Tucson Modern Streetcar Framework for Project Management Oversight Mayor & Council Presentation April 20, 2010
Project Goals An element of region s seamless transit system Create permanent & short term employment Trigger new public/private investment & transit-oriented development Support population & employment growth
Management for Design and Construction of the Modern Streetcar Quarterly updates to Mayor & Council, RTA,Congressional Delegations and the community Today we will cover: Project oversight both local and federal Project specific org charts Contractual oversight Internal process/approvals (checks and balances) Financial oversight
Local Project Oversight Project Management Director Richard Miranda Executive Oversight Co-managers Executive Team Program Management Team (PMT) Regional Transportation Authority BOD (RTA) Mayor & Council Elected Officials Community Liaison Group (CLG) - Community Stakeholders Neighborhood associations, community groups, community leaders, BAC, CODI Technical Advisory Committee (TAC) -Agency Stakeholders ADOT, City Managers Office, Tucson Fire, Tucson Police, Procurement, TDOT, ParkWise, Tucson Water, Downtown Tucson Partnership, Intergovernmental Relations, MainStreet, Pima Association of Governments/Regional Transportation Authority, Pima County, QWEST, Southwest Gas, Sun Tran, TPAC, Tucson Electric Power, University of Arizona
Federal Project Oversight FTA headquarters (Washington D.C.) Region IX (San Francisco, CA) US Department of Transportation ARRA Funds Guidelines Project Management Oversight Consultant (PMOC) -- Serves as an extension of FTA staff -- Continuous review & evaluation at all phases of the project assuring that the nation s limited transit capital dollars are being spent on projects that bring appropriate benefits to the impacted community
Procurement Governed Oversight FTA Circular 4220.1F / ARRA Arizona Revised Statutes (A.R.S.) Tucson Procurement Code
Contracting Methods COMMODITY Invitation for Bid: (Specification Based) -Awarded to lowest responsive/responsible bidder meeting specifications Request for Proposal: (Scope of Work Based) -Awarded to offer that best meets established criteria (method of approach, qualifications, price) DESIGN Request for Qualifications -Solicited for full scope of work -Awarded to most qualified respondent -Initial Phase negotiated -Subsequent Phases negotiated and incorporated via Contract Amendment & Change Order to initial Purchase Order CONSTRUCTION Invitation for Bid: -Awarded to lowest responsive /responsible bidder meeting specification -Disadvantaged Business Enterprise goals established
Acquisition Process Spec/Scope Approved by Dept and Stakeholders Bids/Proposals Evaluated by Dept and/or Evaluation Committee Attorney Approves Contract Award as to Form Requisition & Funding Approved by Dept, Budget and CMO Procurement Validates Dept/Committee Recommendations; Negotiates and/or Prepares Contract Procurement Issues Purchase Order With Contract Award Procurement Issues Solicitation for Open Competition Procurement Initiates Final Contract Award Notice to Proceed Issued to Contractor By Department
Design Contract Example Scope of Work and Evaluation Criteria Established Procurement Facilitates Request For Qualifications Process Procurement Facilitates Negotiation Department Approves Negotiated Contract; Including Initial Phase Subsequent Phase(s) of Work Negotiated Based on Contracted Rates Subsequent Phases of Work Incorporated Via Contract Amendment Evaluation Committee Recommends Award to Procurement Identifies the most qualified firm Contract Awarded, Purchase Order Issued, NTP Issued on Initial Phase Original PO Changed to Add Next Phase(s) of Work; NTP
Approvals & Reviews Requisitions/Pre-Encumbrances Reviewed & Approved by PM, Dept Director, Budget, Procurement & Executive Oversight Comanagers All Purchase Requests Must Adhere to City Expenditure Oversight Team (EOT) Policy All Procurements MUST comply with City Proc Code, State Statute (A.R.S.) and FTA Circular 4220.1F All procurement contracts are public record
Approvals & Reviews Purchase Orders Encumber Funds Any change to the original contract scope is incorporated by Contract Amendment and/or Change Order Contract amendment requests are reviewed by City PM, PMC, Dept Director, Dept Finance, City Budget, Executive Oversight Co-managers, OEOP and Procurement Change Order is a Procurement term which refers to any change to the original Purchase Order; does not always mean a change to the original scope of the contract
Invoicing & Payment Invoices are submitted by Contractor Invoices are reviewed by Project A/E, City PM, PMC, City Contract Admin., Dept Finance staff, Dept Director, Executive Oversight Co-managers Invoices must comply with contract pricing and contracted scope of work Approved invoices submitted to City Finance for match to Purchase Order Finance issues payment for invoice Final Pay Estimates reviewed by Procurement
Financial Consideration Local funding source: $88 million - Regional Transportation Authority (RTA) (capital and operating) Federal funding sources: Transportation Investment Generating Economic Recovery (TIGER) Grant for $63 million awarded Feb 2010 Project is New Starts Exempt project and has received $6 million in appropriations to date Project submitted an Urban Circulator grant application for $18.99 million in Feb 2010. Decision to be announced in the summer of 2010.
Quarterly Look Ahead Design Progress Schedule Quarterly Report Meeting with FTA RTA Board Briefing Rail Acquisition Vehicle Acquisition Update Stakeholder/Community Outreach MainStreet Program Outreach
Project Website - www.tucsonstreetcar.info Project Info Line - (520) 624-5656 RTA/MainStreet Program (520)838-4352
Acronyms ADOT Arizona Department of Transportation ARRA American Recovery and Reinvestment Act ARS Arizona Revised Statues BAC Bicycle Advisory Committee CLG Community Liaison Group CMO City Manager s Office CODI Commission on Disability Issues FTA Federal Transit Administration NTP Notice to Proceed OEOP Office of Equal Opportunity Programs
Acronyms PMC Project Management Consultant PMOC Program Management Oversight Committee PMT Project Management Team RTA Regional Transportation Authority TAC Technical Advisory Committee TDOT Tucson Department of Transportation TIGER - Transportation Investments Generating Economic Recovery TPAC Tucson Pima Arts Council