PROJECT CONTROLS TECHNICAL REQUIREMENTS (REVISION 2)

1. 2. 3. 4. 5. 6. 7. 8. 9. 10.

GENERAL REQUIREMENTS... PROJECT PLANNING CONTROL SYSTEM..... PROGRAMME METHODOLOGY SCHEDULE PREPARATION SCHEDULE SUBMITTALS UPDATING, REVISION and EXTENSION OF TIME RECOVERY PROGRAMME. REPORTS DISTRIBUTION NON-COMPLIANCE...

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PROJECT CONTROLS TECHNICAL REQUIREMENTS This clause describes the requirements for the preparation, submittal, update and revision of the Contractors Schedule. In addition to, a narrative description for the project controls technical requirements to be implemented during the project life time. The Contractors Schedule shall be used by the Contractor to plan and execute the Works. The Schedule will also be used by Project Management Consultant (PMC) to monitor progress and be the basis for the assessment of extensions of time and the effect of delay on the progress of the Works. 1. 1.1 1.2 GENERAL REQUIREMENTS The Contractor shall submit to the PMC, the Programme of Works and Schedule in accordance with Clause 8.3 of the General Conditions of Contract. The submission to and approval by the PMC of such program and schedule or the furnishing of such particular does not constitute a guarantee of project completion and shall not relieve the Contractor of any of his duties and responsibilities under the Contract. When approved, the Baseline Programme shall then form part of the Contract Documents and shall not be changed unless instructed in writing by the PMC. It shall be used as basis for measuring progress performance. Attend meetings with the PMC and other parties concerned when required in order to review schedule status and progress of works. PROJECT PLANNING CONTROL SYSTEM 2.1 Contractor shall employ, full-time on site, the following: 2.1.1 PROJECT CONTROL STAFF: i. Project Controls Manager(s): Contractors personnel shall be thoroughly trained and experienced in preparing and analysis of construction schedules and cost using Primavera Enterprise and Primavera Contract Manager Software. He shall have a minimum of Ten (10) years experience in scheduling construction work of a complexity comparable to the project. ii. Project Controls Team(s): Contractors personnel shall have minimum of Five (5) years experience in preparing and analysis of construction schedules and cost using Primavera Enterprise and Primavera Contract Manager. The PMC may, at his sole discretion, require the Contractor to replace his planning and programming staff if the PMC considers that they do not have the skills required or if the Contractor repeatedly failed to make timely submissions that are acceptable to the PMC. The use of programming consultants shall only be on an advisory role and does not relieve the Contractor of his obligation to employ his own full time staff.

1.3

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2.

2.1.2

2.1.3

2.2

Contractor shall also provide the following: 2.2.1 Necessary Hardware and Software (Facilities/Licensing) - adequate number of license(s) of Primavera applications for Primavera Project Product Modules v6.2 minimum 2 concurrent licenses, Primavera Contract Manager v.12 (Expedition) minimum 4 concurrent licenses and Primavera Web required for connecting the project server provided by the Employer. Contractor should coordinate with Employer on the procurement of the licenses. Contractor shall provide high speed internet access (of at least 2MB), computers, and auxiliary devices including but not limited to; printer, scanner and others, for communication and reporting purposes.
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2.2.2

PROJECT CONTROLS TECHNICAL REQUIREMENTS 3. 3.1 PROGRAMME METHODOLOGY Use latest version of Primavera Enterprise (Project Manager) and Primavera Web Scheduling software for preparation and updating project schedule and cost. Use Primavera Contract Manager ( Expedition) as Contract Document Control software to track Correspondences, Drawings, Submittals, Material & Equipment Procurement, Daily Reports, Transmittals, Minutes of Meetings, Bill of Quantities, Proposals, Requests for Inspection, Request for Clarification, Change Orders, Invoices, Payment Requisitions and Snag Lists. The Primavera Contract Manager shall be linked to the Primavera Enterprise Schedule. The Contractor shall scan all submittals and official documents and attach them to Primavera Contract Manager (Expedition). Contractor shall upload all the tender documents (Drawings, Specifications, BOQsetc) on Expedition database to be used as a reference for all subsequent activities (shop drawings, calculations, material submittaletc.). Contractor shall be responsible for backing up his Data on Primavera Enterprise and Primavera Contract Manager Software Work Breakdown Structure (WBS), Cost Breakdown Structure (CBS), Resource Breakdown Structure (RBS) and Activity/Cost Codes must be submitted and approved by the PMC prior to Schedule development. The level of schedule development details shall be sufficient to enable the PMCs ease in monitoring the Contractors Project Management Plan with regard to the works of other Contractors and the obtaining of necessary approvals from the relevant local authorities. Contractor shall submit his Method Statement in relation to the major items of the work. It should demonstrate the capability to meet Contract Milestone Dates and Project Constraints through a work sequence based on constructability logic. Contractor shall use the standardized forms and reports of PMC, which is available through Primavera Contract Manager, and some standardized reporting templates shall be provided to the Contractor to submit the periodical reports as per the Contract requirement. The Contractors Schedules shall become part of total integrated schedule linked by the PMC to those of other contractors (if any). Therefore, any changes in the project coding structure will require the prior approval of the PMC. The Contractor shall implement the necessary changes to his schedule as requested by the PMC and after doing all necessary coordination to ensure compatibility of his schedule with the Master Plan Schedule. Contractors shall submit Approved Detailed BOQ and Cash-Flow Statement showing anticipated payments due under the Contract. It shall be used to allocate budget cost to the activities and as a basis for progress payment evaluation.

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3.4

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Contractor shall provide all the calculations, reports, forecast, supporting documents and detailed list of assumptions made in the development of the work programme.

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PROJECT CONTROLS TECHNICAL REQUIREMENTS 4. 4.1 SCHEDULE PREPARATION DESIGN SCHEDULE 4.1.1 Design Consultant shall submit a Method Statement describing the work methodology for Design Phases, Coordination, Sequence, Duration computation, Review and Approval periods, Production Rates (man-hours) and assumptions made for developing Design Baseline Schedule. Prepare and submit a detailed breakdown BOQ for design works. Design Consultant shall submit design detailed schedule in Primavera Enterprise (Project Manager) covering all design deliverables including drawings, specifications, construction BOQ, Tender Documents, etc. Detailed design BOQ cost must be allocated to design approval activities and used as basis for design progress and payment. High level summary of construction schedule shall include relationship to detailed design approval. (Applicable to design and build contract) Resources shall be allocated to activities and productivity rates (man-hours) must be submitted and included in the baseline schedule for approval. Drawing and document submittals shall be added with due date as of approved Baseline and implemented in Primavera Contract Manager.

4.1.2 4.1.3

4.1.4 4.1.5 4.1.6 4.1.7

4.2

CONSTRUCTION WORK SCHEDULE 4.2.1 Contractor shall submit Detailed Construction Work Schedule incorporating the Final BOQ and the Design Phase interface (if applicable), so as to clearly convey the extent of the scope of the work and. The submittal shall include but not limited to: i. Program Narrative and Method Statement highlighting the project constraints and assumptions made ii. Cost and Resource Loaded Baseline Schedule iii. Cash Flow Statement and Progress S-Curve iv. Resource Charts (distribution curve and histogram) v. Others, as required by the PMC Activities shall comprise of specific and measurable elements of work. Durations for each activity shall be calculated using productivity rates. ALL programme activity durations shall be in working days. Activities No activity on the Project Work Schedule shall have duration exceeding 21 calendar days. Number of activities with duration of less than 7 calendar days should be kept to a minimum and excessive amounts of float should be avoided / rectified to make progress monitoring on the project more manageable. Resource Loading - Assign manpower, construction equipment and material quantities to activities. It should be reflected in the Resource Charts (Curve and Histogram). Cost Loading - Assign monetary value to activities, as per Contract Bill of Quantities, Unit Rates, Prices and Quantities (Expense Category of Primavera Enterprise). Logic relationships i. Logic of interdependencies shall be based on constructability and not on preferred working logic. ii. Float is an asset of the project and NOT for the exclusive use/benefit of the Contractor. iii. Interference with all related packages should be clearly identified. The activities on the schedule shall be in accordance with the Work Breakdown Structure (WBS), Cost Break Structure (CBS), Resource Breakdown Structure (RBS) and Activity Codes. As a minimum Activities shall cover following categories: a. Mobilization. and Securing of Permits b. Engineering (Submittals and approval of Shop drawings, Material subcontractors and documents) c. Procurement of Equipment and Materials.
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4.2.2 4.2.3 4.2.4

4.2.5 4.2.6 4.2.7

4.2.8

PROJECT CONTROLS TECHNICAL REQUIREMENTS d. Accurate definition for the Long Lead Items and their Material Requirement Plans (MRP). e. Construction f. Testing and Commissioning (Preliminary and Final) g. Final Inspection and Handing Over h. Any activities for other Contractors and Subcontractors including but not limited to site possession and access, and in which affect progress or completion date of all or part of the Works i. All activities of the PMC which affect progress or completion date of all or part of the Works including but not limited to review and approval, etc j. Utility Notification, Relocation and Shutdown(s), if applicable k. Work Items of other Approving Authorities such as but not limited to Road Opening/Closure and Plant Certifications, which may affect or be affected by Contractors activities. l. As Built Drawings 4.2.9 The Accepted Schedule shall be prepared in sufficient detail (matching the method of handing over regarding zoning, flooring, trades ...etc, previously discussed and approved by PMC) to ensure the adequate planning, execution and monitoring of the work. 4.2.10 The Accepted Schedule shall take into account all time risk allowances, including time for the weather conditions (rain, wind etc) reasonably to be anticipated by the Contractor. 4.2.11 Excessive leads and lags, negative lags or open/hanging activities, use of fixed dates and any other programming activities that can have the effect of creating false criticality or inhibiting the Schedule from reacting dynamically to change should be avoided. 5 5.1 SCHEDULE SUBMITTALS Within 28 days after acceptance of Tender, Contractor shall submit the Detailed Design schedule, Bill of Quantities and High Level summary construction master schedule to PMC for review and approval. Detail construction schedule should be submitted for approval after the approval of Bill of Quantities for each element. Approved detailed construction schedule for each element to be used as part of base line override original summary (High Level Schedule). PMC shall review within (14) days the schedules and may conduct a joint review for evaluation of logic network and assumptions made in the schedule development. ithin 10 days of receipt of comments, Contractor shall incorporate the comments and submit the revised schedule to the PMC for approval. Once approved this Baseline Schedule will be used as the Clause 8.3 - Programme. No changes to Baseline Schedule are allowed without complying to schedule revision requirements described in Section 6.2 herein. The approved schedule shall then be used by the Contractor for planning, organizing, and directing the Works and for reporting progress payment. Submittals that are incomplete (both in form and contents) shall be returned to the Contractor without review and shall be held responsible for consequent delays. UPDATING, REVISION and EXTENSION OF TIME 6.1 UPDATING

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The Contractor shall organize a joint progress measurement and inspection with the PMC to verify the actual start / finish dates and completed percentage of each activity in the Baseline Schedule and shall be updated in Primavera Enterprise every week or at any other frequency required by the PMC.
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PROJECT CONTROLS TECHNICAL REQUIREMENTS 6.1.1 6.1.2 6.1.3 6.1.4 For completed Activities - Enter Actual Start and Actual Finish Dates, Actual Quantities and Actual Expenses For Activities in Progress Update Actual Start Dates, Forecast Completion Dates, Expense %, Actual Quantities, Actual Resources and Physical % Actual Physical Progress for activity should be equal to Expense % Expense (Cost) Update update % complete (as approved by the PMC) for each Cost Account for activities. This information will be used for generating Contractors Progress Payment Request. Each Updated Schedule shall be submitted to PMC for its acceptance as a record. It is possible (if the Works have been delayed) that these Updated Schedules will show completion later than the contract completion dates. In this event PMCs acceptance of such Schedules will not constitute acceptance of the delay(s). The Contractor is deemed to provide the PMC with detailed pricing and breakdowns of all activities (if required) for the updating purposes. Any missing information/details shall be as per the interpretation of the PMC.

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6.2

REVISION and EXTENSION OF TIME

Once the PMC approves the Baseline Schedule, the Contractor shall not revise the Activity Duration(s) or Network Logic of the Baseline Schedule without written approval. 6.2.1 The Baseline Schedule may be changed and/or an Extension of Time may be granted when one or more of the following occurs and shall be reviewed and approved by the PMC: i. A Variation Order that significantly affects the duration/dates of completion or sequence of work and construction methodology. ii. The PMC directs in writing a change that affects the milestone date(s) specified in the Contract and/or alters the length of the critical path. In the event of occurrence of one of the above, the Contractor may submit a request for Extension of Time and/or Revision to the Project Work Schedule. The submittal shall indicate changes required to the Contract completion date, proposed revised logic network and shall be accompanied by a narrative description and justification for the change. Once approved the revised schedule shall be used as the Revised Baseline Schedule.

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RECOVERY PROGRAMME 7.1 In the event of substantial schedule slippage or out of sequence of works relative to the accepted Baseline Programme, the Contractor shall submit Recovery Programme, when necessary or as required by the PMC. The Recovery Programme shall identify which activities and milestones that are affected and demonstrate how the Contractor plans to recover his present delays. 7.2 Recovery Program shall be strictly for the purpose of demonstrating to the PMC how the Contractor plans to bring progress back to that projected in the accepted Baseline Programme. It shall also serve to allow the PMC to monitor the progress of the Contractor's recovery plan. 7.3 As the Recovery Programme does not constitute an accepted revised baseline, the Contractor shall continue to report his progress against the accepted baseline programme. The Contractor shall also update the PMC on the progress of his recovery against the recovery programme.

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PROJECT CONTROLS TECHNICAL REQUIREMENTS 8 REPORTS 8.1 Contractor shall submit Monthly Progress Report(s) within 7 days of the next month or on the next working day (if applicable), including but not limited to the following: Executive Summary, detailing the planned and actual progress, defining problem areas, risk items, anticipated delays, and impact on the schedule. Provide Delay Analysis and the corrective action needed to recover the situation. Updated Work Schedule in Primavera Report format showing but not limited; Activities Planned (Baseline) for the month and percentage progress planned and Activities actually executed during the month and their percentage completion. For activities behind the Work Schedule (Baseline), provide Delay Analysis and the corrective action needed to recover the situation. Diagrammatic Layout Plan showing the physical work progress Primavera Report showing Activities Planned for 90-days Look Ahead of Baseline Schedule, Updated Work Schedule and Recovery Schedule. Primavera Report for Earned Value Primavera Schedule Reports for critical path, analysis and actions required to recover delay including updates on claims for Extension of Time submitted and approved. Engineering Status, reports for Submittal(s) overdue, held and rejected and Correspondence action log specially those requiring the PMCs action, etc Material Procurement Status Updated Resource Charts (distribution curve and histogram) Updated status and list of Claims, Variation Orders and Site Instructions/Memo Financial Report updated status of the Cash-Flow statement (forecast against actual payments), and including Updates on Claims and Variation Orders submitted and approved. Progress S-Curve (forecast against actual progress of work) Safety Record and Statistics accident(s) logbook Quality Control Statistics a. Non-Conformance (NCR) report b. Request for Inspection (RFI) report Weather Record Summary Digital progress photos soft and hard copy (monthly) other items required in the Contract Documentation and/or as required by the PMC from time to time.

8.1.1

8.1.2

8.1.3 8.1.4 8.1.5 8.1.6 8.1.7 8.1.8 8.1.9 8.1.10 8.1.11

8.1.12 8.1.13 8.1.14

8.1.15 8.1.16 8.1.17

8.2

Contractor shall submit Weekly Progress Report(s) one day before the weekly progress meeting, including but not limited to the following: 8.2.1 Updated Work Schedule in Primavera Report format showing but not limited to; Activities Planned (Baseline) for the week and percentage progress planned and Activities actually executed during the week and their percentage completion. For activities behind the Work Schedule (Baseline), Diagrammatic Layout Plan showing the physical work progress Primavera Schedule Reports for critical path analysis and, Contractors action(s) made to recover delay. Engineering Status, reports for Submittal(s) overdue, held and rejected and Correspondence action log specially those requiring the PMCs action, etc Material Procurement Status Updated Resource Charts (distribution curve and histogram) Updated status and list of Claims, Variation Orders and Site Instructions/Memo Progress S-Curve (forecast against actual progress of work) Safety Record and Statistics accident(s) logbook

8.2.2 8.2.3 8.2.4 8.2.5 8.2.6 8.2.7 8.2.8 8.2.9

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PROJECT CONTROLS TECHNICAL REQUIREMENTS 8.2.10 Quality Control Statistics a. Non-Conformance (NCR) report b. Request for Inspection (RFI) report 8.2.11 Weather Record Summary 8.2.12 Update on Problems encountered 8.2.12 Other documents as required by the PMC from time to time. 8.3 Daily Report will be generated in Primavera Enterprise and Contract Manager, including but not limited to the following: Summary of completed activities for the previous day Ongoing Activities continuing today loaded from primavera linked schedule Activities started today Activities scheduled the Next day Resource Usage and Delivery to Site Visitors Log Weather Record Accident log Problems encountered

8.3.1 8.3.2 8.3.3 8.3.4 8.3.3 8.3.5 8.3.6 8.3.7 8.3.8 9

DISTRIBUTION All submissions shall be made in Three (3) paper color copies and One (1) set in electronic file format (compact disc), except otherwise specified by the PMC. The hard copies shall be reproducible from the electronic file copy submitted. 9.1 SCHEDULES: Following joint review, distribute copies of updated schedules to Employer, PMC, RE, subcontractors, suppliers, and other concerned parties. REPORTS: Submit copies to the Employer, PMC and RE.

9.2

10 NON-COMPLIANCE 10.1 If the Contractor fails to assign project control team and provide incremental licenses for running project management system, PMC have the right to assign project management contractor to apply project management system for cost to be deducted from contractor. If the Contractor fails to submit a Baseline Schedule within 28 days after acceptance of Tender, or the Baseline Schedule or Revised Schedule is not Approved by the PMC within one (1) month after the first submission, or the Updated Schedule within the time prescribed, then PMC shall deduct retention of Five Percent (5%) of the Contractors Progress Payment over and above the 5% Performance Retention Sum until such time that the Contractor has provided submissions that are acceptable to the PMC.

10.2

END OF SECTION

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