TAB 3 Capability of Airports Authority and Project Team TAB 3A ‐ Response to FTA PMOC Recommendations TAB 3B ‐ Project Team Integration and Capabilities TAB 3C ‐ Appendices TAB 3A RESPONSE TO FTA PMOC RECOMMENDATIONS 3a ‐ Grantee’s Technical Capacity and Capability 3b ‐ Grantee’s Readiness to Enter Final Design Responses to PMOC Recommendations On the Grantee’s Technical Capacity and Capability In his letter of January 28 to Governor Tim Kaine, Federal Transit Administration’s (FTA) Administrator James Simpson states: “In its January 2008 assessments of MWAA’s Technical Capacity and Capability and Readiness to Advance into Final Design, the PMOC premised its recommendation on thirty‐two separate and necessary actions MWAA should take in order to advance the project. FTA does not believe that these recommendations can be addressed in time to meet existing contractual commitments to keep the project on time and within budget.” The recommendations referenced are the 21 items on Technical Capacity and Capability communicated to MWAA in FTA’s letter of November 6, 2008 and subsequent comments from the PMOC over the next two months. There were also 11 items that on Readiness. As demonstrated in the following attachment, MWAA has complied with all 21 of the PMOC’s recommendations on Technical Capacity and Capability. Full implementation is underway and is expected to be complete within 120 days. In fact, the only recommendations not complete are those that require that additional staff be hired by MWAA. Although the Project Management Support Services (PMSS) team had provided staff for the necessary positions, the PMOC has recommended that some of these positions be filled by MWAA employees as well and MWAA is in the process of filling all of the recommended positions. MWAA and PMSS staff have been assigned to cover the areas that the PMOC felt should have dedicated attention or that require special reporting relationships within the project team. Goals related to budget, schedule and scope control that already existed within the MWAA and PMSS staff are now fully defined in MWAA management procedures as well as the Cooperative Agreements and contracts. Reporting procedures have been more fully defined and are imbedded in the MWAA management procedures. Evidence of MWAA’s compliance with the PMOC’s recommendations is provided in the PMOC’s December, 2007 Monthly Monitoring Report forwarded by the FTA on January 16, 2008 which stated on page 7 “The PMOC concludes MWAA has addressed all of the comments transmitted by FTA via letter dated November 6, 2007.” On page 14 and page 29 of the same report, the PMOC repeats the statement. MWAA Responses to PMOC Comments ‐ Grantee Technical Capacity Location in Current Serial Project Management PMOC Comment MWAA Response No. Plan (PMP) for Final Design (Version 5.0) * Create an MWAA Project Controls/Risk Figure 3‐4 The position of Manager of Risk Management/Project Management Manager to be responsible for Section 3.3.3 Controls is included in MWAA’s organization chart as shown monitoring budget, schedule and contingency Appendix C in Figure 3‐4 and Appendix C of the current PMP. The and providing regular reports to the Project position’s roles and responsibilities are described in Section Director. This full time MWAA position will Position created 3.3.3 of the current PMP. MWAA is now advertising for, 1 provide interface between the Project December 17, 2007; interviewing, and selecting a qualified candidate with the Management (PMSS) controls team and the Documented in PMP appropriate credentials. Project Director. Additionally, the position will since December 21, have primary responsibility for managing and 2007. MWAA has complied with the PMOC’s recommendations. controlling cost and schedule contingency. Create an MWAA Agency Design Coordination Figure 3‐4 The position of Senior Project Manager (changed from Manager position reporting directly to the Section 3.3.3 Senior Engineer per agreement with the PMOC), reporting Deputy Director Design to assist the Deputy Appendix C to Deputy Director Design, is included in MWAA’s Director Design in his assigned responsibilities organization chart as shown in Figure 3‐4 and Appendix C of and to assume primary responsibility for Position originally the current PMP. As stated in the September 21, 2007 coordination/interface with all involved created with the title PMP, MWAA planned to fill these positions in 2008. The agencies and municipalities. of Senior Engineer and position’s roles and responsibilities are described in Section 2 incorporated into 3.3.3 of the current PMP. MWAA is now advertising for, project September interviewing, and selecting a qualified candidate with the 2007; Documented in appropriate credentials. PMP since September 21, 2007. MWAA has complied with the PMOC’s recommendations. * Revisions of the “Final” PMP for Final Design (Version 5.0) were submitted either informally or formally on the following dates in response to comments received from the PMOC or FTA: September 21, 2007, December 12, 2007, December 21, 2007, January 7, 2008, and January 16, 2008. Comments received from the PMOC and FTA, both formally and informally, were adopted immediately as received and incorporated into the next submittal of the PMP. Page 1 1/31/2008 MWAA Responses to PMOC Comments ‐ Grantee Technical Capacity Location in Current Serial Project Management PMOC Comment MWAA Response No. Plan (PMP) for Final Design (Version 5.0) * Once construction begins in earnest, Figure 3‐4 The position of Senior Project Manager (changed from determine if an MWAA Senior Project Section 3.3.3 Senior Engineer per agreement with the PMOC), reporting Manager for Construction position reporting Appendix C to Deputy Director Construction, is included in MWAA’s directly to the Deputy Director Construction is Position originally organization chart as shown in Figure 3‐4 and Appendix C of necessary to assist the Deputy Director created with the title the current PMP. The position’s roles and responsibilities 3 Construction in his assigned responsibilities. of Senior Engineer and are described in Section 3.3.3 of the current PMP. MWAA is incorporated into now advertising for, interviewing, and selecting a qualified project September candidate with the appropriate credentials. 2007; Documented in PMP since September MWAA has complied with the PMOC’s recommendations. 21, 2007. Fill the Manager Project Administration Figure 3‐4 The position of Manager Project Administration is included position that is identified in PMP Revision 5 Section 3.3.3 in MWAA’s organization chart as shown in Figure 3‐4 and Final. In addition to responsibilities defined in Appendix C Appendix C of the current PMP. As stated in the September the PMP, this position would assist the other 21, 2007 PMP, MWAA planned to fill these positions in deputy directors with invoice review and Position created and 2008. The position’s roles and responsibilities are approval and financial reporting. incorporated into described in Section 3.3.3 of the current PMP. MWAA is project September now advertising for, interviewing, and selecting a qualified 4 2007; Documented in candidate with the appropriate credentials. PMP since September 21, 2007. MWAA has complied with the PMOC’s recommendations. * Revisions of the “Final” PMP for Final Design (Version 5.0) were submitted either informally or formally on the following dates in response to comments received from the PMOC or FTA: September 21, 2007, December 12, 2007, December 21, 2007, January 7, 2008, and January 16, 2008. Comments received from the PMOC and FTA, both formally and informally, were adopted immediately as received and incorporated into the next submittal of the PMP. Page 2 1/31/2008 MWAA Responses to PMOC Comments ‐ Grantee Technical Capacity Location in Current Serial Project Management PMOC Comment MWAA Response No. Plan (PMP) for Final Design (Version 5.0) * Add a dotted line relationship between Figure 3‐4 The relationship depicted earlier in the organization chart MWAA Project QA/QC and Safety Manager Section 3.3.3 reflected what was stated in the text in Section 3.3.3 of the and Vice President of Engineering. This Appendix C earlier PMP. It was actually portrayed as a dashed line at relationship will ensure that all QA/QC and that time, but the line did not read well and all dashed lines Safety recommendations generated by the Per agreement with in Figure 3‐4 and Appendix C of the current PMP were QA/QC & Safety Manager will be given the PMOC, an indirect changed to more distinct dotted lines. 5 appropriate consideration by the MWAA relationship was project management team. incorporated into the MWAA has complied with the PMOC’s recommendations. project November 6, 2007; Documented in PMP since December 12, 2007. Fill the two supervisor positions for QA/QC Figure 3‐4 The two supervisor positions for QA/QC and Safety that and Safety that report to the Project QA/QC Section 3.3.3 report to the Project QA/QC and Safety Manager are and Safety Manager (per the PMP). Appendix C included in MWAA’s organization chart as shown in Figure 3‐4 and Appendix C of the current PMP. The positions’ Positions created and roles and responsibilities are described in Section 3.3.3 of incorporated into the current PMP. As stated in the September 21, 2007 project September PMP, MWAA planned to fill these positions in 2008. The 6 2007; Documented in January 16, 2008 PMP further clarifies that these positions PMP since September will be filled by March 2008. MWAA is now advertising for, 21, 2007. interviewing, and selecting qualified candidates with the appropriate credentials. MWAA has complied with the PMOC’s recommendations. * Revisions of the “Final” PMP for Final Design (Version 5.0) were submitted either informally or formally on the following dates in response to comments received from the PMOC or FTA: September 21, 2007, December 12, 2007, December 21, 2007, January 7, 2008, and January 16, 2008.