Staff summary and authorization documentation


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MASSACHUSETTS BAY TRANSPORTATION AUTHORITY

PROJECT MANAGEMENT MANUAL

STANDARD OPERATING PROCEDURE

Construction Award

Authorization Process (Staff Summary)

NUMBER: CN 002

REVISION DATE: 08-31-11


Base Contract Awards may be approved by either the General Manger or the Board of Directors. Awards greater than $2 million require Board of Director approval.
Budget - It is extremely important to involve the A&F Budget Analyst ASAP as Funding is not always readily available. Any delay in funding will delay Award.
Status - The PM is responsible for tracking the status of the staff summary and following up with Contract Administration in the event changes are required. CMS provided tracking tool.
Staff Summary Review Meeting - Prior to final authorization, the AGM will hold a staff summary review meeting with the PM, A&F, and Contract Administration. Edits to the staff summary may result from this review meeting.
STAFF SUMMARY AND AUTHORIZATION DOCUMENTATION

WHO WRITES WHAT?
STAFF SUMMARIES: Professional Services (PS) Design Awards – A&F

PS Amendments – A&F

Construction (CN) Awards – A&F

CN Change Order – A&F

Interagency Agreements – Project Manager

Claims – Project Manager
FULL DISCUSSION: Amendments – Project Manager

Awards – Project Manager

Interagency Agreements – Project Manager

Task Orders – Project Manager
TECHNICAL EVALUATION: Project Manager

PARITAL NTP Administration & Finance Office



AMENDMENT NTP: Administration & Finance Office
SUPPORT DOCUMENTATION: Contract Overview – PM

Record of Negotiation – PM

Contract Direction Form – PM

CMS Input Form – PM

Independent Cost Estimate (ICE) – PM

Full Discussion - PM

Technical Evaluation - PM
CONSTRUCTION

Base Contract Award
AUTHORIZATION PROCESS


  1. After bid opening, Contract Administration (CA) evaluates all bids and confirms the identity of the low bidder.




  1. Project Manager (PM) consults with Design Engineer to obtain a recommendation letter for the award to the low bidder.




  1. PM schedules a Pre-Award Meeting with contractor to discuss contractor capability, key personnel, scope of work and bid. PM prepares PM Pre-award Meeting Minutes [HYPERLINK), to be included in the Authorization Package.




  1. PM writes a Full Discussion




  1. PM submits 1 original and 3 copies of the completed award package to CA Summary Coordinator. The Award Package that comes from the PM contains:


Internal Documentation:

  1. Green Routing Slip (DOC or AGM) or Pink Routing Slip (GM or BOD)

  2. Contract Overview Form

  3. Full Discussion


Award Documentation:

  1. Staff Summary (if >$250,000)


Tab A – Pre-Award Documentation

  1. Notice to Bidders (Public Solicitation) (provided by CA)

  2. Plan Holders List (provided by CA)

  3. Certified Tabulation of Bids(provided by CA)


Tab B – Bid Form

  1. Bid Form (provided by CA)


Tab C – Recommendation Relative to Award


  1. Consultant Recommendation Letter

  2. Pre-Award Meeting Minutes

  3. DBE Concurrence Memo (provided by CA)


TAB D – Board of Director Vote (if applicable)


  1. Approved Award Package is given to Staff Summary Coordinator for routing to:




  • ODCR

  • Operations

  • Law Department

  • Budget

  • AGM/GM/Board of Directors




  1. Staff Summary Coordinator copies the signature page, then distributes packages to:




  • PDF – Project Manager

  • Original and 1 copy – Superintendent of A&F

  • Copy – Contract Administration File


.

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MASSACHUSETTS BAY TRANSPORTATION AUTHORITY

PROJECT MANAGEMENT MANUAL

STANDARD OPERATING PROCEDURE

Construction Change Order

Authorization Process (Staff Summary)

NUMBER: CN 001

REVISION DATE: 08-31-11


CONSTRUTION

Change Order
AUTHORIZATION PROCESS


  1. Change identified - by RE/PM/Consultant/Contractor




  1. Project Manager (PM) requests a proposal from the Contractor




  1. PM determines if change has merit to warrant a change order




  1. PM proceeds with development of an Independent Cost Estimate (ICE).




  1. PM receives a proposal from the Contractor and sends copy of proposal to Contract Administration (CA) for review.




  1. Contract Administration reviews proposal. Makes recommendations to PM/RE for his/her use during negotiations with Contractor.




  1. RE/PM/CA develops a negotiation position using the ICE, CA proposal review and input from the Project.




  1. RE/PM/CA negotiate change order with contractor




  1. Contractor may submit revised proposal (unnecessary as long as the Record of Negotiations (RON) details how final price was determined. If revised proposal is submitted, the change order must also include a copy of the cover letter, recap sheet and labor and equipment breakdown from the original proposal as well as the complete final proposal.




  1. RE/PM develop a well defined and detailed scope for the Form 3 (change order)




  1. RE/PM writes an Explanation of Necessity (EON) (see Change Order Guidelines.)




  1. RE/PM records events and issues that took place and were discussed during negotiations in a formal RON. (see Change Order Guidelines.)




  1. RE/PM work with Steve Joy to compile Change Order Package. The Budget Analyst confirms that funding is available and assigns the funding source.




  1. PM reviews the final Change Order Package for accuracy and signs the RON, EON and Change Order confirming the scope of work, and that the cost of the work is fully supported and fair and reasonable.




  1. PM presents the final Change Order package to the Deputy Director for review and signature.




  1. PM presents the Change Order to the Contractor for review and signature.




  1. A&F submits the completed change order to Contract Administration Staff Summary Coordinator. The Change Order Package that comes from the Arborway contains (See CO/CQV Checklist)


Internal Documentation:


  1. Green Routing Slip (DOC or AGM) or Pink Routing Slip (GM or BOD)

  2. Contract Overview Form

  3. Contract Direction Form – Except for Credit COs

  4. CMS-CN-002

  5. CMS-CN-004

  6. CMS-CN-012


Change Order Documentation:


  1. Staff Summary (if >$250,000)

  2. Form 3s: 3 Copies with Original Signatures (No Photocopies permitted)

  3. Signed Explanation of Necessity (EON)

  4. Signed Extra Work Order Letter (if applicable)

  5. Contractor Proposal for Prime and Subcontractors

  1. Cover Letter

  2. Recapitulation Sheet

  3. Equipment/Labor/Materials Sheet

  4. All supporting documentation as required by the Change Order Guidelines

  1. Signed Record of Negotiation (RON)

  2. Signed RON Supporting Documentation including ICE, and internal review

  3. Contractor Signed Certificate of Current Cost and Pricing (if > $250,000)




  1. Contract Admin Change Order Analyst reviews package and prepares a comment memo. The memo either provides confirmation that the Change Order is ready to process or provides direction to the PM that additional information/documentation is required before processing can continue. This memo is:




  1. emailed to the Project Manager

  2. Filed in Contract Administration CO Memo Binder




  1. Change Order package (per Change Order Checklist) is given to Staff Summary Coordinator for distribution to::




  • ODCR

  • Operations

  • Law Department

  • Budget

  • AGM/GM/Board of Directors




  1. When fully signed and approved, the Staff Summary Coordinator emails Change Order Coordinator requesting confirmation that the Change Order is “OK to pay”. Information is also available in on the MBTA T: Drive:


T:/Change Order/Contract Status


  1. Staff Summary Coordinator copies the signed Form 3s (3 Originals), then distributes six (6) packages to:




  • PDF - Payment Coordinator (AMN)

  • PDF – Steve Joy

  • PDF – Project Manager

  • Original – Treasurer

  • Original – Contractor

  • Original – Contract Administration File


Note: It’s extremely important to get the Project’s Budget Analyst involved ASAP as Funding is not always readily available and may require a Budget Revision processed through the Budget Office. Any delay in funding will delay the Change Order processing procedure.
Also, it is important to determine ASAP as to whether an Extra Work Order Letter (EWOL) is required. If yes, then the Funding issue is even more imperative early on in the Change Order process as Funding is required to process EWOLs. Please notify Steve Joy to initiate the EWOL Packet for processing.



CN Sample 002 2011-08-31

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