Sample Pre-Schedule Meeting Agenda
II. REVIEW OF PRE-BID MEETING MINUTES
III. QUALIFICATIONS AND EXPERTISE OF THE CONTRACTOR’S SCHEDULER
IV. SCHEDULE SOFTWARE
Primavera P3 3.1
VI. TYPES OF REQUIRED SCHEDULES
A. The various forms of schedules required for this job are described to the
1. Preliminary - To be submitted 10 calendar-days after NTP; shows detail
on the schedule for the first 60 days after NTP; provides a general idea on
the sequencing of work beyond the 90th day; manloading is not required
but cost loading is necessary (to be used for payments until the Baseline
Schedule is approved); shows mobilization costs and time.
2. Baseline Schedule - To be submitted 30 calendar-days after NTP; shows
detail for the entire project; fully cost loaded and manloaded.
3. Updated Schedule - Once a month after the job walk, the schedule will be
updated to reflect the status of the activities.
4. Revised - As needed to change the logic of the schedule; a revision to the
schedule must be done through a change order and approved by the
5. Recovery - As needed to indicate the steps the Contractor will undertake
to recover lost time, should such a situation arise.
6. Short Interval Schedule - To be prepared weekly; data for the Short
Interval Schedule would be extracted from the Baseline Schedule;
additional level of detail can be shown on Short Interval Schedule if
necessary; actual completion dates should be shown on the Short Interval
Schedule where applicable.
7. Network Window - As needed to 'explode' a section of the Baseline Schedule
to show effects of changes on the schedule.
VII. SUBMISSION REQUIREMENTS
Submittal Specifications and A/E turnaround time (21 Calendar Days) are discussed.
VIII. COST BREAKDOWN
A. The Baseline Schedule must be cost loaded with the sum of all of the activities on the
schedule totaling the value of the contract at award. A form is presented to the
Contractor indicating the level of detail required for each activity.
B. The total value of each subcontract with the general Contractor must equal the sum of
the values for each subcontractors portion of the work in the schedule.
C. The subcontractors costs should be broken down into the same cost categories as
those required for work performed by the general Contractor.
IX. MILESTONE REVIEW
A. On the schedule, each contract milestone must be represented independently. In order
to complete a milestone early, the Contractor must make a written request to the
Project Manager in the form of a change order. If there are multiple Contractors
working in the same workplace then the milestones for this contract package and
those of all of the other contract packages are passed out to the Contractor at the
X. INTERFACE FLAGS WITH OTHER CONTRACT PACKAGES
A. Interface flags provide a means for showing all of the connections between contract
packages when all of the contracts are combined into a master project network. The
overall coordination between the Contractors will be enhanced through the use of
these flags. Once flag dates have been established, the information will be made
available to all of the involved parties for their information
B. The general contractor should begin to consider where his interfaces with the other
contract packages would be and provide enough detail in the Baseline Schedule to
accommodate these points of coordination.
XI. SCHEDULE MECHANICS
A. Seven digits is the maximum size permitted in the contract for numbering of the
activities. The Contractor is free to use any part or all seven of these digits in
defining his activity identification numbers.
B. A copy of the activity code structure is passed out to the Contractor. The
Contractor’s scheduler must be strictly adhered to the order of the activity codes and
the size of the code fields.
C. The activities on the schedule must be man-loaded and cost-loaded. The Contractor
is requested to use dollars ($) for all of his cost resources, man-days (MD) for all of
the manpower resources.
D. The major submittal items need to be represented on the schedule. Minimums of four
separate activities are required to portray the submittal 'process' for each submittal.
The submittal process activities are:
i. Prepare Submittal,
ii. Review by the College,
iii. Fabricate or Procure, and
iv. Deliver to Site.
The expected duration for each of these should be shown to the best of the
Contractors abilities with the exception of the "Review by the College." For each
submittal shown on the schedule, the duration for the "Review" activity will be shown
as twenty-one (21) days unless approved by the College representative.
E. All the costs associated with the procurement of an item should be assigned to the
“Deliver to Site” activity in the Submittal Process activities mentioned above.
F. The schedule should reflect activities for Contractor bond and insurance. The costs
for these activities should not be included in the mobilization costs.
G. All milestones must be shown on the schedule on the specific date identified in the
contract. In order to do this it is recommended that the Contractor use a seven day
calendar to reflect the milestones properly.
H. In order to comply with the contracts requirement and the control of significant level
of detail of an activity, all activities will have durations less than ten (10) workdays
The only exceptions will be procurement, fabrication, or any other activities approved
by the College Representative.
XII. MEETING ADJOURNMENT
XIII. ITEMS DISTRIBUTED AT THE MEETING
2. Mobilization payments process
3. Sample Cost Breakdown form
4. Schedule Requirements Checklist
5. Milestones for all of the contract packages
6. Short Interval Schedule Sample
7. Sample Pay Application Form
8. Code Structure Requirements
9. Organization Charts
10. Specification Section 01310
11. Sample Procurement Log
12. Sample Calendars
13. Contract Close-out/Occupancy Process