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

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E) Lead times and durations for equipment and material manufacturing and delivery are adequate and complete, F) Logic for the physical construction constraints, such as transportation or access point restrictions, and temporary construction have been considered and are reasonable, G) Seasonal weather variations are accounted for, H) Labor and material availability have been factored into construction durations, I) Work efforts of similar nature that occur concurrently are identified and reasonably sequenced in the schedule to assure similar work activities can be accomplished with available labor and materials, J) Phasing due to planned right-of-way acquisition provides sufficient work area(s) for efficient use of resources, K) Adequately and completely reflects sponsor procurements, schedule and cost forecasts, and construction change orders, L) The Contractor shall assess and evaluate the proposed schedule duration to at least three other similar projects from the FTA database and analyze the variances down the SCC level. 6.1.3 External Activities and Constraints A) Schedule contains a full range of activities including FTA related approvals (DEIS, FEIS, LONP, FFGA); procurement and performance of civil/facilities and systems final design; right-of-way acquisition; wetland mitigation; utility/agency agreements; utility relocation; civil and systems contract procurement; civil and systems construction; agency operations and maintenance mobilization; and integrated pre-revenue testing, B) Activity durations include adequate time for project reviews by applicable local, state and federal jurisdictions and affected third parties, C) FTA review periods, including milestones and activities leading to the FFGA such as development of Risk Management Plans, Safety and Security Management Plans, Project Development and Execution Plans, etc. D) Funding milestones from non-FTA sources 6.1.4 Risk Identification A) Embedded schedule contingencies are identified and assessed as adequate relative to project duration, B) Identify and separately list risks discovered in the schedule review and evaluate the potential impact of these risks on the schedule, scope, and cost, C) Estimate a probability of schedule slippage for critical path activities. 7.0 REPORT, PRESENTATION, RECONCILIATION Prepare a written report in the format discussed below. Attach the sponsor’s most current SCC schedule. Embed references to, or exhibits from, sponsor’s schedule to explain your analysis, findings, and recommendations. OP 34 Project Schedule Review Revision 0, June 2008 Page 4 of 7
Present the findings, conclusions and recommendations to FTA headquarters and regional staff and the Project Sponsor either in a teleconference or in person. In an extended working session, reconcile findings and conclusions with the Project Sponsor so that disagreements if any are reconciled to the extent possible. Integrate and summarize available information and data for the project, providing professional opinion, analysis, information, data and descriptive text in an accessible and understandable format. Opinions shall be supported by data tables similar in nature to those depicted in 8.1. 7.1 Reporting Format Reference the general requirements contained in OP‐01. 7.2 Spot Report Contents and Format Unless otherwise directed by the WOM or COTR, the delivered Spot Report will be sectioned as follows: 7.2.1 Primary Deliverable I) Executive Summary • Unless otherwise directed by the COTR/TOM, not to exceed 3 pages. II) Project Background • Project descriptions and data shall be consistent with the Monitoring report guidance, current monitoring report and the most recent FTA New Start profile. Notwithstanding the foregoing, the TOM or COTR may direct the Contractor to use an identifiable draft version of these materials. III) Methodology • Describe the methodology used to develop information and documentation used in subsequent analyses, • Present, discuss, and thoroughly demonstrate the Contractor’s approach to identifying schedule contingency. IV) Review and Analysis of Project Schedule • Assessment and evaluation shall be in 7 subsections: Critical Areas of Concern and Risks, Schedule, Technical Reviews, Resource loading, Project Calendars, Interfaces and Project Critical Path, • Data tables and histograms are to be provided within individual sections; see 8.1 for samples, • Present the review and evaluation of schedule elements in the Grantee’s project schedule that are functionally equivalent to schedule contingency but not identified as such, including forced float or dummy activities, • Present and discuss an analysis of the sponsor’s proposed critical path for the project schedule including an assessment of its validity and the reasonableness of OP 34 Project Schedule Review Revision 0, June 2008 Page 5 of 7
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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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4.1.2 Pre-Award Purchaser’s Requi
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5.0 PMOC REVIEW OF PROJECT SPONSOR
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• If no, examine contract files,
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6.3.2 Corrective Action: The Grante
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8.0 APPENDICES 8.1 Sample Review Ce
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comply? 5.3.1.5 Are the vehicle bod
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US DOT Federal Transit Administrati
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including: the applicability of Fed
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• Each document addresses the int
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APPENDIX A: CHECKLIST OP Section Is
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orders: 5.6.2.1 Is PDR consistent w
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design-to-budget approach that main
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15) Step the project forward using
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Page 200 and 201: 3.0 OBJECTIVES FTA’s objective is
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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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