Project Planning Tender Specs

Upon he request of many, I hereby include a possible specification for the Planning Procedures

Project Planning Specification

1.0 The Planner
1.1 Planner Qualification
The planner will need to show adequate and recognized credentials of a education level beyond secondary education with compatibility to the works being conducted in the project. Such experience must fully commensurate to the work scope and a high degree of detail understanding of the work.

1.2 Planner Experience and portfolio
The planner will need to have not less than 3 years experience in the designation of a Scheduler and more then 5 years as a Planner, thus a total of 8 years working experience. In the event the candidate in concern has less then the stated term of experience, then CLIENT and their representative can request for an interview of the candidate. The candidate if on the satisfaction of the auditing representative can be allowed to work on the project on a probationary period, fulfilling their capabilities to the auditing representative. The Client and their representatives can request the Planner to show proof via previous work done in a portfolio based submission. If necessary the planner can and may be called to explain and defend his portfolio to show understanding and ability skills. The Auditing representative can reject a candidate who fails to meet the requirements set above and the onus is upon the Project Implementer to get a replacement. In the event the Project Construction Implementer is unable to employ a Planner of acceptable abilities, qualification and experience, CLIENT and its representatives can appoint a Planner to fulfill the Project Implementation Plan (PIP) completion and all charges will be borne directly by the Project Implementer. The Project Implementer will also need to submit to CLIENT an officer candidate who will stand in the role of updating the progress of the PIP in the event the Planner is deemed unfit to hold designation. In no way whatsoever will this officer hold designation as an approved Planner to the project.

2.0 The Works Program
2.1 The software
As CLIENT is also a Microsoft Business Partner and is in use of the Microsoft Software operating systems and Office software, the software to be utilized fully on the Proposed ............................ to be Microsoft Project 200x Professional and higher Versions. It is to be ensured by the Project Implementer that the software utilized is ORIGINAL and in line with the Malaysian Copyrights regulations. The Project Implementer will need to furbish a copy of the 16 digit Authentication key of the software used to MAB or their Planning representatives. The usage of illegal software is forbidden and is not an accepted practice. The Project Implementer will need also to submit to MAB or their Planning Representatives, original Microsoft Project software Client for the Project utilization.

2.2 Format of Project Implementation Plan (PIP)
The Project Implementer is required to submit to Client or its representative a Critical Path based work program fulfilling the following conditions. The Critical Path will need to run the entire course of the PIP from the Start Milestone to the Finish Milestone.

2.21 The works program must consist of the four basic elements of planning which is Project Name, milestones, task or activities and relationships.

2.22 The works program will start with a milestone and finish or complete with a milestone

2.23 The commencement and finish date must coincide with the contractual dates.

2.24 All tasks and activities must have both predecessor and successor element linked with exceptions to Milestones

2.25 PIP Submission. The contractor can submit either a PERT or GANTT formatted program, preference will be on the GANTT layout. The PIP will need to display on the chart the following, Task Name, Duration and Resources Names


2.26 The works program must be resource loaded with machinery and manpower to the quantum that the contractor proposed to carry out the works with. For example General Worker [2] where “General Worker” is the resource type and [2] is the number or quantity proposed.

2.27 The works program must be financially loaded as per the tender items & cost. In the event the tender is of lump sum nature, the contractor will need to disperse their tender cost across the work programs, task & activities, to values, rationalized and approved by MAB or its authorized representatives.

2.28 The works program must indicate clearly all designated governmental approved holidays and any other holidays they wish to adhere to during the course of the project time. This selected list of holidays must be on the timeline chart display or extractable via the calendar view.

2.29 The program must be presented in a Works Breakdown Structure (WBS) format, using codes approved by CLIENT or its representatives.



2.30 PIP Submission. The contractor will be required to submit to CLIENT a soft copy of the works program in compact disk (CD) format. The CD must be submitted in a completely close case and labeled to show
a) Project Name
b) Tender Name (if different from Project Name)
c) Contractor’s Name & Address
d) Reference number (If any)
e) Further Information as needed or instructed later

2.31 The contractor is required to attach a colour printout copy of the works program, binded into a presentable format and labeled accordingly to this CD at point of submission.

2.32 The contractor will be required to submit 5 colour copies to Client for binding into the contract documents upon receipt of approval for the works program. The Project Implementer will also submit 5 sets of PIP at every designated progress meeting to CLIENT or their representatives.

2.33 The soft copy will not be saved as Baseline, unless otherwise approved by MAB or its representatives.

2.34 All FLOAT or Total Slack is owned and controlled by Client and it is the their right to approve or deny the float use in all possesses of changing the works program when such approval is attained by the contractor or the implementing agent

2.35 The contractor or the implementing agent will need to produce and seek approval from CLIENT for the work program to be use before proceeding with the physical work proper. The PIP MUST be approved before allowing work progress to exceed 5 % of the Physical Work Progress.

2.36 The Code requirements
The coding system to be utilized here will not exceed a six (6) alphanumeric array
An example will be as follow.
ABC.1.1
ABCDE 2.2
LSIDE 2.1
The Alphanumeric code is to be separated from the WBS numbering with a space.

2.37 Work Breakdown Structure. In following to the Code layout. The Work Breakdown Structure will commensurate the arrangement the PIP is to be broken down. Level 1 is designated to the Title of the Project; Level 2 will be the Sub Zone of that project. Level 3 will detail out the work in that project. Level 4 is the further breakdown of that work. Level 5 will be the resources required to implement the work itself

2.38 The Relationship to be utilized. The relationships approved for use are either finish to start, start-to-start, finish-to-finish and start to finish. Usage of the relationship Start to Finish is not encouraged

2.39 Progress Reporting. The PIP will be made to show the following features in the progress reports.
a) Task Name
b) Duration
c) Start Date
d) Finish Date
e) Schedule %
f) Actual; %
g) % Difference
h) Duration Difference

2.40 Variance reporting. In the event the PIP shows delays, the Project Implementer will need to show to CLIENT or its Planning Representatives, their mitigation plans to recover such shortfalls. (More on PIP changes in section 3)
2.41 Constraints in the PIP are not allowed as it will restrict the logic flow of the PIP.

3 Alterations to Work Program
3.21 Initial Submission of Works Program
The Project Implementer will need to produce a fully resource and financially loaded PIP within 10 working days upon receiving of the Letter of award. The PIP at this stage must be at the level of suggested actual work implementation on site. The PIP will be audited and categorized into 3 possible categories.
a) Category C – The PIP is rejected and a new submission will need to be submitted within 5 working days.
b) Category B – The PIP is conditionally accepted with some changes and rectification needed
c) Category A – The PIP is approved for use on the project

Upon receipt of Category A, the Project Implementer will submit the PIP with Version Number 0000 to CLIENT or its planning representatives for filing and reference. No change to the program task duration, logic arrangement, relationship, addition and removal of task or resource changing is allowed without prior approval of MAB or its planning representatives.

3.22 Subsequent submission
In the event of a PIP change, the Project Implementer will need to submit to CLIENT or its planning representatives, the new PIP along with a list of the amendments made and the reasons to each request for change. Client and its planning representatives will audit such changes and issue further directives on the matter. Once the changes are accepted, the PIP will now be coded to Version 0001 and so on with new changes or amendments.

3.23 Approval of changes
3.24 Inability to conform for a successful completion