The Main Contractor's Planning & Scheduling Engineer in the Site Organization is responsible for controlling the Subcontractor's progress and reports with assistance of other required members in the site organization and under the direction of the Site Project Control Manager. The Subcontractor shall inform the Main Contractor of the number of actual man-hours spent for each construction activity at the monthly/weekly progress meeting.
This information shall be checked utilizing Discipline Supervisors measurements, and the Subcontractor's labor forms.
The Lead Construction Engineers and Construction Engineers shall be involved to verify that the work has been completed and accepted.
When the Subcontractor's productivity (percentage of work actually carried out with respect to the total) has been agreed with the Sub-contractor, a narrative and analytical report is issued for each target function, area, discipline and Subcontractor, utilizing the findings of the above meeting.
The report shall form the basis of the Monthly Progress Report issued to the Main Contractor and utilized for the Subcontractor's payments.
The Planning & Scheduling Engineer shall utilize the following documents for monitoring and measuring the Subcontractors progress. The typical reporting formats will be provided the Subcontractor after signing of the Subcontract.
1) Main Contractor's Overall Detailed Contract CPM Schedule
2) Subcontractor's Schedule
3) Subcontractor's Cash Flow Chart
4) Subcontractor's Progress Measurement System
5) Subcontractor's Progress Reports
2. Subcontractor's Schedule
The Subcontractor shall submit the following schedule to the Main Contractor for review and approval within the time specified.
1) Overall Bar Chart Schedule
Within ten (10) calendar days from the date of signing the Sub-contract, Subcontractor shall submit the Overall Bar Chart Schedule in three (3) copies. This schedule shall be based on the Overall Bar Chart Schedule provided with the Tender, and any agreed upon modifications thereof, and shall display summarized activities and major milestones of the Subcontract. The schedule will be updated and submitted monthly along with the Monthly Progress Report.
2) Detailed Critical Path Method (CPM) Schedule
a) Within twenty (20) calendar days from the date of signing the Subcontract, Subcontractor shall submit to the Main Contractor the overall detailed CPM Schedule in three (3) copies covering the total Scope of Work for review and approval.
b) This CPM Schedule shall be prepared based on the Contractor's Detailed CPM Schedule for the Construction.
c) The CPM schedule shall identify critical and sub-critical path activities, constraints, early/late start and finish dates, float times, and shall be cost and resource loaded.
d) After preparation and the Main Contractor's approval of CPM Schedule as identified above, Subcontractor shall produce and submit three (3) copies of the following document for review :
- Schedule reports, including float reports.
- Bar charts and time scaled CPM Logic Diagram for Detailed CPM Schedule.
- Cost and resource curves / histograms
- Baseline man-hour/manpower forecasts and progress curves as detailed in Subcontractor Reports hereafter.
e) Based on approved schedule, the Executive Milestone Summary shall be developed and approved for inclusion in the Monthly Progress Report.
No amendments shall be made to the approved Detailed CPM Schedules without prior written approval of the Main Contractor.
g) Schedule Updates
The Subcontractor will update and issue the Detailed CPM Schedule in bar chart form, as a minimum, once per month. This updated document shall be the basis of work progress compared to the approved schedule. The updated Detailed CPM Schedule shall be submitted with the Monthly Progress Report. The schedule updates shall show the following for each activity.
- Total Float
- Baseline/Target Schedule comparison with current statues schedule.
- Percentage complete
- Remaining duration
- Actual start and finish dates
- Forecast start and finish dates
- Critical Item Register
Any changes in logic shall be clearly indicated, together with an accompanying written report briefly summarizing the status of the schedule.
The update shall also include a separate list of items detailing activities that are in delay, the extent of the delay, an explanation of the cause, responsibility for clearance and the Subcontractor's proposed recovery plan.
Periodic joint schedule reviews by the Main Contractor and the Subcontractor shall take place and the conclusions of the reviews shall provide a means of marking and approving changes to the CPM Logic. These changes and approvals shall not constitute a change in the Completion Date and/or the cost of the Facility unless incorporated into a formal, Changes & Subcontract Agreements executed by the Main Contractor and the Subcontractor. (Refer to the Attachment No. 5)
3) Bar chart Schedule for Construction Equipment
Schedule for the Construction Equipment shall be developed and submitted within twenty (20) calendar days from the date of Subcontract signing. This bar chart schedule shall indicate type and quantity of construction equipment planned for each month.
4) Shutdowns and Stoppages
a) Ninety (90) days prior to any shutdown, the Subcontractor shall submit to the Contractor for approval, a detailed shutdown schedule identifying all activities to be performed during shutdown.
b) The Subcontractor shall make details of all shutdowns for the Main Contractor and the Owners coordination and approval, and shall clearly provide for and show the numbers and duration thereof. Main Contractor shall give the Owner prior and at least thirty (30) calendar days notice, in writing for any proposed shutdown.
c) The Subcontractor shall :
Make sequence of its work so that there is a minimum of disruption to production.
Coordinate his shutdown schedule with any maintenance outages planned by the Owner and the Main Contractor.
Complete the work to the maximum extent possible with continuous effort, so as to minimize disruption to normal operations.
The Subcontractor's shutdown schedule will be continuously reviewed and adjusted to reflect actual field progress and any modification required shall be as a result of coordination with the Owner and the Main Contractor.
3. Subcontractor's Progress Measurement System (PMS)
The Subcontractor shall prepare Subcontractor's PMS based on the
Main Contractor's PMS and submit it in three (3) copies to the Contractor for review and approval within twenty (20) calendar days from the dates of Subcontract signing.
4. Subcontractor's Reports
The Subcontractor shall prepare and submit the following reports to the Main Contractor for review and/or approval within the time specified.
1) Monthly Progress Report
The Subcontractor shall prepare and submit to the Main Contractor, before the last day of each month, comprehensive Progress Reports (both hard and soft copy) as outline below. These Reports shall be presented in concise manner so that the status and actual progress of all significant aspects of the Work up to the twenty fifth (25th) day of the proceeding month shall indicate volume of work done. Within three (3) calendar days of issuing of these reports, the Subcontractor shall make a formal presentation of these at a meeting with the Main Contractor.
The progress reporting system and the Monthly Progress Report by the Subcontractor shall be consistent in calculation of percentage completed to the values presented in invoices for progress payment.
The Monthly Progress Report shall include, but not be limited to the following;
a) General (Narrative)
Performed major work items during this month
Scheduled major work items for next month
Delayed activities and catch up plan
b) Progress Summary Report
c) Detailed Progress Report
d) Manpower Histogram
e) Changes and Subcontract Amendment Log
f) Summary of HSE activities, problem areas and corrective action taken.
g) Monthly Invoice Data
h) Others
- Status of correspondence
- Action List for activities related to the Subcontract
- Area of Concern / Corrective Reports
- Minutes of Meetings which were held during the reporting period
2) Weekly Progress Report
The "Weekly Progress Report" shall be prepared by the Subcontractor in a format approved by the Main Contractor and submitted to the Main Contractor within one (1) day following the weekly cut-off date as determined by the Main Contractor.
a) A statement of progress achieved for the week and to-date versus the approved Schedule of Work (narrative and percentage)
b) Progress Curves updated for actual progress.
c) Area Summary Schedules, where deemed necessary, updated to show actual progress.
d) Actual man-hours and average manpower for the week versus planned.
e) A report on quantities set for the week and to-date versus planned.
f) For Subcontracts which include engineering and material supply a statement on drawings and purchase orders issued versus planned.
g) A report on material received
h) A brief statement on achievements, activities to be accomplished during the following week, critical activities and any other items relevant to the progress of the Work such as safety, engineering, quality control, etc.
i) A rolling 3-week schedule updated to reflect, one week history, one week current and one week forecast status.
3) Daily Job Site Force Report
The daily report relates to the number of Subcontractor's staff and manpower present on site, per Subcontract. Subcontractor shall submit this report by [__:00 A.M] each every morning for the current day. The daily job site force report shall be reviewed, verified and signed by the Subcontractor’s construction manager or department disciplined manager.
4) Daily Activity Report (DAR)
Daily Activity Report (DAR) comprised of the daily construction report and daily manpower/equipment report shall be prepared and submitted to the Main Contractor for review on and containing the same information as the sample forms supplied in Attachment No. 10. The Subcontractors daily activity report format shall be submitted to the Main Contractor for approval prior to the initial submittal. The daily activity report for each working day shall be submitted by last hours (__:00) on the day. These reports shall include the next day's list of quality field checks required by the Owner's Field Supervisor and other all information as contained in the sample forms including details of idle manpower and equipment and personnel. The daily activity report shall be reviewed, verified and signed by the Subcontractor’s construction manager or department disciplined manager.
5) Safety Reporting (Accidents)
Regardless of work site location, accident reporting by the Subcontractor shall be submitted to the Main Contractor as required and detailed in the Owner's Specification and Main Contractor's Safety Plan in a format as approved by the Owner and the Main Contractor.
6) Additional Systems
Where additional systems are used to produce Project Report, data used by the Subcontractor to generate such reports shall be supplied to the Main Contractor on approved media and, as a minimum, be capable of electronic import into Microsoft Excel 2003 Version or Microsoft Access 2003 Version.
7) Procurement Progress Report/Shop Inspection Status Report
This report shall be issued monthly, but separate from the Monthly Progress Report. It shall cover an identical report and shall clearly show all of the information in a tabular format to be provided by the Contractor for all equipment and materials as required for the Works.
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