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

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o Level 4: Subdivide Level 3 as follows: Project direct costs Escalation of materials and labor Total project allowances Project indirect costs Construction contractor profit Total project contingency (allocated or unallocated, hidden or exposed) Total inflation costs (nationwide change in costs over time) • Characterize the nature of the support for the estimated element, i.e. how was it derived • List the number of estimate lines per data element The PMOC shall make a statement regarding the over/understatement in the sponsor’s cost estimate and shall support its statement with its own spreadsheets and calculations. The PMOC shall assess the integration and traceability of the estimate into the defined scope of the project for purposes of identifying a “baseline” or initial project estimate. The PMOC shall assess the escalation of material and labor costs, as well as the inflation of costs from the Base Year to the Year of Expenditure cost (YOE), and the soundness of the economic forecasts and factors used, noting the use of different rates or costing techniques within the estimate. 6.2 Specific Reviews Parametric Project Cost Estimate Review (refer to Appendix A) The PMOC shall characterize the Grantee’s parametric estimate of project cost to determine that it: • Identifies the key input drivers and explains their relative impact on the estimate • Adequately provides and supports the data and inputs used in calibration • Demonstrates that the model utilizes historical costs that are calibrated to current conditions within a reasonable degree of accuracy • Explains any adjustments to the model or to the key inputs, and provides adequate rationale for such adjustments • Demonstrates that the calibrated model produces reliable estimates in comparison to some other benchmark (e.g., actuals, comparative estimates) Definitive Project Cost Estimate Review (refer to Appendix B) Review and characterize the Grantee’s cost estimate using the checklist from Appendix B. Determine that the estimate is updated to reflect actual construction contractor pricing and work quantities. Assess and evaluate construction contract package elements and the impact of the terms in the General Conditions of the Contract on the anticipated bid price. Describe and characterize the Grantee’s construction contract package information as follows: • Requirements for specific services such as QA/QC or scheduling, appropriately allocated to each contract and evident in bidding documents • Restrictive schedule or mobilization requirements that would materially affect bid prices • Identification of construction contract elements or contract language that would reasonably serve as a basis for additional compensation, which are not part of a scheduled payment item • Geotechnical data • Pricing approach to changed conditions • Unit pricing and allowed variability in unit pricing OP 33 Capital Cost Estimate Review Revision 0, June 2008 Page 3 of 5
• Support for the Grantee’s cost estimate for the construction contractor’s general conditions The PMOC shall develop an independent detailed cost estimate of the construction contractor’s general conditions for the systems work and for the three largest construction contracts, and shall compare and contrast and make recommendations of change to the Grantee’s estimate. Comparison between Grantee’s Project Cost Estimate and FTA Database (to be provided) Using FTA’s cost database, assess and evaluate the Grantee’s project estimate, specifically identifying variances in unit costs and quantities from database averages, analyzing each variance. Provide a detailed discussion of the scope or cost drivers for each variance. During Final Design, Pre-Bid, Post-Bid: Market Conditions Review During project implementation, the Grantee will receive bids or offers that may have a significant impact on the project budget. Based upon material thresholds established with FTA, the PMOC shall analyze project information and provide context for programmatic decisions by FTA. Address the following Pre-Bid: • Identify, organize, characterize, and analyze substantive construction contracts and equipment procurements. • Describe the Grantee’s contract packaging strategy, it’s relationship to the project cost estimate, and the rationale (political, economic, engineering, etc.) for the contract packaging strategy. • Characterize and evaluate the material elements of the project risk assessments as available, (namely, scope, cost and schedule reviews, risk registers) and correlate these with the contract packaging strategy analysis, bid/bidder information, market conditions information, etc. Address the following Post-Bid: • Correlate and analyze bids or proposal amounts against the estimated values for each bid or proposal. Assess the impact of each on the overall estimate, risk assessments, cost risk-cost ranges and risk mitigations. • Characterize and evaluate the Grantee’s bid process (plan sets distributed, pre bid conference attendance, bid question activity, exit conferences, telephone interviews, analytical products, bid tabulations). • Where significant variances between bid received and estimates are discovered: o Trace variances on bid tabulation elements back to the cost estimate and risk register. o Sample unit cost and quantity information to evaluate the reliability of estimate compared with bid pricing; obtain independent market data and adjust as necessary to compare to pricing and estimate. Sample scope elements from the contract documents to support conclusions. o Develop an estimated allocation between unit cost and quantity variance. o Organize causal factors into groups such as market factors, general conditions, risk transfers, etc. During Construction -- Assessment of Grantee’s Cost Estimate Characterize the Grantee’s estimate of the project cost to complete the project. Describe the level to which it: OP 33 Capital Cost Estimate Review Revision 0, June 2008 Page 4 of 5
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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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APPENDIX B: LIST OF SUGGESTED DOCUM
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DOCUMENT (Title and acronym; R sign
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DOCUMENT (Title and acronym; R sign
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APPENDIX D: SAMPLE INTERVIEW QUESTI
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APPENDIX E: SSMP REVIEW CHECKLIST -
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Note: SSMP Element Compliant with D
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SSMP Element Compliant with DRAFT G
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APPENDIX F: DISCUSSION OF CONTENTS
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candidates for the committee so tha
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US DOT Federal Transit Administrati
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the time. During preliminary engine
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• Plans - who prepares, who can m
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U.S. Department of Transportation F
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• Serve as a resource by lending
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c. Peak Vehicle Requirement include
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3 PMOC review of Grantee’s Operat
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Requirement PMOC Review Comments 5C
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waiver is requested are not produce
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(5) To provide PMOCs with recommend
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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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