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 26B – Bus and Rail Vehicle Technical Review _____________________________________________________________________________________ 1.0 PURPOSE The purpose of this Oversight Procedure (OP) is to provide Federal Transit Administration (FTA) staff and its Project Management Oversight Contractors (PMOC) with guidelines for oversight of Grantees’ procurements of road and rail vehicles, to proactively ensure that FTA grants are being used to obtain best value. Such oversight includes but is not limited to: • Assurance the vehicles being procured are a good fit for the intended use; • The vehicles represent good value for the product selected; • Assurance the vehicles meet the specified requirements; • Assurance that the Grantee has considered the most appropriate technologies. 2.0 BACKGROUND The FTA has determined that guidance to PMOCs must be simplified to assure focus on the critical program elements. This document is one of a suite of documents covering all aspects of the various duties and responsibilities of the PMOC. This OP should be read in the context of other OPs including: • OP 12 Recurring Oversight and Related Reports • OP 20 Project Management Plan Review • OP 41 ADA Level Boarding for Commuter Rail Each of the above mentioned documents should be referred to when performing a technical review of a Grantee’s vehicle procurement. 3.0 OBJECTIVES In establishing this and other OPs, it is the FTA’s intent to provide guidance to PMOC’s and FTA staff in execution of their duties in specific areas of responsibility. This and other OPs do not in any way stand in place of the regulations, but are provided for clarity of thought, reporting, and action on the part of the persons responsible for oversight. The primary objective of this OP is to provide clear, consistent instructions to PMOCs engaged in overseeing Grantees’ procurement of road and rail vehicles. These instructions reflect FTA’s goals of economy of effort in providing dependable and accurate oversight of Grantees, and of improving the quality of services and deliverables provided by PMOCs to the FTA. Other objectives include: • Describing the separation of roles of the Grantee and its consultants, and the PMOC; • Focusing PMOCs’ attention on their duties and obligations to clearly report on the completeness and accuracy of Grantee’s deliverables; OP26B Bus and Rail Vehicle Technical Review Revision 0, June 2008 Page 1 of 6
• Identifying when the Grantees actual and stated needs are in conflict; • Assuring timely intervention when there are indications that the vehicle will not satisfy the Grantee’s actual needs; • Defining limits to PMOC and FTA intervention, and the reporting protocols to be adopted; 4.0 REFERENCES The references provided below are not intended to be a comprehensive guide to all that governs the procurement of rolling stock, but are a minimum reading, for PMOC’s engaged in the oversight of vehicle procurements, to understand and act on. 4.1 Regulations This section addresses only Federal rules and regulations governing the procurement of rolling stock. Only the regulations most pertinent to rolling stock procurement are identified, while general regulations (such as regulations governing Interstate Commerce) are not addressed. Procurement Regulations directed at Transit are reviewed where they apply to rolling stock procurement. State regulations are not addressed in this Oversight Procedure. 4.1.1 Procurement Regulations • FTA C4220-1F. US DOT, Federal Transit Administration. Third Party Contracting Requirements. Circular governing procurement practices allowable under Federal Regulation for sub-contracting by Federal Grantees. This circular summarizes the impact of Federal Transit Laws, Acquisition Laws, Common Grant Rules, Executive Orders, and SAFETEA-LU on third party grantees. The Laws, Regulations, and executive orders referenced in the circular are not duplicated here. • Federal Acquisition Regulations (FAR) is used by the Federal Government in its own procurements. It provides a window into the most current thinking in Federal Procurement, and as such, can be used to supplement direction provided in the FTA circular. 4.1.2 Required Clauses in FTA Grantee RFPs The PMOC shall verify the required clauses are in any contract for transit vehicles that use Federal funds. The required clauses can be found in the FTA’s Best Practices Procurement Manual (BPPM). See references to access this document. 4.2 Essential Reference Documents Though there are many documents and papers in the literature, the FTA Best Practices Procurement Manual (BPPM) provides a comprehensive guide to those charged with oversight of any Transit Procurement. The manual can be downloaded at: http://www.fta.dot.gov/funding/thirdpartyprocurement/grants_financing_6037.html The Best Procurement Practices Manual is a comprehensive guide to grantees’ procurement officers in assuring compliance with Federal Requirements in procurement. It covers all aspects of procurement OP26B Bus and Rail Vehicle Technical 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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• Recipients with major capital p
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follow, have different names for si
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documents referenced in the SSMP to
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(2) The effectiveness of the proces
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For recipients with projects affect
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APPENDIX A: SSMP REVIEW CHECKLIST -
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App. No. Checklist Item Plan Requir
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Page 88 and 89: APPENDIX B: LIST OF SUGGESTED DOCUM
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Page 98 and 99: Note: SSMP Element Compliant with D
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Page 104 and 105: candidates for the committee so tha
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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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