PURPOSE
The purpose of this procedure is to provide guidelines for reviewing and approving the Contractor’s construction schedule. The purpose of obtaining an approved schedule is to establish the sequence of the planned work, provide a basis for monitoring the Contractor’s progress, and provide a foundation to manage the inevitable changes that occur on all construction projects. Therefore, the as-planned or “Baseline” schedule must be a comprehensive and realistic representation of the planned contract work, which must be approved by the Construction Manager. The Baseline Schedule must also include activities for submittal preparation, review, and approval as well as for equipment/material procurement lead times.
REFERENCES
N/A
RESPONSIBILITIES
Contractor: The Contractor is responsible for creating the construction schedule, which includes the planning and development of all activities, and establishing the activity durations and their sequential relationship.
Construction Manager (CM): The CM is responsible for reviewing and approving the schedule for overall contract compliance, which includes comprehensive and realistic content, format breakdown, interim milestone dates (as required), and interface requirements as outlined in the contract documents.
Lead Inspector (LI): The LI will review and approve the schedule (Green Book Version) for a working-day contract.
PROCEDURE
This procedure contains a description of schedule submittals and key dates, the requirements for these submittals, and their proper distribution.
Contractor Scheduler’s Qualifications: The Contractor’s scheduler qualifications submittal is due within 5 calendar days after the contract is awarded or as required by the contract documents.
Pre-construction Scheduling Conference: The Pre-construction Scheduling Conference should be conducted within 7 calendar days after Notice of Award or as required by the contract documents.
Contractor’s Construction Schedule: Depending on the schedule version specified in the contract, the deadline for the Contractor to submit a complete construction schedule varies from 7 days after Notice to Proceed for the Short Version, to 84 days after Notice to Proceed for the Long Version with the 90-day preliminary schedule option. On large contracts where the Long Version is specified, the Contractor initially submits a 90-day preliminary schedule for the work planned at the beginning of the project. This allows the Contractor more time to prepare the complete construction schedule, which typically results in a more accurate and comprehensive product.
The CM must provide a written review of the schedule and, if necessary, conduct schedule review meetings with the Contractor. Although the Contractor is responsible for means, methods and sequences of its performance of the work, the CM still must review the schedule to verify conformance with the contract constraints and interim milestones, if applicable. The CM should use the Checklist for Preparation of CPM Schedules (Attachment 18-2.2) in reviewing the schedule. It is very important to respond to the Contractor’s schedule submittals. Failure to approve the Contractor’s schedule without outright rejection, acknowledgement, or question, may be found to constitute implied acceptance.
Liquidated damages or withholding of progress payment(s) may be imposed if the baseline schedule or any schedule updates are submitted late, if the content is inadequate or inaccurate, or if it takes more than two submittals to obtain an acceptable schedule (see General Requirements, Specifications Sections 01292 and 01321). The CM must provide a written request to the Inspector indicating the amount of monies to be withheld from payment as a result of the Contractor’s failure to comply with the scheduling requirements.
The Short, Medium and Long schedule versions require approval of the project schedule as a condition for progress or mobilization payments. This is a very good lever for obtaining a project schedule in a timely manner. It is highly recommended that the CM discuss this with the LI to make sure this provision is enforced when necessary.
Cost/Resource Loaded Schedule: The Short, Medium and Long schedule versions require that each of the on-site work activities be assigned a value (and sometimes resources) for progress payment purposes. When the initial schedule submittal is close to being approved, the Contractor should proceed to cost load the schedule (also known as the Schedule of Values). This is another tool that helps to define the Contractor’s original construction plan.
After the construction schedule is approved, the electronic file should be uploaded to the Bureau’s Construction Management Software (e2020) under the Construction tab, “8.21.3 Construction Baseline Schedule”. Hard copies of the baseline schedule may also be desirable, if so, the PM should include instructions in Specification Section 01321 for the Contractor to submit five (5) hard copies of the approved baseline to the CM. The five (5) copies should be distributed as follows:
| PM/CM | 1 |
| Design Architect | 1 |
| Lead Inspector | 1 |
| Owner/Client Representative | 1 |
| Division/ Program File | 1 |
RELATED PROCEDURES
Links / attachments
Links
BOE Master Specifications, General Requirements Section 01292
BOE Master Specifications, General Requirements Section 01321
BOE Master Specifications, General Conditions Sections 0408 and 0409
Comments