CM Guidance Document

7/31/2019 CM Guidance Document

1/102

GuidanceDocumentConstructionManagement/ConstructionSupervision(CM/CS)

TheGreatSocialistPeoplesLibyanArabJamahiriyaHousingandInfrastructureBoard(HIB)

ProgramManagementDepartment(PMD)RevisionNo.00

Thursday,May22,2008


2/102

Guidance DocumentConstruction Management /

Construction Supervision (CM/CS)

Housing & Infrastructure BoardGreat Socialist Peoples Libyan Arab Jamahiriya

Tajura, State of Libya

APPROVED:

Signature

Tareq Ben Amer

Date


3/102

Table 1: Revision Tracking

Revision No.: Description Date


4/102

ii

TABLE OF CONTENTS

1.0 FOREWORD .......................................................................................................... 41.1 LIMITATIONS ......................................................................................................... 41.2 PROCEDURES ....................................................................................................... 41.3 MANUAL AS A GUIDE............................................................................................ 41.4 DEFINITIONS ......................................................................................................... 5

2.0 PROGRAM MANAGER DUTIES, RESPONSIBILITIES, AND AUTHORITY WITHRESPECT TO CM/CS CONSULTANTS .............................................................. 12

2.1 GENERAL ............................................................................................................. 122.2 DUTIES AND RESPONSIBILITIES ....................................................................... 122.3 AUTHORITY ......................................................................................................... 12

3.0 CM/CS DUTIES, RESPONSIBILITIES, AND AUTHORITY ................................. 133.1 GENERAL ............................................................................................................. 133.2 DUTIES AND RESPONSIBILITIES ....................................................................... 133.3 AUTHORITY ......................................................................................................... 13

4.0 PROJECT MANAGEMENT PLAN ....................................................................... 144.1 GENERAL ............................................................................................................. 144.2 SUBMITTAL .......................................................................................................... 144.3 DESCRIPTION ..................................................................................................... 14

5.0 CONSTRUCTION MANAGEMENT AND CONSTRUCTION SUPERVISION(DESIGN REVIEW) .............................................................................................. 16

5.1 GENERAL ............................................................................................................. 165.2 CONSTRUCTION SUPERVISION DESIGN REVIEW ....................................... 165.3

CONSTRUCTION MANAGEMENT ....................................................................... 16

6.0 PUBLIC RELATIONS .......................................................................................... 18

6.1 CM/CS RELATIONSHIP WITH THE CONTRACTOR ........................................... 186.2 VISITORS TO THE PROJECT.............................................................................. 18

7.0 DOCUMENTS AND CORRESPONDENCE ......................................................... 197.1 GENERAL ............................................................................................................. 197.2 DOCUMENT CONTROL AND FILE SYSTEM ...................................................... 197.3 ADMINISTRATIVE FORMS PROCEDURES ........................................................ 197.4 CODING OF DOCUMENTS AND CORRESPONDENCE ..................................... 19

8.0 E-MAIL ................................................................................................................. 219.0 TELEPHONE CONVERSATION RECORDS ....................................................... 2210.0 WORK RECORDS AND REPORTS .................................................................... 23

10.1 DESIGN REVIEW RECORDS AND REPORTS .................................................... 2310.2 FIELD RECORDS AND REPORTS ...................................................................... 2310.3 MONTHLY REPORTS .......................................................................................... 2310.4 WORK BREAKDOWN STRUCTURE (WBS) ........................................................ 2410.5 SURVEY NOTES .................................................................................................. 24


5/102

iii

10.6 CONSTRUCTION DIARIES .................................................................................. 2410.7 DAILY REPORTS ................................................................................................. 2410.8 PHOTOGRAPHS .................................................................................................. 2510.9 COMPLETED PROJECT RECORD DOCUMENTS, REPORTS, AND ITEMS ..... 27

11.0 QUALITY ............................................................................................................. 2812.0 CONTRACT ADMINISTRATION ......................................................................... 29

12.1 GENERAL ............................................................................................................. 2912.2 NOTICE TO PROCEED ........................................................................................ 2912.3 PRECONSTRUCTION CONFERENCE ................................................................ 2912.4 MATERIALS AND EQUIPMENT INSPECTION .................................................... 3012.5 PROGRESS ESTIMATES .................................................................................... 3112.6 SCHEDULE AND REPORTING ............................................................................ 3112.7 SUBMITTALS ....................................................................................................... 3512.8 MATERIALS AND EQUIPMENT TESTS AND TEST RECORDS ......................... 3512.9 DELAYS ................................................................................................................ 3712.10 DELAYS DUE TO CONTRACTORS ACTIONS ................................................... 3712.11 MODIFICATION ORDERS .................................................................................... 3712.12 CLAIMS ................................................................................................................ 3912.13 CONTRACT INTERPRETATIONS ........................................................................ 4012.14 SUBSTANTIAL AND FINAL INSPECTION ........................................................... 4012.15 CM/CS SURVEY PARTIES .................................................................................. 4112.16 CORRESPONDENCE AUTHORITY ..................................................................... 4112.17 COMPUTATIONS ................................................................................................. 4112.18 RECORD DRAWINGS .......................................................................................... 41

13.0 SAFETY PROGRAM RESPONSIBILITIES .......................................................... 4213.1 RESPONSIBILITIES: ............................................................................................ 4213.2 ACCIDENT REPORTS ......................................................................................... 43

Appendices

APPENDIX A - Standard Design Phase Forms ...................................................................... 44APPENDIX B - Standard Construction Phase Forms ............................................................. 44APPENDIX C - (HIB/PMD) Construction Document Control File Codes ................................ 44


6/102

4

1.0 FOREWORD

The purpose of this Manual is to provide general guidance on the basic duties andresponsibilities of the Construction Management and Construction Supervision Consultant(CM/CS) to The Great Socialist Peoples Libyan Arab Jamahiriya Housing and InfrastructureBoard (HIB) and HIB Program Management Department (PMD). This Manual also providesgeneral guidance for the use and implementation of HIB/PMD standard design and construction

forms as well as general guidance for implementing various HIB/PMD standard project controlsystems.

1.1 LIMITATIONS

This Manual provides certain clarifications of HIB/PMD performance expectations of the CM/CSand summarizes certain aspects of the CM/CS Agreement. This Manual is not designed toreview or summarize all of the terms, conditions, or requirements of the Agreement, and theCM/CS is solely responsible for reviewing, understanding, and following all of the terms,conditions, and requirements of its Agreement with HIB. In the event that the CM/CS has aquestion regarding any issue with respect to this Manual or to coordination of the Manual withthe Agreement or as to precedence, the CM/CS has the affirmative duty of raising such issuesor questions with the PMD. In all cases, the Agreement shall control and take precedence overthe general guidelines noted in this Manual.

For the reasons noted above, this Manual does not alter, amend, or supersede any of theterms, conditions, or requirements of the Agreement. Neither statements nor omissions in thisManual shall affect or alter the CM/CSs obligation to fulfill all of the requirements of the

Agreement in the time and manner set forth therein.

Throughout this Manual there are references and reference lists provided to assist in locatingcertain provisions of the Agreement. These lists are not represented as being all inclusive orexclusive but rather such lists shall be used as a reference point for further review of the

Agreement.

1.2 PROCEDURES

The CM/CSs administrative duties are as outlined in the Agreement. Many of these duties are

further defined in this Manual. This Manual outlines and summarizes selected administrativeprocedures, and provides details for their implementation. Additional procedures may also beissued during the Agreement, as determined appropriate by HIB/PMD.

Also, certain procedures, forms, and responsibilities may be further developed as part ofHIB/PMD Quality Assurance Program as well as other required submittals.

1.3 MANUAL AS A GUIDE

This Manual is intended as a general guide for the CM/CS to facilitate:

(1) Cooperation between the CM/CS and the Project participants

(2) Understanding the need for accurate documentation of the Project

(3) Communication protocol and procedures

(4) Understanding of Agreement administrative procedures

(5) Understanding of responsibilities and authorities

This Manual, along with the referenced procedures and forms herein, provides the CM/CS withguidelines to allow for a greater level of efficiency in the execution of the Work.


7/102

5

1.4 DEFINITIONS

Administration

The function of implementing the terms and conditions of an Agreement/Contract, based uponestablished systems, policies, and procedures.

Agreement

Comprises the General Conditions and Particular Conditions together with Appendix A (Scopeof Services), Appendix B (Personnel, Equipment, Facilities and Services of Others to be provideby the Owner) Appendix C (Remuneration and Payment), Appendix D (Letter of Award) and

Appendix E (Work Order Procedure) of the executed contract between the CM/CS and HIB.

Approved Changes (Modifications)

Are defined as changes (modifications) in the Contract Documents that have been subjected toan agreed upon change approval process and have been approved in writing by the partycontractually empowered to approve such changes. See Modification Order.

As-Built Drawings

The set of approved Contract Drawings maintained on-site by the CM/CS separately from theContractors as-built set to reflect the Works as actually installed.

Bill of Quantities

Sovereign unit rates established by law for given units of work.

Changed Conditions

Conditions or circumstances, physical or otherwise, that materially alter the conditions orcircumstances on which the Contract Documents and tender were based.

Claim

A formal demand for compensation in accordance with provisions of the Contract Documents

filed by a Contractor or HIB/PMD with the party with whom they are under Contract.

Constructability

The ease with which a project can be built, based upon the clarity, consistency, andcompleteness of the Contract Documents; this includes evaluating the Contract Documents toassess the ease of interpreting, bidding, and administering the Contract Documents in order toachieve overall project objectives.

Constructability Review

The process of evaluating the Construction Documents for clarity, consistency, completeness,and ease of construction to achieve overall project objectives.

Construction Contract Documents (Contract Documents)

The documents which provide the basis for the Contract entered into between parties. Theytypically include the General and Particular Conditions (Part I and II), Specifications, Drawings,Bill of Quantities, Tender, Letter of Acceptance, the Agreement executed by the Contractor, andany addenda updated to reflect the agreement between the Owner and Contractor(s).

Construction Management and Construction Supervision Consultant (CM/CS)

The party (consultant) which executed the Construction Management and ConstructionSupervision Agreement (contract) with HIB for the Project.


8/102

6

Construction Schedule

A graphic, tabular, or narrative representation or depiction of the time of construction of theProject, showing unique or discrete activities, duration of each activity, and relationships amongactivities and their sequence. A complex schedule will include but will not be limited to projectmilestone dates, restraints or constraints impacting activities, and interfaces with otherHIB/PMD Program Contracts.

Contract

A written legal document or documents entered into by two or more parties which areenforceable by law i.e., CM/CS Agreement and Construction Contract Documents.

Contractor (Construction Contractor)

A company or group of companies that has executed a contract with HIB to provide servicesand perform the Work described in the Contract Documents. The Contractor may employ theservices of professional consultants, subcontractors, and suppliers in order to complete theWork.

Critical Path Method (CPM)

A management technique used to plan and control a project which combines all relevantinformation into a single plan defining the sequence and duration of operations, and depictingthe interrelationship of the activities required to complete the Project. The critical path is thelongest sequence of activities in a network which establishes the minimum length of timenecessary to complete the Project. Arrow Diagramming Method (ADM) and PrecedenceDiagramming Method (PDM) are both common techniques used in CPM scheduling.

Day

The period of time between any one midnight and the next.

Design Documentation

Includes, but is not limited to, detailed drawings, Specifications, calculations, engineeringreports, geotechnical investigations, and survey documentation.

Document Controller

The CM/CS representative responsible for verifying document codes and maintaining projectlogs. Other duties may include transmittal and receipt of project documents and duties asassigned by the CM/CS.

Drawings

Are defined as the graphic representation showing the relationships, geometry, and dimensionof the elements of the Works. Drawings may also include various installation requirements.

Estimate to Complete

An estimate of the remaining time and costs to be incurred for the completion of a project. The

Estimate to Complete (ETC) is prepared at a specific point in time and is valid only at that pointin time.

Fast Track

The process of dividing the design of a project into phases in such a manner as to permitconstruction to start before the entire design phase is complete. Fast Track results in theoverlapping of the construction phase with the design phase.


9/102

7

Field Order

A written order issued at the site by HIB/PMD or CM/CS to clarify and/or require the Contractorto perform Works. A field order represents a minor change not involving a change in Contractprice or time.

Final Completion (Final Receipt)

The date, certified by the CM/CS and approved in writing by HIB/PMD, when the SubstantiallyCompleted Works of the Contractor are found to have been fully completed and executed safelyand in accordance with the Contract Documents. The Final Completion Inspection is performedto ascertain the completion of the Works. Final Completion will impact warranty periods. FinalCompletion acceptance must occur prior to the end of the warranty period. Final Completionacceptance may end the warranty period.

Float

The contingency time that exists on a schedule of activities. It is measured by comparing theearly and late dates on a start and finish basis. All float is to be used at the discretion ofHIB/PMD.

Force Majeure

Reference CM/CS Agreement and Construction Contract Documents.

General Conditions

A section of general clauses in the Contract Specifications that establish how the Project is tobe administered. General Conditions include, but are not limited to, submission of Certificate ofInsurance and/or bonding, obligations such as providing temporary works, provision of and/oroutfitting of field offices.

Guarantee

A legally enforceable assurance of satisfactory performance, quality, or quantity of products orwork during a specific period of time stated and included in the Contract in the event theproduct or works fails to perform as intended. Pursuant to Substantial Completion acceptance,

Guarantee period(s) shall commence on the date of Contractors written request for SubstantialCompletion.

Imminent Danger

Any condition or practice in the place of employment which, if it exists, could reasonably beexpected to cause death or serious physical harm immediately or before the imminence of suchdanger can be eliminated.

Lien

A claim, encumbrance, or charge against or an interest in property to secure payment of a debtor performance of an obligation.

Liquidated Damages (Delay Fine)

A defined amount of money, usually set on a per-day basis, which the Contractor agrees to paythe Owner for delay in completing the Works in accordance with the Contract Documents.

Long-Lead Item

The identification given to material and/or equipment having an extended delivery time whichmay impact the actual completion of elements of the Project. Long-Lead items may beconsidered for early procurement and purchase. Approval of PMD required.


10/102

8

Long-Lead Time

The time interval between purchase and delivery of long-lead items.

Milestone

The date on which a significant or critical activity or series of activities must start and/or finish.A schedule may include more than one milestone.

Modification Order

A written agreement or directive between contracted parties which represents an addition,deletion, or revision to the Contract Documents, identifies the change in price and time,describes the nature (scope) of the Works involved, and includes the justification for thesuggested change.

Month

The period of one month, according to the Gregorian calendar.

Non-Conforming Works

Works that do not meet the requirements of the Contract Documents.

Notice to Proceed

A formal written document and/or point in the projects life cycle authorizing an organization tocommence work under its contract. The issuance of the Notice to Proceed typically marks theend of a procurement phase and the start of the project schedule calendar.

Other-Than-Serious Hazard

Any condition or practice, which would be classified as an other-than-serious violation ofapplicable local regulations and standards.

Owner

The Great Socialist Libyan Arab Jamahiriya Housing and Infrastructure Board (HIB).

Partial Substantial Completion (Primary Receipt)

The date, certified by the CM/CS that a Contractor has reached that stage of completion whenthe Owner accepts use of a portion of the Works for its intended purposes, even though allWorks are not completed. Partial Substantial Completion is a date which starts a stipulatedGuarantee or Warranty on a portion of the Work. Portions of the Works for which SubstantialCompletion is considered, shall be well defined and discrete portions of the overall ProjectWorks.

Particular Conditions

The specific contractual requirements of select General Condition clauses as defined inParticular Conditions of the CM/CS Agreement.

Permanent Record Documents (Files)

Any Document utilized in the execution of the Works including, but not limited to, Submittals ofany kind, Contract Documents, E-mails, Correspondence, Modifications, Claims, Reports, andLogs.

Plans

See Drawings.


11/102

9

Preliminary Works

Design and site preparation activities of the Contractor performed prior to construction of thepermanent Works.

Program Management Department

The Housing and Infrastructure Boards (HIBs) Program Management Department (PMD)having responsibility for representing the client.

Program Manager

HIB/PMD designated representative having responsibility for managing and administering HIBsContracts.

Progress Meeting

A meeting dedicated to reviewing the advancement of any phase of project delivery by thevarious project members.

Progress Payment

Partial payment of the Contract amount for portions of the Works that have been accomplished.The Progress Payments are paid periodically by HIB/PMD upon verification andrecommendation of the CM/CS.

Project

The project named in the Particular Conditions for which the Services are to be provided.

Project Information Instruction Document

A document provided by PMD to the CM/CS at the start of a project containing the peojectinformation management procedures (correspondence and documents), coding system forproject information, information about the HIB/PMD-supplied electronic document managementsystem.

Project Management Plan (PMP)

A written document prepared by the CM/CS, which defines the basis and procedures forimplementing and managing the Project.

Punch List (Minutes of the Inspection)

A list made near the completion of the Works (or portion thereof) indicating minor items of workthat remain unfinished, do not meet quality or quantity requirements as specified, or are yet tobe performed by the Contractor prior to completing the terms of the Contract. Informal PunchLists may be jointly or individually prepared by the Contractor and the CM/CS as the Projectnears completion and prior to Substantial Completion Inspection. A formal Punch List will bedeveloped during the Substantial Completion Inspection.

Quality

The degree to which the Project and its components satisfy an acceptable industry standard ofcare, as well as the requirements of the Contract Documents; determined by measuringconformity of the Project to the Plans, Specifications, and applicable standards.

Quality Assurance

The application of planned and systematic methods to verify that quality procedures are beingeffectively implemented.


12/102

10

Quality Control

The continuous review, certification, inspection, and testing of project components, includingpersons, systems, materials, documents, techniques, and workmanship to determine whetheror not such components conform to the Plans, Specifications, and applicable standards.

Record Drawings

The set of final Contract Drawings incorporating the additions and changes reflected in the As-Built Drawings to reflect actual constructed Works.

Request for Modification Proposal

A written delineation and/or narrative issued by the CM/CS to the Contractor that describes aproposed modification to the Contract Documents for purposes of establishing cost and timeimpacts.

Schedule Data Date

The point in time when a schedule update is performed or executed. A Schedule Data Date isidentified and graphically indicated on the updated schedule.

Schedule of Values

A list of basic Contract segments in both labor and material, where each line item consists of adescription of a unique and/or discrete portion of work and a related cost and the sum of thelines of the Contract equals the total Contract price or lump sum fee. Schedule of Values isgenerally used to establish and determine progress payments to the Contractor.

Scope

The identification of all requirements of a project or Contract as described in the respectiveContract Documents.

Scope Modification

Modifications that expand or reduce the requirements of the CM/CS Agreement or Contract

during any phase of project delivery.

Serious Hazard

Any condition of practice, which could be classified as a serious violation of applicable localregulations or standards, based upon criteria contained in the current laws, ordinances, and/orregulations. Generally, a serious hazard is one, which could cause serious physical harm ordeath, but is not imminent.

Services

The CM/CS Works performed in accordance with Appendix A of its contract with HIB/PMD.

Shop Drawings

Drawings and supporting calculations typically prepared by the Contractor, based upon theContract Documents, and provided in sufficient detail that indicates how the Contractor willconstruct the Contract Work in a manner that is consistent with the design intent and theContract Documents.

Specifications

The detailed written general clauses, descriptions of materials, equipment, systems, requiredworkmanship, method of measurement and payment, and other qualitative informationpertaining to the Works.


13/102

11

Subcontractor

A company providing labor, materials, or services of any tier, who has a Contract with theContractor to perform work.

Subconsultant

The CM/CSs sub-consultants or suppliers of any tier providing services pursuant to the

CM/CSs performance of Services.

Submittals

Transmittals of information, samples, and materials as required by the Contract Documents.

Substantial Completion (Primary Receipt)

The date, certified by the CM/CS that a Contractor has reached that stage of completion whenthe Owner accepts use of the Works for its intended purposes, even though all Works may notyet be completed. Substantial Completion acceptance is required to establish the start of astipulated Guarantee or Warranty. Projects may include Partial Substantial Completions.

Supervisor Construction Manager (SCM)

The CM/CS representative who has overall responsibility for executing the CM/CSs Scope asdefined herein and the management and performance of the consultants personnel and itsSubcontractors or Subconsultants.

Supervisor Resident Engineer (SRE)

The on-site representative of the SCM who has overall responsibility for executing theconstruction inspection supervision and the management of any and all inspection personnelassigned to the Project.

Supplementary General Conditions

Additions and/or modifications to the General Conditions which are part of the bid documentsand/or Contract Documents.

Testing

The application of specific procedures to determine if work has been completed in theprescribed manner and at the required levels of workmanship.

Warranty

Assurance by a party that it will assume stipulated responsibility for its own work. Pursuant toSubstantial Completion acceptance, warranty period(s) shall commence on the date ofContractors written request for Substantial Completion. Warranty Period duration(s) shall be asstipulated in the Contract. Warranty of the Contract does not prejudice any warranty stipulatedin Libyan Civil Law.

Works

The permanent work to be executed including labor, material, and equipment required forachievement of the Project.


14/102

12

2.0 PROGRAM MANAGER DUTIES, RESPONSIBILITIES, AND AUTHORITY WITHRESPECT TO CM/CS CONSULTANTS

2.1 GENERAL

The Program Manager, as the HIB/PMD designated representative, has responsibility formanaging and administering HIBs Contracts.

2.2 DUTIES AND RESPONSIBILITIES

Duties and Responsibilities shall be as denoted in the Program Managers Contract.

The Program Managers Duties and Responsibilities include:

(1) Establish standards of performance for all CM/CSs.

(2) Administer Contracts for all CM/CS consultants on behalf of HIB.

(3) Consolidate Monthly Progress reports from CM/CS and reporting to HIB.

(4) Oversee and assess the performance of the CM/CSs and associated HIB

Capital Program.

(5) Establish and manage the budget and cost control program for the overall HIBCapital Program and regularly provide budget and cost reports to HIB.

(6) Establish and maintain HIB standards for Quality Assurance and Control for allProjects and Programs and provide copies of such to HIB.

(7) Manage the CM/CS selection/procurement process.

(8) Establish standard for Contracts for CM/CS.

(9) Establish a document and data management system for use with HIBs CapitalProgram.

2.3 AUTHORITY

Authorities shall be as denoted in the Program Managers Contract.

The Program Manager has the authority to:

(1) Evaluate and provide recommendations to HIB for all ContractAdditions/Amendments as proposed by CM/CSs.

(2) Conduct annual assessment of the performance of all CM/CSs and presentformal findings to HIB.

(3) Review and recommend modification orders for CM/CS Agreement.


15/102

13

3.0 CM/CS DUTIES, RESPONSIBILITIES, AND AUTHORITY

3.1 GENERAL

The CM/CS shall provide additional personnel, acceptable to HIB/PMD, as required to meet theobligations of its Agreement and the Construction Documents.

3.2 DUTIES AND RESPONSIBILITIES

Duties and Responsibilities shall be as denoted in the CM/CSs Agreement.

3.3 AUTHORITY

Authorities shall be as denoted in the CM/CS Agreement.

The CM/CS never has the authority to:

(1) Waive or modify Contract provisions

(2) Make changes which are not within the scope of the Contract

(3) Make design changes, unless authorized by HIB/PMD

(4) Dictate or supervise the Contractors operations, means or methods

(5) Assume responsibility for Contractors job-site safety

(6) Stop the work without a written directive from HIB/PMD unless an imminentdanger or an IDLH (Immediately Dangerous to Life and Health) condition isidentified.


16/102

14

4.0 PROJECT MANAGEMENT PLAN

4.1 GENERAL

The CM/CS shall prepare and submit a written Project Management Plan (PMP) that describeshow the CM/CS will accomplish its contractual obligations. The PMP shall also demonstrate toHIB/PMD that the CM/CS has a clear understanding of the Project, HIB/PMD processes/

systems, and outline the CM/CSs approach to ensuring the Project is completed on time, onbudget, and meets all established project quality standards.

4.2 SUBMITTAL

Within 21-calendar days of the commencement of the Preliminary Works, the CM/CS shallprepare and submit a completed PMP to HIB/PMD for review and comment.

4.3 DESCRIPTION

The PMP shall provide the reader with an understanding for how the CM/CS will manage,administer, and inspect the Project. The CM/CSs PMP shall incorporate the HIB/PMDprocesses/systems described within this Manual. With HIB/PMDs written approval, CM/CSsprocesses may be utilized where no HIB/PMD processes/systems currently exist. When

subsequent HIB/PMD processes are issued and distributed, they shall be included into thePMP.

At a minimum, unless otherwise approved by HIB/PMD, the PMP shall address the following fordesign and construction:

(1) Project Summary Scope Description

(2) Contract Information (Project Number, Location, Critical Dates)

(3) Project Organizational Structure(s)

(4) Project Participants

(5) Project Participant Roles and Responsibilities

(6) Contact Information (HIB/PMD, CM/CS, Contractor, Subcontractors)

(7) Scheduling and Milestones

(8) Budget and Cost Control

(9) Resource Management

(10) Modification Control Process

(11) Project Constraints and Resolution

(12) Quality Control

(13) Risk Management

(14) Coordination and Communication (Internal and External)

(15) Document Control and EDMS Administration - Project Level

(16) Safety Management

(17) Reporting


17/102

15

(18) With HIB/PMDs written approval, additional processes/practices (CM/CSprocesses/practices used elsewhere, on similar projects which will providebenefit to HIB/PMD and the Project).


18/102

16

5.0 CONSTRUCTION MANAGEMENT AND CONSTRUCTION SUPERVISION (DESIGNREVIEW)

5.1 GENERAL

The CM/CS shall be familiar with the content of the Contract between HIB/PMD and theContractor(s), including but not limited to any Contract Amendments, Administration, Technical

Specifications, Drawings, Addenda, Modification Orders, and Requests for Information (RFIs).Further general functions to be performed by the CM/CS include:

(1) Report to HIB/PMD as required in its Agreement with HIB/PMD on all mattersnecessary to achieve design acceptance, construction management,administration, and inspection standards and practices.

(2) Execute duties and responsibilities as set forth in its Agreement with HIB/PMD.

(3) Ensure design and construction documents meet the requirements of HIB andthat the Contractor has obtained all required approvals and permits necessaryfor the Project.

(4) Arrange for qualified office and field personnel subject to HIB or HIB/PMD

approval, as appropriate.

5.2 CONSTRUCTION SUPERVISION DESIGN REVIEW

The CM/CS shall perform design reviews to ensure the Contractors completed design of theProject meets HIB/PMDs requirements. The CM/CS shall monitor the design schedule andprogress of the Contractors and shall provide input to the Contractor to ensure that the designactivities are planned in an orderly manner and completed on schedule.

(1) CM/CS shall monitor technical quality and progress of the project design,compare its financial performance to the approved project budget, and providea written report of status to HIB/PMD monthly.

(2) The CM/CS is responsible for final approval of the Contractors Construction

Documents which set forth detailed Drawings and written Specificationsdescribing the requirements for construction of the Works.

(3) The CM/CS shall cause the resolution with the Contractor of HIB/PMDcomments on received Contract Documents

5.3 CONSTRUCTION MANAGEMENT

The CM/CS shall perform professional Construction Management, Administration, andInspection for each Project. In general, such services shall be in accordance with the CM/CSs

Agreement including but not limited to:

(1) Administering the Construction Contract

(2) Working to achieve timely completion

(3) Providing required assistance to HIB/PMD

(4) Processing of Contract Document submittals including but not limited to ShopDrawing submittals

(a) RFI

(b) Modification orders


19/102

17

(c) Claims

(d) Contractor monthly payment requests

(e) Construction schedules

(f) Technical, on-site inspection of the materials, structures, and

equipment

(g) Field and laboratory testing

(5) Monthly Reports to HIB/PMD

(6) Workmanship and methods used by the Contractor to verify that the Works isconstructed in compliance with the Construction Documents and according togenerally accepted industry standards and construction practices.


20/102

18

6.0 PUBLIC RELATIONS

6.1 CM/CS RELATIONSHIP WITH THE CONTRACTOR

CM/CS relationships with the Contractor shall be courteous, dignified, and professional.Requirements of the Contract shall be discussed with the Contractor or his authorizedrepresentative and not with Contractors Subcontractors. The CM/CS shall cooperate with the

Contractor in executing the Works so that the interests of HIB, HIB/PMD, and the general publicare served.

6.2 VISITORS TO THE PROJECT

Visitors may be expected on a project at any time, some on short notice. It is the CM/CSsresponsibility to check their authority and to see that they are properly received and theirbusiness expedited. Visitors may include government officials, principals, staff of HIB andHIB/PMD, members of the government, and news media people and/or photographers. Visitorsshall sign a visitors registry and record their identities. CM/CS shall maintain the registry on-site.

Visitors to the Project by print, radio, film, or other media shall be directed to the ProjectsHIB/PMD representative for further assistance. The CM/CS and CM/CSs Subcontractor

personnel are not to engage media visitors except to ascertain their identity and direct them tothe appropriate HIB/PMD representative as identified in the PMP. All information pertaining tothe Project shall be as provided by HIB/PMD.


21/102

19

7.0 DOCUMENTS AND CORRESPONDENCE

7.1 GENERAL

HIB/PMD provided internet-based electronic document management system software shall beutilized by the CM/CS for all project correspondence and document control. Each CM/CS shallbe provided with access to the EDMS with their project already installed and configured,

unlimited in-person administrator and basic user training on the system (in Arabic or English), aProject Information Instruction Document, unlimited ongoing help and support.

The electronic document management system must be used and shall be kept current forHIB/PMD review.

Permanent record files shall be forwarded using the EDMS to HIB/PMDs representative within90-calendar days after Substantial Completion or when requested in writing by HIB/PMD. TheCM/CS shall furnish the necessary containers, labels, and transmittal forms.

7.2 DOCUMENT CONTROL AND FILE SYSTEM

All HIB/PMD construction management filing systems shall follow project informationmanagement procedures detailed in the HIB/PMD Project Information Instruction Document,and contained in the electronic document management system software. The Project

Information Instruction Document includes the coding system for project information,procedures for drawing submittals and correspondence.

HIB/PMD requirements state that documents which originate internally are to be coded by thedocuments author applying the project information management procedures from the ProjectInformation Instruction Document. All documents and correspondence (faxes, letters, emails)received from outside sources are to be filed by the CM/CS designated Document Controller inthe electronic document management system. Project mail must be sent via the electronicdocument management system. If email is receiving from a third party, the e-mail is to be filedin the electronic document management system and printed and filed and shall become part ofthe Project Permanent Record. Project Permanent Record (exception to the requirement toprint are project mail originating in the electronic document management system).

7.3 ADMINISTRATIVE FORMS PROCEDURES

Standard HIB/PMD forms shall be utilized on this project. The forms will be contained in theelectronic document management system and referenced in the Project Information InstructionDocument. The forms shall not be modified in anyway without prior HIB/PMD approval.Reference AppendixA and B for sample standard forms. Realize that Appendix A is not anexhaustive list and is subject to modification.

7.4 CODING OF DOCUMENTS AND CORRESPONDENCE

In order to ensure traceability and effective control, documents shall be unambiguouslyidentified through an appropriate coding system. The procedure is designed to standardizeHIB/PMD filing system and not create an excessive document control system.

The procedures are contained in the Project Information Instruction Document together with the

relevant approval procedures for changes to the system and the roles and responsibilitiesrequired in connection with project information management..

(1) The coding system shall be applied to all project correspondence anddocuments.

(a) The Originator of a Document is responsible for assigning the ProjectNumber, Division Number, Document Type, and Chronological Number(fields) to the Document.


22/102

20

(b) The Document Controller (Administrative Assistant or other asassigned by the CM/CS) is responsible for verifying the coding fields onthe Document.

(c) Document Controller (Administrative Assistant or other as assigned bythe CM/CS) is responsible for also affixing the date of receipt on allincoming documents using a mechanical type date stamp.

(i) The full detail of documentation coding will be included in theHIB/PMD supplied Project Information Instruction Document


23/102

21

8.0 E-MAIL

Project mail / e-mail must be sent via the electronic document management system. If email isreceiving from a third party, the e-mail is to be filed in the electronic document managementsystem and printed and filed and shall become part of the Project Permanent Record.


24/102

22

9.0 TELEPHONE CONVERSATION RECORDS

All conversations that pertain to the outcome or output of the Project shall be recorded on aConversation Record (Reference Appendix B), circulated as necessary, and placed in theelectronic document management system / permanent record file. Confirmation ofconversations (via mail sent via the electronic document management system) shall be soughtand made apart of the permanent record file.


25/102

23

10.0 WORK RECORDS AND REPORTS

Work records and reports shall be factual and editorial comments avoided.

10.1 DESIGN REVIEW RECORDS AND REPORTS

CM/CS shall retain on the EDMS, all Contractor design submittals and review documentation

including all Technical Specifications, Drawings, redlines; vendor information; and CM/CSdeveloped forms (with HIB/PMD approval).

All such records and reports shall become part of the permanent record file to be transmitted toHIB/PMD at closeout.

10.2 FIELD RECORDS AND REPORTS

Records of work done in the field shall be kept in field notebooks, diaries, inspectors dailyreports, photographic logs, As-Built Drawings, test reports, transmittals, project relatedcorrespondence, and special CM/CS developed forms (with HIB/PMD approval) and entered inthe EDMS.

All such records and reports shall become part of the permanent record file to be transmitted to

HIB/PMD at closeout.

10.3 MONTHLY REPORTS

The CM/CS shall prepare and transmit a monthly project report to HIB/PMD on the 25th

of eachmonth, or the next working day if the 25

this a non-working day. The monthly reports shall

address the following:

(1) Design deliverables due/received and next month design deliverables

(2) Significant Design issues pending resolution

(3) CM/CS budget, expenditures to date, estimated cost to complete, andestimated cost at completion

(4) Contractor budget, expenditures to date, estimated cost to complete, andestimated cost at completion

(5) Current updated schedule

(6) Obligations and action items required

(7) Status of modification orders

(8) Anticipated modification orders

(9) Contractor monthly payment report

(10) Contractor cash flow projections

(11) Quality Control

(12) Safety Status

(13) RFI and Shop Drawing Submittal average turn around time and impact issues

The CM/CS shall coordinate the report format with HIB/PMD prior to initial report submission.


26/102

24

10.4 WORK BREAKDOWN STRUCTURE (WBS)

HIB/PMD will provide the CM/CS with a WBS to be implemented by the CM/CS in reporting,billing, and scheduling of Capital Projects.

10.5 SURVEY NOTES

Ties to controlling features and notes indicating details of changes in actual construction fromthe design shown on the Drawings shall be kept in field notebooks and made a part of thepermanent record. (Reference Section12.16).

10.6 CONSTRUCTION DIARIES

It is most important that daily diary notes be prepared faithfully and that they be kept in thepermanently bound book, with numbered pages, issued for this purpose. Diaries are notpermitted to be kept in loose-leaf books; the notebooks shall be filed with the permanentrecords of the Project. It is suggested that all-weather notebooks and pens be utilized but theyare not required/mandatory. The diary shall be kept neat and clean, entries legible, and factual.

Each page shall bear the date of the day to which the entry pertains. Do not combine entrieson one page that pertain to more than one day. If the entries for one day require more than one

page, use as many consecutively numbered pages as are necessary to include the data. Nopages shall be left blank.

Pages must be numbered consecutively in ink and no numbers skipped. No pages shall betorn out of the book and no erasures made. In case of error simply cross out the incorrectinformation with a single line and enter the correct data following it. Corrections shall beinitialed. If no work is performed on a weekend it must be noted. Every calendar day must bereported.

In addition to Works activities, the daily diary may include other relevant information including:

(1) Weather conditions

(2) Site conditions

(3) List of Contractor personnel by title

(4) Count and equipment by manufacture

(5) Identification numbers

(6) Age/year built

(7) Hours in use and not in use

(8) Dates of mobilization/demobilization.

Label diaries with a sequential volume number and the year it covers, construction Contract

number, name and address of CM/CS author, HIB/PMD representative, and Contractor(s).

Author shall note their time of arrival and departure from the site.

Do not combine the records of more than one project in the diary.

10.7 DAILY REPORTS

The Daily Report is used to document the progress of the Works. It differs from the diary in thatthe diary contains the more privileged information (i.e., record of conversations), whereas the


27/102

25

Daily Report records the time development of the work, crew sizes, equipment, for example.(Reference attached Appendix Bfor sample forms)

Every CM/CS individual who is responsible for inspection of any portion of the Works shallprepare a Daily Report

The content of the Daily Report must include the following:

(1) Project name, number, and location.

(2) Contractor and Subcontractor name(s).

(3) Weather conditions.

(4) Date.

(5) Size of the Contractors field force, both supervisory and non-supervisory aswell as the names of each Subcontractor and their respective number ofworkers and supervisory personnel on the site that day.

(6) Visitors at the site.

(7) Type and size of pieces of construction equipment. Indicate if equipment is idleand reason, if appropriate indicate the arrival and/or departure of equipment orunique equipment, i.e., equipment not originally planned for use, arrival ordeparture of equipment that potentially impacts the scheduled progress of theWorks.

(8) Note all work started, in progress, and completed. Describe any unusualactivities and difficulties in the deliveries of equipment and material, particularlyif such difficulties impact scheduled progress of the Works.

(9) Describe the Work being performed, the approximate stage of completion, andquantities when appropriate.

(10) Quality inspection and testing.

(11) Safety incidents.

Every calendar day must be reported. If no work is performed on a weekend or holiday, it mustbe noted.

The SRE will review the reports daily to verify that they include the information required toreconstruct the days activities if such action is required at some later date due to claims orcourt actions. The Daily Report shall be detailed enough to reconstruct the progress ofconstruction from start to finish.

10.8 PHOTOGRAPHS

Photographs serve several purposes. They illustrate and document existing physical conditionsat the site and show the progress and accomplishments of the Contract work. In certain cases,video tapes are taken, especially in certain high density areas likely to be affected byconstruction activities.

The SRE shall take pictures to adequately support the records of the Projects, to serve theinterests of HIB/PMD and to aid in evaluating claims submitted by the Contractor.

(1) The CM/CS shall require the Contractor to take pictures to adequately supportthe records of the Project, document the progress and execution of the Works,and to support any claim which may be made by the Contractor.


28/102

26

(2) Digital cameras shall be utilized for these purposes.

(3) Pictures shall be taken to show:

(a) Unusually difficult work under construction and new or unusual types ofwork

(b) Conditions existing at the scene of an accident that are pertinent to itscause or the extent of its damage

(c) Work that is defective, or deemed to be at variance with the ContractDocuments

(d) Information of value in connection with changed conditions, claims, orpotential claims

(e) Construction progress on a monthly basis taken from the samelocations, if possible

(f) Work that will be covered up at job completion (i.e., piping, foundations,thrust blocks)

(4) A complete set of before photos must be taken prior to start of construction.These shall show the condition of existing roads, fences, structures, andshrubbery, for example, and be in areas that may be affected by construction.Photos shall be promptly labeled (including date, time, direction of view,subject, and photographer), placed in an album, and kept in the field office files.

(5) Only digital cameras having time/date stamp capability shall be used for takingphotographs

(6) All photographs shall be automatically time/dated stamped by the digitalcamera, on the photograph.

(7) Digital photographs shall be electronically stored and logged on the Electronic

Management System (when it becomes available) utilizing HIB/PMDs standardPhotographic Coding System. Alternate photographic codingsystems/software/programs may not be utilized unless previously approved inwriting by HIB/PMD. Photographs shall be stored and coded to permitimmediate recovery. Color prints of photographs shall be made availableimmediately upon request.

(8) Photos shall also be stored on the EDMS and on a CD or DVD, labeled whenfully loaded, and made a part of the permanent record. Photos shall be savedin a standard format (i.e., jpeg) that may be easily viewed utilizing a WindowsPicture

type software. Photos shall be made available to HIB/PMD

representatives as a part of the Electronic Management System. Color printsof photographs shall be made available immediately upon request.

(9) Photos stored on Electronic Management System shall be best quality. Whenpossible, limit the size of e-mailed photos which will be transmitted ( 1Mb).

(10) All photographs are to be the property of HIB/PMD and at the completion of theProject, both albums (if utilized) and discs shall be transmitted to HIB/PMDrepresentative as a part of the permanent project record submittal for archiving.

(11) Record files shall include photographs taken by CM/CS personnel as well asthose of the Contractor.


29/102

27

10.9 COMPLETED PROJECT RECORD DOCUMENTS, REPORTS, AND ITEMS

When a project is completed the CM/CS shall deliver the following to HIB/PMD representative:

(1) Permanent record documents (all Construction Document Control File Codes).

(2) Manuals (i.e., Operating, Instructions, Maintenance, and Parts Lists).

(3) Cameras, computers, printers, electronics, and copy machines purchased andbilled to HIB/PMD.

(4) Other materials/documents referenced within this Manual as required to bemade a part of the permanent record.

When a project is completed (or at intermediate intervals approved by HIB/PMD and asdetermined to be a substantially complete portion of the Works), the Contractor shall deliver thefollowing materials to HIB/PMD designated location:

(1) Equipment, materials, hardware, tools, and special tools purchased and billedto HIB/PMD. To include any and all titles, transfers legally required forHIB/PMD to legally take possession of the same.

(2) Automobiles and any and all titles, transfers legally required for HIB/PMD tolegally take possession of the same.

(3) Spare parts.

(4) Any remaining/required locks and keys for the same.

(5) Equipment data, nameplate data, and other identification data (as required).

The CM/CS shall witness the transfer of the above items and complete a transmittal formindicating each transmitted item and its compliance with the Contract Documents as to itemtype, category and quantity. The CM/CS shall sign and secure the signatures of HIB/PMDrepresentative and the Contractor acknowledging the transfer and receipt of the listed items.

The transmittal form shall be made apart of the permanent records.


30/102

28

11.0 QUALITY

HIB expects its Contractors and CM/CSs will possess or establish Quality Programs that, as aminimum, meet the requirements of the clauses of ISO 9001:2001. HIB/PMD will assistCM/CSs in understanding the specific quality expectations in the cited standard to facilitateunderstanding of required implementation activities.

Each CM/CS shall perform, at least semi-annually, formal Quality Assurance audits onContractors within their purview to confirm that services are being provided in accordance withHIBs Quality expectations. A report of the audit of each Contractor will be provided toHIB/PMD. The CM/CSs will be responsible for tracking to closure all corrective actionsidentified.

Each CM/CS will conduct periodic management assessments of its own compliance with itsQuality Program and will, at least semi-annually, have an independent Quality Assurance auditconducted to confirm that compliance. Copies of all reports from management assessmentsand audits shall be submitted to HIB/PMD.

HIB/PMDs Program Manager will ensure periodic Quality Surveillances of each CM/CSsQuality Program are conducted. The performance areas to be surveilled will be selected basedon the contents of the CM/CSs quality report submittals to HIB/PMD.


31/102

29

12.0 CONTRACT ADMINISTRATION

12.1 GENERAL

The CM/CS shall be thoroughly familiar with provisions of the Contracts which they areadministering and with Drawings and Specifications including revisions, changes, and addendato understand what the Contractors responsibilities are under the Contract. The CM/CS shall

be able to judge if the work being performed is well executed and if the finished productconforms to the requirements of the Contract Documents and generally accepted industry andconstruction practices.

12.2 NOTICE TO PROCEED

When required, the Notice to Proceed (NTP) date (Gregorian calendar date) that establishesthe date of commencement of the Works. This date shall be used on all documents andcorrespondence requiring an NTP date. The NTP starts the Contract time and represents thefirst day for which a design or construction schedule and/or daily reports are required. Otherimpacts include, but are not limited to, determining the Contract completion date, scheduling theProject, establishing and maintaining meetings, determining project milestones, and assessingof liquidated damages.

12.3 PRECONSTRUCTION CONFERENCE

At the direction of HIB/PMD, the CM/CS shall arrange for a preconstruction conference;coordinate the meeting time and location with all required and interested parties, prepare thepreconstruction conference agenda; and record, prepare, and distribute the minutes of theconference. The purpose of this conference is to review the following:

(1) Contract Time

(2) Lines of communication for contractual, administrative, and constructionmatters

(3) Any rules and regulations pertinent to Contractor operations and the conduct ofhis employees

(4) The Contract, the General Conditions, and Supplementary General Conditions,and the importance of promptly submitting data that must be approved beforethe related material may be processed, fabricated for the Project, or delivered.(Non-design build projects)

(5) Standard HIB/PMD forms to be utilized on the Project

(6) Preliminary and initial design and construction schedule submittal requirements(if any), required schedule updates, recovery schedules, scheduling softwareand other scheduling requirements

(7) Names, addresses, and telephone numbers of designated representatives ofthe Engineer whom the Contractor may have reason to contact. (Non-designbuild projects)

(8) The Project Information Instruction Document and use of the EDMS

(9) Safety Responsibilities

(10) Meetings (Mobilization, Progress, As Needed)

(11) Use of Property (i.e., site entrances, site maintenance, clean-up, security)

(12) Special Site Conditions


32/102

30

(13) Utility and Local Official Coordination

(14) Standard Design Guidelines and Procedures

(15) Construction Procedures and Special Circumstances

(16) Critical Submittals and Materials/Equipment

(17) Changes and Claims

(18) Scope of Works

(19) Material Testing

(20) CM/CS Authority

(21) Working Hours

(22) Material Storage (segregation and security)

(23) Pay Estimates

(24) Demolition

(25) Other Items of Interest

12.4 MATERIALS AND EQUIPMENT INSPECTION

It is the SREs responsibility to monitor all materials and equipment delivered to the job todetermine that they meet the Contract requirements.

Mill Test Reports and Certificates of Compliance received by the CM/CS from the Contractorshall be reviewed against the applicable Contract Specification requirements to determinewhether the materials meet the requirements of the Specifications.

The CM/CS although not responsible for determining the necessity for shop inspection, isresponsible for coordinating required and/or requested shop inspection of equipment andmaterials required by the Contract Documents. The determination and coordination of shopinspections shall be performed during the early stages of the Contract.

The Contractor shall inspect and receive all incoming material and equipment. A standardHIB/PMD Material Receiving Inspection Form will be provided for use by the Contractor inrecording the receipt of said material and equipment. The CM/CS shall witness the receipt of allincoming materials and equipment to verify adequacy of identification and documentation anddetermining acceptability to the Contract Documents. The CM/CS and Contractor shallcooperate throughout this process to ensure the receipt of satisfactory shipments of materialsand equipment. At a minimum, the inspection shall include:

(1) Completion and submittal of the Material Receiving Inspection Form.

(2) Visual inspection for adequacy of identification and any visible damage prior toor during unloading.

(3) Verification of conformity between the quantity marked down on the deliverynote with the effective delivered.

(4) Verification of conformity between purchasing documents and deliverydocuments, including checking the availability of specified certificates and/orcertifications of conformity to the Contract Documents, approved submittals and


33/102

31

approved variance documents, and the quantity and dimensions of the supplyand their markings, if required.

When a supply is not in compliance with the Contract specified requirements, thenoncompliance shall be documented (Notice of Non-Compliance Form) and the supply rejectedor identified as: On Hold and so tagged and segregated. At the Contractors option, he mayrequest the deviation be accepted through a Modification Request or the utilization of the On

Hold materials in a non-permanent situation.

12.5 PROGRESS ESTIMATES

The CM/CS is responsible for the neat and accurate preparation of completion and for progresspayments. The frequency and terms for making payments to the Contractor is set forth in theContract. The partial payment frequency is usually specified to be once a month, however thepay period dates may be mutually agreed upon by the CM/CS and the Contractor, afterconsulting with HIB/PMD.

Progress estimates shall be prepared and forwarded to HIB/PMD representative not later thanfive working days after the end of the pay period. The estimates, construction schedule, storedmaterials, verification of insurance status, estimate to complete, and any backup sheets shallbe included with the progress estimate submittal.

The partial payments to the Contractor shall be based on the amount of work the Contractorhas placed from one pay period to the next. Care shall be taken in estimating the value ofWorks placed.

Estimates shall be numbered consecutively and shall be submitted for each pay periodthroughout the life of the Contract, with the last estimate marked FINAL.

The partial progress estimates shall be prepared as directed by HIB/PMD.

The estimates will be agreed to by both CM/CS and the Contractor. Signatures of the CM/CSsestimate preparer, CM/CSs reviewer and Contractor, shall be affixed to the estimate beforepayment is issued.

The CM/CS shall ensure any retainage (i.e. percentages for warranty, Letter of Guarantee) iswithheld in accordance with the provisions of the Contract.

The CM/CS has the right to withhold monies for defective workmanship or failure to correctdeficiencies and may exercise this right in accordance with the Contract Documents. However,the amount of funds withheld can not exceed the equivalent value of the items for which it isbeing withheld.

CM/CS shall prepare the final estimate in accordance with the applicable Contract Documents.Particular attention shall be given to warranty, operation and maintenance manuals, spare partstransfer, record document transmittals, and substantial and final completion inspectionrequirements when preparing the final estimate.

The CM/CS shall establish the date of Final Completion with HIB/PMD approval and shall show

that date on the final estimate.

12.6 SCHEDULE AND REPORTING

The following details the initial scheduling submittals required of the Contractor by the CM/CS:

(1) Within seven calendar days of the Notice to Proceed with the Works, theCM/CS shall request from the Contractor a Design Progress Schedule whichshall include all submittal milestones.


34/102

32

(2) Within 14 calendar days of receipt of the Notice to Proceed the Contractor isrequired to submit to the CM/CS a logical Construction Schedule forprosecution of the Works. Schedules shall be prepared in detail and shall alsoinclude salient features of the Contract such as phasing, milestones, criticalsubmittal review dates, long lead items, and critical coordination tasks. Theschedule shall provide a means of measuring actual vs. planned performanceand a means for making accurate forecasts.

The Contractor shall prepare and submit updated progress and recovery schedules to theCM/CS. The CM/CS shall prepare and maintain a master project schedule based upon theContractors required schedules. Program and/or Project Schedule may include any or all ofthe following types of schedules:

(1) As-Planned Schedule (Baseline Schedule): This schedule shall cover theentire project scope and duration reflecting all specified Contract times (i.e.,phasing, milestones, etc.)

(2) Project Master Schedule: This schedule will show all elements (planning,procurement, Contracting, design, construction, completion, testing, startup,etc.) of the Project covering all entities involved with the Project. This schedulemay be a compilation made up of summaries of each of the separate entity

schedules for the various elements of the Project.

(3) Progress Schedule: This schedule will be submitted monthly as a minimum(normally as a part of the monthly payment application). The ProgressSchedule update, shall reflect the actual progress achieved through theagreed-to progress cut off date.

(4) Recovery Schedule: This schedule shall present the Contractors design orconstruction phase proposed plan to address delays caused by either events orissues within its control or other events or issues beyond their control (i.e.,owner initiated changes that impact the Contract time, delays caused by forcemajeure events).

Recovery Schedule shall show a revised sequencing of work operations that

result in project completion in compliance with the Contract time. The triggerfor the development of a Recovery Schedule shall be when actual progressfalls 10 percent behind the latest approved schedule. The CM/CS shall issue aBehind Schedule Letter to the Contractor notifying him of the same.

The CM/CS shall understand and enforce the applicable Contract provisions for scheduledevelopment and submittals.

All schedules (including CM/CS reports) shall be prepared utilizing Primavera

P6 softwareunless otherwise previously agreed to by HIB/PMD in writing. Activity coding structures will bedeveloped based on the particular breakdown and requirements of each project but shall bestructured in a manner that enables effective roll ups and summaries to be developed. TheProject Schedule shall show the planned amount of time required to complete an activity or job,the sequence of activities, the specific requirements needed for completion, and provide the

user with a means of measuring actual vs. planned performance.

HIB/PMD shall work with the CM/CS to develop a Work Breakdown Structure (WBS) for thepurpose of establishing and providing required monthly report data.

Scheduling functions also include, dealing with problems and changes that arise and providinga basis for making sound decisions that are consistent with the Projects contractualrequirements relative to delays, changes, and disputes.


35/102

33

Maximum activity duration and cost shall be negotiated between the CM/CS and the Contractorprior to schedule development.

The CM/CS shall:

(1) Review and understand the particular Contract provisions for all entitiesinvolved with the Project.

(2) Define and enforce all schedule submittal requirements.

(3) Review and analyze all schedule submittals

(4) Perform a high level risk analysis of the critical path to ensure theschedule is achievable.

(5) Develop, update, and maintain an overall Project Master Schedule.

(6) Verify that all communications and comments regarding schedules are inwriting and filed in accordance with Document Control Filing Codedescribed herein.

(7) Acceptance of the Contractor schedules

(8) Provide formal response(s) to all Contractor schedule submittals.Review comments shall not be directed at evaluating the means,methods, sequencing, or other aspects for which the Contractor isresponsible, but rather the CM/CS schedule review shall presentquestions or statements based on objective analyses of the schedule.

The following represents minimum Schedule Review Guidelines by schedule type:

(1) As-Planned Schedule review to include:

(a) Compliance with schedule format requirements.

(b) Compliance with Contract time(s) (start and completion dates,milestones, and Contract specified dates).

(c) Compliance with specified sequences of Works.

(d) Ensure the schedule reflects/include all related activities.

(e) Solicit, review, and address Contractors responses regarding the useof unique logic depicting unusual construction practices that may beincluded in the schedule.

(f) Float Sequestering (i.e., artificially long durations for activities leadingto artificial float reduction thereby showing greater criticality than isactually the case).

(g) Inflated Durations (Similar to float sequestering in that longer thannormal durations for Contractor activities are introduced based uponContractor anticipation of problem areas disclosed to him by theOwner).

(h) Identifying activity lumping, hammocking,grouping of multiple tradeactivities, or otherwise lumping together certain groups of activities(i.e., testing, punch-listing, inspections) without any real detail. Thiscauses an artificial calculation of float since these activities aregenerally on the critical path to Substantial Completion. All activities


36/102

34

shall be based on a single point of responsibility (i.e., Contractor,CM/CS) and not lumped such as submit/review Shop Drawings, whichincludes both the Contractor and the CM/CS responsibility).

(i) Critical Path(s) (Identify, understand, and agree. Also, understandwhat is and what is not critical, not only at the current time but what istrending towards critical, so any actions that would need to be taken to

ensure timely performance by the Contractor, CM/CS, and Engineeringare identified and properly communicated).

(j) Resources (i.e., is schedule resource loaded with manpower? Domanpower/work hours correlate with the man hour budget for theProject? Have the resources been leveled?).

(2) Progress Schedule review to include:

(a) Changes to the Progress Schedule The Contractor shall include aspart of the monthly submittal a list of the changes/revisions (i.e.,reduced durations, revised logic, added/deleted activities) made in theupdate. If not provided in the Contractors monthly preliminaryschedule submittal, the CM/CS shall run a comparison report (i.e.,

using a Diggerreport or other similar software tool) comparing thecurrent schedule with the last approved schedule submittal. Thereason for obtaining this information is to understand what revisionswere incorporated. While such revisions may be required steps totake, it is important to understand exactly what changes were made inorder to determine if the changes were realistic and reasonable.

(b) Changes for the sole purpose of eliminating negative float, that if notidentified could create problems later on include:

(i) Artificial or invalid duration reductions (i.e., review/approvalactivities changed from 20 days to 10 days even though theContractual requirement was 20 days).

(ii) Activity elimination (i.e., testing/inspection activities leading upto Substantial Completion).

(iii) Logic modifications (i.e., start fabrication before approval ofrespective Shop Drawings and final testing tied to FinalCompletion and not Substantial Completion).

(c) Actual vs. Planned Progress Comparison of the Contractors actualprogress for the period with the planned progress from the previousschedule submittal. This review is important in order to see how wellthe Contractor is performing to the plan and to identify trends ofcontinual slippage.

(d) In the event of a trend of continual slippage (i.e., late achievement of

early starts and finishes, extended durations), there would be nocorresponding schedule delay if these slippages only consume positivefloat. However, continual slippages from one month to the next whichcause the Contractor to continually adjust his schedule are important.Such occurrences create concern regarding the Contractors ability tocomplete the Project on time.

(e) Critical Path Each schedule review shall identify/ensure a singlecritical path is utilized to drive the overall project completion. This shallbe shown graphically (assuming he has submitted an electronicversion) or simply as a narrative. It is important that all parties clearly


37/102

35

understand the risk and potential impacts to the activities on the criticalpath.

(f) Secondary Path(s) Each schedule review shall include theidentification of non-critical, secondary paths. (Activity paths whichwhen impacted by delays or other unforeseen impacts, either to thecritical path or a key activity along its own path, results in the path

becoming the critical path. Efforts shall be made to maintain a singlecritical path.)

(g) The CM/CS shall request that the Contractor submit a RevisedSchedule to reflect HIB/PMD approved variations requests for aContract time extension.

(h) The CM/CS monthly report to HIB/PMD shall explain in detail anyactual delays or anticipated delays and, if necessary, CM/CS actions toimprove progress. Contractor actions shall also be detailed. If theContractor is behind schedule or the job has a critical completion date,CM/CS reports shall be submitted more frequently.

12.7 SUBMITTALS

As used in this paragraph, submittals refer to all submittals made for the purpose of securingapproval of designs, materials, or equipment to be used for the Project. It includes designdocumentation, Shop Drawings, samples, catalog data, certificates, drawings, calculations, andsimilar items.

The CM/CS is responsible for review and approval of all submittals. All submittals will bereviewed for conformance with all Contract requirements. All unsatisfactory submittals will bereturned to the Contractor for correction and resubmission.

After the submittal documentation has been reviewed, it will be returned to the Contractor. Oneclean copy of each submittal shall be made part of the permanent record. At least one copy ofall reviewed Shop Drawings shall be made available by the Contractor for the inspectors at the

job site.

The CM/CS shall prepare an independent Schedule of Submittals to ensure required submittalsare received in a timely manner so as to not impact the Works progress. At the beginning ofthe work and at the same time as the Contractor provides the initial Project Progress Schedule,the Contractor will develop and submit an independent schedule of submittals. The CM/CSshall review and update the Schedule of Submittals at regularly scheduled Project ProgressReview.

It is essential that submittals be submitted in a timely manner, and as described in the Scheduleof Submittals. All submittals shall be expeditiously handled by persons reviewing thesubmittals. It is the intent of HIB/PMD that unless otherwise identified during the developmentof the Schedule of Submittals, all submittal reviews by the CM/CS shall be completed andreturned to the Contractor with 21-calendar days. In order to maintain adequate control ofsubmittals, the CM/CS shall institute a systematic suspense file and following up procedure for

handling submittals.

The Contractor shall be specifically advised that review of such submittals does not relieve himof the responsibility for furnishing designs, materials, and equipment complying with therequirements of the Contract or for any error which may exist on the submittal documents.

12.8 MATERIALS AND EQUIPMENT TESTS AND TEST RECORDS

The CM/CS shall ensure that all Contract Document required material testing is performed. AMaterials Testing Log shall be as specified and/or agreed upon between the CM/CS and theContractor. The Material Testing Log shall be maintained by the CM/CS and it shall identify the


38/102

36

materials requiring tests, the type of tests, and the date testing will be required. Test resultsshall be recorded on testing logs when accomplished. Unless otherwise specified or agreed to,for every test failure there shall be a satisfactory retest. All originals and retests shall be cross-referenced in such a manner that the final results are clearly indicated.

The CM/CS shall monitor Field and Laboratory Testing performed by the Contractor.

The CM/CS is responsible for monitoring on-site laboratory testing and sampling and testingprocedures. Local area offsite inspection may be required and shall be coordinated by theCM/CS with HIB/PMD representative.

Prior to the installation of each item of material, the CM/CS shall verify that the material hasbeen inspected and tested and conforms to Contract requirements.

Where it is the responsibility of HIB/PMD to test certain materials and/or equipment, the CM/CSshall assist HIB/PMD representatives with scheduling, coordinating, collecting, securing,transporting, or any other such task(s) as deemed reasonably necessary. All test data shall bemade available to the Contractor.

Offsite inspection(s) of proposed materials and equipment shall be in accordance with theContract Documents. Witness test/inspections performed out-of-town or out-of-country shall be

coordinated with HIB/PMD to facilitate possible inclusion of HIB/PMD representatives.

The CM/CS shall prepare and submit a Monthly Quality Control Report. The report shallinclude:

(1) A brief summary of material, equipment, and systems testing performed andresults for the current reporting month

(2) A look ahead at the next months planned testing activities

(3) A general statement as to the Contractors quality of work (per the ContractDocuments)

(4) Laboratory and laboratory equipment performance and maintenance

(5) Supplier reliability/accountability

(6) Any noticeable trends in materials and equipment quality

The report shall be based on inspection and testing reports and the report shall clearly indicatewhat elements of Works are completed and recommended by the CM/CS for acceptance byHIB/PMD. Photographs shall be included when necessary.

Unless otherwise agreed to through HIB/PMD, forecasts of off-site or out-of-country inspectionsshall be provided 90-calendar days prior to said inspections.

All test periods shall be as defined by the Contract Documents and all applicable TechnicalSpecifications.

Required shop tests of all major items of equipment shall be test run at the point of manufactureat the Contractors expense and certified copies of the test results delivered to the CM/CS andHIB/PMD representative. Such equipment shall not be shipped until the CM/CS has reviewedthe test results and advised the Contractor in writing that the equipment is acceptable forshipment. Such acceptance, however, shall not be considered as final acceptance, which willonly be made on the basis of the test results of the equipment after installation where practical.

Field Testing shall be in addition to, and not in lieu of, any shop testing either required orotherwise performed. Field Testing shall be as defined by and in accordance to the ContractDocuments and all applicable Technical Specifications. Upon completion of the inspection,


39/102

37

submit to the CM/CSs copies of each inspection form, signed by the Contractor whoparticipated in the inspection and the manufacturers field service Engineer/Technician.Reports shall be placed in the permanent record files.

For equipment specified to receive field services from the manufacturer, each manufacturersrepresentative shall furnish to the CM/CS, a written report certifying the equipment is ready forfield performance testing. Reports shall be placed in the permanent record files.

Equipment start-up and testing shall be defined and performed as specified in the ContractDocuments.

12.9 DELAYS

The CM/CS shall ensure the completion of the Contract on time. However, force majeure,related delays and work stoppages beyond the control of the Contractor may occur. Referenceis made to the Contract Documents.

Whenever it becomes known that there will be a delay, the CM/CS shall forward to HIB/PMD areport providing all information concerning the delay, including time and money impacts, andmay supplement the information later as additional facts develop. This is necessary to appraisethe facts, take appropriate action to relieve the delay, and inform the interested parties.

12.10 DELAYS DUE TO CONTRACTORS ACTIONS

The CM/CS will immediately be alert to any Contractors refusals, failures, or inability toprosecute the work with such diligence as to ensure its completion within the specified Contracttime. When any of the above becomes apparent, the CM/CS may go on written record with theContractor. The SCM shall request the Contractor to take necessary action to improveprogress and to inform the CM/CS in writing of the action to be taken by the Contractor.Continued failure on the Contractors part to cooperate in the resolution of delays caused by theContractors actions will result in the CM/CS immediately advising HIB/PMD of the situation.

12.11 MODIFICATION ORDERS

The CM/CS shall work to keep modifications to a minimum because they are costly toHIB/PMD, often disrupt the Contractors work, and often lead to confrontation amongst theparties involved. The CM/CS shall reduce the potential for modifications by conducting athorough review of the Contractors design submittals; checking the site plans andspecifications for discrepancies; checking for field discrepancies; and by conducting aconstructability review to identify problems during construction.

Modifications may not be issued unless essential to the functional use of the constructedfacilities or unless they are requested or directed by HIB/PMD.

Within the Contract stipulated time period of an event giving rise to a claim, or such other timeas may be agreed by the CM/CS and HIB/PMD and identified in writing to the Contractor, theContractor shall send to the CM/CS an account giving detailed particulars of the amountclaimed and the grounds upon which the modification request is based. Where the event giving

rise to the modification request has a continuing effect, such account shall be considered to bean interim account and the Contractor shall, at such intervals as the CM/CS may require, sendfurther interim accounts giving the accumulated amount of the modification request and sendany further grounds upon which it is based. In cases where interim accounts are sent to theCM/CS, the Contractor shall send a final account within 28 calendar days of the end of theeffects resulting from the event. A copy of the Contractors written notification of intent to file amodification request for any additional payment or time extension shall be provided to HIB/PMDupon receipt from the Contractor by the CM/CS. A copy of all interim accounts sent to theCM/CS shall be transmitted to HIB/PMD upon its request. Reference is also made to theContract of the Contractor.


40/102

38

Before submitting a proposed modification to HIB/PMD, the CM/CS shall have satisfactoryanswers to the following questions:

(1) Is the proposed modification in HIB/PMDs and/or the publics best interest?

(2) Why is the modification necessary?

(3) What is the justification for this modification? Quality? Cost? Time?

(4) Why it was not contained in the Contractors design documents?

(5) When was the need for modification first identified?

A Time Impact Analysis (TIA) and Evaluation shall be performed by the CM/CS on allModifications when changes in the work are ordered, when Modifications are executed, or whendelays are experienced. The TIA shall include, but not be limited to, the following:

(1) A detailed listing of added/modified activities.

(2) A detailed listing of the added/deleted relationships.

(3) A clear statement about the extent of impact to each of the Contract stipulatedmilestones.

(4) The rationale and reasoning for each logic revision.

(5) A Critical Path Method (CPM) tabular report for the activities impacted by thechange, Change Modification or delay, including all the stipulated milestones,shall be generated. This tabular report shall be generated from the mostrecently accepted CPM Schedule, BEFORE incorporation of the TIA.

(6) A CPM tabular report for the activities impacted by the change, Modification, ordelay, including all the stipulated milestones, shall be generated. This tabularreport shall be generated from the most recently approved schedule, AFTERincorporation of the TIA.

(7) A detailed explanation of the Contractors efforts to mitigate the delays, if any,to the Contract Milestones.

At times the Contractor may be solicited for a cost and time proposal for a potential change tothe Contract. In that case, the CM/CS shall issue a Request for Proposal (RFP) to theContractor. The RFP will be issued on the RFP Form in Appendix B. The Contractor shallreport any required additional time and a time analysis.

The CM/CS shall log all RFPs in an RFP Log.

Issuance of an RFP shall not in any way obligate the CM/CS or HIB/PMD to execute aModification. No work shall be performed on the basis of any RFP until a properly executedModification is issued.

Proposed modifications shall define accurately the changes from the Contractors originalapproved plans and specifications so that an understanding between the contracting partiescan be reached. The Plans, Specifications, sketches, and descriptive wording prepared shallclearly reflect the modifications.

The CM/CS shall issue a Field Order Form (Reference Appendix B) for minor changes in theWorks which do not involve a modification in the authorized cost of the Works or Contract time.

Once the modification is determined necessary, it is important that it be documented as quicklyas possible.


41/102

39

Proposed modification shall include complete and descriptive literature (i.e., design plans,specifications, sketches) specially prepared or received for the modification. The CM/CS shallreview proposed modification for accuracy, feasibility of construction, and make arecommendation of the proposed modification to HIB/PMD. The proposed modification shallnot be author

CM Guidance Document

Documents

Transcript of CM Guidance Document