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

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performed Quality assurance records To confirm that quality assurance checks and reviews have been performed in accordance with the approved Quality Assurance Plan Construction Cost Estimate To confirm that the estimate as prepared is consistent with the Plans, Specifications, and Contract General and Special Conditions, and that it is based upon contemporary cost information Review by a person with experience in performing quality assurance reviews or audits Review by a cost estimator with experience in cost estimating, including the estimation of the construction cost impacts of contract special provisions related to risk transfer and construction limitations. Consider interview of agency / consultant estimator to confirm that they have reviewed contract terms and conditions and made appropriate allowances. The following reviews and comparisons provide confirmation that the Bid Package is consistent with the Environmental Documents and previously accepted project management plans. Review Item Review Objective Review Method Plans, specifications, and special contract conditions with respect to Environmental Documents Plans, specifications, and special contract conditions with respect to Contract Packaging Plan Plans, specifications, and special contract conditions with respect to Project Master Schedule To confirm compliance of the Work to be constructed with the Environmental Documents To ensure consistency between the Bid package and the Contract Packaging Plan To ensure consistency between the Bid package and the Project Master Schedule Comparison, using qualified personnel, of the design and construction requirements of the Environmental Document with the designs and requirements of the Bid package. Compare bid package scope with contracting plan using qualified personnel. Particular attention should be paid to risk allocation / transfers and interfaces between contacts. Compare bid package schedule information with Project Master Schedule using qualified personnel. Particular attention should be paid to schedule contingency for delay and rebid, and ensuring that predecessor activities will be not OP 46.4 Readiness to Bid Construction Work Revision 0, June 2008 Page 3 of 6
Construction Cost Estimate with respect to Project Budget To confirm that the Construction Cost Estimate plus appropriate contingencies is affordable within the overall Project Budget interfere with construction per the Bid Package schedule (examples: preceding contractors, utilities relocations, real estate acquisition). Compare Construction Cost Estimate with Project Budget using qualified personnel. Contingency allocation to consider risk of costs associated to design changes, differing conditions, and delays. The final set of reviews provide confirmation that the Project Sponsor has completed all the necessary precursors to construction, and is ready to enter the construction phase of the project. Review Item Review Objective Review Method Third Party Agreements To confirm that necessary third party agreements are in place to support the construction. Real Estate Management Plan To confirm that all required real estate will be available when required without impacting construction. Procurement Policies and Procedures To ensure Procurement Policies and Procedures are in place that are in compliance with federal policies, ensure a fair bidding environment, and are able to efficiently resolve issues and disputes that may arise during the course of the Construction Contract. Project Staffing Plan To ensure that the Project Sponsor has adequately implemented a project staffing Review third party agreements in the overall context of the project with qualified personnel. Particular attention should be provided to design standards; inclusion of betterments; and timing of reviews, permits, land transfers, and funds transfers. Review of the Real Estate Management Plan by qualified personnel to ensure that the real estate required for construction can be delivered in accordance with the schedule contained in the Bid Package. Review by qualified personnel of Project Sponsor’s Procurement Policies and Procedures (including procedures related to advertisement, bidding, award, disputes, changes, payment, etc.) Review by qualified personnel of Project Sponsor’s plans for hiring or transferring staff to OP 46.4 Readiness to Bid Construction Work Revision 0, June 2008 Page 4 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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Management Plan; these recommendati
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Page 230 and 231: milestones, the value of expected m
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Page 234 and 235: 4.2 Guidance coordination of platfo
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Page 238 and 239: APPENDIX A FTA Request for Informat
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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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