18.3 Monthly Schedule Updates

Revised on 02-21-2025

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PURPOSE

The purpose of this section is to provide a tool for the Construction Manager to review the Contractor’s monthly schedule updates. The project progress is monitored and documented through weekly progress meetings and the monthly schedule update process. The monthly schedule update will track the actual progress of the work that was accomplished in the previous month and will also delineate any additions, changes, or problem areas for the remaining scheduled activities. The monthly schedule update will quantify delays or improvements in the projected completion date of the project. The Green Book version does not require monthly schedule updates; however, it does require the Contractor to resubmit the schedule to the Inspector when major changes are proposed.

REFERENCES

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RESPONSIBILITIES

  • Contractor: The Contractor is responsible for updating the construction schedule on a monthly basis in accordance with the contract specifications. The monthly schedule update is submitted for approval on a date assigned by the Construction Manager. (Note: The date the schedule update is due should be documented by letter so the amount of liquidated damages due for late schedule submittals is absolutely clear.)

  • Construction Manager (CM): The CM reviews the monthly schedule update for accuracy in documenting progress and approval of any changes or revisions to the Contractor’s schedule. Once approved, the monthly schedule update becomes the “current schedule” from which all future progress and delays are measured.

  • Lead Inspector (LI): On Green Book projects (working-day contracts), the LI usually monitors the progress of the Work. The LI should communicate with the CM regarding the Contractor’s progress and schedule delays.

PROCEDURE

This procedure covers the requirements of monthly schedule updates and the options of remedial actions when contract completion dates are not met.

Monthly Updates

The Contractor updates the current construction schedule as required by the contract and submits it to the CM for review and approval. The current construction schedule, for the first monthly update, should be the approved baseline schedule. For all additional updates, the previous month’s approved update should be the basis on which to make changes. The same procedure for review and distribution of the construction baseline schedule (see Procedure 18.2) will be followed for the monthly schedule updates.

The Contractor’s monthly schedule update should be accompanied with a schedule narrative report, which is an overview of the schedule. It includes current and anticipated delays and problem areas, added, deleted or revised activities and/or sequences of work and the status of pending items.

The CM should review the Contractor’s monthly schedule update utilizing the Inspector’s daily reports, the Contractor’s Three-week Progress Schedules, change order documents, submittal reports and all other contemporaneous contract documentation for accuracy and contract compliance. It is imperative that the Contractor provide the CM with a hardcopy listing of every change made to the schedule since the last submittal.

The CM should review any delays described in the Contractor’s monthly schedule update for responsibility and respond accordingly. If the Contractor has submitted a time extension request, an independent delay analysis should be performed by the CM (see Procedure 18.4).

A monthly schedule update meeting shall be held with the Contractor. All actual progress status and changes to the schedule must be agreed to by the City. The City should not reject any reasonable changes or corrections to the schedule that would interfere with the Contractor’s right to means and methods of prosecuting the work.

Liquidated damages or withholding of progress payment(s) may be imposed if the 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 update (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.

In addition to the Contractor’s monthly schedule update, at the weekly construction meeting, the Contractor shall submit a Three-week Progress Schedule listing the activities completed, the activities in progress for the previous week, and the activities scheduled for the succeeding 2 weeks.

Remedial Actions

Whenever it becomes apparent from the current monthly schedule update that phasing, milestone, constraint, restraint, or contract completion dates will not be met, the CM may request an acceleration plan from the Contractor. The Contractor’s acceleration plan may include some or all of the following remedial actions:

  1. Increase construction personnel in such quantities and crafts as necessary to eliminate the backlog of work.

  2. Increase the number of working hours per shift, shifts per working day, working days per week, the amount of construction equipment, or any combination of the foregoing to eliminate the backlog of work.

  3. Reschedule the work in conformance with the contract specification requirements.

Before implementing any of the above actions, the Contractor shall notify and obtain approval from the CM. If such actions are approved, the Contractor shall incorporate any required revisions into the project schedule before the next schedule update.

The CM should be aware that if the Contractor is required to make up time for which the Contractor should be granted a time extension, the City will be responsible for constructive acceleration. The City may be obligated to reimburse the Contractor for all related additional costs.

When a monthly schedule update shows late milestone or completion dates, it is recommended that the CM’s review comments contain a statement like, “The City reserves the right to assess liquidated damages for all delays not justified by a change order.” This prevents the Contractor from claiming that the City constructively waived its right to assess liquidated damages when it accepts a schedule update that shows late completion dates.

RELATED PROCEDURES

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