain acceptance of the Engineer within the Page 18 of 29 11/12/2009 ITEM 639.1022 01 – CPM (CRITICAL PATH METHOD) PROGRESS SCHEDULE - Type 2 timeframe required in column 3 of Table 2, or within one week of the Contractor's receipt of the final comments by the Engineer, whichever is sooner. b) The Engineer shall review the schedule and return it, accepted or with comments, within 5 State Business days following the date of receipt of the Contractor's submission. c) The Final Baseline Progress Schedule @ Award must be "accepted" or "accepted as noted" by the Engineer prior to the Department evaluating any Contractor disputes associated with time impacts. This does not preclude the Contractor from submitting a dispute while the schedule is being reviewed for acceptance. 4. Monthly Progress Schedule Submissions. a) First Monthly Progress Schedule Submission – Within three State Business Days following acceptance of the Final Baseline Progress Schedule @ Award or the closing date for the first months contract payment period whichever is later, the Contractor shall perform a Progress Schedule Update to reflect the status of all activities where work was performed in the time period between the start of work and acceptance of the Final Baseline Progress Schedule @ Award. This shall include actual dates entered in the Actual Start and Actual Finish columns, and percentage of work complete for uncompleted activities, in addition the Contractor shall incorporate any Progress Schedule Revisions that reflect any changes in how future work activities are to be completed. b) Subsequent Monthly Progress Schedule Submissions - On a monthly basis, the Contractor shall submit a copy of the current Progress Schedule that includes all Progress Schedule Revisions and Progress Schedule Updates to reflect the actual and planned prosecution and progress of the contract work. Progress Schedule Updates shall reflect the status of activities that have commenced or have been completed, including the following items: (a) actual dates in activity Actual Start and Actual Finish columns as appropriate; (b) actual Remaining Duration for activities commenced and not complete; and (c) actual activity Suspend or Resume dates for activities commenced and not complete. Progress Schedule Revisions reflect modifications made to activities in the current project baseline schedule in any of the following items: (a) activity Original Duration; (b) changes in logic connections between activities; (c) changes in Constraints; (d) changes to Activity Descriptions; (e) activity additions or deletions; (f) changes in Activity Code assignments; (g) changes in activity Resource assignments; and (h) changes in Calendar assignments. All "Out of Sequence" activities noted in the scheduling log shall be corrected to reflect the current construction operations. When preparing a formal submission of the progress schedule, the Contractor shall make a copy of the current Progress Schedule and name it according to the file naming convention provided by the Department in Table 1. c) Additional Schedule Requirements - In addition to the schedule requirements detailed for the submission of the Baseline Progress Schedule @ Award, the following shall be provided by the Contractor: i) Data Date - the "Data Date" shall be the date the Project Scheduler last edits the schedule prior to submission to the Engineer (generally the last working day of the contract payment period). The Project Scheduler can modify the project's Data Date through the Schedule tool. ii) Activity Status - a. Durations – the Original Duration shall not be changed without prior written justification by the Contractor, and written approval by the EIC. The Contractor shall edit the Remaining Duration to reflect progress made on work activities, and shall not use Duration % . If a proposed change to Original Duration is due to additional or changed work to the contract the Contractor shall instead add an activity to reflect this additional work, and assign the appropriate Activity Code. b. Started and Finished dates – for each activity where work was started during the month, the Contractor shall enter the date the work Started. For each activity where work was completed during the month, the Contractor shall enter the date the work Finished. c. Suspended work – The first time that work has been suspended on a schedule activity, the Contractor shall enter the Suspend and Resume fields within the Project Details under the Page 19 of 29 11/12/2009 ITEM 639.1022 01 – CPM (CRITICAL PATH METHOD) PROGRESS SCHEDULE - Type 2 Status tab. For any subsequent suspensions of work to that activity the Contractor shall break that activity into two or more activities to accurately reflect the suspension and resumption of work dates in the field, and to more accurately reflect the relationship to other work activities. iii) Activity Resources – For each activity that resource limitations are affecting the prosecution of work, as determined by the Engineer, labor and equipment resources shall be entered in the schedule. Unit costs or pricing is not required. Labor Resources shall identify resources that encompass direct labor at the Crew level (i.e. – Grade Crew 1, Paving Crew 1, Pipe Crew 1, Bridge Footing Crew 1, Bridge Deck Crew 1, etc), the makeup of the Crew shall include the various Labor classes and equipment that comprise the Crew along with the quantity of each labor class and type of equipment. The Contractor shall provide the makeup of each Crew in the Schedule Narrative, and assign those Crews to the appropriate activities in the Progress Schedule. Equipment resources shall be shown for major or specialty equipment such as tower cranes, pile drivers, barges, asphalt pavers, concrete pavers, dozers, front end loaders, backhoes, rollers, excavators, graders, long line striping trucks or other equipment that cannot be rented easily. iv) Calendars – To change a project calendar for activities scheduled in the future, the Contractor shall copy the calendar and use a revised name that includes a reference to which Monthly Update the change was incorporated (i.e. - D260000 - Concrete Calendar should be revised to D260000 – 2 - Concrete Calendar to reflect the 2nd Monthly Update when the change was made to the calendar). The reason for the change in the calendar shall be documented in the Narrative. v) Notebook - For any activities on the critical path that are delayed, the Contractor shall enter the dates the activity was delayed and the reason for such delay in the Notebook tab of that activity. d) Monthly Progress Schedule Narrative - For each Monthly Progress Schedule submission, the Contractor shall submit a narrative in Microsoft Word, or Adobe Acrobat format that includes, but is not limited to: (The narrative may be an annotated copy of the Claim Digger Report that includes the information below.) i) The contract D number, project name, project location, and name of Prime Contractor. ii) Actual contract Award Date, current contract Completion Date, and scheduled completion of all project work. iii) Any contact Interim Milestone dates (I/D, B-Clock, LD, etc), and scheduled Start and Finish dates for those Milestone activities. iv) List all activities on the Critical Path (include Activity ID's and Activity Descriptions) where work is currently being delayed, and for each such activity provide detailed information including: • the events that caused the delay. • the party(s) responsible for the delay event(s). • the number of days the activity has been delayed (negative float). • the activities in the construction schedule affected by the events. • the reasonable steps needed to minimize the impact of the delay, and which party needs to take the action(s). v) List any other problems experienced during this Progress Schedule submission period, the party responsible for the problems, and the Contractor's intentions to resolve the problems. vi) List all activities for procurement of long lead time materials that are behind schedule and the reason(s) why. vii) For major work items describe the differences between the actual work performed and the work planned for the period as represented in the preceding Progress Schedule submission, including explanations for the deviations. viii) For all suspended work activities that could otherwise logically be progressed, identify the responsible party prohibiting the progression of the work, as well as the detailed reasons why. ix) Description of any changes to the critical path since the last Monthly Progress Schedule submission and the impacts of such changes. Page 20 of 29 11/12/2009 ITEM 639.1022 01 – CPM (CRITICAL PATH METHOD) PROGRESS SCHEDULE - Type 2 x) Change to State Owned Float and/or Contractor Owned Float based on changes to the critical path. xi) List of all added or deleted activities included in this Monthly Progress Schedule submission, and the reason(s) for and the impact(s) of such changes. xii) List all changes in activity Original Durations, the justification for such change(s), and the impact(s) of such changes. xiii) List all changes in relationships between activities included in this Progress Schedule submission, and the reason(s) for and the impact(s) of such changes. xiv) List any addition or deletion of activity or project constraints, and the reason(s) for and the impact(s) of such changes. xv) List all changes to the project calendars, and the reason(s) for and the impact(s) of such changes. xvi) The major work elements, as defined in the WBS, to be accomplished during the next monthly work period. xvii) Any potential problems that are anticipated for the next monthly work period and the proposed solutions to such problems. Identify potential problems or risks that either the Department or Contractor may be potentially responsible for. Explain what action the responsible party (i.e. - Department or Contractor) needs to take and the date by which time the action needs to taken to avoid the problem. xviii) Any planned acceleration of activities that the Contractor anticipates to undertake within the next monthly work period that either the Department directed, or that the Contractor believes is necessary. xix) The following appendix in Adobe Acrobat PDF file format, formatted to fit ANSI Size D paper (610 mm x 914 mm) (24 inch x 36 inch) paper, shall be included with the narrative. ● APPENDIX 1 – A listing of all work activities as of the data date, using the Classic Schedule Layout, sorted by Early Start Date, Total Float in increasing order, showing the Activity ID, Activity Description, Original Duration, Remaining Duration, Total Float, Early Start date, Early Finish date, Start date, Finish date, and Calendar ID. The grouping of activities shall be by Area, Stage, WZTC Phase, and Type of Work. The Gantt Chart shall clearly indicate the project critical (longest) path. Graphical representations shall be shown at a suitable scale to be legible and readable. The following appendices in Adobe Acrobat PDF file format, formatted to fit 216 mm x 279 mm size (8.5 inch x 11 inch) paper, shall be included with the narrative. ● APPENDIX 2 – A complete Scheduling/Leveling Report (SCHEDLOG.TXT file generated by the Department's Primavera scheduling software application) which includes the Schedule Settings, Statistics, Errors, Warnings, Scheduling/Leveling Results, Exceptions, Activities with unsatisfied constraints, Activities with unsatisfied relationships, and Activities with external dates. The statistics shall include, # of Activities, # of Activities Not Started, # of Activities In Progress, # of Activities Completed, # of Activity Relationships, and # of Activities with Constraints. Total number of activities on the critical path, percent complete, activities without predecessors, activities without successors, and activities out of sequence. ● APPENDIX 3 – Claim Digger Report (generated by the Primavera software application) providing a comparison between this Progress Schedule submission and the previous Progress Schedule submission. e) The Contractor shall include a Time Impact Analysis (TIA) with any request for an extension of contract time. f) Schedule Submission - The Contractor shall submit the Monthly Progress Schedule to the Engineer monthly using the closing date for the monthly contract payment. The schedule submission to the Engineer shall be made within three (3) State Business Days of the Data Date, whether or not the Engineer has accepted the previous Monthly Progress Schedule submission. Schedule submittals will only be considered complete when all documents and data have been provided. Page 21 of 29 11/12/2009 ITEM 639.1022 01 – CPM (CRITICAL PATH METHOD) PROGRESS SCHEDULE - Type 2 Immediately prior to submitting the schedule the Project Scheduler shall "Schedule" the project, when scheduling the project the Scheduling Options shown in Figure 3 shall be used unless approval to vary from these settings is given by the Engineer, or if the schedule has an Early Completion Date(s) as outlined in paragraph I of this specification the option to Level Resources during Scheduling shall be checked. The Project Scheduler shall use the same Scheduling Options for all Progress Schedule submittals for the duration of the contract, unless directed otherwise by the Engineer. FIGURE 3 g) Schedule Submission Method - The Contractor shall submit the schedule to the Engineer electronically for review and acceptance. The filename shall conform to the requirements of Table 1. The Project Scheduler can change the Project ID and Name through the WBS at the top node, as they do not have privileges to edit data through the Project Details tab. The Contractor's submission shall be documented by an E-mail to the Engineer, with a copy to email@example.com and all appropriate project participants, that the project schedule on the network is ready for review. The Contractor's E-mail to the Engineer shall also consist of the following: i) The subject of the E-mail shall include the Region #, contract D number, the Project Name, the Progress Schedule's ProjectID, and construction company name. (i.e. – Region 8, D260000, Rehabilitation of Main Street viaduct, D260000-1UD2, ABC Contractors) ii) The E-mail message shall include the name of the EIC, the current anticipated Finish date of the last activity in the project schedule, a statement as to how that date compares to the current Contract Completion Date, and the name of the Area Construction Supervisor. iii) Electronic files of all Narrative Reports and required attachments associated with the schedule shall be submitted by the Contractor in Adobe Acrobat format. Page 22 of 29 11/12/2009 ITEM 639.1022 01 – CPM (CRITICAL PATH METHOD) PROGRESS SCHEDULE - Type 2 5. As-Built Progress Schedule. The Contractor shall submit the As-Built Progress Schedule with Actual Start and Actual Finish dates for all activities, within ten (10) State Business Days following final acceptance of work by the Regional Director. 6. Look-Ahead Schedule. Except during winter shutdown periods the Contractor shall prepare a Look-ahead Schedule as either a plotted report from the current progress schedule, or as a narrative report, and provide it to the EIC on a weekly basis, or if approved by the Engineer on a mutually agreed upon interval. The Look-ahead schedule shall include work activities planned for the next one or two week period, as determined by the Engineer, and shall include, but is not limited to: anticipated lane closures, road closures and detours, environmental issues, and utility issues. The Engineer will provide the Project Scheduler with guidelines for determining the begin dates and end dates for the one or two week reporting periods, along with the how the plotted schedule report or narrative report shall be formatted. The Department generally uses this Look-ahead schedule to facilitate communication with other Federal or State agencies, local municipalities, utility companies, railroads, emergency service providers, public news media and other affected parties. E. Progress Schedule Review and Analysis: 1. Immediate Rejection of Progress Schedule Submissions. The following deficiencies in a Contractor's progress schedule submission shall be grounds for the immediate rejection by the EIC, without further review, analysis and/or comments. a) Failure of the Project Scheduler to "schedule" the project, as of the data date. b) Failure to attach a copy of the complete Scheduling/Leveling Report (SCHEDLOG.TXT file generated by Primavera software application). c) Any activities without predecessors, or activities without successors, appearing in the Scheduling/Leveling Report with the exception of the first and last activity in the schedule. d) Any activity constraints appearing in the Scheduling/Leveling Report that have not been approved in writing by the EIC, or that are not specifically allowed by this specification. e) Any Activities with Actual Dates > Data Date appearing in the Scheduling/Leveling Report. f) Any Milestone Activities with invalid relationships appearing in the Scheduling/Leveling Report. g) Failure to have a clearly defined Critical Path from the Data date to the last activity in the schedule, using the Longest Path method. This would reflect logic errors in the project schedule. h) Failure to attach the schedule Narrative and required appendices. i) Failure to attach the Claim Digger Report (generated by the Department's Primavera scheduling software application) providing a comparison between this Progress Schedule submission and the previous Progress Schedule submission. (Not required for baseline submissions) If any of these deficiencies are found, the Contractor's submission shall be considered deficient, and Engineer will notify the Contractor immediately by return E-mail of the rejection of the schedule submittal. If the Contractor fails to submit a CPM Progress Schedule conforming to the provisions required under this specification, to the degree that such failure is deemed by the Regional Construction Engineer to adversely affect the management of the project and/or the administration of the construction contract, liquidated damages will be assessed as determined under Basis of Payment. 2. Schedule Analysis Method. Events, actions, and progress that cause delays or gains to the Progress Schedule will be analyzed solely by the "Contemporaneous Period Analysis" method. Page 23 of 29 11/12/2009 ITEM 639.1022 01 – CPM (CRITICAL PATH METHOD) PROGRESS SCHEDULE - Type 2 3. Project Progress Meetings. One topic of the regular progress meetings held by the Engineer and attended by the Contractor shall be a review of the Weekly Status Report generated from the Progress Schedule. The Contractor shall be represented by the Field Superintendent and Project Scheduler. The Project Scheduler shall bring a copy of the printed plot of the current Weekly Status Report to the progress meeting, the report shall show the current anticipated schedule for all remaining work with the critical path activities highlighted. a) The review of the Status Report serves as the forum to discuss project progress and delays, suggested remedies, necessary Progress Schedule revisions, coordination requirements, change orders, potential Contractor time extension requests, and other relevant issues. If contract work is falling behind the Progress Schedule, the responsible party (i.e.- Contractor or Department) shall be ready to discuss what measures it will take in the next thirty (30) days to put the work back on schedule so as to meet the contract Completion Date specified in the contract. b) Items of discussion will include, but are not limited to: project progress; schedule progress; near term and long-term schedule issues, including RFIs, Shop Drawing submittals, permit work, utility relocations, mitigation work; project issues and risks; proposed solutions; and any relevant technical issues that are schedule related. c) At the meeting the Project Scheduler shall compile an action item list that describes who is responsible for existing or pending issues and the date by which the issue needs to be resolved to avoid delays. The Contractor shall forward a copy of the action item list to the Engineer within 2 business days following the meeting. 4. Department Review and Acceptance of Progress Schedules. The Engineer will review the Monthly Progress Schedule submissions and will prepare a written response (Progress Schedule Review Report) to the Contractor's submission within five (5) State Business Days following receipt of the Contractor's complete schedule submission. The Engineer will either "accept" the schedule, "accept as noted", or "reject" the schedule for re-submittal by the Contractor. If the Progress Schedule submission is not in compliance with contract requirements, the Engineer may reject the submittal and shall forward any comments and requests for schedule revisions to the Project Scheduler with a copy to the Contractor. The Project Scheduler shall address all comments in writing and/or make the requested revisions, and resubmit the revised schedule within three (3) State Business days of the Engineer's reply. If the Engineer determines the revised submission still does not meet the contract requirements, any further revisions required thereafter shall also be submitted for acceptance within (3) business days of the request for revisions by the Engineer. For schedules that are "accepted as noted" the Engineer shall forward any comments, or requests for revisions, to the Contractor. The Project Scheduler shall address all comments in writing and/or make the requested revisions as part of the next scheduled Progress Schedule submission. The Project Scheduler shall make adjustments to the Progress Schedule in accordance with the Engineer's comments and resubmit copies for review consistent with the requirements of this section. The Engineer, by accepting the progress Schedule, does not agree that the Progress Schedule is reasonable or that by following the Progress Schedule the Contractor can complete the work in a timely manner. If, after a Progress Schedule has been accepted by the Engineer, either the Contractor or the Engineer discover that any aspect of the Schedule is on error, or something significant has been omitted, the Contractor shall correct the Progress Schedule in the next Progress Schedule submission and describe this revision in the Narrative report. Acceptance of progress schedules by the Engineer shall not be construed to imply approval of any particular construction methods or sequence of construction or to relieve the Contractor from its Page 24 of 29 11/12/2009 ITEM 639.1022 01 – CPM (CRITICAL PATH METHOD) PROGRESS SCHEDULE - Type 2 responsibility to provide sufficient materials, equipment and labor to guarantee the completion of the contract in accordance with the contract documents. Acceptance of the progress schedule by the Engineer does not attest to the validity of assumptions, activities, relationships, sequences, resource allocations, or any other aspect of the progress schedule. Within the contractual constraints, the Contractor is solely responsible for the planning and execution of the work. Acceptance of the progress schedule by the Engineer shall not be construed to modify or amend the contract agreement or the date of completion therein. Completion dates can only be modified or amended by standard contractual means, through an official HC-250b Request For Extension of Completion Date. If any resources are included in the Progress Schedule, it is not intended that the Engineer, by accepting the schedule should use the Contractor's resource data for anything other than determining the reasonableness of achieving the Contractor's production rates. Resources included with the accepted CPM schedule shall not be misconstrued as a cost benchmark for the performance of planned or actual work. Once the progress schedule has been accepted, the Contractor shall not deviate from it without first notifying the Engineer in writing. Upon receipt from the Contractor of the corrected schedule, a new review period by the Engineer of five (5) State Business days will begin. F. Changes to Progress Schedule due to Added/Deleted/Changed Work: 1. Changes to the contract. In the event a notice of a change to the contract is received, the appropriate changes to the progress schedule shall be made, as necessary, to incorporate the anticipated added/deleted/changed work and the Contractor shall notify the Engineer in writing within 10 (ten) calendar days if there is any effect of such change to the schedule. Change to the contract includes, but is not limited to, extra work, Agreed Prices, Orders on Contracts, Suspensions of Work Directed by the Engineer, Changed Condition, and Value Engineering Change Proposals. Added, deleted and/or extra work associated with Orders On Contract shall be reflected in the next Monthly Progress Schedule Submission in anticipation of and prior to the date in which the work physically takes place without regard to the dates when the actual Order On Contract was approved. The effect of the change to the contract on the projects Critical Path shall be stated. Extra work or additional work that does not affect the controlling operation on the critical path will not be considered as the basis for a time extension. All schedule activities effected by added, deleted or changed work that is included in a signed Order-On-Contract, Field Change Order, or Authorization of Extra Work (with the exception of minor quantity changes that do not impact contract milestones), or work activities performed by the Contractor at risk in anticipation of such Department approval, shall be assigned the appropriate Activity Code (Added/Changed Work) and Code Value (sequentially numbered) to denote which "Changed Contract Work" order number correlates to those activities of work. 2. Time Impact Analysis. A Time Impact Analysis (TIA) shall be submitted to the Engineer for each request by the Contractor for an adjustment of contract time, or when the Contractor or Engineer consider that an approved or anticipated change to the contract may impact the critical path and contract progress by more than a calendar month. The TIA shall be based on a revised Progress Schedule and shall be submitted as an electronic file (using Microsoft Word for the narrative) containing: Page 25 of 29 11/12/2009 ITEM 639.1022 01 – CPM (CRITICAL PATH METHOD) PROGRESS SCHEDULE - Type 2 a) The TIA shall illustrate the impacts of each change or delay on the current scheduled completion date or internal milestone, as appropriate. b) The analysis shall use the accepted Monthly Progress Schedule that has a data date closest to and prior to the event as the "Current Baseline", this shall then be compared against the "What-if Project Plan Baseline" for the purpose of the TIA. c) If the Engineer determines that the accepted schedule used does not appropriately represent the conditions prior to the event, the accepted schedule shall be updated to the day before the event being analyzed. d) The TIA shall include an impacted schedule ("What-if Project Plan Baseline") developed from incorporating the actual or anticipated event into the accepted schedule by adding or deleting activities, or by changing durations or logic of existing activities. e) If the impact schedule shows that incorporating the event negatively modifies the critical path and scheduled completion date of the accepted schedule, and the Engineer accepts the impacted schedule, the difference between scheduled completion dates of the two schedules shall be equal to the proposed adjustment of contract time. f) The Engineer may construct and utilize an appropriate project schedule or use another recognized method to determine adjustments in contract time until the Contractor provides the TIA. g) The Contractor shall submit a TIA within fifteen (15) State Business Days of receiving a written request for a TIA from the Engineer. h) The Contractor shall allow the Engineer ten (10) State Business Days after receipt to accept or reject the submitted TIA. All accepted TIA schedule changes shall be included in the next Monthly Progress Schedule submission. i) If a TIA submitted by the Contractor is rejected by the Engineer, the Contractor shall meet with the Engineer to discuss and resolve issues related to the TIA. If agreement is not reached, the Contractor will give notice in conformance with §104-06 Notice & Recordkeeping, and submit in accordance within the provisions in §105-14.E "Required Content of Dispute Submissions". j) The Contractor shall only show actual as-built work, not unapproved changes related to the TIA, in subsequent Monthly Progress Schedules submissions. If agreement is reached at a later date, approved TIA schedule changes shall be included in the next Monthly Progress Schedule submission. k) Request for a contract time extension will not be processed until the receipt and approval of a Time Impact Analysis. G. Failure to Submit Progress Schedules and/or Recovery Schedules: 1) No progress payment for this item of work shall be made until the progress schedule is "accepted" or "accepted as noted" by the Engineer. 2) If the Contractor's Progress Schedule submission is rejected due to any deficiency noted in paragraph E.1(a) through (i), it shall be considered an incomplete submission and therefore substantially deficient. 3) If the Contractor's revised Progress Schedule submission does not address the written comments provided by the Engineer, and does not include a written explanation with a reasonable rational for not addressing those comments, the submission shall be considered deficient. H. Recovery Schedule 1) If the latest completion time for any work on the current Progress Schedule results in an activity being delayed ten percent or more of the time beyond the required Contract duration or any specified Milestone duration, as adjusted if appropriate, the Engineer may require the Contractor to submit a Recovery Schedule and written description of the plan to recover all lost time and maintain the required Completion Date or specified Interim Milestone Date(s). 2) With the Recovery Schedule the Contractor shall submit a narrative that identifies where additional labor and/or equipment resources will be allocated. Alternately, the Contractor may elect to provide Page 26 of 29 11/12/2009 ITEM 639.1022 01 – CPM (CRITICAL PATH METHOD) PROGRESS SCHEDULE - Type 2 the makeup of their Crew resources in the narrative, and assign those Crew resources to the appropriate activities in the Progress Schedule. The makeup of the Crew shall include the various Labor classes and equipment that comprise the Crew along with the quantity of each labor class and type of equipment. Equipment resources shall be shown for major or specialty equipment such as tower cranes, piledrivers, barges, asphalt pavers, concrete pavers, dozers, front end loaders, backhoes, rollers, excavators, graders, long line striping truck or other equipment that cannot be rented easily. Either of these alternatives may be supplemented with a request for a Contract Time Extension. The Contractor shall provide a reasonable plan for accomplishing the work of the contract within the current completion date, or to the requested contract extension date. The Engineer will use the Recovery Schedule to evaluate time extensions, with or without charges. I. Additional requirements for progress schedules with projected Early Completion date(s): 1) The Contractor may show a projected early completion date on any progress schedule submission provided that all of the requirements of the contract are met. The Contractor may increase early completion time by incorporating a longer work week (6 Day/8 Hr Workweek instead of 5 Day/8 Hr Workweek), adding additional shifts, increasing the number of crews, reallocating resources to be more efficient, or adopting aggressive scheduling and construction management processes. 2) If the Contractor submits a progress schedule that indicates an anticipated early completion date(s) that is/are less than 90% of the specified contract milestone duration, the Progress Schedule submission shall be supplemented with Labor and Equipment resources assigned to every task activity in the schedule. The Contractor shall use resource leveling when scheduling the project and include time-scaled resource histograms with the Progress Schedule submission. The resource allocations must be shown to a level of detail that facilitates report generation based on labor crafts and equipment classes for the Contractor and subcontractors work. The Contractor shall, as a minimum, use average composite crew resources to display the labor loading of on-site construction activities and these crew resources in the resource dictionary shall identify the individual labor crafts comprised within the crew under the Notes tab of the crew resource. The Contractor shall optimize and level labor to reflect a reasonable plan for accomplishing the work of the contract and to assure that resources are not duplicated in concurrent activities. J. Float During the course of contract execution, Total Float generated due to the efficiencies of either party (State or Contractor) will generally be considered Project Float that is not for the sole use of the party generating the float; rather it is a shared commodity to be reasonably used by either party. Any party assigned activity responsibility within the schedule has the full use of the Project Float until it is depleted. However, if the Contractor submits a request for an Early Completion that includes a revised Progress Schedule supplemented with resource allocations for each task activity and time-scaled resource histograms that is accepted by the Department, then Total Float actually resulting from additional Contractor resources, additional work shifts, longer work weeks or adoption of more aggressive scheduling and construction management practices of the Contractor's work activities may be considered Contractor Owned Float for the exclusive use of the Contractor. Refer to paragraph I for resource loading requirements for Early Completion Dates. The Department may accrue State Owned Float by generating Total Float through different means. This includes: change(s) to the contract that relaxes restrictions on the Contractor, removes contract work or reduces quantities of items of work; early completion of Utility company activities; and early completion of Shop Drawing or submittal reviews. State Owned Float is considered a resource for the exclusive use by the State. The Engineer documents State Owned Float by directing the Contractor to update the State Owned Float activity on the next Monthly Progress Schedule submission. The Engineer may use State owned Float Page 27 of 29 11/12/2009 ITEM 639.1022 01 – CPM (CRITICAL PATH METHOD) PROGRESS SCHEDULE - Type 2 to mitigate past, present or future State delays by offsetting potential time extensions for contract change orders. For either the State or Contractor to reserve Total Float as State Owned Float or Contractor Owned Float the party must document within the schedule submission narrative in advance of generating the Total Float the additional resources or measures that will taken to shorten the critical path, and then document within the schedule submission narrative that immediately followed when the Total Float was actually generated the change to State or Contractor owned float based on entry of Actual Start and Actual Finish dates and percentage of work completed, and this must be agreed to by both parties in the next project Progress Meeting. Without this timely documentation any Total Float generated will be considered project float. K. Progress Schedule Updates and Weekly Status Reports: 1) The Contractor shall perform a Progress Schedule Update on a minimum of a weekly basis, and every fourth schedule update period shall be consistent with monthly contract payment period. 2) The Contractor shall generate a Weekly Status Report after performing the Progress Schedule Update and Scheduling the project with a Data Date of day the schedule was updated, and submit it to the Engineer within one (1) State Business Day of the Data Date for that update period. The Weekly Status Report shall be generated using the activity Layout named Weekly Status Report, with activities grouped by the WBS, and using the standard default filter named Longest Path. The Gantt Chart shall clearly indicate the project critical (longest) path. Graphical representations shall be shown at a suitable scale to be legible and readable. 3) During any time periods within the contract that special time-related contract provisions are in effect, including B-Clock periods or Incentive/Disincentive Periods, the Engineer may require more frequent Progress Schedule Updates and/or Progress Schedule Status Reports. METHOD OF MEASUREMENT: The quantity shall be measured for payment on a Lump Sum basis. The minimum lump sum bid for this item shall be the unit price shown in the itemized proposal. Failure of the Contractor to bid at least the minimum amount will result in the Department adjusting the Contractor's bid to include the minimum bid amount for this item. BASIS OF PAYMENT: The lump sum price bid for CPM Progress Schedules shall include all labor, material, equipment, and incidentals, required to complete the work. Progress payments will be made as follows: A. A total of twenty-five (25) percent will be paid upon achieving all of the following: 1. Attendance at the Preconstruction Schedule Meeting 2. Acceptance of the Baseline Progress Schedule @ Award. 3. Acceptance of the Final Baseline Progress Schedule @ Award. 4. Acceptance of the List of Submittals. B. A total of forty five (45) percent will be paid for acceptance of Monthly Progress Schedule submissions, acceptance of any necessary Time Impact Analysis, and acceptance of any necessary Recovery Schedules. Progress payments for this item will be calculated by multiplying the Daily Payment Amount by the calendar days in the estimate period, less any deductions for unsatisfactory CPM Progress Schedules, Time Impact Analysis, or Recovery Schedules. The Daily Payment amount will be calculated by taking 45 percent of the total item cost divided by the number of calendar days in the contract duration as designated in the proposal, without regard to any extension of time Page 28 of 29 11/12/2009 ITEM 639.1022 01 – CPM (CRITICAL PATH METHOD) PROGRESS SCHEDULE - Type 2 C. A total of twenty five (25) percent will be paid for submittal of Weekly Status Reports, participation in progress meetings, and submittal of Look-Ahead Schedules. Progress payments for this item will be calculated by multiplying the Bi-weekly Payment amount by the number of Bi-weekly periods (1 or 2) in the estimate period, less any deductions for unsatisfactory Status Reports or Look-Ahead Schedules, or non attendance at progress meetings. The Bi-weekly Payment amount will be calculated by taking 25 percent of the total item cost divided by the number of bi-weekly periods in the contract duration as designated in the proposal, without regard to any extension of time D. A total of five (5) percent will be paid upon acceptance of the As-Built Progress Schedule. Following notification by the Engineer that there are deficiencies in compliance with the specification requirements, as described in paragraph E.1, with the submittal of any Progress Schedule no payment will be made under CPM Progress Schedules for each calendar day during which those deficiencies continue to exist. The amount of such calendar day non-payment will be the Daily Payment Amount as calculated above multiplied by the number of days there are deficiencies in compliance with the specification requirements. Non-refundable liquidated damages may be assessed for each subsequent calendar day or part thereof that a cited deficiency resulting in non-payment is not corrected or is permitted to recur. Non-refundable liquidated damages will be assessed at the rate equal to four times the Daily Payment Amount as calculated above. In the event the contract completion date is extended, no additional payment will be made for CPM Progress Schedules for Non-compensable Delays. If the contract completion date is extended due to a Compensable Delay than payment for maintaining and submitting additional CPM Progress Schedules, Weekly Status Reports, and weekly Look-Ahead Schedules shall be equal to the Daily Payment Amount as calculated above multiplied by the number of calendar days the contract is extended plus the Bi-weekly Payment Amount multiplied by the number of bi-weekly periods the contract is extended. Payment will be made under: Item No. Item Pay Unit 639.1022 01 CPM (Critical Path Method) Progress Schedule – Type 2 LS Page 29 of 29 11/12/2009