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

More documents

Recommendations

Info

If the PMOC is transitioning into an on-going project, the implementation plan should address the transition efforts as directed by FTA staff. FTA may require PMOCs to replace other outgoing PMOCs. This may arise because the current, now outgoing PMOC has developed a conflict, or FTA has determined that it is in FTA’s interests to assign a new PMOC to monitor the grantee project. The outgoing and incoming PMOCs shall effectuate a smooth transition. FTA may also require the PMOC to transition onto a Grantee’s project for a limited independent review without a reassignment of the resident PMOC. Upon notice from the FTA COTR that a task order has been awarded, the designated FTA task order manager will notify the Grantee in a timely fashion. In doing so, the task order manager should address the Grantee’s concerns, establish a transition dialogue between the incoming and outgoing PMOC and lastly through the exercise of the task order manager’s technical direction authority, lay the groundwork and priorities for both the outgoing and incoming PMOCs. The task order manager’s objective in the last element is to minimize the burden and disruption to the Grantee, and facilitate the two PMOCs, the Grantee and FTA to work as a team. FTA’s Office of Program Management will seek to achieve a transition period of least 2 months in length. FTA’s Regional Office will work with the Grantee and PMOCs to arrange a transition schedule that best fits future, scheduled meetings with the Grantee including Quarterly Progress Review meetings or Triennial Review meetings. The task order manager in coordination with the COTR and support from the outgoing and incoming PMOC will identify transition elements and develop a coordinated transition schedule in order to assure the achievement of transition milestones. Transition elements include arranging for incoming PMOC to be introduced to FTA Region, Headquarters, the outgoing PMOC, and the Grantee organization, and given a project tour; arranging for the incoming PMOC to be oriented on administrative matters such as invoicing and performance evaluations; arranging for outgoing PMOC to orient incoming PMOC to the project – project characteristics, major project issues, baseline project information between the PMOC and Grantee, and FTA’s expectations. 2.2 Project Status Reporting PMOCs are required to use management procedures in the performance of contracts, task orders, and work orders that provide for: • Planning and control of costs and schedules • Measurement of performance (value for completed tasks and major subtasks) • Generation of timely and reliable information to be reported FTA can then monitor the status of the oversight contract, task orders, and work orders; verify the reasonableness of the PMOCs’ invoices considering performance; verify reported costs and expenses accrued during reporting periods, and estimate costs to be accrued during subsequent reporting periods. Management accountability is the expectation that managers are responsible for the quality and timeliness of program performance, increasing productivity, controlling costs and mitigating adverse aspects of agency operations, and assuring that programs are managed with integrity and in compliance with applicable law. OP 2 PMOC Implementation, Transition Plans, and Project Status Reporting Revision 0, June 2008 Page 2 of 9
Management controls are the organization, policies, and procedures used to reasonably ensure that (1) programs achieve their intended results; (2) resources are used consistent with agency mission; (3) programs and resources are protected from waste, fraud, and mismanagement; (4) laws and regulations are followed; and (5) reliable and timely information is obtained, maintained, reported and used for decision making. 3.0 OBJECTIVES 3.1 Implementation and Transition Plans The Implementation Plan should demonstrate the PMOC’s comprehensive, organized and well considered proposal to accomplish the assigned scope of work in a manner and quality that meets FTA’s requirements. The Transition Plan is a substantive report of the essential project facts to expedite project knowledge during the transition period. 3.2 Project Status Reporting Provide FTA with relevant progress updates on the PMOC’s assigned work including completed tasks, significant issues encountered, technical and others, and a 60-day look ahead forecast in a concise report. 4.0 REFERENCES NA 5.0 PROJECT SPONSOR SUBMITTALS NA 6.0 SCOPE OF WORK PMOC scope of work is awarded through Task Orders and assigned Work Orders in accordance with oversight procedures (OPs). Implementation and Transition Plans shall be provided and should include PMOCs’ recommendations as to course of action. The PMOCs shall also provide Project Status Reports which will assist in FTA’s efforts to improve the accountability and effectiveness of its oversight program on major capital transit projects. 6.1 PMOC Implementation and Transition Plans 6.1.1 Implementation Plans Implementation Plans shall be provided upon request by the COTR or FTA task order manager. 1. When the PMOC has been awarded multiple task orders or a task order that requires programmatic services or products, FTA may require from the PMOC a contract level implementation plan. 2. The PMOC shall develop an integrated schedule for the work (services and deliverables) and report progress against that integrated schedule as part of task order level implementation plan. OP 2 PMOC Implementation, Transition Plans, and Project Status Reporting Revision 0, June 2008 Page 3 of 9
Page 1 and 2: CLIN# OP# FTA Oversight Procedures
Page 3 and 4: 5.0 GRANTEE SUBMITTALS NA 6.0 SCOPE
Page 5 and 6: 6.1.2 Task Orders FTA headquarters
Page 7 and 8: and communications systems; fare co
Page 9 and 10: 7.1 Format Avoid repetition in the
Page 11 and 12: APPENDIX B Sample Task Order ______
Page 13 and 14: APPENDIX D Sample Proposal Format _
Page 15: U.S. DOT Federal Transit Administra
Page 19 and 20: 5. Act in a manner consistent with
Page 21 and 22: 5) Introduction to PMOC scope of wo
Page 23 and 24: 7.3 Project Status Reporting - Cont
Page 25 and 26: Cost $2,500,000 $2,000,000 $1,500,0
Page 27 and 28: • Legislators, legislative staff
Page 29 and 30: 4.2 FTA Circulars • C5010.1C, Gra
Page 31 and 32: v) develop and implement a force ac
Page 33 and 34: 4.0 REFERENCES The following are th
Page 35 and 36: o PMOC’s opinion of situations an
Page 37 and 38: The report formatting requirements
Page 39 and 40: U.S. DOT Federal Transit Administra
Page 41: APPENDIX A Sample - Lessons Learned
Page 66 and 67:
• Recipients with major capital p
Page 68 and 69:
follow, have different names for si
Page 70 and 71:
documents referenced in the SSMP to
Page 72 and 73:
(2) The effectiveness of the proces
Page 74 and 75:
For recipients with projects affect
Page 76 and 77:
APPENDIX A: SSMP REVIEW CHECKLIST -
Page 78 and 79:
App. No. Checklist Item Plan Requir
Page 80 and 81:
Page 82 and 83:
Page 84 and 85:
Page 86 and 87:
Page 88 and 89:
APPENDIX B: LIST OF SUGGESTED DOCUM
Page 90 and 91:
DOCUMENT (Title and acronym; R sign
Page 92 and 93:
DOCUMENT (Title and acronym; R sign
Page 94 and 95:
APPENDIX D: SAMPLE INTERVIEW QUESTI
Page 96 and 97:
APPENDIX E: SSMP REVIEW CHECKLIST -
Page 98 and 99:
Note: SSMP Element Compliant with D
Page 100 and 101:
SSMP Element Compliant with DRAFT G
Page 102 and 103:
APPENDIX F: DISCUSSION OF CONTENTS
Page 104 and 105:
candidates for the committee so tha
Page 106 and 107:
US DOT Federal Transit Administrati
Page 108 and 109:
the time. During preliminary engine
Page 110 and 111:
• Plans - who prepares, who can m
Page 112 and 113:
U.S. Department of Transportation F
Page 114 and 115:
• Serve as a resource by lending
Page 116 and 117:
c. Peak Vehicle Requirement include
Page 118 and 119:
3 PMOC review of Grantee’s Operat
Page 120 and 121:
Requirement PMOC Review Comments 5C
Page 122 and 123:
waiver is requested are not produce
Page 124 and 125:
(5) To provide PMOCs with recommend
Page 126 and 127:
4.1.2 Pre-Award Purchaser’s Requi
Page 128 and 129:
5.0 PMOC REVIEW OF PROJECT SPONSOR
Page 130 and 131:
• If no, examine contract files,
Page 132 and 133:
6.3.2 Corrective Action: The Grante
Page 134 and 135:
8.0 APPENDICES 8.1 Sample Review Ce
Page 136 and 137:
comply? 5.3.1.5 Are the vehicle bod
Page 138 and 139:
Page 140 and 141:
including: the applicability of Fed
Page 142 and 143:
• Each document addresses the int
Page 144 and 145:
APPENDIX A: CHECKLIST OP Section Is
Page 146 and 147:
orders: 5.6.2.1 Is PDR consistent w
Page 148 and 149:
design-to-budget approach that main
Page 150 and 151:
15) Step the project forward using
Page 152 and 153:
2.2 The New Starts Process New Star
Page 154 and 155:
3.0 OBJECTIVES During the initial e
Page 156 and 157:
7.0 REPORT, PRESENTATION, RECONCILI
Page 158 and 159:
provisions) to make detailed design
Page 160 and 161:
6) Identify any unknown or uncertai
Page 162 and 163:
APPENDIX A Scope Review Checklist E
Page 164 and 165:
o Development of strategies for min
Page 166 and 167:
to then be backfilled or would othe
Page 168 and 169:
• Major or critical work details;
Page 170 and 171:
It is important to select a project
Page 172 and 173:
6.2 Preliminary Document Review Upo
Page 174 and 175:
U.S. DOT Federal Transit Administra
Page 176 and 177:
o Level 4: Subdivide Level 3 as fol
Page 178 and 179:
• Is integrated with and makes ad
Page 180 and 181:
APPENDIX B Cost Estimate Review Che
Page 182 and 183:
o Confirm that cost estimates are b
Page 184 and 185:
12) Appendices a) Grantee Project I
Page 186 and 187:
This sample of 118 cost items was s
Page 188 and 189:
consistently accurate. In addition,
Page 190 and 191:
SCC-10.02 Earth Excavation Although
Page 192 and 193:
The scope review identifies risk in
Page 194 and 195:
• Producer Price Index (PPI) - Th
Page 196 and 197:
APPENDICES PROJECT COST ESTIMATE ([
Page 198 and 199:
EXHIBIT D-1: PROJECT COST ESTIMATE
Page 200 and 201:
3.0 OBJECTIVES FTA’s objective is
Page 202 and 203:
E) Lead times and durations for equ
Page 204 and 205:
activity durations. Critical path f
Page 206 and 207:
Page 208 and 209:
orders may direct the PMOC to reeva
Page 210 and 211:
Design‐Build or CM‐GC), the pro
Page 212 and 213:
degree of understanding among the p
Page 214 and 215:
management labor and profit/fee. Su
Page 216 and 217:
Page 218 and 219:
Construction Risk is subdivided int
Page 220 and 221:
Category or sub‐category cost ele
Page 222 and 223:
with the construction contractor. T
Page 224 and 225:
Management Plan; these recommendati
Page 226 and 227:
etween risk reduction and risk acce
Page 228 and 229:
75% construction 85% 90% constructi
Page 230 and 231:
milestones, the value of expected m
Page 232 and 233:
Page 234 and 235:
4.2 Guidance coordination of platfo
Page 236 and 237:
communicate with the vehicle manufa
Page 238 and 239:
APPENDIX A FTA Request for Informat
Page 240 and 241:
APPENDIX B OP 41 ADA Review - Level
Page 242 and 243:
4.1 Legislative • The Safe, Accou
Page 244 and 245:
4) Cost estimate in year-of-expendi
Page 246 and 247:
Page 248 and 249:
• Project Schedule (Master Schedu
Page 250 and 251:
d) Assessed safety and security iss
Page 252 and 253:
Page 254 and 255:
• Interim Guidance on Design-Buil
Page 256 and 257:
(3) Appropriateness of the proposed
Page 258 and 259:
7) Project Schedule The PMOC should
Page 260 and 261:
Page 262 and 263:
2) The Grantee’s program for adva
Page 264 and 265:
2. Identify all apparent discrepanc
Page 266 and 267:
• The PMOC shall assess whether t
Page 268 and 269:
to FD phase of the project, should
Page 270 and 271:
Table 1, continued: Expected Attrib
Page 272 and 273:
• Real Estate Acquisition Managem
Page 274 and 275:
Page 276 and 277:
performed Quality assurance records
Page 278 and 279:
plan that ensures the necessary qua
Page 280 and 281:
Page 282 and 283:
5.3 Systems/Facilities Integration
Page 284:
6.2 Successful completion and recor
show all

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

You also want an ePaper? Increase the reach of your titles

Delete template?

Save as template?