Project Schedules

The Cabinets New Categories of Scheduling

Schedule Types

• Written Narrative– A written description of the Contractor’s plan

• Activity Bar Chart– A graphic representation of the Contractor’s

plan, showing the timeline of activities

• Critical Path Method (CPM)-Special Provision 82– A logic network depicting project execution

Specification Changes

108.02 and Special Provision 82

Precon. or no Precon.

• Precon– Large Project– Foreseen Scheduling

Obstacles– Complex MOT

Phasing– Engineer’s request

• No Precon– “Disk Only” Project– Simple Project– No Interferences– Engineer’s request

START

If Special Provision 82 does not apply, then

Standard Specification 108.02 sets the project

scheduling requirements.

Does the Contract

include Special Provision 82?

Is a Preconstruction

Conference required by the

Engineer

Submit the written narrative at least 2-

working days prior to the Preconstruction

Conference & present the plan at the

conference.

Does the Engineer require an Activity Bar

Chart?

The Contractor will have 30 days to submit a written

narrative and activity bar chart.

Updates will be required monthly.

Updates will occur through bi-weekly

progress meetings.

See more details in Standard Specification

108.02.

END

Submit the written narrative at least 2-working days

prior to the start of work.

NO

YES

NO

NO

YES

YES

When there is no Precon…

• A written narrative is the only progress schedule document required.– Due 2 working days prior to start of work– Updated biweekly or as the Engineer directs– Specification 108.02 is specific in the

requirements for this item– Activity Bar Chart may be required

When there is a Precon…

• A written narrative is required and includes

1. Description of progression of work, crew size, MOT plan

2. List of project milestones (completion dates, holidays, shutdowns, etc.)

3. KYTC responsibilities and time table (drawing reviews, submittal reviews, permits, etc.)

4. Known problems and potential impacts

When there is a Precon…

• and an Activity Bar Chart may be required– Timeline in no greater than 1-day increments– All activities for the first 45 days are in Level 1

detail (more on detail levels later!!)– Remainder of the activities in Level 2 detail– Updates monthly or as Engineer directs

Levels of Detail

• Level 1– Could be used to manage day-to-day work– Maximum activity length < 10 days– Locations and/or station numbers should be used to

further describe activities

• Level 2– Appropriate for executive level use– Shows a progression of remaining activities to

complete the project– Should be more specific than the activities of work– Controlling items should be identified

What 108.02 is NOT

• Contractor Management

• Additional burden to Construction

• A CPM

SP 82 Changes

• Clarified wording

• Added levels of detail– For ease of creation & review

Review

• How KYTC will review a schedule…– Check:

• The schedule logic• The beginning/end times• Submittal timeline• Utility delays, if applicable• Scheduling requirements met• Contract Shutdown Requirements

– For example, holiday MOT shutdowns, paving & concrete winter month restrictions

• KYTC will respond with comments

Why KYTC requests a schedule

• We need to see that the Contractor’s plan meets the Contract specifications and requirements.

• We need to see the Contractor’s plan AS BID.

• We need to know how our responsibilities fit in.

• We need to have the ability to measure progress.

• We need to have the ability to quantify impacts.

Frequently Asked Questions

Concerning 108.02

FAQ’s

• Can I change the schedule or deviate from my original plan?– Yes, but this requires a 24-hour notice (less

than 24-hours if approved by the Engineer)– The changes must be reflected in the next

schedule update

FAQ’s

• If there is a Precon what is required of the Contractor?– A written narrative 2 working days prior to the

Precon– The Contractor must also make a verbal

presentation of their plan of action at the Precon

FAQ’s

• How do I know if I need an Activity Bar Chart?– See 108-2 paragraph 3– This will be determined by the Engineer at the

Precon or any time during the project

FAQ’s

• What if the Engineer does not call a Precon?– Submit a written narrative 2 days prior to the

start of work

FAQ’s

• How should schedule documents be submitted?– In triplicate– Accompanied by a signed statement of

approval by the Contractor's project superintendent/project manager

FAQ’s

• What if I have questions at the Precon that might change my schedule?– Discuss these issues at the Precon– The initial schedule can be adjusted based on

those discussions

FAQ’s

• What happens if I don’t submit a schedule prior to the Precon or if my submission doesn’t meet the schedule requirements?– The Precon will be postponed until 2 working

days after the submission of an acceptable written narrative

FAQ’s

• How should I update my scheduling documents?– If there is an Activity Bar Chart required…they

shall be updated monthly– If no Activity Bar Chart is required…updates

will be by bi-weekly progress meetings as approved by the Engineer

FAQ’s

• What happens if I don’t satisfy the requirements of Specification 108.02?– Progress pay estimates will be held until the

outstanding provisions are satisfied– If two consecutive progress pay estimates are

withheld, the progress pay estimates will continue to be held and a daily penalty equal to ½ of the LD rate will be charged retroactively until the outstanding provisions are satisfied

FAQ’s

• Do I get reimbursed for any scheduling costs?– If SP 82…there is a bid item for scheduling to

cover costs– If 108.02…scheduling costs are incidental

FAQ’s

• What if my schedule completion date is updated and exceeds the project completion date?– The written narrative shall discuss the

Contractor’s plan to get the project back to within the contract time allowed

Thank You!

Do we have time for questions?