TCCE Teleconference - AASHTO - Subcommittee on Design

Technical Committee on Cost Estimating
Phone Conference Meeting Minutes
March 4, 2010
Members Present Members Absent
Lesly Tribelhorn, Chair Keith Platte/Jim McDonnell, <strong>AASHTO</strong>
Dave Kent, Vice Chair Norie A. Calvert
Michael J. Fowler Scott Bickford
Greg Davis James Frick
Darrell Richardson
Roger E. Bierbaum
Jeffrey M. Hisem
Ken Spear Others present
John Riedl Ralph Erickson, FHWA Office of Highway Policy Information
Jay Drye
Edwin Okonkwo, Secretary
National Highway Construction Cost Index
Ralph Erickson provided an update on FHWA’s efforts to develop a new data collection system that
will allow reporting of national highway construction cost indexes. FHWA is proceeding using the
OMAN Systems bid history data. Ralph submitted a 10-page update on methodology and reporting of
cost index based on various comments received, including those of the <strong>TCCE</strong>. The old table PT-1
quarterly report and PT-2 chart have been revamped and updated. Ralph is still working on PT-4;
Dave Kent and John Riedl will assist with the categories and lump sum items. The report will be
posted on FHWA’s website sometime in March or April for public consumption, pending approval by
the FHWA Public Affairs Office. The report and tables will be available on the FHWA Highways
Statistics webpage.
Discussion on Survey results
The link to the survey
http://desktop.vovici.com/analysis/generatepublicreport.aspx?esid=301266&subaccountid=30839
Majority of the states responded to the survey. Jeff Hisem has gotten in touch with every state that
did not respond to the survey except Puerto Rico. States that have not responded can still access the
survey and respond. Our intention is to have all state DOTs respond to the survey.
Follow-up on Survey questions:
Q -9: Majority of respondents indicated that they would use our guidance when it is completed. Jeff
will contact a handful of respondents that would not be using our guidance to find out their reasons
for not considering using our guidance. If the reason is that they have their own guidance already,
Jeff will make sure that the <strong>TCCE</strong> has a copy or link for use in putting together our guidance
document.
Q -10: About 25% of the State DOTs indicated that they do not have a documented formal cost
estimating process. Ken Spear will call the states that made up the 25% to get more information on
their process.
Q-11: About 36% of the respondents indicated willingness to provide Internet web link for their
manuals. If the States that have documented process provide us with the links to their documents,
with their permissions, Jeff and Dave will link the state manuals and upload them to <strong>AASHTO</strong>
Website.
Q-12/13: These questions tie into our chapter on performance measures authored by Ken and Ryan.
Ken will follow up with the states that have performance measures in place.

Q-14/15 These two questions received a lot of specific comments on preliminary and construction
engineering estimates. Dave will follow up to consolidate the comments. Greg may assist.
Q-16/17: Letting/Other estimates. Greg will follow up on the comments received.
Q-18/19: Twenty states reported that the state or outside agency has completed a review of their cost
estimating process. Fourteen of the twenty have indicated a willingness to share the result of the
process. Roger will follow up with these states.
Q-20: This question deals with the FHWA’s role in cost estimating. Edwin will review and evaluate
the comments.
Q-21: This question deals with <strong>AASHTO</strong>’s role cost estimating. About Seventy three percent of the
respondents believe that <strong>AASHTO</strong> should assist in identifying best practices and efficiencies, share
them nationwide. Lesly will follow up on this.
Q-22/23: What are the State’s needs regarding cost estimating. The cost estimating manual being
developed will address best practices. Jeff will look into the comments received to summarize the
specific needs. The <strong>TCCE</strong> will review the summary and decide if additional committee action is
needed to meet the needs.
Communication and Coordination with Other Technical Committees
In a continuing effort to improve communication within and between <strong>AASHTO</strong> committees with
interests in cost estimating, each <strong>TCCE</strong> member has been advised to speak with specific
subcommittee technical committee or task force member from their state to determine if <strong>TCCE</strong> can
assist other subcommittees in meeting their needs (see attached table). Several members have made
contacts and will continue to do so in the future. Purpose is to avoid overlaps/gaps in efforts, and if
we can join forces in requesting research. The primary contacts are to the chair, vice chair, or
secretary of the other committees:
SCOE – Jeff will contact Tim Hill
SCOC – Contract Administration – Edwin will contact Jerry Yakowenko
SCOC – Roadways and Structures – Mike will make a point to specifically discuss committee
activities with David Hoyne
Design- Build – Edwin will contact Jerry Yakowenko
SCOD – Preconstruction Engineering Management – Lesly will contact Rob Carey
Updates on the NCHRP 20-7 Research Projects
Task 274 – Indexing: A survey went out to a random sampling of highway contractors. There was a
fairly low response rate, but there will be follow-up contacts. Previously, a survey was completed by
most state DOT’s.
Task 278 – Guidance document: Almost all of the original chapter authors have been contacted by
the research team (Stu/Cliff/Keith). There has been progress in clarification of the chapters and the
research team intends to make additional contacts with the original authors as needed. Lesly stated
that she submitted another proposal under 20-7 project to complete the task for remainder of the
chapters.
Other Items of Discussion
Lesly announced that <strong>AASHTO</strong> is evaluating potential candidates to fill our existing vacancies.
Selections will be announced soon.
Next <strong>TCCE</strong> Conference Call will be held on May 6, 2010.

Action items:
Lesly will communicate with SCOD TCPEM chair and follow up on survey question # 21
Keith will assist with cleaning up the spreadsheet file with the <strong>TCCE</strong> survey results.
Jeff H. will coordinate made contact SCOE and will follow up on survey questions #s 9, 11,
22/23.
Dave and Greg will follow up on survey question #s 14 and 15
Greg will follow up on survey questions #s 16 and 17
Roger will follow up on survey question #s 18 and 19
Edwin will follow up on survey question # 20. Also contact the SCOC- Contract Administration
Committee and Joint Tech. Committee on Design-Build.
Standing <strong>Subcommittee</strong> and
Committee Technical Group
SCOE Environmental Process
<strong>Subcommittee</strong>
SCOH SCOC -
Contract
Administration
Section
SCOC -
Roadway and
Structures Section
SCOC, SCOD -
Joint Technical
Committee on Design-
Build
SCOD -
Technical Committee
on Preconstruction
Engineering
Management
Technical Committee Contacts
Technical Group Contact <strong>TCCE</strong> Contacting
Member
Tim Hill, OH (Chair) * Jeff Hisem *
Gerald Yakowenko, FHWA
(Secretary)*
Gene Kaufman, FHWA – MT
Mark Eisenhart, WY
Andy Long, WY
Mark Flack, MD
Linea Laird, WA
David Hoyne, VT (Vice Chair) *
David Sadler, FL
Melissa J. Harper, GA
John M. Smythe, IA
Richard Crawford, ME
David Peake, MD
Kevin Christenson, MT
Gerald Yakowenko, FHWA *
Brian Blanchard, FL
Daniel D'Angelo, NY
Rob Carey, VA (Chair) *
Todd Pelletier, ME
Kevin Marshia, VT
Charles Hasty, GA
Tom Lauer, OR
Jon Obenberger, FHWA
(Secretary)
SCOP ? ? ?
* Indicates the main contact for the technical group
Edwin Okonkwo*
Lesly Tribelhorn
Ken Spear
Ken Spear
Norie Calvert
Jay Drye
Mike Fowler *
Greg Davis
Darrell Richardson
Roger Bierbaum
Scott Bickford
Norie Calvert
Lesly Tribelhorn
Edwin Okonkwo *
Greg Davis
Dave Kent
Lesly Tribelhorn *
Scott Bickford
Mike Fowler
Darrell Richardson
John Riedl
Edwin Okonkwo