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82 A p p e n d i x d Sample Forms
Sam ple Form s 83 PROJECT PRIORITY RANKING Project: Runway 9R/27L Safety Area Date: January 31, 2013 Reveiwer: John Smith Relative Weight of Criteria (Sum to total 100%) Prioritization Criteria Ranking Methodology/Details SCORE (1 - 10) Rationale Relative Score (Weight x Score) 30% Mandate (code compliance/TSA requirement/FAA requirement) Airport will have negative federal/state/local impact if the project is not implemented within the upcoming fiscal year. Potential for funding from mandating agency. 10 FAA mandated installation of runway safety areas. Current Runway 9R/27L safety area does not meet FAA guidelines. AIP grant funding of 75% of the project costs is available. 3.0 25% Life Safety/Security Project will improve/maintain existing security standards. Project will reduce high risk of life safety issues. 10 Installation of Runway 9R/27L safety area will improve the life safety standards of the airport. 2.5 15% Asset Preservation/ Maintain Existing Facilities Project addresses existing need identified in airport's asset management plan. If the project is not implemented, the life of the asset will be impacted. 7 Without the installation of the runway safety area, the usefulness of Runway 9R/27L for operations might be limited or stopped until the FAA mandate is implemented. 1.1 15% Revenue Generation/Cost Reduction Economically viable to implement and maintain. What is the return on investment (ROI) for the project? Is grant funding or other financial leverage available and likely to be used for this project which would reduce the Airport's total cost. 6 Economically viable to implement and maintain. AIP grant funding will be used for 75% of project cost. 0.9 15% Level of Service (project's impact to operations/customer service) Operational necessity to maintain existing level of service with no reasonable alternatives and unacceptable risk and/or unacceptable consequences of deferral. 10 Project is mandated by the FAA and is a requirement for continued safe operation of Runway 9R/27L. If not implemented by the FAA deadline, operations on Runway 9R/27L may cease until the project is completed. 1.5 100% TOTAL WEIGHTED AVERAGE SCORE ---> 9.0 ACRP 01-20 Handbook - Appendix D â Sample Forms Page 1 of 1
84 procuring and Managing professional Services for Airports Sample Risk Register 5 = Very High 4 = High 3 = Moderate 2 = Low 1 = Very Low 0 = none Risk Types Risk Number Date Identiï¬ed Risk Description Probability Risk Score Control Measures Risk Owner Technical (1) 1.1 2/1/2013 Responses from the client are not timely 4 3 Technical (1) 1.2 2/1/2013 Unexpected geotechnical issues 3 3 Technical (1) 1.3 2/2/2013 Incomplete Design 2 2 Technical (1) 1.4 2/21/2013 Change requests because of design errors 2 2 Technical (1) 1.5 2/3/2013 Inaccurate assumptions on technical issues in planning stage 2 2 External (2) 2.1 2/3/2013 Threat of lawsuits 4 4 External (2) 2.2 2/6/2013 Political factors change 3 3 External (2) 2.3 2/8/2013 Funding changes for future ï¬scal years 3 3 External (2) 2.4 2/8/2013 Local communities pose objections 3 2 External (2) 2.5 2/10/2013 New stakeholders change the work plan 3 2 External (2) 2.6 2/14/2013 Inï¬uential stakeholders request additional work 3 2 External (2) 2.7 2/18/2013 Priorities change on existing program 2 2 External (2) 2.8 2/21/2013 Inconsistent cost, time and scope 2 2 Environmental (3) 3.1 2/4/2013 Permits or agency actions take longer than expected or are delayed. 4 4 Organizational (4) 4.1 2/2/2013 Internal "red tape" causes delay getting approvals/decisions 4 4 Organizational (4) 4.2 2/4/2013 New priority project inserted into program 3 3 Organizational (4) 4.3 2/5/2013 Priorities change on existing program 3 2 Organizational (4) 4.4 2/8/2013 Lack of understanding of complex internal funding procedures 3 2 Organizational (4) 4.5 2/10/2013 Functional units not available/overloaded 2 2 Organizational (4) 4.6 2/20/2013 Loss of critical staï¬ during the project 2 2 Project Management (5) 5.1 2/9/2013 Pressure to deliver project on accerated schedule 4 3 Project Management (5) 5.2 2/15/2013 Consultant or contractor delays 4 3 Project Management (5) 5.3 2/18/2013 No control over staï¬ priorities 3 3 Project Management (5) 5.4 2/19/2013 Lack of coordination/communication 3 2 Project Management (5) 5.5 2/19/2013 Local agency issues 3 2 Project Management (5) 5.6 2/21/2013 Estimating and/or scheduling errors 2 2 Construction (6) 6.1 2/20/2013 Pilot program (by others) not being completed as scheduled 4 3 Construction (6) 6.2 2/21/2013 Inaccurate contract time estimates 2 2 ACRP 01-20 Handbook - Appendix D â Sample Forms Page 1 of 1
Sam ple Form s 85 ACRP 01-20 Handbook - Appendix D â Sample Forms Page 1 of 2 Sample Quality Assurance / Quality Control Procedures by Project Value Design Stage Documentation Review & Approval Actions Required Project or Contract Scope under $1,000,000 $1,000,000 to $10,000,000 over $10,000,000 Review / Action Formal Approval Review / Action Formal Approval Review / Action Formal Approval Project Definition Project Definition Memo or Report: problem / solution alternatives & sketch plan materials, staging operating impacts costs & schedule external issues & permits safety Value Engineering Plan TAC Members Proj Mgr Const Mgmt Interested Depts Supervisor Dir of Const Mgmt Mgr of Env Svcs Using Depts Proj Mgr TAC Const Mgmt Interested Depts Using Depts Supervisor SMAC Chief Engineer Proj Mgr TAC Const Mgmt Interested Depts Using Depts SMAC Chief Engineer Exec Dir 30 % Complete Design Memo / Report: changes from Project Definition Documents updated schedule / costs N/A N/A Proj Mgr TAC Const Mgmt Interested Depts. Supervisor Using Depts SMAC Chief Engineer Proj Mgr TAC Const Mgmt Experts * Using Depts SMAC Chief Engineer Exec Dir permits funding operating impacts *(Appointed by Dept. Director) 30% Complete Report & Response to VE Reccommendations N/A N/A Proj Mgr TAC Chief Engineer Interested Depts SMAC Chief Engineer Exec Dir RFPâs (Design / CM) Final Draft Request for Proposal Const Mgr Proj Mgr Interested Depts Supervisor Dir of Const Mgmt Mgr of Env Svcs Using Depts Proj Mgr TAC Const Mgmt Interested Depts Supervisor SMAC Chief Engineer Using Departments Proj Mgr TAC Const Mgmt Interested Depts Using Departments SMAC Chief Engineer Exec Dir 50% / 60% Complete Plans & Specifications* plus updated Project Definition Report and Memo noting major changes to 30% Plans Proj Mgr Const Mgr Interested Depts Supervisor Dir of Const Mgmt Mgr of Env Svcs Using Depts Proj Mgr TAC Const Mgmt Interested Depts SMAC Supervisor Using Depts Proj Mgr TAC Const Mgmt Experts* Interested Depts SMAC Ch Engineer Exec Dir Director Using Depts
86 procuring and M anaging professional Services for Airports ACRP 01-20 Handbook - Appendix D â Sample Forms Page 2 of 2 Sample Quality Assurance / Quality Control Procedures by Project Value (cont) Design Stage Documentation Review & Approval Actions Required Project or Contract Scope under $ 1,000,000 $1,000,000 to $10,000,000 over $ 10,000,000 Review / Action Formal Approval Review / Action Formal Approval Review / Action Formal Approval 90% Complete Plans & Specifications* plus updated Project Definition Report and Memo noting major changes to 60% Plans Construction Mgmt Project Manager Mgr of Env Svcs Const Mgmt Supervisor Dir of Const Mgmt Mgr of Env Svcs Interested Depts Proj Mgr TAC Const Mgmt Interested Depts Supervisor Using Depts Proj Mgr TAC Const Mgmt Experts* Director Using Depts SMAC Interested Depts SMAC Chief Engineer Exec Dir 100 % Complete Plans & Specifications* plus updated Project Definition Report and Memo noting major changes to 90% Plans Interested Depts Supervisor Dir of Const Mgmt Mgr of Env Svcs Using Depts Project Manager Const Mgmt Supervisor Using Depts Project Mgr Const Mgmt Supervisor Using Depts RFP/Bid Package Complete Package Project Manager Chief Engineer Project Manager Chief Engineer Project Manager Chief Engineer Construction Complete Report: Document lessons learned issues problems & effectiveness schedule/budget adherance Proj Manager Dir of Const Mgmt Mgr of Env Svcs Interested Depts Supervisor Using Depts TAC Proj Manager Interested Depts SMAC Chief Engineer Supervisor Using Depts TAC Proj Manager Interested Depts SMAC Chief Engineer Exec Dir Director Using Depts 270 Days after Project Completion Report: Document lessons learned issues problems & effectiveness schedule/budget adherance Proj Manager Dir of Const Mgmt Mgr of Env Svcs Interested Depts Supervisor Using Depts TAC Proj Manager Interested Depts SMAC Chief Engineer Supervisor Using Depts TAC Proj Manager Interested Depts SMAC Chief Engineer Exec Dir Director Using Depts Abbreviations / Notes: TAC - Technical Advisory Committee SMAC - Senior Management Advisory Committee Exec Dir - Executive Director of Agency Const Mgmt - Construction Management Department Experts - In house individuals chosen by the Department Director * for large plan sets, selected drawings/specifications can be forwarded. Reviewers can meet with the Pm if they wish to review all drawings and specs.
Sam ple Form s 87 SAMPLE INVOICE SUMMARY FORM Contract # Payments Received (If applicable) Date Submitted From Through BUSINESS ADDRESS (CITY, STATE, ZIP) * D B E M B E W B E D S B E TOTAL CURRENT SUBCONTRACT AMOUNT TOTAL PAYMENTS TO DATE AMOUNT THIS INVOICE 1 $ - $ - $ - ##### 2 $ - $ - $ - ##### 3 $ - $ - $ - ##### 4 $ - $ - $ - ##### 5 $ - $ - $ - ##### 6 $ - $ - $ - ##### 7 $ - $ - $ - ##### 8 $ - $ - $ - ##### 9 $ - $ - $ - ##### 10 $ - $ - $ - ##### 0.00% $ - $ - $ - $ - $ - $ - $ - * PUT AN "X" IN THIS COLUMN ONLY IF SUBCONSULTANT IS A FEDERALLY CERTIFIED DBE. Signed: Date: Original Contract Amount Current Contract Amount Invoice Period This form must be attached to all invoices submitted by the Professional Service Provider. Title: TOTAL THIS INVOICE Place 'X' in each Category that qualifies Name of Professional Service Provider Type of Contract Services MONTHLY CONTRACT INFORMATION SUBCONSULTANT TOTALS PROFESSIONAL SERVICE PROVIDER TOTAL # NAME OF SUBCONSULTANT DESCRIPTION OF WORK I certify that the information furnished above is correct to the best of my knowledge and represents the current status of the firm's (Professional Service Provider) subcontract(s) with the listed firms (Subconsultants) for the designated period covered by this report. % C O M P L E T E % Committed per Contract (for DBE or M/W/ DSBE only) ACRP 01 20 Handbook Appendix D â Sample Forms Page 1 of 1
88 procuring and Managing professional Services for Airports ACRP 01-20 Handbook - Appendix D â Sample Forms Page 1 of 1 SAMPLE CLOSE-OUT CHECKLIST CONTRACT NUMBER: Project No: Project Title: Professional Services Provider: Prepared by: Phone #: After final acceptance of all services under a Professional Services Contract, print the above information and assemble documents in the order listed below with this checklist on top. Enter a check mark " " for each item attached or mark " " over item numbers that are not applicable. Documents will be retained in the "official" contract records maintained by the agency. 1. Contract Release executed by the professional service provider. 2. If no release provided, a Letter for Closeout from the agency. 3. Final Performance Evaluation and any responses from the professional service provider. 4. Provide a copy of the DBE participation payments, if required by contract. 5. Note the effective date of close-out in the official contract record.
Sample Forms 89 ACRP 01-20 Handbook - Appendix D â Sample Forms Page 1 of 4 PROJECT DEFINITION FORM PROJECT: __________________________________________________________________ PROJECT MANAGER: __________________________________ DATE: ____________ LEAD DESIGNER/FIRM: __________________________________ FILE: ____________ Attached please find a report outlining the proposed design concept for the above referenced project. Please review this document to ensure it addresses operational needs, is cost effective, and meets time frame requirements. All comments and approvals (if required) must be returned to the project manager along with this sheet by ________________ to maintain the current project schedule. REVIEW AND APPROVAL REQUIRED: Name Organization Name Organization Name Organization Name Organization Name Organization Approved Rejected Comments? Attached None X___________________________ Signature REVIEW ONLY REQUESTED: Name Organization Name Organization Name Organization Name Organization If your name is listed below, please indicate whether or not you need to review design documents beyond this level, along with any comments you might have. Otherwise, no further documents for this project will be sent for your review. Failure to return this sheet will be assumed to mean that you have no further interest in this project. Name Organization Name Organization Name Organization Name Organization Name Organization Name Organization Name Organization Name Organization Name Organization Name Organization Name Organization Send Future Design Review Packages for this project: Yes No Reviewed Comments? Attached None X___________________________ Signature
90 procuring and Managing professional Services for Airports ACRP 01-20 Handbook - Appendix D â Sample Forms Page 2 of 4 IDENTIFICATION OF USER REQUIREMENTS: Discussions were held with the following personnel to define the work scope and user requirements: 1. 2. 3. Based on these discussions, the following issues (s) need (s) to be addressed by this project: _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ ______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ PROPOSED PROJECT SCOPE: To address the above issues, the following scope of work is proposed: _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________
Sample Forms 91 ACRP 01-20 Handbook - Appendix D â Sample Forms Page 3 of 4 ALTERNATIVES ANALYSIS: The following alternatives (were) (will be) considered in developing the scope of work: _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ OPERATIONAL/SAFETY IMPACTS: Construction of this project will have the following operational and safety impacts, which will be addressed as indicated: _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ EXTERNAL ISSUES: Design and/or construction of this project will have the following impacts on (the facility) (and) (other agencies/entities), which will be addressed as indicated: ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________
92 procuring and Managing professional Services for Airports ACRP 01-20 Handbook - Appendix D â Sample Forms Page 4 of 4 ENVIRONMENTAL ISSUES: Design and/or construction of this project will be impacted by the following environmental issues, which will be addressed as indicated: ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ PERMITTING AND APPROVALS: The following permits or approvals are expected to be required for this project: Construction Soil Erosion/Sediment Control Environmental State Review FAA Historic Preservation City ___________________ Other ___________________ PROJECTED COSTS/SCHEDULE Estimated Design Cost: $___________________ Estimated Construction Cost: $___________________ Estimated Force Account Cost: $___________________ Current Available Budget: $___________________ PROJECTED DESIGN COMPLETION DATES: 30% __________ 60% __________ VE __________ 90% __________ 50% __________ 100% __________ c: others as necessary
Sam ple Form s 93 Sample Cost Estimating Template version 1 Date: Period of Performance: Position Jan (4) Feb (4) Mar (5) Apr (4) May (4) June (5) July (4) Aug (4) Sept (5) Oct (4) Nov (4) Dec (5) Total Hours Hr.Wage Dir Labor Overhead (0.00%) Sub tot Fee (10%) Total Task 1 XXX Prime Firm Project Manager Senior Designer (Civil) Jr. Designer (Mech) Total Prime Firm Sub Consultant 1 Project Manager Senior Designer (Elec) Jr. Designer (Civil) CADD Support Total Sub Consultant 1 Total Task 1 Task 2 XXX Prime Firm Project Manager Total Prime Firm Sub Consultant 2 Project Manager Senior Designer (Mech) Jr. Designer (Elec) Total Sub Consultant 2 Total Task 2 Expenses Copies ($0.00 per sheet) Travel Total Expenses Total Costs ACRP 01 20 Handbook Appendix D â Sample Forms Page 1 of 1
94 procuring and Managing professional Services for Airports ACRP 01-20 Handbook - Appendix D â Sample Forms Page 1 of 8 Sample Cost Estimating Template â Version 2, Part A Total Estimated Costs By Phase Phase Description Cost Per Phase A. Design $ 1 Review Existing Information 2 Field Survey 3 Schematic Plans 4 Phasing Plans 5 Periodic Submissions 6 Final Plans 7 Agency, Utility and Environmental Coordination 8 Presentation 9 As Builts $ $ $ $ $ $ $ $ $ B. Design Services Not In Contract ___________________________ $0 C. Project Schedule $ D. Construction Cost Estimates $ 1 Cost Estimate 2 Budget 3 Final Estimate 4 Possible Redesign $ $ $ $ E. Coordination $ F. Procurement $ 1 Bid Documents 2 Assist Aviation 3 Review $ $ $ G. Construction Administration $ 1 Provide Construction Administration Services 2 Design Revisions $ $ Total Estimated Professional Services Cost: $ Projected Construction Cost: $
Sample Forms 95 ACRP 01-20 Handbook - Appendix D â Sample Forms Page 2 of 8 Total Estimated Percentages Phase Description Percent by Phase A. Design ___% 1 Existing Plans ___ % 2 Field Survey ___ % 3 Schematic Plans ___ % 4 Phasing Plans ___ % 5 Periodic Submissions ___ % 6 Final Plans ___ % 7 Agency, Utility and Environmental Coordination ___ % 8 Presentation ___ % 9 As Builts ___ % B. Design Services Not In Contract C. Project Schedule ___ % D. Construction Cost Estimates ___ % 1 Cost Estimate ___ % 2 Budget ___ % 3 Final Estimate ___ % 4 Possible Redesign ___ % E. Coordination ___ % F. Procurement ___ % 1 Bid Documents ___ % 2 Assist Aviation ___ % 3 Review ___ % G. Construction Administration ___ % 1 Provide Construction Administration Services ___ % 2 Design Revisions Total Estimated Professional Services vs. Projected Construction Costs as a Percentage: _____%
96 procuring and Managing professional Services for Airports ACRP 01-20 Handbook - Appendix D â Sample Forms Page 3 of 8 Assumptions # Units Total Duration of Runway Project ___ Months Design Duration of Runway Project ___ Months Construction Duration of Runway Project ___ Months Main A/E % ___ % DBE % ___ % Civil ___ Sheets General Sheets ___ Sheets Geotech ___ Sheets Existing Condition/Demo ___ Sheets Construction plans/Sections/Details ___ Sheets Erosion and Sedimentation ___ Sheets Grading ___ Sheets Proï¬les ___ Sheets Pavement marking ___ Sheets Electrical ___ Sheets General Sheets ___ Sheets Existing Demo ___ Sheets Construction plans/Sections/Details ___ Sheets Schedules/Sections/Details ___ Sheets Signage/Sensors/Details ___ Sheets TOTAL NUMBER OF SHEETS: ___ Sheets CADD Techs ___ % ___ Hours Civil/Electrical Engineers ___ % ___ Hours Speciï¬cations for Spec Writers ___ % ___ Hours Speciï¬cations for Tech Writers ___ % ___ Hours Project Manager ___ % ___ Hours Principal in Charge ___ % ___ Hours Administrative ___ % ___ Hours Hours for Drawings ___ Hours Hours for spec ___ Hours TOTAL HOURS PER SHEET ___ Hours # of Hours per sheet is projected average across all drawing sheets. Percentage for Drawings ___ % Percentage for Spec ___ % % of hours for Schematic ___ % % of hours for Design Package ___ % TOTAL COST OF ESTIMATE $________
Sam ple Form s 97 C A D D T e c h n i c i a n C i v i l E n g i n e e r s C o n t r a c t A d m i n i s t r a t o r s E l e c t r i c a l E n g i n e e r s S p e c i ï¬ c a ti o n W r i t e r s T e c h n i c a l W r i t e r s P r i n c i p a l i n C h a r g e P r o j e c t M a n a g e r s A d m i n i s t r a ti v e C o s t S u b t o t a l C A D D T e c h n i c i a n C i v i l E n g i n e e r s C o n t r a c t A d m i n i s t r a t o r s E l e c t r i c a l E n g i n e e r s S p e c i ï¬ c a ti o n W r i t e r s T e c h n i c a l W r i t e r s P r i n c i p a l i n C h a r g e P r o j e c t M a n a g e r s A d m i n i s t r a ti v e C o s t S u b t o t a l A. Design Services Runway 1. Existing Plans 22 636 $88,377.28 Review existing plans in custody of agency 7 254 $35,325.13 40 72 40 2 8 2 $24,183.39 40 30 20 $11,141.73 Review existing studies in custody of agency 8 190 $26,406.88 40 40 2 8 2 $13,849.32 50 32 16 $12,557.56 Review recommendations in custody of agency 7 192 $26,645.28 40 40 2 8 2 $13,849.32 60 24 16 $12,795.96 2. Field Survey 126 747 $111,036.59 Field survey of exisiting facilities 22 55 $8,290.62 20 2 8 1 $4,881.20 20 1 2 1 $3,409.42 Pavement analysis 22 45 $6,903.98 20 2 8 1 $4,881.20 10 1 2 1 $2,022.78 Electrical inspection and evaluation 22 155 $23,130.04 80 40 2 8 1 $19,526.00 20 1 2 1 $3,604.03 Inï¬eld/safety area review 10 31 $4,881.20 20 2 8 1 $4,881.20 $0.00 Review of runway/taxiway lighting 10 65 $9,969.17 40 2 8 1 $7,849.08 10 1 2 1 $2,120.09 Review of NAVAIDS 10 65 $9,969.17 40 2 8 1 $7,849.08 10 1 2 1 $2,120.09 Review of taxi guidance and associated infrastructure 10 105 $15,710.33 40 40 2 8 1 $13,590.24 10 1 2 1 $2,120.09 Prepare Geotechnical Boring Plans 10 123 $17,952.05 20 2 8 1 $4,881.20 80 2 8 2 $13,070.86 Geotechnical Report 10 103 $14,230.03 20 2 8 1 $4,881.20 40 20 2 8 2 $9,348.84 3. Schematic Plans 88 4163 $484,150.77 Prepare 30% Design Package Drawings Civil General Sheets 3 270 $27,586.73 180 90 $27,586.73 $0.00 Geotechnical Report 4 168 $23,047.33 16 8 $2,452.15 120 4 16 4 $20,595.17 Existing Conditions/Demo 3 184 $18,984.73 120 64 $18,984.73 $0.00 Construction plans/Sections/Details 12 280 $29,070.67 180 100 $29,070.67 $0.00 Erosion and Sedimentation 5 24 $2,452.15 16 8 $2,452.15 $0.00 Grading 5 368 $42,742.40 160 64 $22,147.23 120 4 16 4 $20,595.17 Proï¬les 6 250 $24,618.85 180 70 $24,618.85 $0.00 Pavement marking 6 222 $23,791.73 132 90 $23,791.73 $0.00 HOURS HOURS HOURS HOURS HOURS HOURS A/E Consultant (Prime) A/E Consultant (Sub Consultants as Necessary) Sample Cost Estimating Template Version 2, Part B Phase Activity D a y s D u r a ti o n b y S c h e d u l e H o u r s D u r a ti o n T o t a l C o s t f o r I n d i v i d u a l A c ti v i t y ACRP 01 20 Handbook Appendix D â Sample Forms Page 4 of 8 Electrical General Sheets 11 270 $27,586.73 180 90 $27,586.73 $0.00
98 procuring and M anaging professional Services for Airports C A D D T e c h n i c i a n C i v i l E n g i n e e r s C o n t r a c t A d m i n i s t r a t o r s E l e c t r i c a l E n g i n e e r s S p e c i ï¬ c a ti o n W r i t e r s T e c h n i c a l W r i t e r s P r i n c i p a l i n C h a r g e P r o j e c t M a n a g e r s A d m i n i s t r a ti v e C o s t S u b t o t a l C A D D T e c h n i c i a n C i v i l E n g i n e e r s C o n t r a c t A d m i n i s t r a t o r s E l e c t r i c a l E n g i n e e r s S p e c i ï¬ c a ti o n W r i t e r s T e c h n i c a l W r i t e r s P r i n c i p a l i n C h a r g e P r o j e c t M a n a g e r s A d m i n i s t r a ti v e C o s t S u b t o t a l A/E Consultant (Prime) A/E Consultant (Sub Consultants as Necessary) Sample Cost Estimating Template Version 2, Part B Phase Activity D a y s D u r a ti o n b y S c h e d u l e H o u r s D u r a ti o n T o t a l C o s t f o r I n d i v i d u a l A c ti v i t y Existing Demo 4 196 $20,765.46 120 76 $20,765.46 $0.00 Construction plans/Sections/Details 10 304 $31,245.50 200 104 $31,245.50 $0.00 Schedules/Sections/Details 10 342 $35,220.52 224 118 $35,220.52 $0.00 Signage/Sensors/Details 9 302 $31,087.38 198 104 $31,087.38 $0.00 Prepare 30% Design Package Speciï¬cations 740 $106,211.35 740 $106,211.35 $0.00 Create Construction Cost Estimate 63 $10,977.52 2 8 1 $1,913.31 8 40 4 $9,064.21 Create Construction Schedule 73 $12,741.23 2 8 1 $1,913.31 8 50 4 $10,827.91 Quality Assurance Review 91 $13,590.24 20 20 40 2 8 1 $13,590.24 $0.00 Submit plans for agency approval 16 $2,430.26 5 5 5 1 $2,430.26 $0.00 4. Phasing Plans 60 126 $17,264.82 Prepare & submit phasing plan 20 58 $7,707.99 16 16 16 1 8 1 $7,707.99 $0.00 Agency review & approval 20 10 $1,848.85 2 8 $1,848.85 $0.00 Revise phasing plan, as necessary 20 58 $7,707.99 16 16 16 1 8 1 $7,707.99 $0.00 5. Periodic Submissions 60 408 $61,442.51 Prepare & submit 1st periodic submission of plans, specs & costs estimate 20 136 $20,480.84 20 20 20 4 16 4 $12,761.90 20 20 2 8 2 $7,718.93 Prepare & submit 2nd periodic submission of plans, specs & costs estimate 20 136 $20,519.76 20 20 20 4 16 4 $12,761.90 16 24 2 8 2 $7,757.86 Prepare & submit 3rd periodic submission of plans, specs & costs estimate 20 136 $20,441.91 20 20 20 4 16 4 $12,761.90 24 16 2 8 2 $7,680.01 6. Final Plans 88 8938 $1,041,305.43 Prepare Final Design Package Drawings Civil General Sheets 3 562 $59,525.55 350 188 4 16 4 $59,525.55 $0.00 Geotechnical Report 4 44 $4,907.96 24 16 1 2 1 $4,907.96 $0.00 Existing Conditions/Demo 3 382 $40,342.55 240 124 3 12 3 $40,342.55 $0.00 Construction Plans/Sections/Details 12 685 $73,457.58 380 200 5 19 5 $64,490.67 40 20 4 8 4 $8,966.90 HOURS HOURS HOURS HOURS HOURS HOURS ACRP 01 20 Handbook Appendix D â Sample Forms Page 5 of 8 Erosion and Sedimentation 5 452 $57,045.42 24 16 1 2 1 $4,907.96 120 240 8 32 8 $52,137.46 Grading 5 378 $39,748.98 240 120 3 12 3 $39,748.98 $0.00 Proï¬les 6 429 $45,347.82 268 140 3 14 4 $45,347.82 $0.00 Pavement Marking 6 554 $58,533.01 348 180 4 18 4 $58,533.01 $0.00
Sam ple Form s 99 9. As Builts 0 401 $46,746.62 Prepare As Built drawings 369 $42,612.25 120 60 60 2 16 40 $33,133.27 20 20 20 2 8 1 $9,478.99 Submit As Built drawings 32 $4,134.36 4 4 4 2 2 $1,985.08 4 4 4 1 2 1 $2,149.28 B. Design Services Taxiway 0 0 $0.00 Not in Contract 0 $0.00 $0.00 $0.00 HOURS HOURS HOURS HOURS C A D D T e c h n i c i a n C i v i l E n g i n e e r s C o n t r a c t A d m i n i s t r a t o r s E l e c t r i c a l E n g i n e e r s S p e c i ï¬ c a ti o n W r i t e r s T e c h n i c a l W r i t e r s P r i n c i p a l i n C h a r g e P r o j e c t M a n a g e r s A d m i n i s t r a ti v e C o s t S u b t o t a l C A D D T e c h n i c i a n C i v i l E n g i n e e r s C o n t r a c t A d m i n i s t r a t o r s E l e c t r i c a l E n g i n e e r s S p e c i ï¬ c a ti o n W r i t e r s T e c h n i c a l W r i t e r s P r i n c i p a l i n C h a r g e P r o j e c t M a n a g e r s A d m i n i s t r a ti v e C o s t S u b t o t a l A/E Consultant (Prime) A/E Consultant (Sub Consultants as Necessary) Sample Cost Estimating Template Version 2, Part B Phase Activity D a y s D u r a ti o n b y S c h e d u l e H o u r s D u r a ti o n T o t a l C o s t f o r I n d i v i d u a l A c ti v i t y Electrical $0.00 $0.00 General Sheets 11 557 $58,978.19 348 183 4 18 4 $58,978.19 $0.00 Existing Demo 4 472 $50,024.67 294 155 4 15 4 $50,024.67 $0.00 Construction Plans/Sections/Details 10 719 $77,200.27 402 211 5 20 5 $68,038.75 40 20 4 8 4 $9,161.52 Schedules/Sections/Details 10 730 $77,345.02 455 240 6 23 6 $77,345.02 $0.00 Signage/Sensors/Details 9 643 $68,038.75 402 211 5 20 5 $68,038.75 $0.00 Prepare Final Design Package Speciï¬cations 1721 $245,930.60 1512 1 4 4 $218,197.90 200 $27,732.69 Update Construction Cost Estimate 71 $11,099.16 20 20 2 4 1 $7,143.60 4 16 4 $3,955.56 Update Construction Schedule 91 $13,969.74 20 20 20 2 4 1 $10,014.18 4 16 4 $3,955.56 Quality Assurance Review 232 $31,474.17 20 20 20 20 4 16 16 $16,406.08 20 20 20 20 4 16 16 $15,068.10 Submit ï¬nal design package 216 $28,336.00 16 16 16 16 16 4 16 16 $15,335.69 16 16 16 16 4 16 16 $13,000.31 7. Agency, Utility and Environmental Coordination 240 640 $96,541.39 Utility and environmental coordination, approvals and permits Utility Coordination 60 149 $22,436.72 40 2 16 1 $9,260.04 40 40 1 8 1 $13,176.68 Environmental Assessment 30 117 $17,259.95 8 2 16 1 $4,472.50 80 1 8 1 $12,787.45 FAA Air Space Review 60 18 $3,259.81 2 16 $3,259.81 $0.00 National Pollutant Discharge Elimination System (NPDES) Coordination 30 133 $20,344.61 2 40 1 $7,557.16 80 1 8 1 $12,787.45 Preliminary Stormwater Submission 30 97 $14,486.68 8 2 16 1 $4,472.50 60 1 8 1 $10,014.18 Address Stormwater Review Comments 30 126 $18,753.63 40 40 2 16 1 $15,001.20 8 8 2 8 1 $3,752.43 8. Presentation 132 341 $47,351.14 Prepare presentation for FAA 124 252 $33,897.13 40 40 40 4 16 40 $23,889.04 16 16 16 4 16 4 $10,008.10 Make presentation to FAA 8 89 $13,454.00 8 8 8 8 8 8 $7,200.77 8 8 8 8 8 1 $6,253.24 HOURS HOURS HOURS HOURS ACRP 01 20 Handbook Appendix D â Sample Forms Page 6 of 8
100 procuring and M anaging professional Services for Airports C A D D T e c h n i c i a n C i v i l E n g i n e e r s C o n t r a c t A d m i n i s t r a t o r s E l e c t r i c a l E n g i n e e r s S p e c i ï¬ c a ti o n W r i t e r s T e c h n i c a l W r i t e r s P r i n c i p a l i n C h a r g e P r o j e c t M a n a g e r s A d m i n i s t r a ti v e C o s t S u b t o t a l C A D D T e c h n i c i a n C i v i l E n g i n e e r s C o n t r a c t A d m i n i s t r a t o r s E l e c t r i c a l E n g i n e e r s S p e c i ï¬ c a ti o n W r i t e r s T e c h n i c a l W r i t e r s P r i n c i p a l i n C h a r g e P r o j e c t M a n a g e r s A d m i n i s t r a ti v e C o s t S u b t o t a l A/E Consultant (Prime) A/E Consultant (Sub Consultants as Necessary) Sample Cost Estimating Template Version 2, Part B Phase Activity D a y s D u r a ti o n b y S c h e d u l e H o u r s D u r a ti o n T o t a l C o s t f o r I n d i v i d u a l A c ti v i t y C. Project Schedule 620 954 $158,874.27 Prepare and update monthly a master schedule 20 845 $142,059.50 1 32 $5,862.79 56 672 84 $136,196.71 Issue schedule updates 600 109 $16,814.77 1 8 $1,629.90 16 56 28 $15,184.87 D. Construction Cost Estimates 1. Cost Estimate 85 553 $96,097.43 Prepare construction cost estimate 20 194 $33,746.31 2 16 2 $3,388.74 8 160 6 $30,357.57 Obtain agency approval 20 30 $5,083.11 2 16 2 $3,388.74 1 8 1 $1,694.37 Prepare a reï¬ned cost estimate 20 254 $44,328.52 2 16 2 $3,388.74 8 220 6 $40,939.78 Submit revised budget to agency 20 30 $5,083.11 2 16 2 $3,388.74 1 8 1 $1,694.37 Establish a not to exceed cost of construction 5 45 $7,856.38 2 16 2 $3,388.74 4 20 1 $4,467.64 2. Budget 484 284 $52,025.56 Monitor the Budget 484 142 $26,012.78 28 112 2 $26,012.78 $0.00 Submit monthly Budget Report 142 $26,012.78 28 112 2 $26,012.78 $0.00 3. Final Estimate 22 262 $45,941.39 Prepare Final Estimate prior to bid 22 262 $45,941.39 4 32 2 $6,648.55 16 200 8 $39,292.85 E. Coordination 484 1086 $168,690.18 Organize Meetings 484 58 $10,005.66 56 2 $10,005.66 $0.00 Conduct Meetings 580 $98,558.10 112 112 112 224 20 $98,558.10 $0.00 Compile and prepare meeting minutes 392 $56,516.31 40 224 128 $56,516.31 $0.00 Distribute meeting minutes 56 $3,610.12 56 $3,610.12 $0.00 F. Procurement HOURS HOURS HOURS HOURS HOURS HOURS HOURS HOURS HOURS HOURS ACRP 01 20 Handbook Appendix D â Sample Forms Page 7 of 8 1. Bid Documents 20 164 $22,091.28 Provide the bid documents to the Procurement Department 20 164 $22,091.28 40 20 20 20 20 8 16 4 $19,670.75 4 4 2 4 2 $2,420.53 2. Assist the Agency 44 596 $83,558.12 Assist in preparing construction contracts 44 228 $36,227.65 120 20 80 8 $36,227.65 $0.00 Attend pre bid meetings 48 $7,833.27 8 8 8 8 8 8 $7,833.27 $0.00 Prepare pre bid meeting minutes 14 $2,106.71 2 8 4 $2,106.71 $0.00 Review bidder questions 268 $31,761.23 120 40 40 40 4 20 4 $31,761.23 $0.00 Issue Addenda, as necessary 38 $5,629.25 8 8 8 2 8 4 $5,629.25 $0.00 HOURS HOURS HOURS HOURS
Sam ple Form s 101 C A D D T e c h n i c i a n C i v i l E n g i n e e r s C o n t r a c t A d m i n i s t r a t o r s E l e c t r i c a l E n g i n e e r s S p e c i ï¬ c a ti o n W r i t e r s T e c h n i c a l W r i t e r s P r i n c i p a l i n C h a r g e P r o j e c t M a n a g e r s A d m i n i s t r a ti v e C o s t S u b t o t a l C A D D T e c h n i c i a n C i v i l E n g i n e e r s C o n t r a c t A d m i n i s t r a t o r s E l e c t r i c a l E n g i n e e r s S p e c i ï¬ c a ti o n W r i t e r s T e c h n i c a l W r i t e r s P r i n c i p a l i n C h a r g e P r o j e c t M a n a g e r s A d m i n i s t r a ti v e C o s t S u b t o t a l A/E Consultant (Prime) A/E Consultant (Sub Consultants as Necessary) Sample Cost Estimating Template Version 2, Part B Phase Activity D a y s D u r a ti o n b y S c h e d u l e H o u r s D u r a ti o n T o t a l C o s t f o r I n d i v i d u a l A c ti v i t y 3. Review 22 268 $42,606.17 Provide review and analysis of bids 22 0 $0.00 $0.00 $0.00 Attend Bid Opening 24 $4,403.17 4 20 $4,403.17 $0.00 Review of Bids/Analysis 202 $31,389.03 40 40 40 4 40 4 $25,801.13 8 8 8 8 2 $5,587.89 Provide recommendation of award/ranking 42 $6,813.97 8 8 8 8 8 2 $6,813.97 $0.00 G. Construction Administration 1. Provide construction administration services 484 1190 $183,407.97 Shop Drawing review 484 328 $48,118.65 80 200 8 20 20 $48,118.65 $0.00 Request for Information (RFI) review 328 $48,118.65 80 200 8 20 20 $48,118.65 $0.00 Attendance at Construction Meetings 266 $47,924.04 20 20 50 176 $47,924.04 $0.00 Consultation 268 $39,246.63 40 80 8 20 20 $24,375.58 40 40 2 16 2 $14,871.05 2. Design Revisions 88 982 $140,483.12 Prepare design revisions 88 266 $32,456.98 100 40 100 2 16 8 $32,456.98 $0.00 Issue design revisions 266 $32,456.98 100 40 100 2 16 8 $32,456.98 $0.00 Provide Cost Estimates for design revisions 274 $48,323.00 2 16 8 $3,775.54 40 200 8 $44,547.46 Assist Agency with negotiation for design revisions 108 $17,150.48 8 80 20 $17,150.48 $0.00 Assist Agency with preparation of change orders 68 $10,095.67 8 40 20 $10,095.67 $0.00 TOTALS 3169 22739 $2,987,992.03 6213 2619 192 3053 2472 308 513 2086 591 $2,277,800.36 260 1264 86 306 236 52 255 1932 301 $710,191.68 HOURS HOURS HOURS HOURS HOURS HOURS ACRP 01 20 Handbook Appendix D â Sample Forms Page 8 of 8 Rates Yearly Salary 65,000 122,000 118,000 122,000 118,000 118,000 180,000 145,000 53,000 75,000 114,000 118,000 122,000 114,000 75,000 180,000 145,000 53,000 Annual Work Hours 2080 31.25 58.65 56.73 58.65 56.73 56.73 86.54 69.71 25.48 36.06 54.81 56.73 58.65 54.81 36.06 86.54 69.71 25.48 Multiplier 1.3 40.63 76.25 73.75 76.25 73.75 73.75 112.50 90.63 33.13 46.88 71.25 73.75 76.25 71.25 46.88 112.50 90.63 33.13 Proï¬t (percentage) 10% 7.19 13.49 13.05 13.49 13.05 13.05 19.90 16.03 5.86 8.29 12.61 13.05 13.49 12.61 8.29 19.90 16.03 5.86 79.06 148.39 143.53 148.39 143.53 143.53 218.94 176.37 64.47 91.23 138.66 143.53 148.39 138.66 91.23 218.94 176.37 64.47 Note: enter data in cells that are highlighted yellow. All other cells are automatically calculated. Base Hourly Rate (Salary / Work Hours) Total Cost per Hour Overhead Rate (Base Rate * Multiplier) Proï¬t (Base Rate + OH) * Proï¬t %
102 procuring and Managing professional Services for Airports ACRP 01-20 Handbook - Appendix D â Sample Forms Page 1 of 1 COMMITTEE SCORING SHEET Before the Committee meets, prepare this form by entering: Project Title, Evaluators' Names, and Weights for each Professional Service Provider. You will total Ratings, Criteria Scores and Total Score after Committee deliberations with Evaluators ratings. Please note any significant comments regarding the Professional Service Provider during the Committee Meeting. Professional Service Provider: PROJECT TITLE: Selection Criteria Evaluator's Name and Ratings (Circled) â3â = Exceeds Expectations; â2â = Meets Expectations; â1â = Does Not Meet Expectations Total Rating Weight Criteria Score (Product) 1. Objectives & Services 1 2 3 1 2 3 1 2 3 1 2 3 1 2 3 2. Work Plan/Methods 1 2 3 1 2 3 1 2 3 1 2 3 1 2 3 3. Management 1 2 3 1 2 3 1 2 3 1 2 3 1 2 3 4. Project Staff 1 2 3 1 2 3 1 2 3 1 2 3 1 2 3 5. Work Load & Resources 1 2 3 1 2 3 1 2 3 1 2 3 1 2 3 6. Experience of Team 1 2 3 1 2 3 1 2 3 1 2 3 1 2 3 7. DBE Participation 1 2 3 1 2 3 1 2 3 1 2 3 1 2 3 8. Geographical Location 1 2 3 1 2 3 1 2 3 1 2 3 1 2 3 9. Previous Performance Evaluations 1 2 3 1 2 3 1 2 3 1 2 3 1 2 3 The following criteria should be evaluated if the proposal includes price as an evaluation factor. (Please check funding source requirements.) 10. Billing Rates 1 2 3 1 2 3 1 2 3 1 2 3 1 2 3 11. Price 1 2 3 1 2 3 1 2 3 1 2 3 1 2 3 Evaluators' comments regarding final ratings and scores: Total Score:
Sample Forms 103 ACRP 01-20 Handbook - Appendix D â Sample Forms Page 1 of 1 Project Title / Project Number: Evaluator's Name / Phone Number: Evaluator's Signature / Date: PROPOSERS>> EVALUATOR RATING SHEET version 1 PR O FE SS IO NA L SE RV IC E PR O VI DE R 1 PR O FE SS IO NA L SE RV IC E PR O VI DE R 2 PR O FE SS IO NA L SE RV IC E PR O VI DE R 3 PR O FE SS IO NA L SE RV IC E PR O VI DE R 4 PR O FE SS IO NA L SE RV IC E PR O VI DE R 5 PR O FE SS IO NA L SE RV IC E PR O VI DE R 6 PR O FE SS IO NA L SE RV IC E PR O VI DE R 7 PR O FE SS IO NA L SE RV IC E PR O VI DE R 8 PR O FE SS IO NA L SE RV IC E PR O VI DE R 9 PR O FE SS IO NA L SE RV IC E PR O VI DE R 10 CRITERIA WGT Evaluators must independently Rate Criterion #1-9: "3" = Exceeds Expectations; "2" = Meets Expectations; â1â = Does not Meet Expectations 1. Objectives & Services 2. Work Plan/Methods 3. Management 4. Project Staff 5. Work Load & Resources 6. Experience of Team 7. DBE Participation 8. Geographical Location 9. Previous Performance Evaluations The following criteria should be evaluated if the proposal includes price as an evaluation factor. (Please check funding source requirements.) 10. Billing Rates 11. Price
104 procuring and Managing professional Services for Airports Evaluator Rating Sheet â version 2 RFP No. yy-### Architectural/Engineering Services for: _______________________________ ACRP 01-20 Handbook - Appendix D â Sample Forms Page 1 of 4 Firm: Evaluator: Rating Factors: (Note: Comments are required for all scores) 10 Outstanding Significantly Exceeds the Contract requirements in all respects; high probability of success; no significant weaknesses 8 Excellent Substantial response which meets in all aspects and in some cases exceeds the critical requirements; no significant weaknesses 5 Good Generally meets the minimum requirements; good probability of success; some weaknesses which can be readily corrected 2 Poor Lacks essential information; low probability of success; significant weaknesses 0 Non Responsive Fails to meet minimum requirements; major revisions required to make it acceptable Evaluation Criteria Weight Rating Score 1. Does the firm and proposed key staff members (Project Coordinator, Key Discipline leaders) have the appropriate: background, skills, experience (supported by references) to successfully carry out the contract? Have they successfully done âthis type of projectâ before for other organizations or this agency? (RFP Section xx and xx) 30 Comments: 2. Do the firms have adequate resources and demonstrated technical expertise to sustain the contract? 20 Comments: 3. Does the management / control structure convincingly show that the 20
Sample Forms 105 Evaluator Rating Sheet â version 2 RFP No. yy-### Architectural/Engineering Services for: _______________________________ ACRP 01-20 Handbook - Appendix D â Sample Forms Page 2 of 4 Evaluation Criteria Weight Rating Score team can deliver projects on time, in budget and with high quality? Has the firm established a reasonable internal structure for management of the work, including billing and progress reporting? Comments: 4. Did the proposal adhere to the requested requirements and present a credible and professional sample of work? 10 Comments: 5. As appropriate to the Technical Requirements of the RFP, are DBE or SBE firms effectively employed in the technical work and have goals been met? 10 Comments:
106 procuring and Managing professional Services for Airports Evaluator Rating Sheet â version 2 RFP No. yy-### Architectural/Engineering Services for: _______________________________ ACRP 01-20 Handbook - Appendix D â Sample Forms Page 3 of 4 Evaluation Criteria Weight Rating Score 6. Are key support staff readily available without significant travel? 10 Comments: General Comments:
Sample Forms 107 Evaluator Rating Sheet â version 2 RFP No. yy-### Architectural/Engineering Services for: _______________________________ ACRP 01-20 Handbook - Appendix D â Sample Forms Page 4 of 4 Technical Proposal Scoring Summary Criteria Weight Rating Score 1 30 2 20 3 20 4 10 5 10 6 10 Total 100 n/a Overall Reference Evaluation for Firm (Team) Outstanding (10 Points) Significantly exceeded client expectations. Client seeks to use firm whenever possible. Excellent (8 Points) Exceeded client expectations. Client would use firm again without reservation. Good (5 Points) Met expectations of client. Client would be willing to use firm again. Poor (2 Points) Did not meet expectations of client. Client would prefer not to use firm again. Non Responsive (0 Points) Firm was unable to complete assignment. Client will not use firm again. Evaluator Date Firm:
108 procuring and Managing professional Services for Airports Pre-Negotiation Checklist ACRP 01-20 Handbook - Appendix D â Sample Forms Page 1 of 1 In advance of meeting with a potential vendor to discuss/negotiate a contract for professional services, the following are items that should be established internally by the Agency. Some may already be in place based upon the standard contracting forms of your Agency. Others may be areas for negotiation with the vendor to establish the best terms and structure for the services which will be provided. 1. Are you properly prepared and organized for this negotiation session? 2. Is an agenda prepared to guide discussions during the negotiating sessions? 3. What areas of the Vendors proposal do you wish to review in detail? Have you prepared and reviewed your questions in advance? 4. Who will represent your Agency during the negotiations? Are you properly organizing your negotiations team when compared to who will represent the Vendor? 5. Can you communicate your expectations of the proposed vendor? 6. Are the Project Goals, Expectations and Deliverables clearly articulated and understood? 7. Do you have an established position on the following contract elements: Schedule and timing of any follow up Negotiations meetings The proposed Contract Language (also see No. 19) Insurance Requirements Allowable Profit Percentage What will be considered as an allowable Overhead Rate Will you allow any âmark-upâ on Sub-consultants or an allowance for their management? Will you allow Salary Escalation over multiple contract years How will payments be handled? Is there a payment for âmobilizationâ? Will there be Retainage? How frequently will invoices be submitted? Can electronic Invoicing and Payments be considered? How will Quality Assurance/Quality Control be compensated? Is it âintegratedâ throughout all Tasks or itemized as a separate Task/Activity? 8. Is the proper contract form being used? Is this contract better delivered as a âLump sumâ or âCost Plusâ? 9. Are there opportunities to include any forms of fee-incentives? 10. Will you be receptive to value-engineering opportunities? 11. How much work are you requiring the âLeadâ firm to perform? Is there a limit on how much work is performed by sub- consultants/vendors? 12. How comfortable are you with your estimate of the anticipated fee for this work? What is the basis of your estimate? 13. Do you have a detailed spreadsheet or other documents depicting your estimate of the effort and costs for this project? 14. Are adequate provisions included in the proposed contract to allow any potential negotiation of delay costs you may encounter? How will you handle any âRestartâ costs? 15. What project issues are you as the Client most concerned with? Have those been clearly communicated to the Vendor? 16. Have you identified any elements of this project that are unusual or complex? 17. What is your âwalk-awayâ limit for negotiations with this vendor? 18. What will be allowable as appropriate reimbursable expenses? Will a âmark upâ on expenses be allowed? 19. Do you have a Standard Contract form you will be using? Are there terms and conditions you will be willing to negotiate? 20. Can you detail the outcome of these negotiations that would be considered a âsuccessâ?
Sam ple Form s 109 Sample Risk Questionnaire NO. Phase Impacted Opportunity/ Threat Probability Cost Impact (CI) Schedule Impact (SI) Rank NOTES/Description 1.0 1.01 Design incomplete 0.0 1.02 Right of Way analysis in error 0.0 1.03 Environmental analysis incomplete or in error 0.0 1.04 Unexpected geotechnical issues 0.0 1.05 Change requests because of errors 0.0 1.06 Inaccurate assumptions on technical issues in planning stage 0.0 1.07 Surveys late and/or surveys in error 0.0 1.08 Materials/geotechnical/foundation in error 0.0 1.09 Structural designs incomplete or in error 0.0 1.10 Hazardous waste site analysis incomplete or in error 0.0 1.11 Need for design exceptions 0.0 1.12 Consultant design not up to Department standards 0.0 1.13 Context sensitive solutions 0.0 1.14 Fact sheet requirements (exceptions to standards) 0.0 1.15 Metro Subway Clearance 0.0 1.16 Tunnel Depth 0.0 1.17 Alignment 0.0 1.18 Rock Quality 0.0 1.19 Hardness 0.0 1.20 Settlement 0.0 1.21 Muck Removal 0.0 1.22 Connecting New Tunnel To NEC 0.0 1.23 user added 0.0 1.24 user added 0.0 1.25 Others 0.0 2.0 2.01 Landowners unwilling to sell 0.0 2.02 Priorities change on existing program 0.0 2.03 Inconsistent cost, time, scope, and quality objectives 0.0 2.04 Local communities pose objections 0.0 2.05 Funding changes for ï¬scal year 0.0 2.06 Political factors change 0.0 2.07 Stakeholders request late changes 0.0 2.08 New stakeholders emerge and demand new work 0.0 2.09 Inï¬uential stakeholders request additional needs to serve their own commercial purposes 0.0 2.10 Threat of lawsuits 0.0 2.11 Stakeholders choose time and/or cost over quality 0.0 2.12 user added 0.0 2.13 user added 0.0 2.14 Others 0.0 3.0 3.01 Permits or agency actions delayed or take longer than expected 0.0 3.02 New information required for permits 0.0 3.03 Environmental regulations change 0.0 3.04 Water quality regulation changes 0.0 3.05 Reviewing agency requires higher level review than assumed 0.0 3.06 Lack of specialized staï¬ (biology, anthropology, archeology, etc.) 0.0 3.07 Historic site, endangered species, wetlands present 0.0 3.08 EIS required 0.0 3.09 Controversy on environmental grounds expected 0.0 3.10 Environmental analysis on new alignments is required 0.0 3.11 Formal NEPA/404 consultation is required 0.0 3.12 Formal consultation is required 0.0 3.13 Issues expected 0.0 5 = Very High 4 = High 3 = Moderate 2 = Low 1 = Very Low 0 = none Technical Risks External Risks Environmental Risks ACRP 01 20 Handbook Appendix D â Sample Forms Page 1 of 2 3.14 Project in an area of high sensitivity for paleontology 0.0 3.15 Resources aï¬ected 0.0 3.16 Project in the Coastal Zone 0.0 3.17 Project on a Scenic Highway 0.0 3.18 Project near a Wild and Scenic River 0.0 3.19 Project in a ï¬oodplain or a regulatory ï¬oodway 0.0 3.20 Project does not conform to the state implementation plan for air quality at the program and plan level 0.0
110 procuring and M anaging professional Services for Airports Sample Risk Questionnaire NO. Phase Impacted Opportunity/ Threat Probability Cost Impact (CI) Schedule Impact (SI) Rank NOTES/Description 5 = Very High 4 = High 3 = Moderate 2 = Low 1 = Very Low 0 = none 3.21 Water quality issues 0.0 3.22 Negative community impacts expected 0.0 3.23 Hazardous waste preliminary site investigation required 0.0 3.24 Growth inducement issues 0.0 3.25 Cumulative impact issues 0.0 3.26 Pressure to compress the environmental schedule 0.0 3.27 user added 0.0 3.28 user added 0.0 3.29 Others 0.0 4.0 4.01 Inexperienced staï¬ assigned 0.0 4.02 Losing critical staï¬ at crucial point of the project 0.0 4.03 Insuï¬cient time to plan 0.0 4.04 Unanticipated project manager workload 0.0 4.05 Internal âred tapeâ causes delay getting approvals, decisions 0.0 4.06 Functional units not available, overloaded 0.0 4.07 Lack of understanding of complex internal funding procedures 0.0 4.08 Not enough time to plan 0.0 4.09 Priorities change on existing program 0.0 4.10 New priority project inserted into program 0.0 4.11 Inconsistent cost, time, scope and quality objectives 0.0 4.12 user added 0.0 4.13 user added 0.0 4.14 Others 0.0 5.0 5.01 Project purpose and need is poorly deï¬ned 0.0 5.02 Project scope deï¬nition is poor or incomplete 0.0 5.03 Project scope, schedule, objectives, cost, and deliverables are not clearly deï¬ned or understood 0.0 5.04 No control over staï¬ priorities 0.0 5.05 Too many projects 0.0 5.06 Consultant or contractor delays 0.0 5.07 Estimating and/or scheduling errors 0.0 5.08 Unplanned work that must be accommodated 0.0 5.09 Communication breakdown with project team 0.0 5.10 Pressure to deliver project on an accelerated schedule 0.0 5.11 Lack of coordination/communication 0.0 5.12 Lack of upper management support 0.0 5.13 Change in key staï¬ng throughout the project 0.0 5.14 Inexperienced workforce/inadequate staï¬/resource availability 0.0 5.15 Local agency issues 0.0 5.16 Public awareness/support 0.0 5.17 Agreements 0.0 5.18 user added 0.0 5.19 user added 0.0 5.20 Others 0.0 6.0 6.01 Utility relocation may not happen in time 0.0 6.02 Freeway agreements 0.0 Organizational Risks Project Management Risks Right of Way Risks ACRP 01 20 Handbook Appendix D â Sample Forms Page 2 of 2 6.03 Railroad involvement 0.0 6.04 Objections to Right of Way appraisal takes more time and/or money 0.0 6.05 user added 0.0 6.06 user added 0.0 6.07 Others 0.0 7.0 7.01 Inaccurate contract time estimates 0.0 7.02 Permit work windows 0.0 7.03 Utility 0.0 7.04 Surveys 0.0 7.05 Buried man made objects/unidentiï¬ed hazardous waste 0.0 7.06 user added 0.0 7.07 user added 0.0 7.08 Others 0.0 Construction Risks
Abbreviations and acronyms used without deï¬nitions in TRB publications: A4A Airlines for America AAAE American Association of Airport Executives AASHO American Association of State Highway Officials AASHTO American Association of State Highway and Transportation Officials ACIâNA Airports Council InternationalâNorth America ACRP Airport Cooperative Research Program ADA Americans with Disabilities Act APTA American Public Transportation Association ASCE American Society of Civil Engineers ASME American Society of Mechanical Engineers ASTM American Society for Testing and Materials ATA American Trucking Associations CTAA Community Transportation Association of America CTBSSP Commercial Truck and Bus Safety Synthesis Program DHS Department of Homeland Security DOE Department of Energy EPA Environmental Protection Agency FAA Federal Aviation Administration FHWA Federal Highway Administration FMCSA Federal Motor Carrier Safety Administration FRA Federal Railroad Administration FTA Federal Transit Administration HMCRP Hazardous Materials Cooperative Research Program IEEE Institute of Electrical and Electronics Engineers ISTEA Intermodal Surface Transportation Efficiency Act of 1991 ITE Institute of Transportation Engineers MAP-21 Moving Ahead for Progress in the 21st Century Act (2012) NASA National Aeronautics and Space Administration NASAO National Association of State Aviation Officials NCFRP National Cooperative Freight Research Program NCHRP National Cooperative Highway Research Program NHTSA National Highway Traffic Safety Administration NTSB National Transportation Safety Board PHMSA Pipeline and Hazardous Materials Safety Administration RITA Research and Innovative Technology Administration SAE Society of Automotive Engineers SAFETEA-LU Safe, Accountable, Flexible, Efficient Transportation Equity Act: A Legacy for Users (2005) TCRP Transit Cooperative Research Program TEA-21 Transportation Equity Act for the 21st Century (1998) TRB Transportation Research Board TSA Transportation Security Administration U.S.DOT United States Department of Transportation
