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

5) Introduction to PMOC scope of work and period of performance (one page)
6) PMOC proposed Task Order Work Program: Tasks, Schedule, Staffing, Budget
a) Summarize the budget in a table of tasks, labor hours for staff and subcontractor, and total
costs. The total cost should be consistent with the task order and reflect FTA’s PMOC
oversight guidance. Using Microsoft Project, incorporate this information into a schedule of
project phases, years, months, milestones, etc.
7) PMOC organization and approach to communications with FTA on project progress, events, etc.
a) Include organization charts for FTA, Grantee, and PMOC personnel to illustrate lines of
communication.
b) Indicate frequency of communicating with FTA and Grantee, how this work will be
coordinated and reported, both formally and informally.
c) An example of a statement follows: “The PMOC’s written communication documents will be
submitted to FTA’s assigned work order manager. The work order manager will distribute the
documents within FTA as appropriate, collect FTA comments, request modifications from the
PMOC to the documents, and distribute the documents to the Grantee. Informal verbal
communication will occur directly between the PMOC and the Grantee staff, at various levels,
however the FTA work order manager will be apprised of the general nature of and any
material specifics developed during these contacts.”
8) Procedures
a) Cost Tracking, Invoicing, Financial Administration and Cost Control
i) The PMOC shall describe:
(1) The contract type and terms for all the tasks in the task order as well as identifying
relevant compensation sublimits or fixed price work;
(2) How employees’ record daily project time charges and accumulated into the corporate
accounting system on what basis, e.g. weekly;
(3) Its intent to comply with FTA’s billing instructions;
(4) How invoices are generated and on what periodic basis, e.g. monthly;
(5) When its accounting period closes, e.g. on the last Friday of the month;
(6) How Subcontractor invoices are recorded, e.g. monthly in the corporate accounting
system.
b) Correspondence and Document Control
i) The PMOC shall describe its approach to controlling correspondence to and from FTA;
meeting FTA’s task order requirements for information delivery when deliverables have
been accepted by FTA; the location of PMOC project files; file maintenance and control.
OP 2 PMOC Implementation, Transition Plans, and Project Status Reporting
Revision 0, June 2008
Page 7 of 9