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Silviculture
Manual
P L A N T I N G
Project Management

5.1 Contract Commencement

5.2 Notice to Commence Work

5.3 Pre-work Conference

5.4 Work Progress Plan

5.5 Documentation

5 Contract Implementation

5.1 Contract Commencement

The commencement of a planting contract depends on several factors that are not known at the time of contract signing. The condition of the stock, climatic and site conditions, as well as other controlling factors will dictate the start date of the contract.

5.2 Notice to Commence Work

The Notice to Commence Work is the legal document used to notify the contractor of the first day that works under the contract are to begin. For the reasons stated above, the contract itself usually does not specify a start date (refer to "2.3, Season of Planting" in "Project Planning and Prescription Development"). Instead, as soon as the conditions on site, stock availability, and other contract conditions have been confirmed, a commencement date is set and the ministry Contract Officer notifies the contractor. This is done with a Notice to Commence Work. For more information on the format and procedures for administrating the Notice to Commence Work, refer to the chapter on "Contracts," Section 2, "Implementation," in the Silviculture Manual.

5.3 Pre-work Conference

The purpose of the pre-work conference is to review the contract requirements and develop a work progress plan. This meeting can also be used to cover details that cannot always be included in the contract particulars due to variations that may occur from the time of contract initiation until the work has started. Care should be taken to ensure that any detail discussed and included in the work progress plan does not change the original agreement. If additions or deletions to the original works are necessary, these can be covered under a Change of Work (FS 601). For more information and for a sample of the form, refer to the Contract Administration Manual, Section: "Changing the Contract."

Note that potential problems that could arise during the term of the contract can be prevented by paying careful attention to the discussions at the pre-work conference. The contractor must know the ground rules for performance evaluation and clearly understand how the work will be inspected and evaluated. A sample pre-work conference with points to cover and things to do is included in Appendix 3.

5.4 Work Progress Plan

The purpose of the Work Progress Plan (FS 791B) is to provide the documentation of discussions that occurred at the pre-work conference and to provide a schedule for the completion of the individual planting units. The Work Progress section in the plan covers project unit designation, order of work, commencement and completion dates by unit, designation of payment units,1 and the minimum number of workers by project unit. Other important sections cover stock deliveries and storage details, instructions on planting container disposal or recycling, and the designation of the minimum daily production rate in trees. This is usually either in trees per day (not `per week' as on the form) or hectares per day in the case of area-based contracts.

The section on `Other Conditions' can be very important to use if any contract details have been clarified at the pre-work conference. Use this section when required, the Work Progress Plan forms an integral part of the contract and is used to enforce daily production rates and other contract conditions, such as camp requirements, when administrating the contract. It must be dated and signed off by both the ministry contract officer and the planting contractor. Originals are placed on the contract file and copies should be with the ministry Planting Officer at all times. For samples of the Work Progress form and more information on its use, refer to the Silviculture Manual chapter on "Contracts," Section 2.2, "Implementation" and Appendix 1, Forms Management.

5.5 Documentation

Before work commences on a planting contract, the ministry contract officer must ensure that all of the required documents are on the office files and copies of the pertinent documents are included in the field files. For more information on these requirements, refer to the chapter on "Contracts," Section 2.3, "Documentation" in the Silviculture Manual.


1 In the case of small project units, a number of project units may be combined into one pay unit so that the minimum number of payment plots may be completed. Care must be taken to combine project units with similar prescriptions or site conditions so that your standard error remains reliable.


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Copyright 1999 Province of British Columbia
Forest Practices Branch
BC Ministry of Forests
This page was last updated December 2000

Comments to: Tim Ebata <Tim.Ebata@gems8.gov.bc.ca>