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Questionnaire Survey

Name: Organization: Department: Designation: Email: Phone: Fax:

May we further contact you with respect to the information provided from this questionnaire and our research goals? ____Yes ____No

P S Tambe, CP-1509, CEPT University

QUESTIONNAIRE Part 1 General Company Information Q1. Can you tell us about your company in terms of size, turnover and type of projects? . A. No of Employees a. 100 200 c. 200 500 b. 500 1000 d. > 1000 B. Annual Turnover (INR) a. 200 Cr 500 Cr c. 1000 Cr 2000 Cr C. Type of Projects a. Public Sector

b. 500 Cr 1000Cr d. 2000 Cr 5000 Cr

b. Private Sector

Part 2 - Contract Preparation, Planning and Formulation Q2. If so, what are the phases of this process? a. RFP / RFQ b. Scrutiny & Analysis c. Contract Preparation d. Any other Q3. Does your company have a formal process in place for contract winning and negotiation? . a. Yes b. No Q4. How long has the process been in place? a. 0 2 years b. 2- 5 years c. > 5 years Q6. How long does it take to prepare a contract? a. 30 Days b. 30 45 Days c. 45-60 Days d. 60 90 Days Q5. Has it been modified over time? a. Yes b. No Q6. Who are the personnel involved in contract agreements? a. Project team b. Contract Department
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c. Finance Department d. All the above Q7. What type of contracts do you usually adopt? a. Lump Sum b. Cost Plus c. Time & Material d. Any other (Combination) Q8. When formulating the contract how are the details elaborated? a. Specific b. General c. Depends d. Cant Say

Part 3 Contract Negotiation Q9. Can you tell us about the negotiation stage? a. Based on past similar projects b. Based on Current Market c. Any other Q10. Do you store experience and results from past contract negotiations? a. Yes b. No c. Cant Say Q11. Do you use this knowledge from past projects? a. Yes b. No c. Cant Say Q12. Are the project risks discussed and accounted for? a. Yes b. No Q13. Is there a change management and claims management procedure? a. Yes b. No Part 4 - Contract Pricing Q14. Do you have a costing & estimation Database? a. Yes b. No Q15. Does the database take into account all the relevant factors in bid price? a. Yes b. No c. Cant Say Q16. Is the bid price dependent on the employers reputation of honouring payment on time? a. Yes b. No

P S Tambe, CP-1509, CEPT University

Q17. What Mark ups are included in the bids submitted a. Taxes , Duties, fees & Insurance Premiums b. Billing Cycle Time factor c. Project Overheads d. All of the above e. Any Others please specify Q18. Is there a premium on back to back contracts or subcontracts? a. Yes b. No c. Cant Say Q19. If yes, what is the percentage premium? a. 1% - 5% b. 5% - 10% c. 10%-15% d. Cant Say Part 4 - Contract Follow-up Q20. How do you follow-up on contracts where you are not the lowest bidder (L2 & Above)? a. Re negotiate c. Re submit b. Record for future contracts d. Any Other Q21 Do you sometimes compromise your profits on contracts in order to gain market-share, goodwill, and reputation? a. Yes b. No c. Cant Say Please answer each of the following questions with a rating that is based on objective measurable performance indicators to the maximum extent possible. 0 (Unsatisfactory), 1 (Poor), 2 (Fair), 3 (Good), 4 (Excellent), or 5 (Outstanding). QUALITY OF SERVICE 1. Compliance with contract requirements: 0 1 2 3 4 2. Accuracy of reports 0 1 2

3. Level of knowledge, experience, and training of personnel 0 1 2 3 4 5 4. Capability of personnel to perform required services 0 1 2 3 4 5 5. Effectiveness of personnel in performing required services
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6. Overall quality of service 0 1 2

TIMELINESS OF PERFORMANCE 7. Reliability 0

8. Responsive to technical direction 0 1 2 3 4

9. Meets contract delivery schedules and/or task deadlines 0 1 2 3 4 5 COST CONTROL 10. Current, accurate and complete billings 0 1 2 3 4

11. Relationship of negotiated costs to actuals 0 1 2 3 4 5 12. Cost efficiencies 0 1 2 13. Cost Escalation issues 0 1 2

3 3

4 4

5 5

14. Cash flows across the projects 0 1 2 3 CONTRACT TIME

Please indicate the procedure which best describes the method being used by your state to determine contract time for the majority of major projects. (Contract time is assumed to be the maximum time allotted for bidding contractors to complete the project) _____ A manual method is being used (Spreadsheets or Worksheets) _____ A scheduling software program is being used specifically for determining contract times. Please indicate which program is being used.__ Primavera___Microsoft Project _____ Any Other (Please List) ____________________________________________ 2. Please rate the effectiveness of the system you are using in the following areas. Not Effective Neutral Very Effective

P S Tambe, CP-1509, CEPT University

The system is easy to learn. The system generates contract times which are being achieved on most projects. The system is easily applied to multiple types and sizes of projects. The production rates used are effective in generating accurate contract time. The system accounts for work items which will be performed concurrently.

3. Does your System (regardless of whether or not it is based on manual methods, commercially available CPM scheduling software, or an in-house developed system) utilize work activity production rate estimates? a. Yes b. No 4. Are mean and/or high and low values of production rates obtained from an analysis of historical data? a. Yes b. No 5. Is contractor input used to determine production rates? _____ Yes _____ No 6. Are production rates used only for what is judged to be schedule controlling or critical path work items? a. Yes b. No Comments:______________________________________________________________ 7. Are production rates stored in a data file by project category? a. Yes b. No 8. Are your production rate values or ranges based primarily on: Historical data Yes No Engineering Judgment Yes No Contractor Input Yes No Others Specify__________ Yes No Comments:______________________________________________________________ 9. In your opinion, should production rates extracted from historical data be based on the number of previously completed projects? a. Yes b. No Comments:______________________________________________________________
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10. Is the estimated number of days to complete the project determined by applying a concurrency factor to the work days computed from production rates? a. Yes b. No If yes, comments:________________________________________________________ 11. Is there a more detailed analysis that takes into consideration such factors as: Anticipated weather Yes No Holidays Yes No Time of year Yes No 12. Which of the following circumstances would alter the standard approach to deter mining contract time? No influence Neutral Strong Influence An incentive contract with a tight Schedule 1 2 3 4 5 Concurring projects Complex coordination involving utilities Unusual anticipated traffic conditions Time of day restrictions, (or day of week) Other_1____________ Other_2___________ 1 1 1 2 2 2 3 3 3 4 4 4 5 5 5

1 1 1

2 2 2

3 3 3

4 4 4

5 5 5

CONTRACT TIME EXTENSIONS 13. Which problems are most frequently considered when generating contract time extensions? Low Potential Neutral High Potential Third party delays not disclosed in the contract documents 1 2 3 4 5 The existence of facilities owned or operated by a third party

Additional approvals, permits, regulations, or ordinances, not attributable to a contractors submission 1 Restraining orders or judgments issued by a court
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P S Tambe, CP-1509, CEPT University

not caused by a contractors submission Labour problems Material shortages Unusually severe weather Determinations of the Department to open certain sections of the project before entire completion Major unanticipated work that affects the schedule completion in the contract

1 1 1 1

2 2 2 2

3 3 3 3

4 4 4 4

5 5 5 5

Failure of the State to provide individual rights-of-ways parcels for a period of time beyond that indicated in the contract 1 Utility relocations 1

2 2

3 3

4 4

5 5

14. Please indicate any additional factors your Department considers when generating contract time extensions. 15. When significant items of work overrun the bid quantities, do these overruns automatically result in contract time extensions? a. Yes b. No c. Conditionally, when the work item overruns by a certain percentage Comments:______________________________________________________________ 16. Are there any internal written policies/documents not fully explained in the Standard Specifications that give guidance to engineers when determining contract extensions? a. Yes b. No Comments:______________________________________________________________ 17. Liquidated damages are effective to insure project completion time. Strongly Disagree Neutral Strongly Agree 1 2 3 4 5 Comments:______________________________________________________________ 18. Overall how would you rate the effectiveness of your states system to determine contract time extensions? Please rate the effectiveness of the system you are using in the following areas. Not Effective Neutral Very Effective

P S Tambe, CP-1509, CEPT University

The system is easy to learn. The system generates contract times which are being achieved on most projects. The system is easily applied to multiple types and sizes of projects. The production rates used are effective in generating accurate contract time. The system accounts for work items which will be performed concurrently.

7. How could your current methods used to determine contract time extensions be improved? (Assuming that all required personnel and resources are available) Comments:________________________________________________ _______ CUSTOMER SATISFACTION 19 The contractor is committed to customer satisfaction. 0 1 2 3 4 5 20. Contractor Onsite Facility Personnel a. Yes b. No Additional Comments If Any:

BUSINESS RELATIONS 21. Effective management, including subcontracts 0 1 2 3 4 5 22. Reasonable/cooperative behavior 0 1 2 3 4 23. Responsive to contract requirements 0 1 2 3 4 24. Flexibility 0 1

25. Pro-active vs Reactive 0 1 2

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P S Tambe, CP-1509, CEPT University