Subsurface Utility Engineering Information for Airports (2012)

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38 Following is a brief questionnaire intended to identify how airports and other organizations collect, store, and use information about subsurface utilities. We will use these questions as a guide during a phone interview. Answers to these questions from a variety of airports will be consolidated to identify industry best practices, technological trends, and opportunities for further research that will benefit airports and utility providers. These findings and recommendations will be published in an Airport Cooperative Research Program synthesis report. The specific information you provide will not be publicly available in a manner that can be associated with you or your airport. Consolidated statistics, which combine results from many airports, will be published in the final report. Participant Name: __________________________________________________________ Contact Information: ________________________________________________________ Qualifying Questions • Are you willing to participate? Yes. No • Do you have experience with collecting or using utilities information? Yes. No • Do you have 30–45 minutes for a phone interview? Yes. No. Later _____________ General • What airport (or organization) do you work for? __________ • What is the organizational structure of your airport? � Part of an authority that operates an airport(s) � Part of the city � Part of the county � Other: ____________________________ • In what department do you work (please indicate closest match)? � Planning � Engineering � Property management � Maintenance � Operations � Other: ________________________ Collecting Information About Utilities • What sources of subsurface utilities information do you use (check all that apply)? � Record drawings from completed projects � Maintenance shop drawings � Consolidated utility drawings (CADD) � Use a spatially-enabled database (GIS) to pull up utility information � Consolidated utility model (GIS) • Which utilities cause more problems from a data collection standpoint than others? Why? • Do you use Subsurface Utility Engineering (SUE)? Yes. No If yes, describe your use of SUE: • Has your organization contracted with a consultant/contractor within the last 3 years to provide SUE services? If so, were these services contracted via: � No, we have not contracted for subsurface utilities engineering services � Within the scope of design contract(s) � Within the scope of construction contract(s) � Separate subsurface utilities engineering contract(s) � On-call subsurface utilities engineering contract(s) • Other: ________________________________ • Do you require your consultants to use SUE? Yes. No Appendix A interview Questionnaire

39 • Do you use SUE on a project by project basis? Yes. No • Do you use SUE to globally map airport utilities to improve the base utility information? Yes. No • Do you have a pre-qualification process for SUE consultants? • Do you procure SUE on a qualifications-based selection or low-bid? • On what percentage of CIP projects do you use the following field data collection techniques? ___ % Airport or consultant survey of one-call marks ___ % QLB (marks and survey by same company and stamped as QLB) ___ % Aerial or field survey of utility structures and use records to fill in the gaps ___ % Pothole/no survey ___ % Test holes leading to QLA data (survey of exposed utility stamped) ___ % Other: ________________ • On what percentage of projects do you use the following technologies? ___ % RFID Marker Balls ___ % GPS-enabled cameras ___ % 3-D multi-channel radar ___ % 2-D single channel radar ___ % other advanced geophysics (i.e., not standard pipe and cable locators) ___ % lidar survey for exposed utilities ___ % other advanced survey techniques for exposed utilities ___ % Field tablet comparison of observations vs. utilities in GIS with corrections as necessary ____ Other: • Do you record and/or require metadata (i.e., information about the data such as who collected it, how, and when) about your utilities information? Yes. No. Unsure • Do you currently have access to information on the location of utilities installed by the FAA (i.e., electrical or telecommunica- tions lines to control tower and navigational aids) at your airport? • Does the FAA have access or request any utility information from you before their projects? As-Built or Record Drawings • For what percent of construction projects that involve utilities do you request “as-built” drawings? � 75%–100% � 50%–75% � 25%–50% � Less than 25% • For what percent of construction projects that involve utilities do you receive “as-built” drawings? � 75%–100% � 50%–75% � 25%–50% � Less than 25% • Are these “as-builts” typically � Annotations to design documents � CADD documents updated to accurately depict as-built conditions � GIS data deliverables � Other: ____________________________ • Are the “as-builts” you received stamped by a surveyor or engineer? Yes. No • How long does it take to receive “as-built” drawings from consultants/contractors after a project is completed? � Within 30 days � 30–90 days � More than 90 days � Never • Do you have written standards for “as-builts”? Yes. No. If Yes, what do these standards cover (e.g., layering, format, accuracies)? • Do the “as-builts” you receive meet your needs? Please explain. • What methods do you use to enforce or incent your consultants, tenants, FAA, or others to supply “as-builts” according to your standards? • Do you incorporate “as-built” drawings into master utility drawings and/or a central GIS database? Yes. No � If so, describe the process and the groups involved. How long does it take to get as-built drawings into the GIS database and make them accessible? • Do you require maintenance personnel to supply utility information during routine maintenance dig-ups if it doesn’t agree with records and to what degree of accuracy? Storage of Utilities Information • Where is the utilities information you use kept (please check all that apply)? � Document management system � Central GIS database

40 � Record documents physically stored in a central place � Tenants keep their own, airport retrieves as required � FAA keeps their own � Other: _____________________________________________ • Are utilities record drawings kept in a central document management system? Yes. No � How far back are historical records available? � What is the process for entering new records drawings into the system? � Are documents geo-referenced and searchable using a map? Is it GIS capable? � Do consultants have access to these records? If so, what is the procedure for gaining access? • Is there or was there a military presence at your airport? If so, how did or do you get information on utilities installed by the military? • Is utility information readily available to everyone who needs it in a timely fashion? • Do you require that your utilities data be kept in compliance with standards? If so, which standards do you use? � ASCE 38 for collection and depiction � SDSFIE � National CADD Standards � FAA Airports GIS � Utility models from GIS/CADD software vendors � Internally developed � Other: • Do there need to be better standards developed? If so, describe. • Are there any problems with how the utility information is presented in the output you receive? Use of Utilities Information • Which departments in your airport use utilities data on a regular basis (please check all that apply)? � Planning � Engineering � Property management � Maintenance � Operations � Other: ________________________ • How important are accurate utilities information viewed by the rest of your colleagues who use utility data? • Do you feel your colleagues get the maximum value out of the utilities data you already have? • How often do external stakeholders (i.e., consultants, tenants, FAA, utility companies, city/county, etc.) require utilities data from the airport? � Which department is responsible for providing this information to them? � Do you have any written agreements that govern the use of these data? • Which utilities cause more problems from a design and construction standpoint than others? Why? • How many change orders do you typically get per year/or on a project? __________ � On average, what percentage of those is due to utilities? ________________ � Approximately what percentage of these change orders could have been avoided with better utilities information? _____________% � What are the causes of the change orders that could not have been avoided with better information? • Approximately, how many unintentional utility breaks have occurred at your airport over the past five years? (confidential) _____________________ • What percentages of CI projects use these procedures to manage utility data? ____% Utility meeting at start of project ____% Utility meetings during project in some periodic fashion ____% Utility Conflict Matrix ____% Utility relocation cost estimates ____% Database of historical utility relocation costs ____% Appointed project utility coordinator ____% Formal/standard utility data-gathering and use flowchart/procedures • How and when do you communicate capital improvement project information to affected utility owners? • Do you allow your consultants to choose how and when they will map utilities or does the airport mandate the process? • Are Design+Build projects handled any differently than when design is contracted separately from construction? • What organization/department is the official “One Call” responder for airport-owned utilities on airport property? • Do one-call responders use airport utility records? Yes. No � What kind? • Do One-Call responders notify anyone if the records disagree with their field findings? • Do you have a formalized Buried Asset Management Program? Buried Asset Management is a standardized program within an organization that can address all aspects of its underground infrastructure including but not limited to inventory, location, condition, 3R (replacement, renewal, and repair) decisions, capacity, data management and dissemination, operation and main- tenance, and output display. Its objective is to maximize the value derived from an asset stock over the whole life cycle, within the context of delivering appropriate levels of service to customers, communities and the environment, and at an acceptable level of risk.

41 If so, briefly describe. • Does your airport use the following types of software in conjunction with utilities information? � Desktop GIS _______________________ � Desktop CADD ______________________ � Enterprise/web GIS ___________________ � Asset or financial management systems ____________ � Mobile applications on cell phones or PDAs _____________ • Describe some of your utility conflicts “horror stories.” (confidential) Quality of Utilities Information Please indicate below the relative quality of your utilities information. Please consider quality as encompassing accuracy, timeliness, comprehensiveness, and availability of the data. Strongly Agree Agree Not Sure Disagree Strongly Disagree Meets my needs Meets my colleagues’ needs Is better than it was 5 years ago Is better than other airports Is better than our city/county On a scale from 1–10, where 1 is no data and 10 is sufficiently accurate, timely, and comprehensive utilities data, where does your utilities data currently fall?______ Please indicate below the positional accuracy you typically require of your utilities data <3 in. 3–12 in. 1–3 ft 3–10 ft >10 ft Horizontal location of appurtenances Vertical location of appurtenances Horizontal location of subsurface features Vertical location of subsurface features • What improvements would you want to make to the quality of your utilities information? Best Practices (again, this information will be kept in confidence). • Do you feel your airport collects, maintains, and uses utilities information in the best manner possible? Yes. No. If no, please indicate what improvements could be made? • Which airports (if any) collect, maintain, and use utilities information better than your airport (this information will be held in confidence)? • Which organizations or types of organizations (other than airports) collect, maintain, and use utilities information better than airports? Additional Comments