Practices for Establishing Contract Completion Dates for Highway Projects (2017)

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34 APPENDIX A Survey Questionnaire Synthesis 47-09 seeks to document the procedures used by state transportation agencies (STAs) to determine contract time according to various delivery methods [design-bid-build, design-build, and construction manager/general contractor (CM/GC)]. The synthesis will also attempt to document any measures of effectiveness an STA may have in place for evaluating their methods of estimating contract time (e.g., contract time dashboards, percent of projects on-schedule, incentives paid, contract time extensions). Additional information will be collected on factors included in contract time estimates (weather delays, long-lead time items, phasing), use of contract time types and frequency (working day, calendar day, and completion dates), automation or tools used in the methods and their basis (critical path method, historic data, production rates), and any special provisions used in conjunction with contract time (such as incentives/disincentives, price-plus-time bidding, lane rental). Pilot tests indicated an average time of [X] minutes to complete the survey. Please complete the online questionnaire by [date]. If you have questions or would prefer to complete a paper copy questionnaire, please contact: Timothy Taylor E-mail: tim.taylor@uky.edu Phone (859) 323-3680 Please identify your contact information. NCHRP will e-mail you a link to the online report when it is completed. Agency: _____________________________________________________________________________ Address: ____________________________________________________________________________ _____________________________________________________________________________________ City: ________________________________________________________________________________ State: ____________________ Zip: ____________________ Questionnaire Contact: _________________________________________________________________ Position/Title: _________________________________________________________________________ In case of questions and for NCHRP to send you a link to the final report, please provide: Tel: _____________________________________ E-mail: ____________________________________ A.1 General and Demographic Information 1. Does your agency use a documented procedure for establishing contract duration for highway construction projects? If yes, please attach your procedure/tool at the end of the survey (optional). 4 Yes 4 No 2. Has your agency performed any analysis of the effectiveness of your procedures for establishing contract time for highway construction projects? If yes, please attach any relevant documentation at the end of the survey (optional). 4 Yes 4 No 4 Unsure 3. What best describes the tools or procedures you use to establish contract durations? 4 Purchased off the shelf 4 Custom developed

35 4 Purchased off the shelf and then customized 4 Other—please specify: 4. On average, how accurate are your contract duration estimates compared to actual project duration? 4 ± 0–25% 4 ± 25–50% 4 ± 50–100% 4 ± >100% 4 Unsure 5. What division within your agency is primarily responsible for estimating contract duration? 4 Design 4 Procurement 4 Construction 4 Other—please specify: A.2 General Contract Duration Procedure Questions 6. For which of the following contract delivery methods does your agency use a documented/defined procedure to estimate contract duration (Check all that apply)? ▫ Design-Bid-Build ▫ Design-Build ▫ Construction Management/General Contractor 7. Are there unique procedures for contract duration estimation according to the delivery method (e.g., Design-Bid-Build, Design-Build, Construction Management/General Contractor)? 4 Same procedure for all delivery methods 4 Individual procedures for each delivery method 4 Design-Bid-Build and Design-Build use the same method 4 Design-Build and Construction Management/General Contractor use the method 4 Design-Bid-Build and Construction Management/General Contractor use the method 8. Is anticipated contract duration a consideration when selecting a delivery method? (e.g., for a project with a long anticipated duration, would you be more likely to choose the design-build delivery method?) 4 Yes 4 No 4 Unsure 9. Is there a documented process within your agency for revising contract time estimates prior to and after contract award (Please check all that apply)? ▫ Our agency has a documented duration revision process PRIOR TO contractor award ▫ Our agency has a documented duration revision process AFTER contract award ▫ Our agency does not have a documented contract duration revision process 10. For which delivery methods are there documented duration revision procedures? ▫ Design-Bid-Build ▫ Design-Build ▫ CM/GC 11. What percentage breakdown of the following contract duration types does your agency use? Percentage (Please enter 0%–100%) Calendar Day Working Day Completion Date 12. Is anticipated duration a consideration when selecting the contract duration types (e.g., for a proj- ect with a very short anticipated duration, would you set a completion date rather than establishing project duration in calendar days or working days)? 4 Yes 4 No 4 Unsure

36 A.3 Contract Duration Procedure Questions for Specific Project Delivery Method 13. (Only visible to participants who indicated “Same procedure for all delivery methods” in Question 7.) What guidance contributed to the procedures/methods you use for establishing contract durations (Please check all that apply)? ▫ University/Transportation Research Developed—Specific to Your Agency ▫ University/Transportation Research Developed—Related to Other Agencies ▫ Developed/derived by Internal Personnel/Efforts ▫ Developed/Adapted by Third Party ▫ Federal Guidance ▫ Federal Regulations ▫ Contractor Input Please specify any other guidance that may be used in establishing contract duration. 14. (Only visible to participants who indicated different procedures were used for different delivery methods in Question 7.) What guidance contributed to the procedures/methods you use for estab- lishing contract durations (Please check all that apply)? Design- Bid-Build Design- Build Construction Management/ General Contractor University/Transportation Research Developed-Specific to Your Agency University/Transportation Research Developed-Related to Other Agencies Developed/Derived by Internal Personnel/Efforts Developed/Adapted by Third Party Federal Guidance Federal Regulations Contractor Input Please specify any other guidance that may be used in establishing contract duration. 15. (Only visible to participants who indicated “Same procedure for all delivery methods” in Question 7.) What methodologies are used in estimating contract durations (Please check all that apply)? ▫ Critical Path Method—using project specific logic ▫ Critical Path Method—using static logic ▫ Cost/Value Loaded Methods ▫ Historic Project Durations ▫ Equations to Estimate Project Durations (potentially regression based) ▫ Generic Production Rates (rates from outside sources) ▫ Static Production Rates (agency based, just not frequently updated) ▫ Historic Project Production Rates (agency based and frequently updated) ▫ Intelligent Production Rates (e.g., adjusted for location, project scale) ▫ Construction Personnel Estimates ▫ Construction Personnel Verification ▫ Contractor Input ▫ Unsure If your agency uses any other methodologies, please specify:

37 16. (Only visible to participants who indicated different procedures were used for different delivery methods in Question 7.) What methodologies are used in estimating contract durations (Please check all that apply)? Design- Bid-Build Design- Build Construction Management/ General Contractor Critical Path Method—using project specific logic Critical Path Method—using static logic Cost/Value Loaded Methods Historic Project Durations Equations to Estimate Project Durations (potentially regression based) Generic Production Rates (rates from outside sources) Static Production Rates (agency based, just not frequently updated) Historic Project Production Rates (agency based and frequently updated) Intelligent Production Rates (e.g., adjusted for location, project scale) Construction Personnel Estimates Construction Personnel Verification Contractor Input Unsure If your agency uses any other methodologies, please specify: 17. (Only visible to participants who indicated “Same procedure for all delivery methods” in Question 7.) What criteria/factors are considered by your procedures when establishing contract durations (Please check all that apply). ▫ Weather ▫ Letting/Award Time of Year ▫ Long-Lead Time Materials ▫ Project Phasing ▫ Maintenance of Traffic ▫ Seasonal Shutdowns and Seasonal Limitations ▫ Permit/Environmental Restrictions ▫ Right-of-Way Limitations ▫ Utility Conflicts/Limitations ▫ Milestones ▫ Market Conditions (e.g., Material Price Index) ▫ Economies of Scale in Bid Item Quantities for Production Rates ▫ Project Size Effect on Production Rates ▫ Require Maintenance of Access ▫ Community Factors (School Sessions, Fairs, Conventions, Events) ▫ Potential Contractor Equipment & Production Capability ▫ Multiple Shifts ▫ Letting/Award Delays ▫ None Please specify any other criteria/factors that are considered when establishing contract durations.

38 18. (Only visible to participants who indicated different procedures were used for different delivery methods in Question 7.) What criteria/factors are considered by your procedures when establish- ing contract durations (Please check all that apply)? Design- Bid-Build Design- Build Construction Management/ General Contractor Weather Letting/Award Time of Year Long-Lead Time Materials Project Phasing Maintenance of Traffic Seasonal Shutdowns and Seasonal Limitations Permit/Environmental Restrictions Right-of-Way Limitations Utility Conflicts/Limitations Milestones Market Conditions (e.g., Material Price Index) Economies of Scale in Bid Item Quantities for Production Rates Project Size Effect on Production Rates Require Maintenance of Access Community Factors (School Sessions, Fairs, Conventions, Events) Potential Contractor Equipment & Production Capability Multiple Shifts Letting/Award Delays None Please specify any other criteria/factors that are considered when establishing contract durations. 19. (Only visible to participants who indicated “Same procedure for all delivery methods” in Question 7.) What, if any, special conditions are used in conjunction with the contract duration (Please check all that apply)? ▫ Lane Rental ▫ Cost-Plus-Time (A+B) Bidding ▫ Incentives and Disincentives Please specify any other special conditions that are used in conjunction with the contract duration. 20. (Only visible to participants who indicated different procedures were used for different delivery methods in Question 7.) What, if any, special conditions are used in conjunction with the contract duration (Please check all that apply)? Design- Bid-Build Design- Build Construction Management/ General Contractor Lane Rental Cost-Plus-Time (A+B) Bidding Incentives and Disincentives Please specify any other special conditions that are used in conjunction with the contract duration.

39 21. (Only visible to participants who selected “Incentives and Disincentives” in Questions 19.) If you use incentives or disincentives, do they influence the on-time completion of contracts? 4 Yes 4 No 4 Unsure 22. (Only visible to participants who selected “Incentives and Disincentives” in Questions 20.) If you use incentives or disincentives, do they influence the on-time completion of contracts? Design-Bid- Build Design-Build Construction Management/ General Contractor Yes No Unsure 23. (Only visible to participants who selected “Incentives and Disincentives” in Questions 19.) How often does your agency pay out contract incentives? 4 Never 4 Rarely 4 Sometimes 4 Often 24. (Only visible to participants who selected “Incentives and Disincentives” in Questions 20.) How often does your agency pay out contract incentives? Design-Bid- Build Design-Build Construction Management/ General Contractor Never Rarely Sometimes Often 25. (Only visible to participants who selected “Incentives and Disincentives” in Questions 19.) How often does your agency collect contract disincentive payments? 4 Never 4 Rarely 4 Sometimes 4 Often 26. (Only visible to participants who selected “Incentives and Disincentives” in Questions 20.) How often does your agency collect contract disincentive payments? Design-Bid- Build Design-Build Construction Management/ General Contractor Never Rarely Sometimes Often 27. (Only visible to participants who indicated “Same procedure for all delivery methods” in Question 7.) What, if any, methods are used to measure performance of the contract duration (Please check all that apply)? ▫ Percent of projects over set contract duration ▫ Percent of projects under set contract duration ▫ Percent of projects requiring a change to contract duration ▫ Percent change within individual projects ▫ Amount of Incentives/Disincentives Please specify any other methods used to measure performance of contract duration.

40 28. (Only visible to participants who indicated different procedures were used for different delivery methods in Question 7.) What, if any, methods are used to measure performance of the contract duration (Please check all that apply)? Design- Bid-Build Design-Build Construction Management/ General Contractor Percent of projects over set contract duration Percent of projects under set contract duration Percent of projects requiring a change to contract duration Percent change within individual projects Amount of Incentives/Disincentives Please specify any other methods used to measure performance of contract duration. 29. (Only visible to participants who indicated “Same procedure for all delivery methods” in Question 7.) How would you describe your method or tools for establishing contract duration (Please check all that apply)? ▫ Simple ▫ Sophisticated ▫ Labor Intensive ▫ Program Assisted/Automated ▫ Calculated by hand ▫ Construction Experience Dependent ▫ Effective ▫ Ineffective ▫ Reduces Claims for Additional Time ▫ Is an Asset to Managing Agency Personnel Other, please specify: 30. (Only visible to participants who indicated different procedures were used for different delivery methods in Question 7.) How would you describe your method or tools for establishing contract duration (Please check all that apply)? Design- Bid-Build Design-Build Construction Management/ General Contractor Simple Sophisticated Labor Intensive Program Assisted/Automated Calculated by Hand Construction Experience Dependent Effective Ineffective Reduces Claims for Additional Time Is an Asset to Managing Agency Personnel Other—please specify:

41 A.4 Future Opportunities 31. Does your agency plan to develop or refine procedures in establishing contract duration in the near future? 4 Yes 4 No 4 Unsure If yes, for which delivery methods (check all that apply)? ▫ Design-Bid-Build ▫ Design-Build ▫ CM/GC ▫ Other—please specify: 32. In what area do your current procedures or tools need improvement? ▫ Improved Accuracy ▫ Improved Usability ▫ Increased Automation ▫ Adaptability to Multiple Delivery Methods ▫ Increased Feedback/Communication between Agency Divisions ▫ No Improvement Needed ▫ Other—please specify: A.5 File Attachment 33. Please attach your documented contract duration procedure (or your contract duration tool) below. You can provide links to online documents or upload from your computer. 34. If your agency has performed analysis on the effectiveness of your contract duration procedure, please attach, provide link, or describe below. 35. Please describe or attach your contract duration revision procedure. Thank You!