FTA Oversight Procedures - Federal Transit Administration - U.S. ...

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US DOT Federal Transit Administration TPM-20 Office of Engineering Project Management Oversight Oversight Procedure 23 - Real Estate Review __________________________________________________________________________ 1.0 PURPOSE The purpose of this document is to inform FTA staff and its project management oversight contractors (PMOC) and their real estate consultants of procedures to use and requirements to follow in assessing the reliability of the Project Sponsor’s real estate acquisition scope, schedule and cost estimate. 2.0 BACKGROUND The Federal Transit Administration (FTA) conducts Project Management Oversight on major capital projects. Because the Real Property Acquisition and Relocation portions of a project are critical components representing substantial risk both from a schedule and budget standpoint, FTA has determined that the PMOC team should be supplemented with a specialized real estate consultant. This real estate consultant will provide oversight to include continuous review and evaluation of grantee’s process to ensure compliance with statutory and regulatory requirements including the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970 as amended (Uniform Act) and applicable FTA Circulars. The Real Estate PMOC should determine on a continual basis if grantee’s acquisition and relocation schedule and budget are realistic and will support the grantee’s plans, specifications, master project budget and schedule. The three main areas of interest will consistently be budget, schedule and compliance. 3.0 OBJECTIVES The following objectives are to be met in the performance of the work: • Evaluation and continued oversight of the Project Sponsor’s Real Estate Acquisition Management Plan (RAMP, see Appendix) including real estate acquisition, project scope, estimated cost, overall schedule and critical path, and specific critical elements within the Relocation Plan if applicable. • Evaluation of the schedule for completeness, adequacy, consistency, appropriateness of level of detail given the phase. • Identification of risks inherent in the schedule and evaluation of the impact of these on project scope and cost. • Characterization of the Project Sponsor’s ability to meet the requirements of Federal laws, regulations, and guidance when acquiring real estate. OP 23 Real Estate Review Revision 0, June 2008 Page 1 of 6
• Determination of Project Sponsor’s compliance with all governing requirements during the implementation phase of the real estate acquisition program including the timely reporting of recommended improvements and “best practices” that were observed. 4.0 REFERENCES The following policies, guidance documents and circulars apply to the Project Sponsor’s work to be overseen under this Oversight Procedure: • Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, as amended (Pub. Law 91-646; 42 U.S.C. 4601, et seq.). http://www.fhwa.dot.gov/realestate/row_legs.htm • Implementing Regulations 49 CFR Part 24. http://www.fhwa.dot.gov/realestate/row_legs.htm • FTA Circular 5010.1C, Grant Management Guidelines, Chapter II, (Management of Real Property). http://www.fta.dot.gov/planning/planning_environment_5937.html 5.0 PROJECT SPONSOR SUBMITTALS The following is a non-exclusive list of documents and other information which should be readily available to the Real Estate PMOC in order to perform reviews: • Project Sponsor’s Real Estate Acquisition Management Plan (RAMP) - This document is the vehicle with which the Project Sponsor demonstrates its ability to conduct the real estate activities in compliance with federal statute, regulation and guidance. It should include information relating to real estate acquisition, project scope, overall schedule and critical path, and specific critical elements within the Relocation Plan if applicable. • Project Sponsor’s Real Estate Policies and Procedures Manual • Real estate planning, budgeting, scheduling, tracking and reporting documents • Appraisals and appraisal reviews • Acquisition files including offers, negotiations and contact logs • Relocation files including notices, inventories, determinations, claims, payments and contact logs • The organization chart demonstrating the Project Sponsor’s Real Estate Department’s role and position in the overall Project organization • Names and experiences of the Project Sponsor’s Real Estate staff • Line of authority including Project Sponsor’s consultants and contractors • Names and experiences of the Right of Way consultants (if any) who will be working the project and how they fit within the Project Sponsor’s Real Estate Department Organization chart 6.0 SCOPE OF WORK Review the project real estate schedule and cost estimates at specific points in project development as directed by FTA or on an ongoing basis. Tailor the review to the information and materials available at OP 23 Real Estate Review Revision 0, June 2008 Page 2 of 6
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CLIN# OP# FTA Oversight Procedures
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5.0 GRANTEE SUBMITTALS NA 6.0 SCOPE
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6.1.2 Task Orders FTA headquarters
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and communications systems; fare co
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7.1 Format Avoid repetition in the
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APPENDIX B Sample Task Order ______
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APPENDIX D Sample Proposal Format _
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U.S. DOT Federal Transit Administra
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Management controls are the organiz
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5. Act in a manner consistent with
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5) Introduction to PMOC scope of wo
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7.3 Project Status Reporting - Cont
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Cost $2,500,000 $2,000,000 $1,500,0
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• Legislators, legislative staff
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4.2 FTA Circulars • C5010.1C, Gra
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v) develop and implement a force ac
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4.0 REFERENCES The following are th
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o PMOC’s opinion of situations an
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The report formatting requirements
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APPENDIX A Sample - Lessons Learned
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Page 98 and 99: Note: SSMP Element Compliant with D
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7.0 REPORT, PRESENTATION, RECONCILI
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provisions) to make detailed design
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6) Identify any unknown or uncertai
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APPENDIX A Scope Review Checklist E
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o Development of strategies for min
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to then be backfilled or would othe
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• Major or critical work details;
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It is important to select a project
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6.2 Preliminary Document Review Upo
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o Level 4: Subdivide Level 3 as fol
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• Is integrated with and makes ad
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APPENDIX B Cost Estimate Review Che
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o Confirm that cost estimates are b
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12) Appendices a) Grantee Project I
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This sample of 118 cost items was s
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consistently accurate. In addition,
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SCC-10.02 Earth Excavation Although
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The scope review identifies risk in
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• Producer Price Index (PPI) - Th
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APPENDICES PROJECT COST ESTIMATE ([
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EXHIBIT D-1: PROJECT COST ESTIMATE
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3.0 OBJECTIVES FTA’s objective is
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E) Lead times and durations for equ
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activity durations. Critical path f
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US DOT Federal Transit Administrati
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orders may direct the PMOC to reeva
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Design‐Build or CM‐GC), the pro
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degree of understanding among the p
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management labor and profit/fee. Su
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US DOT Federal Transit Administrati
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Construction Risk is subdivided int
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Category or sub‐category cost ele
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with the construction contractor. T
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Management Plan; these recommendati
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etween risk reduction and risk acce
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75% construction 85% 90% constructi
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milestones, the value of expected m
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4.2 Guidance coordination of platfo
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communicate with the vehicle manufa
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APPENDIX A FTA Request for Informat
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APPENDIX B OP 41 ADA Review - Level
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4.1 Legislative • The Safe, Accou
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4) Cost estimate in year-of-expendi
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• Project Schedule (Master Schedu
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d) Assessed safety and security iss
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• Interim Guidance on Design-Buil
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(3) Appropriateness of the proposed
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7) Project Schedule The PMOC should
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2) The Grantee’s program for adva
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2. Identify all apparent discrepanc
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• The PMOC shall assess whether t
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to FD phase of the project, should
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Table 1, continued: Expected Attrib
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• Real Estate Acquisition Managem
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performed Quality assurance records
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plan that ensures the necessary qua
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5.3 Systems/Facilities Integration
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6.2 Successful completion and recor
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