project schedule

COMMONWEALTH OF VIRGINIA DEPARTMENT OF TRANSPORTATION

CONSTRUCTION DIRECTIVE MEMORANDUM

GENERAL SUBJECT: Post-Award Schedule Management

NUMBER:

CD-2007-8

DATE: September 17, 2007

SPECIFIC SUBJECT:

Policy and Guidelines for the Use of the Special Provision for Progress Schedule for Category I Projects

SUPERSEDES:

NA

DATE EFFECTIVE Upon Receipt

SUNSET/ EXPIRES: September 17, 2012

Original with signatures on file in the office of the

Scheduling and Contract Division

W. BYRON COBURN, JR., P.E. STATE CONSTRUCTION ENGINEER

JAMES S. UTTERBACK, PMP DIRECTOR, PMO

DIRECTED TO - DISTRICT ADMINISTRATORS

I. PURPOSE

The purpose of this memorandum is to establish the policy and procedures by which the Category I Progress Schedule Special Provision will be administered on qualifying projects. (See attached Special Provision For Progress Schedule for Category I Projects)

II. INTRODUCTION

Planning and scheduling play a vital role in the successful completion of any project and the ability to establish schedule control and manage time and resources on the project is essential to the successful on-time and within budget completion of the project. Hence, this memorandum is being issued along with the VDOT Post-Award Scheduling Guide for Category I Projects available for download from the Scheduling and Contract Division’s website @ virginiadot.org/business/const to aid the Construction Project Management Team in accomplishing the project management objectives defined below. The scheduling guide is also intended for use as a guidance document to promote good project management and scheduling practices in order to encourage open communication, accountability, fairness and consistency in resolving any time-related issues on the project.

III. POLICY

Effective immediately, all qualifying contracts that are advertised, awarded, and executed through the Scheduling and Contract Division; that meets the criteria for Category I, will include the

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Special Provision for Progress Schedule for Category I Projects. Henceforth, the Project Manager (Construction Project Manager or responsible charge Engineer) will ensure that the appropriate schedule special provision is included in the project specifications prior to the Pre-advertisement Conference (PAC). Additionally, the Project Manager will ensure that the Contractor furnishes a baseline progress schedule that conforms to the requirements of the Special Provision for Progress Schedule for Category I Projects prior to commencing work. The Project Manager will also ensure that the project baseline schedule is reviewed timely so as to avoid schedule delays and possible cost overruns. The accepted construction schedule (Schedule of Record (SOR)) will be utilized by the Construction Project Management Team to establish and maintain schedule control on the project as well as to accomplish the project management and schedule management functions described in the guidelines section below. Once the project is underway, the Project Manager will make certain that the project schedule continues to reflect reality so that the schedule remains an effective tool to assess progress of the work and to evaluate the effects of any time and\or cost related changes on the project.

IV. GUIDELINES

The guidelines defined below outline the project management and schedule management functions involved in the post-award scheduling process. The process involves the establishment of the project baseline schedule, utilizing the schedule to monitor and assess progress on the project; as well as maintaining schedule control and managing time-related issues when changes occur. The project schedule provides the Construction Project Management Team the process and means to establish and maintain schedule control on the project. It also provides the project and program managers with a time-based framework with which to plan and manage the Department’s resources and expenditures. It is imperative that the following project management and schedule management functions are accomplished to assure the project schedules are utilized effectively for the purposes intended. For the procedures and specific guidelines on establishing and maintaining schedule on Category I projects, see the VDOT Post-Award Scheduling Guide for Category I Projects.

A. Program Management (Optional) – The Project Manager may utilize the project schedule

to accomplish the following program management functions:

i) Establish program management schedules with which to plan, analyze, and balance the Department’s available resources and expenditures with current and projected needs;

ii) Provide visibility and insight on high-level schedule related project information; iii) Establish best practice methodologies to maximize their use in developing or

reviewing schedules or for resolving time-related issues on projects.

B. Project Management – The Project Manager will utilize the project schedule to accomplish the following project management functions:

i) Establish the contract management schedule (Schedule of Record (SOR)) for use in

assessing progress and identifying and resolving time-related issues on the project; as well as for all involved parties to plan and schedule their respective work;

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ii) Establish the project management schedule for planning and managing the Department’s work, project resources, and expenditures; as well for reporting progress on the project;

iii) Identify and manage project risks. Construction schedules may reveal potential

concerns in the Contractor’s work plan or schedule that may result in project risks such as schedule delays, cost overruns, safety, or quality issues. A proactive rather than a reactive approach to managing risks generally allows for adequate time or opportunity to mitigate or eliminate project risks. The Contractor’s work plan and schedule will be reviewed to identify potential schedule issues such as working drawings submittals and reviews, scheduling conflicts with other entities that may result in project risks. And any issues or concerns in the work plan or schedule will be addressed as early as possible before the problems are encountered;

iv) When the Contractor’s work plan or schedule is impacted by changes in the work, the

current SOR will be utilized to perform a contemporaneous Schedule Impact Analysis (SIA) to evaluate the effects of the impacts in order to make informed decisions on how to proceed. Impacts may involve changes in the work that are authorized by the Engineer or changes that are due to conditions beyond the Contractor’s control including, but not limited to changes in the work as defined in Section 104 of the Specifications.

C. Schedule Management – The Project Manager will ensure that the following schedule management functions are accomplished:

i) If a schedule planning conference is requested by either the Engineer or the

Contractor, the Project Manager will conduct the planning conference, upon notification of intent to award and prior to preparing the schedule. The conference will be held to review the requirements of the contract concerning the schedule or to discuss any project specific issues required for preparation of the schedule;

ii) The Project Manager will ensure that the Contractor submits his progress schedule at

least 7 days prior to commencement of the work; iii) Upon receipt of the Contractor’s progress schedule submittal, the schedule submittal

will be reviewed within the time limit allowed to ensure that it meets the requirements of the Special Provision for Progress Schedule for Category I Projects;

iv) Upon review and acceptance of the baseline schedule submittal, the Baseline

Schedule of Record (SOR) will be established and communicated to all parties involved in a timely manner so as to avoid schedule delays and possible cost overruns;

v) The SOR will also be used to accomplish the project management objectives

regarding contract management, progress assessment, project monitoring and coordination;

vi) Once the work is underway, accurate as-built schedule information will be recorded

to create a historical record of the project; vii) The as-built schedule information will be used for performing periodic schedule

analysis to identify deviations from scheduled performance in order to determine if and when corrective actions are necessary for timely completion of the project;

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viii) When time-related impacts occur, the as-built information will also be used to update the schedule when performing a SIA;

ix) The SOR will be revised as necessary to incorporate authorized changes or to reflect

any impacts for changes in the work or work plan; x) The as-built schedules may be stored in central repository for use in resolving any

outstanding time-related issues or for establishing best practice methodologies.

V. CATEGORY I PROJECTS A. Characteristics of Category I Projects – In recognition that projects undertaken by VDOT

vary in size, complexity, and schedule risks, a project ranking system has been defined to group projects by category based primarily on complexity and schedule risks. Category I represents the lowest level of the project ranking system that include small or the simple no plan or minimum plan single season construction projects with limited and straightforward operations whose plan of operations and schedule can be effectively communicated in written words.

Category I projects may also include certain relatively complex maintenance or schedule type work with significant traffic impact, such as concrete pavement repairs or overlay work on major corridors. It may also include certain maintenance projects that are involved with major construction or improvement projects. However, Category I does not include emergency contract projects or typical maintenance/schedule type work such as asphalt pavement schedules, pavement marking schedules, guardrail improvements, bridge painting (with limited traffic impact), minor bridge repair, incidental concrete repair, or other relatively simple maintenance type work. For general description on Project Categories and Characteristics of the rest of the Project Categories, see Appendix A – Project Categories of the VDOT Post-Award Scheduling Guide – Category I Projects.

B. Examples of Category I Projects – The following is a list of typical Category I projects:

Rural grade, drain, & pave of unpaved roads (may include minor horizontal & vertical

alignment changes and rural rustic projects with drainage work);

Bridge deck repair & concrete overlay (may include multiple bridges);

Break, seat & overlay concrete pavement;

Spot improvements (multiple locations any of: incidental concrete, minor widening, enhanced pavement marking, & sign installation);

Building demolition in advance of construction projects;

Retaining wall installation or extensive repair;

Bridge substructure repair (with significant traffic impact);

Bridge & drainage structure replacements (frequently single span with limited approach

work);

Bridge painting (multiple locations or with significant traffic impact);

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Minor urban reconstruction & improvement (could include curb & gutter and sidewalks; new or extended turn lanes);

Surface reclamation, sub-grade stabilization & overlays;

Bridge steel repair (with significant traffic impact);

Signal installation – Site specific (w/o intersection improvements, no regional on-call

installations);

Overhead sign installation & Lighting installations (multiple locations & or significant amount of lighting);

Variable message sign or camera installations (limited number in contract);

Concrete pavement repair and/or asphalt overlay (major corridor only, not schedules or

limited length);

Automatic elevation to Cat II or higher: WMATA involvement & most deck replacements over railroads.

C. Category I Progress Schedule – The following is a summary of the required schedule

submittal information for Category I projects:

i) Progress Schedule Narrative – The Progress Schedule Narrative shall consist of the following information:

a) A written description of the Contractor’s overall plan of operations;

b) A Tabular Schedule to include milestones and time-based tasks required to show

the planned sequence, timing, and progress of the work; c) A discussion on the Contractors proposed working calendar; d) A description of any potential issues that may impact the schedule.

ii) Progress Earnings Schedule – Progress Earnings Schedule will not be required for projects with contract duration of sixty (60) calendar days or less. The Progress Earnings Schedule submittal requirements include:

a) The Progress Earnings Schedule shall be prepared on the modified Contractor’s

Progress Earnings Schedule (Form C-13) furnished by the Department; b) Progress earnings shall be based on the total contract value; c) Payments for stored or stockpiled material in accordance with Section 109.08 of

the Specifications will not be considered in the earnings schedule.

Attachment fg\CC: Commissioner Deputy Commissioner Commissioner’s Staff

CD-2007-8 September 17, 2007 of 6

Division Administrators District Construction Engineers District Maintenance Engineers District Materials Engineers District Preliminary Engineering Managers District Location and Design Engineers District Civil Rights Managers District Contract Administrators Regional Operations Directors Residency Administrators Area Construction Engineers Construction Managers Project Inspectors Federal Highway Administration Office of the Attorney General Virginia Department of Minority Business Enterprise Virginia Transportation Construction Alliance Old Dominion Highway Contractors Association Virginia Asphalt Association American Concrete Pavement Association Virginia Ready-Mixed Concrete Association Precast Concrete Association of Virginia Division Library

ATTACHMENT S108A2B-0907

VIRGINIA DEPARTMENT OF TRANSPORATION SPECIAL PROVISION FOR PROGRESS SCHEDULE CATEGORY I PROJECTS

September 5, 2007

I. GENERAL REQUIREMENTS

Section 103.06(e) Progress Schedule is deleted. Section 108.08 Progress Schedule is deleted. The Contractor shall plan and schedule the work and shall submit his plan in the form of a Progress Schedule for the Engineer’s review and acceptance. The accepted Progress Schedule shall be used by the Engineer for planning and coordination of the Department activities, and for evaluation of the Contractor’s progress and the effects of time-related or cost related impacts on the project. Prior to preparing the schedule, the Engineer or the Contractor may request a schedule development planning meeting to discuss any project specific items required for preparation of the progress schedule. The Contractor shall prepare and submit a practicable schedule to reflect a logical progress of the work. The Progress Schedule shall represent the Contractor’s overall work plan to accomplish the entire scope of work in accordance with the requirements of the Contract. It shall include, as a minimum, all controlling items of work and time-based tasks required for timely completion of the work, including as applicable the work to be performed by sub-contractors, suppliers, the Department, and/or others. When preparing the schedule, the Contractor shall consider all known constraints and restrictions such as seasonal, weather, traffic, utility, railroad, right-of-way, environmental, permits, or other limitations to the work. The Contractor may be required, as determined by the Engineer, to attend a pre-construction scheduling conference. If required, the Contractor shall be prepared to discuss his planned or contemplated operations relative to the contract requirements and this special provision. The Contractor shall keep the Engineer informed of his planned or contemplated operations on a continuing basis.

II. PROGRESS SCHEDULE SUBMITTAL REQUIREMENTS Baseline Progress Schedule – The Contractor shall submit to the Engineer his initial progress schedule in the form of a Baseline Progress Schedule at least 7 calendar days prior to beginning work. The Baseline Progress Schedule submittal shall include three (3) sets of a written Progress Schedule Narrative and a Progress Earnings Schedule as defined below: 1. Progress Schedule Narrative: The Progress Schedule Narrative shall consist of the following

information, as applicable: a) A description of the Contractor’s overall plan of operations including the planned procedures

and crew(s) required to complete each feature or major operation; b) A Tabular Schedule to establish milestone(s) for completing each phase, feature, or stage of

work as specified by contract or as determined by the Contractor. The schedule shall also

indicate the planned sequence and start/finish dates for each operation, maintenance of traffic (MOT) activities, and other relevant time-based tasks required to complete the work;

c) A discussion on the working calendar with considerations for known constraints or

restrictions; (i.e. normal weather, traffic, holidays, time of year, utility, etc.); d) A description of any potential issues that may impact the schedule.

2. Progress Earnings Schedule: Progress Earnings Schedule will not be required for projects with contract duration of sixty (60) calendar days or less. The Progress Earnings Schedule shall be prepared on forms furnished by the Department to indicate the anticipated earnings for each payment period as of the Contractor’s payment cut-off date. Progress earnings shall be based on the total contract value. Total contract value will be considered to mean the original amount of the contract including any authorized adjustments in accordance with, but not limited to, the provisions of Sections 104.03 and 109.05. Payments for stored or stockpiled material in accordance with Section 109.08 of the Specifications will not be considered in the earnings schedule.

Revised Progress Schedule – When prosecution of the work deviates significantly from the phasing, general sequence, or the proposed means and methods as represented on the Schedule of Record (SOR), the Engineer will require the Contractor to submit a Revised Progress Schedule. The Contractor will also be required to submit a Revised Progress Schedule to reflect any impacts to the schedule for changes authorized by the Engineer or for changes that are deemed to be beyond control of the Contractor including, but not limited to changes in the work as defined in Section 104 of the Specifications. When required by the Engineer, the Contractor shall submit the Revised Progress Schedule within 10 calendar days of the date of the Engineer’s written request. The Revised Progress Schedule shall be prepared and submitted in the form of a Baseline Progress Schedule; however, it shall reflect the actual progress of accomplished work, including actual dates for completed work or work in progress, any impact of a change, and the proposed plan for completing the remaining work. The Revised Progress Schedule submittal will be reviewed by the Engineer for acceptance as specified herein. Failure to Furnish Progress Schedules – Work shall not commence until the Contractor submits his Baseline Progress Schedule in accordance with the requirements of this special provision, unless otherwise approved in writing by the Engineer. Delays in work resulting from the Contractor’s failure to provide the progress schedule will not be considered just cause for extension of the contract time limit or for additional compensation.

III. REVIEW AND ACCEPTANCE The Engineer will review all progress schedule submittals within 7 calendar days of receipt of the Contractor’s complete submittal. Review and acceptance by the Engineer will be based on completeness and conformance with the requirements of this provision and the Contract. If the Contractor’s progress schedule is deemed to be unacceptable, the Engineer will issue a written notification of non-conformance or incompleteness and a request for resubmission. The Engineer’s response will include comments describing the deficiencies in completeness or conformance prompting the Engineer’s decision. If the Contractor’s progress schedule is deemed to be acceptable, the Engineer will issue a written notice of acceptance that may include comments or concerns on the schedule or a request for clarification. In either case the Contractor shall respond accordingly within 7 calendar days of receipt of the Engineer’s response.

Upon acceptance, the latest of the Baseline Progress Schedule or Revised Progress Schedule shall become the Schedule of Record (SOR). For the purposes of this Special Provision the SOR is defined as the currently accepted progress schedule by which all schedule references will be made and progress will be compared. Also, the SOR shall be the only schedule used to evaluate the effects of any time-related or cost related impacts on the project. Review and acceptance by the Engineer will not constitute a waiver of any contract requirements and will in no way assign responsibilities of the work plan, scheduling assumptions, and validity of the schedule to the Department. Failure of the Contractor to include in the Progress Schedule any element of work required by contract for timely completion of the project shall not excuse the Contractor from completing the entire scope of work within the Contract specified completion milestone(s).

IV. MONITORING THE WORK AND ASSESSING PROGRESS Monitoring The Work – The Engineer will monitor the work regularly to identify any deviations from the Contractor’s scheduled performance relative to the currently accepted Baseline or Revised Progress Schedule. The Engineer may request a meeting with the Contractor to discuss the Contractor’s current progress or to review the approximate date for starting each critical inspection stage during the following 30 days. At least once a week, the Contractor shall advise the Engineer of the approximate timing for anticipated critical stages for the subsequent week. The Engineer shall be advised at least 24 hours in advance of any changes in the Contractor’s planned operations or critical stage work requiring Department inspection. Progress Evaluation – Progress will be evaluated by the Engineer at the time of the monthly progress estimate relative to the currently accepted Baseline or Revised Progress Schedule. The Contractor’s actual progress may be considered unsatisfactory if any of the following conditions occurs:

1. The cumulative actual earnings for work completed is more than 10 percentage points behind the cumulative earnings for work scheduled; or

2. Any interim milestone is later than the scheduled milestone by more than 14 calendar days or

the projected project completion date is later than the contract completion date by 14 calendar days.

Progress Deficiency and Schedule Slippage - When the Contractor’s actual progress is deemed to be unsatisfactory, the Engineer will issue a written notice of unsatisfactory performance to indicate that further actions may be taken as defined in Sections 102.01 and 109.07 and as amended herein, if progress remains unsatisfactory at the time of preparation of the next monthly progress estimate. Within 10 calendar days of receipt of the Engineer’s notice of unsatisfactory progress, the Contractor may submit to the Engineer, a proposed recovery plan in the form of a Revised Progress Schedule and a written statement to describe the Contractor’s proposed actions to correct the progress deficiency or schedule slippage. The Contractor may also submit to the Engineer a written explanation and supporting documentation to establish that such delinquency is due to conditions beyond his control. Any schedule revisions resulting from a recovery plan will be reviewed in accordance with Section III, but shall not replace the current SOR.

Section 102.01 Prequalification of Bidders is amended to replace the eighth paragraph with the following:

A Contractor may be temporarily disqualified from bidding on contracts with the Department if his progress is determined unsatisfactory as defined by any of the conditions listed under Progress Evaluation of this provision. If, at the time of the next monthly progress estimate, the Contractor’s progress remains unsatisfactory as defined herein, his name may be removed from the list of prequalified bidders unless he can establish that the delinquency was attributable to conditions beyond his control. If his name is removed, the Contractor will not be reinstated as a prequalified bidder until the Engineer deems that his progress has improved to the extent that the work can be completed within the contract time limit or until final acceptance.

Section 109.07 Partial Payments is amended as follows: The third sentence in the first paragraph is replaced by the following:

Partial payments will be made once each month for the work performed in accordance with the contract requirements except when the sum of the work performed during the month’s estimate period is less than $500.00.

The fifth paragraph is replaced with the following: The Department will deduct an amount equivalent to 5 percent of the monthly progress estimate on all unbonded contracts and will retain such monies until final payment is made in accordance with the requirements of Section 109.09. The balance less all previous partial payments will be vouchered for payment. After 50 percent of the total contract value has been completed and 5 percent has been retained on this amount, the Department will make the remaining partial payments in full provided the Contractor is maintaining a satisfactory rate of progress. For the purposes herein “Total contract value” will be considered to mean the original amount of the contract including any authorized adjustments in accordance with, but not limited to, the provisions of Sections 104.03 and 109.05. The Department will not deduct retainage on bonded contracts provided the Contractor achieves and maintains a satisfactory rate of progress as defined herein.

The sixth paragraph is replaced with the following: If the Contractor’s progress is determined to be unsatisfactory in accordance with the provisions herein, 5 percent retainage on either bonded or unbonded contracts will be withheld each month the Contractor’s progress is unsatisfactory.

The seventh paragraph is deleted. The eighth paragraph is replaced by the following:

On bonded contracts, when the Engineer determines that the Contractor’s progress is considered satisfactory in accordance with these requirements, the 5 percent retainage previously withheld because of unsatisfactory progress will be released in the next monthly progress estimate and the remaining monthly progress estimates payments will be made in full provided satisfactory progress continues to be made. The Department will continue to deduct 5 percent retainage on unbonded contracts as provided for herein.

The tenth and eleventh paragraphs are deleted. V. MEASUREMENT AND PAYMENT

Category I progress schedules will not be measured or paid for separately. All associated costs to prepare, revise, and/or furnish the progress schedules for Category 1 projects in accordance with the requirements herein shall be considered incidental to the work.

VDOT POST-AWARD SCHEDULING GUIDE

GUIDELINES FOR ESTABLISHING & MAINTAINING SCHEDULE CONTROL ON CATEGORY I PROJECTS

SCHEDULING AND CONTRACTS DIVISION

VIRGINIA DEPARTMENT OF TRANSPORTATION Scheduling and Contracts Division

TABLE OF CONTENTS

I. SECTION I – ESTABLISHING THE BASELINE SCHEDULE OF RECORD

(SOR)……………………………………………………………3 II. SECTION II – MONITORING THE WORK AND ASSESSING

PROGRESS…………………………………………………………………7

III. SECTION III – MANAGING CHANGES AND MAINTAINING SCHEDULE CONTROL………………………………………………….10

VDOT POST-AWARD SCHEDULING GUIDE FOR CATEGORY I PROJECTS 2 9/10/2007-

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SECTION I ESTABLISHING THE BASELINE SCHEDULE OF RECORD (SOR)

1. Introduction 2. Planning the Baseline Schedule

3. Reviewing the Baseline Schedule

4. Criteria for Acceptance

5. Establishing the Baseline Schedule of Record (SOR)


SECTION

I 1. INTRODUCTION

Timely submission and review of the baseline schedule information is vital to successfully establishing and maintaining schedule control on the project. The Project Manager will ensure that the Contractor submits his baseline schedule at least 7 days prior to commencing work. The Project Manager will also ensure that the schedule submittal is reviewed and that a response is issued to the Contractor within the time limit allowed in the schedule provision so as to avoid schedule delays and possible cost overruns. This guide is intended to serve as a reference document to aid the Project Management Team in accomplishing the project management functions regarding the post-award scheduling process for establishing and maintaining schedule control on the project.

2. PLANNING THE BASELINE SCHEDULE

As soon as the letter of recommendation to award has been issued to the Contractor, and prior to preparing the schedule, the Engineer or the Contractor may request a schedule development planning conference, separate from the pre-construction conference, to facilitate the planning and preparation of the schedule. The conference may be held to review the requirements of the contract concerning the schedule or to discuss any project specific issues required for preparation of the schedule, including the following as applicable:

i) Milestone requirements regarding the Contract and Contractor defined milestone(s)

required for coordination or evaluation of progress; ii) Phasing, sequencing, maintenance of traffic (MOT) requirements, or constructability issues

relative to the plans and specifications; iii) Timing of work by the Department, utilities, or other third parties; iv) Applicable constraints or restrictions that may influence how or when the work will be

performed such as seasonal, weather, traffic, utility, railroad, right-of-way, environmental, permits, or other limitations to the work.

3. REVIEWING THE BASELINE SCHEDULE

Upon receipt of the Contractor’s complete submittal, the Construction Project Manager will review the Contractor’s Baseline Progress Schedule submittal and respond to the Contractor within the time


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limit allowed in the schedule provision. The Contractor’s baseline progress schedule submittal will be reviewed in accordance with the general guidelines defined below:

i) Prior to the schedule review, the reviewer(s) will review the plans and be familiar with the

requirements of the contract and specifications; ii) Review the schedule submittal for completeness and conformance to ensure that the

Contractor has met the submittal requirements in accordance with the schedule specifications;

iii) Review the schedule submittal for conformance to ensure that the schedule has met the

requirements of the Contract and Specifications; iv) Review the schedule for reasonableness to ensure that the schedule represents a doable

work plan regarding the Contract; v) Review and cross-check key date(s) with other involved parties to ensure that the dates are

reasonable (if applicable); vi) Review the schedule for any potential issues that may cause delays, safety issues, quality

issues, or other risks to the project; vii) Determine acceptability based on the criteria for acceptance defined herein; viii) Respond to the Contractor to indicate whether the submittal is accepted as submitted,

accepted with comments, or returned for resubmission based on the criteria for acceptance as defined herein and as follows:

a. If the submittal does not conform due to major deficiencies in the submittal, the

Engineer will issue a notice of non-compliance and a request for resubmission with comments indicating the deficiencies;

b. If the submittal is in conformance, but contains minor deficiencies or concerns, the

Engineer will issue a notice of acceptance with comments to indicate the deficiencies or concerns. The notice will also include a request to the Contractor to address the concerns;

c. If the submittal is in conformance and exhibits no obvious concerns, the Engineer

will issue a notice of acceptance to indicate that the submittal is acceptable as submitted;

ix) To facilitate the review and acceptance of the baseline schedule, the Engineer may request

a meeting with the Contractor to discuss any concerns prompting the comments or request for resubmission.

For specific guidelines on reviewing Category I project schedule submittals, see Appendix C - Category I Review Checklist.


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4. CRITERIA FOR ACCEPTANCE

Acceptance of the Contractor’s baseline schedule will be based on completeness and conformance with the requirements of the Special Provisions, the Contract and Specifications as defined below:

i) The baseline schedule submittal will be considered complete if:

a. It contains all required submittal items; b. The submittal items include all required information;

ii) The schedule submittal conforms to the requirements of the Special Provisions, the

Contract and Specifications if it meets the requirements concerning: a. Contract milestones; b. Phasing; c. Sequencing, Maintenance of Traffic (MOT), or Traffic Control Plan; d. Times for work by the Department including submittal reviews (as applicable); e. Times for coordination with utilities and work by other third parties (as applicable); f. Other specified schedule constraints and restrictions such as seasonal, traffic,

environmental, utility, railroad, permits, etc.;

iii) Acceptance of the schedule will not be based on reasonableness. Any concerns regarding the reasonableness of the schedule will result in an acceptance with comments to note the concerns and a request to the Contractor to address the concerns.

5. THE BASELINE SCHEDULE OF RECORD (SOR)

Upon acceptance of the Contractor’s Baseline Progress Schedule, the Engineer will issue a written notice of acceptance to establish the accepted baseline schedule as the Baseline Schedule of Record (SOR). Until a revision to the baseline is submitted and accepted, the Baseline SOR will remain the project schedule with which all parties will be expected to plan and schedule their work. The SOR will be:

i) Communicated to all parties involved;

ii) Utilized by the Project Manager to establish the project management schedule with which

to plan the Department’s work and resources; as well as to coordinate, inspect and manage the work;

iii) Utilized by the Project Manager to establish schedule control on the project for the

purposes of assessing progress and evaluating the effects of any time-related impacts for changes in the work or work plan.


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SECTION II MONITORING THE WORK AND ASSESSING PROGRESS

1. Introduction 2. Monitoring the Work

3. Progress Evaluation

4. Progress Deficiency and Schedule Slippage


SECTION

II 1. INTRODUCTION

Once the project is underway, it is essential that the work is monitored on an on-going basis to accurately record the status of each event as it occurs. This is necessary when analyzing the schedule to assess the project status, identify any deviations from scheduled performance, and to predict the schedule outcome of the project. The following sub-sections provide guidelines for monitoring the work, evaluating the project progress, and for addressing unsatisfactory progress or schedule slippage.

2. MONITORING THE WORK

The Construction Project Manager will ensure that the work is monitored on an on-going basis to accurately record the project as-built schedule information for each event as it occurs. The as-built information will be used to create an accurate historical record of the project and to evaluate progress of the work against the SOR. The recorded as-built schedule data may also be used to update the project schedule or to create a Project Status Report (PSR), which may be used for discussing progress of the work with the Contractor or other involved parties. The following as-built information will be recorded for each on-going or completed task, including any task by the Department and other third parties, as of the Contractor’s progress payment estimate cut-off date:

i) Actual start dates; ii) Actual completion dates for completed tasks; iii) Percent complete of each task based on work-in-place as of the status date;

iv) Milestone(s) met or missed;

v) Resources (manpower and equipment) used;

vi) Changes to the work or work plan; vii) Problems encountered (if any).


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3. PROGRESS EVALUATION

Status of the work will be assessed monthly to ensure that the work is progressing accordingly and to ensure that the project goals and objectives are still being met. Progress of the work will be evaluated based on amount of work completed to determine if the Contractor is accomplishing the work at a rate of progress necessary to ensure timely completion of the work. Progress will also be evaluated based on the schedule to ensure that the critical activities or controlling items of work are progressing as planned. Progress will be assessed relative to the Baseline SOR (or the Revised SOR, if applicable), as of the Contractor’s progress estimate cut-off date and based on:

i) The cumulative dollar value of work completed (work-in-place); ii) Interim milestone(s); iii) The calculated or projected completion date.

4. PROGRESS DEFICIENCY AND SCHEDULE SLIPPAGE

Progress may be deemed unsatisfactory if any of the above control measures exceed their specified control limits. A 3-step approach will be employed when dealing with progress deficiency and schedule slippage:

i) Step 1: When the Contractor’s progress starts to fall behind or the schedule starts to slip

relative to the Baseline or Revised SOR, a notice of progress deficiency or schedule slippage will be issued to the Contractor;

ii) Step 2: If progress continues to fall behind or the schedule continues to slip, a meeting will

be scheduled with the Contractor’s Principal to discuss progress of the work and performance issues on the project;

iii) Step 3: When the Contractor’s actual progress is deemed to be unsatisfactory, the Engineer

will issue a written notice of unsatisfactory performance to indicate that further actions may be taken as defined in Sections 102.01 and 109.07 of the Specifications, if progress remains unsatisfactory at the time of preparation of the next monthly progress estimate.

Prior to recommending sanctions to encourage corrective actions by the Contractor, the Engineer will allow for 10 calendar days from the date of the notice of unsatisfactory progress for a response by the Contractor. The Contractor may submit to the Engineer, a recovery plan to reflect a proposed plan to correct the progress deficiency or schedule slippage, or submit to the Engineer a written explanation and supporting documentation to establish that such delinquency is due to conditions beyond the Contractor’s control. Any schedule revisions resulting from the recovery plan will be reviewed in accordance with the guidelines and standards defined in Section I, but the recovery based revised schedule will not replace the current SOR.


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SECTION III MANAGING CHANGES AND MAINTAINING SCHEDULE CONTROL

1. Introduction 2. Conditions for Revising the Schedule

3. Revising the Schedule

4. Establishing the Revised Schedule of Record (SOR)


SECTION

III 1. INTRODUCTION

It is of utmost importance that the project schedule continues to reflect reality in terms of the status of the work, the Contractor’s current work plan for accomplishing the remaining work, and any impacts on the work or work plan. An updated and realistic schedule allows for a reasonable prediction of the schedule outcome of the project. Likewise, a contemporaneous schedule that reflects reality provides a more effective tool for a fair and equitable evaluation of the effects of any time-related impacts on the work plan or schedule. Although, it is not expected that Category I projects will experience significant changes in the work or work plan as described in this section, the guidelines described herein will apply only if any of the conditions described below are encountered. The procedures and guidelines described in this section are intended to establish a standard approach to utilizing the project schedule to manage time-related changes on all projects in order to encourage accountability and fairness in resolving time-related issues.

If time-related changes occur that will significantly impact the work or work plan, the schedule will be revised accordingly to determine the effects of the changes. Significant impacts are impacts resulting from changes that will affect the project scheduled completion date, interim milestone(s), or the anticipated progress earnings. The following sub-sections define the conditions that may prompt a schedule revision as well as describe the procedures for revising the SOR, if necessary.

2. CONDITIONS FOR REVISING THE SCHEDULE

The following describe the various conditions under which the current SOR may be revised:

i) If the Contractor proposes to make significant changes to his work plan including phasing, sequencing, and proposed means and methods, the Contractor will be required to submit a revised schedule for the Engineer’s review and acceptance;

ii) If in the opinion of the Engineer the SOR no longer reflects the Contractor’s current work

plan, the Contractor will be required by the Engineer, to submit a revised schedule; iii) If the Engineer authorizes any significant changes to the work or work plan, the Contractor

will be required to submit a revised schedule to incorporate the changes reflected in the approved Schedule Impact Analysis (SIA) or Work Order;


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iv) If the work or the Contractor’s work plan has been impacted by conditions deemed to be beyond control of the Contractor, the Contractor will be required to submit a revised schedule to demonstrate the effects of the impacts.

3. REVISING THE SOR

When changes occur, the current SOR will be revised according to guidelines described below:

i) For revisions that are due to changes in the Contractor’s work plan, the Contractor shall revise the SOR as follows:

a. The Narrative shall describe the changes to the work plan; the reasons for the

changes; and the effects on the milestone(s) and the anticipated progress earnings schedule;

b. The schedule shall be updated to accurately reflect the current status of the work as of

the submittal date and shall be revised to reflect the revised work plan to accomplish the remaining work;

c. The progress earnings schedule shall be revised to reflect the actual progress as of the

last progress estimate and the effects of the changes in the work plan and schedule; ii) For revisions that are due to proposed changes in the work, the Engineer will perform a

Schedule Impact Analysis (SIA), at the time the changes are authorized, to determine the potential effects of the impact or for the purpose of negotiating changes to the Contract. The Contractor may be required as determined by the Engineer, to submit a SIA to determine the potential effects of the impact on the schedule or work plan or to substantiate any request for any adjustments to the Contract. If required, the Contractor shall submit the SIA at the time the changes are authorized or as requested by the Engineer. The SIA shall be submitted in the form of a Revised Progress Schedule and as follows:

a. The Narrative shall describe the changes and the impacts of the changes on the work

plan or schedule; the effects on the milestone(s) and the anticipated progress earnings schedule; as well as describe any proposed actions to mitigate the impacts;

b. The schedule shall be updated to accurately reflect the current status of the work at

the time the changes are authorized and shall be revised to incorporate the changes; c. Same as item (c) above;

iii) For revisions that are due to impacts on the work or the work plan, the Engineer will

perform a SIA, at the cessation date of the impacting event, to determine the effects of the impact on the work plan or schedule or for the purpose of negotiating changes to the Contract. The Contractor may be required as determined by the Engineer, to submit a SIA to determine the effects of the impact or to substantiate any request for any adjustments to the Contract. If required, the Contractor shall submit the SIA within ten (10) calendar days after a mutually agreed to cessation date of the impacting event. The SIA shall be submitted in the form of a Revised Progress Schedule and as follows:


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a. The Narrative shall describe the changes and the effects of the impact on the work

plan; the effects on the milestone(s) and the anticipated progress earnings schedule; and any actions taken or proposed to mitigate the impacts on the schedule;

b. The schedule shall be updated to accurately reflect the current status of the work

before the impact occurs and at the cessation time of each impacting event; as well as any revised plan to accomplish the remaining work;

c. Same as item (c) above;

iv) The Engineer will review Contractor’s SIA to make decisions on how to proceed. If the

SIA is approved and a Work Order is issued to approve any time-related changes, the schedule will be revised accordingly to accurately reflect the approved changes in the work plan or schedule.

4. ESTABLISHING THE REVISED SOR

The Revised Progress Schedule will be reviewed in accordance with the guidelines and standards defined in Section I and as described below:

i) Revisions submitted by the Contractor for changes in the work plan or for impacts to the

work will be reviewed for: a. Completeness and conformance with the requirements of the Contract and

Specifications; b. Accuracy of the actual status of the work as of the submittal date; c. Accuracy of the plan or schedule in terms of any approved changes; d. Reasonableness of the plan for accomplishing the remaining work;

ii) Determine acceptability based on the criteria for acceptance as defined in Section I; iii) Respond to the Contractor to indicate if the submittal is accepted as submitted, accepted

with comments, or returned for re-submission; iv) Upon acceptance, the revised schedule will replace the Baseline or any previous SOR and

will become the Revised SOR (current SOR), with which progress for the remaining work and the effects of any time-related impacts will be evaluated.


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APPENDIX

A. PROJECT CATEGORIES B. EXAMPLES OF TYPICAL CATEGORY I PROJECTS

C. CATEGORY I SCHEDULE REVIEW CHECKLIST D. CATEGORY I SAMPLE PROGRESS SCHEDULE NARRATIVE E. CATEGORY I SAMPLE PROGRESS EARNINGS SCHEDULE


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APPENDIX A: PROJECT CATEGORIES

PROJECT CATEGORIES

Introduction: In recognition that projects undertaken by VDOT vary in size, complexity, and schedule risks, a project ranking system has been defined to group projects by category based primarily on complexity and schedule risks. The grouping of projects by category allows for the assignment of the appropriate schedule provision to ensure that the specified schedule requirements correspond with the level of scheduling efforts and schedule control required to coordinate and manage the work. A total of five categories (Category I-V) have been defined for construction projects to represent various levels of complexity and schedule risks ranging from low to high. There will also be a separate category for typical maintenance projects (Category M). Characteristics of each project category are described in the following sub-sections.

A. Characteristics of Category I: Category I represents the lowest level of the project ranking

system that include small or simple construction and certain relatively complex maintenance projects that require similar level of schedule control. Only the very basic schedule information is required of the Contractor. This consists of a baseline narrative describing the work plan for the project including a tabular schedule listing the key dates associated with the work and an anticipated monthly progress earnings schedule required to assess progress of the work. This information needs updated only when either the plan or the work has changed significantly; at such time, the Engineer will request submission of a revised schedule to include the updated information. Progress of the work will be monitored relative to the planned earnings or the project milestone dates.

B. Characteristics of Category II: Category II represents the second level of the project

ranking system that includes relatively simple, single season construction projects with low to medium complexity and schedule risk; and certain relatively complex maintenance projects that require similar level of schedule control. As the level of complexity and the number of activities grow, a scheduling tool that graphically depicts the relationship of each activity to time and to other activities will be required to monitor the work. The category II schedule submittal will include a baseline narrative describing the work plan for the project and a bar-chart schedule depicting the time-based tasks and key dates associated with the work; and an anticipated monthly progress earnings schedule to assess progress of the work. The bar-chart and earnings schedule will be updated monthly to reflect actual status of work accomplished and the proposed plan to complete the remaining work. The schedule will be revised accordingly when either the plan or the work has changed significantly; at such time, the Engineer will request submission of a revised schedule to include the updated information. Progress of the work will be monitored relative to the planned earnings or the project milestone dates.

C. Characteristics of Category III: Category III represents the middle level of the project

ranking system that includes multi-season construction projects of medium level complexity and risks. As the possibility of delays and the consequences for delays grow, a scheduling tool that provides an effective means for managing and monitoring several overlapping activities and multiple work paths will be required. Such a scheduling tool will require the establishment of relationships to represent the inter-dependencies between the activities needed to form network paths and to determine the longest network path through the project. The submittal requirements will be expanded from Category II to replace the Bar-Chart with a Critical Path Method (CPM) schedule and the anticipated monthly progress earnings schedule will be based on the CPM schedule.


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D. Characteristics of Category IV: Category IV represents the fourth level of the project ranking system that includes the largest of the single-contract multi-season construction projects of medium to high level complexity and risks. This category is the middle of three categories of schedule submittal that will be based on the CPM. The submittal requirements will be expanded from Category III to include additional requirements for schedule organization and schedule communication; and for monitoring the Contractor’s progress and resources.

E. Characteristics of Category V: Category V represents the highest level of the project

ranking system that is intended for multi-contract or multi-project construction that may involve multiple Contractors. This category is the highest of three categories of schedule submittal that will be based on the CPM. The submittal requirements will be expanded from Category IV to include additional requirements for schedule organization, schedule communication, and most importantly project coordination.

F. Characteristics of Category M: Category M represents maintenance contracts that involve

typical maintenance and schedule type work such as pavement schedules (asphalt overlay, surface treatments and slurry seals); pavement marking schedules; bridge repairs (minor miscellaneous or district wide); guardrail improvements or hits contracts; signal maintenance and repair (district wide); curb and gutter or incidental concrete repairs; etc. Requirements will be based on the information necessary for the Department to plan for and manage cash flow, resources, and traffic. Schedule submittal requirements will include a summary level long-term bar-chart to depict the sequence and approximate timing for completing various segments of the work; and a detailed two-week look-ahead schedule for completing the work planned for each upcoming period.


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APPENDIX B: EXAMPLES OF TYPICAL CATEGORY I PROJECTS

Rural Grade, Drain, & Pave of unpaved roads (may include minor horizontal & vertical alignment changes and Rural Rustic projects with drainage work) Bridge Deck repair & concrete overlay (may include multiple bridges) Break, seat & overlay concrete pavement Spot improvements (multiple locations any of: incidental concrete, minor widening, enhanced pavement marking, & sign installation) Building Demolition in advance of construction projects Retaining wall installation or extensive repair Bridge substructure repair (with significant traffic impact) Bridge & Drainage Structure replacements (frequently single span with limited approach work) Trench pavement widening (multiple locations could be classified as Cat. M) Minor urban reconstruction & improvement (could include curb & gutter and sidewalks; new or extended turn lanes) Surface reclamation, sub-grade stabilization & overlays Bridge steel repair (with significant traffic impact) Signal installation – Site specific (w/o intersection improvements, no regional on-call installations) Overhead sign installation & Lighting installations (multiple locations & or significant amount of lighting) Variable message sign or camera installations (limited number in contract) Concrete pavement repair &/or asphalt overlay (major corridor only, not schedules or limited length) Slide repairs (multiple locations &/or major) Tunnel mechanical repairs Automatic elevation to Cat II: WMATA involvement & most deck replacements over railroads.


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APPENDIX C: CATEGORY I PROGRESS SCHEDULE REVIEW CHECKLIST

Contract ID: XXXX12345C01C Date Submittal Received: 5/22/2007

Project No.: U000-XXX-XXX, XXXX Date Schedule Reviewed: 5/29/2007

Project Name: Project Name Date Comments Returned: 5/29/2007

Contractor: Acme Construction Reviewer: Schedule Reviewer

Submittal: Baseline Schedule: Revised Schedule: Recovery Schedule:

REVIEW THE CONTRACT DOCUMENTS FOR CONTRACT REQUIREMENTS FOR USE IN REVIEWING THE CONTRACTOR’S SCHEDULE SUBMITTAL

(CHECK “YES”, “NO”, OR “NA” (NOT APPLICABLE) FOR EACH ITEM BELOW) YES NO NA 1. Are there any interim milestones that have to be met? 2. Is there any phasing or sequencing requirements? 3. Are there any traffic control requirements? 4. Are there work to be performed by the Department or other third parties

that may impact the timely completion of the work on this project?

5. Are there any other specified constraints or restrictions? REVIEW THE SCHEDULE SUBMITTAL FOR COMPLETENESS AND FOR CONFORMANCE WITH

THE REQUIREMENTS OF THE SCHEDULE PROVISION (CHECK “YES”, “NO”, OR “NA” (NOT APPLICABLE) FOR EACH ITEM BELOW) YES NO NA 1. Are all required submittal items and schedule information provided? 2. Does the narrative clearly describe the Contractor’s work plan? 3. Does the narrative clearly describe the Contractor’s proposed means

and methods for the major operations? 4. Does the narrative clearly describe the Contractor’s resource utilization

for the major operations? 5. Does the tabular schedule include all controlling items of work and

associated time-based tasks required to complete the work? 6. Does the tabular schedule include any work to be performed by the

Department or other third parties (if applicable)? 7. Does the schedule provide for key dates required for coordination and

inspection of the work? 8. Does the schedule provide for milestone(s) required for assessing

progress? 9. Does the schedule clearly describe any considerations made to

accommodate normal weather conditions and other applicable constraints and restrictions (limitations to the work)?

10. Is the progress earnings schedule based on the total contract value? 11. Does the progress earnings schedule reflect the Contractor’s work plan

and schedule? 12. Are there any major deficiencies in the schedule submittal relative to the

above questions?


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REVIEW THE SCHEDULE SUBMITTAL FOR CONFORMANCE WITH THE REQUIREMENTS OF THE CONTRACT AND SPECIFICATIONS

(CHECK “YES”, “NO”, OR “NA” (NOT APPLICABLE) FOR EACH ITEM BELOW) YES NO NA 1. Are the contract milestone(s) met? 2. Does the schedule meet the phasing requirements (if applicable)? 3. Does the schedule meet the sequencing requirements (if applicable)? 4. Does the schedule meet the traffic control requirements (if applicable)? 5. Does the schedule provide for adequate time for work by the

Department (if applicable)?

6. Does the schedule provide for adequate time for work by other third parties (if applicable)?

7. Does the schedule provide for adequate accommodations for other specified constraints and restrictions?

8. Are there any major deficiencies in the schedule submittal relative to the above questions?

REVIEW THE SCHEDULE SUBMITTAL FOR REASONABLENESS TO ENSURE THAT THE SCHEDULE REPRESENTS A DOABLE WORK PLAN

(CHECK “YES”, “NO”, OR “NA” (NOT APPLICABLE) FOR EACH ITEM BELOW) YES NO NA 1. Does the schedule reflect a logical sequence of progress relative to

constructability?

2. Does the schedule reflect a logical sequence relative to availability of resources?

3. Does the schedule allow for adequate and reasonable time for each operation and time-based task?

4. Does the schedule reflect a doable plan with considerations for normal weather conditions?

5. Does the schedule reflect a doable plan with considerations for traffic constraints and other applicable constraints or restrictions?

6. Are the key dates for work by other third parties reasonable? 7. Does the schedule reveal any potential issues that may cause delays,

safety issues, quality issues, or other risks to the project?

8. Are there any major deficiencies in the schedule submittal relative to the above questions?

COMMENTS (USE THIS SECTION TO DOCUMENT ANY COMMENTS OR CONCERNS)

DETERMINE ACCEPTABILITY BASED ON THE CRITERIA DEFINED IN CD-2007-X Is the schedule submittal in compliance with the Special Provision, the Contract and Specifications? YES NO

RESPOND TO THE CONTRACTOR TO INDICATE WHETHER THE SUBMITTAL IS ACCEPTED AS SUBMITTED, ACCEPTED WITH COMMENTS, OR RETURNED FOR RESUBMISSION


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APPENDIX D: CATEGORY I SAMPLE PROGRESS SCHEDULE NARRATIVE

Acme Construction

Baseline Progress Schedule Narrative Project No. 0123-456-789

Any County, Virginia Submittal Date

1. Description of the Contractor’s Plan of Operations (A written description of the plan of

operations and proposed means and methods to complete each major operation in terms of procedures and crew(s))

a) Procedures:

The work has been planned to progress east to west, starting at Station 0+00 to Station 28+65 according to the suggested phasing included in the project documents.

Mobilization will begin the week of April 2, 2007 and will involve organizing materials, mobilizing materials and equipment to the site, getting utility locates started, and coordinating our requirements with the superintendent (i.e. surveying, traffic control, sequence of the project, scheduling, etc.).

Once Mobilization is complete, work will commence with installation of traffic control devices, temp signs/striping, and traffic will be detoured as shown in the MOT plans.

Once the traffic control devices have been installed work will commence on the erosion and sediment control devices and clearing and grubbing in preparation for grading operations.

The first cut from Station 2+99 to Station 4+75 will be opened as soon as E&S devices are installed up to Station 10+00. The cuts will be made with excavators loading into tandem axel dump trucks, which will haul the material to either the grade areas or the disposal area. Rock is anticipated in both the cut areas and will be broken up using hydraulic rams. Material for each cut will be used to build the adjacent grade areas, and then all excess material will be disposed. We figure the first cut and two grade areas will take about 3 weeks to complete. The second cut area (sta. 10+50 to 20+00) and final grade areas are scheduled for 5 weeks.

Drainage work will follow the earthwork and excavators and/or backhoes will be used. We estimate drainage work will require about 3 weeks to complete. Once drainage is complete, 2 weeks is needed for fine grading the entire project using a motor grader.

To complete the project, we will lay base stone and asphalt throughout the project. Stone will be tailgated in place and spread with a small dozer, graded with a motor grader, and compacted with a vibratory roller. Paving will be performed using an asphalt paving machine and vibratory rollers. One week is scheduled for each operation.

Two weeks have been scheduled for punch list and cleanup work. The punch list needs to be prepared to allow for enough time to complete the work before the October 31st fixed completion date.


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VIRSchedulin

GINIA DEPARTMENT OF TRANSPORTATION g and Contracts Division


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b) Planned Resources: i) Planned Crew: Our typical crew will be one (1) Superintendent and one (1) 6-8 man crew

including two (2) Certified Flagmen, two (2) Operators, and 2-4 Laborers. ii) Planned Equipment: Planned equipment will include but not limited to one (1) Excavator, one

(1) Backhoe, one (1) Small Dozer, one (1) Motor Grader, one (1) Dump Truck, one (1) Vibratory Roller, and one (1) Paving Machine.

2. Tabular Schedule: (A tabular schedule to show milestones for completing each phase, feature, or

stage of work; and sequence, start and finish dates of the controlling items of work and time-based tasks required for timely completion of the work)

Task Description Start Finish

Receive Award/NTP 3-20-07 Pre-construction/Schedule Conference 3-30-07 3-30-07 Mobilization 4-2-07 4-13-07 Start Phase I Construction Milestone 4-16-07 Install Temp Signs/Striping/Traffic Control Device, Detour Traffic 4-16-07 4-16-07 Erosion Control/Clear &Grub 4-17-07 4-30-07 Excavation 4-23-07 6-19-07 Construct Drainage 6-20-07 7-13-07 Fine Grading 7-16-07 7-30-07 Complete Grading and Drainage Milestone 7/31/07 Install Aggregate/UD/Aggregate Base 8-1-07 8-7-07 Construct Curb & Gutter 8-8-07 8-15-07 Place Asphalt Concrete Base/Intermediate Course 9-4-07 9-5-07 Place Final Course Asphalt Concrete 9-12-07 9-13-07 Complete Paving Milestone 9/14/07 Punch list/Cleanup/Install Seeding 9-17-07 10-26-07 Install Striping/Open Lanes to Traffic 10-27-07 10-30-07 Complete Phase I Construction Milestone 10-31-07

3. Calendar Considerations: (A discussion on the working calendar with considerations for

applicable constraints and restrictions (i.e. normal weather, holidays, traffic, time of year, utility, etc.)

a) Work Calendar: A normal work week is five (5) days (M-F) with one shift per day. The normal start time is 7:00 AM with eight (8) hours per shift. The schedule accounts for normally recognized holidays.

b) Weather:

Based on historical weather data for this area, we anticipate rain to impact the work about four (4) days per month between April and September. The schedule assumes one (1) lost day per work week for the effects of rain for the entire duration of the project.

c) Schedule Constraints and Restrictions:

The schedule does not consider any constraints or restrictions. Work times will be adjusted as necessary to accommodate traffic control restrictions.

4. Potential Impacts: (A discussion of any potential issues that may impact the schedule)

There is a potential for soft soils in the area of the fill around Stations 5+00 and 27+00. If encountered, a quick decision from your field personnel will help maintain the schedule.


APPENDIX E: CATEGORY I SAMPLE PROGRESS EARNINGS SCHEDULE

CONTRACTOR'S PROGRESS EARNINGS SCHEDULE CONTRACT ID. NO.: C00012345C01 PROJECT NTP DATE: 3/20/2007PROJECT NO.: 0123-456-789, N123 CONTRACT FIXED COMPLETION DATE: 10/31/2007DESCRIPTION: Grade, Drain, & Asphalt Pave FORECAST COMPLETION DATE: 10/31/2007DISTRICT: Richmond ORIGINAL TOTAL CONTRACT VALUE: $164,674.00 COUNTY: Chesterfield ADJUSTED TOTAL CONTRACT VALUE: $164,674.00 CITY/RESIDENCY: Chester SUBMITTAL DATE: 3/27/2007

Major Category of Work Period Ending Grading Drainage Base &

Paving Seeding Erosion Control

Traffic Control Guardrail Misc.

Monthly Total

Cumulative Total

Percent Complete

04/04/2007 $5,500 $ 5,500 $ 5,500 3% 05/04/2007 $6,570 $2,000 $1,254 $5,750 $15,574 $21,074 13% 06/04/2007 $17,125 $1,000 $3,000 $1,000 $250 $22,375 $43,449 26% 07/04/2007 $22,125 $8,720 $1,500 $552 $1,000 $250 $34,147 $77,596 47% 08/04/2007 $2,180 $16,681 $1,000 $250 $20,111 $97,707 59% 09/04/2007 $40,000 $967 $1,000 $41,967 $139,674 85% 10/04/2007 $20,000 $1,000 $21,000 $160,674 98% 11/04/2007 $2,000 $1,000 $1,000 $4,000 $164,674 100%

TOTALS $45,820 $10,900 $76,681 $5,467 $5,552 $7,254 $0 $13,000 $164,674

Bid Items Included in Each Major Category of Work Major Category of Work

Line 1 Line 2 Line 3 Line 4 Line 5 Line 6 Line 7 Line 8 Line 9 Line 10 Grading 00125 10065 24260 Drainage 01180 01240 09150 Base & Paving 10128 10598 10612 Seeding 27102 27103 27104 27105 27215 27250 Erosion Control 27415 27430 27205 27506 Traffic Control 24160 24278 24282 24287 Guardrail Misc. 00100 24100 COMMONWEALTH OF VIRGINIA DEPARTMENT OF TRANSPORTATION

ACCEPTED BY: CONTRACTOR: Acme Construction Company TITLE: BY: Johnny B. Goode DATE: DATE: March 27, 2007

VDOT POST-AWARD SCHEDULING GUIDE FOR CATEGORY I PROJECTS 22 9/10/2007-Draft


VDOT POST-AWARD SCHEDULING GUIDE FOR CATEGORY I PROJECTS 23 9/10/2007-Draft

project schedule

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