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District 5 Construction

D5 Time Extension Guidelines (for reference only)

  1. Contractor has submitted a written request for time extension in a timely manner (within 10 days after commencement of a delay to a controlling item of work). FDOT request for time extension form (700-010-56) has been attached to Contractor’s letter. Spec. 8-7.3, form (700-010-56) is a recommendation, if the contractor submits a letter notification that will be acceptable.
  2. Contractor’s request for time extension has a justified reason that the Department can give time for in accordance with Spec. 8-7.3., CPAM Section 7.2 (Time Extensions)
  3. If the time request is for a delay, did Contractor mitigate the alleged delay by working elsewhere on the project (Critical Path on Schedule). The CPM Schedule should show a direct relationship between the impacted critical activities and the delay. Time extensions should be identified in the schedule and the delay should be explained in the narrative.
  4. Actual start and finish time extension request dates affected controlling items based on the Contractor’s latest schedule and a review of the project daily reports confirm dates are accurate and valid. Daily reports should document the effected activity delayed and support the time extension request.
  5. Previously granted weather days, time extensions, and approved work order or SA days are not included in the time extension request being reviewed. A spreadsheet is very helpful in identifying duplicate days by showing graphical timeline. The spreadsheet should be kept up to date throughout the project and submitted with each time extension request.
    Use Timeline of Events example below.
  6. If days can be tied to a Work Order or Supplemental Agreement, tie all issues together on one type of change document. If not, a Work Order should be executed to add the additional time when approved by the District Construction Engineer.
  7. Project Engineer’s analysis should be written so that someone without any prior knowledge of the day to day operations of the project can understand the root cause of the alleged delay and enough information is given for reviewer to properly assign a reason code to the issue.
  8. Project Administrator has prepared a complete time extension packet with the following items: (see example below)
    1. Request for Time Extension Form (700-010-56) (or) Contractor’s written request
    2. Project Administrator’s analysis with Resident Engineer’s concurrence
    3. Timeline of events (Excel Spreadsheet)) (Contract Day Table)
    4. Updated schedule in accordance with CPAM 7.3.15, when a contract has a scheduled duration of ninety (90) days or more, and the time granted is fifteen (15) days or more, an updated schedule should be requested.
    5. The Resident Engineer / Sr. Project Engineer has the authority to approve time extension requests up to a cumulative maximum of 30 days or 5% of the original contract time, whichever is greater. The District Construction Engineer shall approve all time extension requests in excess of 30 days or 5% of the original contract time, whichever is greater. Such approvals shall be maintained in the project file. (CPAM Section 7.2 (Time Extensions))
  9. Submit complete package online using the Contract Time Extension Approval Form (available from the District Construction Intranet Site) for review/approval of the District Construction Engineer. Attach all documentation with the request.
  10. Upon approval of the time extension request by the District Construction Engineer, the Project Administrator should prepare a Field Supplemental Agreement/Work Order/Supplemental Agreement to add the time and attach the e-mail approval as back up.