Table 2-1: Elements of the Project Management Plan

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1 2 PROJECT MANAGEMENT [NTA: DB Project Management requirements drop off at Project Opening and the O&M management requirements start. In Book 2A address projects that have periods of no DB or O&M Phase on certain sections and projects with DB and overlapping O&M.] [NTA: In Book 1, TxDOT payments to Developer will be made on a progress basis upon reaching milestones defined in Book 2A. In Book 2A define the subsidy (if any) associated with each milestone. The Developer shall establish and maintain an organization that effectively manages all elements of the Work. This Project management effort will be defined and guided by the Project Management Plan, which is a collection of several management plan elements describing discrete elements of the Work. The Project Management Plan is an umbrella document that describes the Developer s managerial approach, strategy, and quality procedures to design, build, operate, and maintain the Project and achieve all requirements of the Contract Documents. The structure of the Project Management Plan is outlined in Table 2-1. Table 2-1: Elements of the Project Management Plan PMP Chapter Chapter Title Section of Books 2A and 2B That Define the Chapter Requirements 1 Project Administration Section 2 2 Quality Management Section 2 2A Design Quality Management Section 2 2B Construction Quality Management Section 2 2C Operations and Maintenance Quality Management Section 2 3 Environmental Management Section 4 4 Public Information and Communications (PIC) Section 3 5 Safety Section 2 6 Communications Management Section 2 7 Right of Way Acquisition Management Section 7 8 Cost Management Section 2 A listing of documents to be included in the Project Management Plan is contained in Attachment XXX [PMP matrix], which also indicates when each document must be submitted to TxDOT. SECTION 2 PROJECT MANAGEMENT PAGE 2-1

2 TxDOT and the Independent Engineer will audit and monitor the activities described in the management plans to assess Developer performance. All statements contained in the PMP shall be of an auditable nature. As the Work progresses, certain portions of the Work will commence in the O&M Phase, other portions will transition into the O&M Phase, and other portions will still be in the DB Phase. Unless specified otherwise in the Contract Documents, management plan documents shall clearly differentiate between the management activities during the DB Phase and O&M Phase, and address the appropriate transition issues when the Developer shifts from the DB Phase to the O&M Phase. 2.1 Project Administration [NTA: Book 1 will address TxDOT s review and approval of changing Key Personnel.] Project Schedule [NTA: define Project Schedule ] [NTA: The Developer shall produce a Baseline Schedule to be approved Baseline Schedule updated w/progress billings [NTA: assumes there is a TxDOT subsidy.] General Requirements The Parties recognize the importance of the Project Schedule for defining the timeframe for the completion of the Project and the achievement of the milestones. The Parties also recognize the importance of the Project Schedule in monitoring the progress of the Project and denoting changes that occur during design and construction Required Submittals Baseline Schedule The Developer shall use the preliminary schedule submitted with the Proposal as a foundation to prepare a Baseline Schedule and submit to TxDOT for Review and Approval. Approval of the Schedule shall be a condition of NTP2. The Developer shall submit the baseline schedule in a single copy in full-size color plot sheets, along with a backup disk of the schedule in electronic format. Scheduling software shall be as outlined in book 2A and the Developer shall be responsible for updating scheduling software to maintain compatibility with current TxDOT-supported scheduling software [NTA Include requirement to use Primavera Project Planner or current TxDOT software.] The Baseline Schedule shall include a separate narrative report which describes, in general fashion, the Developer s proposed methods of operation for designing and constructing the major portions of the Work required by the Contract. The schedule narrative shall describe the general sequence of design and construction, the proposed critical path of the project, and all contract milestones. SECTION 2 PROJECT MANAGEMENT PAGE 2-2

3 The Baseline Schedule shall include all major activities of Work required under the Contract, in sufficient detail to monitor and evaluate design and construction progress, from commencement of the Work to final completion of the Work. The Baseline Schedule shall also include activities for property acquisition, Utility Adjustments, permit acquisitions, and interfaces with other projects, localities and municipalities. For each major activity, the Developer shall indicate the duration (in Days) required to perform the activity and the anticipated beginning and completion date of each activity. In addition, the Baseline Schedule shall indicate the sequence of performing each major activity and the logical dependencies and inter-relationships among the activities. The Baseline Schedule shall include a listing of all submittals as called out in the Contract Documents. Submittal activity durations shall include specific durations for TxDOT Review and/or Approval of the Developer s submittals as called out elsewhere in these Technical Provisions. With the exception of activities relating to environmental approvals by governmental agencies, each activity depicting the Developer s operations shall have a duration of not more than 20 Days, and not less than one Day, except as otherwise Approved by TxDOT. All activities shown in the schedule, with the exception of the first and last activities, shall have a minimum of one predecessor and a minimum of one successor activity. Float shall not be considered as time for the exclusive use of or benefit of either the Owner or the Developer but shall be considered as a jointly owned, expiring resource available to the Project and shall not be used to the financial detriment of either party. Any method utilized to sequester float calculations will be prohibited without prior Approval of TxDOT. Any schedule, including the Baseline Schedule and all updates thereto, showing an early completion date shall show the time between the schedule completion date and the Contract Completion Date as "project float." Project Schedule Updates The Developer shall update, on at least a quarterly basis, or as directed by TxDOT, the Approved Baseline Schedule to reflect the current status of the Project, including Approved Change Orders. Each Project Schedule Update shall accurately reflect all activities completed as of the effective data date of the update schedule. Each Update shall indicate the overall completion percentage of the Project. The Developer shall submit the Project Schedule Update in a single copy in full-size color plot sheets along with a backup disk of the schedule in electronic format. No changes in activity durations, calendar assignments, logic ties, or constraints will be allowed in the Project Schedule Update without the written Approval of TxDOT. The Project Schedule Update shall include a schedule narrative report which describes the status of the project in detail O&M Schedule Before Facility Opening can occur, the Developer shall expand and complete the preliminary O&M Schedule submitted with the technical proposal and submit to TxDOT SECTION 2 PROJECT MANAGEMENT PAGE 2-3

4 for Review. The O&M Schedule shall be sufficiently detailed to indicate the timing of periodic maintenance activities, rehabilitation activities, planned Expansions, and planned Upgrades, and shall be consistent with the requirements contained in Sections 19 and Document Management The Developer shall establish and maintain an electronic document control system to store, catalog, and retrieve all Project-related documents. Unless otherwise directed by TxDOT, records shall be kept for the term of the Agreement and shall be provided to TxDOT at the time of the Project Handback. 2.2 Quality Management The Developer shall submit a comprehensive Quality Management Plan to TxDOT for Approval that is consistent with and expands upon the preliminary Quality Management Plan submitted with the technical proposal. The preliminary Quality Management Plan is contained in Attachment XXX. The Quality Management Plan shall be consistent with ISO 9001, 2000 version, or more current versions as updated by the International Standards Organization. The Developer may elect to obtain formal ISO 9001 certification, but will not be required to do so General Requirements The Quality Management Plan shall describe the system, policies, and procedures that address the Work and provide documented evidence that the Work was performed in accordance with the Contract Documents. The complete Quality Management Plan shall incorporate the following features: The Developer shall make all quality records immediately available to TxDOT and the Independent Engineer for review. The Developer shall provide TxDOT or the Independent Engineer with a copy of any and/or all quality records when requested. The Quality Management Plan shall capture all Work performed by the Developer and Subcontractors of all tiers. The Developer shall submit to the Independent Engineer and TxDOT the results of all internal audits within Days of their completion [NTA enter appropriate number of Days here]. The Developer shall promptly submit to the Independent Engineer and TxDOT nonconformance reports upon their issuance and resolution. TxDOT will issue a non-conformance report if TxDOT discovers an item of Work that does not comply with Contract Documents. As outlined in Table 2-1, the Quality Management Plan is organized into four discrete chapters. The requirements for Right of Way Acquisition are contained in Section 7. The requirements for the Design Quality Management, Construction Quality Management, and Operations and Maintenance Quality Management are contained in this Section 2. The Quality Management Plan shall contain detailed procedures for the Developer s quality control and quality assurance activities. The Developer s quality process shall incorporate planned and systematic activities undertaken by an independent party. The SECTION 2 PROJECT MANAGEMENT PAGE 2-4

5 Developer shall conduct all quality control, quality assurance, performance verification, and design overlay and coordination among design disciplines, all in accordance with the Quality Management Plan and the requirements of the Contract Documents. Inspections, reviews, and testing shall only be performed by personnel with appropriate training and qualifications, using appropriate equipment that is accurately calibrated and maintained in good operating condition at an AMRL (AASHTO R18, Establishing and Implementing a Quality System for Construction Materials Testing Laboratories.) accredited facility, or at a facility with comparable certification (e.g. ISO 17025, General requirements for the competence of testing and Calibration laboratories.) (See Attachment #1 for standards) Quality Terminology Quality terminology, unless defined or modified elsewhere in the Contract Documents, shall have the meaning defined in ISO Terms used in ISO 9001 shall have the meanings defined below: Organization: the Developer s organization, including any Affiliates and subcontractors. Customers: the users of the roadways, TxDOT, and key stakeholders that have an adjacent property interest or connecting roadway. Suppliers: Subcontractors. Product: the Work. Quality control: the part of quality management focused on fulfilling quality requirements. Quality Management Plan: the Quality Management Plan described in this Section Quality Management Organization The Developer shall regularly maintain the Quality Management Plan to contain current versions of the following information: The organizational chart that identifies all Quality Management personnel, their roles, authorities and line reporting relationships. Description of the roles and responsibilities of all Quality Management personnel and who has the authority to stop Work. Identification of testing agencies, including information on each agency s capability to provide the specific services required for the Work, certifications held, equipment and location of laboratories. Resumes for all Quality Management personnel Quality Policy The Quality Management Plan shall contain a complete description of the quality policies and objectives that the Developer will implement throughout its organization. The policy shall demonstrate the Developer senior management s commitment to implement and continually improve the Quality Management System for the Work. SECTION 2 PROJECT MANAGEMENT PAGE 2-5

6 2.2.5 Systems and Procedures The Quality Management Plan shall contain detailed systems and procedures the Developer will implement, including the following: Control of quality records Management reviews Resource allocation Measurement of customer satisfaction Control of nonconforming products and services Internal audits A process to seek continual improvement of the Quality Management Plan Inspection and Testing The Quality Management Plan shall contain detailed descriptions of the inspection and test plans, including the timing and frequency of testing, that the Developer will use to meet quality control and quality assurance requirements of the Work The Developer shall revise its Quality Management Plan when its own quality management organization detects a repeating or fundamental non-conformance in the work performed or in the manner the work is inspected or tested, or when either the Independent Engineer or TxDOT advises the Developer of such a problem Responsibility and Authority of Developer Staff Personnel assigned to perform inspection, testing, or monitoring of characteristics for acceptance shall not be those personnel performing or directly supervising the Work being accepted. The Developer s Quality Manager and quality assurance staff shall have no responsibilities in the production of the Work. Quality control staff shall only have responsibilities on the production of the Work and shall remain independent of the quality assurance staff. The Quality Manager and Quality Assurance staff shall prepare a monthly summary report of the quality inspections and tests performed, results of such inspections and tests, and occurrences and resolution of non-conformance discoveries. The Developer shall submit the monthly reports to the Independent Engineer and TxDOT for Review. The Developer s Quality Manager, quality assurance manager, and quality control manager(s) shall have the authority to stop Work for quality-related issues Design Quality Management The Developer s final design shall not deviate from but shall expand upon the preliminary design submitted with the Developers proposal. [NTA: Book 1 will address requirement for the Developer s P.E. to sign and seal engineering drawings, reports, etc.] SECTION 2 PROJECT MANAGEMENT PAGE 2-6

7 Design Submittals When the Developer completes design of any particular Released for Construction Document, and the Developer has reviewed and checked the design in accordance with the Quality Management Plan, and the Developer s Professional Engineer has signed and sealed the document, the Developer shall submit the signed and sealed document to TxDOT for Review and Comment. The Developer s Released for Construction Document shall comply with the Contract Documents, and shall be detailed, complete, constructible, and shall allow verification of the design criteria and compliance with Contract Documents Record Drawings and Documentation Within 90 Days of Service Commencement of all or part of the Project, the Developer shall submit to TxDOT a complete set of Record Drawings and Documentation for the portion of the Project actually opened to traffic. The Record Drawings and Documentation shall be an organized, complete record of plans and supporting calculations and details that accurately represent what the Developer constructed. The Developer shall ensure that the Record Drawings reflect the actual condition of the constructed Work ROW Survey Quality Management The ROW Acquisition Survey Document Package shall be reviewed by an independent Registered Professional Land Surveyor (RPLS) for consistency as to the information delineated thereon and for compliance with all applicable laws, standards, and requirements. The boundary location and the survey methods remain the responsibility of the Developer, and are not part of this review process. The reviewing surveyor shall make every effort and in a timely manner to review the survey document package and return his comments to the Surveyor, and the Surveyor shall make every effort and in a timely manner to revise and correct the documents in accordance with the reviewing surveyor s comments. TxDOT will not accept the Survey Document Package as complete until the reviewing surveyor has signed and sealed the Compliance Certificate (see Attachment B-2) Construction Quality Management The Developer shall construct the Work in accordance with the Released for Construction Documents, following a reasonable timeframe for TxDOT review and comment, together with the relevant requirements and specifications of the Contract Documents. The Construction Quality Management Plan shall contain detailed procedures for the Developer s quality control and quality assurance activities. The Developer s construction operations must incorporate quality processes as part of its Quality Management Plan, including planned and systematic activities undertaken by a party independent of the construction process. The Developer is to undertake all quality SECTION 2 PROJECT MANAGEMENT PAGE 2-7

8 control, quality assurance, and performance verification testing in accordance with the Quality Management Plan and the requirements set out in the Contract Documents. [NTA: Book 1 will address: Representatives of agencies of the federal government and representatives of other agencies of Texas shall have the right to inspect the Work to the same extent provided TxDOT and the Independent Engineer. ] 2.3 Operations Management Section 22 includes requirements for Operations Management. 2.4 Maintenance Management Section 19 includes requirements for Maintenance Management. 2.5 Environmental Management Section 4 includes requirements for Environmental Management. 2.6 Public Information and Communications Section 3 includes requirements for Public Information and Communications. 2.7 Safety Plan The Developer shall be responsible for the safety of its personnel and of the general public affected by the Project. The Developer shall submit to TxDOT for Approval a comprehensive Safety Plan that is consistent with and expands upon the preliminary Safety Plan submitted with the technical proposal. The Safety Plan shall fully describe the Developer s policies, plans, training programs, Work site controls, and Incident response plans to ensure the health and safety of personnel involved in the Project and the general public affected by the Project during the term of the Agreement. The Developer s Safety Plan shall address procedures for immediately notifying TxDOT of all Incidents arising out of or in connection with the performance of the Work, whether on or adjacent to the Project. 2.8 Management of Communications between Developer and TxDOT The Developer shall submit a comprehensive Communications Plan to TxDOT for Approval that is consistent with and expands upon the preliminary Communications Plan submitted with the technical proposal. The Developer shall maintain and update the Communications Plan as the DB Phase and O&M Phase progress. The Communications Plan shall describe the processes and procedures for communication of Project information between the Developer s organization and TxDOT. SECTION 2 PROJECT MANAGEMENT PAGE 2-8

9 The Communications Plan shall describe how the Developer s organization will respond to unexpected requests for information, communicate changes or revisions to necessary Developer personnel, and notify affected stakeholders before and after changes are made to the Contract Documents. 2.9 Right of Way Acquisition Management Section 7 includes requirements for Right of Way Acquisition Management Cost Management Book 2A addresses requirements for Project cost management and reporting necessary for publicly-funded or subsidized projects. SECTION 2 PROJECT MANAGEMENT PAGE 2-9

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