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

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U.S. DOT Federal Transit Administration TPM-20 Office of Engineering Project Management Oversight Oversight Procedure 46.4 Readiness to Bid Construction Work ______________________________________________________________________________ 1.0 PURPOSE Prior to concurring with a Project Sponsor’s request to bid its first construction or equipment contract on a project, FTA requires a review by the Project Management Oversight Contractor (PMOC) of the Project Sponsor’s readiness to bid work to ensure that all necessary systems and procedures are in place, and that industry best project management practices are being followed. 2.0 BACKGROUND Issuance of designs for bid marks an important milestone in project implementation, and is a final step before the Grantee enters into construction contracts that are binding on the Grantee as well as the construction contractor. FTA review of the Grantee’s readiness to bid work helps FTA ensure that the Grantee has completed all preparatory activities, is following best management practices, and is fully prepared to successfully manage the construction activities. 3.0 OBJECTIVES The objectives of the Readiness for Bid Review is to confirm that the bid packages and supporting documentation is complete, accurate, and consistent with project management plans, and to confirm that the Grantee’s organization is prepared to successfully manage the procurement and construction processes. 4.0 REFERENCES None 5.0 PROJECT SPONSOR SUBMITTALS The following are the primary documents required for the review: • Construction Plans • Construction Specifications • Construction Contract General and Special Provisions • Construction Cost Estimate • Request for Bid In addition, the following supporting documents are required: • Project Management Plan • Quality Assurance Plan OP 46.4 Readiness to Bid Construction Work Revision 0, June 2008 Page 1 of 6
• Contract Packaging Plan • Environmental documents • Project Master Schedule • Real Estate Management Plan • Project Third Party Agreements • Project Staffing Plan • Project Budget • Procurement Policies and Procedures 6.0 SCOPE OF WORK This procedure has three elements: 1. Confirmation of the readiness for bidding of the complete bid package, including plans, specifications, and contract provisions, 2. Confirmation that the bid package is consistent with project management plans with respect to scope, schedule, and budget, and 3. Confirmation of the readiness of the sponsoring organization with respect to having in place the necessary qualified project staff; consistent project management plans, procurement and construction management procedures; needed interagency, third party, and real estate agreements; and required financial resources. The accuracy of the review will rely in large part on the perception and judgment of the reviewers. Ideally the reviewers should be senior technical managers, qualified to perform the actual work that they are reviewing. Because transit projects are quite complex and interdisciplinary in nature, this means that the reviewing organization requires a broad range of capabilities -- structural plans should be reviewed by structural engineers, signaling plans should be reviewed by signaling engineers, etc. The following table presents reviews that might be associated with a typical project. These procedures may be modified or expanded to account for the special circumstances associated with a particular project. Confirmation of the readiness for bidding of the complete bid package is accomplished by the following specific reviews: Review Item Review Objective Review Method Construction Plans and Specifications To confirm that the Plans and Specifications completely and clearly define the required Work Construction Contract To confirm that the Construction Contract completely and clearly defines the terms and conditions under which the Work will be Review by qualified engineer(s) with expertise in the area(s) of design Review by a person or contract administrator with experience in managing construction contracts of similar scope and complexity OP 46.4 Readiness to Bid Construction Work 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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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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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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2.2 The New Starts Process New Star
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3.0 OBJECTIVES During the initial e
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7.0 REPORT, PRESENTATION, RECONCILI
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provisions) to make detailed design
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6) Identify any unknown or uncertai
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APPENDIX A Scope Review Checklist E
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o Development of strategies for min
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to then be backfilled or would othe
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• Major or critical work details;
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It is important to select a project
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6.2 Preliminary Document Review Upo
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o Level 4: Subdivide Level 3 as fol
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• Is integrated with and makes ad
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APPENDIX B Cost Estimate Review Che
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o Confirm that cost estimates are b
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12) Appendices a) Grantee Project I
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This sample of 118 cost items was s
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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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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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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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Page 234 and 235: 4.2 Guidance coordination of platfo
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Page 278 and 279: plan that ensures the necessary qua
Page 282 and 283: 5.3 Systems/Facilities Integration
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