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

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42 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). Value Percent Count Yes 68.3 28 No 31.7 13 Total 41 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). Value Percent Count Yes 29.6 8 No 55.6 15 Unsure 14.8 4 Total 27 3. What best describes the tools or procedures you use to establish contract durations? Value Percent Count Purchased off the shelf 10.7 3 Custom developed 53.6 15 Purchased off the shelf and then customized 10.7 3 Other—please specify 25.0 7 Total 28 Responses "Other—please specify" Count Left blank 34 Agency procedure that sometimes use off-the-shelf CPM schedule software 1 In house 1 Large Projects—Primavera; Small Projects—Documented Procedures 1 Use customized Excel templates 1 Various tools at discretion of Project Manager 1 We determine work day study based upon data. 1 We use Primavera software and our scheduling guidelines. 1 4. On average, how accurate are your contract duration estimates compared to actual project duration? Value Percent Count ± 0–25% 33.3 9 ± 25–50% 3.7 1 ± 50–100% 25.9 7 ± >100% 0.0 0 Unsure 37.0 10 Total 27 APPENDIX B Aggregated Survey Results

43 5. What division within your agency is primarily responsible for estimating contract duration? Value Percent Count Design 42.9 12 Procurement 3.6 1 Construction 25.0 7 Other—please specify 28.6 8 Total 28 Responses “Other—please specify” Count Left blank 33 Contracts & Specifications, with review from Construction 1 Contracts office 1 Design establishes the duration and Construction reviews it 1 District 1 Estimating 1 Field Div. Construction Engineer with input from Pre-Const. Mgr. 1 Project Management Office—previously part of Construction 1 The local project offices determine the schedules. 1 6. For which of the following contract delivery methods does your agency use a documented/defined procedure to estimate contract duration? Value Percent Count Design-Bid-Build 96.4 27 Design-Build 46.4 13 Construction Management/General Contractor 7.1 2 Total 28 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)? Value Percent Count Same procedure for all delivery methods 57.7 15 Individual procedures for each delivery method 34.6 9 Design-Bid-Build and Design-Build use the same method. 7.7 2 Design-Build and Construction Management/General Contractor use the method. 0.0 0 Design-Bid-Build and Construction Management/General Contractor use the method. 0.0 0 Total 26 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)? Value Percent Count Yes 28.6 8 No 57.1 16 Unsure 14.3 4 Total 28

44 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)? Value % Count Our agency has a documented duration revision process PRIOR TO contractor award. 44.4 12 Our agency has a documented duration revision process AFTER contract award. 51.9 14 Our agency does not have a documented contract duration revision process, 33.3 9 Total 27 10. For which delivery methods are there documented duration revision procedures? Value Percent Count Design-Bid-Build 100.0 18 Design-Build 44.4 8 CM/GC 11.1 2 Total 18 11. What percentage breakdown of the following contract duration types does your agency use? Response ID Calendar Day Working Day Completion Date 43 0% 0% 100% 54 0% 0% 100% 62 0% 0% 100% 37 0% 0% 100% 49 0% 0% 100% 50 0% 0% 100% 39 1% 0% 99% 22 2% 0% 98% 25 2% 0% 98% 38 3% 1% 96% 46 5% 0% 95% 26 5% 5% 90% 27 5% 15% 80% 56 0% 95% 5% 32 5% 95% 0% 24 5% 90% 5% 53 5% 90% 5% 28 5% 80% 15% 36 10% 90% 0% 55 10% 80% 10% 30 10% 80% 10% 31 18% 80% 2% 57 20% 70% 10% 65 30% 70% 0% 47 40% 20% 40% 35 97% 0% 3% 64 98% 0% 2% 34 100% 0% 0%

45 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)? Value Percent Count Yes 28.6 8 No 64.3 18 Unsure 7.1 2 Total 28 13. (Only visible to participants who indicated “Same procedure for all delivery methods” in Ques- tion 7.) What guidance contributed to the procedures/methods you use for establishing contract durations (Please check all that apply)? Value Percent Count University/Transportation Research Developed—Specific to Your Agency 13.3 2 University/Transportation Research Developed—Related to Other Agencies 6.7 1 Developed/derived by Internal Personnel/Efforts 80.0 12 Developed/Adapted by Third Party 13.3 2 Federal Guidance 20.0 3 Federal Regulations 6.7 1 Contractor Input 20.0 3 Total 15 Please specify any other guidance that may be used in establishing contract duration. Count Response 1 We use Primavera software and our Scheduling Manual 1 http://www.dot.state.fl.us/construction/SchedulingEng/SchedulingMain.shtm 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 establishing contract durations (Please check all that apply)? Design-Bid-Build Design- Build Construction Management/General Contractor University/Transportation Research Developed—Specific to Your Agency 2 0 0 University/Transportation Research Developed—Related to Other Agencies 0 0 0 Developed/Derived by Internal Personnel/Efforts 10 3 2 Developed/Adapted by Third Party 1 0 2 Federal Guidance 3 2 0 Federal Regulations 1 1 0 Contractor Input 1 3 2 Please specify any other guidance that may be used in establishing contract duration. Count Response 1 For activity durations we may also reference production rate publications.

46 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)? Value Percent Count Critical Path Method—using project specific logic 60.0 9 Critical Path Method—using static logic 26.7 4 Cost/Value Loaded Methods 0.0 0 Historic Project Durations 66.7 10 Equations to Estimate Project Durations (potentially regression based) 20.0 3 Generic Production Rates (rates from outside sources) 20.0 3 Static Production Rates (agency based, just not frequently updated) 66.7 10 Historic Project Production Rates (agency based and frequently updated) 20.0 3 Intelligent Production Rates (e.g., adjusted for location, project scale) 20.0 3 Construction Personnel Estimates 60.0 9 Construction Personnel Verification 53.3 8 Contractor Input 26.7 4 Unsure 0.0 0 Total 15 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 7 4 3 Critical Path Method—using static logic 0 0 0 Cost/Value Loaded Methods 0 2 1 Historic Project Durations 6 2 2 Equations to Estimate Project Durations (potentially regression based) 0 0 0 Generic Production Rates (rates from outside sources) 3 0 1 Static Production Rates (agency based, just not frequently updated) 4 1 0 Historic Project Production Rates (agency based and frequently updated) 8 2 2 Intelligent Production Rates (e.g., adjusted for location, project scale) 2 2 1 Construction Personnel Estimates 5 2 2 Construction Personnel Verification 2 2 1 Contractor Input 2 3 2 Unsure 0 1 1

47 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)? Value Percent Count Weather 60.0 9 Letting/Award Time of Year 80.0 12 Long-Lead Time Materials 60.0 9 Project Phasing 86.7 13 Maintenance of Traffic 80.0 12 Seasonal Shutdowns and Seasonal Limitations 80.0 12 Permit/Environmental Restrictions 66.7 10 Right-of-Way Limitations 53.3 8 Utility Conflicts/Limitations 60.0 9 Milestones 66.7 10 Market Conditions (e.g., Material Price Index) 0.0 0 Economies of Scale in Bid Item Quantities for Production Rates 20.0 3 Project Size Effect on Production Rates 33.3 5 Require Maintenance of Access 33.3 5 Community Factors (School Sessions, Fairs, Conventions, Events) 80.0 12 Potential Contractor Equipment & Production Capability 26.7 4 Multiple Shifts 53.3 8 Letting/Award Delays 6.7 1 None 0.0 0 Total 15 Please specify any other criteria/factors that are considered when establishing contract durations. Count Response 1 Letting/Award Delays are considered in determining contract start and completion dates, but not contract duration (i.e., project duration is just shifted due to award delays). 1 For long lead items, FDOT will sometimes specify a procurement period prior to beginning of construction contract time being charged.

48 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 establishing contract durations (Please check all that apply)? Design-Bid-Build Design- Build Construction Management/General Contractor Weather 8 2 1 Letting/Award Time of Year 10 3 1 Long-Lead Time Materials 10 4 1 Project Phasing 10 4 1 Maintenance of Traffic 10 4 1 Seasonal Shutdowns and Seasonal Limitations 8 4 1 Permit/Environmental Restrictions 10 4 1 Right-of-Way Limitations 9 4 1 Utility Conflicts/Limitations 9 4 1 Milestones 8 4 1 Market Conditions (e.g., Material Price Index) 0 0 0 Economies of Scale in Bid Item Quantities for Production Rates 2 1 1 Project Size Effect on Production Rates 7 3 1 Require Maintenance of Access 2 2 1 Community Factors (School Sessions, Fairs, Conventions, Events) 9 4 1 Potential Contractor Equipment and Production Capability 5 2 1 Multiple Shifts 6 3 1 Letting/Award Delays 5 2 1 None 0 1 1 Please specify any other criteria/factors that are considered when establishing contract durations. Count Response 1 not clear on approach for DB or CMAR 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)? Value Percent Count Lane Rental 64.3 9 Cost-Plus-Time (A+B) Bidding 78.6 11 Incentives and Disincentives 92.9 13 Total 14 Please specify any other special conditions that are used in conjunction with the contract duration. Count Response 1 Hourly liquidated damages for extended lane closures beyond those allowed for in the contract.

49 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 4 1 0 Cost-Plus-Time (A+B) Bidding 8 3 0 Incentives and Disincentives 10 3 1 Please specify any other special conditions that are used in conjunction with the contract duration. Count Response 1 not clear on approach for DB or CMAR 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? Value Percent Count Yes 76.9 10 No 0.0 0 Unsure 23.1 3 Total 13 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? Yes No Unsure Do Not Use Design-Bid-Build 8 0 2 0 Design-Build 2 0 4 0 Construction Management/General Contractor 2 0 1 0 23. (Only visible to participants who selected “Incentives and Disincentives” in Questions 19.) How often does your agency pay out contract incentives? Value Percent Count Never 0.0 0 Rarely 15.4 2 Sometimes 46.2 6 Often 38.5 5 Total 13

50 24. (Only visible to participants who selected “Incentives and Disincentives” in Questions 20.) How often does your agency pay out contract incentives? Never Rarely Sometimes Often Design-Bid-Build 0 3 6 0 Design-Build 0 2 3 0 Construction Management/General Contractor 0 1 1 0 25. (Only visible to participants who selected “Incentives and Disincentives” in Questions 19.) How often does your agency collect contract disincentive payments? Value Percent Count Never 7.7 1 Rarely 23.1 3 Sometimes 61.5 8 Often 7.7 1 Total 13 26. (Only visible to participants who selected “Incentives and Disincentives” in Questions 20.) How often does your agency collect contract disincentive payments? Never Rarely Sometimes Often Design-Bid-Build 1 2 5 0 Design-Build 1 2 1 0 Construction Management/General Contractor 1 1 0 0 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)? Value Percent Count Percent of projects over set contract duration 62.5 5 Percent of projects under set contract duration 25.0 2 Percent of projects requiring a change to contract duration 50.0 4 Percent change within individual projects 25.0 2 Amount of Incentives/Disincentives 0.0 0 Total 8 Please specify any other methods used to measure performance of contract duration. Count Response 1 We don’t measure performance formally. 1 Difficult to measure; failure to complete on time often a contractor resource issue and/or owner change/delay. 1 Contractor’s performance relative to contract duration is evaluated annually and at completion of project, but not reported back to those estimating contract time. 1 FDOT tracks performance of each contract determining amount of time change from original to final. http://www.dot.state.fl.us/construction/CONSTADM/reports/cost&timeNEW/Construction OfficeReport.shtm http://www.dot.state.fl.us/construction/CONSTADM/reports/perfmeasNEW/PerformanceMain.shtm

51 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 6 3 0 Percent of projects under set contract duration 4 2 0 Percent of projects requiring a change to contract duration 5 2 0 Percent change within individual projects 1 0 0 Amount of Incentives/Disincentives 1 0 0 Please specify any other methods used to measure performance of contract duration. Count Response 1 None 1 Not clear on approach for DB or CMAR 1 There are too many variables and too many different scenarios that make it difficult to measure the performance of the contract durations. 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)? Value Percent Count Simple 78.6 11 Sophisticated 21.4 3 Labor Intensive 28.6 4 Program Assisted/Automated 42.9 6 Calculated by Hand 50.0 7 Construction Experience Dependent 50.0 7 Effective 35.7 5 Ineffective 0.0 0 Reduces Claims for Additional Time 14.3 2 Is an Asset to Managing Agency Personnel 7.1 1 Total 14 Other, please specify Count Response 1 Larger projects receive a more thorough review for allowable contract time. 1 For small projects, approx. under $1.5 million, computer/project specific templates are used. Larger projects with multiple phases are calculated by hand. 1 Relatively effective method with general guidance to use a CPM approach based primarily on production rates developed with various considerations and input.

52 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 7 0 1 Sophisticated 5 1 0 Labor Intensive 1 0 1 Program Assisted/Automated 3 2 0 Calculated by Hand 5 0 1 Construction Experience Dependent 5 2 1 Effective 7 1 0 Ineffective 1 1 1 Reduces Claims for Additional Time 2 0 0 Is an Asset to Managing Agency Personnel 3 1 0 Other, please specify Count Response 1 Not clear on approach for DB or CMAR 31. Does your agency plan to develop or refine procedures in establishing contract duration in the near future? Value Percent Count Yes 14.3 4 No 42.9 12 Unsure 42.9 12 Total 28 If yes, for which delivery methods (check all that apply)? Value Percent Count Design-Bid-Build 100.0 4 Design-Build 75.0 3 CM/GC 50.0 2 Total 4 Responses “Other—please specify” Count Left Blank 41

53 32. In what area do your current procedures or tools need improvement? Value Percent Count Improved Accuracy 37.0 10 Improved Usability 18.5 5 Increased Automation 33.3 9 Adaptability to Multiple Delivery Methods 33.3 9 Increased Feedback/Communication Between Agency Divisions 63.0 17 No Improvement Needed 7.4 2 Other—please specify 18.5 5 Total 27 Responses “Other—please specify” Count Left blank 36 Just needs updating 1 More automated and accurate method for updating production rates 1 Motivation to use the tools 1 PM’s appreciation—i.e., not just Check the Box. 1 1Options to allow contractor flexibility while minimizing impact to public without adding incentive costs 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. Count Response 1 I. 1 Not sure how to provide link to our in-house project templates. 1 http://epg.modot.mo.gov/index.php?title=237.8_Contract_Time 1 http://mdotcf.state.mi.us/public/design/englishroadmanual/please see chapter 14—appendix B 1 http://transportation.ky.gov/Highway-Design/Pages/Software-and-Support.aspx 1 http://www.dot.state.pa.us/public/pdf/pub449.pdf Publication 449 1 http://www.iowadot.gov/contracts/LettingGuidelines.pdf 1 http://www.mdt.mt.gov/business/consulting/contracttime.shtml 1 http://www.state.nj.us/transportation/eng/documents/BDC/pdf/CSM20130430.pdf 1 http://www.virginiadot.org/business/const/constrschresspecs.asp 1 We use three types of tools: Spreadsheet tool (uploaded) Regression Analysis Application (will not upload) CPM Progress Schedules (using Primavera P6) 1 http://www.dot.state.fl.us/construction/manuals/cpam/New%20Clean%20Chapters/Chapter1s2.pdf http://www.dot.state.fl.us/construction/SchedulingEng/GuidellinesForEstablishingContractDuration. pdf 1 The attached RFP outlines the general process we use to create the Contract Time Determination (CTD). 1 http://www.transportation.wv.gov/highways/engineering/DD/2014%20DD%20Manual%20MASTER. pdf WVDOH DESIGN DIRECTIVES DD-803

54 34. If your agency has performed analysis on the effectiveness of your contract duration procedure, please attach, provide link, or describe below. Count Response 1 Have not performed a formal analysis since 2009. Used Excel. 1 FDOT tracks performance of each contract determining amount of time change from original to final. http://www.dot.state.fl.us/construction/CONSTADM/reports/cost&timeNEW/Construction OfficeReport.shtm http://www.dot.state.fl.us/construction/CONSTADM/reports/perfmeasNEW/Performance Main.shtm 35. Please describe or attach your contract duration revision procedure. Count Response 1 Done by change order 1 http://www.mdt.mt.gov/business/consulting/contracttime.shtml 1 Any requests for revisions from contractors before the bid letting or change orders that impact time are hand calculated. 1 I. Prior to a Letting, if Contractors submit requests for contract time review with a justification for the request, the Estimators review the concern and often follow-up with appropriate personnel. The final decision is posted for all bidding Contractors to review. 2. After the contract is awarded, the Construction Division Engineers can modify the contract time in conjunction with change orders. 1 Change Order process, contract time proposals and time extension procedures are defined/established as part of each construction contract. 1 http://www.dot.state.fl.us/rddesign/PPMManual/2016/Volume1/2016Volume1.pdf http://www.dot.state.fl.us/construction/manuals/cpam/New%20Clean%20Chapters/Chapter7s2.pdf 1 Contractor Time Extension requests are handled in accordance with Section 108.03. They are submitted through the Resident Engineer to the Project Management Office. We review them for compliance with the Specs and our contemporaneous reviews of the Contractor's Schedule Updates during the life of the project.