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

More documents

Recommendations

Info

6.0 SCOPE OF WORK PMOC activities vary with the project phase; however, the following activities are fundamental and should be reflected in reports in every phase: • Evaluation of Grantee’s technical capacity and capability to effectively and efficiently design, build and operate the project; evaluation of Grantee’s project controls for scope, cost, quality and schedule • Review to ensure Grantee compliance with applicable statutes, regulations and FTA guidance as well as conformance with the terms and requirements of FTA approved plans or agreements (e.g. approval for entry into Final Design, Letter of No Prejudice, Full Funding Grant Agreement, etc.) 6.1 Quarterly Meetings The Quarterly Meeting should be clearly focused on the Grantee’s management of scope, cost, schedule, risk, safety, and quality. This meeting occurs four times per year and is usually conducted by the Regional Administrator. The PMOC prepares the meeting agenda in coordination with the FTA work order manager. The PMOC is expected to be prepared and knowledgeable about the project and to participate with insightful questions, suggestions, and comments at the meeting. The PMOC should be able to explain concerns and recommendations to the project sponsor in a clear, plain, concise, credible, congenial, professional and objective manner. The PMOC may be called upon by the FTA task order manager or work order manager to meet prior to the quarterly for a briefing. The meeting notes should accurately and completely capture the main points of discussion at the meeting without substantial changes or editing by meeting participants. After the meeting, the PMOC should submit the quarterly report to FTA within fifteen days. The report should include notes from the quarterly meeting. Importantly, the quarterly report should provide comprehensive coverage of the project. The PMOC is to address project status and critical issues, and provide professional opinions and recommended actions. Include in the quarterly report: • Cover Page (refer to OP 01) • Executive Summary (two pages max); at the following quarterly meeting, the PMOC is responsible for raising the issues in the Executive Summary as “Old Business” to verify they have been resolved, etc. o Status of project/how the project is doing: if things are not going well, why not and what is being done o Changes since the last report OP 12 Recurring Oversight and Related Reports (Periodic, Trip, Quarterly, Final) Revision 0, June 2008 Page 3 of 6
o PMOC’s opinion of situations and recommendations for action with identification of party responsible for resolution • Table of Contents • Project Overview (see Appendix A) • Body of the report - for each item (1) through (8) below, include status; observations; concerns; recommendations; project maps (as required to explain); project photos (as required to explain); (1) Grantee Technical Capacity and Capability (a) Grantee organization, vacancies in the organization; if the organization is effective or needs to be changed to better lead the project during the current and next phase of development. (b) Comment on status, adequacy, usefulness of (i) Project Management Plan and sub-plans (ii) Project Quality (iii)Project Controls (iv) Safety and Security (2) Project Scope (a) design, bidding, construction status (b) description of contract packages, selection of delivery method (c) contract terms and conditions (d) concerns, recommendations (3) Project Schedule status (a) 90-day look ahead for important activities by the Grantee, FTA and the PMOC (b) Table containing Critical Path activities through the next milestone as well as the revenue operations milestone. From quarterly report to quarterly report, one will be able to see changes in the critical path. (c) Narrative explaining changes in the critical path and recommending actions to recover time (4) Project Cost status (a) Standard Cost Category (SCC) worksheets (Main and Inflation) (i) The quarterly report should include copies of the Grantee’s current Standard Cost Category (SCC) Main and Inflation Worksheets. During construction, SCC Main and Inflation worksheets for each contract should be included so the sum of the Main worksheets equals the total project cost. (b) Cost to date, cost to complete (c) Explanation of variances between planned and actual cost (d) Information on funding sources, if required (5) Project Risk, risk management, risk mitigation actions (a) Indicate date of initial risk assessment and risk updates (b) Include a table of top five cost risks and top five schedule risks and status of each (c) Allocated contingency by amount and by percentage of construction cost (d) Unallocated contingency by amount and by percentage of project cost (6) Real Estate – (a) Supporting information such as length of right-of-way (ROW), major stakeholders (especially railroad), and the current status of full and partial takes (estimated number of properties, acquired/appraised, etc.); information on properties that OP 12 Recurring Oversight and Related Reports (Periodic, Trip, Quarterly, Final) Revision 0, June 2008 Page 4 of 6
Page 1 and 2: CLIN# OP# FTA Oversight Procedures
Page 3 and 4: 5.0 GRANTEE SUBMITTALS NA 6.0 SCOPE
Page 5 and 6: 6.1.2 Task Orders FTA headquarters
Page 7 and 8: and communications systems; fare co
Page 9 and 10: 7.1 Format Avoid repetition in the
Page 11 and 12: APPENDIX B Sample Task Order ______
Page 13 and 14: APPENDIX D Sample Proposal Format _
Page 15 and 16: U.S. DOT Federal Transit Administra
Page 17 and 18: Management controls are the organiz
Page 19 and 20: 5. Act in a manner consistent with
Page 21 and 22: 5) Introduction to PMOC scope of wo
Page 23 and 24: 7.3 Project Status Reporting - Cont
Page 25 and 26: Cost $2,500,000 $2,000,000 $1,500,0
Page 27 and 28: • Legislators, legislative staff
Page 29 and 30: 4.2 FTA Circulars • C5010.1C, Gra
Page 31 and 32: v) develop and implement a force ac
Page 33: 4.0 REFERENCES The following are th
Page 37 and 38: The report formatting requirements
Page 39 and 40: U.S. DOT Federal Transit Administra
Page 41: APPENDIX A Sample - Lessons Learned
Page 66 and 67: • Recipients with major capital p
Page 68 and 69: follow, have different names for si
Page 70 and 71: documents referenced in the SSMP to
Page 72 and 73: (2) The effectiveness of the proces
Page 74 and 75: For recipients with projects affect
Page 76 and 77: APPENDIX A: SSMP REVIEW CHECKLIST -
Page 78 and 79: App. No. Checklist Item Plan Requir
Page 84 and 85:
App. No. Checklist Item Plan Requir
Page 86 and 87:
App. No. Checklist Item Plan Requir
Page 88 and 89:
APPENDIX B: LIST OF SUGGESTED DOCUM
Page 90 and 91:
DOCUMENT (Title and acronym; R sign
Page 92 and 93:
DOCUMENT (Title and acronym; R sign
Page 94 and 95:
APPENDIX D: SAMPLE INTERVIEW QUESTI
Page 96 and 97:
APPENDIX E: SSMP REVIEW CHECKLIST -
Page 98 and 99:
Note: SSMP Element Compliant with D
Page 100 and 101:
SSMP Element Compliant with DRAFT G
Page 102 and 103:
APPENDIX F: DISCUSSION OF CONTENTS
Page 104 and 105:
candidates for the committee so tha
Page 106 and 107:
US DOT Federal Transit Administrati
Page 108 and 109:
the time. During preliminary engine
Page 110 and 111:
• Plans - who prepares, who can m
Page 112 and 113:
U.S. Department of Transportation F
Page 114 and 115:
• Serve as a resource by lending
Page 116 and 117:
c. Peak Vehicle Requirement include
Page 118 and 119:
3 PMOC review of Grantee’s Operat
Page 120 and 121:
Requirement PMOC Review Comments 5C
Page 122 and 123:
waiver is requested are not produce
Page 124 and 125:
(5) To provide PMOCs with recommend
Page 126 and 127:
4.1.2 Pre-Award Purchaser’s Requi
Page 128 and 129:
5.0 PMOC REVIEW OF PROJECT SPONSOR
Page 130 and 131:
• If no, examine contract files,
Page 132 and 133:
6.3.2 Corrective Action: The Grante
Page 134 and 135:
8.0 APPENDICES 8.1 Sample Review Ce
Page 136 and 137:
comply? 5.3.1.5 Are the vehicle bod
Page 138 and 139:
Page 140 and 141:
including: the applicability of Fed
Page 142 and 143:
• Each document addresses the int
Page 144 and 145:
APPENDIX A: CHECKLIST OP Section Is
Page 146 and 147:
orders: 5.6.2.1 Is PDR consistent w
Page 148 and 149:
design-to-budget approach that main
Page 150 and 151:
15) Step the project forward using
Page 152 and 153:
2.2 The New Starts Process New Star
Page 154 and 155:
3.0 OBJECTIVES During the initial e
Page 156 and 157:
7.0 REPORT, PRESENTATION, RECONCILI
Page 158 and 159:
provisions) to make detailed design
Page 160 and 161:
6) Identify any unknown or uncertai
Page 162 and 163:
APPENDIX A Scope Review Checklist E
Page 164 and 165:
o Development of strategies for min
Page 166 and 167:
to then be backfilled or would othe
Page 168 and 169:
• Major or critical work details;
Page 170 and 171:
It is important to select a project
Page 172 and 173:
6.2 Preliminary Document Review Upo
Page 174 and 175:
U.S. DOT Federal Transit Administra
Page 176 and 177:
o Level 4: Subdivide Level 3 as fol
Page 178 and 179:
• Is integrated with and makes ad
Page 180 and 181:
APPENDIX B Cost Estimate Review Che
Page 182 and 183:
o Confirm that cost estimates are b
Page 184 and 185:
12) Appendices a) Grantee Project I
Page 186 and 187:
This sample of 118 cost items was s
Page 188 and 189:
consistently accurate. In addition,
Page 190 and 191:
SCC-10.02 Earth Excavation Although
Page 192 and 193:
The scope review identifies risk in
Page 194 and 195:
• Producer Price Index (PPI) - Th
Page 196 and 197:
APPENDICES PROJECT COST ESTIMATE ([
Page 198 and 199:
EXHIBIT D-1: PROJECT COST ESTIMATE
Page 200 and 201:
3.0 OBJECTIVES FTA’s objective is
Page 202 and 203:
E) Lead times and durations for equ
Page 204 and 205:
activity durations. Critical path f
Page 206 and 207:
Page 208 and 209:
orders may direct the PMOC to reeva
Page 210 and 211:
Design‐Build or CM‐GC), the pro
Page 212 and 213:
degree of understanding among the p
Page 214 and 215:
management labor and profit/fee. Su
Page 216 and 217:
Page 218 and 219:
Construction Risk is subdivided int
Page 220 and 221:
Category or sub‐category cost ele
Page 222 and 223:
with the construction contractor. T
Page 224 and 225:
Management Plan; these recommendati
Page 226 and 227:
etween risk reduction and risk acce
Page 228 and 229:
75% construction 85% 90% constructi
Page 230 and 231:
milestones, the value of expected m
Page 232 and 233:
Page 234 and 235:
4.2 Guidance coordination of platfo
Page 236 and 237:
communicate with the vehicle manufa
Page 238 and 239:
APPENDIX A FTA Request for Informat
Page 240 and 241:
APPENDIX B OP 41 ADA Review - Level
Page 242 and 243:
4.1 Legislative • The Safe, Accou
Page 244 and 245:
4) Cost estimate in year-of-expendi
Page 246 and 247:
Page 248 and 249:
• Project Schedule (Master Schedu
Page 250 and 251:
d) Assessed safety and security iss
Page 252 and 253:
Page 254 and 255:
• Interim Guidance on Design-Buil
Page 256 and 257:
(3) Appropriateness of the proposed
Page 258 and 259:
7) Project Schedule The PMOC should
Page 260 and 261:
Page 262 and 263:
2) The Grantee’s program for adva
Page 264 and 265:
2. Identify all apparent discrepanc
Page 266 and 267:
• The PMOC shall assess whether t
Page 268 and 269:
to FD phase of the project, should
Page 270 and 271:
Table 1, continued: Expected Attrib
Page 272 and 273:
• Real Estate Acquisition Managem
Page 274 and 275:
Page 276 and 277:
performed Quality assurance records
Page 278 and 279:
plan that ensures the necessary qua
Page 280 and 281:
Page 282 and 283:
5.3 Systems/Facilities Integration
Page 284:
6.2 Successful completion and recor
show all

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

Create successful ePaper yourself

Delete template?

Save as template?