TENDER DOCUMENTS

VOLUME - 3

APPENDIX - 03

EMPLOYER’S REQUIREMENTS

PROGRESS REPORTING
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1. Reporting Requirements

The Contractor shall submit the following reports during the entire tenure of the Contract, with updates
pertaining to the Scope of Works, covering all the aspects of the Contract including but not limited to
risk assessment / mitigation, etc.

a) Daily progress reports

b) Weekly progress reports
c) Monthly progress reports
d) Weekly Activity wise Physical Progress
e) Project Schedule updates
f) Drawing register updates
g) Procurement reports
h) Video recording
i) Safety reports
j) Environmental reports
k) Quality reports
l) Any other reports as required by Independent Engineer, Lender’s or any other Relevant
Authority.
m) Any other inputs/data/information needed by Employer in relation to works progress including
off-site and sub-contractor/vendor works.

The submission of these reports shall commence from the date of commencement of the Contract and
shall continue for the entire Contract duration.

All the progress reporting shall be with respect to the planned dates as derived from the overall Project
schedule/individual schedules/Catchup plans, approved by the Employer. These reports shall be
submitted in formats as approved by the Employer.

1.1 Daily Progress Reports

a) The Contractor shall submit daily to the Employer, a report pertaining to the physical progress
of Works at Site in each area (showing planned against actual progress), number of workmen,
plant and equipment employed for the Works in each trade, plan for the next day, etc.
including a log of delivery of all goods and materials at the Site.
b) The Daily progress reports shall be submitted to the Employer, daily by 11:00 a.m., covering
the progress for the previous day. Contractor may submit soft copies via-email however, it
will not replace formal submission on EDMS system.

1.2 Weekly Progress Reports

a) The Contractor shall submit on a weekly basis to the Employer, a report summarizing the
weekly planned physical Physical progress against actual physical Works at Site in each
area/building, Design and drawings delivery status, procurement status, Offsite Manufacturing
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and delivery status, plan for the coming week, safety and QA/QC statistics, risk assessment &
mitigation plans and photographs showing physical progress of Works in each area.

b) The Weekly progress reports shall be submitted to the Employer on Electronic Document
Management System (EDMS) every Friday by 12.00 noon, covering the progress achieved for
the preceding week ending Thursday. The cutoff and submission days mentioned herein for
the Weekly reports are tentative and may change at the discretion of the Employer. Contractor
may submit soft copies via-email however, it will not replace formal submission on EDMS
system.

c) These reports shall form the basis for weekly review meetings between Employer and
Contractor, which may be conducted on the day subsequent to the delivery of the Weekly
progress report.

d) Report to include Project dashboards (Overall and Package-wise). Format of these dashboards
will be prepared by the Contractor and will be approved by the Employer. The report shall
also include scorecards (HSE and QA/QC).

1.3 Monthly Progress Reports

1.3.1 The Contractor shall submit to the Employer one (1) colour original and three (3) colour copies, with
two softcopies on separate DVDs, of the Monthly Progress Report. This report shall be submitted by
the last day of each calendar month and shall account for all work actually performed from 26th day of
the last month and up to and including the twenty-fifth (25th) day of the month of the submission.

1.3.2 The Report shall be typed, printed and bound. It shall be supported by graphics, S Curves and
photographs. The Contractor's monthly report shall contain sections/sub-sections for, but not limited to,
the topics described in this Appendix. Soft copy of which in addition, shall be submitted by email to
the designated e-mail ID

1.3.3 The Contractor shall include the following minimum contents pertaining to each and every aspect of
his Scope of works, in the monthly progress report

a) Overall status of the Design & drawings delivery for each and every area / building in the
scope of the Contractor.

b) Report should clearly depict critical path analysis in simplified form.

c) a record of monthly progress of various Works on Site in the form of colour photographs with
appropriate annotations and dates stated. The photographs shall cover each and every area of
works, including offsite manufacturing and delivery status.

d) a report as to the number of workmen, plant and equipment employed for the Works in each
trade, over the month.

e) the planned against actual status of procurement, manufacturing and delivery of all goods and
materials, required for the entire Project. The status shall include details of the progress of off-
site activities such as design, production and/or fabrication of any components or materials.

f) Financial Status:

i) A narrative review of all significant financial matters, and actions proposed or taken
in respect to any outstanding matters.

ii) A spread sheet summarizing each activity, the budget, costs incurred during the
period, costs to date, costs to go (including potential variations), cost forecast (total
of costs to date and costs to go) and cost variance (difference between cost forecast
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and budget).

iii) A spread sheet indicating the status of all payments due and made.

iv) A report on the status of any outstanding claims. The report shall in particular
provide interim updated accounts of continuing claims.

g) Physical Progress:

i) The introduction shall briefly summarize the progress that has been made during the
past month and how the actual progress relates to the planned progress in accordance
with the Overall Project schedule.

ii) It shall describe for each area / building, the status of works performed against the
planned, significant accomplishments including critical items and problem areas,
corrective actions taken or planned and other pertinent activities and shall, in
particular, address interface issues, problems and resolutions.

iii) It shall include a simplified representation of progress measured in percentage terms

compared with percentage planned as derived from the Overall Project schedule.

h) Physical Progress S-Curve:

The Physical Progress S-Curve shall be in the form of a graph which compares the actual
progress with the planned progress in terms of percentage to show the performance. The
planned/updated percentage to be derived from approved WBS/progress measurement system.

Individual S curves showing planned progress, actual progress and forecast shall be prepared
for

i) Design and drawings deliverables

ii) Procurement including Manufacturing & delivery

iii) Every Individual area of works / buildings

iv) Overall Project S curve

The value of the physical progress achieved shall be assessed as the aggregate of the values of
those activities which are separately identified in the Programme and which are:

in the opinion of the Employer, fully completed;

in progress, provided that the weighted attached to each such activity shall be agreed with the
Employer. Notwithstanding any value agreed with the Employer shown on the S-Curve, the S-
Curve shall not be used for the purpose of progress payment claim.

The Monthly progress report shall contain activity variance Analysis which shall analyze activities
planned to start prior to or during the report period but not started at the end of the report period as well
as activities started and/or completed in advance of the Works schedule.

i) The monthly progress report shall contain resource charts to show the actual resources
mobilized for the works against the baseline figures in the baseline resource charts. This shall
include the Contractor‘s organization/ resources and their work area wise deployment.

j) Milestone Events Status: The Monthly progress report shall include the status of all Milestone
Events due to have been achieved during the month in accordance to the baseline schedule and
forecasts of achievement of any missed Milestone Events, and those due in the coming month.
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k) A Risk register shall be included as part of the Monthly report, detailing the Risk assessment,
current & potential risks, their impact on the overall project schedule and their mitigation plan
so as to achieve the target dates as per the baseline schedule.

l) Corrective actions either taken by or to be taken by the Contractor to maintain completion

dates, including details of any changes made or proposed to be made to the Overall Works
Schedule to achieve this objective.

m) Details of all the Change Orders issued till date and their individual impact on the Project
schedule.

n) The monthly progress report shall contain for every individual area of works/building, a
programme for next three months. This shall contain details of design, procurement and
construction activities required to be carried out for the project in accordance to the overall
Project baseline schedule.

o) Status of all statutory compliances/approvals required to be obtained by the Contractor, shall

include the target and actual dates for each of the compliances.

p) The monthly report shall contain progress photographs in colour, covering every area/building
and any offsite manufacturing / fabrication works. The electronic files of these photographs
shall also be provided. The photographs and electronic files shall be identified by a brief
narrative indicating:

i) Area / Building name

ii) Activity description

iii) Date and time of photograph

Each month the Contractor shall propose and the Employer will confirm the number of
photographs to be supplied so as to accurately record progress of all parts of the works.

q) Details of any other items which the Employer or the Contractor shall consider to be necessary
or desirable from time to time.

1.4 Programme Update

a) The Contractor shall submit on monthly basis an update of the overall Project schedule

b) The updated schedule shall be submitted along with monthly progress report and shall cover
updates up to the twenty-fifth (25th) of every month.

c) The schedule shall be updated in line with the best practices being followed as per the industry
guidelines and shall include all the aspects like actual /forecast dates, identify delays,
percentage complete, floats, critical path, etc.

If the updated schedule indicates an actual or potential delay to the completion date or Project
Milestone, the Contractor shall identify causes of delays and provide explanation of Work affected and
propose corrective action to meet Project Milestone or mitigate potential delays.

1.5 Updated Drawing Register

a) The Contractor shall submit an updated Drawing register on weekly basis which shall form
basis for the weekly Design review meetings between Employer and Contractor.

b) The Drawing register shall contain planned against actual dates for every individual drawing
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required to be issued for all the areas/buildings with ageing analysis.

1.6 Procurement Report

The Contractor shall submit a comprehensive procurement report on Weekly basis which shall form
basis for the weekly procurement review meetings between Employer and Contractor. The procurement
report shall have the following minimum content:

a) A summary of all significant procurement activities during the month, including action taken
to overcome problems, and details of any outstanding actions.

b) A report listing major Equipment and materials which will be incorporated into the Works.
The items shall be segregated by type as listed in the Specifications and the report should
show as a minimum the following activities:

i) Purchase order date - scheduled/actual;

ii) Manufacturer/supplier and origin;

iii) Letter of credit Issued date;

iv) Manufacturer/supplier shipment date - scheduled/actual;

v) Method of shipment;

vi) Arrival date in India- scheduled/actual;

vii) Analysis of any delay happening/anticipated with proposal for corrective measures.

c) Report shall clearly highlight steps of Procurement cycle of all long lead and critical items.

Safety

a) The Contractor shall submit a monthly safety report covering all safety aspects during the
month including reports on all accidents/incidents, actions proposed to prevent further
occurrence and safety performance to-date, including results of all audits undertaken during
the reporting period, checks / maintenance of various equipment / machinery, staff/workers
training and other compliances.

b) This monthly report shall be submitted by the last day of each calendar month and shall
account for all work actually performed from 26th day of the last month and up to and
including the twenty-fifth (25th) day of the month of the submission. The Contractor shall
submit to the Employer one (1) colour original and three (3) colour copies, with a softcopy, of
this monthly safety report.

c) In addition to the above, the Contractor shall submit a safety statement once every quarter to
bring out clearly the system of management of checks and maintenance tolerances for various
assets, and the compliance thereof. The statement shall also bring out the nature and extent of
staff training and awareness in dealing with such checks and tolerances. One colour original
and three coloured copies of this statement shall be submitted to Employer within four days of
the close of every quarter along with a softcopy.

d) Contractor shall prepare and submit safety scorecard area wise which shall be monitored on
weekly basis. Parameters of scorecard to be prepared by the Contractor and will be approved
by Employer.

1.7 Environmental

a) The Contractor shall submit a monthly environmental report covering a review of all
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the environmental issues during the past month to include all monitoring reports, mitigation
measures undertaken and activities to control environmental impacts, including results of all
audits undertaken during the reporting period.

b) This report shall be submitted by the last day of each calendar month and shall account for all
work actually performed from 26th day of the last month and up to and including the twenty-
fifth (25th) day of the month of the submission.

c) The Contractor shall submit to the Employer one (1) colour original and three (3) colour
copies, with a softcopy of this Monthly Environmental Report.

Quality

a) The Contractor shall submit a monthly quality report covering a review of all onsite & offsite
quality checks, major quality issues and non-conformances during the month including the
quality control register and reports on actions proposed to prevent any further non-
conformances and also to include results of all audits undertaken during the reporting period.

b) This report shall be submitted by the last day of each calendar month and shall account for all
work actually performed from 26th day of the last month and up to and including the twenty-
fifth (25th) day of the month of the submission.

c) The Contractor shall submit to the Employer one (1) colour original and three (3) colour
copies, with a softcopy of this monthly quality report.

d) Contractor shall prepare and submit quality scorecard area wise which shall be monitored on
weekly basis. Parameters of scorecard to be prepared by the Contractor and will be approved
by Employer.

1.8 Last Mile Reporting

‘Last Mile Reporting’ refers to progress reporting during the rooms closure, testing and
commissioning, and system integration stage of a project when multiple works disciple are involved
and detailed progress tracking is needed. At this stage of the project, substantial amount of progress
data is generated from Works of various disciplines and systems. The Contractor is encouraged to use
data analytics tool such as Power BI, Tableau and develop suitable data capture workflows to report
and control last mile stage of the project.

1.9 Other

a) Any other reports, if required by the Lender’s, Independent Engineer and/or any other
department shall be prepared by the Contractor after taking approval from the Employer. All
such reports shall first be submitted to the Employer for his review and approval.

b) All reporting formats to be approved (and modified as required) by the employer before /
during Implementation of the Works

2. 5D BIM Progress Updates

Contractor shall comply with all requirements as set forth in ‘Appendix – 5 - BIM Exchange
Information Requirements (EIR) “Building Information Modeling (BIM)"’ of Condition of Contract. In
addition, the Contractor shall provide for the direct integration of BIM 5D between the Programme and
the BIM model.

The Contractor to integrate Programme and BIM model, to develop 5D BIM model. The term 5D refers
to the fifth dimension: cost i.e. 3D plus time and cost. Such model must be maintained for
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planned/scheduled works and shall be updated on weekly basis to reflect actual site progress. 5D BIM
render shall be provided as part of weekly and monthly reports, and progress presentation along with
the live data.

3. Construction Progress Visual Monitoring

3.1 Realtime site Construction Progress Cameras

The Contractor to deploy relevant hardware and software (Oxblue from Hexagon or equivalent) to
provide a real time site construction camera system and provide accesses to Employer. The
tool/solution should include appropriate data privacy and security requirements. The real time site
Construction Cameras services platform must include to following data management capabilities:

A. Automated time-lapse to be sent out to different stakeholders as needed (daily, weekly,

monthly, etc.)

B. Artificial Intelligence:

a. AI Activity Analysis

b. AI Safety Analysis

c. AI Advanced Camera Management

d. AI Project Notifications

e. AI Equipment Tracking

f. AI Project Analytics

The interface Software app should have following capabilities:

A. App & Dashboard

a. Provide an app for all devices to give construction stakeholder clear job site
images that fill screen, one-touch access to all features, and easy sharing
capabilities of images and time-lapse video.

b. Daily, weekly, monthly and full project time lapses available in app.

c. Custom time-lapses and automated scheduled delivery of time lapses available in

app.

d. Historical weather data including rainfall and multiple weather variables

associated with every image.

B. Project tagging and filters

a. Administrative portal with user management which allows cameras to be

associated with specific construction areas.

b. Administrative portal allows an administrator to suspend or restore access to all

users in the event of emergency with a single function.

c. The interface that allows the user to search for projects by project name, city,
state and/or other criteria capability to share an access link (public URL) which
allows any person to create their own user accounts which are then granted
access upon approval by an administrator.
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C. Artificial Intelligence analytics

D. Ensure uninterrupted power supply to Construction Progress Cameras and ensure its
functioning.

E. Contract to install adequate numbers of progress cameras to ensure complete coverage of

construction activities at given point of time.

F. Administrative right to construction progress cameras will be granted to the Employer.

3.2 360° Progress Photos Capture App

Contractor to provide an app based SAS solution (including needed hardware - 360 cameras) to capture
and share 360° views of construction sites and provide accesses to Employer. The tool/solution should
include appropriate data privacy and security requirements.

A. Such tool/app/solution should have following data management capabilities:

1. Drawing/floorplan upload including an indexing system for showing location and

direction

2. Photographic documentation (photos from mobile phone and still camera, 360
cameras/panoramic images). Ability of placing 360/2D photos on drawing/floor plans.

3. Capture the same location over time to create a version history of a particular site
location.

4. Compare BIM Models with 360° Progress Photos side-by-side.

B. Contractor to record 360 site progress and upload to app on weekly intervals.

C. Administrative right to 360° Progress Photos Capture App will be granted to the Employer.

3.3 Video Recording

A. The Contactor shall provide to Employer for every calendar quarter, a video recording, which
will be compiled into a 3 (three) hour digital video covering the status and progress of
Construction Works in that quarter.

B. The video recording shall cover the activities undertaken by the Contractor on evenly weekly
distribution basis, and shall be a true reflection of the activities undertaken and performed by
the Contractor during the relevant recording period. The Video recording shall be
electronically submitted on the Fourth day pursuant to the completion of each quarter.

C. Approval of the agency to be deployed for the video recording shall be provided by the
Employer.

3.4 Satellite Imagery

A. The Contactor shall provide to Employer for every quarter, a Satellite Imagery data in relevant
digital and photographic format