PROJECT MANAGEMENT MANUAL
STANDARD OPERATING PROCEDURE
TABLE OF CONTENTS / NUMBER: Rev. 4
REVISION DATE:
01/27/2014
TABLE OF CONTENTS
1 INTRODUCTION
1.1 Purpose and Scope
1.2 Online Project Manager Manual
1.3 Revisions to Project Manager’s Manual
1.4 Project Manager
1.5 Architect and/or Engineer
1.6 Budget Requirements
1.7 Independent Cost Estimate
1.8 A/E Services Procurement
1.9 Five Phases of an A/E Contract
1.9.1 PM Responsibilities during Design Phases
1.9.2 PM Responsibilities during CPS
1.10 Construction Procurement
1.11 Construction Manager (CM) Procurement
1.12 Alternative Project Delivery Methods
1.13 Project Manager Responsibilities during Closeout
2 PROJECT PLANNING
2.1 Capital Investment Program
2.1.1 Capital Funding Requests and CIP Approval
2.1.2 Project Implementation
2.2 Infrastructure Reinvestment Projects/Construction
2.3 Pre-Design Activities
2.4 Selection of a Project Manager
2.5 Submission of Capital Funding Request
2.6 Capital Funding Request Prioritization
2.7 Budget and Schedule
2.7.1 Updating the Conceptual Budget and Schedule
2.7.2 30% Budget Update
2.8 Managing the Budget
2.8.1 Budget Revisions
2.8.2 Use of Project Contingencies to Fund Budget Shortfalls
2.9 Amendment to the Budget
2.10 Reporting
2.10.1 Quarterly Milestone Reporting
2.11 Grant Closeout Process
Chapter 2 Exhibits
2-1 Capital Funding Request Form Template
2-2 Conceptual Budget
2-3 Project Initiation Report
3 PROJECT INITIATION, PROCUREMENT, AND AWARD
3.1 Project Initiation
3.1.1 Capital Funding Request
3.1.2 Definition
3.1.3 Long Range Projects/Planning
3.1.4 Infrastructure Reinvestment Projects/Construction
3.1.5 Responsibilities
3.2 Capital Funding Procedure
3.2.1 Capital Funding Projects – Sponsor Departments
3.2.2 Selection of Project Manager
3.2.3 Completing the Capital Funding Request - New Projects
3.2.4 Completing the Capital Funding Request – Existing Projects
3.2.5 Prioritizing Capital Funding Request within Sponsor Depts.
3.2.6 Compiling and Forwarding the Capital Funding Requests
3.3 Prioritizing CFR for Inclusion in the 5-Year Capital Investment Plan.
3.4 Project Initiation - Capital Funded Projects
3.5 Project Initiation – Non-Capital Funded Projects
3.6 Changes in Scope or Budget
3.7 Project Funding Sources
3.8 Document Management
3.8.1 Filing System
3.8.2 Project Data Collection
3.9 Project Database/Website
3.10 Reference Documents
3.11 Contracting for Professional Services
3.11.1 Purpose and Scope
Preparation of RFP
3.11.2 Review of RFP
3.12 Contract Procurement and Award
3.12.1 Initial Negotiations
3.12.2 Cost Analysis and Final Negotiation
3.13 Contract Authorization
3.13.1 Authorization Levels
3.13.2 Staff Summaries
3.13.3 Change Order/Amendment Authorization Procedures
3.14 Post Authorization
3.14.1 Notice to Proceed
3.14.2 Financial Audits
3.14.3 Contract Document
3.15 Authorization Process and Documentation
3.15.1 PS Base Award
3.15.2 PS Amendment
3.15.3 CN Base Award
3.15.4 CN Change Order
3.15.5 EWO Request
Chapter 3 Exhibits
Exhibit 3-1 Sample Staff Summary
Exhibit 3-2 Fixed Fee Calculation Matrix
Exhibit 3-3 Independent Cost Estimate Template
Exhibit 3-4 Other PS Internal Documentation Templates:
Full Discussion (GM/BOD & AGM)
Technical Discussion
Amendment Input Form
Contract Overview
Record of Negotiation
Contract Direction Form
Table 1 PS Base Award Documentation
Table 2 PS Amendment Documentation
Table 3 PS Task Order Documentation
Table 4 CN Base Award Documentation
Table 5 CN Change Order Documentation
4 PUBLIC INVOLVEMENT
4.1 Introduction
4.2 Agency Communication Channels
4.3 Outreach Program Objectives
4.4 Identification of Project Stakeholders
4.5 Development of Individual Project Programs
4.6 Program Implementation
4.7 Financial Support for Objectives
5 DESIGN
5.1 Purpose and Scope
5.2 Progress Design Schedule
5.3 Project Budget
5.4 Monthly Progress Meetings
5.5 Changes in Scope, Budget and Schedule
5.6 Adding a Subconsultant
5.7 Project Management’s Role in Design
5.8 Project Coordination Elements of a Typical Project Design
5.8.1 Project Coordination and Design Review
5.8.2 Submittal Review Period
5.9 Design Phases
5.9.1 Pre-Design Phase
5.9.2 Phase I – Conceptual Design (0-15%)
5.9.3 Phase II – Preliminary Design (15%-30%)
5.9.4 Phase III – Design Development (30%-60%)
5.9.5 Phase IV – Final Design (60%-100%)
5.10 Responsibilities
5.10.1 Project Manager
5.10.2 Project Development Group (PDG)
5.10.3 Reviewers
5.10.4 Design (0% – 100%) Submittals
5.11 Design Guidelines and Standards
5.11.1 Value Engineering
5.11.2 Risk Analysis Program
5.11.3 Force Account Program
5.11.4 Project Development Group (PDG)
5.11.5 Structural Peer Review
5.12 Invoicing and Payments
5.13 Progress Monitoring Report
5.14 Permitting and Agency Approvals
5.15 Consultant Performance Evaluation and Rating
5.16 Consultant Contract Close-out
Chapter 5 Exhibits
5-1 Consultant Performance Evaluation Report (CPER)
6 UTILITY COORDINATION
6.1 Overview
6.2 Utility Identification
6.3 Design Review by Utilities
6.4 Utility Relocation Design
6.5 Utility Agreements
6.6 Construction Coordination of Utility Relocations
7 REAL ESTATE-RIGHT OF WAY ACQUISITION
7.1 Purpose and Scope
7.2 Property Acquisition Cost Estimates
7.3 Negotiation with Land Owner
7.4 License Agreements
7.5 Orders of Taking
7.6 Notification to PM
7.7 Real Estate Acquisition Process
8 BIDDING
8.1 Overview
8.2 Pre-Bid Advertising
8.2.1 Obtaining Work Order Numbers
8.2.2 Preparation of Bid Documents
8.3 Pre-Bid Review Control Sheets
8.4 Advertising
8.5 Distribution of Bidding Documents
8.6 Prequalification Procedures
8.7 Bid Deposits
8.8 Open Bids
8.9 Pre-Award Conference/Designer Review Recommendation
8.10 Authorization
8.11 Contract Execution
Chapter 8 Exhibits
Exhibit 8-1- Pre-Bid Review Control Sheet
Exhibit 8-2 – Instructions for Completing the PRCS
9 CONSTRUCTION
9.1 Coordination
9.2 Meetings
9.3 Notice to Proceed
9.4 Public Relations/Notice of Intent to Construct
9.5 Project Manager’s Responsibilities
9.6 Controlling the Work
9.6.1 Schedules
9.6.2 Monitoring Schedule Compliance
9.6.3 Recovery Schedules
9.6.4 Non-Conforming and Deficient Work
9.6.5 Stopping or Suspending Work
9.6.6 Records and Recordkeeping
9.6.7 Environmental Requirements
9.6.8 Safety
9.6.9 Safety Walks
9.7 Assistance During Construction
9.8 Change Orders
Levels of Authorization
Foreman Salary Waiver Approval
9.9 Force Account
9.10 Claims Management/Claims Review
9.10.1 Claims Processing Procedure
9.10.2 Entering Claims into CMS
9.11 Subcontractor/Supplier Demand for Payment
9.12 Invoicing and Payments
9.12.1 Budget & Cost Monitoring
9.12.2 Progress Payments
9.12.3 Payment Requests
9.12.4 Payment for the Work
9.12.5 Payment Procedures
9.13 Certified Payroll and DBE Forms
9.13.1 Adding a Subcontractor
9.14 Monthly Progress Schedule
9.15 Subletting & Prime Performance (50%)
Chapter 9 Exhibits
9-1 Pre-construction Meeting Agenda Template
9-2 Direct Payment Flow Chart
9-3 Progress Meeting Minutes Template
9-4 Statement of Payment to DBE Subcontractors
9-5 Contractor Performance Evaluation Report (CPER)
10 PROJECT CLOSE-OUT
10.1 Substantial Completion
10.2 Environmental Checklist for Closeout
10.3 Lessons Learned
10.4 As-Built Drawings
10.4.1 In Process Drawings
10.4.2 Submittal to the MBTA
10.5 Operations Manuals and Warranties
10.6 Final Acceptance
10.7 Final Payment
10.7.1 Construction Contracts
10.7.2 Professional Services Contracts
Chapter 10 Exhibits
10-1 Substantial Completion Flow Chart
10-2 Sample Certificate of Occupancy
10-3 Sample Final Construction Control Document
10-4 CMS Form 6 – Certificate for Substantial Completion (CMS-PY-014)
10-5 CMS Form 7 – Notification – Opening Portions of Contract for Operations (CMS-PY-015
10-6 CMS Form 8 – (CMS-PY-016
10-7 CMS Form 9 – Certificate of Inspection & Acceptance (CMS-PY-017
10-8 Construction Contract Closeout Form (CMS-PY-018)
11 WORKFORCE PLANNING AND DEVELOPMENT PROGRAM
11.1 Purpose and Benefits
11.2 Mentoring
11.3 Training
11.3.1 Internal Trainings
11.3.2 External Trainings
11.4 Competencies and Characteristics
11.5 Conclusion
List of Acronyms
3-C / Continuing, Cooperative and Comprehensive Planning ProcessAASHTO / American Association of State Highway and Transportation Officials
ACEC / Areas of Critical Environmental Concern
ACEC / American Council of Engineering Companies
ADA / Americans with Disabilities Act
ADT / Average Daily Traffic (or Average Daily Trips)
AGM / ASSISTANT GENERAL MANAGER
ALI / Activity Line Item
AMPO / Association of Metropolitan Planning Organizations
ANRAD / Abbreviated Notice of Resource Area Delineation
APA / American Planning Association
APE / Area of Potential Effect
APE / Advanced Preliminary Engineering
APTA / American Public Transportation Association
AREMA / American Railway Engineering and Maintenance-of-Way Association
ASTM / American Society for Testing and Materials
AUL / Activity Use Limitation
BLC / Boston Landmarks Commission
BMP / Best Management Practice
BMS / Bridge Management System
BOL / Bills of Lading
BRT / Bus Rapid Transit
BTS / Bureau of Transportation Statistics
C of O / Certificate of Occupancy
CA / Contract Administration
CAA / Clean Air Act
CAAA / Clean Air Act Amendments
CE / Categorical Exclusions
CEMR / Comprehensive Effects and Mitigation Report
CERCLIS / Compensation and Liability Information System
CFR / Code of Federal Regulations
CIC / Change in Contract
CIP / Capital Investment Program
CMAQ / Congestion Mitigation and Air Quality Program
CM-GC / Construction Manager-General Contractor
CMP / Conservation Management Practice
CMR / Code of Massachusetts Regulations
CMR / Construction Manager at Risk
CMS / Congestion Management System
CMS / Capital Management System
CNG / Compressed Natural Gas
CO / Carbon Monoxide
CO / Change Order
COG / Council of Governments
COMTO / Conference of Minority Transportation Officials
CPC / Construction Project Controls
CPER / Contractor/Consultant Performance Evaluation Rating
CPI / Cost Performance Index
CPM / Critical Path Method (pertaining to scheduling)
CPMR / Construction Progress Monitoring Report
CQV / Construction Quantity Variances
CSI / Construction Specifications Institute
CSX / CSX Corporation
CTPS / Central Transportation Planning Staff
CZM / Massachusetts Office of Coastal Zone Management
DB / Design Build
DBB / Design Bid Build
DBELO / DISADVANTAGED BUSINESS ENTERPRISE LIASON OFFICER
DEA / Draft Environmental Assessment
DEIR / Draft Environmental Impact Report
DEIS / Draft Environmental Impact Statement
DEP / Massachusetts Department of Environmental Protection
DMU / Diesel Multiple Unit
DOT / Department of Transportation
DPS / Department of Public Safety (Massachusetts)
EA / Environmental Assessment
ECD / Emission Controlled Diesel Buses
EIR / Environmental Impact Report
EIS / Environmental Impact Statement
EJ / Environmental Justice
ENF / Environmental Notification Form
EON / Explanation of Necessity
EOR / Engineer of Record
EOT / Massachusetts Executive Office of Transportation
EOT / Extension of Time
EPA / Environmental Protection Agency
EPH / Extractable Petroleum Hydrocarbon
EV / Earned Value (REPORTING REQUIREMENTS IN DESIGN COSTS)
EWOL / Extra Work Order Letter
FAA / Federal Aviation Administration
FAI / First Article Inspection
FAR / Federal Acquisition Regulation
FASCE / Fellow of the American Society of Civil Engineers
FEIR / Final Environmental Impact Report
FEIS / Final Environmental Impact Statement
FEMA / Federal Emergency Management Agency
FHWA / Federal Highway Administration
FONSI / Finding of No Significant Impact
FP / FIXED PRICE (PERTAINING TO A UNIT OF MEASUREMENT)
FTA / Federal Transit Administration
FY / Fiscal Year
GIS / Geographic Information Systems
GMP / GROSS MAXIMUM PRICE
GMP / Guaranteed Maximum Price
GPS / Global Positioning Systems
HDIS / High Density Interlocking Signal System
HOV / High-Occupancy Vehicle
HSR / High-Speed Rail
I/M / Inspection and Maintenance
ICE / Independent Cost Estimate
IHS / Interstate Highway System
IM / Interstate Maintenance
IRA / Immediate Response Actions
ISTEA / Intermodal Surface Transportation Efficiency Act of 1991
ITS / Intelligent Transportation Systems
JD / Jurisdictional Determination
LEDPA / Least Environmentally Damaging Practicable Alternative
LIRR / Long Island Rail Road
LOI / Letter of Interest
LOI / Letter of Intent
LONP / Letter of No Prejudice
LOS / Level of Service (traffic flow rating)
LRA / Limited Removal Actions
LRT / Light Rail Transit
LRTP / Long-Range Transportation Plan
LSP / Licensed Site Professional
LTBI / Location to be Investigated
NTP / Notice to Proceed
M&O / Management and Operations
MAAB / MASSACHUSETTS ARCHITECTURAL ACCESS BOARD (OF REGULATIONS)
MAP-21 / Moving Ahead for Progress in the 21st Century Act (P.L. 112-141),
MassGIS / Massachusetts Geographic Information System
MBCR / Massachusetts Bay Commuter Railroad
MBTA / Massachusetts Bay Transportation Authority
MCP / Massachusetts Contingency Plan
MEPA / Massachusetts Environmental Policy Act
MGL / Massachusetts General Law
MHC / Massachusetts Historical Commission
MHD / Massachusetts Highway Department
MIS / Major Investment Study
MOA / Memorandum of Agreement
MOS / Minimum Operable Segment
MOU / Memorandum of Understanding
MPO / Metropolitan Planning Organization
MRL / Machine Room Less (elevators)
MSA / Metropolitan Statistical Area
MTP / Metropolitan Transportation Plan
NAA / Nonattainment Area
NAAQS / National Ambient Air Quality Standards
NAPL / Non-Aqueous Phase Liquid
NARC / National Association of Regional Councils
NEC / Northeast Corridor
NEPA / National Environmental Policy Act of 1969
NHESP / Natural Heritage Endangered Species Program
NHPA / National Historic Preservation Act
NHS / National Highway System
NOI / Notice of Intent
NPL / National Priorities List
NRCS / National Resources Conservation Service
NTI / National Transit Institute (FTA related training through Rutgers University)
NWI / National Wetlands Inventory
OHM / Oil and Hazardous Materials
OSD / Office of Supplier Diversity (Commonwealth of Mass.)
PAH / Polycyclic Aromatic Hydrocarbon
PCB / Polychlorinated Biphenyl
PCM / PROJECT CONTROLS MANUAL
PCO / Proposed Change Order
PE / Preliminary Engineering
PESA / Phase I Environmental Site Assessment
PI / Project Initiation
PM / Particulate Matter
PM / Project Manager
PMM / PROJECT MANAGER MANUAL
PMOC / FTA Project Management Oversight Contractor
PMP / Project Management Plan
ppm / Parts per Million
PRCS / PREBID REVIEW CONTROL SHEETS (PM CHECK LIST)
PS&E / Plans Specifications & Estimates
PSR / Procurement System Review
PSR / PROJECT STATUS REPORTS (HAS BEEN REPLACED WITH AGM REPORTS)
PTC / Positive Train Control
QA/QC / Quality Assurance/Quality Control
RAILSIM / RAILSIM Simulation Software Suite (Systra)
RAM / Release Abatement Measure
RAO / Response Action Outcome
RCRA / Resource Conservation and Recovery Act
REC / Recognized Environmental Conditions
RFP / Request for Proposals
RFQ / Request for Qualifications
RIP / Remedy Implementation Plan
RNF / Release Notification Form
ROD / Record of Decision
RON / Record of Negotiation
ROW / Right of Way
RPA / Regional Planning Agency
RR / Railroad
RR / Risk Register (requirement of MBTA design contracts)
SAFETEA-LU / Safe, Accountable, Flexible, Efficient Transportation Equity Act: A Legacy for Users
SCC / Standard Cost Category
SCS / Soil Conservation Service
SDDO / Supplier Diversity & Development Office (MassDOT)
SEMP / Strategic Environmental Management Plans
SHPO / State Historic Preservation Office
SIB / State Infrastructure Bank
SIP / State Implementation Plan
SMR / Service, Maintenance & Reliability Program
SOP / Standard Operating Procedure
SOV / Single-Occupancy Vehicle
SPR / State Planning and Research Funds
SRPEDD / Southeastern Regional Planning and Economic Development District
STIP / State Transportation Improvement Program
STP / Surface Transportation Program
STPP / Surface Transportation Policy Project
T & M / TIME & MATERIAL
TAC / Technical Advisory Committee
TAZ / Traffic Analysis Zone
TCM / Transportation Control Measure
TDM / Transportation Demand Management
TDP / Transit Development Program
TEA-21 / Transportation Equity Act for the 21st Century
TIAS / Traffic Impact and Access Study
TIFIA / Transportation Infrastructure Finance and Innovation Act of 1998
TIP / Transportation Improvement Program
TMA / Transportation Management Area
TMIP / Travel Model Improvement Program
TOD / Transit-Oriented Development
TOV / Total Organic Vapor
TRB / Transportation Research Board
TSCA / Toxic Substance Control Act
TSM / Traffic Systems Management
UCL / Upper Concentration Limit
UGB / Urban Growth Boundary
UPWP / Unified Planning Work Program
USACE / United States Army Corps of Engineers
USEPA / United States Environmental Protection Agency
USFWS / United States Fish and Wildlife Service
USGS / United States Geological Survey
UST / Underground Storage Tank
VE / Value Engineering
VERC / Value Engineering Review Committee
VMT / Vehicle Miles Traveled
VOC / Volatile Organic Compound
VPD / Vehicles Per Day
VPH / Volatile Petroleum Hydrocarbon
WBS / Work Breakdown Structure
WPA / Wetlands Protection Act
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