1. WMATA Project Implementation Manual (PIM) Stage 3, Construction Chapter 200, Authority Representative, Responsibilities and Functions Presenters: David Wray Diana Levy April 8, 2015

2.  Chapter 200 201 – Project Management and Contracting Officer’s Responsibility 202 – Delegation of Authority 203 – Project Implementation and Contract Controls 204 – Project Kick-Off meeting 205 – Professional Services Scope of Work 206 – Approval to Release Contract Documents 207 – Configuration Management Procedure Content

3.  General To describe AR’s authority and provide an overview of responsibilities and functions To identify primary organization to administer WMATA consultant tasks and contracts  Authorization The AR is the Authorized Representative of the Contracting Officer (CO) AR is formally delegated by CPO via letter with a copy to the Contractor and alternate designate Must complete required training Limitations of the authority are defined in the letter AR has NO Authority beyond the designated contract  Responsibility Take only authorized actions and those of the CO as defined in the contract provisions Administer each construction contract Manage performance of the employees Request appropriate staff support Ensure construction is done in compliance with contract plans and specifications  Function Administer claims and changes Ensure fiscal aspects of the contract are in compliance with PIM Is the primary WMATA representative with the Contractor Monitor Contractor’s performance, QA/QC and Safety & Security Management plans Is the focal point for all utility and agency interfaces Ensure conformance of staff to WMATA Code of Ethics Is the focal point for public contact related to construction contract PIM, Chapter 200 – AR Authority, Responsibilities and Functions Policy

4. PIM, Chapter 200 – AR Authority, Responsibilities and Functions Section 201-Project Management and Contract Officials Responsibilities Procedure  Purpose Defines the responsibilities and interfaces of key WMATA Management positions with respect to the AR  Scope Key Management and supporting positions Chief Infrastructure Services (CENI) Other WMATA Staff All Others  Instruction General  Chief Engineer, Infrastructure Services  Deputy Chief Engineer, Program Management – NO LONGER EXISTS  Director of Capital Improvement Program  Director of Major Capital Projects  Senior Program Manager  Project Manager  The Authority’s Representative (AR)  Staff Support for the AR Contracting Officer Contract Administrator Project Support Staff  Deputy Chief Engineer  Cost Estimates  Scheduling  Quality Assurance  Safety  Survey  Operation and Maintenance  Environmental  Risk Management  Real Estate  Community Relations Officer  Police Services Agreements – Utilities, Public Agencies, Railroads

5. PIM, Chapter 200 – AR Authority, Responsibilities and Functions Section 202-Delegation of Authority Procedure  Purpose To identify the process that delegates the authority of the Contract Officer’s Representative to the Authority’s Representative  Scope The Chief Procurement Officer can appoint representatives to assist the Contracting Officer The AR may be given the authority to act as the Contracting Officer by the Chief Procurement Officer Delegation of Authority Letters shall be stored in the PMSS  Instruction General  Delegation of Authority Letter

6. PIM, Chapter 200 – AR Authority, Responsibilities and Functions Section 202-Delegation of Authority Procedure, Cont’d Delegation of Authority Letter

7.  Purpose To identify project controls used within CENI  Scope Project Control processes use Best Management Practices (BMP) in all functional areas of the project  Instruction Control of the Design/Design-Build Process  Technical Baseline  Configuration Control  Design Coordination  Systems Integration  Value Engineering  Constructability Review  Independent Cost Estimate (ICE)  Schedule Control  Cost Accounting System Document Control Operations and Maintenance Considerations and Reviews PIM, Chapter 200 – AR Authority, Responsibilities and Functions Section 203– Project Implementation and Contract Controls Procedure

8.  Control of the Design/Design-Build Process Technical Baseline  Coordination with user departments, MTPD and SAFE  WMATA’s Standards – design criteria, design drawings, standard drawings, standard specifications, design requirements and program criteria, technical specifications and other WMATA applicable standards (in that order!) Configuration Control (administration of standards)  4.10, Configurations Control Management  4.14, Design Control Board  Specification Section 01112, Part 1.06, Design Requirements and Program Configuration Management Design Coordination  Design-Builder is responsible for final designs  Contractor is responsible for integration of all disciplines and systems to prevent any conflicts Systems Integration  Contractor is responsible for design, installation, progressive testing, commissioning and integrations  Contractor is responsible for test plan to confirm compatibility PIM, Chapter 200 – AR Authority, Responsibilities and Functions Section 203– Project Implementation and Contract Controls Procedure

9.  Control of the Design/Design-Build Process (cont’d) Value Engineering Administered through General provisions Article 00721, Administration of VECPs Constructability Review  Final design by consultants are reviewed in conjunction with design reviews  Contractor is responsible for constructability of designs  AR and project staff is responsible for review of design-build submittals Independent Cost Estimate  Completed prior to the receipt of proposals  Exclusive of Contractors’ pricing Schedule Control  WMATA Schedulers use Primavera to provide scheduling services to CENI  Baseline schedule is established after NTP is issued  Monthly schedule review/update meetings Cost Accounting System  PeopleSoft Management System is a single source of information for accounting, budget, cash management, procurement, payroll and funding data. PIM, Chapter 200 – AR Authority, Responsibilities and Functions Section 203 – Project Implementation and Contract Controls Procedure (cont’d)

10.  Instruction Document Control  After contract award CO distributes a copy of the conformed contract  AR is responsible for keeping an up-to-date copy  WMATA Project Offices are responsible for maintaining pertinent to the contract files  PMSS (aka Procore) is used to store and track all project/contract related documents  EMC Documentum serves as a repository for all contract documentation at project completion  Periodic document storage compliance by CENI/CONS Operations and Maintenance Considerations and Reviews  Operations and Maintenance personnel to attend design, requirements and criteria review meetings PIM, Chapter 200 – AR Authority, Responsibilities and Functions Section 203 – Project Implementation and Contract Controls Procedure (cont’d)

11.  Purpose To describe requirements for a Project Kick-off Meeting  Scope Conducted to inform all stakeholder on project initiation To facilitate planning by obtaining input from stakeholders All pertaining to the Project Kick-Off meeting documentation will be stored in PMSS  Instruction All CENI projects will conduct a Project Kick-Off Meeting AR is responsible for : Planning, announcing, scheduling and conducting the meeting Inviting all relevant project stakeholders Developing and Presenting a project description Developing and distributing an agenda Publishing and distributing minutes to document PIM, Chapter 200 – AR Authority, Responsibilities and Functions Section 204 - Project Kick-off Meeting Procedure

12.  Purpose To describe AR’s responsibilities in the preparation of a scope of professional services  Scope Scope of services is prepared during project implementation  Types: design review, construction management/administration, field inspections, etc. All documents related to SOW will be recorded and maintained in PMSS  Instruction Scope will be developed jointly between AR and Consultant Must include enough details to ensure the quality of proposal responses AR to provide an ICE Final scope will be forwarded to PRMT to negotiation, settlement, issuance and administration Minimum Requirements:  Project name, number, POP, PM name, delivery method, types of expertise  Definition of roles (WMATA vs. Consultant), details of requested services, position description for staff augmentation tasks, standards or codes uses  Description of deliverables  Schedule of submittals/deliverables PIM, Chapter 200 – AR Authority, Responsibilities and Functions Section 205 – Professional Services Scope of Work Procedure

13. PIM, Chapter 200 – AR Authority, Responsibilities and Functions Section 206-Approval to Release Contract Documents for Solicitation Procedure  Purpose To establish CENI’s policy that requires a review and approval process prior to release CENI Directive 003  Policy This procedure applies to all CENI projects  Responsibilities Deputy Chief (CONS) AR CONS Compliance Director of ADAP Office of General Counsel Department of System Safety and Environmental Management (SAFE) Metro Transit Police Department (MTPD)  Procedure Use of WMATA Project Management Software System (PMSS) is required New Facilities and Systems  Approval Sheet Rehabilitation Projects  Review matrix CONS determines which designs have ADA content Amendments that change the design or specifications Variances or changes to the standards

14. PIM, Chapter 200 – AR Authority, Responsibilities and Functions Section 206-Aproval to Release Contract Documents for Solicitation Procedure, Cont’d CENI Directive 003

15. PIM, Chapter 200 – AR Authority, Responsibilities and Functions Section 206-Aproval to Release Contract Documents for Solicitation Procedure, Cont’d Approval Sheet

16. PIM, Chapter 200 – AR Authority, Responsibilities and Functions Section 206-Aproval to Release Contract Documents for Solicitation Procedure, Cont’d Review Matrix

17. PIM, Chapter 200 – AR Authority, Responsibilities and Functions Section 207-Configuration Management for CENI Design Criteria and Specifications Procedure  Definitions Design Criteria Specifications – WMATA’s Standard Specifications Specifications – Master Specifications Design Criteria Change Request Form  Purpose To establish procedures and controls for documentation of Design Criteria and Specifications within CENI  Scope This procedure shall remain in effect until rescinded in writing or superseded by another procedure  Instruction Responsibilities  Deputy Chief Engineers within CENI  CENI Office of Construction and Design (CONS)  WMATA Office of Information Technology (IT)  Design Control Board (DCB) Configuration Identification  Specification Identification  Library Configuration Control  Change Request Form Records

18. PIM, Chapter 200 – AR Authority, Responsibilities and Functions Section 207-Configuration Management for CENI Design Criteria and Specifications Procedure, Cont’d Change Request Form