Scope of Work and Planning

1. Scope of Work and Planning ELCM254 Module 14Structured cabling Edited PRGodin April 2010 1

2. Planning A successful telecommunications cabling installation, one that is completed correctly, on-time and within budget, requires careful planning and implementation. 2

3. Project Planning - Purpose A project plan is used to determine what work is required for budgetary and scheduling reasons. List intermediate and overall project objectives including the tasks that need to be completed. Determine the availability of trained staff to fill various project roles. Identify potential difficulties that may be encountered. Determine what procedures, processes, documentation and reporting is required by the customer. Determine what other activities will be on site (construction, customers, etc). 3

4. Planning - Development Develop a BOM (Bill of Materials) for the project. Review customer requirements and customer documentation (drawings, specifications, material lists, RFP (Request for Proposal), etc) Conduct a site survey when possible. Meet with the customer and any technical advisors. Determine if substitutions, recommendations or other changes should be considered. Develop a project, personnel and resources schedule Ensure all concerns and potential difficulties are addressed. 4

5. Customer Drawings Blueprints – professionally prepared scaled floor plans. Gather important, relevant information from these drawings: A - Architectural Drawings – all aspects of the physical construction of the building – walls, windows, ceilings, floors, etc. Look for the size and locations of the telecommunications and equipment rooms. M - Mechanical Drawings - includes HVAC (heating Ventilation Air Conditioning) and other structures- may indicate potential problems to the installation of cables and wires in the building. 5

6. Customer Drawings cont E - Electrical Drawings - Information on the grounding system design, the pathways installed for the cabling, electrical outlet locations, etc. S - Structural Drawings – The basic structure of the building, steel beams, concrete floors, exterior walls – contain detailed sectionalized top and side views. May contain information on risers, building ground access, etc. 6

7. Customer Drawings cont T - Telecommunication Drawings - complete details are incorporated in the MasterFormat 2004 expansion (Division 27). Drawings specifically related to structured cabling. Should show: All cable pathways Building entrance Locations for all rooms and distribution areas Location and nature of the outlets Cable types 7

8. Scope of Work Document Lists all the elements of the installation Developed by the Customer, the contractor or a designer. The primary element of an RFP, RFQ or PO. Includes all specific details such as: Companies involved in the project and their responsibilities Work schedule All relevant drawings, blueprints, etc Permits required (who is responsible for obtaining them) Materials to be installed and the locations where they will be installed. Procedures, forms, test reports and other reports required What is considered a completed project The specific details of the work to be completed is contained in the scope of work. 8

9. Scope of Work – Details Materials to install Where the materials will be installed Method of installation Standards followed Marking, labelling and documentation requirements Testing requirements 9

10. Scope of Work- Sample Document The following slides are an example of the Construction Specifications Institute’s publication Masterformat, from Manual of Practice (CS1-1990) by Michael Strocker of Media Matters. This represents a typical Scope of Work document used as a response to an RFP or RFQ but is only an example. The best development aid for a Scope of Work is using another as a template. The Scope of Work document becomes easier with experience. Pay attention to details of the Scope of Work. Errors can be costly. 10

11. Scope of Work- Sample Document 1. Overview (General) General description of the project. Establishes the setting. (location, time, nature). States decision makers and involved parties. Non-Technical. 2. Description of Services Technical details of the services required to complete the project. States what is and what isn’t included. Includes a brief statement of qualifications and experience. 3.Parts and Equipment Detailed Bill of Materials. Includes quantities and cost breakdown. May allow for 10% wastage. 11

12. Scope of Work- Sample Document 4.0. Project Cost All costs associated with the project. Includes full cost of services (as per the Description of Services), a summary of the materials cost (as per the Parts and Equipment), and additional expenses such as taxes and delivery. States the complete project cost with the anticipated completion, as defined in the previous sections. 4.1. Additional Services States the hourly costs of additional services caused by modifications to the original scope of work. 4.2. Ancillary Expenses Expenses not included in the scope of work. This would include additional services such as reports, blueprints, travel expenses, meetings, or other additional unplanned costs. 12

13. Scope of Work- Sample Document 5.0. Job quality Includes description of materials quality and quality of the installation processes. Includes general “best practices” of the contractor. 5.1.Work schedule Establishes working and non-working hours, with rates and policies for overtime, weekend, and holiday work. 5.2. Standards and Compliance Statements on compliance with legal codes such as fire, safety, electrical, licensing and permits, etc. Statements on compliance with the cabling standards 5.3. System Testing and Evaluation Procedure for cable testing and customer acceptance. 5.5 Job Guarantee Guarantees on labour and parts, including all details such as the warrantee period, the parts warranties, performance guarantees and what expenses may be incurred . Includes procedures for addressing a claim. May be an additional service agreement. 13

14. Scope of Work – Sample Document 6.0. Conditions The work environment expected on the project site. Also addresses the implications and resolution of scheduling conflicts. 6.1. Availability of Information Sharing information important to completion of the project such as various schedules, delivery schedules, contact information, shutdown schedules, etc. 6.2. Site Access Access for workers (security, parking, hours), access to the loading areas and to all necessary workplace areas (such as computer rooms and employee spaces), elevator schedules, etc. Access restrictions may affect job cost (example: can only access employee areas between 5 PM and 11 PM). 6.3. Coordination with Other Trades Contact person for scheduling with other trades, resolution for communication problems and other issues that may arise. Requirement for regular meetings. 6.4. Unforeseen Hazards Workplace hazards (asbestos, dangerous structures and areas) and the impact these may have on the cost and timeline of the project. 14

15. Scope of Work – Sample Document 7.0. Use of this Document States this document should not be used for other purposes without written consent (“professional ethics”). Assesses a value to this document (such as a percentage of the project or a monetary value) if used for other purposes such as obtaining competitive bids or if the project is cancelled. 8.0. Resolution of Dispute Process for resolving any disputes between parties involved. May state a professional mediator. 9.0. Payment Schedule Terms of payment. Interest charges for late payment. Payment on progress milestones. 10.0 Acceptance of Contract Quoted prices are valid for a period of time. What constitutes acceptance, such as signatures. Any lead times required on acceptance. 15

16. Scope of Work – Sample Document Other sections: Documentation requirements Processes for modifications (Moves, Adds, Changes) Inspection schedules Special conditions Acceptance of the layout/plan Technical consultation costs Technical testing procedures 16

17. Project Scheduling Project scheduling is challenging. There are many factors that must be taken into account when building a schedule, including: Availability and experience of staff and/or sub-contractors Other trades and tasks Workplace access times Availability of parts and materials Work environment (i.e. electrical power, access to the site, elevator use, etc) Average time for each task Anticipated failure and repair rates Access to various areas for pulling cables and terminating Coordination with other trades such as electrical, structural, etc. Supervisors or management staff requirements Equipment availability Delays obtaining permits …. 17

18. Project Scheduling Approach to Project Scheduling: Indicate the start and end time of specific tasks Determine the resources necessary for each specific task Anticipate anything that may impede the time of the specific task Establish a task sequence Use Automated Scheduling Tools Sequencing is easily adjusted and schedules shifted Locate staff, and staff know what needs to be accomplished (Project Log) Allocation of resources (personnel and equipment) A variety of reports help establish benchmarks and statistics Easy to share certain data with the client Calculation of work hours and billable hours Identify impediments (i.e. 15 minute elevator wait for a 5 minute termination) 18

19. Project Documentation Job Log - all the work assigned, what was completed, plans for next day. Detailed notes on any issues-date, time, who, description of the problem and resolution. RFI- Request for Information- used to request clarification, additional information, approval of materials substitution or to provide direction. Submittals – a form of communication between the cabling installation team and the contractor or owner that defines specifics of how a job will be done Shop Drawings – provided by specialty contractors with specific details of what is to be installed and how. Includes: backboard layouts equipment rack placement cable routing – horizontal and vertical cable suspension methods … 19

20. Project Documentation Product Cutsheets – Specification sheets of the products used. Job Change Order - All changes to the original plan require a job change order because they alter the original agreement. Change orders have an impact on the project schedule. Acceptance Plan – Outlines the process, tools, staff, witnesses and skills necessary to test and document the successful completion of the project. States the minimum pass criteria. Punch List- a “to do” list, it’s a formal listing of items or issues that need to be completed/resolved before the project can be called complete. Should be prepared during a joint inspection of the work site and agreed upon between the owner/contractor and the cable installation firm. The Punch List identifies the problems/mistakes and defines what tasks need to be accomplished. 20

21. Project Documentation As-Built Drawings – Most common drawings. Reflects the actual placement of all elements of the installation. Used for future maintenance and are updated as the installation changes. The drawings include items such as: outlets configuration labeling cable routing backboard layouts and configurations fire stopping locations Test Documentation – Test results can be saved during the test process and uploaded to a computer. These results can be provided to the client as a hard and/or software copy. 21

22. Summary Documentation is an important part of a structured cabling installation project. Documentation requirement start with a proposal (RFP). The RFP is developed as a Scope of Work. Once the project begins there are additional requirements for documentation. 22