Project Schedule Specifications

(Contract Document)

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Introduction

The Schedule Specification has come to be known as the section or part of a specification that defines
the contractor’s obligation with respect to the production and maintenance of the contractually
required construction schedule. This specification comes in all shapes and sizes but typically addresses,
among other things, what the schedule should look like, what it should incorporate, how it should be
prepared, how it should be updated, how frequently it should be updated, and the requirements for
revising it in the event of delays to the project.

General

The Contractor shall perform the Scheduling of the Work requirements as further defined herein and
summarized as follows:

1. Overall Requirements.
2. Incorporation of Contract Milestones and associated Definitions into planning and
scheduling of the Work.
3. Provide and update a Submittal Schedule.
4. Provide and update a Material Procurement Schedule.
5. Provide and update a Contract Schedule.
6. Provide an update on Completion Lists & Punch lists.
7. Attend regular Schedule Reviews and provide updates and reports as specified.

Overall Requirements

A. All costs associated with compliance with this Section shall be included in the Contract Sum.
All Schedules to be provided by the Contractor shall fully integrate the work of all
Subcontractors, Sub-subcontractors, adjacent separate contractors, and major suppliers and
must comply fully with the Contract Milestones identified herein.

B. Failure to comply with requirements:

1. If Contractor fails to comply with the requirements specified herein, Client reserves the
right, but will not be required, to engage an independent scheduling consultant or provide
its own expertise to fulfill those requirements, and back-charge the Contractor an amount
equal to the payment the Contractor would have been due had it self-performed the
delinquent or non-complying work.

2. In such an event, the Client will require the participation of the Contractor to ensure that
the information produced accurately reflects the Contractor's plan to execute the Work and
the progress of the Work, in compliance with the Contract.

3. If the Contractor fails to promptly cooperate by participating with the Client or its
Consultant in developing or in implementing the jointly developed Schedule, the Client will
complete the effort to the best of its ability with the information provided by the Contractor

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 and issue that Schedule for the mandatory and immediate utilization by Contractor in a
unilateral Change Order to the Contract.

Contract Milestones

A. Contract Milestones are date-specific “events” that may or may not be on the critical path of
the Work at which certain portions of the Work must be complete for the Contractor to be in
compliance with the Contract. Contract Milestone Definitions more specifically describe what
is expected of the Contractor at these dates. The contractor shall comply with these definitions
and the Client will monitor the Contractor’s performance against these milestone dates and
definitions.

1. Where “complete” is used in the description of a Contract Milestone, it shall be construed

to mean that all portions of the Work which occur in the indicated area or zone are complete,
are accepted by the Client, and are suitable for recognition by the Client of Substantial (or
Partial Substantial) Completion and that no further duties or obligations of the Contractor
remain unfulfilled in that area or zone.

B. The Contractor shall identify all Contract Milestones in its schedule submittals, whether the
Client has identified those dates in the Bidding or Contract Documents. Contract Milestones,
whether specified by the Client or the Contractor's schedule submissions, shall be conspicuous
in all Contractor-submitted schedules, and shall serve as an essential instrument of
measurement by the Client of the Contractor's compliance with the terms of the Contract.

C. Failure by the Contractor to achieve Contract Milestone(s) may result in the Client availing
itself of contractual remedies, as required, to regain the Contract Schedule.

Proposal, Mobilization & Start-Up Schedule

A. The Contractor has submitted with its Bid Proposal a preliminary schedule for the Work (the
"Proposal Schedule”) in bar chart form, incorporating all Contract and critical path Milestones
and events identified by Client or known by Contractor, as well as the date for Contract
completion provided in the Invitation to Bid, and depicting work durations by craft and work
activity.

1. The Contractor’s representation that it could comply with the Contract Milestones, as
demonstrated by its Proposal Schedule, was an element of consideration in the Client’s
award of the Contract.

2. The Contractor's Proposal Schedule, as submitted with its Bid and as modified during
negotiations and accepted by the Client, will be utilized as an interim Contract Schedule for
all purposes until the Contractor's submittal of an acceptable Contract Schedule.

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 a. Schedule shall show detail for the first 30 days.

B. Within 7 days from Project Start Date, the Contractor shall submit a “Construction Start-Up
Schedule”, in bar chart format, with detail which shall include all mobilization and
Construction activities covering the first 60 calendar days of the Contract Time.

Submittal Schedule

A. Contractor shall submit its Schedule of Critical Submittal Notification to the Client within 48
hr. after the Project Start Date for the Client's approval.

B. Within 5 days after the Project Start Date, the Contractor shall develop and submit its initial
Schedule of Submittals for the Client's review. The Schedule of Submittals shall derive from
and incorporate a complete listing of all submittals required by the Contract Documents for
the duration of the Contract Time. Each submittal activity shall separately depict the duration
the Contractor has allocated for the Client's review. The allocated review durations are subject
to adjustment by the Client.

The Contractor shall prepare its Submittal Schedule in coordination with the development of the Contract
Schedule logic and shall ensure that Submittal Schedule activities are logically tied to the successor Material
Procurement Schedule and Contract Schedule (work) activities.

C. The Client's review the of Contractor's Schedule of Submittals shall not confirm it as a complete
listing of all submittals required by the Contract.

D. The final Schedule of Submittals shall be submitted within 7 days of the Client’s return of
reviewed preliminary Schedule of Submittals to the Contractor.

E. The Contractor shall identify in writing any submittals which it has determined must be initiated
prior to the approval of the Schedule of Submittals to avoid any unrecoverable schedule impact
or unwarranted relinquishing of float.

F. After reviewing the by the Client, the Schedule of Submittals shall be updated on a weekly basis
and a variance report generated including all activities more than 5 days behind schedule and
proposed mitigation measures for each item on the variance report.

G. The Schedule of Submittals shall also be updated and submitted with the weekly/monthly
Contract Schedule Update submission. Changes from the last report shall be indicated with an
asterisk.

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Material Procurement Schedule

A. Within 7 days after Project Start Date, Contractor shall develop and submit its Material
Procurement Schedule for the Client's review. The Material Procurement Schedule shall
incorporate all material or equipment required by the Contract having a lead time of 4 weeks
or greater.

B. The Contractor shall prepare its Material Procurement Schedule in coordination with the
development of the Contract Schedule logic and shall ensure that Material Procurement
Schedule activities are logically tied to the precedent Submittal Schedule and successor
Contract Schedule (work) activities.

C. The Material Procurement Schedule shall be in tabular format, including the following at a
minimum: Line No., Part Name/Description, Manufacturer’s Part No.,
Drawing/Specification Reference, Quantity, Responsible Subcontractor, Purchase Order No.,
Purchase Order Date, Supplier Name, Supplier Contact, Supplier Phone No., Purchase Order
Delivery Date, Field Need Date, Date of Last Contact, and Delivery.

D. After reviewing the by Client, the Material Procurement Schedule shall be updated on a
weekly basis and a variance report generated including all activities more than 5 days behind
schedule and proposed mitigation measures for each item on the variance report.

E. The Material Procurement Schedule shall also be updated and submitted with the
weekly/monthly Contract Schedule Update submission.

F. The Client's review the of Contractor's Material Procurement Schedule shall not confirm it
as a complete listing of all materials required by the Contract.

Contract Schedule

A. The initial Contract Schedule shall be submitted for the Client's review within 7 days after
the Project Start Date.

B. The Contractor shall provide a Contract Schedule and updating of same.

1. Contract Schedule shall incorporate the Schedule of Submittals and updating of

same.

2. Contract Schedule shall incorporate the Material Procurement Schedule and

updating of same.

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 C. The accepted Contract Schedule will supersede all “interim” Contract Schedules.

D. The Contractor shall utilize Microsoft Project Software not earlier than the 2016 version
(or Any Other Approved Project Management Software by the Client) and employ the Critical
Path Method (“CPM”) in the development and maintenance of the Contract Schedule
network.

E. Upon receipt of Project Start Date, the Contractor shall begin development of a
comprehensive time-scaled CPM network encompassing all portions of the Work.

1. The CPM network shall incorporate activity descriptions, sequence, logic

relationships, and duration estimates.

2. The CPM network shall include all Contract Milestones defined herein and/or by
the Contractor's Proposal Schedule, as well as all engineering, fabrication, and delivery
dates required to support Contract Milestones.

3. Activities to be integrated and shown in the CPM network shall include, in addition
to all construction activities: milestones representing the Contractor’s submittal dates
of all critical submittals, and activities representing the Client’s review period of each
submittal (which review period shall in no case be scheduled for less than 21 calendar
days); Contractor's procurement of materials and equipment; manufacture and/or
fabrication, testing and delivery to the Job Site of special material and major
equipment; equipment installation and preliminary, final and performance testing of
equipment or systems installed under the Contract.

4. The Contract Schedule shall also show start and finish dates for all temporary works;
all construction of mock-ups, prototypes and/or samples, punch listing; Client
interfaces and Client-furnished-item requirement dates; interfaces with Separate
Contractors; regulatory agency approvals; and permits required for the performance
of the Work.

5. The Contract Schedule shall consider all foreseeable factors or risks affecting, or
which may affect, the performance of the Work, including historical and predicted
weather conditions, applicable laws, regulations, or collective bargaining agreements
pertaining to labor, transportation, traffic, air quality, noise, and any other applicable
regulatory requirements.

6. The Contractor shall not use any “float suppression” techniques such as preferential
sequencing or logic, special lag constraints, or unjustifiably over-estimated activity
durations in preparing its Contract Schedule (constraints for Contract Milestones only

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 will be permissible) unless approved the by Client. No Negative Lag Relationships or
Start-to-Finish Relationships will be allowed. All activities/milestones that are
constrained shall have an explanation in the activity log and the log shall be printed
below the activity bar on all reports.

F. When submitting the initial Contract Schedule, the Contractor shall attach a narrative
report - a Mandatory document that explains the Contractor’s chosen method of
determination and/or assumptions used for activity durations, its assumptions regarding crew
sizes, equipment requirements and production rates, any potential areas of concern or specific
areas requiring coordination it may have identified and any long-lead-time materials or
equipment in the Work. The submittal shall also include an electronic copy of the file.

G. The Contractor's Authorized Schedule Representative shall formally present the detailed
time scaled CPM network for the duration of the Contract Time, demonstrating compliance
with the Contract Milestones and other requirements. The CPM network shall reflect the
Work and show the priority and interdependencies of the Contractor's Work with the work
schedules.

H. Time units for all Schedules shall be on workdays, and no construction activity scheduled
to commence within 60 days of the "Data Date" (date of Schedule calculation) shall have a
duration greater than 20 workdays.

1. Each activity shall be assigned an appropriate calendar, which signifies a 5-, 6-, or
7-day work week and acknowledges multiple daily work shifts where applicable.

2. No Activity shall be deleted or reused. Any Activity that becomes unnecessary shall
be voided.

I. When completed, the CPM network shall represent the Contractor's plan for the Work,
compliant with the Contract Milestones and other Contract Documents.

J. The Client will notify the Contractor of acceptance or of any changes necessary to the CPM
network within 7 days from the formal presentation by the Contractor. The Contractor shall
effect any required changes to the CPM network and resubmit it for acceptance within 3 days,
certifying in writing that all information contained therein complies with the Contract
requirements.

K. Upon notification by the Client of acceptance of the CPM network, the Contractor shall
provide all data files electronically by e-mail.

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 L. Upon acceptance by the Client, the Contract Schedule shall become the baseline schedule
against which all subsequent Schedule Updates shall be made, against which Contractor shall
report progress and variances, and by which Client shall measure Contractor’s performance.

1. All schedule updates shall be made to a separate electronic file that starts as a copy
of the current Contract Schedule.

2. The Contract Schedule shall only be modified to include settled change adjustments
to the schedule.

3. Progress shall be tracked on the schedule update file.

Completion Lists

A. Completion lists:

1. 30 days prior to Substantial Completion of an area, project component, construction

package, and/or as defined by the Client, the Contractor shall walk the Jobsite with
the Client and develop a detailed Completion List.

2. The Contractor shall submit the Completion List to the Client for approval within
48 hr. after the job walk.

3. The Completion List shall include a line item for each incomplete activity of each
component (rooms, areas, planters, etc.) to be ready for punch listing.

a. Each line item shall include the line-item number, project element (like room
number), activity description, start date, finish date, and comments.

Graphic Schedules

A. The Contractor shall prepare professional-quality graphical presentations of such

scheduling and/or sequencing information as may be necessary to communicate its proposals
for work plans in restricted areas or to effectively implement its coordination obligations under
the Contract. While professional drafting or design will not be mandated, it is understood by
the Contractor that such graphical presentations must be of a format, clarity, and quality to be
suitable for presentation to the Client’s management personnel without redrawing by the
Client.

B. Contractor shall further provide such S-Curves, Progress Histogram, Progress Dashboard,
photographs, reproductions of Drawings or shop drawings, and other such graphical

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 information as may be required to effectively communicate its work plans and proposals
thereof.

Schedule Reviews, Updates, And Reporting

A. Weekly reviews:

1. Contractor shall submit the schedule on a weekly basis using a four-week rolling
schedule and compare that progress to the Contract Schedule, the Schedule of
Submittals, and the Material Procurement Schedule. The weekly schedule review shall
include, at a minimum:

a. Four-Week Rolling Schedule:

(1) The Contractor shall prepare its Four-Week Rolling Schedule

immediately following database update/status and ensure that it
accurately reflects the progress of the Work. The Four-Week Rolling
Schedule looks at the preceding week and the three weeks ahead.

(2) The Contractor shall update/status electronic Contract Schedule

database weekly prior to review. The contractor shall include Submittal
Schedule and Material Procurement Schedule information linked to
the Contract Schedule activity information in each update/status.

(3) Review of all submissions, submittal reviews, fabrication/delivery

status, work completed in the preceding week, all work in progress,
and work schedule for the next 3 weeks.

(4) Review all revisions and how those are being integrated into the
Contractor's work plan.
(5) Review of the Contractor's interface and coordination with other
work on the Project.

(6) Review of the Contractor's workforce and equipment allocations,

schedule calendars, and work shift programs as required by the status
of work.

(7) Variance reports include all activities more than 5 days behind
schedule and proposed mitigation measures for each item on the
variance report.

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 (8) The Contractor shall attend review meetings prepared to discuss
actual activity start and/or completion dates and any applicable
variances, forecast activity start and/or completion dates, and any
applicable variances and progress of all activities underway at the time
of the review.

(9) During reviews, the Contractor shall alert the Client of any activities
that are behind schedule and identify all activities and Contract
Milestones that are impacted by such variances. The contractor shall
present to the Client, for review, proposed recovery plans to regain
time lost due to variances from the Contract Schedule. All proposed
recovery plans will be written and submitted to the Client.

2. Following the review of the above and all other information relevant to the progress
of the Work, the Contractor shall adjust its work plan as required to assure compliance
with the Contract Schedule. If the latest calculated Completion Date for any critical
activity does not fall within the time allowed by the Contract Schedule (irrespective
of the cause of such variance), the sequence of work and/or performance of that work
shall be revised by the Contractor by means of utilizing concurrent operations,
additional workforce allocations, additional shifts, overtime, etc., until the schedule
information produced indicates compliance with all Contract Milestones. The
requirement for such additional workforce allocations, additional shifts, overtime, etc.,
will not entitle the Contractor to additional compensation except to the extent
expressly provided for by the Contract or Change Order.

3. At the subsequent, Project Meeting called by the Client following the weekly
schedule review, the Contractor shall submit an updated Four-Week Rolling Schedule
indicating any remedial measures necessary to maintain compliance with the Contract
Schedule.

B. Monthly reviews:

1. Prior to submission of the Contractor's monthly payment application, Client and

Contractor agree to conduct monthly schedule reviews to determine: "planned" versus
"actual" progress to date; compliance with Contract submittal requirements, Contract
Milestones, and accepted Contract Schedule; and determination of any changes to the
work plan or implementation which must be made by Contractor to comply with the
Contract Schedule. The monthly schedule review shall include, at a minimum:

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 a. All requirements listed above of Weekly Reviews. Monthly update/status of
the electronic database shall include recording of all Actual Start Dates and
Actual Finish Dates and status of activities in progress.

b. Review of "planned" versus "actual" workforce allocations and progress for

the preceding month.

c. Review of revisions, added or deleted Work, and how those elements are
being integrated into the Contractor’s work plan.

d. Review of all impacts to the work during the preceding month and to date,
the Contractor's evaluation of those impacts, and any recovery plans or
remedial actions required to comply with the Contract Schedule.

e. Verify that schedule progress ties to progress stated on the Schedule of

Values for Contractor payment.

f. Review of the Contractor’s interface and coordination with work by Others

on the Project.

2. Following the review of the above and all other information relevant to the progress
of the Work, the Contractor shall adjust its work plan as required to assure compliance
with the Contract Schedule.

a. Incorporate respective changes into the update schedule, Submittal

Schedule, Material Procurement Schedule, and Schedule of Values. Submit
them with the Contract Schedule and monthly payment application.

b. The requirement for additional workforce allocations, additional shifts,

overtime, etc., will not entitle the Contractor to additional compensation
except to the extent expressly provided for by the Contract or Change Order.

c. The Client reserves the right to withhold the monthly payment due to the
Contractor until an acceptable, corresponding monthly schedule submittal is
received.

3. Upon completion of the monthly schedule review, the Contractor shall incorporate
comments to the Contract Schedule, Update Schedule, and Schedule of Values and
submit them with its monthly payment application. The update shall incorporate the
actual status to date and include the following:

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 a. Provide all data files electronically by e-mail.

C. Schedule revisions:

1. Implementation of revised schedule logic and/or activity duration estimates for

updating the Contract Schedule or other interim schedule whether furnished by the
Contractor or the Client do not constitute an extension of the Contract Time,
relaxation of Contract Milestones or basis for a change to the Contract Sum. Such
revisions are for the purpose of maintaining the accuracy of the Contract Schedule's
representation of the work to be accomplished and to present the best duration
estimates for work yet to be performed.

2. If it becomes necessary for the Client to furnish the suggested logic and/or duration
revisions because of the Contractor's failure to furnish acceptable data, and if the
Contractor has objections to those revisions furnished, it shall so advise the Client in
writing within 3 days, providing also an acceptable alternate plan. If the Contractor
fails to do so note any objections and provide an acceptable alternate plan, or if the
Contractor implements the revisions provided by the Client without so noting any
objections, the Contractor will be deemed to have waived all objections and concurred
with the suggested logic/duration revisions provided by Client.

1. In updating/statusing of Contract Schedule, Contractor shall make no modifications to

Activity ID numbers in the accepted Contract Schedule, schedule calculation
rules/criteria, or the Activity Coding Structure provided by the Client without the explicit
written permission of Client, which permission Client may withhold at its sole discretion.

Schedule Checklists by the Contractor / Client

S/N Description Status Remarks

A General
Is the Detailed schedule submitted within 60 days from the
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commencement date?
Does the Title page or Footer / Header block show the
2
followings?
a Project Name, Contract Number, and Project Code
b Contractor Name/Logo
c Client Name/Logo
d Data Date (Start Date of Contract)

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 e Schedule Submittal Date (In Revision Box)
Does the Contractor use the latest version of Microsoft
3
Project as per specifications?
Does the Detailed Schedule comply with the complete
4
Contract time frame/Duration of the project?
5 Does the Detailed schedule reflect the entire scope of work?

Does the Detailed schedule show the Project

6
Phases/Zones/Levels as agreed?

7 Any other Information

B Work Breakdown Structure (WBS)

Does the WBS structure is in line with schedule guidelines

1
provided by the Client?

Does Start/Finish dates for each WBS are in line with

2
contractual requirements/mutually agreed by all
3 Any other Information

C Activities

1 Does Activity duration on workdays?

Does All activities Task Dependent type only except
2 summary level activities which may be WBS Summary type
at each major work packages?
Does Percent complete type = Physical %, applied for all
4
activities
Does different Calendar defined consider working days,
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Holidays, Ramadan period, Adverse weather etc.

7 Does Activities are as per Client schedule guidelines:

a Detailed and General Requirements comprising Milestones

Mobilization comprising Temp. facilities, Permits, Method

b
statements etc.
Design/Engineering/BIM comprising Specifications, shop
c
drawings, 3D Modeling etc.

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 Procurement comprising long lead items, Purchase Order
d
etc.
e Project Phases/ Phasing Plan etc.

f Sub-Contractors/ Interfaces etc.

8 Does Activity relationships are as per the following:

Does all activities have at least one predecessor and one
a successor except the Project commencement date and
Project Completion date?
Does Finish-to-start logics applied no less than 80% of all
b
relationships?
Does No more than 20% of all logic relationships other
c
than Finish-to-Start applied?
d No negative Lead/Lag relationships are used

Does the Detailed Schedule comprise the following

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milestones as per the contract?

a Contractual Milestones

b Critical Milestones
Intermediate Milestones at each work package/discipline
c
etc.
d Commencement Milestones per phases/area etc.

e Completion Milestones per phases/area etc.

10 Does Activities with Constraints follow as per below?

Date constraints is limited to "Start on or before" and

a
"Finish on or before" for only Milestone activities
Date constraints of "Start on or after", "Finish on or after",
b "Mandatory Start’, “Mandatory Finish" are not assigned to
any activity
Float and Duration constraints are not assigned to any
c
activity
Activities shall provide Permits, Inspection/Surveys,
11 Other agency utility relocations, Temporary facilities,
Mobilizations

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 a Permit activities

b Inspection/Survey activities

c Temporary Facilities activities

d Mobilization activities

e Other agency Utility relocations activities

f Interface activities

g Method Statement/Work Plans

h Any other specific activities

Does Shop Drawing activities comply following
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pattern:
a Preparation and Submission

b Review by Client (Duration as per contract)

c Incorporation of comments & Re-Submission

d Approval/Comment by Client (Duration as per contract)

Does Material Approval of sample submittal activities
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comply following pattern:
a Preparation and Submission

b Review by Client (Duration as per contract)

c Incorporation of comments & Re-Submission

d Approval/Comment by Client (Duration as per contract)

14 Does Procurement activities comply following pattern?

a Tender and PO issuance

b Shop drawing Activities

c Material Approval of sample submittal activities

d Material Fabrication

e FAT

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 f Delivery of Items
Does the Detailed schedule comprise the construction of
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temporary facilities?
Does the logic sequence applied as mentioned in Narrative
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Report for all construction Activities?
Does the logic sequence applied as mentioned in Narrative
17
Report for all Testing Activities?
Does the logic sequence applied as mentioned in Narrative
18
Report for all Commissioning Activities?
Does Activity duration not exceed 30 days except for non-
19 construction activities including mobilization, procurement,
and concrete curing activities?
20 The schedule does not use Negative Lead/Lag relationships
Does Sequential Logics are realistic in nature i.e.,
21 Mobilization-> Design-> Procurement-> Construction->
Testing & Commissioning?
Does Logics apply to fulfill Phasing Plans/Agreed dates for
22
completion?

Does all Contractual major submittals (Ex. HSE Plan,

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QA/QC etc.) listed in the schedule?

24 Any other Information

D Critical Path Method (CPM)

1 Is the Critical path defined clearly?

2 Does the Critical activities define as “Longest Path”?

Does the Detailed schedule have a reasonable Critical path
4
and total float as finish float?
5 Does the Critical path have negative floats?

6 Any other Information

E Resources

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 Does the Detailed schedule resource-loaded (Man, Material
1
& Equipment)?
Does the Resources-loaded are broken down by craft or
2
trade man?
Does the Material type resource used as Cost loaded for
3
activities having cost?

4 Any other Information

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